Writing reports
Study guide
This guide has been
written to provide a general introduction to writing reports. It outlines the
typical structure of a report and provides a step by step guide to producing
reports that are clear and well structured.
Other useful guides: Writing for science; Avoiding plagiarism; Referencing and
bibliographies.
What
is a report?
A report is written
for a clear purpose and to a particular audience. Specific information and
evidence are presented, analysed and applied to a particular problem or issue.
The information is presented in a clearly structured format making use of
sections and headings so that the information is easy to locate and
follow.
When you are asked to
write a report you will usually be given a report brief which provides you with
instructions and guidelines. The report brief may outline the purpose, audience
and problem or issue that your report must address, together with any specific
requirements for format or structure. This guide offers a general introduction
to report writing; be sure also to take account of specific instructions
provided by your department.
What
makes a good report?
Two of the reasons why
reports are used as forms of written assessment are:
·
to find out what you have learned from your reading, research or
experience;
·
to give you experience of an important skill that is widely used
in the work place.
An effective report presents and analyses facts and evidence
that are relevant to the specific problem or issue of the report brief. All
sources used should be acknowledged and referenced throughout, in accordance
with the preferred method of your department. For further information see
the Learning Development guide: Avoiding Plagiarism. The style of writing in a report is usually less
discursive than in an essay, with a more direct and economic use of language. A
well written report will demonstrate your ability to:
·
understand the purpose of the report brief and adhere to its
specifications;
·
gather, evaluate and analyse relevant information;
·
structure material in a logical and coherent order;
·
present your report in a consistent manner according to the
instructions of the report brief;
·
make appropriate conclusions that are supported by the evidence
and analysis of the report;
·
make thoughtful and practical recommendations where
required.
The
structure of a report
The main features of a report are
described below to provide a general guide. These should be used in conjunction
with the instructions or guidelines provided by your department.
Terms of Reference
Under this heading you could
include a brief explanation of who will read the report (audience) why it was
written (purpose) and how it was written (methods). It may be in the form of a
subtitle or a single paragraph.
A report submitted in fulfilment
of the requirements for Course GL456, Department of Geology, Univeristy of
Leicester.
Example of terms of reference
Summary (Abstract)
The summary should briefly
describe the content of the report. It should cover the aims of the report,
what was found and what, if any, action is called for. Aim for about 1/2 a page
in length and avoid detail or discussion; just outline the main points. Remember
that the summary is the first thing that is read. It should provide the reader
with a clear, helpful overview of the content of the report.
Exposure of rocks belonging to
the Charnian Supergroup (late Precambrian) were examined in the area around Beacon
Hill, north Leicestershire. This report aims to provide details of the
stratigraphy at three sites - Copt Oak, Mount St. Bernard Abbey and Oaks in
Charnwood. It was observed that at each of these sites, the Charnian Supergroup
consists mainly of volcaniclastic sediments (air-fall and ash-flow tuffs)
interbedded with mudstones and siltstones. These rocks show features that are
characteristic of deposition in shallow water on the flanks of a volcano (e.g.
welding and alteration of ignimbrites). Further studies are required to
understand depositional mechanisms and to evaluate the present-day thickness of
individual rock units.
Example of a summary (abstract)
Contents (Table of
Contents)
The contents page should list the
different chapters and/or headings together with the page numbers. Your
contents page should be presented in such a way that the reader can quickly
scan the list of headings and locate a particular part of the report. You may
want to number chapter headings and subheadings in addition to providing page
references. Whatever numbering system you use, be sure that it is clear and
consistent throughout.
Introduction
The introduction sets the scene for the main body of the
report. The aims and objectives of the report should be explained in detail.
Any problems or limitations in the scope of the report should be identified,
and a description of research methods, the parameters of the research and any
necessary background history should be included.
In some reports, particularly in
science subjects, separate headings for Methods and Results are used prior to
the main body (Discussion) of the report as described
below.
Methods
Information under this heading
may include: a list of equipment used; explanations of procedures followed;
relevant information on materials used, including sources of materials and
details of any necessary preparation; reference to any problems encountered and
subsequent changes in procedure.
Results
This section should include a
summary of the results of the investigation or experiment together with any
necessary diagrams, graphs or tables of gathered data that support your
results. Present your results in a logical order without comment. Discussion of
your results should take place in the main body (Discussion) of the report.
Discussion
The main body of the report is
where you discuss your material. The facts and evidence you have gathered
should be analysed and discussed with specific reference to the problem or
issue. If your discussion section is lengthy you might divide it into section
headings. Your points should be grouped and arranged in an order that is
logical and easy to follow. Use headings and subheadings to create a clear
structure for your material. Use bullet points to present a series of points in
an easy-to-follow list. As with the whole report, all sources used should be
acknowledged and correctly referenced. For further guidance check your
departmental handbook and the Student Learning Centre guide: Referencing and Bibliographies.
Conclusion
In the conclusion you should show
the overall significance of what has been covered. You may want to remind the
reader of the most important points that have been made in the report or
highlight what you consider to be the most central issues or findings. However,
no new material should be introduced in the conclusion.
Appendices
Under this heading you should
include all the supporting information you have used that is not published.
This might include tables, graphs, questionnaires, surveys or transcripts.
Refer to the appendices in the body of your report.
In order to assess the popularity
of this change, a questionnaire (Appendix 2) was distributed to 60 employees.
The results (Appendix 3) suggest the change is well received by the majority of
employees.
Example of use of appendices
Bibliography
Your bibliography should list, in
alphabetical order by author, all published sources referred to in your report.
There are different styles of using references and bibliographies. Refer to the
study guide Referencing and Bibliographies and check your departmental handbook for
guidelines. Texts which you consulted but did not refer to directly could be
grouped under a separate heading such as 'Background Reading' and listed in
alphabetical order using the same format as in your bibliography.
Acknowledgements
Where appropriate you may wish to
acknowledge the assistance of particular organisations or individuals who
provided information, advice or help.
Glossary of
Technical Terms
It is useful to provide an
alphabetical list of technical terms with a brief, clear description of each
term. You can also include in this section explanations of the acronyms,
abbreviations or standard units used in your report.
You will not necessarily be required
to use all of the headings described above, nor will they necessarily be in the
order given here. Check your departmental guidelines or instructions.
Writing the report: the essential stages
All reports need to be clear,
concise and well structured. The key to writing an effective report is to
allocate time for planning and preparation. With careful planning, the writing
of a report will be made much easier. The essential stages of successful report
writing are described below. Consider how long each stage is likely to take and
divide the time before the deadline between the different stages. Be sure to
leave time for final proof reading and checking.
Stage One:
Understanding the report brief
This first stage is the most
important. You need to be confident that you understand the purpose of your
report as described in your report brief or instructions. Consider who the
report is for and why it is being written. Check that you understand all the
instructions or requirements, and ask your tutor if anything is unclear.
Stage Two:
Gathering and selecting information
Once you are clear about the
purpose of your report, you need to begin to gather relevant information. Your
information may come from a variety of sources, but how much information you will
need will depend on how much detail is required in the report. You may want to
begin by reading relevant literature to widen your understanding of the topic
or issue before you go on to look at other forms of information such as
questionnaires, surveys etc. As you read and gather information you need to
assess its relevance to your report and select accordingly. Keep referring to
your report brief to help you decide what is relevant information.
Stage Three:
Organising your material
Once you have gathered
information you need to decide what will be included and in what sequence it
should be presented. Begin by grouping together points that are related. These
may form sections or chapters. Remember to keep referring to the report brief
and be prepared to cut any information that is not directly relevant to the
report. Choose an order for your material that is logical and easy to
follow.
Stage Four:
Analysing your material
Before you begin to write your
first draft of the report, take time to consider and make notes on the points
you will make using the facts and evidence you have gathered. What conclusions
can be drawn from the material? What are the limitations or flaws in the
evidence? Do certain pieces of evidence conflict with one another? It is not enough
to simply present the information you have gathered; you must relate it to the
problem or issue described in the report brief.
Stage Five: Writing
the report
Having organised your material
into appropriate sections and headings you can begin to write the first draft
of your report. You may find it easier to write the summary and contents page
at the end when you know exactly what will be included. Aim for a writing style
that is direct and precise. Avoid waffle and make your points clearly and concisely.
Chapters, sections and even individual paragraphs should be written with a
clear structure. The structure described below can be adapted and applied to
chapters, sections and even paragraphs.
·
Introduce the main idea of the chapter/section/paragraph
·
Explain and expand the idea, defining any key terms.
·
Present relevant evidence to support your point(s).
·
Comment on each piece of evidence showing how it relates to your
point(s).
·
Conclude your chapter/section/paragraph by either showing its
significance to the report as a whole or making a link to the next chapter/section/paragraph.
significance to the report as a whole or making a link to the next chapter/section/paragraph.
Stage Six:
Reviewing and redrafting
Ideally, you should leave time to
take a break before you review your first draft. Be prepared to rearrange or
rewrite sections in the light of your review. Try to read the draft from the
perspective of the reader. Is it easy to follow with a clear structure that
makes sense? Are the points concisely but clearly explained and supported by
relevant evidence? Writing on a word processor makes it easier to rewrite and
rearrange sections or paragraphs in your first draft. If you write your first
draft by hand, try writing each section on a separate piece of paper to make
redrafting easier.
Stage Seven:
Presentation
Once you are satisfied with the
content and structure of your redrafted report, you can turn your attention to
the presentation. Check that the wording of each chapter/section/subheading is
clear and accurate. Check that you have adhered to the instructions in your
report brief regarding format and presentation. Check for consistency in
numbering of chapters, sections and appendices. Make sure that all your sources
are acknowledged and correctly referenced. You will need to proof read your
report for errors of spelling or grammar. If time allows, proof read more than
once. Errors in presentation or expression create a poor impression and can
make the report difficult to read.
Feedback
Any feedback from tutors on
returned work can be used to create a checklist of key points to consider for
your next report. Identify priority areas for attention and seek out further
information and advice. Speak to your tutor or an adviser from the Learning
Development. Used in this way, feedback from tutors can provide a useful tool
for developing and improving your writing skills.
