Most of my work for the past 10 years has involved evaluation, a sub-genre of bureaucratic writing with some very particular requirements. Chief among them is that the report must communicate to policymakers and provide them with the information they need to make decisions. Though the following list of characteristics was developed specifically for evaluation, many of them are appropriate for any sort of institutional writing.
A well-written evaluation answers these questions early in the report:
- Why did you do the evaluation?
- What did you do?
- Who did you do it for (who else might benefit)?
- How do you expect the results to be used (directly influence policy, affect conceptualization, persuade others of a new direction)?
A well-written evaluation is also:
Easy to Use
- Material organized coherently and in a way that will make sense to the reader
- Clearly labeled sections, tables, charts, boxes
- Main points summarized in predictable, convenient location
- Explains its metrics, models, and methods
- Written with the audience/reader in mind
- Visually effective – uses elements to help browsers find what they need without having to wade through acres of text
- Length appropriate to the argument presented
Easy to Understand
- Delivers what it promises, does not over-promise, does not deliver more than is needed
- Illustrates general points with specific, easily understood examples
- Answers the evaluative questions it poses (clearly identifying them as the answers)
- Avoids ambiguity and abstractions
- Explains its concepts
- Avoids clichés, tired metaphors, overused or vague language, and jargon
- Is free of generalizations, misstatements, exaggeration, pontification, advocacy, inconsistency, and irrelevancies
- Presents all the evidence necessary to support its main points
- Leads the reader from evidentiary facts, to conclusions, lessons, and recommendations
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