Introduction

You must try to avoid writing a report that has what psychologists call ‘cognitive cost’ (Forsyth 2006:11), a report that appears hard to read. Some writers feel they would be revered more if they use big words and present a convoluted structure of writing. Unfortunately, instead of acclaiming the desired reverence, readers become wary of reports they cannot understand and the reports make no sense to them. So, in no particular order, reports that readers like should be:

  • Brief: It should be lengthy enough to contain all that is relevant, and no more. That means it should be succinct.
  • Clear: The report should be written in the most simple and understandable language with carefully selected words.
  • Precise: Straight to the point approach should be adopted in the presentation.
  • Well-structured: To flow logically from ‘abstract’ through introduction to the main chapters and conclusion.
  • Descriptive: The report should be able to incorporate items and features that bring a particular discourse or object to limelight for a better assessment.

In summary, a good report should be able to meet the needs (academic, and other relevant needs) of the readers.

2. The Readers’ Perspective

No doubt, only readers can judge a report to be good. Thus, as you write, you should think about your readers:

  • Who are they?
  • How do they view the topic of the report?
  • What is their experience of the issues to date?
  • How are they likely to react to the issues?
3. Quality of the Report versus Rewards of Excellence

Reports are written to either inform or give account of what has happened. They are meant to lead to action. Thus, being one of the major ways that people interrelate and act together, reports can both cumulatively and progressively build up an image of each individual. This is because reports are not transient, they last. Moreover, not everyone can write a good report so people can be impressed by a clear ability to marshal an argument and put it over in writing.

4. Structure of a Report

A report typically follows a clear structure. According to Forsyth (p.24), there are two common structures:

  • Beginning: Setting the situation and implications.
  • Middle: Presenting possibilities and recommendations.
  • End: Reaching conclusions.
Source: Forsyth, Patrick. How to Write Report and Proposals. Second edition, p.24.
4.1 The Beginning

The beginning has to do with addressing the readers first. The writer asks himself/herself: ‘What would the reader be thinking as he/she starts reading?’ – ‘Will it be interesting? Will it be readable at all?’ ‘Will it help me?’ ‘Is it important to the reader?’ and so on. Thus, you must:

  • Set the scene
  • State the topic and theme
  • Make the objectives clear
  • Begin to get into the topic
  • Position itself as appropriate for the readers
4.2 The Middle

The middle of the report is the core of the document. Thus, it has to be given the greatest care for good structure and organization. The key aims here are to:

  • Put over the detail of the report’s message
  • Maintain, and also develop interest
  • Ensure clarity and a manner appropriate to the reader
4.3 The End

It is possible to allow a false ending and a digression from the beginning argument. It is also possible to overshoot the structure. A good report must avoid all these. Rather, it should have an ‘end’ that is well able to:

  • Reach and present a conclusion
  • Pull together and summarize the content
  • End positively, on a ‘high note’ or with a flourish
5. After the End

Appended pages are the issues here. Actually, they are supposed to be in the middle of the work, but to avoid submerging the key arguments into endless details, appendices are taken to the pages after the ‘end’. Nonetheless, they have to conform in structure, clarity, and simplicity with which the report was prepared.

6. A Systemic Approach

Reports, (or good reports), are not written overnight, they are drafted, written, edited, and re-written before a good report finally emerges. A systemic approach to good writing entails the following:

  • Listing: Every issue or point that crosses your imagination or thought is put on paper, not necessarily bothering about the sequence. You can arrange them later. Just list the points as they flash through your cognition.
  • Sorting: This is the time to rearrange the points listed, putting the points in groups/classes. According to Forsyth, (ibid p.41), this stage is best done and most quickly by annotating the original list.
  • Arranging: The next stage after sorting is the arrangement of the points in a ‘table of contents’ format – a precise sequence and the specific arrangement that the report would have.
  • Review: At this point, you are required to have a final look at what has been arranged – the ‘table of contents’ or an outline produced while arranging. This stage can enable final amendments before a wasteful print-out is done. It is also important to make new additions if possible or delete those that are not really relevant. It is also possible to engage in group discussion, debate, and consultation of some sort. Stages i-iv can take ten (10) minutes or more, but it is worth it because once a report is followed through stages i-iv, the next stage (that of writing) will be a walkover.
  • Write: Master your pen or keyboard, (whichever you are using) to make sure what you want to write is what is eventually written or typed on paper. When you get tired, take a break, do some small chatting, or have a walk around. Then, resume, fully refreshed. First, sit back and recollect exactly where you left off. Continue to write, breaking off as often as required and always at a rest of thought that would not be difficult to continue from. Continue to the end. Do not start new sub-topics – that would make the report endless. You can reserve the ‘sub-topics’ that flash through your memory on paper somewhere and consider them in later editions of your report. Except the points are fundamental, such as quoted statements of a particular figure in a ‘record-descriptive’ report for instance.
  • Edit: After the report has been written, you need to edit it for the best results. Edit to correct spellings looking at each word and considering all phrases, all sentences until the entire structure is true to type. You can follow the outline below:
    1. Give some time after a draft is read by you before you re-read it.
    2. Read aloud what you have written. You can identify possible ‘hearing’ and understanding that your readers may ascribe to your report.
    3. Get someone who can understand your language (English for instance) used for the report, this time, not in the same department. (You can meet someone in your department thereafter). If he/she understands, you have communicated. Then, get some other colleague in the same field with you (and your report) to help you identify some technical errors.
    4. Give attention to details, such as breaking a sentence and other punctuations.