“Could you just put together a report for me on that, John?”

How do you react to such a request? With confidence, knowing exactly what you will do and delighting in the prospect of writing the report? Or, do you outwardly acknowledge the instruction whilst inwardly panicking?

For most people, such a request is met with uncertainty and dread. It’s common to be asked to write reports in businesses and organisations, for all kinds of reasons. Often those reports are requested with only a vague idea given as to what is actually needed. No “brief” or specification is offered. Sometimes that can be because the person asking for the report doesn’t really know what it is he needs – so he passes the buck to you to sort out!

The recipient of such a request can spend days agonising over what the report should look like, how long it should be, whether to include recommendations, whether to attach detailed information and so on.

Many people new to report writing think that it’s a sign of weakness to ask what format is required. The fact is that the writer should always seek clarification of what’s exactly required before he commences work on a report. Experienced people ask and seek clarification – it’s sensible and logical to do so.

There is no right or wrong way of writing a report. However, it can be helpful to be shown an example of the organisation’s preferred format – if there is one.

Failing that, there is a standard format which could be followed. Using such a layout will ensure that your report looks professional. A standard report structure usually looks something like this:

• Title
• Table of Contents
• Executive Summary
• Terms of Reference
• Background Information
• Conclusions
• Recommendations
• Appendices
• Bibliography and Acknowledgements

Writers should be mindful that the Executive Summary must be capable of being understood on its own, as busy senior managers often only read this part of a report.

Consideration also needs to be given to the following:

• How much research do I need to do?
• What timescales am I working to?
• What resources and budget do I have?
• Who are my audience?
• What is likely to attract their attention?
• What can I use to influence/persuade them?
• How shall I lay out the report? What font will I use? How can I make the best impression through the use of white space, graphics, photographs and so on?

Report writers can let themselves down by poor use of English. A Thesaurus, a Dictionary, Spell Check and Grammar Check are your greatest friends!

When you’ve completed writing your report, you can do well by:

• Reading it through again
• Reading it out loud
• Having someone else read it and asking them if it makes sense.

We at Corporate Alchemy can assist individuals who are tasked with writing reports. We run tailored group training courses, which are highly interactive, ensuring that the participants practise report writing and learn practical skills. Attendance at such courses greatly reduces the fear of writing reports and results in the production of well-written, professional documents.

“Could you just put together a report for me on that, John?”

“Certainly!”

Shirley Huntington©

Senior Training Associate, Corporate Alchemy