Writing Business Reports (Page 2 of 3) in pdf

strengths and weaknesses; and possibly recommend certain actions based on the facts and data

you have presented. In the hospital case, for example, your job is to give the taskforce the

important facts

and background so that its members can make an informed decision and be able

to back it up if questioned.

CAN I JAZZ UP MY WRITING TO BE MORE CREATIVE AND PERSONAL?

When you inform or analyze for a business report, your job is not to dazzle with vocabulary,

jargon, or complex sentences. Creative, adjective-filled prose does not belong in a business

report. You can generally use “you,” but should avoid “I,” as well as slang or contractions. What

your clients want is prose that is objective, succinct, non-emotive, and above all, factual.

Consider the connotations of language in the following sentences:

1. Subjective and Emotive Writing: The hospital’s lazy unproductive “down in the

dumps” slackers were ready to turn in their brooms.

This sentence sounds like something from a cheap novel or talk radio; it’s loaded with

negative connotations.

2. Objective and Unbiased Writing: The custodians who had not met their recent

productivity goals were willing to discuss change.

This sentence, on the other hand, doesn’t judge the employees, and it suggests that

they want some kind of change.

Let your facts and clear writing—not loaded words—do the persuading.

HOW CAN I MAKE MY WRITING FIT MY AUDIENCE AND PURPOSE?

1. First, read your assigned task carefully and then do some important pre-writing:

a. Determine your audience: what are their needs and how much background do they

have? This last is really important because you don’t want to bore readers with

information they already know or summaries of every little detail. At the same

time, you don’t want to skip key points or write over their heads by ignoring

important definitions. Jot down what you think your readers will know or believe

before they read your report.

b. Next, define your purpose. Write down what you want your readers to know after

reading your report—this is your writing goal.

2. Draft your report carefully, being certain to respond to all of the things you have been

asked to include. Subheadings help readers follow your ideas. Typical short reports have

the following sections: Terms of Reference, Procedure, Findings, Conclusions, and

Recommendations. You, however, may be asked to use different subheadings or decide

on other subheadings that best reflect and organize the report.

a. Each section reflects a different goal.

b. Within a section, each paragraph should explore a single main idea—start each

paragraph with a strong, unifying sentence, one that summarizes its main point.

A report is not the place to impress your audience with all the facts you can cram in—pare down to what is most

important to your particular readers. Separate “need to know” from “nice to know.”

Writing Business Reports Page 2