Writing administrative reports is an important skill that employees must possess, especially those whose job responsibilities include preparing reports and submitting them to senior management.

The report-writing process consists of five stages: preparation, organization, defining the report’s objective and the main topic to be addressed, followed by structural organization, during which the main headings are established and the ideas to be included are outlined; then the body of the report, which covers the situation for which it is being prepared, as well as the information intended for senior management; followed by the conclusion, which is often brief and in which the author states his or her opinion regarding the points highlighted during the review of the topic—if the author is authorized to express an opinion.

The writer must keep certain points in mind, including clarity of language and avoiding long, convoluted sentences; instead, short sentences containing a single idea are preferred, as well as the use of illustrative aids, if possible, such as charts and diagrams, to facilitate reading and save the supervisor’s time.

Finally, there is the review stage to ensure the report’s overall format is correct, verify that the appropriate writing and narrative style is used, removing verbose or digressive sentences, ensuring the text is grammatically correct and free of spelling and grammatical errors, and verifying dates, references, and names.

The phrasing in the report varies depending on the intended message; so when the purpose of the report is to convey information to those in senior management positions and inform them of developments regarding a particular matter, the report should conclude with the phrase «Please be advised» . . When the report aims to prompt necessary and prompt action, it ends with the phrase «Please take the necessary action or instruct that the necessary action be taken» . . And when the report presents a proposal, it should conclude with the phrase «Please review and approve.»

There are some traditional phrases that are not recommended in reports, such as: «We have enclosed herewith,» and it is better to use «We are honored to enclose . ,» and »For your information and reference.» Instead, replace them with «We are pleased to inform you of . .» and other phrases that contain polite, refined words conveying humility, good manners, and sophistication.