DOCUMENTS AT WORK • NO.

Reports
R eports are just like letters and
memos, with one difference –
more layers of information. So
ideas and structure them logically
so that the reader follows you to
your conclusion.
while the general messages about
Your effort will be wasted if the
memos and letters also apply to
report is not clear, concise and
reports, you need to be especially
understandable.
careful in planning the structure.
If you write a report the way you
Have a good reason to write the
would tell a friend a good story,
report. What do you need to
you might find that people actu-
accomplish? What do you want
“I make it a rule your readers to do? Develop clear
ally enjoy reading your reports.

only to believe what

I understand.”
Benjamin Disraeli
 Page 2 • Reports
Starting &
finishing
Before you start to write, ask
yourself these questions:
• Why am I writing?
• Who is my audience?
• What do I want them to do?
• What information do I need?
Before you send the report,
answer these questions:
• Do the facts and structure support
my conclusions?
• Have I given my readers the
information they need to act?
Adding page
numbers
Page numbers help the reader step
smoothly through your report.
They are most helpful when they
are visible at a glance, so keep
them on the right-hand margin of
the page – either at the top or the
bottom.
If you are printing on both sides of
the page, remember to alternate
left and right sides.
Don’t center the page numbers at
the bottom, since they may not be
seen there.
15
✔ ✔
15 14
Follow a plan
Planning the Mapping the parts
structure In any report of more than, say,
10 pages, it is easy to get lost.
Preparation is essential before you
But there are several devices that
actually begin to write. Plan the
can help the reader step through
structure and sketch an outline of
even complex documents.
the report.
• Title – Start with a title that
1 Introduction – Start with a
describes the report and says why
sentence or short paragraph that
the reader will find it important.
clearly describes the reason you
Your report is often competing
are writing.
with others for attention, so the
2 Summary – A report should have
title should carry impact – both
a section near the beginning that
in its layout and in its meaning.
sums up what you are going to say
along with your conclusions. • Table of contents – This serves as
3 Sections – Divide the report into
the map of the document. It
describes the subject matter and
logical sections. Avoid covering
the same subject under different
helps the reader locate specific
parts. Make sure it is accurate,
headings unless you explain why
especially after you have made any
you are doing it.
revisions.
4 Appendices – If you have a lot of
• Headings – If the contents page is
background material or reference
the map of a report, then the
data, put it in an appendix.
headings are its signposts. They
Put actions in the appropriate are powerful tools for navigating
places, perhaps in the summary or through the document.
at the end of each section.
Headings must have meaning and
Wherever you put them, make
be relevant.
sure they are clear.
Section 3 isn’t helpful, but
Size of U.S. printer market is.
Headings also help the reader
locate information, so the words
should match those in the text, the
✔ ✘ contents page and any footers.
15 15
 Xerox
Typefaces
Today’s technology tempts us to
put dozens of typefaces onto a
single page. Don’t do it!
Simple is better. Avoid using more
than two typefaces in one docu-
ment. Rather than different type-
faces, use different styles of the
same typeface for different effects.
• Larger or bold for headings
• Italics for emphasis, a different
voice,“quotes”or examples
• AVOID UPPER CASE, WHICH
IS DIFFICULT TO READ
• Avoid underlining more than a few
words, since this is hard to read
• AND AVOID UNDERLINED
UPPER CASE, WHICH IS VERY
DIFFICULT TO READ INDEED
Show the way • BUT WORSE STILL IS UPPER
CASE TEXT IN A BOX
BECAUSE NOW THERE ARE
LINES SIMPLY EVERYWHERE
Headers & footers
These references are invaluable in a long report. They
remind the reader what section they are in and where that
section fits into the report as a whole.
• If the report has only one section, then quote the report:
Marketing strategy Page 10
• If there is more than one section, quote the name of each:
Publicity campaigns Page 41
• Reinforce section numbers:
3 • Publicity campaigns Page 41
• Use footers to record drafts and dates:
Mkt strat • Draft II • 12/12/95 • p 10
• Documents at Work • Page 3
Space is very
important
Some reports contain so much
information that the reader’s eye
simply can’t take it all in. Space
can make it accessible.
• Wherever possible, start a major
section with a new page.
• Make sure the type size is readable for all your readers
even if it means the document needs more pages.
It is more difficult to read 3 pages of small
text through a large magnifying glass
than to read 4 pages of clear text.
• Put enough space between lines,
so the text is easier to read.
If you are using 10-point text, use
14-point line spacing.
• Separate paragraphs with an
additional space equal to half of
your line spacing.
• Put more space between a heading
and the preceding paragraph
than between the heading and the
paragraph to which it refers.
If your text size is
10 points, then use:
14-point line space
14 points between
(or more)
Heading
7 points between
7 points between
 Page 4 • Reports

Illustrations, Bullets & numbers

graphics & tables
Illustrations are powerful tools.
They can lighten the text, explain
a complex set of numbers, empha-
size a key message, and provide
useful links through a long report.
They can also make the report a
lot more inviting.
Here are a few pointers:
• Make sure the graphic contributes
substantially to your report, other-
wise it may be a waste of space.
Divider tabs
Tabs can help separate and iden-
tify major sections in large reports
and manuals.
Avoid arranging letters
vertically – they can be
hard to read.
• Use a bullet to define each point in
a list of examples.
• Use numbers where the sequence
is important, otherwise you may
imply a priority where none exists.
• Avoid more than two levels of
C bullets, or the structure may
Y become confusing and unclear.
C • Be consistent with numbering:
L 1 2 3, i) ii) iii), and a) b) c).
I
C

• Illustrations that are intended to

explain should explain. If the
graphic requires its own explana-
tion, find a better graphic.
• If you need to explain numerical
information, consider using a
table. QuickCheck
• Don’t waste 20 minutes on a
■ Is there a good reason for writing your report?
complex computer graphic, when
you could draw a clear illustration ■ Does it contain all the information, and is it correct?
by hand in one minute.
■ Did you include a summary?
■ Is the report structured to make the information clear?
■ Is it concise enough?
■ Have you used graphics or illustrations to help enliven the report?
■ Have you asked someone else to check it?
■ Will your reader take the action you want?

Further reading Further information Further copies

The Chicago Manual of Style, 14th Edition
by the University of Chicago Press
Publication Manual of the American
Psychological Association
Technical Writing by Mills & Walter
Other related articles in the Documents at
Work series cover style, grammar, design,
graphics and tables, and color.
For further information or ideas for future
topics please contact:
Ann Silvernail at Stamford 8*344-3307 or
David Jones at Marlow 8*666-3724.
Documents at Work are written and
designed by a team from Xerox with
Cavendish Consultants in Cavendish UK
and Inside Out Design in New York.
Illustrations are by Susan Smith. The arti-
cles are created with QuarkXPress page
layout software and a Xerox 8808 printer.
If you want to be included on the mailing
list or need further copies of any article,
please contact Kelcey Johns at 8*344-3817
or kelcey_ johns@ea.xerox (or kelcey_ johns
@ea.xerox :com :xerox from GlobalView).
Electronic versions of Documents at Work
are available in Adobe Acrobat format.
Information on retrieving them can be
found on the World Wide Web at http://
www.internal.xerox.com/docsatwork.html
© 1995 Xerox Corporation