Dos and don'ts of report writing

A report is written to help someone decide. These dos and don'ts are what make a report land — and what make one get skimmed and shelved.

Do

• Do lead with the answer. Put the key finding and recommendation in an executive summary at the top. A busy reader decides up front.
• Do separate facts from recommendations. Report what you found as fact, then recommend what to do. Keeping them distinct is what makes a report credible.
• Do use clear headings and plain language. A report is scanned, not read, by the people who need it. Headings, tables and short sections help.
• Do evidence what you claim. Say where your data comes from, and be precise. Numbers and sources build trust.
• Do end with a clear next step. Give a recommendation and say what you need to act on it, and by when.
• Do keep it as short as the job needs. A report that is too long hides its own point.

Don't

• Don't bury the finding. If the conclusion is at the bottom, a busy reader never finds it. Lead with it.
• Don't blend opinion into the findings. Facts and recommendations are different. Keep them separate and clear.
• Don't use jargon or a lot of passive voice. "It was determined that..." and buzzwords obscure meaning. Say who did what.
• Don't pad with context. Do not fill pages with background the reader already knows. Every line should serve the decision.
• Don't write a report with no recommendation. Finding a problem without suggesting a fix is incomplete.
• Don't ignore the reader. A report for a busy manager is different from one for a technical team. Write for who reads it.

The quick test

If someone read only your executive summary and recommendation, would they understand the report and know what to do? If yes, the report is structured well.

Checklist

• My summary leads with the answer.
• I keep facts and recommendations separate.
• I used plain language and clear headings.
• I evidenced my claims with sources and numbers.
• I ended with a clear next step.
• I kept it as short as the job needs.