The John Adair Handbook of Management and Leadership

5 Naturalness

6 Conciseness.

In letters, reports and memos the quality improves if the appropriate

amount of planning is given to the points you wish to make and their

order of importance. Further drafts can improve on the initial effort.

In writing a business letter you should always test the draft to

ensure that:

1 the message is clear

2 points are made in the best order

3 it has the right style and tone

4 the most appropriate words and phrases are being used

5 the grammar/spelling is correct

6 the layout is attractive.

In writing reports which work the following points should be borne

in mind:

• If the report is to stand alone and not to support a briefing or
  presentation it will need to be more than an aide-memoire


• A report should:
  
  
  • have an introduction with background and objectives
  
  
  • a title which indicates its purpose
  
  
  • be structured like a book with chapters, headings and sub-
    headings all clearly numbered and signposted
  
  
  • ensure the main body of evidence is succinct and arranged
    in an easy to follow order
  
  
  • end off with conclusions and recommendations
  
  
  • indicate assumptions made
  
  
  • put complicated data into an appendix
  
  
  • use illustrations/diagrams to clarify points made
  
  
  
  

184 The John Adair Handbook of Management and Leadership