Audience and Other Key Considerations in Report Writing

Writing a report for work is somewhat different than creating one for school. In a college setting, the goal is to show your teacher that you are knowledgeable of the course material and of the procedures specific to your field of study.

Types of the paper

The reports most commonly written include:
  • Informal
  • Formal
  • Memo and letter

Know your audience

Who your readers are will greatly influence the format you can use for your paper. Therefore, it is important to determine:
  1. Who they are?
    • Especially when writing business reports, you may have more than one reader. Your audience may include not just your direct leader, but also the company CEO and other decision makers.
    • During your academic years, you will be writing a business report, a technical report, a research report, or a scientific report for your teacher.
  2. Why do they need you to write the paper?
  3. What are they expecting to find out from this paper?
    • Generally, the readers of your paper in a business setting will know less than you do about the subject matter.
    • Teachers will typically be more knowledgeable than you, which means they can give a critical evaluation.

How we write a good report?

Effective report writing needs to take into account these general guidelines; this format can be easily adjusted to most purposes and audiences:
  • Write in Times New Roman or another clear typeface, and use it consistently throughout the document.
  • Break blocks of text into smaller, readable paragraphs with the help of white space.
  • Use bullet lists so that your readers are able to understand your paper easily and find the information they need.
  • Use headings, subheadings and topic statements to organize the information. Bold section headings.
  • Make sure all of your headings and subheadings are listed in the table of contents.
  • Use your knowledge of the needs and goals of your readers to choose the right tense and voice:
1. Thus, when writing reports that explain procedures, use past tense. 2. When listing your findings, use the present tense. 3. Write formal papers in the third person passive. 4. However, use the first person active for memos and letters.
  • Leave the abstract, title page and table of contents last, and focus first on writing the body of your paper.
  • When writing a report body, it is best to organize it in this particular order:
1. Present the problem first. 2. Next, list and explain the procedures used. 3. Describe the outcome or the results. 4. Draw the appropriate conclusions. 5. Make recommendations. Should you need help with any of the steps presented here, you can get in touch with an experienced report writer on our website. Depending on your needs, we can make adjustments to your paper, or provide a complete service.
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