How to write a business report | | UPV

Summary

This video provides a detailed guide on writing a business report, emphasizing key aspects like structure, audience, language, and style. It covers the four main sections of a short report: introduction, body, conclusion, and recommendation. The script explains the importance of understanding the reader’s needs and tailoring language and style accordingly. It also highlights relevant language features like linking words and compound nouns, and the use of formal, impersonal language in professional reports. Lastly, it outlines the three essential stages of report writing: preparation, writing, and editing, ensuring a clear, well-structured, and effective business report.

Takeaways

• 😀 A business report is a written text that analyzes a business problem and recommends a solution.
• 😀 Short business reports typically include four parts: introduction, body, conclusion, and recommendations.
• 😀 The reader is crucial in shaping the content, format, language, and style of the report.
• 😀 Use simple language and stay focused on the main topic to help the reader quickly find the information they need.
• 😀 The choice of style should be based on the reader's role, with a more formal style for senior managers and a more direct style for junior colleagues.
• 😀 Linking words (e.g., first, however, because) help guide the reader through the report and connect ideas logically.
• 😀 Compound nouns (e.g., 'sales personnel') help streamline the language and make the report easier to read.
• 😀 Impersonal forms, such as the passive voice, are often used in formal reports to focus on actions rather than individuals.
• 😀 Business reports should avoid jargon and technical terms unless the reader is familiar with them.
• 😀 The report-writing process includes three stages: preparation, writing, and editing, each with specific tasks and goals.
• 😀 During the editing stage, it's important to review grammar, punctuation, style, and clarity, and read the report aloud to catch errors.

Q & A

What is the main purpose of a business report?

The main purpose of a business report is to analyze a real-life business problem and recommend a solution.

What are the key components of a short business report?

A short business report typically consists of four parts: an introduction (stating the report's objective), the body (describing and analyzing the problem), a conclusion (summarizing the findings), and a recommendation (suggesting actions to address the problem).

Why is understanding the reader important when writing a business report?

Understanding the reader is crucial because it influences the report’s content, format, language, and style. Different readers have different expectations and needs, which affects how you present information.

How should the language be tailored for different types of readers?

For senior management, a more formal, impersonal style is required, focusing on clarity and professionalism. For junior colleagues, a more direct, conversational style is appropriate, using plain and simple language.

What role do linking words play in a business report?

Linking words help to connect sentences and paragraphs, making the argument more coherent and easier to follow. They clarify the relationships between ideas, such as showing cause and effect or contrast.

Why are compound nouns important in business report writing?

Compound nouns simplify complex phrases by combining words, reducing the length and improving readability. For example, 'sales personnel' is simpler than 'the personnel of sales'.

What are impersonal forms, and why are they used in business reports?

Impersonal forms, such as the passive voice, are used to focus on the action rather than the person performing it. This makes the report sound more objective and professional.

What is the difference between formal and informal styles in business reports?

A formal style is respectful and uses impersonal language, typically for senior management or formal settings. An informal style is more direct and conversational, suitable for peers or junior colleagues.

What are some best practices for sentence and paragraph structure in business reports?

Use short sentences for clarity and impact, avoid long, convoluted ones. Each paragraph should focus on a single idea to ensure the report is easy to follow and understand.

What are the three main stages in writing a business report, and what do they entail?

The three stages are: preparation (defining the report’s purpose, gathering data, and organizing information), writing (drafting the introduction, body, conclusion, and recommendations), and editing (reviewing for grammar, punctuation, style, and clarity).