How to prepare a business report PDF.

Are you tasked with writing a business report? Business reports are written and compiled every day in every sector and industry. Used to communicate and present information, analyse data and get insights, business reports can help you to make informed decisions, and more.

The nature and content of business reports will vary, depending on your organization, but in every situation having a clear and easy-to-read report format is vital. Read on to learn about how to write a business report, and what you can do with PDFs and Adobe Acrobat.

What you’ll learn

• The purpose of business reports
• Different types of business reports
• Business report sections
• How to produce a business report document
• Tips for business report writing and formatting

The purpose of business reports.

The primary purpose of most business reports is to communicate and present important information and data about a business’s activities. Business reports may be written for different audiences, including internal and/or external stakeholders.

A business report may summarise a business’s overall activities. Or, a business report may be more detailed and specific, focussing on a particular business aspect — for example, human resource activities, finances, health and safety, sales, marketing, and so forth.

Different types of business reports.

There are various types of business reports. The type of business report you compile will depend on your specific purpose and the audience you want to reach. Even if you’re using a business report template to get started, always tailor the content you include to meet your communication goals and the people who will be reading and consuming your report.

Some common types of business reports, and their purposes, include —

• Analytical business reports.
  Analytical business reports will usually provide analysis of a situation, problem, or opportunity, and include findings, interpretations, and recommendations. Examples of analytical business reports include feasibility reports and studies, investigative reports, and research reports.

• Informational business reports.
  Informational business reports are used to report information factually but will not necessarily include any analysis or recommendations. Examples of informational business reports include progress reports, status reports, or informational updates and summaries.

• Research reports.
  Research reports detail the findings of any studies or research projects undertaken by a business. A research report will include the methodology used and analysis of the data collected. Examples of business research reports may include market research reports, scientific research reports and customer satisfaction reports.

• Business compliance reports.
  Business compliance reports are used to demonstrate and provide evidence of a business’s adherence to regulations, policies, or standards, and highlight any deviations or areas missed. Examples of business compliance reports include safety compliance reports and audit compliance reports.

• Financial business reports.
  Financial business reports are compiled to summarize a business’s financial performance and position and will include income statements, balance sheets, and cash flow statements. Examples of business financial reports include quarterly financial reports and annual reports.

• Business sales and marketing reports.
  Sales and marketing reports for businesses will analyse the sales of any goods and/or services the business offers and the marketing performance. Sales and marketing reports may include data on sales trends, market share, and customer feedback.

• Business progress reports.
  Business progress reports are written to update stakeholders on the status of a project or task, and will usually include what has been accomplished, any challenges, and any future plans or next steps. Examples include team progress reports and project-specific progress reports.

• Investigative business reports.
  Businesses may write investigative reports when they need to examine specific issues or incidents in a workplace. Investigative reports will include a thorough examination of facts and findings. Examples of investigative reports in businesses may include accident reports and incident reports.

• Business operational reports.
  Business operational reports are used to detail day-to-day operations and activities and provide insights into an organization’s efficiency and productivity. Examples of operational reports may include daily production reports and inventory reports.

• Human resources reports.
  HR reports are generated to cover the activities of people working within a business. HR reports may include workforce analytics, HR metrics, and employee performance reports. Examples of business HR reports may include employee turnover reports, employee performance reports, and employee training reports.

Sections to include in a business report.

What you include in a business report will depend on the type of report you are writing, the nature of your business, and your intended audience. That said, there are some standard sections to include in a business report to help you organize content and present it in a way that your readers can navigate and understand. This includes —

• Title page.
  Be clear from the outset. A title page allows your readers to quickly identify your report. A business report title page should include a minimum of—
  • The title of the report
  • A subtitle (if applicable)
  • The date
  • The author(s) name.
  • Your company or organisation name.

• Introduction.
  Write an introduction to your business report that includes the purpose and scope of the report, and any background information, if applicable. Provide a brief outline of the structure of your report to follow.

• Executive summary.
  Include a concise executive summary that states the key points of your business report, including any findings and recommendations.

• Table of contents.
  Insert a table of contents with page numbers to help your readers navigate to the different sections of your report.

• Report body.
  This is where you will be sharing and communicating your information, data, and results. Customize the body of your business reports and the sections you include to present your information. For example, a report on the results of a customer or client survey might include sections such as methodology, findings, analysis, discussion, and recommendations.

• Conclusion.
  Summarize the key points you have presented in the report and restate your main findings.

• Appendices.
  Include additional documents that support the information already presented in your report. For example, this might include further financial data, supplementary charts or graphs, questionnaires, or copies of correspondence.

How to produce business report documents.

Often the compilation of a business report may involve re-presenting data and content already in various document formats, such as text from Word files, tables and charts in Excel, images, and photos, and so forth.

You can also create a business report directly as a new document in Adobe Acrobat. Or, explore free and editable business report templates in various formats in Adobe Express templates that you can customize and make your own.

Whichever apps you choose to compile your report format, the final versions of business reports are usually Portable Document Format (PDF) files. Why? Not only are business report PDFs easy to share and access from any device, but you can also protect your content from unauthorized access and changes with password protection and edit your PDF content as and when you need to.

You’ve not only got the option to convert files to PDF from within an Adobe Acrobat application but there’s also a lot you can do with Adobe Acrobat online. For example, with a business report, you might want to —

• Convert your different file types to PDF online
• Edit a PDF online
• Add pages to a PDF online
• Add page numbers to a PDF online
• Protect a PDF and add security online
• Request PDF signatures online

Tips for business report writing and formatting.

Just as you will tailor your content to suit the purpose and audience of your business report, the formatting of a business report may vary depending on the information presented.

Be professional and get a little creative, if that suits your organization, but follow some standard business writing and formatting practices to ensure your business report is readable. These include —

• Fonts.
  Use easily readable fonts for all text and headings and size them appropriately.

• Margins and spacing.
  Set standard page margins throughout the document, and ensure you have appropriate spacing between paragraphs and sections.

• Images and graphics.
  Include visuals such as charts, graphs, and tables to illustrate your information in the body of your business report, or as appendices.

• Page navigation.
  Use automatic page numbering to add page numbers in the header or footer of your report. Add links and bookmarks to help your readers navigate to different sections and any appendices.

• Language.
  Use clear and concise language. Avoid business and industry jargon unless you’re sure your audience is familiar with it. Provide a key with full descriptions of any acronyms used.

• Proofread.
  Proofread and proofread again to check for any typos, grammatical errors, typos, and inconsistencies in formatting.

Related content.

Keep reading! Some of our other articles that may help with compiling and writing a PDF business report include —

• Document Reviews and Collaborations — Make It Efficient and Effective with PDFs
• Protect Your Content — How to Create a Read-only PDF
• To Print or Not to Print? Either Way, PDFs Can Help You Cut Business Costs