REPORT WRITING GUIDE

REPORTS / PROJECTS / ASSIGNMENTS WRITING SIMPLIFIED

INDUSTRIAL AND SYSTEMS ENGINEERING - CPUT

(EWY100S/EWY200S/OEF200S/PRB100S)

THIS IS A BASIC INTRODUCTION TO REPORT WRITING.

TUTORS WILL EXPLAIN WHAT THEIR SPECIFIC REQUIREMENTS ARE WHEN THE
ASSIGNMENT IS SET.

KEEP THE GUIDE AS A REFERENCE. AS YOU PREPARE YOUR WRITTEN WORK.

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REPORT WRITING GUIDE

INTRODUCTION
This guide has been prepared as a general introduction to report writing.
Many of the points presented can be discussed with fellow students and with your tutor.
The aim of the guide is to help you with your coursework.
Each tutor will give you detailed information for the work set.
For example, they will tell you the type of report required, preferred layout/ format, word
count, style of the appendix and type of sources to be used.
They will also include details about the use of graphs, charts and diagrams.

ASPECTS OF REPORT WRITING

What are reports?

Reports are a form of written communication.
Reports are often used in the university as a form of written assessment.
Reports often accompany oral presentations as ‘supporting written evidence’.
Reports are very different in structure and layout to an essay.
Reports have various forms and functions.

Why do we write reports?

Reports are used as a way of:

● Giving an overview of a topic or a synthesis of complex data

● Giving concise information to a specific audience
● Giving detailed findings on a topic or research project
● Delivering an answer to a specific question
● Evaluating a person, project or proposal
● Recommending a course of action, suggested plan or the promotion of a product
● Providing a written document related to an oral presentation.

What is the objective of a report?

A report has several objectives. The main ones are that it can be:

● Read Quickly
● Understood easily
● Acted upon quickly.

Remember the ‘KISS’ principle!

K Keep
I It
S Short
S Simple

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REPORT WRITING GUIDE

What is the structure of a report?

Most reports will follow a similar format:
* A title page
= Title / Your name / Course & Subject / Lecture’s name/ Date of Submission
* A contents page = Giving page numbers for each section
* A summary = It explains the brief given and the main conclusions put forward.
* An Introduction = This section prepares the reader for each section.
* A Main Body or Findings = This part examines the topic in detail:
Methods used to gather data
Evidence described or given
Type of analysis used to deal with the data
Observations made
Evaluation of ideas
Findings discussed
* A Conclusion = This section is where your main findings are presented
* A Recommendations Section = This is where your suggestions are made
* Appendices = This is where all questionnaires etc are located
* References/ Bibliography = This part lists and acknowledges sources used.
* Acknowledgements = This is optional
* Glossary of terms = This is optional but useful if there are numerous acronyms
* Index = Again, this is optional and is common in lengthy reports.

What is the written style of a report?

The style in report writing should be:

* Clear
* Concise
* Direct
* Fluid i.e. one idea flows onto the next
* ‘User Friendly’ i.e. easy to understand
* Serious i.e. not colloquial, sarcastic or too formal
* Focused on the message.

What is the layout of a report?

The layout of the report often includes some or all of the following:
● Headings = Indicating main sections in the report
● Sub-headings = Showing divisions in a section
● Bullets Points = Emphasising important points
● Italicised Text = Revealing significant quotes or terminology
● Spacing = Indicating the separate sections of the report
● Illustrations = Using pictures, graphs, tables, diagrams

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REPORT WRITING GUIDE

Preparation – before starting your report, ask yourself these fundamental questions:
WHY?
Why am I writing a report?
Why do they (readers) want it?
What do I want it to do?

WHO?
Who is going to read the report?
What are the readers’ expectations?

WHEN?
How much time do I have to gather the facts/write/check/rewrite?

WHAT?
What is the subject of the report?
How do I collect the necessary information?
How much information do they need?
What does my reader need to know?
What are they going to do with the information?

HOW?
How do I write the report? Is it formal or informal?
How do I organise the report, what goes where?
How do I put across what I want to say?
How do I illustrate my subject?

WHERE?
Where will the findings go?

Getting started - ‘Pattern Notes’ have been proved useful as they enable the brain to relate to
information more naturally and efficiently.

1. Take a plain sheet of paper and write the main theme in the centre.
2. Using capital letters, write down all the ideas and thoughts you have on the subject, starting from the
circle and branching out along lines of connecting g ideas.
3. Let your mind be as free as possible. Do not restrict your thoughts by deciding where each point
should go in a list. Your ideas should flow easily.
4. When finished, circle any related ideas and sections and establish your order or priorities and
organisation.

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REPORT WRITING GUIDE

These questions might also prove useful when preparing your report.

1.What is the precise purpose of the report?

What is the brief I’ve been set? Do I understand it?

2. What is my objective in writing the report?

Do I want to present a general or very specific analysis of the topic? Do I want to persuade
or describe?

3. Who will read the report?

Is the reader well informed about the topic or dependent on my analysis?

4. What resources are at my disposal?

Can I get hold of current journals, company reports, web pages and publicity material as
well as books?

5. What information will I need to obtain?

Do I need to interview people, contact local businesses, telephone companies to address the
brief?

6. How will I present my findings?

Should I use graphs, pie charts, pictures? Should I include the questionnaires?

7. How well have I presented my ideas?

Have I followed a logical sequence when ordering my information? Are the sections clear
and distinct?

8. Have I made my recommendations?

Are they logical and easily understood? Do they appear at the end of the report?

9. Have I checked my language and style?

Is the language appropriate for the type of report? Have I used the ‘spell check’ function on
the tool bar?

10. Could I make any improvements before submitting the report?

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REPORT WRITING GUIDE

Compiling Material

Items for Sources Visuals Order

investigation
What do I need to Where do I find the How shall I What is the logical
know? information? Illustrate it? Order?
Collect only material List the source of Only those which will help Think of the
relevant Information for easy understanding Objective of the report
to the heading reference and the reader.

Break main areas into Important facts go first

sub-headings to avoid
confusion

Source: Geraldine Sayers Cowper The Write Stuff: Effective Business Reports The Industrial Society
Press.

Types of reports
a) assessment reports which present and evaluate the positive and/or negative features of a
person, place, plan, project; they also include your opinion and/or recommendation
b) informative reports which present information concerning a meeting that has taken place or
progress made on a project etc
c) survey reports which present and analyse information gathered from, for example,
door-to-door surveys/ questionnaires, including conclusions drawn from this information and
suggestions or recommendations
d) proposal reports which present plans, decisions or suggestions concerning possible future
course of action for approval by one’s superior at work, a bank manager, research supervisor,
members of a committee etc.

Communication Structures:

Short Report = about one page, use OMO:

● Objective Here you lay out the reason for the report
● Method Here you describe what it is you have done or will do
● Outcome Here you list your conclusions and recommendations

Medium Reports = up to 4 pages plus a title page, use the 4Ps:

● Position This is where you state ‘where you are now’
● Problem This is where you define the problem
● Possibilities Now you list all options

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● Proposals Here you recommend your preferred option

Long Reports = depends on the ‘brief’ (instructions / purpose) given, use a more formal
structure:
● Title page Give the report a meaningful title which states exactly what the report is about.
Say who the report has been prepared for and who it has been prepared by
● Summary Also called an ‘Executive Summary’ which is a brief overview of the KEY
points, in particular the conclusions and recommendations and is often the last thing to be
written.
● Contents Where the report is broken down into sections each with a meaningful heading.
Give page numbers where possible. Use the decimal system if numbering the sections of the
report or indent lines.
● Background and Introduction It is important not to confuse them but to deal with them.
● Background should contain the reason why the report has been produced including who
has asked for it, and why as well as the relevant details to date.
● Introduction described the subject the report covers, the scope of the report to come, and
should also contain details of how the report has been compiled. It can include sources and
methodology but these could form part of the appendix if too lengthy.
● Body of Report This is the longest section of the report and should be divided in to
sections and sub-sections to make it easier to follow. Best to start each section, sub-section
, paragraph with a the key point/s and the follow these with more information, or further
explanations.
● Conclusions This section should be very brief as you are only selecting the main findings
from the body of the text. Take care not to re-state to much of the report.
● Summary of Recommendations This is where you list your recommended options or
courses of action. .Link you recommendations back to your conclusions and consider
whether the recommendations have a wider impact or if they are outside the scope of the
report which you have complied.
● Appendices Additional and/or supplementary information which supports the report
● Glossary of Terms Inclusion of this section will depend on the needs of the audience
● Index This if the subject listing at the back of the report where particular words or areas
may be found
Useful Language

To begin reports:
● The purpose / aim/intention of this report is to examine/assess/evaluate the suitability of …
for… / the advisability of /the performance of …;
● As requested, this report concerning/regarding the matter/ subject of …, this report outlines
contains the assessment of … which you requested / asked for,
● This report outlines the advantages and disadvantages of …
● The purpose of this report is to outline / present / discuss the meeting held on …/ the
progress of …/ the decision of the committee…

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REPORT WRITING GUIDE

● This report contains the relevant information/ details of / concerning …which you requested/
asked for
● The information below summaries the events which took place …
● The data included in this report contains information compiled from/ gathered / obtained by
means of a questionnaire
● The information below summarises statistics complied by …

To end reports:
Summarising:
● To conclude / To sum up / In conclusion …,
● On the basis of the points mentioned above / On the whole, it would seem that …
● The only / obvious conclusion to be drawn from these facts is that …

Recommending:
● It is therefore felt/ believed /apparent / obvious that … would be ideal for … it would (not) be
advisable / advantageous / practical / wise to …,
● I (strongly) recommend / would suggest (that) …, My / Our recommendation is that … should
be …, I recommend that the best course of action would be …
● On the whole it would be fair to conclude that …

Concluding
● I am pleased to inform members that arrangements are progressing smoothly/ according to
schedule / fasted that anticipated / ahead of schedule …
● Unfortunately, progress has not been as fast as expected / a number of difficulties have been
encountered / the issue has not been resolved …
● In conclusion , the survey clearly shows …
● On the basis of these findings, it would seem that …
● The results of the survey suggest / indicate/ demonstrate / reveal that …

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REPORT WRITING GUIDE

THE TEN STEP PLAN

1. KNOW YOUR AIM

2. DECIDE ON A STRUCTURE

3. BRAINSTORM THE CONTENTS FOR EACH SECTION

4. DECIDE ON AN APPROPRIATE STRUCTURE FOR EACH SECTION

5. WRITE THE REPORT

6. PROOF CHECK IT

7. FILE IT AWAY

8. RE-CHECK YOUR CONTENT AND FORMAT

9. CIRCULATE THE REPORT

10. CLOSE THE LOOP – FOLLOW IT UP AND GET FEEDBACK!

GOOD LUCK WITH ALL OF YOUR REPORT WRITING

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