| Introduction | | | | is important to them. Give your terms of |
| Report writing is a time consuming business so it | | | | reference (if not in the Title Section) and explain |
| is a great shame if, having devoted all that time | | | | how the details that follow are arranged. Write it |
| to writing your report, the quality is such that | | | | in plain English. |
| hardly anyone can be bothered to read it. Quite | | | | Main Body. This is the heart of your report, the |
| frankly, most report readers do not actually read | | | | facts. It will probably have several sections or |
| all the report; they are too short of time. You | | | | sub-sections each with its own subtitle. It is unique |
| might as well know it and accept it -- that is | | | | to your report and will describe what you |
| normal. They only read the parts that interest | | | | discovered about 'the problem'. |
| them. Frequently these are the summary, the | | | | These sections are most likely to be read by |
| conclusions and recommendations. | | | | experts so you can use some appropriate jargon |
| Of course, some readers do need all the details | | | | but explain it as you introduce it. Arrange the |
| you so carefully included, they are specialists, but | | | | information logically, normally putting things in |
| most do not. Most readers just need two things: | | | | order of priority -- most important first. In fact, |
| that the information they want is where they | | | | follow that advice in every section of your report. |
| expect it to be so they can find it, and that it is | | | | You may choose to include a Discussion in which |
| written clearly so that they can understand it. | | | | you explain the significance of your findings. |
| It is similar to reading a newspaper. You expect | | | | Conclusions. Present the logical conclusions of your |
| the news headlines to be on the front page; the | | | | investigation of 'the problem'. Bring it all together |
| sports coverage to be at the back; the TV | | | | and maybe offer options for the way forward. |
| listings on page whatever and the editorial | | | | Many people will read this section. Write it in plain |
| comment in the middle. If what you want is not in | | | | English. If you have included a discussion then this |
| its usual place then you have to hunt for it and | | | | section may be quite short. |
| you may get irritated. So it is with a report. | | | | Recommendations. What do you suggest should |
| There is a convention as to what goes where. | | | | be done? Don't be shy; you did the work so state |
| Stick with the convention and please your | | | | your recommendations in order of priority, and in |
| readers. Break the convention and people may | | | | plain English. |
| get slightly irritated - and bin your report. | | | | Appendices. Put the heavy details here, the |
| So what is that convention, the standard format? | | | | information that only specialists are likely to want |
| Standard Sections | | | | to see. As a guide, if some detail is essential to |
| Title Section. In a short report this may simply be | | | | your argument then include it in the main body, if |
| the front cover. In a long one it could also include | | | | it merely supports the argument then it could go |
| Terms of Reference, Table of Contents and so | | | | in an appendix. |
| on. | | | | Conclusions and Recommendations |
| Summary. Give a clear and very concise account | | | | In conclusion, remember that readers expect |
| of the main points, main conclusions and main | | | | certain information to be in certain places. They |
| recommendations. Keep it very short, a few | | | | do not expect to hunt for what they want and |
| percent of the total length. Some people, | | | | the harder you make it for them the more likely |
| especially senior managers, may not read anything | | | | they are to toss you report to one side and |
| else so write as if it were a stand-alone | | | | ignore it. So what should you do? |
| document. It isn't but for some people it might as | | | | 1. Follow the generally accepted format for a |
| well be. Keep it brief and free from jargon so | | | | report: Summary, Introduction, Main Body, |
| that anyone can understand it and get the main | | | | Conclusions, Recommendations and Appendices. |
| points. Write it last, but do not copy and paste | | | | 2. Organise your information in each section in a |
| from the report itself; that rarely works well. | | | | logical fashion with the reader in mind, usually |
| Introduction. This is the first part of the report | | | | putting things in order of priority - most important |
| proper. Use it to paint the background to 'the | | | | first. |
| problem' and to show the reader why the report | | | | Good luck with your report writing! |