Four-Section Framework
The Terms of Reference section gives readers any necessary background information on the report, and why the report is needed. Include only the information that is needed for recipients to put the report in proper perspective.
Next is the Procedure section. This section (sometimes called "Scope") details the specific steps taken and methods used for the report. If there are certain constraints that limit the study, explain what they are here.
If your findings are based on a questionnaire or survey, outline the steps you took. If your report has a scientific emphasis, include an explanation of the technical processes used in your research.
The third main area of a business report is the Findings section. The findings section details information that is discovered, or made clear, during the course of the report.
Your findings section can be subdivided with numbered or bulleted headings. Order your observations in a logical way. You can arrange them by category or topic, in chronological or spatial order, or by order of importance.
The final area of a business report includes Conclusions and Recommendations based upon the findings.
The writer of a business report should try to remain as objective as possible. While conclusions and recommendations do reflect opinions, these statements should be based upon the facts, as revealed in the findings section of the report.
Place your top recommendations or conclusions first. Any recommendation should include clear, measurable actions. Numbering your ideas may make them easier to refer to during a later in-person or e-mail discussion.
Here is an example of a brief business report that follows this four-section framework. The short report is included as an attachment to a brief e-mail.
Subject Line: Employee Benefits Satisfaction Report (PYR)
E-mail body:
Hello (Name of recipient);
At the June board meeting, Allison Campden requested that I survey employees on their satisfaction with our employee benefits. I completed the project last week and have included my findings for your review in the attached report.
I will be happy to answer any questions you have. I also plan to present my report at Friday's HR meeting.
Thank you.
Sincerely,
Your name
Your position
Your contact information
Attachment: Employee Benefits Satisfaction Report
Terms of Reference
As the monthly board meeting on June 11, Allison Campden, director of Human Resources (HR), requested this report on employee benefits satisfaction.
Procedure
A representative selection of 20 percent of all employees was interviewed in person and by phone in the period between July 1 and July 15 concerning:- their overall satisfaction with our current company benefits package
- any problems they encountered when dealing with HR
- any suggestions they have for improved communication policies
- any difficulties they encountered when dealing with our HMO
Findings
Our survey showed that our employees are generally satisfied with the company's current benefits package.Some employees mentioned long approval waiting periods for vacation times.
Our older employees (45+) frequently mentioned difficulties with HMO prescription drugs procedures. Employees under age 45 reported fewer problems with HMO.
Many employees cited lack of dental insurance in our benefits package as a concern.
Dental coverage was also cited most frequently as an area for improvement.
Conclusions
Our older employees are having problems with the HMO's prescription drug program.Our HR response time, particularly in regard to vacation time, needs to be improved.
Recommendations
Meet with HMO representatives to discuss prescription drug benefit complaints for employees age 45 and up.Give priority to vacation request response times so employees may plan their vacations.
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