Determine the Purpose

Start by asking yourself some questions:

1. Why am I writing this?

To answer this question, you should determine:

> What specific information do I require?

> Do I need to explain known facts?

> Have I been asked to analyze a situation or recommend a particular line of action?

> Do I need to review a course of action?

2. What do I want to achieve?

To answer this question, you should determine:

> Is the report meant to generate an action?

> How persuasive should I be?

> Do I need to come to a conclusion or make a decision about a specific matter?

Your “Purpose Sentence”

This is where you state your reasons for preparing the report; it can be written as either a statement or a question. Spend some time composing your purpose sentence, and use these examples as a guide:

To determine ways to improve employee morale. (statement)

To design a new chain of command for the production sector. (statement)

Should new vehicles be purchased to replace the older models? (question)

Should the company provide day-care facilities for the children of staff? (question)