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Report Writing Made Easy


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Just like practicing proper email etiquette and having the correct tone; the same applies to good and effective report writing.

Choose clear, familiar words.  Lose the jargon and embellishments and stick to the facts.  You will certainly gain the due respect and stand tall in your readers’ eyes.  Look at the adjectives and phrases that make up your sentences and replace long words with shorter ones as well as long phrases for singular words.

A couple of good examples are:


Long Word

Short Word

articulate

Explain

facilitate

help

reiterate

repeat


Long phrase

Simple

at your earliest convenience

soon

in view of the fact that

because

pending receipt of

awaiting

in the event that

if

Remember to get to the point and say what you want to keeping it short and precise.  Ascertain that the reader has all the relevant information.  And the old adage that simple is better is the route to go.   Double check that the facts in your document are correct and that the proper use of grammar and comprehension are adhered to.  It is imperative that you do a spell check and use the appropriate tone in your writing.

Basic Steps To Follow

  • Determine the scope of the report
  • Consider who will be receiving this
  • Collate your information with care
  • Determine what the reason for the report is and what the desired outcome is
Be organised and keep relevant info in separate and compact paragraphs or tables
Always have a structure;  start with the background of the report first and proceed accordingly.  The last section should provide a conclusion and information on the way forward.  If the reader is required to act – make certain that you convey this with a clear call to action.

A very important little detail to remember – always add a detailed and clear subject line to your email to ascertain that the intended recipients do not hit delete before reading your report. 

Remember that people like to read things that they understand.  Keep it simple and always substantiate facts wherever you need to. 

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