The words you use, the content you include and even the format of your report will all be influenced by the intended readers. Who are they? Are they experienced in the subject matter? Are there different types of readers? What issues are important to them? What will they use the report for? Will a formal or informal style be most helpful to them?
Answering these questions will paint a picture in your mind of the target reader, and you can then write the report like a personal message to that person.
2. Prepare before you begin to write.
Too often we put off writing reports because it seems such a huge task. You can beat this problem by breaking the project down into steps. If you are writing the report together with other people, allocate who is doing what and when and make sure everyone understand each part of the plan.
Next, gather all the information you'll need to write your report. If you begin writing before you have all the necessary data, you'll have to stop part way through the report, and it may be difficult to start again.
Finally, organize your material in the way that is most logical and appropriate for this audience and this particular material.
3. Clarity above all.
The same principles apply in report writing as in any other written business message. Remember this: if they have to read it twice, they probably won't. So you have only one chance to get your message across—and you'd better make it clear and easy to understand.
4. Use jargon appropriately.
Jargon can be a useful communication tool, if you are certain that the reader is familiar with it. If not, find plain English terms to replace jargon.
5. Use lists.
While you don't want your report to be one long bullet or numbered list, there are times when a list is the most concise and clear device for setting out information. If you find you've written a long, involved sentence, consider whether you could rewrite it as a list of points, steps or ideas.
6. Use the best layout for your purpose.
Provide adequate margins and lots of "white space". This makes it easy for the reader to focus on the words. Use embedded tables and boxes to set off related information that does not fit well in the narrative. Use no more than two fonts in one report.
7. Make it easy to find information.
Imagine reading a long magazine article with no headings or sub-headings—it would be hard to follow the story. The same applies to your report. Use lots of sub-headings so that not only does the reader know what is coming, but can also find subjects easily on later reading.
If your report is very long, provide an Executive Summary. This should be as brief as possible, simply summarizing what the reader will find in the report, and where. Even though the Executive Summary will appear at the front of your bound document, you should write it last.