Communication Skills and Report Writing
Report structure and style
Professional communication tests purpose, audience, structure and tone. A formal report usually has a title page, executive summary, background, methodology, findings, conclusions, recommendations and appendices.
- Findings state what the evidence shows; conclusions interpret; recommendations propose action.
- Use plain language, short sentences, active voice where appropriate and defined terms.
- A memo is internal and action-oriented; a minute records decisions and actions, not a transcript.
- An executive summary must stand alone: purpose, key findings, conclusion and main recommendation.
Worked example: A draft says: 'It is respectfully submitted that, consequent upon the review, consideration might possibly be given to the desirability of exploring an online payment option.' The plain version is: 'The review recommends piloting online payment within six months.' The second is shorter, assigns an action and a timeframe, and avoids hedging that obscures accountability.
Traps
Burying the recommendation in an appendix; mixing opinion with evidence; writing 'the report will discuss' instead of discussing; using jargon for non-specialist readers; failing to distinguish a conclusion from a recommendation.