REPORT WRITING

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What is report writing?

This form of writing is used in the general and social sciences, as well as business, so to be
able to compile a good report is a very transferable academic skill. A report is written with
a clear purpose and for a specific audience and, as with all types of academic writing,
clarity and conciseness is key.

Before you begin your report writing exercise, ensure that you are aware of any specific
guidelines contained in your brief and also ensure that you use headings to guide
your reader as you move from section to section.

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All sources used in your analysis must be acknowledged and referenced throughout your
report!

Writing the report: where do I start?

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Planning and preparing your report is key. You should decide on a clear structure before
you begin to write the report and that will make the process much easier for you.

As with all types of academic writing, reports should be clear and concise. While the main
areas to consider in report writing are described below, do remember that the first draft of
any written assignment should not be the one that is submitted, and it is vital that you
leave adequate time for editing and proofreading.

Understand the brief

The most important step is to unpack the brief you have been given and ensure you
understand exactly what the purpose of your report is to be.
- Who are you writing this report for, and why?

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 - Do you understand all of the directions you are being given regarding this
assignment brief?
If not, refer directly to your lecturer/tutor for clarification.

Compiling information
Think about where you might source the required information. This may come from a vari-
ety of sources, but how much information you will need is dictated by the degree of detail
required in the report. Reading relevant general literature is a good place to begin your
research, and you can then focus on more specific forms of data-gathering such as
surveys, questionnaires, etc.

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Remember to refer constantly to the report brief and ask yourself, if and how the
information will fit into your report.

Organising material
Once you have gathered your information you need to decide what is relevant and how you
will present it. Firstly, group together points that are related within specific sections or
chapters. Your material should be ordered in a logical and coherent way throughout
the report, so be ready to cut out any irrelevant material.

Analysing material
It is not enough to just present the data and information you have gathered; you must an-
alyse it and apply it according to the issue outlined in your report brief. So, once you
have decided on what is relevant material for your report, ask yourself the following:
- What conclusions can be drawn from the material?
- What are the limitations of 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.

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The first draft . . .
So, you have gathered your material and organised it into appropriate sections: now what?
Write concisely and clearly and directly make your points (do not leave room for con-
fusion). Structure your paragraphs, sections and chapters as clearly as possible using the
format below as a guide.

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You may find it easier to write the summary and contents page at the end when you know
exactly what will be included.

- Introduce main idea of the paragraph/section/chapter.

- Explain and develop this idea, clearly defining any key terms.
- Present relevant evidence to support your point(s).
- Comment on each piece of evidence as you show how it directly relates to
these point(s).
- Conclude the paragraph/section/chapter by either showing its
significance to the report as a whole, or making a link to the next para-
graph/section/chapter.

Reviewing, editing and redrafting

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Ideally, you should leave time between finishing the writing of your first draft and
reviewing it: fresh eyes will catch more errors and omissions, than tired ones.

Review it from the perspective if the reader while asking yourself:

- Is it easy to follow?
- Is there a clear and logical structure?
- Are the points clearly explained and supported by relevant evidence?
- Is the relevance of my findings clear at each stage of my analysis?
Expect to make several amendments at this stage because, as mentioned before, the first
draft is not the one which should be submitted – for that very reason!

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Organise your time properly: start early and make sure you have enough time to review
and edit your report prior to submission!

Proofreading
Once you are satisfied with the content and structure of your redrafted report, you can turn
your attention to proofreading the report and to its presentation. Always refer to the de-
partmental guidelines included in your report brief, regarding the format and presentation.
1. Check that the wording of each chapter/section/subheading is clear and accu-
rate.
2. Check for consistency in numbering of chapters, sections and appendices.
3. Ensure that all your sources are acknowledged and correctly referenced.

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Proofread your report for spelling, grammar and punctuation errors, which all create a
poor impression and can make the report difficult to read and can also cost you marks.

Report structure

Title Page
This should briefly describe the purpose of the report (if this is not obvious from the title
of the work). You may also include your name, the date and for whom the report is written.

Terms of Reference
Depending on the subject matter, it is possible to give a brief explanation of why this re-
port was written, the audience it is intended for and the methodology used to com-
pile it. It may be in the form of a subtitle or a single paragraph.

Summary
This is a brief description of the report content. Remember that this is the first impression
that your work will make on the reader, so ensure it is a good one: clarity and conciseness
should be your keywords here.

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Table of contents
This would be specifically requested as part of the department guidelines. This will allow
your reader to scan and quickly find relevant information as required, so be sure that
you are consistent throughout with whichever numbering system you choose.

Which headings should I use?

Introduction
The introduction serves as a framework for the main body of the report. You may in-
clude relevant background history in this section. Explain the aims and objectives of the
report, and also acknowledge any limitations within the scope of the research. Introduce
your methodology and highlight the parameters of your research.

Methodology
Information discussed under this heading may include:
- A list of equipment used.
- Explanations of procedures followed.
- Relevant information on materials used, including sources of materials.
- Details of any necessary preparation.
- Reference to any problems encountered and subsequent changes in pro-
cedure.

Results
This section should include a summary of the results of the investigation or experiment.
Also included should be any diagrams, graphs or tables of data gathered that support
your results.
Your results should be presented in a logical order, and without comments (the discus-
sion of these findings are reserved for the main body of the report).

Discussion
In this section, you analyse and discuss the evidence you have gathered 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. You should use headings and can use subheadings to create

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a clear structure for your material. Use bullet points to present a series of points in an easy-
to-follow list. It is worth repeating that all sources used throughout this section, as with
the entire report, needs to be correctly cited and referenced.

Conclusion
In this section, you need to make the significance of your analysis and findings clear to
the reader. Perhaps you could remind the reader of the most important points 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
This section should include all the supporting and unpublished information you have
used in your report. This might include tables, graphs, questionnaires, surveys or tran-
scripts. Refer to the appendices in the body of your report.

Bibliography
This section should contain a list of all published sources referred to in your research
report. This should also be alphabetised. As different departments require different ref-
erencing styles, always refer to your own department to ensure you are using the correct
one. You may also list texts which informed your research but which you did not directly
refer to in your paper under a heading such as 'Background Reading': again, list these in
alphabetical order using the same format as in your bibliography.

Acknowledgements
You may, where appropriate, wish to acknowledge the assistance of particular organi-
sations 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 descrip-
tion of each term. You can also include in this section explanations of the acronyms, ab-
breviations or standard units used in your report.

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All of the headings above may not be required for your report nor will they necessarily
be in the order given: always check departmental guidelines prior to commencing your
report!

Useful links
- University of Leicester, ‘Writing Reports’, Available at: https://www2.le.ac.uk/of-
fices/ld/resources/writing/writing-resources/reports
- University of Leeds, ‘Report Writing’, Available at: https://li-
brary.leeds.ac.uk/info/14011/writing/114/report_writing
- Middlesex University London, Learning Enhancement Team, ‘How to Write an Aca-
demic Report’, Available at: https://unihub.mdx.ac.uk/__data/as-
sets/pdf_file/0032/431888/LET-Report-Writing-Workshop.pdf
- Solent Online Learning, ‘Successful Study Guide: Report Writing Checklist’, Availa-
ble at: https://learn.solent.ac.uk/mod/book/view.php?id=116226&chap-
terid=15173
- Using English for Academic Purposes for Students in Higher Education, ‘Genres in
academic writing: Reports’, Available at: http://www.uefap.com/writing/genre/re-
port.htm
- PolyU ELC, ‘Academic Report: Overall Structure’, Available at:
https://www.youtube.com/watch?v=1hNC_me9aVM

Other Relevant Online PDFs

- Time Management
- Academic Writing Essentials
- How to Write an Essay
- How to Build an Academic Argument
- Writing for the Sciences
- Lab Reporting

- Editing & Proofreading

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