Step by Step Writing of a Report
Writing mainly consists of three steps: Planning, Writing and Completing. The general three steps of writing can be put to best use for report and proposal writing as well:
● Stage-1 Planning
know about what to write, whom to write to and how to write. In a formal piece of writing like that of a report, specifically a long report, planning becomes all the more significant. One should not have to keep going to the purpose of the report after writing some pages of the same. Similarly while writing an essay, it would be very tedious if one had to keep referring to the thesis statement.
1. Be clear about the purpose of report writing. Once what, for whom and how of a report are understood by the writer, s/he is able to prepare the work plan
2. Once one knows the target audience, one can gather information according to the needs of the audience. Relevant information in the form of facts, data or case studies can be gathered and studied beforehand.
3. Once the basic material has been collected one must think about the medium rather media of presentation since a combination of various media can make the presentation more effective.
4. Next stage is the organisation of information. One must prepare an outline in the form of an appropriate structure so that at the actual writing stage one knows how to structure the material collected.
● Stage-2 Writing
1. Following the format of a short report or a long report, write the report with the specific purpose and specific audience in one’s mind.
2. Choose simple words over jargon and complex words.
3. Proper headings and sub-headings with short simple paragraphs make a report more effective.
4. Check it for proper citations for the resources used.
5. Objectivity is the key to report writing. Logically driven facts and figures can lead to logical conclusions.
6. Do not include anything irrelevant. It will make the report incoherent. Be specific.
7. The selection of words, tone and voice must be audience and purpose specific.
8. Incomplete reports will not serve their purpose. Make them authentic and complete.
● Stage-3 Completing
By now the first draft is ready but it will not be presentable. Only after editing and revision, can one get the final presentable report.
1. Time to go back and revise the content. Is the content appropriate, is it presented appropriately, is the sequence fine, is it readable, is it serving the purpose etc. should be your questions to assess the content and the medium. You can review and reframe accordingly.
2. Are the graphics and other media used appropriately, are they adding to the effectiveness of the report. Re-look at the whole for writing as well as other media.
3. Language and grammar accuracy cannot be underestimated. Go through the whole presentation again to check for errors of spelling, structure or mechanics. One wrong spelling at the beginning is enough to play game spoiler. Proofread and correct.
4. For the delivery of the report choose the appropriate medium.
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