How to Write an Executive Report

An executive report is not only important for documentation and internal business communication, but is also crucial for top decision-makers to assess the current status and future potential of a business. Typically used for internal purposes (versus shareholders or other, external business associates), executive reports are abbreviated reports designed to deliver synopses of one, multiple, or all major aspects of the business.

Things You'll Need

• Access to relevant business reports and data

Instructions

Collecting Data

1. Consider the ultimate purpose of the report. The fundamentals of an executive report answer questions about the current state of the business relative to its own history, and relevant to the rest of the market, and also imply where the business is headed or where it could, potentially, be headed.

2. Segment the main sections. Executive reports vary in scope. Some reports may be tailored to deliver information on human resources, operations, and finance, while others may include these business aspects plus customer-relationship management and security. Marketing reports are often segmented into the four P's: Product, Price, Promotion, and Placement. This however, depends on the type and size of the business, as sales, customer-relationship management, and media outreach can also segment an executive marketing report.

3. Collect relevant data. Each segment of the report should offer supporting facts, as this is crucial for readers and company documentation. For example, a sales section cannot suggest: "X business experienced a substantial increase in sales in 2009," with no backup data. Evaluate the data to summarize, and deliver cold hard facts such as, "Sales increased by X% since 2008, and increased by X% since 2005." Include data on market share, or other relevant data that helps clearly demonstrate the status of the business.

4. Use new calculations with caution. Using existing data to come up with calculations that demonstrate or summarize a point can be effective (and impressive, as far as your report-writing) for executive reports, but this must be done with caution, particularly in areas where quantitative calculations do not have clear formulas such as in market share and public relations, or media outreach.

5. Keep track of all sources of data, methodology for the report, sources and calculations. You will need to include all this information in the appendices of the executive report.

Compiling the Report

1. Begin with the purpose of the report. For example, "This report was created to examine/provide information on/evaluate..." Methodology may follow this introduction, if relevant.

2. Summarize the key findings into their respective sections. This is the first portion of the main body of the report, and is written to provide the hard data.

3. Write the conclusions and recommendations. This is the analysis and summary of the data, followed by any recommendations that include business potential and business strategy suggestions.

4. Cite any limitations to the information provided or conclusions drawn. This part is optional, and depends on the type of the report. For example, if a comparison to another leading competitor was limited by the availability of competitor data, this is the section in which to provide that information.

5. Create the appendix using a number system. An appendix is a list of sources and supporting documents that are non-essential to understanding the paper, but may clarify and confirm a point. For example, if the report points out an increase in sales in a specific time frame, you may include the sales reports in the appendix under the number 1, and cite the information in the report with the corresponding number 1. Once you've created your appendix, comb through your report to cite any necessary information with the corresponding appendix number. The appendix may consist of copies of actual sales or accounting reports.

Edit Your Writing

1. Be certain that the report is written in formal, concise, business writing. This remains true in conclusions and recommendations, which also require supporting data.

2. Remove any repetition. See if you've re-worded the same information twice, and eliminate any redundancy.

3. Find any and all adjectives and adverbs, and remove them wherever possible (it's typically always possible to do without them in business writing). Flowery language is unacceptable and unnecessary in business writing. A "substantial" increase will speak for itself through the data provided.

Tips & Warnings

• Adjectives and adverbs are dangerous verbal territory in executive reports, but vague adjectives like "good" or "fantastic" are worse. Avoid such terms in all business writing.

• An executive summary and an executive report are not always interchangeable terms. An executive summary is the synopsis of an extensive business report or business plan that covers all aspects of the business.

References

• "The Plain English Approach to Business Writing," by Edward P. Bailey
• UniLearning Report Writing: "Good and poor examples of executive summaries"

Resources

• Empire State College Business Writing Resource Center