10 Easy Steps to Better Report Writing

Posted by

Lynne Callister

on 05 Feb 2024

How you write creates an impression, for good or bad. Persuasive writing generates engagement, motivation and drives action.

report writing

If your writing is 'sticky', then at the very least, it keeps the audience reading.

Did it work? If you are still reading, then it did! To help you keep your readers engaged and entertained, we've collated some easy steps to help improve your report writing.

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10 steps to improve your report writing

1. Find a good role model or mentor

To be a good writer, you should surround yourself with good writing. Learn from the best and regularly read a good mix of writing in books, newspapers, trade magazines and online articles. Your colleagues' reports may also provide inspiration and creative muse and give you an idea of what's been done before.

2. Decide what you're going to say

Don't start writing too soon. Consider what you'll say and why (your aim, purpose and objectives in writing). Identify who your typical reader is (e.g. novice or expert, what they need to get from your report, whether colleagues or outside your company, etc.). This information helps you pitch your writing at the right level.

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3. Plan the structure of your report

Decide what heading and/or key sections to include. Use internal templates (if available), mind-mapping software, or document outline tools to plan the flow and structure.

4. Gather & sift any source information

Only use data, statistics and background information from reliable and established sources to maintain credibility. Sense check any data you use by looking out for a second source for validation.

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5. Respect intellectual property rights

Uphold the principles of good writing by respecting others' IP; acknowledge sources and references to improve credibility and allow reader follow-up. When quoting from a source, be mindful of any republication limitations.

6. Create a draft report

Don't expect to produce a masterpiece straight off. Most writing goes through several edits before final approval. It is a good opportunity to spot anything you may have missed, too.

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7. Engage readers by using writing techniques

Use real-world examples, anecdotes, and storytelling to bring your report to life. A picture really can be a thousand words. Sometimes, your message is clearer and stronger when presented in visual form. So add data tables, charts and images to add interest and improve understanding.

8. Assess & review your draft

Once you have a draft, assess and review what you've written. Is it too long or too short? Are sections missing? Should you remove anything? Can you improve readability? Enlist the help of your peers to offer further insight and identify improvements.

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9. Final proofing of the report

Pay attention to detail. Focus on spelling, grammar, punctuation, format, spacing, professionalism, logic, look and feel. It's worth taking more time here so your writing isn't remembered for all the wrong reasons.

10. Peer review & sign-off

Once your report is complete, it is worth getting a colleague to proofread it. If they are happy with the report, it is time to get managerial approval before distribution.

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