Table of Contents
Reports, Official and Administrative Writing
Reports and official documents are written to communicate information, record decisions, explain situations, or support administrative action.
Unlike many academic essays, official writing is often designed for practical use.
1. Purpose of a Report
A report may:
- present facts
- document an event
- investigate a problem
- communicate findings
- evaluate a situation
- recommend action
- record progress
The structure should reflect its purpose.
2. Report Structure
A formal report may include:
- Title
- Introduction
- Background
- Method or sources
- Findings
- Analysis or discussion
- Conclusion
- Recommendations
- Appendices, where necessary
Not every report requires every section.
3. Introduction
The introduction establishes:
- what the report concerns
- why it was prepared
- its scope
- relevant background
4. Findings
Findings present the information discovered during an investigation or review.
They should normally distinguish facts from opinions.
For example:
The inspection identified three damaged electrical fittings.
This is a finding.
5. Recommendations
Recommendations propose actions based on the findings.
It is recommended that the damaged fittings be replaced before the next inspection.
A recommendation should have a logical relationship with the findings.
6. Official Correspondence
Official correspondence may include:
- letters
- memoranda
- notices
- office orders
- circulars
- directives
- official emails
Such documents generally require clarity, accuracy, appropriate formality, and consistency.
7. Formal Letters
A formal letter commonly contains:
- date
- recipient information
- subject
- salutation
- purpose
- supporting details
- requested action, where applicable
- closing
- signature
The exact format varies according to institution and purpose.
8. Memoranda
A memorandum, or memo, is a concise internal communication.
It may communicate:
- instructions
- decisions
- requests
- reminders
- information
A memo is generally more direct than a traditional formal letter.
9. Administrative Language
Official writing often uses expressions such as:
- with reference to
- in accordance with
- it is requested that
- it is informed that
- the undersigned
- pursuant to
- with immediate effect
These expressions can be appropriate in established administrative contexts, but excessive use can make writing unnecessarily bureaucratic.
10. Clarity in Official Writing
Official documents should make clear:
- who is responsible
- what action is required
- what the deadline is
- what authority or document is being referred to
- what consequences or next steps apply
Compare:
Necessary action may kindly be taken at the earliest.
with:
Please submit the revised report by 20 September.
The second is more specific.
11. Dates, Numbers and Names
Official documents require particular care with:
- dates
- names
- designations
- reference numbers
- financial amounts
- locations
- deadlines
A small error in an official document can have significant consequences.
12. Neutrality and Professionalism
Administrative writing should generally avoid:
- unnecessary emotional language
- personal attacks
- unsupported accusations
- ambiguous statements
- informal expressions
Even when the subject is sensitive, professional language should remain controlled.
13. Records and Documentation
Official writing often becomes part of an institutional record.
Therefore, writers should consider:
- accuracy
- traceability
- consistency
- completeness
- confidentiality where applicable
- future readers who may lack today’s context
14. Recommendations vs Instructions
These should not be confused.
Recommendation:
It is recommended that the equipment be replaced.
Instruction:
Replace the equipment before 30 September.
The first proposes action; the second directs action.
Key Principle
Official writing should make administrative action easier. The reader should be able to determine what happened, what has been decided, what is required, and what should happen next.