Report writing

Reports are used to describe outcomes, i.e., report decisions made at meetings, progress on a project, or assessment of competition.

• State the purpose of the report.
• Include an executive summary.
• State all relevant findings and facts, pro and con.
• Include first-hand observations, if appropriate.
• Separate fact from opinion.
• Conclude with recommendations and next steps.
  

Spell check, but use grammar check with care

Spell check everything, but don't rely entirely spelling check. It can be a useful tool, but it's not. Spell check has a limited dictionary and some words will show as misspelled when they aren't. In addition, spell check will not catch misspellings that form another valid word. For example, if you type "your" instead of "you're" or "to" instead of "too", spell check won't catch the error.

Grammar check can be a nightmare. It will show the rule, but not apply it correctly. It also won't identify every grammar error. However, grammar check can be a tool for catching something you should think about; just don't automatically do what it tells you to do.

Watch your tone!

Tone conveys attitude and how readers respond to your message. It also communicates your image and your company’s image to your reader.

Tone is affected by:

· Word choice
· Pronoun usage
· Sentence structure
· Format

Most people respond favorably to a warm, friendly, courteous tone, which requires you to write in a natural, conversational style. To do this, concentrate on expressing your points, not impressing your reader. Be direct and get to the point.

Use positive, not negative, words. Avoid words such as “you claim,” “failed to, “neglected to,” and “lack of,” and statements that begin with “if.”