Writing Business Reports (Page 3 of 3) in pdf

3. Consider charts, graphs, or short bulleted lists that can quickly communicate important

information to your readers.

4. Put the draft aside for at least a day. If you can, send it to others for a review:

a. Don’t reveal the audience; instead, ask your reviewers who they think the

audience is. If they can’t pinpoint your intended audience, something is off base

in your report.

b. Ask them to write down your three most important points. If they name three

things that aren’t what you think are most important, you have work to do.

c. Also ask them to note where things are unclear, “fluffy,” or out of place.

d. Finally, because you want to be as objective as possible, ask your reviewers to

circle words or passages that seem subjective or too emotive.

Consider reviewers’ comments with an open mind. You may think you’ve communicated

what you intended, but it may not have come out that way. Don’t take it personally.

5. Before you revise your draft, re-read your assigned task one final time. Often in the heat

of writing, we get off track and include things that aren’t required or neglect to provide

information that we’ve been asked for.

6. Revise for wordiness. Consider the following:

a. In my opinion, the main problem is….(revise to “The main problem is…”)

b. There are numerous considerations that will influence your decision (revise to

“Numerous considerations will influence your decision.”)

c. In today’s business world, accountants are maintainers of corporate productivity

(revise to “Accountants today help maintain corporate productivity.”)

Cutting two or three unneeded words per sentence doesn’t create dull writing; rather, it

creates tight, easy-to read reports that will be welcomed by busy readers.

7. Proofread carefully—reading slowly and out loud helps catch things your eye might skip.

Helpful Websites & Suggested Readings:

General suggestions on writing business reports:

Richard Lanham’s “Paramedic Method” of revising your prose:

For a guide on ways to cut out extraneous wording, visit the George Mason University website,

scroll down to Editing/Revising, and click on Revising and Editing for Conciseness:

Writing Business Reports Page 3