Report Writing Notes

Report Writing

Definition of a Report

  • A report is an objective account of a situation, topic, or problem.
  • It is written for a specific audience.
  • It often includes recommendations for solving identified problems or issues.
  • Report types can vary (analytical, informative, integrated, or technical), influencing structure.
  • All reports should be logical, clear, and accurate.

Differences Between Reports and Essays

Purpose:
  • Essays: Present or argue for a position through logical development of paragraphs outlining supporting ideas.
  • Reports: Objectively discuss/analyze a topic, identify issues, and suggest solutions or recommendations.
Structure:
  • Essays:
    • Introduction
    • Body paragraphs
    • Conclusion
    • References
  • Reports:
    • Table of Contents listing sections and sub-sections with headings (sometimes numbered).
    • Order of sections is standard but not all may be required.
    • Brief paragraphs, bulleted lists acceptable.
    • Tables and figures are often included.
    • Recommendations are often included.
Flow:
  • Essays: Reader is expected to read from introduction to conclusion.
  • Reports: Reader may read selected relevant sections using the table of contents.
  • In university assignments, the assessor will read all sections.

Key Questions to Ask When Writing a Report

  • What is the report about? What is it designed to achieve? What is its scope or range? What actions might follow?
  • Is it objective? Are opinions and interpretations appropriate?
  • What subject area criteria or views need consideration?
  • Are there theories, subject bias, ethical views, or assumptions to consider?

Before Researching Task

  • Write a sentence or thesis statement to clarify the subject and purpose of the report.

New Information

  • Some reports need new information. Plan experiments, interviews, measurements, and questionnaires carefully.
  • Consider timelines, length, methods, costs (if applicable), and potential problems.
  • Ensure data will be complete before the report's due date.
  • Request help from your lecturer in designing methods and approaches if needed.

General Report Structure

The following table indicates the usual order of sections in a report and a brief indication of the information required.

Title Page
  • Professional reports: Title of report, author's name, date of submission, who report is written for
  • Assignments: Title of report and your usual required information for assignments e.g. Name, student ID etc.
Abstract or Executive Summary
  • Summarizes aims, findings, and recommendations to provide a brief overview of the entire report.
  • Written last as it covers the full report, but normally the first section read.
Table of Contents
  • List of clear headings and sub-headings to enable quick comprehension of content.
  • Include relevant page numbers.
Introduction
  • Explains aims, objectives, and scope of the report in detail.
  • Identifies any limitations.
Methods & Results
  • Usually only included in science reports
  • Writing a scientific lab report? These reports usually have more specific requirements.
Body of Report
  • Discussion of the topic of the report.
  • Use headings and sub-headings for clarity if lengthy discussion is required.
  • Sources should be referenced.
Conclusions
  • Highlights the significance of the main points detailed in the body of the report.
Recommendations
  • Suggestions for improvement of any identified issues.
  • May be combined with discussion in some less traditional report styles.
Reference List
  • List of all sources of information formatted in required referencing style.
Appendix/Appendices
  • Contains supporting information that is too detailed for the body of the report.
  • Appendices should be labelled, Appendix A (Title e.g., SA Council Boundaries), Appendix B (Title) etc., and must be referred to in the discussion in the body. e.g., See Appendix A for a map of SA council boundaries.

PLEASE NOTE:

  • The above is a general guide to report structure.
  • Follow the guidelines given by your lecturer and remember to ask for clarification if you are unsure about what is required for your particular task.
  • Many lecturers do not require all of the above sections in their assessment tasks.

Information Needed for Reports

  • Lecturers usually provide:
    • The topic or subject of the report
    • The required length and due date
    • The purpose of the report and its audience
    • The required structure: sections to be included and those not required.
  • Some lecturers also provide a detailed format particular to the field of study, including information about abstracts, summaries, conclusions, recommendations, and how these are to be presented.
  • Follow your lecturer's specific requirements.

Style

  • Most reports require an impersonal passive style.
    • For example: 'The statistics were presented to the committee', rather than 'I (or we) presented the statistics to the committee'.
  • To express uncertainty or doubt, use modal verbs ('may', 'might', 'could') or adverbs ('perhaps', 'possibly').
  • Tables, graphs, and diagrams can be used if appropriate, labelled clearly, and referred to in the text. e.g. Table 1 indicates that…

Table of Contents

  • Creating a Table of Contents is an important process in planning and presenting a clear, long report.
  • Decide on appropriate headings and sub-headings to guide the reader.
  • Headings and sub-headings should be concise and clearly indicate the section's subject.
  • If numbering sections, the Introduction is the first section to be numbered. The first body section will be 2.0, and its sub-sections will be 2.1 and 2.2.
  • Do not go beyond 2 sub-sections under each section.
  • Include page numbers with each heading if the report is long.
Example:
Table of Contents
1.0 Introduction........................................................................................ 5
2.0 Studying overseas.................................................................................. 5
    2.1 Advantages........................................................................................ 5
        2.1.1 Cross-cultural learning................................................................ 6
        2.1.2 Independence............................................................................ 6
        2.1.3 Broaden networks....................................................................... 6
    2.2 Disadvantages................................................................................... 7
        2.2.1 Cultural adjustment................................................................. 7
        2.2.2 Isolation.................................................................................. 7
        2.2.3 Homesickness.......................................................................... 8
3.0 Studying in home country...................................................................... 8

Editing Checklist

  • Ensure data and facts are accurate.
  • Data has been analyzed according to guidelines.
  • Conclusions and recommendations logically follow the data.
  • Tables, graphs, diagrams, and charts conform to guidelines.
  • All references (in-text and reference list) are accurate and complete.
  • The word count meets requirements.
  • All report requirements are met.
  • The document is formatted according to expectations.

Proofreading Checklist

  • Check for spelling, punctuation, grammar, and expression mistakes.
  • Headings and sub-headings match content.
  • Sections are in the correct order.
  • The Table of Contents lists correct page numbers.
  • All sources are in the reference list and correctly formatted.