How to Write a Business Report – 8 Great Tips to Master the Art

How do you write a great business report? Could you be more impressive writing business reports? What do you need for better business report writing skills? Why is report writing for business a key skill? And how can you learn to write reports for UK businesses?

If you want to learn how to write a business report and how to be a business report writer, then read on. In this guide our UK business writing coaches have identified top strategies for great report writing. You’ll get essential tips to help you write clear, engaging business reports.

Meet the Author: Benjamin Ball

Ben is the founder of Benjamin Ball Associates and leads the presentation coaching and pitch deck creation teams. Formerly a corporate financier in the City of London, for 20+ years he’s helped businesses win with better pitches and presentations, particularly investor pitches. He is a regular speaker and a guest lecturer at Columbia Business School and UCL London.  Follow Ben on LinkedIn or visit the contact page. 

Where To Start in Writing a Business Report

Need to write a business report but unsure where to start?

Whether you’re writing for senior executives, investors or clients, a well-structured report can drive decisions and showcase professionalism.

In this guide, you’ll learn the exact business report format. You’ll get step-by-step writing tips and real-world examples to help make your next report clear, persuasive and impactful.

Business Report Writing is a Core Business Skill

Clear and concise writing is essential to ensure your audience understands the message you intend to convey.

High quality communication is essential in business. Whether you’re an executive presenting a quarterly performance review, a manager sharing project updates or an analyst summarising market research, you need to write clear and concise reports.

A well-crafted business report should convey information, influence decision-making and drive action.

In this guide, we will walk you through the process of how to write a business report that stands out and makes an impact on your professional audience.

Why Good Writing is Important in Business Reports

In business, we write more than ever. This means it’s harder than ever to grab attention. Your readers have more to get through, so you need to make it easy for them to read what you write. This is especially true in report writing. Learning how to write a good business report is crucial.

You can also read how to write a powerful executive summary.

Writing high quality business reports is a key business skill. And it is a skill you can learn.

Over the last 15 years, we’ve coached thousands of people to improve their report writing skills. You can also learn how to write a board report. If you want help, then get in touch. We’d be delighted to discuss how we could help you.

Speak to an expert. Get a free consultation

Read these top tips on how to write a business report from our expert coaches:

Step-By-Step How to Write a Business Report

1. Be clear on your purpose of your report

Before diving into how to write your powerful business report, it’s crucial to define your report’s purpose and identify your target audience.

Ask yourself: Why am I writing this business report? What information does my audience need? How will this report be used?

• Why am I writing this business report?
• What information does my audience need?
• How will this report be used (e.g., for decision-making, information sharing or strategic planning)?

Your first step in writing a business report is to have a clear purpose and understand your audience’s expectations. Then you’ll find it easier to structure and create the right content when you write your business report.

But how do you write reports so they are easier to read? These six tips are some of the many ideas we apply in our business report writing training programme.

2. Get to the point, quickly

If your memo asks for authorisation for new expenditure, say it in the first line. If your report tells the board there is nothing to worry about in the new regulation, say so in the first paragraph.

If your memo seeks approval for a new consumer test, say exactly that in the headline. The key to understanding business report writing is to make it easy for the reader to know what you want them to do.

Why Pick Benjamin Ball Associates to Learn How to Write a Business Report

At Benjamin Ball Associates, we’ve been coaching business people to write business reports and improve their business communication skills for over 15 years.  Our coaching is fast and effective.  We work with individuals and with companies, one-to-one and in groups.  Call us today to learn more.

“I honestly thought it was the most valuable 3 hours I’ve spent with anyone in a long time.”

Mick May, CEO, Blue Sky

Our most popular training courses include:

• Business Report Writing Coaching
• Presentation Coaching
• Public Speaking Coaching
• Investor Pitch Support and Coaching

Trusted by some of the most successful companies globally

Speak to Louise on +44 20 7018 0922 or email info@benjaminball.com to transform your speeches, pitches and presentations.

Speak to an expert. Get a free consultation

3. Use a clear structure in your report writing

Whether you are writing a one page report or a 100-page report, a good structure will make your report easier to read. Play particular attention to your start. If you haven’t grabbed attention on the first page, you are stuffed.

Most reports follow a clear format:

• Title page – Include the report title, your name and the date.
• Executive summary – Summarise the key points in a few paragraphs.
• Introduction – Explain the purpose, scope and background.
• Main body – Present your analysis, findings and supporting evidence.
• Conclusion and recommendations – Summarise key insights and suggest next steps.
• Appendices and references – Include extra details or sources if needed.

4. Keep your reports short and simple

Great writing is easy to read. It uses simple structures and short phrases.

How to write a business report better:

• make sure words that relate to each other are close together
• get rid of jargon
• cut unnecessary detail and
• break down complex sentences into constituent parts.

For example:

BEFORE:  In reviewing the strategic impact of the Corporate ESG Assessment Report, the board considered many factors including environmental damage and pollution control, including the impact this had on our operations in south east Asia, South America and Africa and concluded that the current situation was satisfactory.

AFTER:  After reviewing the Corporate ESG Assessment Report, the board concluded that our current ESG situation was satisfactory.

Great managers have been encouraging their staff to write better reports for a long time. Here’s a classic memo written in 1944.

Source: National Archives and Records Administration, Public domain, via Wikimedia Commons

You can also read more about how to write an executive summary.

5. Use the right verb when you write

Your verbs power your sentences. They drive your thinking forward and direct the reader. When you select the right verb, you find the heart of your sentence and get to the heart of your meaning.  Pick out strong verbs to hammer home what you want to say.

BEFORE:  The new office has grown turnover quickly.

AFTER:  We doubled turnover in the new office in the last 6 months.

BEFORE: We will focus on improving sales

AFTER: We will improve sales

6. Edit your report writing, ruthlessly

A large part of writing is re-writing.  You should never be happy with your first draft.  Editing when you write a business report is the one thing that distinguishes a mediocre writer from a clear business writer. 

You can edit it yourself.  You can ask someone else to read your business report for you.  You can always try ChatGPT. Always imagine yourself as someone who is short of time, distracted and has just a few second to look at your report. Check your business report structure and whether it gets to the point fast enough.

When you are working out how to write a business report, ask yourself: Have I made it easy for them to read?  If not, then look out for the following:   

Look for:

• Redundant words
• Needless repetition
• Ideas not explained clearly enough.
• Check the order of your writing.
• Are your start and your end strong enough?

Have you really made it easy for the reader?  Keep editing until your writing is as good as it can be.

By working on these techniques, you will enhance the quality of your writing.

7. Read your writing out loud

My penultimate tip when you write a business report is always read your writing out loud. 

When you read your writing, you’ll spot logical errors, complex sentences and boring bits. And when you read out loud, you are more likely to uncover the beauty and rhythm in your words that make them easier to read.

8. BONUS TIP – Read more journalism

Journalists are professional writers while most of us are amateurs. Journalists get paid to capture attention, to explain what’s going on and to get you back the next day for more of the same.

When you read a newspaper, note how the writer structures sentences. A clear presentation of ideas is crucial for effective communication.

Start Improving Your Report Writing Skills Today

If you are interested in improving how to write a business report, start by applying these six tips.  But if you want to take it further, why not consider a BBA business writing skills training programme in your company. They are short, intensive and highly effective.

We organise intensive training that helps you look at your own writing in a different way.  We help you pull apart bad writing and build it up again using best practice techniques.

You’ll come away from a BBA communications training course very clear on what bad writing looks like – and how to create great writing.  By the end, you’ll be producing confident powerful written reports that are  read and acted on.

Interested to hear more? Click here or contact Louise Angus at +44 (0)207 018 0922. Or you can email her at info@benjaminball.com.

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Why Choose Us:
Transform your pitches and presentations with tailored coaching

We can help you present brilliantly. Thousands of people have benefitted from our tailored in-house coaching and advice – and we can help you too.

“I honestly thought it was the most valuable 3 hours I’ve spent with anyone in a long time.”

Mick May, CEO, Blue Sky

For 15+ years we’ve been the trusted choice for leading businesses and executives throughout the UK, Europe and the Middle East. We’ll help you improve corporate presentations through presentation coaching, public speaking training and expert advice on pitching to investors.

Some recent clients

Unlock your full potential and take your presentations to the next level.

Speak to Louise on +44 20 7018 0922 or email info@benjaminball.com to transform your speeches, pitches and presentations.

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FAQs: How to Write a Business Report

Effective writing engages the reader and encourages them to absorb the information presented.

Learn how to write a business report with ease. Speak to Louise Angus, our client services director about training options.

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