How to write reports

Report writing is an essential technique for the business world.

In a report you'll have to show a good understanding of your subject matter, your research capabilities and, most importantly, your ability to communicate information.

Structure

Map out your structure before you get going. The main body of the report should be divided into logical sections with clear subheadings. A typical report would be set out as follows:

• Title page
• Contents
• Executive summary
• Background or history of situation
• Issues, opportunities or threats
• Solution, action or decision
• Recommendations
• Appendices
• Bibliography
• Acknowledgements

Language

Keep your headings short and snappy and relevant to the content they precede. Don't be tempted to use puns or plays on words, as it might go over your reader's head. Use language that the reader would use. Make your introductions punchy so that the reader genuinely wants to read more.

Facts and figures

Show your research by basing the report on hard facts. Ensure that you identify the source, too. Try and crunch down any data into the simplest form, without losing the essential information

Graphics or images

Use charts and graphs to explain important figures. This makes it easier for the reader to understand and also breaks up big blocks of text, which can become dull after a while. Don't over load on them, though. If you think you've got too many, place them in the appendices and leave a reference in the main report where they can be found. Images are only a good idea if they're relevant, rather than used to pad out a report.

Presentation

Don't make it overlong. One or two pages for the executive summary is sufficient. Keeping the appearance simple will make your report easier to read. So avoid using too many fonts or different types of bullet points: keep the style consistent throughout.

Timing

Don't start it just before deadline: a badly-researched report stands out for all the wrong reasons. Give yourself plenty of time to check facts and figures. When you're in a business environment, there's no harm in asking others for their viewpoint or help, as long as you retain ownership of the report and don't let someone else do the work for you. It's your chance to show what you can do.

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