PREPARING BUSINESS
REPORTS
CoB Center for Professional Communication
Business Report: Components
Appendix(es)
References
Conclusion
Body
Introduction
Table of contents
Executive Summary
Transmittal Document
Title Page
Report Components: Front Matter

Title page
 Balance
the following parts on the title page:
 Name of report in all caps
 Receiver’s name, title, and organization
 Author’s name, title, and organization
 Date submitted
Report Components: Front Matter

Transmittal document
 Announce
the topic and
explain who
authorized it.
 Briefly describe the
project and preview
the conclusions – if the
reader is supportive.
Date:
January 12, 2012
To:
Flagstaff City Council Members
From:
Sylvia Hernandez, Del Rio Industrial Consultants
Subject:
Economic Impact of Coconino Industrial Park
SH
The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon &
Associates dated October 20, describes the economic impact of the Coconino Industrial Park on
the city of Flagstaff. We believe you will find the results of this study useful in evaluating future
development of industrial parks within the city limits.
This study was designed to examine economic impact in three areas:
 Current and projected tax and other revenues accruing to the city from Coconino
Industrial Park
 Current and projected employment generated by the park
 Indirect effects on local employment, income, and economic growth
Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and
managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research
sources included the Annual Budget of the City of Flagstaff, county and state tax records,
government publications, periodicals, books, and online resources. Results of this research
discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant
beneficial influence on the Flagstaff metropolitan economy.
We would be pleased to discuss this report and its conclusions with you at your request. My
firm and I thank you for your confidence in selecting our company to prepare this comprehensive
report.
Report Components: Front Matter

Transmittal document
 Close
by expressing
appreciation for the
assignment, suggesting
follow-up actions,
acknowledging the
help of others, and
offering to answer
questions.
Report Components: Front Matter

Executive summary
 Summarize
the report
purpose, findings,
conclusions, and
recommendations.
 Include strategic words
and sentences.
 Prepare an outline with
headings.
 Fill in your outline.
Report Components: Front Matter

Executive summary
 Begin
with the purpose.
 Follow the report
sequence.
 Eliminate nonessential
details.
 Restrict the length to no
more than 10 percent
of the original
document.
Report Components: Front Matter

Table of contents
 Show
the beginning page number where each report
heading appears in the report.

List of figures
 Include
a list of tables, illustrations, or figures showing
the title of each and its page number.
 Place the list of figures on the same page with the
table of contents if possible.
Report Components: Front Matter

Introduction
 Discuss
purpose and significance of report.
 Preview main points and order of development.
Report Components: Body

Body
 Discuss,
analyze, and interpret the research findings or
proposed solution to the problem.
 Arrange the findings in logical segments that follow
your outline.
 Use clear, descriptive headings.
Report Components: Back Matter

Conclusion
 Recap
the purpose and review the main points.
 Tie the main topics together, and, when appropriate,
ask for action and/or goodwill.
Report Components: Back Matter

References
 List
all references cited in the paper.
 References should be arranged alphabetically.

Appendix(es)
 Include
items of interest to readers, such as datagathering tools like questionnaires (these are originally
created items).
 Each appendix item should be in its own appendix
Business Reports: Format
Selecting the best method for delivering your
message is key.
Selecting a Report Format
Formal Reports
Primarily Text
Text and Graphics
Informal
Reports
Memo or Email
Business Reports Are Graphical
Detailed,
explanatory
text
Bullets or
text in
graphics
Main
points
reinforced
(optional)
White background
Talking heading
Mix of text
and
graphics
Page
numbers
Style

Focus on providing narrative with strong graphical
elements:
 Tables
 Charts
 Images
 Strong
graphical design
 Do not ignore text altogether


Every page should contain 25-75% text
Narrative text font size 11 or 12 pt.
Style



Remember: The report is intended to be read, not
listened to
You will not be present to explain what a graph or
table means
Thus, the report must be more explicit than slides
accompanying an oral presentation
Style Rule of Thumb
Each page
should have:
 25% white
space
(margins)
 25 to 75%
text
 25 to 50%
graphics
Format & Layout
 Create
a design template
 4 rules for design
 Organization Elements
 Navigation
 Headings
 Portrait versus landscape?
Create the Design Template

Use the 4 Rules of Design
 Contrast
 Repetition
 Alignment
 Proximity


Make a few basic decisions and stick to them
You may use company colors and logo
Portrait or Landscape
Portrait


More familiar reading
style
Easier to present
textual blocks
Landscape


Better for double duty
(stand-up
presentations)
Can be better for
graphical elements
(complex graphics are
often horizontal)
Final Thoughts






Think through your design
Think through your structure
Be consistent
Be professional
Business Reports are meant to be read: explain the
take away from your graphical elements
EDIT, EDIT, EDIT!
Time for Examples