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How to write a good report ('mtlimu‘il from p 9 Follow ll’ll\ opening with an introâ€" LlULllltn to the slludhtln which proâ€" \ldL'H background information and statcx hm». the report wtll untold. 'l he background inlormation should tianL't ll’lL‘ readerx’ questions about the circumstances such as who'.’ nhy' mherc’ and when' The In- troduction should begin to establish the author's validity Statements Villltll outline the pl’llhlcl'll, lht: pure pt tw illlll the scope til the report wtll provide ltlkll’x lor the reader and outline lllL‘ ttl'ltc'tlttcs til ll'lL' report. 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[L‘[’|‘ll\, .i Lil‘lt‘ ol illlllt‘lll‘x. llxl oI l.ll‘ll'\ llllll llL‘_lll‘L‘~. .i ilii-‘t III'IIH' “littltxik Ill Illltltllltllnt' “Will Ilhh t itttltl .tlso lw lllt Itttlt'tl l'llt' |l\'\l lll'l|\t' st I'lllll\l\ sltiillltl lL'll the [\‘iltlL'l \\ ll.ll lllt' repon tll‘l‘\ while the llllllllllillllt' \\ lll‘[t\|\ sliotiltl lL'll \\lt.it lllt' It‘FlUll \.t\\ \it ext-titltw \lllll- In.tt\ KIM) he placed .tt the beginning to ptutxt‘l) detail the (I‘Ik lll\ttlll\ .it .i l‘ldlltt‘ .‘\pp\‘lltllkt‘\. retcrcnt‘t'x. hibliopniphi .tnd lllLlltt‘\ should also be included ll appropriate Know Your Reader One way to ensure that your report Will be read is to know to whom you are writing. and write accordingly. To motivate a reader to read and act on your report, you must target it to the people you want to read it and appeal to their logic, emotions and character Consider their role in the organization. their daily concerns and attitudes. previous knowledge of your topic. what they will need from your repon, how your report could affect their role and any personal characteristiCs such as age, attitudes or pet peeves that could influence their reactions. For example, if you are writing about a technical subject to someone who is not familiar with the topic, don't use technical terâ€" tiitnnlogy (Jargon) to impress the reader. It the reader doesn't undersâ€" tand ll, the report won't be read and the tlL‘\ll’L'tl suppon or action will not he achieved, ()n the other hand. not using enough technical terminology could he considered condescending or piitroni/ing by a reader who is fam- iliar with the subject and, again, the report Will not be read or acted upon. Design for Readability The design or format can deter- mine the readability of the report. the reader Ittust be led logically thn nigh the report. “Daisy-chaining" your idem together to integrate the LllllL‘l'l‘lll sections will help keep the reader's attention. This can he done by the use oi descriptive headings and the t‘httlt‘i: of words and phrases used to proceed from one point to the nut. Descriptive headings will help to IIL‘ sections together and grab the reader‘s interest. Don't waste these opportunities on non-descrip- lI\L' words such as "Background" or "lntmductton" if there is a possibility the reader might not be interested in your report. Use meaningful. attention-grabbing headings which describe what the next section con- tains to keep the reader‘s interest. The beginning and end of iii: report are the places that will ['Ecelte the most attention. Put your mos, iinponant statements in theSc sprig For example, the statement titan; pose in a position of important-e In“ the beginning of the repon pm- ids, direction to the reader. [atom-out)“ can be de-emphasized by p|_;__m3 ,1 in the centre or body of the r-r in The beginning and end of sen and paragraphs are also ke‘. . to use important words or sci. 3 Other tips to remember i: in make sure the document is n w mantineedsiobmnduiaig ,‘ such as pictures, graphs am m are included only where ll'lL .1: to explain or emphasize into ‘,on andarereferredtointheteu to report is likely to end up til it on someone‘s desk, waitii: he read, try putting it in an an ,c, eye-catching cover (perhup 'h: reader’s favorite color) Mi tiii encourage the reader to , ip your's first. By arranging the report ‘ taking your reader into act-i .« ing the most effective fomoi v ui type of report. and CnSUl‘lll; no longer than necessary, you no will have achieved readahi mil will be on its way to sum From Report Writing SCIllli ‘lti sented by the Centre for Fri it ml Writing, University of Wit i Ruth Friendship-Keller [5 ml organization consultant U» the Rural Organizations and * t-ct Branch of the Ontario Mir; nt Agriculture and Food. In H ik C l)\'l'L'll'll1l‘|', January. Illth