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Define and clarify the purpose of the report. Do this as early as possible so that you do not waste time and energy with unnecessary issues. Gather all the information needed to make a reliable report. Sometimes this can mean talking to the people involved, or it can be as involved as conducting a research project.
Organize all relevant information. Be sure to limit your information to the purpose of the business report. Don't let the scope of the report expand. If the purpose of the report is to identify potential new markets for your product, stay focused on that one product and new market information.
Write to your audience. You need to understand who you are writing to and for, and determine how
best to address this audience. Define the tone, attitude and emphasis that is geared towards your readers.
Compose the business report using strong words that will motivate your audience. Create effective, well arranged sentences. Some of your audience may only scan the report, so write the business report with bulleted points, plenty of white space, good headlines and subtitles and short paragraphs on point.
Proof, edit, revise and distribute the report. Having a second set of eyes read over the report is an excellent way to make sure your message is clear. Leave yourself plenty of time to edit and revise the report before the due date. Do not rush this step. When you distribute the report, ensure that all documents and attachments are included and that everyone gets them.