Important Elements of Report-Writing

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Reports are a way to officially state the status of a company's finances, plans, etc. However, it is imperative that a report be written with some special characteristics:

1. Principle of purpose:

Reports must have a specific and clear purpose. These reports are used to communicate with management who may take future discussions based upon reports. Specifically, reports may be used to document facts and long-term goals of businesses, and reports may serve as documented proof of a particular phase of business.

2. Principle of organization:

Good reports are written with a plan and an organization. Reports must include details about data collection, conclusion based on the collected data with proof, problems encountered and their solutions, recommended plan of action, and an attached appendix that summarizes all the major conclusions of the report.

3. Principle of brevity:

Reports must be brief because management may lack time to read a long and complex report. Brief reports are budget-friendly; they're easier to analyze, more efficient, and brief reports highlight major important points quickly.

4. Principle of clarity:

In addition to being brief, reports must be written in comprehensible language that is easy to understand. Technical or scientific language must be avoided, and, if used, the overall idea should be explained in proper detail.

5. Principle of scheduling:

Time is an important factor with report-writing. A report must not take a long time to finish. Furthermore, reports must be fresh: they must be presented as soon as they're prepared. An outdated report is useless.

6. Principle of cost:

Reports must be cost efficient. The cost to prepare the report must be less than the benefit. If the benefit is less than the cost to prepare the report, the report is useless, and may cause loss.

Additional Readings:

1. Definition and Characteristics of Communication
2. Principles of Effective Communication
3. Reasons why Communications is a Two-Way Process
4. Effective Communication and People Management
5. Categories of Organization Communication
6. The Benefits of Written Communication
7. Barriers to Effective Communication
8. Overcoming Barriers to Effective Communication
9. Types of Business Communication within an Organization
10. Important Elements of Report-Writing
11. Scope of Communication
12. The Grapevine
13. Communication with Workers’ Families
14. Effective Listening
15. Qualities of a Business Letter

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