La Trobe University, Language and Academic Skills (ESL).

WRITING A REPORT Note: There are a number of ways to organise the parts of a report. If you are given subject guidelines it is important to follow these. If you are not given guidelines you might need to check with your lecturer how you should present your report.

Some Ways of Presenting the Parts of a Report A Short Report A (long) Business Report Title Page Title Page Introduction Executive Summary Discussion Table of Contents Recommendations Conclusion References Introduction Recommendations Discussion

A Research Report Title Abstract Background/Introduction Terms of Reference/Framework Discussion Methodology Findings Conclusions Recommendations (Only if the report proposes future actions) Bibliography

You might also need to include: A covering letter, Appendices, Glossary, Index Use Numbers, Headings and Spacing to make the sections and points clear

WRITING THE REPORT 1. The Discussion This is where you describe your research. You summarise literature on the topic. Give reasons/evidence for your claims 2. The Introduction 2.1 A Short and Direct Introduction This is usually for a business report and should explain what the problem is, ie define the problem, and state why the report is being submitted, ie define the purpose. Examples Define the problem eg Isolating and eliminating design and production errors has always been a top priority of our company.
Recently, the sophistication of new computer systems we are producing has out-paced our testing capabilities. We have been asked to develop a testing device that can quickly and accurately debug our current and projected systems.

Define the Purpose eg As requested by the board

At the June 1st meeting it was requested that

This report responds to the Boards request for an assessment of our compliance with the Federal NonInflationary Pay and Price Behaviour Standards.

2.2 An Introduction which maps the report. This could be for a business report or a research report. The introduction should: give background information list the objectives of the report perhaps state any limitations, ie what cannot be covered in this report state your response to the issue or topic indicate the methods used to research the problem reveal the structure of the report

3. Recommendations These should: relate to the issues raised in the discussion be supported with reasons be practical Examples Look at the underlined verb phrases. What do they tell you about the time?

I recommend that the Sensory evaluation Department purchase any one of the five PCs- - AT&T PC 6300, HP 150, IBM PC AT 9256K), and Leading Edge PCthat meet all our stated criteria. A solution to the problem of the ineffective key-words-filing system would be to employ one of the sensory analysts for 3 hours per week to manually record the reports in the filing system. The retail division should incorporate the steam-delivery system into its existing energy management system as soon as practicable.

The following proposals include both recommendations and the supporting reasons. Can you separate them?
Orientation The Unit will work with the other LAS Units and the Academic Development Unit in order to contribute to the Academic Orientation. Our session is aimed at resident students whose first language is other than English. We are keen to target this group of first year students so that they can receive support in order to continue their studies. We also contribute to the International Students Orientation by giving the lecture Adjusting to study in an Australian university. Website development The Unit will continue to further develop and refine its website. In addition to providing information about the Unit and the courses we run, 1999 will see an increase in the number of teaching materials online. While there is much study skills material available online, we have designed this material specifically for La Trobe university students knowing that this will encourage their independent learning skills. You can find us at http://www.latrobe.edu.au/www/lasu/esl.htm

4. Terms of Reference This section is not always relevant; it depends on your topic. Any assumptions made: for example, if using terms which are open to differing interpretations, the writers interpretation/ definition should be made clear. The scope of the research: what areas are included and what areas are not
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The methodology: ie. research from a literature review, through interviews, surveys, etc. The limitations, ie. What the research doesnt cover: the research is limited by the constraints of time and the length required An overview of the points to be covered

5. Findings Each paragraph should include: Summary sentence, followed by explanation and evidence

6. Executive Summary/Abstract 6.1 Executive Summary This can be short, about one or two paragraphs. If it is for a large report (eg a government enquiry), it can be lengthy and could be a number of pages. It includes: background purpose rationale (why the research is needed or advantages of the recommended action) summary of the recommendations and conclusions Example You will find the answers to the following questions below. In the following extract can you find: 1. The background The current situation? Specific examples? 3. The purpose The proposed system? 4. Rationale Advantages of the proposed system? 5. Recommendations In the last sentence why has the writer started with If the trial proves successful? Notice how this sentence relates to the problem described in the first paragraph.
Presently we monitor our distribution system using after-the fact indicators such as interruption reports, meter readings and trouble alarms. This system is inadequate in two respects. First, it fails to give us an accurate picture of the dynamics of the distribution system. To ensure enough energy for our customers, we must overproduce. Last year we overproduced by 7 %, or a loss of $273,000. Second, it is expensive. Escalating labor costs for meter readers and the increased number of difficult-to-access residences have led to higher costs. Last year we spent $960,000 reading the meters of 12,000 such residences. This report describes a project to design a radio-based system for a pilot project on these 12,000 homes. The basic system, which uses packet-switching technology, consists of a base unit (built around a personal computer), a radio link, and a remote unit. The radio-based distribution monitoring system described in this report is feasible because it is small enough to replace the existing meters and because it is simple to use. It would provide a more accurate picture of our distribution system, and it would pay for itself in 3.9 years. We recommend installing the system on a trial basis. If the trial program proves successful, radio-based distribution-monitoring techniques will provide the best longterm solution to the current problems of inaccurate and expensive data collection. Markel, M. Technical Writing.

6.2 Short Abstract

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This is usually only one paragraph in length and about half a page; at the most it could be two paragraphs and one page long. It includes: background (only 1 sentence, to provide context) purpose (of your paper) rationale (why the research is needed/useful) summary of your the findings and conclusion/ recommendations Answers 1. The background The current situation? Presently John. Writing a report : a step-by-step guide to effective report writing. Plymouth, Bowden,we monitor our distribution system using after-the fact indicators such as interruption reports, meter readings : How to Books, Englandand trouble alarms. 1997. , E., Wong-Toi, G. ManaloSpecific examples?& Hansen, M. The Business of Writing. South Melb: Longman, 1998
This system is inadequate in two respects. First, it fails to give us an accurate picture of the dynamics of the distribution system. To ensure enough energy for our customers, we must overproduce. Last year we overproduced References from the library it is expensive. Escalating labor costs for meter readers and the increased by 7 %, or a loss of $273,000. Second, Note: Iof difficult-to-access residences have led to higher costs. Last year we spent $960,000 reading the number have not checked all of these Bromage, Mary Cogan. Writing audit reports. New York : McGraw-Hill, meters of 12,000 such residences.

657.452 B868w 3. The purpose Unilearn academic literacy skills (writing and reading in tertiary education) : The proposed system? This report describes a project to Qld.] : radio-based system study guide. [Rockhampton, design a Unilearn, c1993. for a pilot project on these 12,000 homes. 808.020711 U58

Stern, George. Spot on! : correspondence and report writing, with guidelines on plain English. Canberra : AGPS Press, 1996. 4. Rationale 808.02 S839s Advantages of the proposed system? Moore,the existing meters and because it is simple to use. It would provide a more accurate picture of our replace Nick. The basics of writing reports etcetera. London : Bingley, 1985. distribution system, 808.066 M823 and it would pay MOO:Bin 3.9 years. 808.066 for itself
The radio-based distribution monitoring system described in this report is feasible because it is small enough to

The basic system, which uses packet-switching technology, consists of a base unit (built around a personal computer), a radio link, and a remote unit.

5. Recommendations Swenson, Dan H. Business reporting : a management tool. Chicago : Science Research We recommend installing Associates, c1983. the system on a trial basis. If the trial program proves successful, radio-based distribution-monitoring 808.066651 SWE:B techniques will provide the best long-term solution to the current problems of inaccurate Effe iv report writing [videorecording]. [Mt. Waverley, Vic.] : Videotrain, c1994. ct e In the last sentence why has the writer started with If the trial proves AV Video 808.066 E27 808.066 E27 trainers manual successful? Thiswriter is being cautious, but still promoting the action; alsolooks in a positiveto ensure that program illustrates clear easy steps in preparing reports. It the writer wants The way at is held. started, organising reports, style and tone, editing for clarity and a trial getting dem Noticehow each part of the process is essential to the final in the first paragraph. onstrates how this sentence relates to the problem described result 7. Conclusion In a business report this is often placed first because it should say what is of real significance to the report It could: highlight the issues to be examined show that the objectives in the introduction were fulfilled state what was learnt from doing this report
and expensive data collection. Markel, M. Technical Writing.

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Samson, Joanne,, Alex Radloff and Barbara de la Harpe. The essay : a guide to writing essays and reports in education. Bentley, W.A. : Paradigm Books, 1997. 808.066 S193e Germov, John. Get great marks for your essays. St Leonards, N.S.W. : Allen & Unwin, 2000. 1 copy ordered for Bundoora General on 16-02-2000. Mansell, Thelma. How to write business letters & reports. Melbourne : Pitman, 1990. 651.75 MAN:H:2 651.75 M286h 1990 c.3 Booth, Pat F. Report writing. Huntingdon : Elm, 1991. 808.066 BOO:R:2

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