Reports are formal documents that will be read by others. They must always be accurate and well laid out, finishing with a definite conclusion. If you have been asked to write a report, make sure that it fulfils all the requirements of your original brief.
· Be ruthless: cut out all unnecessary words in your report.
· Tailor reports to suit what you know about the recipients.
· Seize the opportunities to present your report in person to an audience.
· Avoid making any unsupported assertions or conclusions.
DO’S AND DON’T’S:
1. Do make each report interesting.
2. Do use verbatim quotes from interviews.
3. Do emphasize your most important findings and facts.
4. Do use numbered paragraph to make cross-referencing easier and to keep points separate.
5. Do use headings for changes of subject and subheadings for related themes.
1. Don’t waffle or write unbroken, long paragraphs.
2. Don’t use the first person singular (“I”) or allow your personal prejudices to show.
3. Don’t indulge in digressions or go off at tangents.
4. Don’t draw conclusions from insufficient evidence.
5. Don’t print your reports without thoroughly checking your sources.
PRESENTING USING AV AIDS:
Presenting your conclusions with excellent AV aids and speaking skills increases the impact of a report handed out at a meeting. Visual messages sell a report in an immediate way.