Researching, Editing & Report Writing

FIVE STEPS FOR WRITING AN INFORMAL REPORT 

Before you begin your report decide on a working title. This can be changed.

  1. A PLAN by brainstorming ideas.
  2. ORDER your ideas logically step by step
  3. CONTENT – Fill out where necessary
  4. DECIDE ON BULLET POINTS to highlight relevant information
  5. WRITE THE FIRST DRAFT – Edit Rewrite out the rough spots to complete the report.

# STEP ONE

Write a list of everything you want to share. Don’t edit your list.

Divide your ideas into topics.

Here are some ideas. You will probably choose your own topics.

CHECKLISTS    COMPARISONS     CONTRASTS       DETAILS               FACTS IDEAS    ILLUSTRATIONS/STORIES   NOTES               PERSONAL REFLECTIONS   QUESTIONS        QUOTES   STEPS                REASONS    STATISTICS    THINGS TO DO

 

Following is a BRAINSTORMING EXERCISE to get you started.

Alphabetizing Brainstorming Exercises.

Begin with A and write something related to your report beginning with that letter.

For example, if your report is about your company’s services write:  accessories

Work your way through to ‘Z’   You may not have an example for each letter.

This is a systematic way to brainstorm.

#STEP TWO

Arrange your ideas into steps. Make sure they relate to one another.  No more than NINE

Write them out:

Step 1 is ………………………………

Step 2 is………………………………….

Step 3 is…………………………………..    etc.

You then decide the content for each step.

The most important points should be first and summarised ar the end of your report.

whatever order they appear) to be in the first few pages and then finish strong

in the last few pages.

# STEP THREE

Review your content. Decide whether it need more information included.

# STEP FOUR

Check your text for each step and decide on the bullet points.

# STEP FIVE

Write your first draft share it with others and ask for their input.

 

Your report is now ready for the FINAL DRAFT TO BE WRITTEN.

Proof Read your final copy.

PUBLISH

 

 

Types of Informal Reports

  • Progress Report
  • Sales Activity Report
  • Financial Report
  • Feasibility Report
  • Literature Review
  • Recommendations and Suggestions
  • Acceptance or Rejection of Proposals

They usually take the form of a:

  • Memo
  • Letter
  • Short Internal Document
  • Monthly Financial Report
  • Monthly Activities Report
  • Research and Development Report
  • Newsletters
  • Emails

Informal Reports are conversational in tone, completed quickly and transferred electronically.

An INFORMAL REPORT is not for public distribution.

When preparing to write an INFORMAL REPORT keep in mind:

What your reader needs to know precisely about the subject. Make sure you state this in a single explicit sentence at the beginning.

ALL REPORTS NEED CAREFUL EDITING

  • Check and re-check your information to be sure it is accurate and complete.
  • Have others to review and check what you have written before publishing. We often miss mistakes in our own work.
  • Don’t publish your report straight away. Give yourself breathing time before publishing.

 

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