Easy Steps to Report Writing

Make sure the report is in a logical order, so that your reader can follow what you have written. Bear in mind that managers are busy people and brief summaries, clear headings and succinct writing are valuable skills.

Write in an acceptable style. This means being objective, using the third person and reported speech, sticking to the facts and keeping it short and simple.

Use diagrams and tables to reduce the amount of continuous text where possible. This is particularly useful in a long report and makes it much easier for the reader to refer to key data.

Use a clear layout, with decimal or numbered points for sub-headings. Use bold type, italics or different sizes of type to differentiate between main, sub- and other headings.

Title page

This contains all the information which is necessary to identify a report and includes:

a) Report title

b) Name of person or authority for whom it is intended

c) Name and dept of the writer

d) Date of the report

e) List of recipients

f) Status eg confidential

Table of contents

This is especially desirable in longer reports, and where necessary should list sections, sub-sections and appendices.

Terms of Reference

These explain the purpose and scope of the report, giving any essential background information.

Procedure

This indicates the methods used to gather relevant material, eg surveys, files, books, analyses, practical tasks, interviews, visits, meetings and discussions, etc.

Findings

This is the main body of the report, and must be sectionalised using main and sub-headings and numbering of points to make it as possible for selective reading and quick reference.

Conclusions

These are generally presented as a list of points in a logical sequence (either in ascending or descending order of importance).

The writer briefly summarises the priority matters presented and offers some evaluation.

NEW FACTS ARE NOT INTRODUCED AT THIS STAGE.

Recommendations

These are advisory and are essentially the practical part of the report and so should be phrased positively, eg it is recommended that ...

These are best presented in a list of points.

Appendix / Appendices

Include any details, tables, graphs, diagrams, charts, maps, extracts from documents, etc which are necessary to present the full facts, but which would detract from the main argument if included in the body of the report or would make it too unwieldy to read easily. The reader is referred to the appropriate appendices in the body of the report as necessary. At the back, they are numbered sequentially (as they are referred to in the report).

Bibliography

Any published works used should be included state: Title, Author, Date of Publication (some places also like the publisher's name).

A list of acknowledgements - any individuals who have been of assistance and should be thanked.