Writing Reports
Reports have many names, purposes and formats, and are usually written to specifications. That is, you are given the format details as well as the subject of the report.
REQUIRED INFORMATION
Lecturers requiring written reports normally provide you with this information:
- The topic or subject of the report.
- Required length and due date.
- A clear idea of its purpose and its audience.
- The format: headings to be used and their order.
Many lecturers also provide:
- A detailed format including information about abstracts, summaries, conclusions, recommendations, and how these are to be presented.
- A model of a similar report showing style, and how diagrams and statistics are to be presented. This is normal practice in government and industry.
ASK YOURSELF:
- What exactly is the report about?
- What is it designed to achieve?
- What is its scope or range?
- What actions might follow from it?
- Is it objective and scientific? Are opinions and interpretations appropriate?
- What subject area criteria or views need to be considered?
- Are you aware of any theories, subject bias, ethical views or assumptions you need to keep in mind?
BEFORE YOUR SEARCH
- Use the structure headings as a plan.
- Note research information under these headings on separate pages.
- Write a sentence or thesis statement clarifying the subject and purpose of the report. This may be used later in the report.
- Make headings specific. 'Introduction' may be better as 'Purpose' or 'Background'. 'Conclusion' may be better as 'Findings' or 'Recommendations'.
- Make a final check that you have all the information you need before you start to read, research or experiment.
NEW INFORMATION
Some reports require new information - information that has not yet been published by anyone else.
Plan experiments, interviews, measurements, questionnaires and other research methods carefully. Consider timelines, size, costs, methods and problems.
Make sure the data will be complete well before the due date of the report.
Get help designing methods and approaches if you're uncertain.
RESEARCHING
- Read only what you know is relevant.
- Read at an appropriate length. If only a little information is required about a topic, just read as much as you need.
- Note only what you need. Notes will normally be about 20 per cent of the final report length.
- Notes should be short. Either briefly acknowledge quotations or rewrite information in your own words. This helps you to understand, and avoids copying and plagiarism (remember, though, that someone else's ideas still need to be acknowledged even if you rewrite the original text).
- Write accurate bibliographic information about each source as you read it. Separate cards make it easier to alphabetise an index or references later (Microsoft Word also has a tool for alphabetising lists such as reference lists: simply highlight the entire list, then press the button in the Paragraph section of the Home tab which has an A above a Z and a downwards-pointing arrow).
WRITING THE DRAFT
- Aim to write one draft only, which will be edited to provide the final copy.
- Keep your audience in mind as you draft.
- Because you have planned headings, some sections of the report can be written before the research is completed.
- Write the draft quickly and carefully to reduce later editing work. If you are ready to write the draft, you should have few delays. Don't stop to check spelling, punctuation or word choice. This is best done at the editing stage.
- Remember, reports impress through their accuracy and clarity rather than style.
- Reports should be concise: 'a word saved is a dollar saved'.
- Sentences are normally no longer than 21 words for most audiences.
- Explain terms that the reader may not know or where clarity requires it. Explain symbols, abbreviations, diagrams and statistics, if necessary.
- Some reports might require an impersonal, passive style. In such cases, the sentence 'The climber was provided with a camera' would be preferred over 'We gave the climber a camera'. Clarify this with your lecturer if you are in doubt.
- Decide on the numbering system before you start writing the draft. There are many different systems in use.
- Use short forms - tables, lists, notes, diagrams - where possible. Readers usually don't want long reports.
- Express doubt where there is uncertainty or alternative interpretations by using 'probably' or other modifiers.
EDITING
Reports are scanned visually by skilled readers, not read word-for-word in most cases. The visual pattern is what matters. What it sounds like is not relevant.
When editing:
- Be meticulous about references, footnotes, endnotes, bibliography and analysis.
- Check that the argument is logical.
- Make sure the purposes of the report have been met.
- Check the accuracy of data and facts.
- Include all specific parts.
- Make sure that conclusions and recommendations follow the data.
- Use an appropriate size and colour of paper. Ensure that margins, spacing, tables, graphs, diagrams and illustrations are all correct and used appropriately.
PROOFING
After editing, proofread the final copy to eliminate errors in spelling, punctuation, grammar and formatting.
Keep your notes and a hard copy of the report until they are no longer required.
See relevant journals in the library for examples of reports in your area of study. Lecturing staff may be able to help with further reading suggestions in particular subjects.
SEARCH THE CATALOGUE
The Online catalogue is available via the LLC website. To find LLC resources on report writing use these key terms:
- Business report writing
- Report writing
- Report writing - study and teaching.
If you need extra help, ask a librarian! You can do this in person, over the phone (9279 2428), or send email to LLC.
