REPORT WRITING
A report is a structured written document that gives information about a
specific topic, situation, or problem based on facts, evidence, and analysis.
inform, explain, or recommend something clearly and logically
A business report is a formal document that presents information, analysis,
and recommendations to help an organization make decisions.
Purpose Explanation
To inform Share data, results, or progress with others.
To record Keep an official account of an event, project, or investigation.
To analyze Examine causes, trends, or effects.
To recommend Suggest actions or solutions based on findings.
To evaluate Judge performance, efficiency, or feasibility.
To communicate professionally Present complex information in a clear, formal way.
Business Reports
Structure: Title → Body → Recommendations.
SAMPLE BUSINESS REPORT
Title: Employee Productivity Report – Quarter 3, 2025
Prepared by: HR Executive
Date: 7 November 2025
Submitted to: Human Resource Manager, XYZ Pvt. Ltd.
(Body)
a. Introduction
The purpose of this report is to analyze employee productivity trends in XYZ
Pvt. Ltd. between July and September 2025. The HR department collected
performance data from all departments and compared results with the
previous quarter to identify areas of improvement.
b. Data / Findings
Overall productivity score: 8.2/10 (previous quarter: 7.4).
Departments with highest improvement: Sales (+18%), Marketing
(+12%).
Operations department productivity declined by 4%.
Absenteeism rate: 6% (same as Q2).
75% of employees participated in new skill development workshops.
c. Analysis / Discussion
The increase in productivity correlates with the implementation of a flexible
work schedule introduced in July 2025. Employees in customer-facing
departments benefited most from remote work flexibility.
The operations department’s lower performance appears linked to staff
shortage and delayed equipment maintenance. Despite training initiatives,
attendance remained inconsistent.
Employee feedback collected through surveys showed that 82% felt more
motivated due to incentive programs, while 15% reported difficulty balancing
remote work hours.
3. Recommendations
Based on the above analysis, the following actions are suggested:
Implement digital attendance tracking to reduce absenteeism.
Schedule equipment maintenance quarterly to prevent work
delays.
Continue performance incentives for high-performing teams.
Organize mental health and stress-management workshops for
staff in high-pressure roles.
4. Conclusion
The report concludes that productivity in Q3 showed a positive trend overall,
supported by effective HR initiatives. Addressing absenteeism and
operational inefficiencies will further enhance the company’s performance in
the upcoming quarter.
Feature Memo / Notice Report
Purpose To inform quickly about a decision, To analyze and explain a situation, often
meeting, event, or instruction. with data and reasoning.
Length Very short (one paragraph to one page). Usually long and detailed (1–10 pages or
more).
Tone Direct and internal (within organization). Formal, objective, and often shared with
management or clients.
Content Basic facts: who, what, when, where. Facts + analysis + interpretation +
recommendations.
Example “Meeting scheduled for 10 AM on “Report on declining productivity in the
Monday.” sales department.”
Audience Employees, team members. Managers, executives, stakeholders.
Vocabulary
Business Term Meaning
Agenda List of items to be discussed
Appraisal Evaluation of performance
Briefing Short meeting for instructions
Stakeholders People affected by company actions
Deadline The final date for completion
Question:
You are the Assistant Manager (HR) of Zenith Electronics Pvt. Ltd., Bengaluru. The company
recently conducted a three-day training program on “Effective Workplace Communication”
for 40 employees from different departments. After the program, you collected feedback through
a questionnaire. Out of 40 participants,
Most participants appreciated the trainer’s interactive style but suggested increasing the
duration and including more real-life case studies.
Write a Business Report (about one page) using the following structure: