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Writing Reports - The Key Requirements

Report Writing

Report writing is a vital part of the performance of most companies. It may be required for documenting findings or financial data; to make a proposal for initiating change; or for the ever-present sales proposal.

These are just a few of the reasons for writing a report. A report may even take the form of a presentation, complete with a graphical representation of facts, figures and data interpretation. A worthy report is one which the target readers find easy to comprehend, and encompasses all the important points in a logical order.

Purpose of Reports

The first point to be considered writing a report is its purpose, and its target audience. In large organisations, it is standard practice to put things down in writing, rather than rely upon a verbal agreement of the firm's strategy and needs. This significantly reduces the possibility of later confusion, with everyone knowing their position, with respect to the subject under consideration.

Reports form the basis for decision-making. They are a convenient vehicle, allowing groups to work through their ideas, based on a single document. Reports allow team members to comprehend the means available, the issues involved and the arguments relating to the recommendations. This allows for the most appropriate direction for progress to be determined. It is essential that the report encompass all that it should. Whilst brevity is essential (particularly for senior management), it is important that vital content not be sacrificed in its achievement..

Writing Style

The writing style and layout form an important part of the preparation for final presentation. A well-presented, professional report with a logical flow of ideas makes for straightforward reading, and your recommendations are more likely to gain at least some degree of credibility, perhaps being accepted as a result. There may be a traditional internal style, which you should adopt and, if possible, improve upon in achieving the desired result.

Structure

1. Have an individual page for the title, as this is useful for easy document retrieval. It should also include the name of the author and the completion date.

2. A table of contents should always be in your report, listing the contents sequentially by page number.

3. Make sure that there is an executive summary, which gives a brief outline of the report summarised in the same order as the content appears. This will enable senior management to assess quickly the significance and relevance of the material.

4. The main body of the report should contain adequate information and rational argument to allow the reader to assimilate the information. It should not go into laborious depth in any area. It is better to confine any detailed material to the appendices, which tend to be targeted at more specialised elements of the audience.

5. Appendices should contain technical data. If any of these support your argument, include them in the body of the report; otherwise reserve them for an appendix, with a cross-reference in the main text.

6. If there is extensive use of unusual terms, with which the readership may not be familiar, a glossary is needed.

This framework lends your document a professional appearance, and encourages readers to go into it in greater depth.

Conclusion

Report writing is an art that needs to be nurtured and developed. Reports form a vital part of the organizational and managerial effort in providing information ,upon which important decisions are made. Employees, as well as executives, require acceptable writing skills. It is never too late to furnish yourself with proper writing skills. The returns on a carefully planned and executed communiqué can be huge for everyone.

Article Source: http://www.ebaykings.co.uk

Tori Weston is an independent author with a focus on consumer, finance and business matters. Owned by ValueClick, one of the world`s largest online marketing firms, dictionary.co.uk aims to track the change in the English language – and allows you to to be part of it. You can find further information on writing a report together with the definitions and information surrounding thousands of related words and phrases.

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