How do you tailor your business report to different audiences and purposes?

3 Choose your structure

Depending on your purpose and scope, you may need to choose a different structure for your business report. There are two common types of business reports: analytical and informational. Analytical reports aim to analyze a problem or situation and provide solutions or recommendations. Informational reports aim to provide facts or data on a topic or issue. Analytical reports usually follow a problem-solution structure, while informational reports usually follow a chronological, topical, or spatial structure. You need to choose the structure that best suits your type of report and your audience's needs.

4 Write your sections

Once you have decided on your structure, you need to write the main sections of your business report. These components may vary depending on the type of report, but typically include a title page, executive summary, table of contents, introduction, body, conclusion, references and appendices. The title page should include the title of your report, your name, the date and other relevant information. The executive summary should concisely summarize the main points and recommendations of your report in one or two pages. The table of contents should list the headings and subheadings of your report and their page numbers. The introduction should introduce your topic, purpose, scope, background and outline of your report. The body should present your main arguments, evidence, analysis and findings in a logical and coherent way. You may use headings, subheadings, tables, graphs, charts or other visuals to organize and illustrate your information. The conclusion should summarize the main points, findings and implications of your report. You may also restate any recommendations or solutions you have if applicable. The references should list the sources cited in your report using a consistent citation style. Finally, appendices should include any additional or supplementary information that supports your report but is not essential to include in the main text.

5 Revise your report

After you have written your draft, it’s time to revise your report to make sure it is clear, concise, accurate, and persuasive. You should check the content to ensure it addresses your purpose and scope and provides enough evidence to support your arguments. Make sure the structure is logical and coherent with headings and subheadings that guide the reader. Additionally, use appropriate and consistent tone, style, and vocabulary for your audience and purpose. Ensure the sentences and paragraphs are clear and precise while following the rules of grammar, spelling, and punctuation. Lastly, make sure the report follows guidelines and requirements of your instructor, institution or organization while using a consistent font, size, color, and layout. Don’t forget to include all necessary elements such as title page, executive summary, table of contents etc.