Business internal correspondence: Internal reports

Reports can be on any subject, of any size, from disciplinary reports to evaluations of staff performance, to special reports on aspects of the business.

They can also be unreadable, in multiple formats, and cover subjects which aren't within the normal range of correspondence.

Standardized reporting formats

As usual, having one standard system instead of several makes life a lot easier. Most large organizations create a format which greatly simplifies the process of creating and reading reports, and it works in smaller businesses, too. Even big, complex reports can be formatted quite easily.

• Reports must be readable, and information findable.
• The report should be written clearly, in plain language, as far as possible, with a glossary in alphabetical order to explain any difficult or obscure professional terms or references.
• Always use appendices for detailed information.
• Accounts are always kept separate, only relevant excerpts appear in the body of the text, if required.
• In any electronic format, ensure all software is compatible with systems.

This example is the report format of a company reporting on budget overruns in its production. The report is for reading by internal department managers. The material is all generated internally, with an external consultant writing the report and providing an analysis of the problem.