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What are the best practices for writing a report that outlines a company's financial performance?

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Writing a report that outlines a company's financial performance is an important skill for administrative assistants. It can help you communicate the results and trends of your business to your managers, clients, and stakeholders. However, writing a clear, concise, and accurate report can be challenging, especially if you have to deal with complex data and calculations. In this article, we will share some of the best practices for writing a report that outlines a company's financial performance, such as how to plan, structure, analyze, and present your information.

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Thomas Nyamekye

University of Education Winneba, Ghana. Currently, MSc Innovation Management and Entrepreneurship in Kingston…
Evania G.

Auxiliar Administrativa | Impulsando la excelencia e innovación en el Servicio de Atención al Cliente.

1 Plan your report

Before you start writing your report, you need to plan your purpose, audience, scope, and format. Your purpose is the main message or goal of your report, such as to inform, persuade, or recommend. Your audience is the people who will read your report, such as your boss, colleagues, or clients. You need to consider their level of knowledge, expectations, and interests. Your scope is the time period, segments, and indicators that you will cover in your report, such as quarterly, annual, or monthly results, sales, expenses, or profits. Your format is the style and layout of your report, such as a memo, a letter, or a slide deck.

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Thomas Nyamekye

University of Education Winneba, Ghana. Currently, MSc Innovation Management and Entrepreneurship in Kingston University London 23/24.
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You have to know the stakeholders who will use the finaacial reports and deliver the reports on timely manner. Focus on the standards adopted by your company.

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Evania G.

Auxiliar Administrativa | Impulsando la excelencia e innovación en el Servicio de Atención al Cliente.
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Antes de comenzar, siempre dedico tiempo a comprender el objetivo del informe. ?Es para una revisión trimestral, una solicitud de financiación, o para informar decisiones de inversión? Esta comprensión guía toda la planificación, desde la selección de datos hasta el tono del informe. También establezco un cronograma claro, considerando cualquier fecha límite para asegurar que haya suficiente tiempo para la revisión y el análisis de los datos.

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Maria Kristine Villafuerte

General Virtual Assistant| Data Entry | Digital Marketing | Social Media Marketing | Google Ads| Accounting Clerk | QuickBooks| Online Tutor| Research| UX Design Student
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Start with an executive summary, provide an overview of key financial metrics, use clear and concise language, support findings with visuals like charts, explain variances, include future projections, and adhere to the report's intended audience and purpose.

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2 Structure your report

The structure of your report depends on your purpose, audience, scope, and format, but a common framework is to use the following sections: an executive summary, an introduction, a body, and a conclusion. An executive summary is a brief overview of your main findings and recommendations, usually one or two paragraphs long. An introduction is where you explain the background, context, and objectives of your report, as well as the sources and methods of your data collection and analysis. A body is where you present and discuss your data in detail, using tables, charts, graphs, and text to support your arguments. A conclusion is where you summarize your main points and implications, and suggest any actions or next steps.

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Evania G.

Auxiliar Administrativa | Impulsando la excelencia e innovación en el Servicio de Atención al Cliente.
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La estructura que elijo depende del público objetivo. Generalmente, inicio con un resumen ejecutivo que ofrece una visión general concisa del desempe?o financiero, seguido de una introducción, el cuerpo del informe (donde se detallan los análisis), y finalmente, las conclusiones y recomendaciones. La clave está en hacerlo intuitivo, permitiendo que el lector encuentre fácilmente la información relevante. Utilizo subtítulos claros, listas y gráficos para mejorar la legibilidad.

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3 Analyze your data

One of the most critical aspects of writing a report that outlines a company's financial performance is to analyze your data effectively. You need to use appropriate tools and techniques to calculate, compare, and interpret your financial data, such as ratios, percentages, trends, and variances. You also need to explain the meaning and significance of your data, such as how they relate to your goals, benchmarks, or industry standards. You should avoid using too many numbers or technical terms without context or explanation, and focus on the key insights and patterns that are relevant to your purpose and audience.

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Evania G.

Auxiliar Administrativa | Impulsando la excelencia e innovación en el Servicio de Atención al Cliente.
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El análisis de datos es donde se extraen los insights. Me enfoco en identificar tendencias, comparar los resultados con períodos anteriores y contra presupuestos o proyecciones. Es crucial ser meticuloso y asegurarse de que todas las afirmaciones puedan respaldarse con datos. Personalmente, utilizo herramientas de análisis financiero y software de hojas de cálculo para facilitar este proceso, permitiéndome crear visualizaciones de datos que resalten los puntos clave.

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4 Present your information

Another important aspect of writing a report that outlines a company's financial performance is to present your information clearly and professionally. You need to use a consistent and logical format, such as headings, subheadings, bullet points, and transitions, to organize and guide your readers through your report. You also need to use visual aids, such as tables, charts, graphs, and images, to illustrate and highlight your data, but make sure they are simple, accurate, and labeled properly. You should use a formal and objective tone, avoiding personal opinions or emotions, and use precise and concise language, avoiding jargon or slang. You should also proofread and edit your report for spelling, grammar, punctuation, and formatting errors, and cite your sources if you use any external information.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Evania G.

Auxiliar Administrativa | Impulsando la excelencia e innovación en el Servicio de Atención al Cliente.
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La presentación de la información debe ser clara y accesible. Para mí, esto significa usar un lenguaje claro, evitando jerga innecesaria que pueda confundir a los lectores no financieros. También hago uso de gráficos y tablas para presentar los datos de manera que sean fácilmente comprensibles a primera vista. Antes de la presentación final, solicito feedback de un colega para asegurarme de que el informe es comprensible para alguien no familiarizado con el detalle financiero.

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What are the best practices for writing a report that outlines a company's financial performance?

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1 Plan your report

2 Structure your report

3 Analyze your data

4 Present your information

5 Here’s what else to consider

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What are the best practices for writing a report that outlines a company's financial performance?

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5

1 Plan your report

2 Structure your report

3 Analyze your data

4 Present your information

5 Here’s what else to consider

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