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To decide on the terms of reference for your report, read your instructions and any other information you`ve been given about the report, and think about the purpose of the report:
~ What is it about?
~ What exactly is needed?
~ Why is it needed?
~ When do I need to do it?
~ Who is it for, or who is it aimed at?
This will help you draft your Terms of reference.
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Report writing involves research and then publishing the outcome of that analysis. In the professional world, the “look” or appearance of what you publish is paramount. The eye-pleasing final result could burnish your reputation and enhance your personal brand.
Coming up with what you want to say is just a small percentage of writing. Editing and proofreading is most of the work. When you`ve finished writing your memo report, it`s time to cut away everything that doesn`t serve the purpose of the content. Reread your writing often, ideally after every significant edit, and read it out loud. It`s easier to catch mistakes when you can actually hear them. Step away from your report and come back an hour, or several hours, later. You`ll see it with a fresh eye and likely notice something you didn`t before.
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Once you have your structure, write down the headings and start to fill these in with the information you have gathered so far. By now you should be able to draft the terms of reference, procedure and findings, and start to work out what will go in the report’s appendix.
Once you have structured your report, it is time to fill out the headers with content. I personally find it best to tackle a little bit of each section, and then bulk it up with information. You can do that if you want, or finish each section as you go down the report structure. Make sure you focus on presenting your ideas and using supportive evidence rather than spelling and grammar first. Outline your argument and write a few sentences that cast your main ideas. If you find something worth quoting, quote it.