Begin the software report with prescribed formatting. Commonly, such formatting includes title page or memo page and a list of figures, if you are including such. Figures may be tables, graphs, screen shots or other images pertinent to the report. Be sure to identify yourself as the writer, name the project, and include the date you prepared the report and the status of the software or project, if appropriate.
Detail the issue or issues involving the software. In an update on software development, detail any issues or problems that have arisen and, if appropriate, the solutions that have been deployed. In a software test report, include testing results and appropriate actions that are being taken to rectify any identified problems. A bug report needs to inform the programmer or other appropriate information technologist the exact nature of the problem, including precise directions on how to find the problem.
In writing the report, be specific. Do not assume that the reader, regardless of whom it is addressed to, will know what to do. Provide step by step instructions, even if they seem simplistic and inane. It may be necessary to enumerate the steps, such as "1) Open such-and-such a file" or "2) Press Alt-L." There is no excuse for turning in a sloppy or confusing report.
Provide detail in your report. Again, do not assume your readers know what you know. Details are crucial and it is far better to say too much than not enough. The reader would rather have more information than finish reading the report and have unanswered questions or, worse, finish reading and be confused.
Avoid language and words that are not clear. For example, do not use "it" when referring to the specific software. Rather than saying "it opened an error window," say, "Software X opened an error window that...." and then detail the error window message. If there is an issue with a specific application or function, describe it in detail with precise language. Even if you have to repeat yourself when describing problems or issues, do so for the sake of clarity.
Before you submit the report, close your office door and read it aloud. If there are grammatical errors or problems with syntax, you will hear them and can correct them immediately. As you review the report, make sure you have been precise and accurate and that you have detailed everything clearly and succinctly so that your will not be misinterpreted or misunderstood.