Report writing can be a daunting prospect but one that many of us face on a daily basis. From formal reports to informal emails, many of us each day have to write intelligently. To help we’ve put together a comprehensive walk-through of tips to get you focused and make it easier to complete those all important reports. Follow these tips and report writing will no longer be a scary thought!
1. Determine the purpose of the report
2. Determine the scope of the report – what needs to be covered and what does not
3. Agree the purpose and scope of the report with the person (people) who commissioned it
4. Determine who your readers will be and write your report to them with them in mind
5. Proceed in an orderly and structured approach – it may seem obvious but it would be silly to write your conclusion if you have not even started your research
6. Plan your report before you write it
7. The report must be long enough to achieve its purpose but no longer
8. Reference detailed information that is not essential to the report or add it to an appendix
9. Make sure that your report flows logically with an introduction, body and conclusion
10. Follow a conventional structure as shown. With short reports you could leave out the sections marked *
- Title/title page
- Circulation list
- Summary*
- Table of Contents*
- Introduction
- Body of Report (main section)
- Conclusions
- Recommendations
- Appendices*
- Bibliography*
- Glossary*
- Index*
11. Space your report so that there is plenty of white space
12. Number sections, paragraphs and pages in accordance with normal conventions in your organisation
13. Never write in the first person
14. Check your report at least twice before you send it
15. Pay attention to the meaning of the report
16. Pay attention to your spelling,
17. Pay attention to punctuation
18. Pay attention to grammar as well as the sense of the report
19. Don’t rely on your grammar and spell checker
20. Lay out your report in a visually appealing way