Knowing how to write clear, concise, and consistent reports and persuasive business proposals is a fundamental skill that all professionals at every level should have. Poorly crafted reports typically omit critical details and fail to adequately describe issues to be resolved or their suggested solutions. These reports may leave the readers misinformed and confused, causing unnecessary and often damaging delays in conveying the report’s focus.
Similarly, ineffective business proposals are just as problematic. Proposals that are not persuasive enough or poorly communicate the issues in question are far less likely to compel readers into performing the desired actions. Proposal writers typically stand to gain something by convincing their readers about the importance of a particular situation, and subpar proposals achieve the exact opposite of that. Thus, if you’re curious to know how you can upgrade your report writing skills fast, read the five tips we’ve shared below.
1. Plan your report based on the goal you wish to achieve
Before starting, identify which type of report best suits your needs depending on your objectives. Some of the most common report types are:
- Feasibility reports or studies explore the costs, benefits, and risks of a proposal or plan to assess if it is realistic.
- Compliance reports analyse whether a company adheres to all the relevant regulations, laws, and standards. The goal is to pinpoint areas that need improvement as well as those that are already performing well.
- Recommendation reports weigh possible courses of action to endorse the best viable option.
- Progress reports examine a company’s or their team’s progress in meeting a particular goal, which aids in project management.
For proposal writing, a crucial part to implement is the process of collaboration and planning. This allows for identifying the parties responsible for each section of the business proposal and allows you to set deadlines. Everyone is clear on which task to focus on, resulting in greater efficiency, which is especially important for time-sensitive proposals.
By planning and properly identifying what you are trying to achieve, it becomes simpler to sort out the following steps.
2. Structure the contents carefully
Business reports and proposals must be structured logically to make them easy to follow. This is more so important for proposals since it is vital for potential clients to seamlessly follow and understand every section. It is recommended to break down the information covered under clear and succinct headings.
Virtually all business reports contain all or some of the following sections:
- Title page
- Table of contents
- Introduction
- Methods and findings include details of how the research was conducted and critical insights collected, primarily employing charts and graphs to convey data.
- Conclusions and recommendations
- Bibliography and appendices
When it comes to structuring proposals, the best method is to see it as writing a story with a beginning, middle, and end that thoroughly addresses the writer’s objectives.
3. Write content that allows for easy skim reading
The adage “time is money” has a universal application in the business world. Thus, it is a must for reports to allow for skim reading. Some ways to achieve this are:
- Make each section heading be as clear, descriptive, yet concise as possible without the use of jargon
- Vary sentence length
- Refrain from using long run-on sentences
- Set apart crucial information from other text via bullet points and lists
- Cut down big blocks of text into shorter paragraphs for greater readability
Lastly, consider adding an executive summary, which presents all the report’s notable highlights in an easily digestible fashion.
4. Follow a consistent, professional, and authoritative tone
Business reports should observe a professional tone from start to finish. Some rules include using standardised formal English, avoiding hedging terms like “feels” or “seems”, and referring to individuals with their full names and titles.
Also, if your company has adopted a specific style guide, make sure to read and stick closely to its rules. Furthermore, when presenting claims, always present data to back them up wherever possible and be clear and consistent with all the sources you reference. Observing these rules will help add more weight to your analysis and recommendations.
5. Mind the jargon and be clear with your objectives
Be it in business reports or proposals, be careful when using jargon and avoid them whenever possible. It is best to accompany them with a brief explanation in cases where they must be mentioned. Not everyone who reads your report will possess the same industry knowledge as you do, so getting caught up in using various terminology may leave readers struggling to fully understand the information. This is more so important to avoid in proposals to potential clients.
Add More Value and Meaning To Your Reports and Proposals
With thoughtful planning, meaningful language, and the right tools and writing techniques, anyone can write a brilliant business report or proposal that is sure to impress. Given the importance of business writing in various aspects of the corporate world, it only makes sense to seek ways to do it right and continually improve so that one becomes more efficient and skilled at crafting effective reports.
To further enhance your report and proposal writing skills, Aventis offers a 1-Day Reports and Proposals Made Crystal Clear in-house training course that equips learners with the principles of effective writing to create appropriate documents for their intended readership. Click here for more information on this business writing course.
Reach out to us at 6720 3333 or email training.aventis@gmail.com for more information on our courses.
