You may think you’re a whiz at completing reports, but did you know there are specific ways to state the obvious that can help you to write an even better report? What is the best way to describe common characteristics, and what kind of language should you avoid?
Height: This can only be an estimation, as it would generally be awkward to ask, “Hey, how tall are you?” It is most effectively done relative to your own and to whatever the person may be standing on, especially since you know your own height. For example, if you’re 6’0” and someone is the same height but standing on a one inch platform, assume they’re 6’0”.
Age: This is also difficult, but can be expressed in a range such as “in their twenties” or “mid thirties”.
Hair: Color, length, or style is more distinguishable, and whenever possible, should and can be described to the greatest detail.
Quantify: What you saw and experienced in numbers, figures and within the guidelines whenever possible. For example, don’t write, “We waited a long time”. Instead, write, “We waited 5 minutes.”
Do not use vague language: Words such as, “lots”, “big”, “about” or “kind of” This may not only mislead the reader, but it may cause the reader to have absolutely no idea what it is you are talking about.
Do not use extreme words: These will detract from the report’s objectivity and impair the reader’s understanding through obfuscation. For example, once you write, “This place really sucked” or “I hated all the servers”, the reader is no longer as focused on the guidelines and comparing them to any objective data you did provide.
Drama is bad: Your report is the last place any kind of drama should appear. If you write that, “I’ve never been treated so horribly in my life”, that doesn’t help the reader very much at all. In such an event, your observations, including quotes whenever possible, speak for themselves.
Don’t suggest corrective action should be taken: You are there to provide data for others to use in formulating a decision on what correction is necessary. If the restroom is filled with cockroaches, don’t write, “You guys really need to clean up your restrooms”. Write, “I noticed cockroaches in the restroom.” The reader will figure out that clean up is necessary.
Simply StateThe Obvious: These are critical such as whether the employee was in a wheelchair, had tattoos, piercing, specific jewelry, nametags, uniforms, weight in some cases, glasses, clothing or mannerisms. Try to avoid comments that could be perceived as biased racially, gender wise, or in other ways. For example, for an extremely obese server, you would not want to say she was “big and huge” Simply stating the server was obese or appeared overweight is sufficient.
Taking care to use the right words to accurately describe your experience will make your more valuable to the companies who hire you.
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