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Writing Reports & Summaries
Reports and summaries are common in business settings — whether you’re sharing project updates, performance results, or meeting outcomes. This lesson helps you write clear, concise, and professional reports that your readers can understand quickly.
🟢 1️⃣ Purpose of a Report
Reports are written to:
Present information clearly
Record key findings or progress
Recommend actions or solutions
💡 Tip: Always know your reader — what do they need to know, and why?
🟢 2️⃣ Structure of a Business Report
Title or Subject Line
Monthly Sales Report – October 2025
Introduction
State the purpose of the report.
Example: “This report provides an overview of sales performance for October.”
Main Content / Findings
Present data, key points, or observations.
Use bullet points or short paragraphs for clarity.
Analysis / Discussion (Optional)
Explain reasons behind trends or results.
Example: “Sales increased due to the new promotional campaign.”
Conclusion / Recommendations
End with suggestions or next steps.
Example: “We recommend continuing the discount strategy through December.”
🟢 3️⃣ Example Short Report
Subject: Monthly Sales Report – October 2025
Introduction:
This report summarizes the sales performance of the Western Region for October 2025.
Main Findings:
Total sales increased by 12% compared to September.
The top-performing product was the Smart Desk Series.
Customer satisfaction scores rose to 92%.
Recommendations:
Continue promoting Smart Desk Series.
Offer seasonal discounts in November.
Improve delivery time to further boost satisfaction.
Conclusion:
Overall, the month showed positive growth. Maintaining this trend will require consistent promotions and timely service.
🟢 4️⃣ Writing Summaries
A summary is a short version of a longer report, article, or meeting — focusing only on the main ideas.
Tips for Writing Summaries:
Keep it short (3–5 sentences).
Include only key facts or decisions.
Avoid unnecessary details or opinions.
Example Summary:
"The marketing campaign launched in October increased product visibility by 20%. The team recommends extending the campaign into the next quarter to maintain momentum."
🟢 5️⃣ Quick Practice Exercise
Task:
Write a short 3–5 sentence report summary about your department’s performance this month. Include one key achievement and one recommendation.