Report writers agree that ‘getting started’ can be the most difficult part of authoring a business report. Whether written or spoken, those first words must grab the reader’s attention and convince him that what you have to say is important enough to keep listening or reading. Unfortunately, that hard-fought-for introduction is probably going to be the last thing a reader recalls after perusing your business report, so if you want to leave an impression and convince readers of the merits of your thesis, make sure your conclusion sums up your data in a format that’s short, dynamic, compelling and, importantly, memorable.
1. Think of the conclusion to your business report as the glue that holds together the body of your project so there’s no question in the readers mind about the points you’ve presented, research you’ve conducted and actions you recommend taking as a result of your search. Use the conclusion to summarize the key points made throughout the body of the document as they relate to your summation.
2. Meet the goals stated in the aforementioned step by highlighting specific phrases and points that bear repeating because they are at the heart of your conclusions. Recapture and restate the highlighted information in several ways, making certain each fact and figure is backed by solid data that’s been verified by at least three sources.
3. Draft your conclusions using as many words as you need to wrap up your position and then edit the language down to expose the bare bones of the facts and conclusions you’ve extrapolated from the body of your business report. Writing long and editing down helps tighten information that restates and reminds readers of salient points.
4. Allow your report conclusion to percolate for at least one day. This time gives you some distance and allows you to revisit the conclusions from a fresh perspective. This is the time to identify and cull fluff, refine language and impose structure by splitting points into shorter paragraphs salted with short sentences. Run the spell check to clean up errors.
5. Submit your business report text to a trusted colleague. Ask her to verify your goal of summarizing all of the important parts of your business report within the confines of the concluding paragraph. Ask this question: Has your business report left readers satisfied that you have extrapolated all of the meaningful data within the summation?
6. Heed this warning: Make certain you don’t use your business report conclusion to introduce new points, conclusions, information or data lest you confuse readers and negate the usefulness of this important section of your presentation. If new information is critical to a reader’s understanding of the recommendations you’ve proposed within the summation, go back to the body of your business report and introduce the facts or figures elsewhere so there’s no confusion when readers arrive at your conclusions.
