Author: Barbara M. Chavez
Drafting a report consists a lot with the credibility that the writer puts into his or her work. The most common report to write in business is an email. Email is the most effective way of introducing an idea to your audience as a proposal. In doing this there are some context to follow.
- Accurate --> Always check your facts and references twice as well as checking for typos. The second your audience begins to get a hunch about your information being shaky, they will become skeptical about your work.
- Complete --> Be sure to tell your audience exactly what they need to know, nothing less and nothing more. When presenting to your audience make sure that all the information is beneficial to their needs.
- Balanced --> Your audience wants to hear all sides of the issue, so be sure to present fairly and equitably all your information. Even if some of the information doesn't support your side, but at least the reader knows your not omitting relevant information.
- Clear and logical --> Your reader is already making time to hear what you have to say, so make sure that your message proceeds logically from point to point.
- Documented properly --> If when delivering your report/proposal, you are using a primary and secondary source, be sure to support your information and research with crediting your sources.
{Report Introduction}
---> Once these steps have been followed in the drafting of your report, you may proceed to the Introduction of your report. When attempting to write your Introduction, you must first share the authorized reader who this message is intended to.Then state the problem, opportunity and its purpose, allow your audience to know the reason your report was written. Now, tell your reader what the scope is, what is and what is not covered in the report. The scope helps a lot on setting a critical stage of your audiences expectations.The background, as in any historical conditions or factors that will help your reader grasp your message. Your sources and methods are vitally important in being included with supporting your information. By backing up your research, the reader can gain a sort of trust in you. Defining any terms from your report that may be unfamiliar to your reader can loose their lack of interest in your work. Having limitations in some factors of are beyond your control. Establishing report organizations helps the reader prepare for what is next to come in your report and why is that.
{Report Body}
---> In the body, you should include the expectation of any problem or opportunity given. Have facts and evidence to support or cover your points. Discuss and analyze the potential courses of action in which you are referring to. Include the advantages and disadvantages, your audience always wants to know these piece of information at the start. The audience wants to know what is beneficial to them from your proposal to them. Elaborate on the procedures and steps in a process so they can follow along and know exactly step by step. Include the methods and approaches in which you have decided to use. Its important to attach the criteria for evaluating any alternatives and opinions. Of course we cant forget the conclusion of the body and the recommendations by supporting them thoroughly.
{Report Close}
---> Depending on the method approach you have decided to go with, reflects on the matter of the closing for your report. If closing with the Direct Approach, you may end with a summary of key points in a listing of how they appear in the report body. However, if you are closing with the Indirect Approach you can finish with your conclusion or your recommendations if they are not at the end of your report body. The closing report may be the length of a paragraph or two only of it is a short report. Although, in a long report the closing can be seen with separate sections categorized with conclusion, recommendations and actions.
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