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11.01 Reports, General

Almost everyone is called upon at some time to give a report, either oral or written, to a person or group. Minutes of meetings (see sections 11.22-11.27 Minutes, General to Model minutes), the proceedings of conferences, seminars or colloquiums, and descriptions or reviews of books, concerts or motion pictures—these are all reports. Business reports are generated in ever-increasing numbers, in a variety of formats ranging from memorandums to formal reports. The same principle applies to reports as to all other communications: say or write it clearly and succinctly. In the case of a written report, the reader should be able to determine quickly who wrote it, for whom it was written, and why it was written.

11.02 Preparation

Before beginning to write a report or to collect the data for it, determine who is expected to read the report and what use the reader is likely to make of it. The content and format of a report will be significantly affected by whether it is written for specialists or non-specialists, and whether it is an internal document for a limited number of persons or a report for public distribution.

The purpose for which it is required is equally significant: it may be intended to note certain facts for information purposes, to make recommendations for action, to serve as a basis for discussion or debate, or to record the findings of an investigation or study.

Next, collect the data: documents, evidence, statistics and other potentially useful information. Then organize, analyse and evaluate the data collected, selecting what is essential. Finally, draw up a work plan in chronological order, order of importance, or a combination of the two. Now you should be ready to write the report.