WHAT IS A REPORT?
A report is written
for a clear purpose and to a particular audience. Specific information and
evidence are presented, analyzed and applied to a particular problem or issue.
The information is presented in a clearly structured format making use of
sections and headings so that the information is easy to locate and follow.
When you are asked
to write a report you will usually be given a report brief which provides you
with instructions and guidelines. The report brief may outline the purpose,
audience and problem or issue that your report must address, together with any
specific requirements for format or structure. This guide offers a general
introduction to report writing; be sure also to take account of specific
instructions provided by your department.
WHAT MAKES A GOOD
REPORT?
Two of the reasons
why reports are used as forms of written assessment are:
1). To find out what
you have learned from your reading, research or experience;
2). To give you
experience of an important skill that is widely used in the work place.
An effective report
presents and analyses facts and evidence that are relevant to the specific
problem or issue of the report brief. All sources used should be acknowledged
and referenced throughout, in accordance with the preferred method of your
department/university. The style of writing in a report is usually less
discursive than in an essay, with a more direct and economic use of language. A
well written report will demonstrate your ability to:
1). Understand the
purpose of the report brief and adhere to its specifications;
2). Gather,
evaluate and analyze relevant information;
3). Structure
material in a logical and coherent order;
4). Present your
report in a consistent manner according to the instructions of the report
brief;
5). Make
appropriate conclusions that are supported by the evidence and analysis of the
report;
6). Make thoughtful
and practical recommendations where required.
THE STRUCTURE OF A
REPORT
The main features
of a report are described below to provide a general guide. These should be
used in conjunction with the instructions or guidelines provided by your
department.
Title Page
This should briefly
but explicitly describe the purpose of the report (if this is not obvious from
the title of the work). Other details you may include could be your name, the
date and for whom the report is written.
Geology of the
country around Beacon Hill, Leicestershire
Angus Taylor
2 November 2004
(Example of a title page)
Terms of Reference:
Under this heading you could include a brief
explanation of who will read the report (audience) why it was written (purpose)
and how it was written (methods). It may be in the form of a subtitle or a
single paragraph.
A report submitted
in fulfilment of the requirements for Course GL456, Department of Geology,
University of Leicester.
(Example of terms of reference)
Summary (Abstract)
The summary should
briefly describe the content of the report. It should cover the aims of the
report, what was found and what, if any, action is called for. Aim for about
1/2 a page in length and avoid detail or discussion; just outline the main
points. Remember that the summary is the first thing that is read. It should
provide the reader with a clear, helpful overview of the content of the report.
Exposure of rocks
belonging to the Charnian Supergroup (late Precambrian) were examined in the
area around Beacon Hill, north Leicestershire. This report aims to provide
details of the stratigraphy at three sites - Copt Oak, Mount St. Bernard Abbey
and Oaks in Charnwood. It was observed that at each of these sites, the
Charnian Supergroup consists mainly of volcaniclastic sediments (air-fall and
ash-flow tuffs) interbedded with mudstones and siltstones. These rocks show
features that are characteristic of deposition in shallow water on the flanks
of a volcano (e.g. welding and alteration of ignimbrites). Further studies are
required to understand depositional mechanisms and to evaluate the present-day
thickness of individual rock units.
(Example of a
summary (abstract))
Contents (Table of
Contents)
The contents page
should list the different chapters and/or headings together with the page
numbers. Your contents page should be presented in such a way that the reader
can quickly scan the list of headings and locate a particular part of the
report. You may want to number chapter headings and subheadings in addition to
providing page references. Whatever numbering system you use, be sure that it
is clear and consistent throughout.
Introduction
The introduction
sets the scene for the main body of the report. The aims and objectives of the
report should be explained in detail. Any problems or limitations in the scope
of the report should be identified, and a description of research methods, the
parameters of the research and any necessary background history should be
included.
In some reports,
particularly in science subjects, separate headings for Methods and Results are
used prior to the main body (Discussion) of the report as described below.
Methods
Information under
this heading may include: a list of equipment used; explanations of procedures
followed; relevant information on materials used, including sources of
materials and details of any necessary preparation; reference to any problems
encountered and subsequent changes in procedure.
Results
This section should
include a summary of the results of the investigation or experiment together
with any necessary diagrams, graphs or tables of gathered data that support
your results. Present your results in a logical order without comment.
Discussion of your results should take place in the main body (Discussion) of
the report.
Discussion
The main body of
the report is where you discuss your material. The facts and evidence you have
gathered should be analysed and discussed 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. Use headings and subheadings to create a
clear structure for your material. Use bullet points to present a series of
points in an easy-to-follow list. As with the whole report, all sources used
should be acknowledged and correctly referenced. For further guidance check
your departmental handbook and the Student Learning Centre guide: Referencing
and Bibliographies.
Conclusion
In the conclusion
you should show the overall significance of what has been covered. You may want
to remind the reader of the most important points that have been 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
Under this heading
you should include all the supporting information you have used that is not
published. This might include tables, graphs, questionnaires, surveys or
transcripts. Refer to the appendices in the body of your report.
In order to assess
the popularity of this change, a questionnaire (Appendix 2) was distributed to
60 employees. The results (Appendix 3) suggest the change is well received by
the majority of employees.
Example of use of
appendices
Bibliography
Your bibliography
should list, in alphabetical order by author, all published sources referred to
in your report. There are different styles of using references and
bibliographies. Refer to the study guide Referencing and Bibliographies and
check your departmental handbook for guidelines. Texts which you consulted but
did not refer to directly could be grouped under a separate heading such as
'Background Reading' and listed in alphabetical order using the same format as
in your bibliography.
WRITING THE REPORT: THE ESSENTIAL
STAGES
All reports need to
be clear, concise and well structured. The key to writing an effective report
is to allocate time for planning and preparation. With careful planning, the
writing of a report will be made much easier. The essential stages of
successful report writing are described below. Consider how long each stage is
likely to take and divide the time before the deadline between the different
stages. Be sure to leave time for final proof reading and checking.
Stage One: Understanding
the report brief
This first stage is
the most important. You need to be confident that you understand the purpose of
your report as described in your report brief or instructions. Consider who the
report is for and why it is being written. Check that you understand all the
instructions or requirements, and ask your tutor if anything is unclear.
Stage Two:
Gathering and selecting information
Once you are clear
about the purpose of your report, you need to begin to gather relevant
information. Your information may come from a variety of sources, but how much
information you will need will depend on how much detail is required in the
report. You may want to begin by reading relevant literature to widen your
understanding of the topic or issue before you go on to look at other forms of
information such as questionnaires, surveys etc. As you read and gather
information you need to assess its relevance to your report and select
accordingly. Keep referring to your report brief to help you decide what is relevant
information.
Stage Three:
Organising your material
Once you have
gathered information you need to decide what will be included and in what
sequence it should be presented. Begin by grouping together points that are
related. These may form sections or chapters. Remember to keep referring to the
report brief and be prepared to cut any information that is not directly
relevant to the report. Choose an order for your material that is logical and
easy to follow.
Stage Four:
Analysing your material
Before you begin to
write your first draft of the report, take time to consider and make notes on
the points you will make using the facts and evidence you have gathered. What
conclusions can be drawn from the material? What are the limitations 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.
Stage Five: Writing
the report
Having organised
your material into appropriate sections and headings you can begin to write the
first draft of your report. You may find it easier to write the summary and
contents page at the end when you know exactly what will be included. Aim for a
writing style that is direct and precise. Avoid waffle and make your points
clearly and concisely. Chapters, sections and even individual paragraphs should
be written with a clear structure. The structure described below can be adapted
and applied to chapters, sections and even paragraphs.
Introduce the main
idea of the chapter/section/paragraph
Explain and expand
the idea, defining any key terms.
Present relevant
evidence to support your point(s).
Comment on each
piece of evidence showing how it relates to your point(s).
Conclude your
chapter/section/paragraph by either showing its significance to the report as a
whole or making a link to the next chapter/section/paragraph.
Stage Six:
Reviewing and redrafting
Ideally, you should
leave time to take a break before you review your first draft. Be prepared to
rearrange or rewrite sections in the light of your review. Try to read the
draft from the perspective of the reader. Is it easy to follow with a clear
structure that makes sense? Are the points concisely but clearly explained and
supported by relevant evidence? Writing on a word processor makes it easier to
rewrite and rearrange sections or paragraphs in your first draft. If you write
your first draft by hand, try writing each section on a separate piece of paper
to make redrafting easier.
Stage Seven:
Presentation
Once you are
satisfied with the content and structure of your redrafted report, you can turn
your attention to the presentation. Check that the wording of each
chapter/section/subheading is clear and accurate. Check that you have adhered
to the instructions in your report brief regarding format and presentation.
Check for consistency in numbering of chapters, sections and appendices. Make
sure that all your sources are acknowledged and correctly referenced. You will
need to proof read your report for errors of spelling or grammar. If time
allows, proof read more than once. Errors in presentation or expression create
a poor impression and can make the report difficult to read.