Reports Writing in Plain English

Reports come in all shapes and sizes, but they usually have at least one of the following purposes:

• to communicate ideas, information or research
• to influence decision making
• to initiate action
• to act as a powerful persuader

Most reports include recommendations for action and give supporting evidence or arguments for taking that action.

Effective reports are well-researched, well-organised and well-written.  You should write in plain English using simple language, active verbs and short sentences and avoid jargon, abbreviations and unfamiliar terms.

What do Readers Want From Reports?

As with all writing, thinking of your readers will help clarify the writing task.  You need to present the facts and arguments so readers can:

• use the report for the purpose for which it was requested;
• extract the main points without necessarily reading the whole;
• easily find the information that interests them; and
• quickly absorb the crucial information they need to know.

If you don’t organise your report well, readers may miss important information.  Although you may expect your readers to spend time reading the report you have put so much effort into – this is unrealistic.  It is up to you to present your information in a readable and well-organised way.  You should offer informative summaries, introductions and conclusions and let your readers pick and choose the parts they want to read.

Organising your Information

Organisation in a report is there for one reason – to help the reader.  For your readers to use your report effectively, you need to organise your facts, arguments and information well.  You need to structure your report with your readers in mind – not just to suit your way of writing and researching.

Most people find this the hardest part of writing a report, but it is the most important and once you have mastered it, all your writing will become easier.  Always plan what you write before you start.  With reports, it helps to have an overall structure that you can fit your information into.

The key parts of any report are:

1.    Introduction
2.    Body of Report
3.    Conclusions and Recommendations

From this basic structure, you can expand to more complex structures for major reports.  For example:

Key Parts of All Reports	Structure of Major Reports
1.  Introduction 2.    Body of Report 3.    Conclusions and  Recommendations	1.    Title Page 2.    Foreword 3.    Abstract or Summary 4.    Contents List 5.    Introduction 6.    Body of Report - Chapters - Sections - Subheadings 7.   Conclusions and  Recommendations 8.    Extras - Appendices - Bibliography and References - Glossary - Index

Introduction, Summary and Conclusion

Your introduction should summarise the main thrust and recommendations of your report.  Some organisations expect a separate summary at the beginning of the report so all the essentials of the report are included in about half a page.  Whatever form your introduction takes, it should:

• help readers decide whether they want to read the whole paper,
• give decision-makers a succinct statement of the information they need, and
• focus the attention of all readers on the key findings of the report.

Make sure your opening paragraphs cover the key information and grab the readers’ attention.  Don’t use the opening to warm up to your theme or to include unnecessary or irrelevant background information.

Your conclusion is just as important as your opening section.  This is where you draw together the significant findings and recommendations from the report.  Your conclusion may include:

• a summary of the main evidence,
• a summary of findings and implications,
• emphasis on the most significant findings, and
• recommendations based on your findings or evidence.

You should list recommendations separately and not include them in your text.

What to Leave In and What to Leave Out

Every piece of information you include in your report should be relevant to the aim of the report.  Don’t be tempted to include information you have found out but which is not strictly relevant to the report.  When you edit your report, ask yourself if all the information is relevant.

Leave out:

• unnecessary or irrelevant details
• unsubstantiated assertions or opinions
• misrepresented facts
• long-winded histories of the issue unless crucial to the report

Leave in:

• examples, illustrations and concrete evidence
• direct quotations (they liven up reports)
• explanations of difficult points
• translations of technical terms or abbreviations
• direct questions (they focus attention)
• short, punchy titles and sub-headings

Use an appendix if you want your readers to see information that would bog down your report.  For example, if  you have surveyed 100 people for their views, explain the method and sample in an appendix.  Your readers can check to see if the survey is valid if they want to but your report can concentrate on the survey’s findings.

When you select Report Writing task, StyleWriter Software adjusts its statistical measures as follows:

	Style Index	Average Sentance	Passive Index	Long Sentance Limit
Excellent Range	0-30	11-20	0-25	40

Use the following checklist to help improve your reports.

Report Writing Checklist

Before you write:

• Know why you are writing – have a clear aim.
• Know your readers – think of their needs.
• Know as much about your subject as possible – then select the information most relevant to your readers.
• Decide on a logical and easy-to-follow organisation.
• Use interesting information, quotations, examples and so on to help bring your report to life.
• Collect your information and organise it under headings.

Write in plain English and be as concise as possible.

Introduction

• Use a clear and effective title.
• Make sure you write a strong and interesting opening.
• Make sure your title and opening paragraphs cover the key information.
• Don’t use the opening to warm up to the writing task.
• Give the minimum background information necessary.

Body of Report

• Organise the body of your report to help your readers (usually by subject listed under subheadings).
• Use a topic sentence in each paragraph to focus the readers’ attention.
• Avoid writing theory – give specifics, examples, quotations.
• Answer any questions the readers may have.

Conclusions and Recommendations

• Draw out the main points in your conclusion – it’s your last chance to stress your important information.
• Don’t be afraid to repeat information.
• List your recommendations.  Make sure they are relevant and complete.

Revise and edit to improve clarity, conciseness and readability.

• Will your style and content hold the reader’s attention?
• Would you want to read this if you were the reader?
• Does your message get through?
• Does every word, sentence and paragraph help achieve your aim?

Plain English Writing Task Styles in Stylewriter

This entry was posted on June 13th, 2010 and is filed under Writing Task Styles. You can follow any responses to this entry through the RSS 2.0 feed. Both comments and pings are currently closed.