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You are here: Home / Communication Skills Training / Tips on report writing

Tips on report writing

October 26, 2011 by Brenda Leave a Comment

This list was developed by trainees during a BEI workshop.

  1. Structure the report concisely with the use of headings, subheadings and paragraphs. 
  2. Use correct, simple language and grammar with terminology relevant to the subject matter.  Avoid using jargon ‘high end language’ and slang.
  3. Research and understand your topic thoroughly.
  4. Do emphasise your most important findings and facts. 
  5. Make the report well structured, organised, unemotional and easy to read with reference to annexures, bullets and paragraphs. 
  6. Keep the report short, precise, to the point ‘specific’ and brief.  Divide paragraphs that are more than 10 lines. 
  7. Provide sufficient diagrams, photos, charts etc ‘to make it interesting’. 
  8. Use colour for pictures and graphs. 
  9. Use standard font and make sure the image is good. 
  10. Be clear about the goal of the report.  Establish whether the report will evoke the intended effect. 
  11. Relate the report to the individuals reading it, the ‘targeted market’.
  12. Be a story teller.  Make the report believable but don’t exaggerate. 
  13. Avoid making unsupported assertions or conclusions. 
  14. Proof read your report before submitting. 
  15. End the report with recommendations for action in summary form. 
  16. Stick to the point – avoid going off topic. 
  17. The report must be physically presentable e.g. plastic sleeves and binding. 
  18. Confirm the reliability of your source of information.
  19. Capture the reader’s interest by making a strong introduction and conclusion.
  20. Start a new sentence for each thought.  Avoid using ‘and’ or ‘but’.
  21. Credit the source.
  22. The report must have subject and topic.
  23. Use a bibliography to index your report.
  24. All appendices or tables must be referred to in their appropriate places.
  25. Avoid repetition.
  26. Avoid showing personal prejudice.
  27. Avoid using ambiguous words.
  28. If it is a technical report there should be a theoretical part/practical part.
  29. Use references to support your report.
  30. Tabulate your result.
  31. The conclusion must correspond with the aim. 

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Filed Under: Communication Skills Training Tagged With: Grammar, Language, Report, Words, Writing

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