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REPORT WRITING
The material included in this short guide has been gathered and adapted from the
following publications:
A Handbook of Writing for Engineers by Joan van Emden
Effective Business Reports by R.W. Poe
How to Write and Present Technical Information by C.. !ides
Reading Writing and Reasoning by "avin #airbairn and Christopher Winch
Report Writing by Joan van Emden and Jennifer Easteal
The !ature "tudent#s $uide to Writing by Jean Rose
Writing Technical Reports by $ruce %. Cooper
Part & of the guide considers the differences between reports and essays' ta(es you
through the main steps in the report writing process and loo(s at a sample report
structure. Part ) e*amines issues of style and clarity and provides some basic tips for
the use of graphics.
The guidelines are intended to provide useful general advice for writing reports both
as part of an academic course and for wor( purposes. +t is important to also ta(e
account of any specific ,house rules- that might apply to your particular course of
study or in your wor( situation.
.ther useful guides for students whose first language is not English are:
Build %our Business $rammar by Tim $ower
Build %our Business &ocabular% by John #lower
PART 1
HOW DOES A REPORT DIFFER FROM AN ESSAY?
Written for specific purpose
Targeted at specific audience
!ystematic presentation of facts
#ocus on facts' not personal view
ighly structured format to lead reader /uic(ly to main themes and findings
0se of headings' sub headings' numbering and bullet points
0se of graphics to present information
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REPORT WRITING STAGES
Ste! 1 ' ($ari)% %"ur !ur!"se
Why are you writing the report1
To inform1 E*plain1 Evaluate1 2dvise1 Recommend1
What do you hope to achieve1
'larification of procedures( 'hange in practice( 'hange in attitude( Action of
some other sort(
Who will read it1
Who is %our main reader(
What does he alread% know about the sub)ect(
What are his e*pectations(
What are his attitudes(
What does he want to know(
Is he likel% to readil% accept %our ideas(
ow will the report be used1
Ste! * ' ("$$ect and si)t &ateria$
Jot down ideas relevant to your purpose in note form
%a(e an action plan 3 what to do and in what order
"ather information:
E*amination of documents4 visits4 interviews4 observation etc.
5ote information and sources as you find them
!ift findings for relative importance and relevance
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Ste! + ' Oranise t,e &ateria$
#ollow recommended structure for your sub6ect
"roup into sections and subsections
Plan logical order appropriate to sub6ect:
- from most important findings to least important
- chronological
- geographical
- from current position detail progressively what led to it
7eep sections watertight
5ot too much information in each section
Ste! - ' Dra)t and edit.redra)t
Present facts accurately' clearly and concisely in main body
Evaluate facts in conclusion
0se impersonal' ob6ective style
0se formal language.
0se clear' concise language
Choose words that convey a precise and ob6ective meaning
0se simple' straightforward sentence construction and words
0se con6unctions and lin(ing phrases to show connection between ideas
2void bossy or condescending tone
Put aside for a day or two then edit for content and style
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Ste! / ' Presentati"n ") )ina$ dra)t
Chec( house style of layout
0se clear headings and subheadings
Ran( headings clearly 3 use indentations
0se clear numbering for sections' subsections and paragraphs
0se appendices for detailed findings
0se tables and graphs if appropriate
Chec( grammar' punctuation and spelling
SAMPLE REPORT STR0(T0RE1
This structure' with its clear ran(ing of headings and indentations' would be suitable
for a long' detailed report. 2 short report may not re/uire such a formal structure.
1232 TITLE PAGE
*232 S0MMARY
!uccinct overview including ob6ectives' (ey conclusions'
recommendations and implications 9some readers may stop here:
+232 (ONTENTS
+nclude: section headings' subsections' illustrations' appendices etc.'
with page numbers
-232 TERMS OF REFEREN(E
+nclude: bac(ground' purpose and aims' who as(ed for it' scope of
research' constraints' special considerations
/232 MAIN 4ODY5 !r"cedure.)indins and ana$%sis
/212 First Main Secti"n
/2*2 Sec"nd Main Secti"n
;.).& #irst subsection
;.).) !econd subsection etc.
6232 (ON(L0SIONS
<in( bac( to Terms of Reference and base clearly on findings.
7232 RE(OMMENDATIONS
8232 APPENDI(ES
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REPORT EDITING (HE(9LIST
Purpose and aims clear1
Readers> needs ta(en into account1
%ain points included1
Points supported by evidence1
2ll information relevant to purpose1
$alance between sections ..7.1
2ny repetition1
.rder logical1
+deas follow through1
eadings and numbering clear1
+nformation presented clearly1
?o figures add up1
Conclusions and recommendations clearly lin(ed to purpose and based on
findings1
"ood use of graphics1
<anguage clear and easy to understand1
!tyle formal1
Tone suited to purpose1
2ny unnecessary words@phrases1
"rammar@punctuation correct1
!pelling ..71
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PART *
0SE AN O4:E(TI;E< IMPERSONAL STYLE1
Passive used traditionally to show unbiased presentation of facts:
,+t will be found thatA- not ,Bou will find thatA-
,+t is recommendedA- not ,+ recommendA-
,?ifficulties were encountered- not ,We encountered difficulties-
But:
Can sound contrived and stuffy and seem to hide personal responsibility
!ome personal interpretation of facts li(ely in conclusions and recommendations
%odern practice often allows use of ,+-' ,We-' ,Bou-
$e guided by ,house- practice
$e guided by reader' purpose and ,ownership- of report
2void using terms that suggest bias: e.g. ,bureaucrats-' ,fat cats-' ,elitist-' ,spurious-
Active "r !assive?
?epends where the focus@emphasis is:
- #act or action the main focus1 3 0se the passive.
e.g. Penicillin was discovered by !ir 2le*ander #leming
2n observer was sent
- Want to emphasise the ,doer-1 C 0se the active
e.g. !ir 2le*ander #leming discovered penicillin.
%anagement sent an observer
2ctive is more direct and clear
Passive uses more words 3 more room for grammatical errors
.veruse of passive can ma(e heavy reading
2void cumbersome passive e*pressions by 6ust stating opinion directly
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e.g. ,This system needs to be changed- not ,+t is believed that this system needs
to be changed-
E=PRESS IDEAS (LEARLY
9ee! sentence structure si&!$e and av"id "ver'$"n sentences1
The reports indicated by the tic(s will be issued from the new library' any not in it
being immediately transferred from the old library' and all of these' together with a
copy of the list' will be ta(en bac( to the member of staff.
Identi)% t,e &ain idea and ive it a se!arate sentence1
The reports mar(ed with tic(s will be issued from the new library. 2ny reports not in
the new library will be transferred from the old library. 2ll of these' together with a
copy of the list' will be ta(en bac( to the member of staff.
5.$. Eary sentence length for effect 3 a short sentence after a string of
longer ones can have greater impact.
P$ace acti"n in ver#s< n"t n"uns
Compare: ,The ?epartment collects payments and notifiesA-
,The function of the ?epartment is the collection and notificationA-
(,""se >"rd "rder )"r e&!,asis1
("&!are t,ese1
2. 2lthough the machine was badly damaged' it could be repaired.
The machine was badly damaged' although it could be repaired.
$. The machine was overhauled' after which it wor(ed at full capacity.
The machine wor(ed at full capacity after it was overhauled.
Watc, %"ur ra&&ar?
W,at@s >r"n >it, t,ese sentences? A&ended versi"ns in ita$ics2
Wor(ing with the lathe' the table had a smooth finish.
+After it had been worked on with a lathe the table had a smooth finish,
Rusting badly though it was' Jim>s brain told him that he would buy the car.
+-im#s brain told him that he would bu% the car even though it was rusting badl%,
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0sed for long periods without ventilation' overheating can cause damage to the
instrument.
+If the instrument is used for long periods without ventilation overheating can cause
damage to it.,
The run time chec(s indicate at what point of the process the computer is currently
at. +/elete the second 0at1,
The failure of the systems which we have installed recently have led to the current
financial crisis.
+The failure 2 has led to 2,
Each of the systems which we have installed have created initial problems.
+Each of the s%stems 2 has created 2,
%anuals are mainly held in the print room' but some by individuals which are often
uni/ue.
+!anuals are mainl% held in the print room but some which are often uni3ue are
held b% individuals,
0se !$ain En$is,1
$efore: The problem was e*acerbated by the e*istence of unclear perceptions by
those engineers involved in the pro6ect of who the client really was.
2fter: The engineers involved in the pro6ect were unsure of the client>s identity. This
made the problem worse.
$efore: +t is desired to draw attention to the necessity that the regulations governing
procedures established to ensure safety in the event of fire should be observed by all
residents.
2fter: Residents should obey the fire drill regulations.
$efore: 2 wellCconceived organisation constitutes a fundamental component of
efficacious office management.
2fter: "ood office management can come about only if there is the right (ind of
organisation.
0se c$ear< !recise $anuae1
$efore: 2t present no fa* is logged' they used to be but they got too busy to continue
the system.
2fter: .wing to pressure of wor(' fa*es are no longer logged.
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Av"id A#usiness'eseB1
$efore: ProfitCwise' the company would be in a much better position if an attempt
were made to ma*imise the utiliHation of mechanical e/uipment in order to optimise
on the greatest economies.
2fter: The company will earn a bigger profit if mechanical e/uipment is used
whenever possible to (eep costs down.
Av"id a#stract >"rds and !,rases1
The trac( was in a wet condition
9i.e. The trac( was wet:
The distribution of demand is of a widespread nature 9i.e. The distribution of demand
is widespread:
Av"id "ver'usin i&!recise >"rds1
2ppreciable' case' condition' certain' consideration' factor' facilities' overall'
practically' real' relatively' situation' tendency
Av"id A)i$$erB !,rases1
2ccording as to whether 2 certain amount of
2 high degree of 2s far as CCC is concerned
#or the reason that 2t the present time
#rom the CCC point of view aving a value of
aving regard to +n a number of cases
+n connection with +n relation to
+n spite of the fact that +n the case of
+n the event of +n the ma6ority of instances
.wing to the fact that Provides a means by which
Referred to as With a view to
Use simple prepositions instead!
0SE OF GRAPHI(S ' TIPS
"raphics 9e.g. table' chart' graph' diagram: are useful for presenting numerical
information.
Chosen graphic should :
be appropriate to the information
9e.g. line graph to show patterns@trends4 bar chart to show comparative data for
given time period4 pie chart to show relationship of parts to whole:
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add something to the te*t' not 6ust duplicate
9interpret significant figures in the te*t:
be simple' uncluttered and easy to read
be to a sensible scale so information can be easily e*tracted
have title' number and clear labelling
be sensibly placed on the page
C as close to the relevant te*t as possible
C not interrupt the flow of reading
be consistent with other graphics in siHe' lettering' shading' colouring and
positioning
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