Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. The type of report is often identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or even a book report. Reports are often analytical, or involve the rational analysis of information. Sometimes they simply “report the facts” with no analysis at all, but still need to communicate the information in a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or even a call to action, the demonstration of the analysis is the primary function. A sales report, for example, is not designed to make an individual sale. It is, however, supposed to report sales to date, and may forecast future sales based on previous trends.
There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs, and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It does not establish fault or include judgmental statements. You should not see “Driver was falling-down drunk” in a police accident report. Instead, you would see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The police officer is not a trained medical doctor and is therefore not licensed to make definitive diagnoses, but can collect and present relevant information that may contribute to that diagnosis.
The second type of report is called an analytical report. An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of a report may be a field report by a Center for Disease Control (CDC) physician from the site of an outbreak of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to make recommendations on the treatment and quarantine of subjects. Another example of a report may be a benchmarking report that reviews the activities of another organization and makes recommendations for implementing (or avoiding) similar activities.
Reports vary by size, format, and function. You need to be flexible and adjust to the needs of the audience while respecting customs and conventional guidelines. Reports are typically organized around the following content sections (Microsoft, 2024):
Title Page: Include a title, name, date, and other organizational information.
Executive Summary: A concise overview of the entire report.
Table of Contents: Not necessary for short reports.
Introduction: State the purpose, background, and context.
Body: Present data, analysis, and recommendations.
Conclusion: Summarize key points.
Recommendations: Provide actionable steps.
As you craft each section, you should consider your stakeholders, those who have an interest in the report. That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.
Find an annual report for a business you would like to learn more about by using the following site: AnnualReports.com. Review it with the previous reading in mind and provide examples of organization and content. Share and discuss with classmates.
Video: How To Write a Standout Business Report | Proofed - YouTube
Attributions:
Information for this section was modified from
Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.
References:
Microsoft. (2024) Copilot. (March 20 Version) [Large language model].
Proofed. (2022, June 21). How to write a standout business Report | Proofed [Video]. YouTube. https://www.youtube.com/watch?v=tsajKWwc1fA