Professional Documents
Culture Documents
L E A R N I N G
D E V E L O P M E N T
C E N T R E
Report writing
Report
writing
Anne Hilton
Contents
Introduction to this study pack ....................................................... 3
Objectives .........................................................................................3
Brief .................................................................................................. 4
1 Introduction ..........................................................................5
1.1 Why reports are written ........................................................... 5
1.2 The report format ..................................................................... 6
1.3 Constitution of a report ............................................................ 8
1.4 How reports are read ................................................................ 8
2 The report structure ...........................................................11
2.1 The title page .......................................................................... 11
2.2 The summary .......................................................................... 12
2.3 The contents list ...................................................................... 12
2.4 The introduction ..................................................................... 15
2.5 The main body of the report .................................................. 16
2.6 The conclusions and recommendations ................................ 18
2.7 The appendices ....................................................................... 19
2.8 The bibliography ..................................................................... 19
2.9 Summary writing..................................................................... 20
3 Some notes on planning and writing reports .................... 22
3.1 Deciding what information is needed ................................... 22
3.2 Gathering information ............................................................ 22
3.3 Analysing information ............................................................. 23
3.4 Writing up ............................................................................... 23
3.5 Review and typing ................................................................... 24
4 Bibliography ........................................................................26
Report writing activity ................................................................... 28
Objectives
By the end of this study pack, you should be able to:
Brief
Your Students Union (SU) has been asked by the Local Authority to
comment on student accommodation in your area. The SU has asked
you to prepare a report for the Local Authority which will establish
that the institution (university/college) is responsible for making sure
sufficient accommodation is available to their students.
You are asked to consider, firstly, the effects that high rents have,
especially now that most students are supported by loans and,
secondly, the deteriorating quality of both private accommodation and
student hostels. Another problem is the of lack of housing benefit
available to students which is particularly significant where
accommodation has to be retained in the vacations.
Meanwhile the government intends to increase the total percentage of
young people in higher education, which also has strong implications
for availability of accommodation.
To enable you to get underway practising your report-writing skills we
will assume you have done all your research! You have read all
relevant publications for the past ten years and looked particularly at
European practice. You have also conducted a survey among your
fellow students and have interviewed fifty local landlords.
Your research has given you the following facts:
you have data for the past ten years to show that availability of
accommodation is worsening;
you have statistics to say that 76.5% of students think all first
year students should be offered places in halls of residence;
Introduction
The first step in report writing is to understand the nature of the
report animal. Those of you who have never written reports or who
have written only essays up to now, or even those of you who have
written bad reports, may feel this is far from easy. This is largely
because you probably do not understand what you are trying to do.
This study pack works on the theory that if you know what you are
doing then practise will quickly make perfect!
The following sections consider the nature of reports with the
intention of getting an understanding of them.
If you wish to take a break, do so after completion of the individual
activities.
Good luck!
1.1
This is distinctly different from the essay format which may ask you to
explore a theme or develop your ideas and so on.
Therefore, it follows that reports are written at the commission or
request of a particular person or group or organisation: your client,
manager or government department. The report is written for a
purpose and for a specific audience. Keep both of these clearly in
mind when you work on the report and pay attention to the brief or
terms of reference you are given for writing the report.
What reports are not is just descriptions taken literally from one text
and then re-written in your own words. The facts should be applied to
the problem. Someone needs your analysis of the situation. Therefore
use the information and avoid quoting it literally.
Activity 1
Bearing in mind the specificity of the need for this report, which of
the following elements would you expect in the brief and which would
you disregard?
a A description of the problem.
b An outline of what information is needed.
c
1.2
Lesson number one is that reports are usually more important than
essays in that a course of action will emanate from them. Many people
forget this and just content themselves with describing the problem.
To summarise so far then, reports, in contrast to essays, are designed
to convey specific information fast and accurately. These two criteria
(speed reading and accurate comprehension) tend to dictate all the
distinct characteristics found in a standard report format and will be
explored later in this text. Meanwhile, the following activity will give
some indicators of what is meant by these criteria.
Activity 2
The following are elements of a report. Tick the ones which are
designed for:
1: speed reading
2: accurate comprehension
1
Hopefully we are now beginning to see why the report format exists!
1.3
Constitution of a report
Basically there are two elements in any report. In order not to forget
this, think of a report as two hands clapping:
One hand: evidence which substantiates your facts should be
presented and the sources identified as references to texts. These are
always listed in the bibliography at the end to enable your evidence
to be checked or followed up.
Other hand: opinion, professional that is. Your considered opinions
are placed as conclusions and recommendations at the end of the
report.
With two hands you are now able to clap! Remember, no-one hears
one hand clapping, so make sure your report has two.
1.4
Summary
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Body
Conclusion
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Appendix
(Windust, 1983)
This is important, because unless you know how reports are read you
will fail to produce a good one. For example, if all the effort is put into
the body of the report with poor conclusions and a weak summary
then it will fail to communicate properly to the reader.
A good report gives the information asked for in the way the reader
wants it. For example, remember to identify your audience; is it a
layman or a fellow colleague? Also, remember the purpose of the
report. This section should have explained the fundamentals and got
you thinking about what and why a report is.
Remember this saying which, whilst not talking about the report
format, does typify it:
then tell them what you already told them (conclusion and
recommendations).
Take note all of you who feel that reports are repetitive this is exactly
so!
Now let us look at the application of report writing.
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title page
summary
list of contents
introduction
appendices
bibliography
This is not a fixed rule. Some reports may not contain everything listed
above, while others may have additional sections. This is just a guide,
but it is the format this package will take you through.
The following sections will enable you to try out your report-writing
skills. Dont worry if this feels odd at first. Relax, you can learn a lot
from your mistakes.
2.1
your name
the date
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Activity 3
So now we can begin report writing.
2.2
Check your brief and turn to page 28 at the back of the pack.
The summary
The next element of a report is a summary, but as the summary is a
description of the finished report it obviously cannot be written until
the report is finished.
For the moment make a mental note that in the report the summary
comes after the title page and before the contents page.
2.3
12
Alpha-numeric
For example:
Page
1
2
3
3
5
6
Summary
1 Introduction
2 First chapter heading
a) section heading
i)
sub-heading
ii)
sub-heading
through to
12 Bibliography
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Decimal
For example:
Page
1
2
3
3
5
6
Summary
1 Introduction
2 First chapter heading
2.1 section heading
2.1.1 sub-heading
2.1.2 sub-heading
through to
12 Bibliography
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2.3.1 Illustrations
Lists of figures and tables or any other illustrative material should
have a different numbering sequence to the text. For example:
Page
Figure i: Table of accident statistics
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they work
13
Activity 4
Now have a go at drafting out a contents list (imaginary for those
following the brief given in this study pack), bearing in mind that this
is best done as soon as you have collected and assimilated all the
information and before you begin writing. Remember, this is where
the report is designed.
The procedure is as follows:
a
When you are ready, turn to page 30 and draft out the contents list.
Return to the next section when you have completed the activity.
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2.4
The introduction
Sometimes called the preface or foreword, it should set the scene and
capture the attention of the reader by stating:
Keep it brief and stick to the salient points only. A history does not
have to go back to prehistoric times. Only include that history which
affects the subject of the report.
First, let us clarify some points which may be a problem.
Aims and objectives may be remembered alphabetically in that A
comes before O. In reality an aim is a general statement of intent and
objectives follow as the specific ways of achieving the aim (e.g.: Im
aiming to get you to write reports. One objective is to get you to write
an introduction).
Research methods are how you plan to find your information. Noone will believe accommodation is inadequate without published
statistics or a survey of the problems, etc.
Activity 5
Before you write the introduction there are things you need from the
brief, so make a note of them here:
Aims of the report ....................................................................................
.................................................................................................................
Objectives.................................................................................................
.................................................................................................................
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2.5
Ensure all related ideas are grouped together and not scattered
throughout the report.
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Activity 6
To try out your skills at writing in report style choose one chapter
from the contents list, but not the introduction or the conclusions. It
does not have to be chapter 1.
The virtue of writing from such a detailed structure as your contents
list is that you can do the easiest bits first. Youll be surprised at how
much easier the problem sections become if you do this. For example,
you might not feel confident about chapter 2 yet, but you could have a
good go at chapter 6.
Draft out the chapter of your choice.
Remember:
Turn to page 32 and write two pages of text. Make up the facts but use
good structure and clear prose. Consult the brief for ideas.
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2.6
Activity 7
Now is the moment of truth. You have to decide what the overall
conclusions were and what you will recommend. The choice is yours,
but it must be supported by good reasons. You must always go with
the evidence.
Again, if you are using the brief provided in this study pack, this
section will be fictitious. For example:
Conclude which method of accommodation has come out as best
government investment
When you are ready, turn to pages 34 and 35 and complete this
section.
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2.7
The appendices
The appendices are where you should put all the supporting
information which would otherwise hinder speed reading of the
report. It is also where you place all the information you have
collected in the form of data, letters and so on. For example,
appendices are used to present the following types of information:
tabular information;
2.8
The bibliography
This may also be called a list of references as it is a list of all the
published evidence you have referred to in the main body of the
report. Your reader, quite reasonably, will want to know the full details
of any texts you say you have referred to. What doesnt go in the
bibliography is non-standard publications such as letters and so on,
which only you have access to.
Remember the texts you refer to are the support for your arguments.
Therefore, do not miss them out of your writing or you will weaken
your case.
An example of citing references is shown on page 8 where Windust is
the author of the diagram shown. The full reference for this will be
shown in the bibliography which you can see at the end of this study
pack.
If you wish, you may also list your background readings. However, if
they are not referred to in the text they should not be included in the
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2.9
Summary writing
Now you should be ready for the summary.
Often called an abstract or precis, the summary should tell in a
nutshell all that the report accomplishes:
its aims (introduction)
Activity 8
If you have completed the activities up to this point you are now in a
position to write a summary of the report, even though you will put it
at the beginning of the report in front of the contents page. Most
students find the summary a great problem, so, to prepare you, fill in
the following gaps first with short notes.
R
20
Remember you are not trying to condense the whole report but are
indicating to your reader the important points, which are:
Aims ..........................................................................................................
.................................................................................................................
Objectives.................................................................................................
.................................................................................................................
Problem ....................................................................................................
.................................................................................................................
Method .....................................................................................................
.................................................................................................................
Findings....................................................................................................
.................................................................................................................
Conclusions ..............................................................................................
.................................................................................................................
Recommendations ...................................................................................
.................................................................................................................
It will be useful if you can supply a short statement for each of these
criteria before you start. When you begin the summary proper, aim for
about half a page of text only! Turn to page 29 to complete the
activity.
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gathering information
writing up
reviewing
checking
3.1
3.2
Gathering information
This must be done systematically in the case of a literature search and
with sound and tested methodology in the case of surveys and so on.
The library will provide packages explaining the basic literature search
strategy, but other investigative methods can be devised through
standard text books and the advice of your tutor. It is important to
ensure that you have gathered all the relevant information on a
systematic and scientific basis to ensure that your report is accurate
and balanced and that your arguments cannot be refuted.
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3.3
Analysing information
This is a very important stage. Do not rush into writing the report too
quickly. You have two tasks:
to be objective
You cannot do either of these in a hurry. Try to put aside your preconceived opinions and look disinterestedly, as a judge would, at the
evidence. Then think how this would best be conveyed to the reader.
Are you sure you have kept your opinions separate for the
conclusions and recommendations?
When you do decide how you will present the facts do not forget to
make references to your sources of information.
3.4
Writing up
When you begin to write remember that your task is:
The report should have a structured unity. To do this, keep the title
and the reader clearly in mind throughout. Note the advice in section
2.5.
For those counting words, count everything from the introduction up
to and including conclusions and recommendations. Nothing else!
Arrange your references so that you remember to cite them, and make
sure that all sections are clearly labelled and numbered. Use plenty of
space when you write up as this makes reading the report quicker and
easier.
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Write the main body of the report first, then work out the appendices
and illustrative content. Next, spend some time working out
professional and competent recommendations and conclusions while
the report is clearly in your mind. Only when this is accomplished
should you attempt to write the introduction and the summary. If you
try to do them first they may not relate to the true report once it is
written. Now you can draw up a contents list and finalise the title!
3.5
Avoid writing in the first person singular (I, we, you, etc.).
Use short sentences for clarity, without slipping into note form.
If you have a number of points always list them rather than talk
about them.
margin spacings
line spacing
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Bibliography
BOWDEN, J. (1991) How to write a report, Plymouth, How to Books.
CHAPPELL, D. (1984) Report writing for architects, London,
Architectural Press (808.06672/CHA).
A bit dry, but has some useful tips.
COOPER, B. M. (1964) Writing technical reports, Harmondsworth,
Penguin (808.0666/COO)
A good business approach.
GORDON, K. (1984) The transitive vampire: An adult guide to
grammar, London, Severn House Pubs (428.2/GOR)
The only book on grammar which makes good bedtime reading!
SCOTT, B. (1984) Communication for professional engineers,
London, Telford (658.4502462/SCO)
A truly excellent book, not in the least limited to engineers.
STAPLETON, T. B. (1983) Pleased to report, London, Estates
Gazette (333.33/STA)
Particularly useful for surveyors and land managers etc.
WILLIS, P. (1983) Dissertation Handbook, London, RIBA
Publications (808.066721021/WIL)
Useful tips particularly on how to incorporate illustrations.
WINDUST, C. (1983) Whats so magical about a report?
Communication of Scientific and Technical Information, April, pp. 7-9
A very succinct account of why we need reports.
HAMILTON, A. Writing matters, London, RIBA Pubs
(808.066/HAM)
Written mainly for architects but good general application.
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