In a report, you’re supposed to report – not embellish, embroider, influence, etc. Just facts and nothing but facts.

This does not, however, mean that reports need to be dull and boring. It does, however, mean that you can’t make content more interesting than it really is. Impossible? No, it just takes some good organization and clear writing.

Before we go any further, there are numerous books and training courses on market that teach you formalities and practicalities of report writing. Some are more long-winded than others. Most of them are good.

Here in this article I can’t do what other writers do in a book, so if you need to write reports a lot, I recommend that you buy one or two of most popular books and study them. What I’m doing here then, is to highlight points I think are most important to help you make your reports more readable, and information in them come across more vividly.

If you work in a larger organization, there will probably be set formats for reports, at least for internal variety. Whether you like them or not you’re normally obliged to stick to them. However way you roll out and write your content is still up to you.

So what are key points to focus on?

1. Write for your reader

Don’t allow yourself to fall into “businessese” jargon and phrasing no matter how much you or other people may feel it’s more appropriate. It isn’t. Use language and tone of voice that your key readers will feel comfortable with.

If you don’t know what they feel comfortable with, find out. It’s well worth taking trouble, because it will make report much more enjoyable for them to read – a good reflection on you.

If your report is to be read by a wide variety of different audiences, focus your language on most important groups. Ensure that less topic-literate readers are catered for by using discreet explanations of technical terms or perhaps a short glossary of terms as an appendix within report.

2. Organize your information sensibly

Start by writing yourself out a list of headings which start at beginning and finish with conclusions of your information.

If you must include a lot of background information before you get into “meat” of information, section it off clearly with headings that say that it’s background (“Research Project Objectives,” “Research Methods Used To Collate Information,” “Personnel Involved In Questionnaire,” etc.) so those who know it all already can skip straight to important stuff.

Make sure your headings “tell story” so someone glancing through those alone will get basic messages. (You’ll find that busy executives will thank you for doing this, especially when they have 16 other, similar reports to read in a crowded commuter train on way into a meeting to discuss all of them.) Then fill in details under each heading as concisely as you can.

3. Use an “executive summary” to tell it in a nutshell

Depending on nature of your report you may be expected to include an executive summary, or at least an introduction that captures key points of your information. The objective of this is to give reader key issues as quickly as possible. Write this after you’ve done body of report, not before. Use your list of headings as a guide.

Keep strictly to facts – this is still part of report, not your interpretation of it. Strip each sentence down to bare bones with minimal adjectives and adverbs. Use short words and sentences. Don’t just get to point – start with it and stick to it.

4. If your interpretation is called for, keep it separate

However as you know there are still times when ink on paper is essential. Many of so-called “professions” (legal, accountancy, etc) in UK at least still insist on correspondence being done via printed letters. They have a deep mistrust of email and for good reason, as its confidentiality can never be guaranteed. Business letters are at least fairly private – you have to assume it’s easier and faster to snoop on email than it is to steam envelopes open over boiling water. In other instances, too, printed letters provide a more tamper-proof formal record of business arrangements, complaints, employee warnings/terminations and other issues that need to be carved into tablets of stone. (Well, paper, anyway.)

Old fashioned structure, modern style

Highlighted and ridiculed by casual nature of email, quaint formality of old fashioned business letter seems positively Dickensian and totally inappropriate for way we do business now.

There is an answer, though. Use formality of structure that makes business letter bullet-proof form of communication it has come to be. Combine that with short, straight-talking style of writing more common to emails, and you have a good compromise.

Let’s start with structure – or rather, etiquette which supplies structure.

There are variations between accepted etiquette used in different English language markets. Here are main British forms of address. I have also included US/Canadian equivalents where I know them, but I’m afraid I’m not aware of those used in Australia, NZ or SA.

Formal letters

The addressee will either be a title, e.g. “The Chief Executive Officer” or to an organization or company when you don’t know to whom your letter should be addressed. When you write to a title salutation is “Dear Sir,” “Dear Madam,” or if you want to play it safe, “Dear Sir/Madam.” When you write to an organization it’s “Dear Sirs,” Dear “Mesdames,” or again if you want to play it safe (but labor point) “Dear Sirs/Mesdames.”

Your sign off will be “Yours faithfully” (UK) or “Yours truly” (US and Canada.)

Less formal letters

This is where you have a name. And this is where you can get into hot water if you’re not sure of gender of person. Someone called J C Jennings could be a Jack or a Joanna. Someone called Leslie Matthews could also be either (traditionally female version of name is spelled “Lesley” and male “Leslie,” but I know at least one lady Leslie.)

Equally beware of unisex names like Jody, Jo, Bobbie, Alex, Rob, Robin, Carol (yes, really,) Billie, Chris, Darryl, Eddie, Sam, Jackie, Nicky, Frances (f) vs Francis (m), Freddie, Gabrielle (f) vs Gabriel (m), Georgie, Gerry/Jerry, Charlie, Nat, Harry, Jessie (f) vs Jesse (m), Stevie, Mel, Pat, Ronnie, Sacha, Sandy, etc. And that’s before we get started on names from non English-language cultures.

People these days usually don’t advertise whether they’re “Mr” or “Ms” or whatever. When in doubt don’t risk embarrassment; phone organization concerned and ask.

Some people borrow an awful technique from email and use a person’s whole name in salutation, e.g. “Dear Suzan St Maur.” I don’t know about you, but this irritates h*ll out of me and I would not recommend it.

So, when your letter is addressed to “Mr J C Jennings” your salutation is “Dear Mr Jennings.” If information you have is simply “Joanna C Jennings” you can probably take a chance and write a salutation of “Dear Ms Jennings.” I don’t know many male Joannas, but don’t count on it...

Your sign off will be “Yours sincerely.”

Even less formal letters

This is where internet’s influence can be allowed to come into it and give you some freedom from formalities expected in, well, more formal letters.

If you’re writing to someone whom you know on first name terms then your salutation is going to be “Dear (name)” and you don’t need to sign off with a “yours” anything unless you particularly want to. Common forms of sign off include “warm regards” (US,) “kind regards,” “best wishes,” etc.

Layout

This isn’t as strictly followed as it used to be, and now it’s considered OK to design layout of a letter around design of company letterhead. The elements you need, wherever you put them, should include: *Your company name and address (usually done in letterhead’s design) *The date *The addressee’s name, title, company name and address *The salutation (“dear so-and-so”) *The topic of letter (“re:” whatever) *The body of letter *The sign off (“Yours whatever”) *Your own name and title

Traditionally, your own address should go at top right of letter, with date underneath it on right. On next line at left margin, you put addressee’s name and address. After one or two spaces, “Dear (whoever)” goes underneath that. Two spaces below that, you can put your “re: (topic)” or just topic in bold and/or underlined.