- Use words with a precise meaning rather than those that are
vague, for they will obviously serve better to make your
meaning clear; and in particular, prefer concrete words to
abstract for they are more likely to have a precise meaning.
You will not go far wrong if you follow these precepts.
PRESENTATION
The way in which you present your report affects its impact and
value. The reader should be able to follow your argument easily
and not get bogged down in too much detail.
Paragraphs should be short and each one should be restricted
to a single topic. If you want to list or highlight a series of points,
tabulate them or use bullet points. For example:
Pay reviews
Control should be maintained over increments by issuing guidelines
to managers on:■the maximum percentage increase to their payroll allowable for
increments to individual salaries;
■the maximum percentage increase that should be paid to a
member of staff.Paragraphs may be numbered for ease of reference. Some people
prefer the system which numbers main sections 1, 2, etc, sub-
sections 1.1, 1.2, etc, and sub-sub-sections 1.1.1, 1.1.2, etc.
However, this can be clumsy and distracting. A simpler system,
which eases cross-referencing, is to number each paragraph, not
the headings, 1, 2, 3, etc; sub-paragraphs or tabulations are iden-
tified as 1(a), 1(b), 1(c), etc and sub-sub-paragraphs if required as
1(a)(i), (ii), (iii), etc (or use bullet points).
Use headings to guide people on what they are about to read
and to help them to find their way about the report. Main head-
ings should be in capitals or bold and sub-headings in lower case
or italics.
A long report could have an index listing the main and sub-
headings and their paragraph numbers like this:
How to Write Reports 319