How to Write a Short Report

Short reports use a memo format

A short report informs the reader about a specific subject to help her make a decision. Usually no longer than 10 pages, a short report consists of facts and sometimes an analysis of the facts, as well as recommendations. The information is arranged in a memo format with both first- and second-level headings. Readers of these reports expect the information to be written clearly, concisely and completely.

Instructions

1. Begin your short report with an Introduction heading. Include a statement about the report's subject, an explanation of why the report was written and a summary of its contents. Also mention the intention of the report, which is usually to help the reader make a decision about something.

2. Present the facts about the subject clearly and concisely, but compose a complete report, giving the reader all the information necessary to make an informed decision. Present the most important information first, keeping in mind the decision that needs to be made.

3. Use appropriate first-level headings (for example, Facts, Discussion, Findings, Costs, Limitations, Advantages, Conclusions, and so on). Under these, use more specific second-level headings (for example, System Temperature Requirements, Current Self-Service Options, or Factory's Exterior Condition).

4. Be objective in your report, presenting both sides of an issue when possible and clearly separating fact from opinion. If, for example, you are writing about the condition of a factory's exterior condition, be sure to present both the positive things and the negative things.

5. Cite your sources to persuade the reader of your information-gathering reliability. These may include interviews, articles, company records, surveys, your own observation, and so on.

6. Share your recommendations if asked to do so, using an appropriate first-level heading such as Recommendations or Suggestions, followed again by more specific second-level headings. Use a numbered or bulleted list if presenting more than two. When persuading your reader, always give your strongest argument first.

7. Proofread your short report carefully before sending it to the reader.

Tips & Warnings

• Include only relevant information to keep the report short and help the reader make the best informed decision.

References

• A Guide to Business Report Writing
• HOW TO WRITE A GOOD, SHORT FORMAL REPORT
• Essentials of Business Communication, fifth edition; Mary Ellen Guffey; 2001

Resources

• Read this Article in Spanish
• Microsoft Office Online Report Templates