1. Preparing Business Reports
CoB Center for Professional Communication

2. Business Report: Components
Appendix(es)
References
Conclusion
Body
Introduction
Table of contents
Executive Summary
Transmittal Document
Title Page

3. 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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. Report Components: Front Matter
Introduction
Discuss purpose and significance of report.
Preview main points and order of development.

10. Report Components: 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.

11. 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.

12. 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 data- gathering tools like questionnaires (these are originally created items).
Each appendix item should be in its own appendix

13. Business Reports: Format
Selecting the best method for delivering your message is key.

14. Selecting a Report Format
Primarily Text
Text and Graphics
Memo or
Formal Reports
Informal Reports

15. Business Reports Are Graphical
Talking heading
White background
Detailed, explanatory text
Mix of text and graphics
Bullets or text in graphics
Main points reinforced
(optional)
Page numbers

16. 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.
Schematic, presentation-style reports are a genre with a distinctive style:
Focus on graphical elements:
Tables
Charts
Images
Strong graphical design
But, do not ignore text altogether
Remember: The report is intended to be read, not listened to
You will not be present to explain what a slide means
Thus, the report must be more explicit than slides accompanying an oral presentation

17. 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

18. Style Rule of Thumb Each page should have: 25% white space (margins)
25 to 75% text
25 to 50% graphics
around 25%. Each slide should have 25 to 50% text. This leaves 25 to 50% space for graphics

19. Format & Layout Create a design template 4 rules for design
Organization Elements
Navigation
Headings
Portrait versus landscape?

20. 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
The template manages the reader’s expectations
Many companies have a house style for reports and presentations
Great contrast can leave a very good first impression on a user. Without a focal point, the viewer is generally lost in a sea of equally-sized elements and typography. It’s the designer’s job to create visual elements of significance that guide the user’s experience. You can achieve great contrast by choosing your images, colors and fonts wisely.
Repetition: Repeating design elements helps create a consistent look and improves branding. In report design a great way to achieve this is by repeating elements in the header and footer.
Alignment plays an intricate role in taking your report designs from looking amateur to professional. Try using a grid. Doing so cleans up your designs and gives you an awesome framework to work from.
The last principle is proximity. This has to do with grouping like elements together and separating those that are not. It can really ruin your readers experience if you group everything into one lump text block. That’s why its very important to use header tags and proper spacing.

21. Portrait or Landscape More familiar reading style
Easier to present textual blocks
Better for double duty (stand-up presentations)
Can be better for graphical elements (complex graphics are often horizontal)

22. 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!

23. Time for Examples