How to Write a Business Report: A Step By Step Guide with Examples
Table of contents
With so much experience under your belt, you already know a lot about business reporting.
So, we don’t want to waste your time pointing out the obvious because we know what you need.
Secrets. Tricks. Best practices.
The answer to how to write a mind-blowing business report that you don’t need to spend hours and days writing.
A business report that will immediately allow you to identify your strengths and weaknesses.
A report that’ll help you learn more about your business and do more accurate forecasting and planning for the future.
We believe we have just that right here.
With this comprehensive guide, you’ll create effective sales, analytical, and informative business reports (and business dashboards ) that will help you improve your strategies, achieve your goals, and grow your business.
So, let’s dive in.
What Is a Business Report?
Importance of creating business reports, types of business reports, what should be included in a business report, how to write a business report: an 11-step guide.
- Business Report Examples
Although there’s a variety of business reports that differ in many aspects, in short, a business report definition would be the following:
A business report is an informative document that contains important data such as facts, analyses, research findings, and statistics about a business with the goal to make this information accessible to people within a company.
Their main purpose is to facilitate the decision-making process related to the future of the business, as well as to maintain effective communication between people who create the reports and those they report to.
A good business report is concise and well-organized, looks professional, and displays the relevant data you can act on. The point is to reflect upon what you’ve achieved so far (typically, over the past month, quarter or year) and to use the data to create a new strategy or adjust the current one to reach even more business goals.
Business reports should be objective and based on the data. When stating the facts, people rely on numbers rather than giving descriptions. For instance, instead of saying “our conversion rate skyrocketed”, you would display the exact percentages that back up that claim.
Business reporting matters for several reasons, among which the most important ones are:
Recognizing Opportunities to Grow
Detecting issues and solving them quickly, evaluating a potential partner, having a paper trail, keeping things transparent for the stakeholders, setting new company goals.
In fact, over half of the companies that contributed to Databox’s state of business reporting research confirmed that regular monitoring and reporting brought them significant concrete benefits.
If you never look back at what you’ve achieved, you can’t figure out what you’ve done well and what you can leverage in the future for even better results.
When you analyze a specific aspect of your business over a specific time period and present the data you gathered in a report, you can detect an opportunity to grow more easily because you have all the information in one place and organized neatly.
Is it time to introduce new products or services? Is there a way to enhance your marketing strategy? Prepare a report. Can you optimize your finances? Write a financial business report . Whatever decision you need to make, it’s easier when you base it on a report.
Reports are essential for crisis management because they can introduce a sense of calmness into your team. Putting everything on paper makes it easier to encompass all the relevant information and when you know all the facts, you can make a more accurate and effective decision about what to do next.
Writing business reports regularly will also help you identify potential issues or risks and act timely to prevent damage and stop it from escalating. That’s why monthly reporting is better than doing it only once a year.
Having an insight into your finances , operations and other business aspects more regularly allows you to have better control over them and mitigate potential risks more effectively.
Different types of business reports may be accessible to the general public. And if they’re not, specific situations may require a company to send them over to the person requesting them. That may happen if you’re considering a partnership with another company. Before making the final decision, you should learn about their financial health as every partnership poses a certain risk for your finances and/or reputation. Will this decision be profitable?
Having an insight into a company’s business report helps you establish vital business relationships. And it goes the other way around – any potential partner can request that you pull a business report for them to see, so writing business reports can help you prove you’re a suitable business partner.
In business, and especially in large companies, it’s easy to misplace information when it’s communicated verbally. Having a written report about any aspect of your business doesn’t only prevent you from losing important data, but it also helps you keep records so you can return to them at any given moment and use them in the future.
That’s why it’s always good to have a paper trail of anything important you want to share with colleagues, managers, clients, or investors. Nowadays, of course, it doesn’t have to literally be a paper trail, since we keep the data in electronic form.
Writing business reports helps you keep things transparent for the stakeholders, which is the foundation of efficient communication between these two sides.
You typically need to report to different people – sometimes they’re your managers, sometimes they’re a client. But your company’s stakeholders will also require an insight into the performance of your business, and relying on reports will help you maintain favorable business relationships. A business report shows you clearly how your company is performing and there isn’t room for manipulation.
Once you set business goals and the KPIs that help you track your progress towards them, you should remember they’re not set in stone. From time to time, you’ll need to revisit your goals and critical metrics and determine whether they’re still relevant.
When you write a business report and go through it with your team members or managers, you have a chance to do just that and determine if you’re efficient in reaching your goals. Sometimes, new insights will come up while writing these reports and help you identify new objectives that may have emerged.
Depending on your goals and needs, you’ll be writing different types of business reports. Here are five basic types of business reports .
Analytical report, research report, explanatory report, progress report.
Informational reports provide you with strictly objective data without getting into the details, such as explaining why something happened or what the result may be – just pure facts.
An example of this type of business report is a statement where you describe a department within your company: the report contains the list of people working in this department, what their titles are, and what they’re responsible for.
Another example related to a company’s website could look like this Google Analytics website traffic engagement report . As we explained above, this report shows objective data without getting too much into the details, so in this case, just the most important website engagement metrics such as average session duration, bounce rate, sessions, sessions by channel, and so on. Overall, you can use this report to monitor your website traffic, see which keywords are most successful, or how many returning users you have, but without further, in-depth analysis.
Analytical reports help you understand the data you’ve collected and plan for the future based on these insights. You can’t make business decisions based on facts only, so analytical reports are crucial for the decision-making process.
This type of business report is commonly used for sales forecasting. For instance, if you write a report where you identify a drop or an increase in sales, you’ll want to find out why it happened. This HubSpot’s sales analytics report is a good example of what metrics should be included in such a report, like average revenue per new client or average time to close the deal. You can find more web analytics dashboard examples here.
From these business reports, you can find out if you will reach your goals by implementing your current strategy or if you need to make adjustments.
Research is critical when you’re about to introduce a change to your business. Whether it’s a new strategy or a new partner, you need an extensive report to have an overview of all important details. These reports usually analyze new target markets and competition, and contain a lot of statistical data.
While not the same, here is an example of an ecommerce dashboard that could help track each part of a campaign in detail, no matter whether you are launching a new product, testing a new strategy, and similar. Similar to a research report, it contains key data on your audience (target market), shows your top-selling products, conversion rate and more. If you are an online store owner who is using paid ads, you can rely on this report to monitor key online sales stats in line with Facebook Ads and Google Analytics. See more ecommerce dashboards here.
As you might guess from its name, you write the explanatory report when it’s necessary for you to explain a specific situation or a project you’ve done to your team members. It’s important to write this report in a way that everyone will be able to understand.
Explanatory reports include elements like research results, reasons and goals of the research, facts, methodology, and more. While not exactly an explanatory report, this example of a HubSpot marketing drilldown report is the closest thing to it, as it helps marketers drill into an individual landing page performance, and identify how good their best landing pages are at converting, or which ones have the best performance.
A progress report is actually an update for your manager or client – it informs them about where you stand at the moment and how things are going. It’s like a checkpoint on your way towards your goal.
These reports may be the least demanding to write since you don’t need to do comprehensive research before submitting them. You just need to sum up your progress up to the point when the report was requested. This business report may include your current results, the strategy you’re implementing, the obstacles you’ve come across, etc. If this is a marketing progress report you can use marketing report templates to provide a more comprehensive overview.
In many companies, progress reports are done on a weekly or even daily basis. Here is an example of a daily sales report from Databox. HubSpot users can rely on this sales rep drilldown business report to see how individual each sales rep is performing and measure performance against goals. Browse through all our KPI dashboards here.
What does a great business report look like? If you’re not sure what sections your report should have, you’ll learn what to include in the following lines.
Business Report Formatting
Different types of reports require different lengths and structures, so your business report format may depend on what elements your report needs to have. For example, progress reports are typically pretty simple, while analytical or explanatory reports are a different story.
However, most reports will start with a title and a table of contents, so the person reading the report knows what to expect. Then, add a summary and move on to the introduction. After you’ve written the body and the conclusion, don’t forget to include suggestions based on your findings that will help your team create an actionable plan as you move forward.
After that, list the references you used while creating the report, and attach any additional documents or images that can help the person reading the report understand it better.
This outline may vary depending on what kind of report you’re writing. Short business reports may not need a table of contents, and informative reports won’t contain any analyses. Also, less formal reports don’t need to follow a strict structure in every situation.
Business Report Contents
When it comes to the contents of your report, keep in mind the person who’s going to read it and try to balance between including all the relevant information, but not overwhelming the reader with too many details.
- The introduction to the report should state the reason why you’re writing it, and what its main goal is. Also, mention what methodology and reporting software you’ve used, if applicable.
- The body of the report is where you’ll expose all your key findings, explain your methodology, share the important data and statistics, and present your results and conclusion.
- The conclusion , similarly to the summary you’ll add at the beginning of the report, briefly singles out the most important points and findings of the report.
If you decide to include more sections like recommendations, this is where you’ll suggest the next steps your team or the company may want to take to improve the results or take advantage of them if they’re favorable.
PRO TIP: Are You Tracking the Right Metrics for Your SaaS Company?
As a SaaS business leader, there’s no shortage of metrics you could be monitoring, but the real question is, which metrics should you be paying most attention to? To monitor the health of your SaaS business, you want to identify any obstacles to growth and determine which elements of your growth strategy require improvements. To do that, you can track the following key metrics in a convenient dashboard with data from Profitwell:
- Recurring Revenue. See the portion of your company’s revenue that is expected to grow month-over-month.
- MRR overview. View the different contributions to and losses from MRR from different kinds of customer engagements.
- Customer overview . View the total number of clients your company has at any given point in time and the gains and losses from different customer transactions.
- Growth Overview . Summarize all of the different kinds of customer transactions and their impact on revenue growth.
- Churn overview. Measure the number and percentage of customers or subscribers you lost during a given time period.
If you want to track these in ProfitWell, you can do it easily by building a plug-and-play dashboard that takes your customer data from ProfitWell and automatically visualizes the right metrics to allow you to monitor your SaaS revenue performance at a glance.
You can easily set it up in just a few clicks – no coding required.
To set up the dashboard, follow these 3 simple steps:
Step 1: Get the template
Step 2: Connect your Profitwell account with Databox.
Step 3: Watch your dashboard populate in seconds.
Note : Other than text, make sure you include images, graphs, charts, and tables. These elements will make your report more readable and illustrate your points.
Whether you’re writing a specific type of business report for the first time or you simply want to improve the quality of your reports, make sure you follow this comprehensive guide to writing an effective business report.
- Do Your Research
- Create an Outline
- Determine Formatting Guidelines
- Think of an Engaging Title
- Write the Introduction
- Divide the Body of the Report into Sections
- Choose Illustrations
- Conclude Effectively
- Gather Additional Documentation
- Add a Summary
- Proofread Your Work
Step 1: Do Your Research
A well-planned report is a job half done. That means you need to do research before you start writing: you need to know who you’re writing for and how much they know about the topic of your report. You need to explore the best business dashboard software and templates you can use for your report.
Also, if you believe you will need additional resources and documents to add in the appendix, you should do it during this phase of report writing.
Step 2: Create an Outline
Once you’ve gathered the resources, it’s time to plan the report. Before you start writing, create an outline that will help you stick to the right structure. A business report is complex writing in which you can get lost very easily if you don’t have a clear plan.
Moreover, the report shouldn’t be complicated to read, so sticking to a plan will allow you to keep it concise and clear, without straying from the topic.
Step 3: Determine Formatting Guidelines
Most companies have their in-house formatting that every official document has to follow. If you’re not sure if such rules exist in your company, it’s time you checked with your managers.
If there arent’ any guidelines regarding formatting, make sure you set your own rules to make the report look professional. Choose a simple and readable format and make sure it supports all the symbols you may need to use in the report. Set up proper headings, spacing, and all the other elements you may need in Word or Google Docs.
Pro tip: Google Docs may be easier to share with people who are supposed to read your business report.
Step 4: Think of an Engaging Title
Even if you’re writing a formal business report, the title should be clear and engaging. Reports are typically considered dull as they’re a part of official business documentation, but there’s no reason why you can’t make them interesting to read. Your title should suit the report topic and be in different font size so the reader can recognize it’s a title. Underneath the title, you should add the name of the author of the report.
Step 5: Write the Introduction
A good introductory paragraph for a business report should explain to the reader why you’ve written the report. Use the introduction to provide a bit of background on the report’s topic and mention the past results if there’s been a significant improvement since your last report.
Step 6: Divide the Body of the Report into Sections
As this will be the most comprehensive part of your report, make sure you separate the data into logical sections. Your report is supposed to tell a story about your business, and these sections (such as methodology, hypothesis, survey, findings, and more) will help the data look well-organized and easy to read.
Step 7: Choose Illustrations
Of course, each of these sections should be followed with charts, graphs, tables, or other illustrations that help you make a point. Survey results are typically best displayed in pie charts and graphs, and these enable the reader to visualize the data better. From the formatting point of view, breaking the long text sections with illustrations makes the report more readable.
Pro tip: Using centralized dashboard solutions like Databox can bring your reporting game to the next level. Sign up for a forever-free trial now to see how you can use Databox to track and visualize performance easier than ever before .
Step 8: Conclude Effectively
Finish your report with a to-the-point conclusion that will highlight all the main data from the report. Make sure it’s not too long, as it’s supposed to be a summary of the body of the report. In case you don’t want to add a specific section for recommendations, this is where you can include them, along with your assessments.
Step 9: Gather Additional Documentation
If you’ve determined what additional documents, images, surveys, or other attachments you may need for your report, now is the time to collect them. Request access to those you may not be able to get on time, so you have everything you need by the deadline. Copy the documents you can use in the original form, and scan the documents you need in electronic format.
Step 10: Add a Summary
The summary is usually at the top of the report, but it’s actually something you should write after your report is completed. Only then will you know exactly what your most relevant information and findings are, so you can include them in this brief paragraph that summarizes your report’s main points.
The summary should tell the reader about the objective of the report, the methodology used, and even mention some of the key findings and conclusions.
Step 11: Proofread Your Work
It may seem like common sense, but this final step of the process is often overlooked. Proofreading your work is how you make sure your report will look professional because errors can ruin the overall impression the reader will form about your work, no matter how great the report is.
Look for any spelling or grammatical mistakes you can fix, and if you’re not sure about specific expressions or terminology, use Google to double-check it. Make sure your writing is to-the-point and clear, especially if you’re writing for people who may not know the industry so well. Also, double-check the facts and numbers you’ve included in the report before you send it out or start your reporting meeting.
Business Report Examples (with Ready-to-Use Templates)
Here, we’re sharing a few business reporting examples that you can copy, along with ready-to-use and free-to-download templates. If you don’t know where to start and what to include in different types of business reports, these business report examples are a great way to get started or at least get some inspiration to create yours.
Activity Report Example
Annual report example, project status report example, financial report example, sales report example, marketing report example.
Note : Each of the business report templates shared below can be customized to fit your individual needs with our DIY Dashboard Designer . No coding or design skills are necessary.
For reporting on sales activity, HubSpot users can rely this streamlined sales activity report that includes key sales metrics, such as calls, meetings, or emails logged by owner. This way, you can easily track the number of calls, meetings, and emails for each sales rep and identify potential leaks in your sales funnel. Check all our sales team activity dashboards here. Or if you are looking for dashboards that track general sales performance, browse through all Databox sales dashboards here.
If you’re preparing for annual reporting, you will benefit from choosing this HubSpot annual performance report . It contains all the relevant metrics, such as email and landing page performance, new contacts, top blog posts by page views, and more. See all our performance dashboard templates here.
Project status reports can be very similar to progress reports. If you’re in need of one of those, here’s an example of a Project overview dashboard from Harvest that shows that can help you create simple, but well-organized report based on metrics that matter: hours tracked, billable hours, billable amount split by team members., and more. Check out more project management dashboard templates we offer here.
Are you creating a financial report? You will find this QuickBooks + HubSpot integration a great choice for a financial performance dashboard that makes creating a report simple. This dashboard focuses on the essential financial report
ting metrics and answers all your revenue-related questions. See all Databox financial dashboards here.
If you’re tracking your sales team’s monthly performance, this sales report template will help you prepare an outstanding report. Check out all the vital productivity KPIs, track your progress towards your goals, and understand well how your current sales pipeline is performing. See all sales performance dashboards we have available here.
Marketing reports can be easily prepared by using this monthly marketing report template . With HubSpot’s reporting, you can determine where your website traffic is coming from, how your landing pages and specific blog posts are performing, and how successful your email campaigns are. Browse all Databox marketing dashboards or marketing report examples here.
Create a Professional Business Report in No Time with Databox
Does creating a business report still sound like a daunting task? It doesn’t have to be with Databox.
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Automating business reporting has never been easier. And with Databox, you can do exactly that in just a few clicks. Sign up now and get your first 3 business dashboards for free.
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How To Write A Report Introduction: An Academic Guide
By Laura Brown on 27th July 2023
You are definitely here to learn how to write an introduction to a report. So let’s answer it directly!
Well, an effective introduction of a report should succinctly introduce the topic, state the purpose and scope of the report, and provide a brief overview of the key points to be discussed . A report introduction should capture the reader’s interest and set the tone for the rest of the document.
This could be the summary of what should be included in a report introduction and how you can write it. But this summary is not enough to understand completely how you are going to start your report.
Since you are here, you must have got an academic report to tackle. Well, let’s start by talking about something that’s often overlooked but absolutely crucial – the introduction! Trust us, nailing the introduction can make a world of difference to your entire report.
Your report introduction is like the friendly handshake you offer to your readers. It sets the tone, gives an overview of what’s to come, and entices them to stick around for the good stuff. A well-crafted intro not only impresses your readers but also shows off your writing chops and analytical skills.
So, let’s dive into the world of introductions and make your reports shine right from the very start! Get ready to captivate your audience and make your mark in the educational realm. Let’s go!
1. First, Understand The Purpose Of Your Report
To embark on successful academic writing , it’s crucial to grasp the essence of your report’s purpose. Reports come in various types, including essays, research papers, case studies, and many more! Each type requires a tailored approach to crafting a report introduction that captivates your readers.
Once you have identified the type of report you have got to prepare, the second most important thing is to understand why you have been given this report. What is the purpose, and what could be the possible outcome of completing this report.
2. Analyse The Target Audience
Audience engagement is a critical aspect of your report! Let’s shine a spotlight on your readers, who are the real heroes, and explore the art of tailoring your report introduction to captivate them.
It is really essential to consider the readers’ background and knowledge. Are they seasoned professors, fellow students, or professionals in a specific field? Understanding their perspectives helps you strike the perfect balance of technicality and simplicity in your introduction.
Crafting an introduction that speaks directly to your audience is the key. Inject enthusiasm, sprinkle relatable examples, and address their pain points . Use audience-savvy techniques, ensuring your introduction resonates with readers and leaves them eager to explore your entire report.
So, let’s dive in and charm your audience with an introduction they won’t forget! Let’s get started with how to write a report introduction!
3. Elements of a Strong Introduction
Before we head directly into how to start a report introduction, we need to understand some basic elements of the introduction of a report. A well-crafted introduction not only piques the interest of the readers but also sets the tone for the entire document. To achieve this, it should incorporate the following essential elements:
• Opening Hook or Attention-Grabber
The first few sentences of your introduction should captivate the reader’s attention and compel them to delve further into your report. An opening hook can take various forms, such as a thought-provoking question, a compelling statistic, a vivid anecdote, or a relevant and surprising fact.
• Contextualising the Report’s Topic
Following the attention-grabber, it is essential to provide the necessary context for your report’s topic. This contextualisation allows readers to grasp the background, relevance, and significance of the subject under investigation. Incorporate relevant historical, theoretical, or practical information to situate the report within its broader academic or real-world context.
• Thesis Statement or Main Objective
The thesis statement, often positioned at the end of the opening paragraph of the report introduction, concisely articulates the main objective or central argument of your report. It should be clear, specific, and focused, guiding readers on what they can expect to explore further in the document. A strong thesis statement sets the direction for the entire report, providing a roadmap for readers to navigate the subsequent sections with a clear understanding of the primary purpose.
• Overview of Report Structure and Sections
To facilitate navigation and comprehension, it is crucial to provide readers with an overview of the report’s structure and its key sections. This section-by-section outline acts as a guide, giving readers a glimpse of the organisation and flow of the report.
By skillfully incorporating these elements, your introduction will establish a strong groundwork for your report, fostering engagement and understanding throughout its entirety. Now we can move on with your actual question, how to write an introduction for an academic report! After reading this guide, if you still find anything difficult, you can always contact our report writing service for 24/7 assistance.
4. Crafting the Opening Hook
The art of crafting an engaging opening hook lies in its ability to seize the reader’s attention from the outset. Anecdotes and real-life examples breathe life into the report , making complex topics relatable and captivating for your readers. As you go on to illustrate the practical implications of the subject matter, your readers can immediately connect with the content. It will allow you to foster a sense of curiosity to explore further.
In addition to anecdotes, you should incorporate relevant statistics or data. It infuses credibility and significance into the introduction. Numbers possess a persuasive power, shedding light on the magnitude of an issue and underscoring the urgency of the report’s focus. Thought-provoking questions, on the other hand, spark introspection and stimulate critical thinking. Coupled with compelling quotes, they entice readers to contemplate the broader implications of the subject matter.
An effective opening hook in the report introduction, whether through anecdotes, statistics, or questions, sets the stage for an intellectually stimulating journey through the report’s core ideas. By capturing your reader’s imagination, the introduction paves the way for a rewarding exploration of the report’s findings and insights.
Since, students often search for how to write an introduction for a report example, here is one for you. The opening of the introduction could be like this:
In the age of digital interconnectedness, social media platforms have revolutionised the way we communicate, share information, and interact with others. The allure of virtual networks, however, comes hand in hand with growing concerns about their impact on mental health. As these platforms become an integral part of our daily lives, it is crucial to examine the intricate relationship between social media usage and its potential consequences on individuals’ psychological well-being, a pressing issue that forms the focal point of this academic report.
5. Providing Context for the Report
A well-contextualised introduction is paramount to the comprehension of the matter of the report. You should first delve into the background and history of the topic to provide readers with a comprehensive understanding of its evolution over time. This historical perspective lays the groundwork for appreciating the report’s relevance in the present context.
Moreover, describing the current relevance and significance of the topic bridges the gap between theory and practice. It highlights the practical implications and real-world applications, enticing readers to explore further. In addition to how to write a report introduction, it is essential to address the previous research or related studies to showcase the existing body of knowledge and identify gaps that the current report aims to fill.
By combining historical context, present-day relevance, and existing research, the introduction forges a clear pathway for readers to navigate through the report’s findings, enriching their understanding and appreciation of the subject matter.
Let’s have a look at an example from the sample report introduction:
The exponential rise of social media has transformed the dynamics of social interactions, communication, and information dissemination, transcending geographical boundaries. With billions of users actively engaging on platforms such as Facebook, Twitter, Instagram, and TikTok, the implications on mental health have garnered significant attention from researchers, health professionals, and society at large. This report endeavours to delve into the multifaceted impacts of social media on mental health, analysing its effects on emotional well-being, self-esteem, and psychological distress.
6. Formulating a Clear Thesis Statement
As we go on to learn how to write an introduction of a report, we should know about the thesis statement. A strong thesis statement is like the backbone of your whole work. It’s the core purpose and focus of what you are doing. When you define the main objective and scope in your thesis, it gives your readers a sneak peek into what you are trying to achieve.
To make it effective, keep the thesis concise and specific. Avoid any vagueness or ambiguity . This will help sharpen the direction of the report and guide your readers to understand the main argument better.
When your thesis aligns with the objectives of your report, everything flows more smoothly. It acts as a navigational tool, guiding you and your readers through all the details and helping everyone grasp the subject matter better. So, get ready to make your report shine with a killer thesis statement!
Let’s have an example of a thesis statement from the introduction of a report:
This report aims to explore the complexities of the relationship between social media usage and mental health, considering both positive and negative aspects. By synthesising existing research, psychological theories, and empirical evidence, we seek to shed light on the various mechanisms through which social media can influence mental health outcomes. Ultimately, this examination underscores the importance of promoting digital well-being and fostering responsible social media use for individuals of all ages.
7. Outlining the Report Structure
An effectively outlined report structure serves as a roadmap for readers. It gives readers a clear and organised overview of what’s inside. First off, listing the major sections or points give them a quick glimpse of how it’s all laid out.
And here’s the trick: a brief description of each section helps readers know what to expect. That way, they can read with focus and easily find what they need later.
When you highlight the logical progression of the report, it keeps everything flowing smoothly. Each section builds upon the previous ones, creating a cohesive narrative. This way, readers can get a comprehensive understanding of the topic.
Putting it all together, a well-structured report becomes a valuable guide for your readers. It leads them through all the details and ensures a rewarding and informed reading experience.
Do’s & Don’ts of How to Make a Report Introduction
Concluding on how to write a good introduction for a report.
A strong introduction forms the backbone of your report, as it plays a pivotal role in engaging readers and guiding their journey through the study’s contents. By recapitulating the significance of a well-crafted introduction, we underscore how it captivates readers from the outset, fostering their interest and curiosity.
The introduction sets the tone for the entire report, shaping readers’ perceptions and expectations. As this guide highlights the key elements for creating an effective introduction and how to start writing a report introduction, we encourage students to apply these principles to their own reports. By doing so, they can elevate the impact of their work, leaving a lasting impression on their readers.
We hope that this guide will help you through the introduction process. You can further go on to read how to write a conclusion for a report , so that you can create an excellent report for you.
Laura Brown, a senior content writer who writes actionable blogs at Crowd Writer.
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Writing Formal Reports
While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will often repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere.
While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short, technical overview of everything in the report. Its goal is to inform, not to persuade.
Let’s take a look at some of the parts of the report in greater detail.
The title page provides the audience with the:
- This should appear 2 inches from the top margin in uppercase letters.
- Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state. Some reports may include an additional line that presents the name of a specific person.
- Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
- This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.
The items on the title page should be equally spaced apart from each other.
A note on page numbers:
The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. Utilize arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.
Letter of Transmittal
A letter of transmittal announces the report topic to the recipient(s).
If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.
The letter of transmittal should be formatted as a business letter . Some report writers prefer to send a memo of transmittal instead.
When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, a letter to someone you do not know should pay closer attention to the formality of the word choice and tone.
Table of Contents
The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.
The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single spaced, using a combination of upper- and lowercase letters.
An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.
The executive summary should include a:
- Summary of purpose
- Overview of key findings
- Identification of conclusions
- Overview of recommendations
To begin, type “EXECUTIVE SUMMARY” in all uppercase letters and centered. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.
An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.
The executive summary is usually seen as the most important part of the report, and it should be written last. When you’re writing the executive summary, imagine that you’re sitting across from your most important audience member. If you only have a few minutes to talk to them, what do you want them to know? What would be most persuasive?
The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and helps the reader understand what structure the report will follow.
Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.
To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instruction about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough.
Discussion of Findings
The Discussion of Findings section presents the evidence for your conclusions.
This key section should be carefully organized to enhance readability.
Useful organizational patterns for report findings include but are not limited to:
- Best Case/Worst Case
- Journalism Pattern
Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location.
When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”
Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.
As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand.
Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.
Formal report authors use graphics to present data in different forms. Paragraphs of text and complex or numerical data tend to bog readers down, making graphics a beneficial enhancement. Graphics also make data easier to understand, so they sometimes make a stronger impact on the audience.
Knowing when—and how—to effectively employ graphics is the key to successfully integrating them. Keeping the audience in mind is also critical. You will learn more about creating charts and graphs in the chapter on Visual Communication Strategies .
Conclusions and Recommendations
The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have carefully reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations.
Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability.
Recommendations offer a course of action, and they should answer any problem or research questions as well. Think back to the expectations of your audience. Have all of their requirements been addressed?
All formal reports should include a works cited page; his page documents the sources cited within the report. The recipient(s) of the report can also refer to this page to locate sources for further research.
It is acceptable to follow MLA (Modern Language Association), CMS (Chicago Manual of Style), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources on the Works Cited page
While some of the formatting rules may seem tedious at first, they are necessary in order for your audience to better understand the report. Using a regulated format allows for a more universal organization that everyone will understand. Being aware of your audience’s needs and expectations will allow for a strong report that will satisfy your employee and demonstrate your competence in your field.
Test Your Knowledge
Understanding the parts of the report can be challenging, so test your knowledge by dragging the part of the report to its definition.
Figure 11.1 image description: This is a diagram of a report title page. Leave 2 inches between the top and the title of the report (which should be in uppercase letters), then write in the middle of the page who the report was prepared for. 3/4 of the way down the page, say who the report was prepared for. Then write the date submitted. [Return to Figure 11.1]
Figure 11.2 image description: A sample table of contents and List of Figures. Use uppercase letters for major parts and use leaders to guide the reader’s eye to the page numbers. The list of figures should be separate from the table of contents. [Return to Figure 11.2]
Figure 11.3 image description: A sample body page of an introduction. This one is separated into ‘PROBLEM’ (all in uppercase letters, bold, and in the center) and BACKGROUND. Each paragraph is single spaced with double spacing between paragraphs. [Return to Figure 11.3]
Business Writing For Everyone Copyright © 2021 by Arley Cruthers is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.
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Business Communication - How to Write a Powerful Business Report
Business communication -, how to write a powerful business report, business communication how to write a powerful business report.
Business Communication: How to Write a Powerful Business Report
Lesson 8: how to write a powerful business report.
How to write a powerful business report
When a company needs to make an informed decision, it can create a business report to guide its leaders. Business reports use facts and research to study data, analyze performance, and provide recommendations on a company's future.
Watch the video below to learn how to write and format a business report.
The basics of a business report
Business reports are always formal , objective , and heavily researched . Every fact must be clear and verifiable, regardless of whether the report focuses on a single situation or examines the overall performance of an entire company.
Because objectivity is crucial in a business report, avoid subjective descriptions that tell the reader how to feel. For instance, if sales were down last quarter, don’t say “Sales were terrible last quarter,” but rather let the sales data speak for itself. There should also be no personal pronouns, such as “I think we should invest more capital.” A business report should remain impersonal and framed from the company’s perspective.
The structure of a business report
Although the size of a report can range from one page to 100, structure is always important because it allows readers to navigate the document easily. While this structure can vary due to report length or company standards, we’ve listed a common, reliable structure below:
- Front matter : List your name, job title, contact information, and the date of submission. You can also create a title for the report.
- Background : State the background of the topic you’ll be addressing, along with the purpose of the report itself.
- Key findings : Provide facts , data , and key findings that are relevant to the purpose stated in the background. Be clear and specific, especially because the entire report depends on the information in this section.
- Conclusion : Summarize and interpret the key findings, identify issues found within the data, and answer questions raised by the purpose.
- Recommendations : Recommend solutions to any problems mentioned in the conclusion, and summarize how these solutions would work. Although you’re providing your own opinion in this section, avoid using personal pronouns and keep everything framed through the company’s perspective.
- References : List the sources for all the data you've cited throughout the report. This allows people to see where you got your information and investigate these same sources.
Some companies may also require an executive summary after the front matter section, which is a complete summary that includes the report’s background, key findings, and recommendations. This section lets people learn the highlights quickly without having to read the entire document. The size of an executive summary can range from a paragraph to multiple pages, depending on the length of the report.
As mentioned in Business Writing Essentials , revision is key to producing an effective document. Review your writing to keep it focused and free of proofreading errors, and ensure your factual information is correct and presented objectively. We also recommend you get feedback from a colleague before submitting your work because they can spot errors you missed or find new opportunities for analysis or discussion.
Once you’ve revised your content, think about the report’s appearance . Consider turning your front matter section into a cover page to add some visual polish. You can also create a table of contents if the report is lengthy. If you’re printing it out, use quality paper and a folder or binder to hold the report together. To diversify the presentation of your data, try using bulleted lists, graphics, and charts.
Example of a business report
To demonstrate the principles of this lesson, we’ve created a brief business report for you to review.
Let's start by looking at the first page of this two-page report.
The layout of the front matter is simple and effective, while the background sets the stage in a quick, specific manner. The key findings provide the main takeaways that warrant further investigation, along with a chart to add emphasis and visual variety.
Now let's look at the following page.
The conclusion features a little of the writer's opinion on the key findings, although the writing is still centered around the company's perspective. The recommendations are clear and supported by the data, while the references are thorough.
While business reports may seem intimidating, you have the ability to create a thorough, informative document through practice and careful research. Collect the facts and present them in an organized, objective manner, and you’ll help your business make informed decisions.
How to Write a Business Report
A business report is a collection of data and analyses that helps make relevant information easily accessible to a company. There are many different types of business reports, but this guide will show you the basic outline.
Before You Begin:
- Think about your audience and their expectations, and plan your report accordingly. For example, are they expecting a formal or informal report? Do they have an understanding of the vocabulary/terms used? Do they require more background information? Do they need to be heavily persuaded?
- What is the purpose of the report? Make sure this is clear.
- Gather and organize your supporting information/data/visuals.
- Focus on the facts.
- Make sure to be clear and concise, so the report is easy for everyone to read and understand.
- Use a professional, standard font in a readable size.
Components of a Business Report
- Table of Contents: Depending on the length of the report, you might want to consider including a table of contents. This will make finding specific information easier for readers.
- Tip: Even though this is the first section, consider writing this section after you have finished the report. This will help you determine which points are the most important to address.
- Introduction: This section outlines what you will be going over in your report. It includes the main points, chosen report structure, and, most importantly, the objective of your report.
- Conclusion: In the conclusion, be sure to briefly summarize all of the main points in the order they were presented in the report.
- Recommendations: This section is where you provide your recommendations or suggestions based on the findings you noted in earlier sections. Indicate the potential benefits for the company to applying your suggestions.
- References: Be sure to cite all sources used in the report in this section.
- Appendices: In the Appendix, you can add relevant documents, surveys, graphs, etc. that you referenced in the report.
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How to Structure a Business Report
- 14th March 2019
The content of a business report will depend on what you are writing about. Even the writing style may depend on who you are writing for (although clear, concise and formal is usually best). However, there is a general structure that most business reports follow. In this post, then, we’ll look at how to structure a business report for maximum clarity and professionalism.
1. Title Page
Every business report should feature a title page . The title itself should clearly set out what the report is about. Typically, you should also include your name and the date of the report.
Most business reports begin with a summary of its key points. Try to include:
- A brief description of what the report is about
- How the report was completed (e.g., data collection methods)
- The main findings from the research
- Key conclusions and recommendations
A paragraph or two should suffice for this in shorter business reports. However, for longer or more complex reports, you may want to include a full executive summary .
3. Table of Contents
Short business reports may not need a table of contents, especially if they include a summary. But longer reports should set out the title of each section and the structure of the report. Make sure the headings here match those used in the main text. You may also want to number the sections.
The introduction is the first part of the report proper. Use it to set out the brief you received when you were asked to compile the report. This will frame the rest of the report by providing:
- Background information (e.g., business history or market information)
- The purpose of the report (i.e., what you set out to achieve)
- Its scope (i.e., what the report will cover and what it will ignore)
These are known as the “terms of reference” for the business report.
5. Methods and Findings
If you are conducting original research, include a section about your methods. This may be as simple as setting out the sources you are using and why you chose them. But it could also include how you have collected and analyzed the data used to draw your conclusions.
After this, you will need to explain your findings. This section will present the results of your research clearly and concisely, making sure to cover all the main points set out in the brief.
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One tip here is to break the findings down into subsections, using headings to guide the reader through your data. Using charts and illustrations , meanwhile, can help get information across visually, but make sure to label them clearly so the reader knows how they relate to the text.
6. Conclusions and Recommendations
The last main section of your report will cover conclusions and recommendations. The conclusion section should summarize what you have learned from the report. If you have been asked to do so, you should also recommend potential courses of action based on your conclusions.
If you are not sure what to suggest here, think back to the objectives set out in your brief.
If you have used any third-party sources while writing your report, list them in a bibliography after the main report. This could include other business documents, academic articles, or even news reports. The key is to show what you have based your findings and conclusions upon.
8. Appendices (If Applicable)
Finally, you may have gathered extra documentation during your research, such as interview transcripts, marketing material, or financial data. Including this in the main report would make it too long and unfocused, but you can add it to an appendix (or multiple appendices) at the end of the document. It will then be available should your reader need it.
Summary: How to Structure a Business Report
If you are writing a business report, aim to structure it as follows:
- Title Page – Include a clear, informative title, your name, and the date.
- Summary – A brief summary of what the report is about, the data collection methods used, the findings of the report, and any recommendations you want to make.
- Table of Contents – For longer reports, include a table of contents.
- Introduction –Set out the brief you were given for the report.
- Methods and Findings – A description of any methods of data collection and analysis used while composing the report, as well as your findings.
- Conclusions and Recommendations – Any conclusions reached while writing the report, plus recommendations for what to do next (if required).
- References – Sources used in your report listed in a bibliography.
- Appendices – If you have supporting material (e.g., interview transcripts, raw data), add it to an appendix at the end of the document.
Don’t forget, too, that a business report should be clear, concise, and formal. And if you would like help making sure that your business writing is easy to read and error free, just let us know .
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This video explains how to write a business report for postgraduate level students. It covers the introduction, report structure and organisation, writing the report, and business writing.
[slide 1: Topic slide]
[slide 2: Outline]
Sitting at the centre of the screen is: “What am I going to be learning today?” The following four words animate in:
- Report structure and organization
- Writing the report
- Business writing
This resource covers three important features of the writing required for a successful business research report. Following this brief introduction, the second section covers report structure with a focus on suitable ways
to organize content. The third section outlines the features of persuasive writing. And the final section provides tips for strong effective business writing.
[slide 3: What is a business research report?]
A checklist of items that make up a research report:
- Formulates a research
- Reports on research findings
- Recommends actions to achieve desirable outcomes
And is written in a
- Business report format
- Professional business writing style
This assignment provides you with the opportunity to research and write a real workplace report. It will inform the client of important aspects of their research brief. It will also provide recommendations to achieve desirable outcomes. The report will be presented as a written business proposal and as a presentation. This assignment requires a transition from academic writing to professional business writing. A business research report is written in a professional business style that differs from academic writing.
Report structure and organization
[slide 4: Topic slide]
[slide 5: Linear text structure]
[Graphic] Three babushka dolls representing each of the following:
- Whole text
Overall, reports have a highly structured linear form with a beginning, middle and an end. This is repeated at the section level and the paragraph level.
[slide 6: Part: 1 - Organising content]
A report structure should be broken down into sections, having a beginning, middle and end. An example of this is:
- Executive summary
- Research question
- Problem, context and literature
- Methodology, approach and limitations
- Discussion and data analysis
- Implications (benefits and limitations)
- Recommendation and conclusion
- Considerations of policy adjustments and recommendations for further research
A numbering system is used for the table of contents, and within them a broad example of a research page appears. Here it emphasizes the use of TEEL, and how each paragraph should be linked with one another.
Reports are structured using sections that are clearly organized and use a numbering system. Paragraphs within the sections should be well structured
and ideas should be linked between paragraphs.
[slide 7: Part: 2 - Organising content]
An example of going from general to specific.
- Current trend for businesses to outsource non-core activities
- Increase in demand for Facilities Management (FM) services
- More integrated and strategic approach to providing FM services
- Business now delivers a range of services through a single contract. These include…
General to specific is a useful strategy for organising content in business writing. This is particularly helpful for giving background or an overview.
[slide 8: Report sections]
[Text] We will now go through each of the report sections in detail:
Example. Report structure and headings.
- Report title and authors names
- Recommendations and conclusions
- Consideration of policy adjustments and recommendation for further research
[slide 9: Executive summary]
- Briefly summarise the whole report in a logical order
- Outlines context, rationale, objectives, findings, conclusions, recommendations
- Written last, mainly in past tense
A strong executive summary is vital to a successful report as it determines the relevance of the report for the reader. It is the section the reader reads first and provides an overall summary of the whole report. Each major section of the report should be summarised in 1 or 2 sentences.
[Slide 10: Introduction]
- Identifies the main context and issues
- Narrows to project aim/purpose
[Text and graphic example]
Graphic of a triangle point downwards, writing from a general to specific.
Accompanying this the following text:
General (top of the triangle): ‘PICA is a property and financial services company currently offering…’
Specific (bottom of the triangle): ‘PICA requires a business plan for….’
Notice how the introduction narrows the topic from its broader context to the specific purpose of this report. The introduction is written from general to specific, which is a common form found in business writing.
[slide 11: Research question]
Frames the whole report
This report aims to answer the question ‘Is now a good time for PICA to diversify into Facilities Management (FM)’?
This research question frames the whole report and focuses the research to a specific area. It is common to have one research question followed by sub questions and these emerge from the larger question being answered.
[slide 12: Problem, context and literature]
Outlines the general situation in the specific business area
- Financial background
The accompanying graphic is of the triangle representation pointing downwards from general to specific.
Problem, context and literature section of the report requires a general
Introduction to the business which then narrows to cover details of competitors and their financial background. Again you are writing from general to specific.
[slide 13: Methodology, approach and limitations]
The research uses an applied strategy with a change focus (Saunders, Lewis & Thornhill 2012).
The main approach is data collection will be This methodology is appropriate because….
The research is based on secondary data, both qualitative and quantitative
Limitations in the research include…
The methodology covers how the research was done, why these methods were chosen, the details of the methods used and the limits of stating explicitly what is covered and what is not.
[slide 14: Discussion and data analysis]
Refer to your research
- Limitations in the research include…
Compare to theory / other research
- Industry bodies and secondary research…
- Eg. This strategy encompasses all aspects of financial reporting (Faulding & Lau 2011)…
Sum up at the end of each section
- In summary, Sydney is well positioned for further growth in residential buildings that require FM services…
It is important to refer to your research to show links between the primary research. In this case industry bodies, secondary research such as academic papers, theory and research and your findings.
[slide: 15: Implications: benefits and limitations]
What do your findings mean for the client?
- The findings outlines above suggests that PICA’s desire to enter the FM industry is expected to be beneficial given that…
- NSW trends demonstrate…
- Evidence suggests that PICA will be required to …
- There are risks associated with entering the FM services market.
It is important to refer to your research to show links between the primary research. In this case industry bodies, secondary research such as academic papers, theory and research and your findings. You need to explain what your research findings mean for your client. These implications will lead into your recommendations in the next section.
[slide 16: Recommendations and conclusions]
[Text and Graphic]
- Restates purpose
- Provides ‘the answer’
- Provides a concluding statement
The accompanying graphic of a triangle representation, this time with it points upward -going from specific to general.
- Suggests steps for further action
Eg. It is recommended that:
o PICA should enter the FM market
o Pica should acquire new…
The conclusion should provide a clear answer to the research question.
The conclusion is the reverse of the introduction it moves from answering the specific research question to showing how it fits into the broader context. In the recommendation section we return to the steps that this specific business should be taking as a result of the report.
[slide 17: Recommendation for further research]
Outline other research
- Based on the research findings, it is recommended that further in-depth analysis be conducted of the competitive landscape.
- PICA should seek legal and tax advice in order to…
Broadening the scope of the research
Examining certain issues in detail
In the final section of your report, outline what other research you think the client should undertake. This could include broadening the scope of the current research or examining certain issues in more detail.
Writing the report
[slide 18: Topic slide]
[slide 19: Paragraphs: TEEL]
[Graphic and Text]
Buns top and bottom: Topic and linking sentence
Condiments and meat: Explanation, evidence and examples
TEEL can be described using a burger metaphor. The topic and linking sentences make up the bun and base of the burger, and the evidence and explanations make the filling.
A paragraph contains one main idea, which is found in the topic sentence.
It is best to put the topic sentence first in the paragraph as this makes reading easier. The rest of the paragraph is made up of explanation and evidence to support the topic sentence.
[slide 20: Paragraph structure: TEEL]
A sample of a paragraph structure is given using the TEEL structure; each of these parts is highlighted.
[Topic] Leighton Contractors is a large-scale FM operation with considerable FM expertise within its own group of companies [end-topic]. [Example] A brief analysis of Leighton’s focus is helpful to PICA as it considers entry to the FM industry as PICA is considering a similar strategy [end-example]. [Evidence] The specific observation of this report is that Leighton focuses its FM operations into specific areas in which its group of companies has expertise, in particular in construction, telecommunications and mining (Leighton Constractors Pty Ltd 2009) [end-evidence]. [Link] This is a key observation as it affirms PICA’s expressed desire to enter FM by leveraging its expertise in Strata Management [end-link].
[slide 21: Persuading the reader]
Grid of icons accompanying the following text:
- Strong topic sentence
- Introduction and summaries for each section
- Effective evaluation and analysis
- Integration of sources to support your view
In a business research report your goal is to persuade the reader to follow your advice. Therefore, it is essential that they believe your understanding of the market is thorough and well researched. The following strategies are useful for writing persuasively.
[slide 22: Strong topic sentence]
- [underlined] Evolution consulting [end-underlined] recommends that PICA consider acquiring the Port Stevens Group.
- [underlined] The hypothesis [end-underlined] is that now is a good time for PICA to diversify into FM.
Strong topic sentences reinforce your argument and help persuade the reader. Both topic sentences below have a clear direct message.
Notice how the topic sentence comes at the beginning of the sentence.
[slide 23: Introductions and conclusions for sections]
Introduction to a section
It is the belief of the research team that the successful entry into the FM sector will require PICA to target a specific building sub-market.
Conclusion to a section
In a conclusion, from the analysis of overall market trends, PICA would benefit from targeting the residential building sub-market.
Use section introduction and summaries to clearly state and restate your view. This acts as a reminder to the reader and emphasises the consistency
of your argument.
[slide 24: Effective evaluation and analysis]
- Paragraph strategy
- Sentence strategy
It is essential to write convincing evaluations of the strengths, weaknesses and risks. It is this understanding that makes it possible for the company to make decisions about future strategy.
[slide 25: Paragraph strategy]
A graphic illustrating the narration:
At the beginning of a paragraph, the topic sentence (evaluation of risk) should be first written. Followed by an explanation and analysis. Lastly, providing a solution. The language used in the process, should be formal impersonal language.
Here are two useful writing strategies, which make your evaluation
and analysis more effective. They are firstly clear paragraph organization
and secondly use of a formal impersonal style.
[slide 26: Sentence strategy]
Use tentative language
This demonstrates you have a thorough understanding of the level of risk.
- It is advised
- Is minimized
- Will be made
Use passive form
Write in an impersonal style. Suggest your view is based on research rather than opinion.
- Could, would, may, might
- There is a view that,
- There is a perception that
Use active verbs
In business writing it is generally better to write in a
clear and direct style. This includes using active verb forms.
However, when evaluating risks it is useful to write in a more
tentative and indirect style. Using tentative language shows you have a complex understanding of the situation and are aware of the degrees of risk.
It is also useful to write in an impersonal style as this gives your writing authority. It suggest that you are stating the views of the industry or other experts, and not just your own opinion. Passive verb forms generally weaken business writing as they are indirect. However, they are useful in evaluation as their use emphasises the advice itself rather than the voice of the writer.
[slide 27: Integration of sources]
- Supports your view with evidence
- Demonstrates the strength of your research and sources
[slide 28: Referencing in sentences]
Description: Sentence 1:
[Source] ACIF (2013) [end-source] projects that recovery will continue to strengthen for NSW in 2014.
Recover of the construction sector will continue to strengthen for NSW in 2014 [source] (ACIF) [end-source]
There are two ways to include references in a sentence at the beginning or at the end. The difference between these two constructions is subtle but it changes the focus of the sentence.
[slide 29: Effects and emphasis]
- Source (ACIF) emphasized as topic
- Common in academic writing where the research itself can be the topic
- Recovery emphasized as topic
- Common in business writing
This sentence emphasizes the source of the information and is common in academic writing. This does not emphasize the view of the student or writer. This sentence puts the information at the beginning of the sentence and emphasizes the writers view. This is useful if the writer wants to persuade the reader to follow his or her advice.
[slide 30: Topic slide]
[slide 31: Academic writing and business writing]
Knowledge and research
- Expected structure
- Academic style
- Uses a range of sources
Business decision-making and action
Workplace / Industry
- Business style
- Uses sources with practical application
There are differences between academic writing and business writing. In academic writing the overall focus is on knowledge and research. In business writing decision making and action are the goal. These differences are important and affect the writing style.
[slide 32: Tips for business writing]
Iconography for the following three points:
- Be direct: Darts board, aimed at the centre
- Be concise: Cutting out words (paper)
- Use strong active verbs: A man lifting up weights
[slide 33: Be direct]
Put the most important information first. So people can easily find it.
Put the topic sentence at the beginning
attitude towards FM services [end-emphasis] have changed to now viewing these costs as life cycle costs (International Facilities Management Association 2011).
[Emphasis] Attitudes towards FM services [end-emphasis] have changed from that of an overhead cost to a life cycle cost (International Facilities Management Association 2011).
Make it easy to read
Clear logical structure, headings, sub-headings and bullet points.
People are busy and will read only minimally. Therefore, one very useful strategy in business writing is to put the most important information first,
so you know the audience will find it. Notice how the first sentence is more difficult to read. In the second sentence the topic is at the beginning of the sentence as this makes the point immediately clear to the reader.
[slide 34: Be concise]
Description: Cut out unnecessary words
Use concise language by replacing wordy phrases with single words.
[slide 35: Use strong active verbs]
Description: Use strong active verbs
ACIF believes [end-emphasis] that construction projects will experience [end-emphasis] considerable growth in 2014.
ACIF forecasts [end-emphasis] considerable growth in residential construction investment in 2014.
Strong active verbs convey a clear and remove the need for repetition.
[slide 36: Identify the weaknesses ]
Description: [Poor example]
In terms of non-residential construction projects ACIF (2013) expects that construction investments in NSW will be subject to a considerable growth rate, whereas investments in non-residential construction projects are expected to remain constant for all other region.
How this can be improved
Legend: [strikethrough] = Be concise. [Highlight] = be direct. [Emphasis] = Use strong active words.
[Strikethrough] in terms of [end-strikethrough] [highlight] non-residential [end-highlight] construction projects ACIF (2013) expects [end-emphasis] that [highlight] construction investments in NSW [end-highlight] will be [strikethrough] subject to a considerable growth rate [end-strikethrough] , whereas investments in non-residential construction projects are expected to [end-emphasis] remain constant for all other regions.
In NSW, construction investment for non-residential projects will grow compared with other regions of Australia (ACIF 2013).
- Overall structure of a report
- Methodology section in a report
- Example of a report
- Report checklist
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10 Essential Tips for Writing a Business Report Introduction in 2024
1. Understand the Purpose of a Business Report Introduction
A business report introduction serves as the opening section of a report, providing an overview of the report's content and setting the stage for the reader. It is crucial to understand the purpose of the introduction, which is to grab the reader's attention, provide context, and outline the key points that will be discussed in the report.
Why is the purpose of a business report introduction important?
The purpose of a business report introduction is important because it sets the tone for the entire report. It helps the reader understand what to expect and why the report is relevant to them. By clearly stating the purpose, the introduction helps the reader decide whether to continue reading or not.
2. Start with a Compelling Opening Sentence
The opening sentence of your business report introduction is crucial in capturing the reader's attention. It should be concise, engaging, and provide a clear indication of what the report is about. Consider using a thought-provoking question, a surprising statistic, or a compelling statement to hook the reader from the start.
How to write a compelling opening sentence?
To write a compelling opening sentence, consider using strong action verbs, descriptive language, and concise phrasing. For example, instead of saying "This report will discuss the impact of social media on consumer behavior ," you could say "Discover how social media revolutionizes consumer behavior in this report."
I use AtOnce's AI language generator to write fluently & grammatically correct in any language:
3. Provide Background Information
After capturing the reader's attention with a compelling opening sentence, it is important to provide some background information in your business report introduction. This helps the reader understand the context and significance of the topic being discussed in the report.
What kind of background information should be included?
The background information should include relevant facts, statistics, or historical context that will help the reader understand the topic. For example, if your report is about the impact of artificial intelligence on the workforce, you could provide a brief history of AI and its current applications.
4. Clearly State the Objectives of the Report
In your business report introduction, it is essential to clearly state the objectives of the report. This helps the reader understand what the report aims to achieve and what specific questions or problems it will address.
How to clearly state the objectives of the report?
To clearly state the objectives of the report, use concise and specific language. For example, instead of saying "This report will explore various marketing strategies ," you could say "The objective of this report is to analyze the effectiveness of different marketing strategies in increasing sales."
5. Outline the Structure of the Report
Another important tip for writing a business report introduction is to outline the structure of the report. This gives the reader a roadmap of what to expect and helps them navigate through the report more easily.
How to effectively outline the structure of the report?
To effectively outline the structure of the report, provide a brief overview of the main sections or chapters that will be covered. For example, you could say "This report is divided into four sections: introduction, methodology, findings, and conclusion."
6. Use Clear and Concise Language
When writing a business report introduction, it is important to use clear and concise language. Avoid using jargon or technical terms that may confuse the reader. Instead, use simple words and short sentences to convey your message effectively.
Why is clear and concise language important?
Clear and concise language is important because it helps the reader understand the information more easily. It also makes the report more accessible to a wider audience, including those who may not be familiar with the subject matter.
7. Include Relevant Keywords
Including relevant keywords in your business report introduction can help improve its visibility in search engine results . Keywords are words or phrases that are commonly used by people searching for information on a particular topic.
Here's an example where I've used AtOnce's AI SEO optimizer to rank higher on Google without wasting hours on research:
How to identify relevant keywords?
To identify relevant keywords, think about the main topics or themes of your report. Consider what words or phrases people might use when searching for information related to those topics. You can also use keyword research tools to find popular keywords in your industry.
8. Keep the Introduction Concise
While it is important to provide enough information in your business report introduction, it is also crucial to keep it concise. The introduction should be brief and to the point, giving the reader a clear overview of what the report is about without overwhelming them with unnecessary details.
How to keep the introduction concise?
To keep the introduction concise, focus on the most important information and avoid going into too much detail. Stick to the main points and save the in-depth analysis for the body of the report.
9. Proofread and Edit
Before finalizing your business report introduction, make sure to proofread and edit it carefully. Check for any grammatical or spelling errors, and ensure that the introduction flows smoothly and logically.
Why is proofreading and editing important?
Proofreading and editing are important because they help improve the overall quality and professionalism of your report. They ensure that the introduction is clear, concise, and error-free, making it more engaging and credible to the reader.
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What is the purpose of a business report introduction?
The purpose of a business report introduction is to provide an overview of the report's content and objectives. It sets the tone for the entire report and helps the reader understand what to expect.
How should a business report introduction be structured?
A business report introduction should typically include a brief background or context, a clear statement of the report's purpose, and an outline of the main points or sections that will be covered.
Why is the year 2023 relevant in this context?
The year 2023 is relevant in this context because it indicates the current year, which may be important for understanding the timeliness and relevance of the business report being discussed.
Asim is the CEO & founder of AtOnce. After 5 years of marketing & customer service experience, he's now using Artificial Intelligence to save people time.
Business Report: What is it & How to Write it? (Steps & Format)
The shift from academic writing, such as essays and articles, to complex business reports, can be scary!
A business report is needed in almost any field of work. These are fact-based documents that are used to make decisions in a business.
You can use business reports for several purposes such as pitching an idea, analyzing an idea, pitching a merger, analyzing a merger, proving that your company complies with legal and social guidelines or any specific topic related to your job and work.
So if you have a job, it is crucial that you understand the concept of business reports and how to write them effectively.
In this article, we will talk about the different types of reports and their purpose, the importance of business reports, and how to structure your own in an impactful way!
But hey, first thing first. Let’s understand the concept of business reports a little better.
What is a Business Report? (Definition)
A Business report is defined as an official document that contains factual information , statistical data , research findings , or any other form of information relevant to the course of the job.
This report is a formal document written to-the-point to convey information in a concise yet clear manner. Business reports are majorly used for internal communication within an organization.
Objectivity is a major element while writing business reports. Whatever you say should be supported by data and facts, not opinion and perspective. For example, instead of saying ‘ sales in the last quarter were very low’, you show it by means of data.
The report can vary from one page to several pages depending on the purpose and type of report, which brings us to the second part: Types of Business reports.
Types Of Business Reports
There are many types of business reports used in an organization for various purposes. Obviously, you cant use the same report to analyze employee performance and sales in the last quarter, right?
Here are some common types of business reports:
1. Informational reports
You use this report when your boss asks for data that is purely objective i.e., just plain facts without any reasoning or potential outcomes. For instance, a workforce report stating the number of employees in the company, their duties, department of work, and responsibilities.
Read more: How to Write Project Reports that ‘Wow’ Your Clients? (Template Included)
2. Analytical Report
As the name suggests, this report is used when some critical company data has to be analyzed in order to make informed decisions.
For instance, analyzing the sales drop in the last financial year. This report consists of sales numbers, a comparison of those numbers with earlier years, and finding reasons for the fall. The report will also indicate possible measures the company can take to solve this problem.
3. Research Report
You use a research report when something big is coming up! It could be a potential merger, or a new product line, or a shift in the current way of working.
A big change requires a comprehensive report studying all its implications. For example, if the company wants to introduce a new product, the research report will consist of elements like target audience , marketing communication strategy , advertising campaigns, etc.
4. Explanatory Report
You use this report when you want to explain your individual project to the entire team. Let’s suppose you performed research.
An explanatory report will showcase the facts, list the findings, and determine the conclusion of the research. It should be written in very simple, concise, and clear words. Although the readers are mostly peers of the same industry, jargon should be avoided.
5. Progress Report
This is a small report used to notify updates in a company.
How was the previous week?
How is the sale for this quarter coming along?
What is the percentage change in conversions since the last week/month?
Questions like these are answered in a progress report. It does not contain analytics. Only information and changes.
Progress reports are a good medium for companies to track their day-to-day work and come up with new ideas for growth and expansion.
Still not convinced? Here are 4 compelling reasons why business reports are important for efficient workflow in an organization.
Read more: What is a Progress Report and How to Write One?
Importance of Business Reports
1. mode of communication.
You know how you text or call in daily life to communicate? In businesses, reports are prepared for it. We can say that business reports act as a medium of communication in an organization.
But why is it done?
Well, in big companies, there is an entire line of workflow that takes place. It is also known as a delegation of duties. In this workflow, there are branches, sub-branches, departments, and niche specific zones. If communication is done verbally, information may get lost or contaminated.
So for every important piece of communication, a written report is created. Anyone who needs access to that information can read the report and equip themselves with first-hand data.
2. Decision making
Thinking about launching a new product line? Prepare a report.
Aiming to cut company costs? Prepare a report.
From deciding the target audience to laying off employees, every decision is taken on the basis of detailed reports prepared with facts and stats.
Reports are transferred two-way in an organization. Employees create business reports and send them to higher management for decision making. Upper management creates reports to circulate information, tasks, etc. among the workforce.
3. Crisis management
In case of a crisis, chaos, and panic outbreaks, everyone has an opinion on the matter, and the transfer of thoughts verbally gives rise to workplace gossip.
In such a situation, business reports are created to get everyone on the same page and then factually analyze the problem.
Crisis management reports comprise of the cause of the issue, steps to take for damage control, and policies suggesting future protection from such crisis.
4. Effective management
The delegation of duties is done via reports. Every employee has their own to-do tasks with an assigned deadline. This helps in more sound and effective management of the company.
All the information is in viable written documents, decisions are taken upon careful analysis, and the overall functioning of the company is better using business reports.
So now that we know that we HAVE TO prepare business reports to survive in the corporate world, let’s move on to the next and probably the most important section where we teach you how you can get started on writing a proper report.
Read more: Business Requirements Document (BRD): What, Why, and How to Write?
How to write a business report? (Steps and Format)
Follow this step-by-step guide to create your powerful business report:
Step 1: Create a plan of action
You are writing a business report, not a school essay. You can’t base your report on thoughts as and when they come. Before starting the report, identify its purpose.
Define what you aim to achieve with the report and how you plan to present it. Do not beat around the bush! This will help you write a clear and concise report.
Step 2: Check for an in-house format
Your company may have a specific format for writing reports. Ask your supervisor or check the company’s handbook to find it. Do not blindly trust the internet.
However, if no such format is specified, you can use the standard global format listed in the following steps.
Step 3: Add a title
The title of the report may be specified in the brief you received from your supervisor. If not, you may write your own title. It should be clear, crisp, and be able to convey the purpose of the report.
You should avoid using very long and complicated titles. For instance, use ‘Sales report for FY 2020-21’ instead of ‘Analysing the customer interaction with the company in the last 12 months in comparison to previous years’. People will yawn and leave the room at the start of your report!
Also, add your name and the names of other people involved in making the report. Portraying someone else’s background hard work as your own is highly unethical in the workplace.
Step 4: Write a table of contents
You should include a table of contents page only if the report is long and contains sub-sections.
If this page is added, make sure to write contents exactly in the manner headings are written inside the report. All the contents should be properly numbered for the reader to easily navigate through the report or jump on a specific section.
Step 5: Add a Summary/ Abstract
This is a very important page in any report. You should write the abstract in such a manner that even if a person does not read the entire report, this page can give them a clear and detailed idea of the entire thing.
It should contain your title, issue, key findings, and conclusions. You should basically summarise everything you wrote in the report to fit in the abstract.
Step 6: Write an introduction
Now begins your actual report. On this page, specify the purpose of writing the report along with a brief idea of the main argument.
You can also include some background of the topic on this page.
Step 7: State your methodology
On this page, tell the readers how you created this report. It includes the sources of information, type of data (qualitative or quantitative), channels of receiving information, etc.
This is to equip your readers with the process you went through or, as we can say in the urban slang, the BTS of the report. It makes your report more credible.
Step 8: Present your findings
This is the main section where you present your findings. It should convey that you have done thorough research. So include stats, facts, and graphs to portray the information.
To prevent it from getting messy, align the data into various headings and subheadings. Use pointers, bulleted, or numbered whenever required.
Step 9: Give a conclusion or recommendation
End your report with a compelling conclusion. This should be drawn from previously stated findings.
You can also give recommendations for change or improvement in a policy, supported by valid documentation. The conclusion should come off strong, based on factual data, not biased views or opinions.
Step 10: Add bibliography and references
Adding this section is a legal compulsion in any report wherein the data is taken or inspired from previously published sources.
Let us explain it simply. If you have added any data or statistics in your report, you must give due credit to the original author. Else, it counts as plagiarism, which is a punishable offense.
Also, note the difference between references and bibliography, and don’t confuse the two!
Here’s an example:
Suppose you read a business report online and got inspired by it. Although, you didn’t use any of its data in your own report. In this scenario, you will list that report under the bibliography section.
However, if you took data from that report to directly include in yours, you will list that in the reference section.
Step 11: Proofread
Proofreading or revising is very important before finalizing a report. In this section, check for any spelling errors, grammatical mistakes, or punctuations. These are small mishaps that can make a very bad impression.
Also, while proofreading, check the citations, footnotes, appendices, etc, according to the company standards. There may be guidelines you missed while writing the report!
Bit.ai : The Ultimate Tool For Writing Business Reports
With its new-age cloud technology bit gives your business report superpowers!
You can choose from pre-designed templates and just worry about putting your content into it.
With Bit’s smart integration, you can add rich media elements like cloud files , charts , pdfs, embeds, diagrams , graphs, and much more into your business reports within seconds.
Not only this, bit.ai lets you work with your team in real-time. You can co-edit and use inline comments to bring your colleagues to the same place to make decisions related to your business reports.
You even have document tracking to see who is opening your report and how much time they spent on it.
Few more business templates you might be interested in:
- SWOT Analysis Template
- Business Proposal Template
- Business Plan Template
- Competitor Research Template
- Project Proposal Template
- Company Fact Sheet
- Executive Summary Template
- Operational Plan Template
- Pitch Deck Template
As we have seen, writing a business report involves a lot of aspects. All of the time and energy is consumed in writing engaging content, and one tends to forget about the design element.
Yes, the design is a very important aspect of any report. When your report is visually appealing, it engages the reader and stands out in a room full of black and white text.
…and bit helps you do just that!
On bit, you can edit the document according to the type of report you created without compromising on the design. Play around with hundreds of fonts, themes, and color palettes with Bit to create an impact on your work!
Which was your last business report that really brought about a change? Which tool did you use to make it?
Tweet us @bit_docs and let us know!
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Are you working on a report and struggling to write an engaging introduction? Do you want to know how to hook your readers and make them want to read your entire report? To better understand the concept of report introduction writing, visit the following link;
Review Introduction in Complete Dissertation Examples Here
In this step-by-step guide, we'll teach you how to write a report introduction that will get your readers excited about what's to come. It is a skill; mastering it can be the difference between a good and bad report.
What is a Report?
A report is an academic document that contains data or findings from an investigation. Reports are usually used to communicate the results of a business project, scientific study, or research effort. Reports typically include a section of the executive summary, followed by sections that provide more detailed information.
Explore What is the Goal of Report Writing Here
The length and format of a report vary depending on its purpose and audience. For example, an annual report for shareholders will be very different from a scientific one. Ultimately, the goal of any report is to provide clear and concise information about a particular subject.
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Structure of a Report
The structure of a report is very important in report writing conventions. The structure of a report is as follows.
The introduction is the first section of a report and sets the tone for the rest of the document. The main objective of an introduction is to introduce your topic and get your readers interested in what you have to say.
2. Executive Summary
The executive summary is a short, concise overview of the findings or conclusions presented in a report. It's typically one or two paragraphs long and should be written last.
The body of a report contains all the detailed information about your topic. It can be divided into subsections if needed.
The conclusion wraps up the information presented in the body of the report and offers some final thoughts on the subject matter.
Appendices are optional sections that contain additional information related to your topics, such as charts, graphs, tables, images, or data sets.
Role of Introduction in a Report
The purpose of an introduction in an academic report is to offer a clear, concise overview of the main points the report will address.
The introduction of a report is critical as it sets the stage for the rest of the report and provides your readers with a framework to understand your findings.
Learn More about What should Keep in Mind While Writing Introduction
It is important to remember that the introduction is not meant to be exhaustive; instead, its goal is to give the reader a basic understanding of what the report will cover.
It should state the overall purpose or goals of the report. It must provide a brief overview of the methods used to gather information and data for the report. Finally, the introduction should briefly touch on the key findings or takeaways from the report. By including these elements, you can ensure that your readers clearly understand your report's core.
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Characteristics of a well-written report introduction.
- The introduction should convey the purpose of the report.
- The introduction should provide an overview of the report's key points.
- The introduction should clarify why the topic is necessary or relevant.
- The introduction should define any key terms used in the report.
- The introduction's purpose is to set the tone for the rest of the report.
- The introduction should clarify what the reader can expect to find in the report.
- The introduction should be well-organized and easy to follow.
- The introduction should be no more than one or two paragraphs long.
- The introduction must end with a clear statement of the report's thesis or main argument.
Components of a Well-Written Introduction
There are three parts to a well-written introduction:
- The transition
The hook grabs the reader's attention with a brief report overview. The transition briefly explains how the hook relates to the rest of the report. The scope statement clearly and concisely states the report's leading authority.
Here's how to craft various parts of the introduction:
1. The Hook
The first part of a well-written introduction is the hook. The hook grabs the reader's attention and gives them a reason to keep reading. It can be a crucial statistic, important background information, and an overview of the topic in consideration.
2. The Transition
The second part of a well-written introduction is the transition. The transition connects the hook to the purpose of the report. In this part, write about what to expect from the report.
3. The Scope
A well-written introduction's third and final part describes the report's scope. You should briefly discuss the data collection methods, analysis, and results of the report.
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Steps of writing a report introduction, 1: introduce the topic of the report.
Present your report's topic and explain it briefly to familiarize the reader with the topic of the report. The concise way to introduce it is by explaining the background of the title and elaborating on the outcome.
2. Summarize the Main Points Covered in the Report
In the second step, provide a summary of your key points, sections, results, and discussions of the report.
3. State the Purpose of the Report
Step 3 should describe the aim and purpose of your report. Use concise language and expressive verbs. Avoid jargon, ambiguities, and technical complexities early in your report.
4. Preview the Main Findings of the Report
In the final step of your report introduction, tell your readers what results you gained and what are the report's primary findings.
Template of the Report Introduction
You can follow this template to craft a concise and crisp introduction to your report.
"The purpose of this report is to (explain what the report will be about). This report will (give an overview of what the report will cover). The methodology used in this report is (explain how the report was created). The findings of this report are based on (describe what the report found). This report concludes with (give a summary of the report's conclusions)."
To conclude, writing a report introduction can make or break your complete report analysis. Therefore, the said recommendations must be followed to stand out in your report writing.
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6.11: Introduction to Business Reports
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What you’ll learn to do: Discuss the different types of reports and their purposes
Employees in most organizations create and use reports; however, it’s important to remember that the business report is a markedly different document than a report created in an academic setting.
Reports are a key communication tool in business; they effectively share and retain information and decisions. Reports are classified into two main types: informal reports and formal reports. Both of those classifications are further broken down by type of information. This module describes these report structures and types. In this module, you’ll learn the following:
- Which type of report to use and when
- What sections may be found in each type of report
- How to format reports
A report that is laid out well facilitates the reader’s understanding of its content. With a clear function and purpose, a well-formatted report establishes the credibility and professional abilities of the report’s creator.
Contributors and Attributions
- Introduction to Business Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. License : CC BY: Attribution
- Financial Report. Authored by : mohamed_hassan. Provided by : Pixabay. Located at : https://pixabay.com/en/accounting-report-financial-3076855/ . License : CC0: No Rights Reserved
How to Write an Introduction
An introduction for an essay or research paper is the first paragraph, which explains the topic and prepares the reader for the rest of the work. Because it’s responsible for both the reader’s first impression and setting the stage for the rest of the work, the introduction paragraph is arguably the most important paragraph in the work.
Knowing how to write an introduction paragraph is a great skill, not just for writers, but for students and researchers as well. Here, we explain everything you need to know to write the best introduction, such as what to include and a step-by-step process, with some introduction paragraph examples.
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What is an introduction?
Your introduction is a way of preparing your reader for your paper. As the first paragraph of your writing , it makes the first impression and sets the reader’s expectations for tone, voice, and writing style. More importantly, your introduction provides the necessary background for your reader to understand your paper’s purpose and key points.
The introduction is also a way to engage and captivate your reader. An interesting, thought-provoking, or generally entertaining introduction makes your reader excited to keep reading—and an eager reader is an attentive reader.
What to include in an introduction
Introductions generally follow the writing style of the author and the format for the type of paper—for example, opening with a joke is appropriate for some essays, but not research papers . However, no matter what your writing style is or what kind of paper you’re writing, a good introduction includes at least three parts:
- A hook to capture the reader’s attention
- Background for context
- A clearly defined thesis statement or main point of your paper
How to write a hook
The hook refers to anything that grabs (or “hooks”) your reader’s attention and makes them interested. This could be a mystery, such as posing a question and only answering it at the end of your paper. Or it could be a shocking statistic, something that makes your reader rethink what they thought they knew and become curious for more information.
Hooks can be even more creative. Some papers start with an analogy or parable to present complicated topics in a way that someone with little experience can understand. Likewise, many writers opt to use personal anecdotes to show a more human side and spark an emotional connection with the reader.
When all else fails, you can use a poignant quote. If you’re having trouble putting your thoughts into words, maybe one of the great minds from history has already said it well.
You can read all about how to write a hook here, including more detailed instructions and examples.
How to add background information
Not every paper requires background knowledge, but sometimes your reader needs to catch up or understand the context before you make your original points.
If you’re writing about something factual, such as a scientific or historical paper, you may need to provide a small lesson on the basics. For example, if you’re writing about the conflict between ancient Egypt and Nubia, you might want to establish the time period and where each party was located geographically.
Just don’t give too much away in the introduction. In general, introductions should be short. If your topic requires extensive background to understand, it’s best to dedicate a few paragraphs to this after the introduction.
How to write a thesis statement
Every good introduction needs a thesis statement , a sentence that plainly and concisely explains the main topic. Thesis statements are often just a brief summary of your entire paper, including your argument or point of view for personal essays. For example, if your paper is about whether viewing violent cartoons impacts real-life violence, your thesis statement could be:
Despite the rhetoric and finger-pointing, no evidence has connected live-action role-play violence with real-world violence, but there is plenty of evidence for exoneration, as I explain here.
Learning to write a good thesis statement is an essential writing skill, both in college and the world of work, so it’s worth taking the time to learn. The rule of thumb for thesis statements is not to give everything away all at once. Thesis statements, and more broadly introductions, should be short and to the point, so save the details for the rest of the paper.
How to write an introduction paragraph in 6 steps
1 decide on the overall tone and formality of your paper.
Often what you’re writing determines the style: The guidelines for how to write an introduction for a report are different from those for how to write an English essay introduction. Even the different types of essays have their own limitations; for example, slang might be acceptable for a personal essay, but not a serious argumentative essay.
Don’t force yourself to write in a style that’s uncomfortable to you. If you’re not good at making jokes, you don’t need to. As long as your writing is interesting and your points are clear, your readers won’t mind.
2 Write your thesis statement
At the beginning of writing a paper, even before writing the research paper outline , you should know what your thesis is. If you haven’t already, now is the time to put that thesis into words by writing your thesis statement.
Thesis statements are just one sentence, but they are usually the most important sentence in your entire work. When your thesis is clearly defined, your readers will often use it as an anchor to understand the rest of the writing.
The key to writing a good thesis statement is knowing what to ignore. Your thesis statement should be an overview, not an outline. Save the details, evidence, and personal opinions for the body of the paper.
If you’re still having trouble, ask yourself how you’d explain this topic to a child. When you’re forced to use small words and simplify complex ideas, your writing comes across more clearly and is easier to understand. This technique also helps you know which details are necessary up front and which can wait until later .
3 Consider what background information your reader needs
Don’t take your own experience for granted. By this point in the writing process , you’ve probably already finished your research, which means you’re somewhat of an expert on the topic. Think back to what it was like before you learned: What did you wish you had known then?
Even if your topic is abstract, such as an ethical debate, consider including some context on the debate itself. How long has the ethical debate been happening? Was there a specific event that started it? Information like this can help set the scene so your reader doesn’t feel like they’re missing something.
4 Think of a good hook
Writing a hook can be the most difficult part of writing an introduction because it calls for some creativity. While the rest of your paper might be presenting fact after fact, the hook in your introduction often requires creating something from nothing.
Luckily, there are already plenty of tried-and-true strategies for how to start an essay . If you’re not feeling very creative, you can use a method that’s already been proven effective.
Just remember that the best hooks create an emotional connection—which emotion is up to you and your topic.
5 Write a rough draft of your introduction without pressure
It’s normal to clam up when writing a rough draft of your introduction. After all, the introduction always comes first, so it’s the first thing you write when you finally begin.
As explained in our guide to writing a rough draft , the best advice is not to pressure yourself. It’s OK to write something that’s messy—that’s what makes this draft rough . The idea here is to get words on paper that make your point. They don’t have to be the perfect words; that’s what revisions are for.
At the beginning, just worry about saying what needs to be said. Get down your hook and thesis statement, and background information if necessary, without worrying about how it sounds. You’ll be able to fix the problems later.
6 Revise your introduction after you’ve written your whole paper.
We recommend finishing the first draft of your entire paper before revising the introduction. You may make some changes in your paper’s structure when writing the first draft, and those changes should be reflected in the introduction.
After the first draft, it’s easier to focus on minutiae like word choice and sentence structure, not to mention finding spelling and grammar mistakes.
Introduction for an essay example
While other kids’ memories of circuses are happy and fun, what I recall most from my first time at a circus was feeling sorry for the animals—I can still remember the sadness in their eyes. [HOOK] Although animal rights in the circus have come a long way, their treatment of animals even under the new laws is still cruelty plain and simple. [BACKGROUND] The way circuses abuse animals needs to be abolished immediately, and we need to entirely rethink the way we use animals for entertainment. [THESIS STATEMENT]
Introduction for a research paper example
What would happen to humanity if everyone just stopped having babies? [HOOK] Although more endemic in some places than others, the global decline in birth rates has become a major issue since the end of the pandemic. [BACKGROUND] My research here shows not only that birth rates are declining all over the world, but also that unless the threats are addressed, these drastic declines will only get worse. [THESIS STATEMENT]
An introduction is the first paragraph in an essay or research paper. It prepares the reader for what follows.
What’s the purpose of an introduction?
The goal of the introduction is to both provide the necessary context for the topic so the reader can follow along and also create an emotional connection so the reader wants to keep reading.
What should an introduction include?
An introduction should include three things: a hook to interest the reader, some background on the topic so the reader can understand it, and a thesis statement that clearly and quickly summarizes your main point.
Research Outlines: How to Write An Introduction Section in Minutes with Paperpal Copilot
Research writing is a challenging task that requires a lot of time, effort, and creativity. You need to find relevant sources, synthesize information, organize your ideas, and present them in a clear and convincing way based on recommended research paper templates. But what if you could speed up your research writing process with research outlines from a smart AI writing assistant?
That’s where Paperpal Copilot comes in! Paperpal Copilot is a trusted generative AI writing assistant for academics. It can help you with various aspects of research writing, such as generating research paper outlines and drafts, to improve and speed up your writing. 1 Paperpal Copilot offers a set of Generate -focused features, including an outline builder that provides custom outlines and research paper templates to speed up your research writing. With these simple outlines, you can write your research paper 2x faster.
In this article, we will show you how to supercharge your writing process with Paperpal Copilot to create high-quality, well-structured research papers in half the time and with none of the stress. To start with, we’ll explain how to write an Introduction section in minutes using our research introduction outline. The same process can be used to write each section of your research paper.
How to Use Paperpal Copilot Outlines to Write Your Research Paper
Here’s a quick rundown on how to use the Outlines feature in the Generate section inside Paperpal Copilot to draft a strong Introduction section of a research article.
1. Open Paperpal Copilot inside Word or on the browser. Click on Paperpal Copilot > Generate > Outlines .
2. In the Outlines tab, click on Research article , and choose Introduction from the research paper templates.
3. Consider that you have managed to draft a short paragraph as a brief description on the topic of your research —in this case: the impact of climate change on human health. Paperpal Copilot’s tailored academic generative AI solution will use this text to suggest a research introduction outline that can be used to expand the above snippet into a structured, cohesive Introduction section.
4. On clicking the Generate button, Paperpal Copilot instantly gives you a comprehensive research introduction outline that is structured under specific sub-sections. It also provides sentence templates that you can use to begin writing the Introduction section of your paper.
5. You can then insert and modify these structured and tailored suggestions to further expand on your ideas and develop the Introduction section. Use the same process to get research paper outline templates for each article section and jumpstart your manuscript writing.
Before and After Using Paperpal Copilot Outlines to Write Your Introduction
This is an example of how you can begin writing the Introduction section, and other sections of your research paper, with a mere 100-150 words of your rudimentary draft and use the Paperpal Copilot Outlines feature to draft your entire research paper in a faster, smarter way. See the screenshots below to see the before and after versions of the Introduction section.
Why and How We Built the Paperpal Copilot Outlines Feature
At Paperpal, we believe that the power of choice and creative freedom should rest with our users, which is why we have taken the conscious decision to only provide research paper templates and outlines rather than letting the AI draft the entire section/paper for you. This puts YOU in charge, with the complete freedom to tailor the content of your paper to reflect your own ideas and voice.
To empower authors to do this, Paperpal performed a linguistic extraction and analysis of opening phrases for different sections of a research paper across various scientific domains. These phrases were then manually curated and tagged in detail by a team of 500+ experts. These meticulously tagged templates are then adapted to fit the general structure and framework of the different IMRAD sections, ensuring the research ideas are cohesive and flow well. For example, the Introduction section of a research paper is expected to have a background sentence, topic importance statement, information of existing knowledge, what are the knowledge gaps on the topic, the rationale for the study, etc., which is exactly what Paperpal Copilot suggests. This approach ensures a proper hierarchy and flow of scientific information within a section, making your job as author much easier.
So no more looking at a blank slate, struggling with contemplation and decision-making dilemmas on where and how to start writing your paper. With Paperpal Copilot’s research paper outline templates, you can supercharge the process to achieve 2x the writing in half the time. If you haven’t explored this yet, now is the chance. Start writing today with Paperpal Copilot – your trusted advisor and assistant in your academic journey!
- George, E.O., Introducing Paperpal Copilot: Prime Members Get Early Access to Generative AI for Academic Writing .2023. https://paperpal.com/blog/news-updates/product-updates/paperpal-copilot-is-live-experience-the-generative-ai-tool-academics-can-trust
Paperpal is an AI academic writing assistant that helps authors write better and faster with real-time writing suggestions and in-depth checks for language and grammar correction. Trained on millions of published scholarly articles and 20+ years of STM experience, Paperpal delivers human precision at machine speed.
Try it for free or upgrade to Paperpal Prime , which unlocks unlimited access to Paperpal Copilot and premium features like academic translation, paraphrasing, contextual synonyms, consistency checks, submission readiness and more. It’s like always having a professional academic editor by your side! Go beyond limitations and experience the future of academic writing. Get Paperpal Prime now at just US$19 a month!
- Introducing Paperpal Copilot: Prime Members Get Early Access to Generative AI for Academic Writing
- Paperpal Copilot is Live: Experience The Generative AI Tool Academics Can Trust
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20+ email introduction examples: what’s good, bad and ugly.
by Justyna Waciega
Updated: December 4, 2023
Drafting a proper e-mail introduction can be a tough nut to crack. Really.
How to engage the recipient in brief sentences, keep them interested, and make them want to read the email to the end? Well… it can be pretty hard.
But cheer up – we have some introduction examples for you, along with descriptions and subject lines, so you won’t get lost with us.
Just see what we have prepared!
Key components of an effective email introduction
Maybe let’s start at the very beginning – what should such a good introduction contain to be effective? Well, among these are:
The concise subject line
First: subject lines. This element is an invitation to click on the email, read the foreword, and then the entire message, so it strongly connects to the introduction. An eye-catching subject line ought to be convincing and relevant, and – when appropriate – include the company name for instant recognition.
A good salutation sets the tone for communication and establishes a foundation for positive engagement. So, whether you write to a known team member, a new contact, or a potential client, you ought to use appropriate titles and names.
Introduction of yourself
Next, clearly state your identity. This can be a simple self-introduction with your name, position, or even a warm acknowledgment like “Netflix’s team here!” for a collective greeting. Thanks to this, the recipient knows who the writer is.
Purpose of the email
A brief explanation of why the email is being sent adds clarity and relevance. Is it a follow-up email, an introductory email for a new team member, or a response to an event-triggered situation? In all cases, articulate your message purpose as it makes the recipient understand the context.
Call to action or next steps
Every effective email introduction should prompt the recipient to take action. You could encourage further reading, ask for an appointment, request a response, or click on a link. Such a clear CTA guides the recipient on the next steps.
20+ email introduction examples
Now that we know what goes into an introduction, take a look at a few examples that will allow you to make a good impression on your audience.
🏽🏻 Networking introductions:
1. introduction to a new colleague.
A proper self-introduction to a new colleague is necessary if you want to build a healthy working relationship. It helps establish an open line of communication and promotes a welcoming work environment. Like here, in this example:
Subject Line: Welcome to the Team!
Hello [Colleague’s Name],
My name is [Your Name], and I am a team leader in the [Department/Team] at [Company Name]. I’m excited and look forward to working alongside you. Today, I want to take a moment to introduce myself and express my eagerness to contribute to our collective success.
Give me 3 minutes, and I will tell you more about our projects and how we can collaborate effectively.
2. Introduction to welcome new client
When greeting a new client, a well-crafted introduction is also a must – it can make a great impact right away. It can convey professionalism, highlight the value you bring, or even demonstrate a genuine interest in their needs.
Subject Line: Thank you for creating an account!
Nice to see you at [Your Company]. We are happy to have you join us and hope you will stay for a long time! From now on, you can use your account on many devices and enjoy amazing quality from [Name of Your Services]. We’ll tell you about some of the most important points that will help you use your account 100 percent.
Read the highlights or save this email for later.
Look at this introduction email from Disney – overall, it’s good, short, and to the point but lacks a proper salutation.
3. Introduction to a business partner in a different industry
Telling about your company in the right way to a professional contact in a different industry can broaden your network and open doors to unexpected possibilities. In this introduction, it’s essential to convey your interest, establish common ground, and articulate the potential for a meaningful connection.
Subject Line: Exploring cross-industry connections
Dear [Contact’s Name],
I hope this message finds you well. My name is [Your Name], and I specialize in [Your Industry]. While our professional paths may differ, I’m always eager to connect with accomplished individuals like yourself. I believe there might be valuable insights and perspectives we can share to enhance our professional journeys.
I will not take you much time, but I would like to tell you more about my offer. Stay with me and explore potential areas where our professional paths might intersect.
💻 Job-related introductions:
4. introduction when looking for a job.
The next self-introduction email templates refer to job-related messages. If you contact a company to get a job, you should succinctly showcase your enthusiasm and relevant skills, and align with the job requirements. Check out this email subject line and model for inspiration.
Subject Line: Application for [Job Title] position
Dear Hiring Team,
I am writing to express my sincere interest in the [Job Title] position at [Company Name]. My name is [Your Name], and I bring [X years of experience] in [Relevant Industry], along with a proven track record in [key skills]. I am confident that my skills in [mention specific skills] make me a strong fit for this role, and I am excited about the prospect of contributing to the success of [Company Name].
Attached is my resume for your review. Below, I will discuss how my background aligns with your needs in greater detail.
5. Introduction to gratitude for the opportunity to work together
If you are close to getting a job, put the effort into building a proper introduction too. So, capture the attention of the recruiter with an introductory email. It requires a balance of professionalism and a demonstration of your unique value proposition. It’s a chance to make a memorable experience and show interest in potential work.
Subject Line: Acknowledgement of successful application
Dear [Recruiter’s Name],
My name is [Your Name], and I am [Your Job Title]. I am pleased that my resume and acquired experience meet your requirements. I am excited about [Company Name]’s commitment to [mention something specific], and I believe my background in [Your Skills] can contribute significantly to the success of the project.
I would be grateful for the opportunity to discuss how my knowledge and skills can benefit [Company Name]. Could we schedule a brief call or meeting at your earliest convenience?
6. Introduction to requesting a raise
Requesting a raise is a delicate matter. Thus, you need some well-thought-out introduction email examples so you can increase the chances of creating a favorable impact. It must emphasize your contributions, achievements, and commitment to continued excellence. Here’s one template.
Subject Line: Discussion on compensation review
Dear [Supervisor’s Name],
I am [Your Name], and I am writing to discuss the possibility of a compensation review based on my contributions to [specific project or achievement] and the consistent effort I have invested in my role as [Your Job Title]. Over the past [time period], I have achieved [mention achievements] and have consistently demonstrated a commitment to exceeding performance expectations.
Based on that, I would appreciate the time to discuss my contributions further and explore the possibility of a salary adjustment that reflects my dedication to the success of [Company Name].
💵 Business and Sales Introductions:
7. introduction for a sales pitch.
In this case, a business introduction email is crucial for capturing the prospect’s interest. It should highlight the value of your product or service and prompt the prospect to consider the benefits of your offering.
Subject Line: Elevate your [Specific Area] with [Your Product/Service]
Good Morning [Prospect’s Name],
My name is [Your Name], and I represent [Your Company]. I recently discovered [Prospect’s Company] and was inspired by your commitment to [mention a relevant business aspect]. I’m reaching out to introduce our innovative [Your Product/Service], designed to [solve a specific problem or enhance a process].
Below I’m going to tell you more about [Your Product/Service] and how it can specifically benefit [Prospect’s Company]. If you prefer, we can also arrange a meeting.
8. Introduction to the offer updates
Informing clients of products, services, and even subscription changes requires clarity and transparency. Start with the right introduction email subject line and then, in the email body, convey the modifications, emphasize the benefits, and assure clients of continued value.
Subject Line: Exciting updates to [Your Service] subscription
Dear [Client Name],
We are writing to share some exciting updates regarding your [Product/Service] subscription with [Your Company]. We’ve made enhancements to improve your user experience and provide additional features that align with your evolving needs.
Please review the attached document outlining the changes. If you have any questions or require further clarification, our customer support team is readily available to assist.
Here’s an example of an introduction email from Feedly.
9. Introduction for a product or service demonstration
Before you get to the main presentation of your product or service, you need to write a concise yet compelling business email introducing paragraph. It may outline the key features and benefits, create intrigue, and prompt the recipient to consider how your offering could address their specific needs.
Subject Line: Experience [Your Product/Service]: A personalized demonstration
Hello [Recipient’s Name],
I’m [Your Name] from [Your Company], and I’m excited to introduce you to our groundbreaking [Your Product/Service]. Our [Product/Service] is designed to [mention key benefits], and I believe a personalized demonstration could convey its potential impact on [Recipient’s Company].
If you are interested, read on. However, if you prefer to see how [your product/service] works and can improve [a particular aspect] of [the recipient’s company], we can schedule a meeting.
🎓 Educational and academic introductions:
10. introduction to a professor when you want to get help.
Introducing yourself to a professor to get help requires a formal yet personable approach. It can show respect for their expertise, articulate your academic goals, and express a genuine interest in their guidance.
Subject Line: Request for guidance
Dear Professor [Last Name],
My name is [Your Name], and I am a [Your Program/Major] student at [University]. I have recently come across your research in [Professor’s Area of Expertise] and am truly impressed by your contributions to the field. I am reaching out to introduce myself and communicate my interest in your work.
Below I explain why I’m in need of your help in my academic journey. And if you are available, I would appreciate the chance to set up regular sessions.
But you can also craft such an introduction email.
11. Introduction to a research collaboration
This self-introduction email template for a research collaboration involves clearly outlining your research interests, explaining mutual benefits, and demonstrating enthusiasm for potential collaboration.
Subject Line: Exploring research collaboration opportunities
Dear [Researcher’s Name],
My name is [Your Name], and I am a researcher specializing in [Your Research Area]. I have recently come across your groundbreaking work in [Researcher’s Area of Expertise] and am inspired by your contributions to the field. I am reaching out to discuss the potential for collaboration on a research project.
I would be delighted to schedule a meeting to further discuss our research synergies. For now, I will show you the possibility of working together on a project.
12. Introduction to a student group or project
Introducing yourself to a student group or project involves describing your interest. You can also mention your skills and convey how you can contribute to the success of the group or project.
Subject Line: Interest in joining [Student Group/Project]
Dear [Group/Project Leader’s Name],
My name is [Your Name], and I am a [Your Program/Major] student at [University]. I recently learned about the [Student Group/Project], and I’m looking forward to working with you – that is the reason for my email. With my background in [Your Skills or Expertise], I believe I can contribute meaningfully to the team and help achieve our shared goals.
Please take a moment, and I will briefly outline my experience and motivations.
⭐ Professional introductions:
13. introduction for a formal event or meeting.
A formal and professional self-introduction email sample for an event or meeting requires a polished and vocational tone. It may demonstrate gratitude for the invitation, your purpose for attending, and set the stage for positive engagement.
Subject Line: RSVP for [Event/Meeting Name]
Dear [Event Organizer’s Name],
My name is [Your Name], and I am honored to have received an invitation to attend [Event/Meeting Name]. I am reaching out to confirm my attendance and excitement about the possibility of participating in this esteemed gathering. I’m counting down the minutes to meet fellow professionals and contribute to the discussions.
If there are any additional details or preparations required on my part, please do not hesitate to let me know. Now, I would like to ask you some questions.
14. Introduction to a senior executive or CEO
Introducing yourself to a senior executive or CEO also requires professionalism, respect, and conciseness. Your formal introduction email may, for instance, communicate your position and highlight admiration for their leadership.
Subject Line: Appreciation for Your Leadership
Dear [Executive’s or CEO’s Name],
I hope this message finds you well. My name is [Your Name], and I am currently [Your Position] at [Your Company]. I have been following your leadership journey with great admiration. I am reaching out to share my respect for your accomplishments and to explore potential areas of discussion regarding [Shared Interest or Industry].
If your schedule permits, I would be honored to plan a short meeting to discuss the company’s latest achievements and my proposed improvements.
15. Introduction to obtaining grants
This professional introduction email involves outlining your project or initiative, emphasizing its impact, and expressing a need for financial support.
Subject Line: Grant proposal: [Project/Initiative Name]
Dear [Grantor’s Name or Grant Committee],
My name is [Your Name], and I am writing to introduce [Project/Initiative Name], a [brief description] aimed at [specific impact or goal]. I am seeking financial support through your esteemed grant program to bring this project to fruition and address [identified issue or need].
Below, I will provide a detailed proposal outlining the project, its goals, and how the grant funds would be utilized. In addition, I would be pleased if I could schedule a meeting to further discuss this topic and answer any questions.
📧 Informal introductions:
16. introduction to a friend or acquaintance.
An informal self-introduction email to a friend, mutual contact, or acquaintance must be warm and reflect of your relationship. It’s a possibility to reconnect or strengthen your bond.
Subject Line: Long time no talk!
Hey [Friend’s Name],
It’s been too long since we caught up! [Your Name]’s here, and I’ve been up to [brief update on your life]. I was reminiscing about our last [shared experience or memory], and it made me realize how much I miss our conversations.
How about we grab a coffee sometime soon? I’d love to hear what’s new with you and share more about what I’ve been up to.
17. Introduction for a team gathering
In this case, the opening line should be pleasant and inclusive, and encourage a sense of teammateship among members.
Subject Line: Excited for our Team gathering!
As your team leader, I am happy to be part of this fantastic band. I wanted to take a moment to indicate my excitement about the upcoming team gathering. I’m looking forward to the talks, the fun, the delicious food and much more.
Let’s make the most of our time together. Below are my contact details, so feel free to reach out if you have any questions or if there’s anything specific you’d like to discuss during our gathering.
Or simply craft an introduction email in this style:
18. Introduction for a casual collaboration on an off-topic project
An informal introduction for a casual collaboration on an off-topic project ought to be laid-back and reflect the relaxed nature of the collaboration. Consider this compelling subject line and scenario.
Subject Line: Want to do something creative?
Hey [Collaborator’s Name],
I hope you’re doing well. I’ve got this offbeat project idea that I think you’d be perfect for! I know it’s a bit different from what we usually work on, but I think your skills in [Collaborator’s Expertise] could bring a unique touch.
No pressure, just thought it could be a fun and interesting side project for both of us. Explore my ideas below and let me know what you think.
🧊 Ice-breaking introductions
19. introduction to start the first contact.
Ice-breaking intros aim to establish a positive and approachable atmosphere for the first contact. They must be friendly (like those non-formal and non-professional email introductions), light-hearted, and focused on creating a comfortable space for communication.
Subject Line: Welcome to [Your Team], bro!
Hi [Recipient’s Name],
I’m [Your Name], and I couldn’t resist reaching out after I found out that we [shared interest or connection]. I’m sure we’ll have fun working together, and I’m very excited to get to know each other. Our team certainly thinks the same, you will see that they are great.
I’d love to learn more about your experiences with [shared interest] or anything else you’re passionate about.
20. Introduction after an unpleasant situation in the team
What about if you recently had an unpleasant situation and don’t know how to start an email? Well, you should acknowledge the situation, express a commitment to moving forward positively, and create the occasion for open communication.
Subject Line: Moving forward together
It’s [Your Name] here, and I wanted to address the recent [briefly mention the situation] that may have caused discomfort. While we may have faced challenges, I believe in the strength of our team and our ability to overcome difficulties together. I am committed to driving a positive and open environment moving forward.
If anyone would like to share their thoughts, my virtual door is always open. Here’s what I propose.
21. Introduction with humor
Injecting humor into an introduction can create a relaxed and engaging atmosphere. However, it must align with the context so it can be well-received by the recipient.
Subject Line: Shocking dose of great news!
What’s up [Recipient’s Name],
I hope this e-mail will replace your next dose of caffeine because it will be that energizing. And that’s because I have super news. Since I am your manager and have mastered the art of sending emails that are 10% professional and 90% memes, you will not be bored with me. Well, let’s embrace the topic.
But let’s start with a few memes – after that you’ll know what it’s all about.
What’s good: Tips for effective email introductions
Now look at these essential tips to elevate your email intros and make a lasting impression.
Keep it concise and focused
Be short and simple. A concise email introduction ensures that the recipient will quickly understand what the message is for and who sent it. So eliminate unnecessary information, and you’ll make the intro more effective.
Personalize the message
Adding a personal touch shows thoughtfulness and consideration. But it also makes people want to read the message further. Tailor your message to your recipients, and you’ll get better results.
Adjust the tone
Choose a tone and language that are respectful, courteous, and aligned with the context of your communication. Such a professional demeanor not only reflects well on you but also contributes to the overall effectiveness of your introduction.
What’s bad and ugly: Don’ts in email introductions
And what to avoid when writing an email introduction? Among others:
Don’t overuse jargon
Employing excessive jargon or convoluted language in email introductions can hinder effective communication. It may create confusion or alienate recipients who may not be familiar with industry-specific terms.
Don’t include too many details
Avoid the temptation to provide an exhaustive background or include every little thing in the first interaction. Introductions must keep the viewer’s attention and interest, not explain everything. Further details will be provided later in the message.
Don’t neglect courtesy
Ignoring common courtesies can create a negative impact. Meanwhile, respectful behavior and a pleasant vocabulary in any type of correspondence contribute to building a positive relationship.
Put your professional introduction email into motion with Woodpecker
Effective email introductions can make the difference between a missed opportunity and a fruitful connection. As we’ve explored the dos and don’ts, it’s clear that personalized, concise, and purpose-driven introductions set the stage for positive engagements. Add to this professional language and CTA, and you enhance the likelihood of achieving your communication goals.
If you want to navigate the world of cold emails and establish new business conversations, try Woodpecker . Our tool empowers users to send cold emails, automate follow-ups, and elicit real responses.
Craft a perfect email introduction and spark meaningful conversations with Woodpecker .
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