Report Writing

A business report, sometimes referred to as a white paper, is one which helps organizations make decisions all the time. They are often written to inform and the audience for the report can be any combination of internal, external and/or technical, non-technical. Knowing your audience and outlining information carefully is critical to the success of your report.

Reports can be anything from a long memo (i.e. a single page) to a 50-page, well-organized and formatted analysis of a particular situation. Whatever their length, reports can effect enormous change because they often influence decisions made.

They are difficult to write. Why? Because they usually involve collecting, summarising and organising large quantities of information and making recommendations which make sense.

Typically, reports include the following sections: Introductions, Findings (body), Conclusion, Recommendations. If very long, the body will be subdivided into many sections and paragraphs.

Tips:
> The language you use in any report should be simple and clear (avoid phrases such as "in order to" when "to" will work) .
> Never add extra phrases only to impress and never disguise opinions as fact.
> Make it as short as possible. People are very pressed for time and they do not have a lot of time to read what you have written.
> Short sentences, even bulleted lists of points are preferred over long, complex sentences. Try breaking each sentence into about 20 words.
> Write naturally
> Write from the reader's perspective. Make sure you include all the information the audience will need.
> Be specific. Reports should be concise and factual.
> Use simple tenses (normally the present simple) to express facts.
> Use the imperative form in the "Recommendations" section as these apply to the company as a whole.

The key to success when writing reports is to communicate your message clearly.