1. REPORT STYLE

2. A reader of a successful report should: Understand it without effort. Accept the facts, findings, conclusions and recommendations. Decide to take the action recommended.

3. Qualities of a good report: 1. Accuracy The facts should be capable of being verified. DON’T take shortcuts. 2. Objectivity No personal emotions. You MUST look at all sides of a problem BEFORE stating your conclusions. 3. Conciseness Short but still contains all the essential details. DON’T ask: ‘Can this information be included?’ DO ask: ‘Is it necessary for this information to be included?’ 4. Simplicity: Don’t complicate your information. Everything should be understood without any extra effort. 5.Clarity Allow some time to elapse between the first draft and its revision. Try to leave it over the weekend, or at least overnight. If you are really under pressure and this is simply not possible, at least leave it over a lunch or coffee break.

4. A good way to ensure clarity is with EXPLANATION Always begin by saying what you have been asked to do, who asked you and when. Say how, where and when you did it, and with whose help. Always explain what you are talking about. Never be afraid of explaining too much. Never assume that the readers will draw the right conclusion from the figures. (They may: not be reading them at all when they read the text; or they may read them and make the wrong conclusion; or they may fail to make any conclusion. ) Always say in words what they mean.

5. Word choice: Avoid pointless words (basically, actually, undoubtedly…) Avoid redundant words not Past history suggests that our future prospects are bright. but History suggests that our prospects are bright. Active voice not The new sorting system was implemented by the Nursing department. but The Nursing department implemented the new sorting system. Prefer the positive Try to use positive statements wherever possible. not We do not believe the backup files are adequate. but We believe the backup files are inadequate

6. Avoid sexist language not A good manager will gain the respect of his staff. but A good manager will gain the respect of staff. not A secretary should be loyal to her boss. but Secretaries should be loyal to their bosses. not A report writer should get to know his readers. but A report writer should get to know his or her readers. not policeman, but police officer not fireman, but fire fighter not businessman, but businessperson.

7. Tips: Try to write your draft report over consecutive days. Write in bursts of about forty minutes to an hour, each followed by a short break. Never start a writing session without being clear what you intend to achieve.

8. Layout Be consistent Do not change names or descriptions without good reason. For example, if you describe a unit in the main body as ‘the manufacturing department’, do not refer to it as ‘the factory’ in the summary. Write dates the same way throughout (6th December 2009, or perhaps December 6, 2009). The numbers one to ten look better in words, larger numbers look better in figures (except in the beginning of a sentence) The layout of headings, pages and paragraphs should not vary. Keep cross-references to a minimum. Wherever possible exhaust a topic the first time it comes up. (If something does have to be mentioned in two places, give the reference the second time you deal with it, not vice-versa. Cross-reference to part and section numbers, not to pages or paragraphs.)