2012
A quick guide to report writing

This pack has been created using materials from theabove Centres of Excellence in Teaching and Learning

Andy Mitchell
On behalf of Tom Burns & Sandra Sinfield
1/16/2012

What is a report?
The essence of the report is that it is designed to deal with the real world. Specifically, a report is aclearly structured document that presents information clearly and succinctly. Reports should be easy
to read and presented professionally. Reports are used to help make decisions or account for actions
and use research to make recommendations.
There are many different types of reports including business reports, scientific lab reports and casestudy reports. The common feature of all reports is that they are structured into sections withheadings.

Why write reports?
Whilst essays are theoretical and discursive, reports are designed to be practical, evaluative andanalytical. Reports give you practice at developing different aspects of your written communication
skills. More importantly perhaps, there are two characteristics to reports that make them significant
for you:Reports on courses model the reports we will write in our jobs. Writing reports at university therefore
prepares us for the work we will do.
Reports also model academic journal articles. Writing reports at university can be academicallychallenging and may prepare us for publishing our own research.

Why write reports: explain the world or change it?
There are three main forms of reports: factual, instructional and persuasive; each has a different
purpose and will require different arguments and evidence to achieve that purpose. It will help you
write good reports if you know what you are trying to achieve before you start your report.

FactualInstructional

Persuasive

The factual or informative
report is expected todefine or establish acurrent situation. Theschool report might fall
into this category.

The instructional, explanatory, report issupposed to explore a situation andsuggest a range of options for furtheraction. The ‘Which?’ report might fall
into this category.

The persuasive or leading
report is supposed toinvestigate a problem andsuggest a specific course ofaction. A surveyor’s reportmight fall into this category.

The line between these reports is blurred, but do try to set your goals before you start your own
report.

Differences between reports and essays

Function

A Report...

An Essay...

Presents information

Presents an argument and is ideabased

Is used to make decisions or accountfor actions
Is meant to be scanned quickly by thereader

Structure

Used to demonstrate knowledge,
understanding and critical analysis
Is meant to be read carefully

Formally structured

Semi-structured

Uses numbered headings and subheadings

Uses minimal sub-headings and bullet
points

May not need references andbibliography list

Always requires references and abibliographyUses short, concise paragraphs andbullet points

Rarely uses graphics

Uses tables and/or graphs and bulletpoints

Offers conclusions about a question
Will only need an abstract if very long

May need an abstract (also known as
an executive summary)
May need to be followed byrecommendations and/or appendices

How do I analyse my task?
Analysing your task is very important. If you haven't got a clear picture in your mind of where youwant to go, planning the report is going to be difficult. So, here are some questions you should ask
yourself:


Do you understand the type of report needed?
Do you know how big your report needs to be?
Do you know what is required in the report?
Who is my audience? (E.g. lecturers, assessors,managers etc.)
What is the problem/question?
What is the aim of the report?
What key points or issues need addressing?
What information do you need to collect?

How do I consider the audience?
As you write, ask yourself:Why have they asked for a report?

What do they need to know?

How will they use the report?

Now that you've got these basic ideas in mind, how and where will you find the relevant
information?

Types of Report
Literature

General Scientific

Chemistry

Laboratory

Non-scientificStandard BusinessResearch

1.

Title page

Title page

Title page

Title page

Title page

Title page

Title page2.

Abstract

Abstract

Abstract

Introduction

Introduction

Executive summary

Executive summary

3.

Introduction

Abbreviations

Abbreviations

Materials and methods

Main body of text

Acknowledgements

Introduction

4.

Main body of text

Introduction

Introduction

Discussion

Conclusion

Table of contents

Method/methodology

5.

Conclusion

Materials and methods

ResultsConclusion

Main body of text

Results/findings

6.

References

Results

Discussion

Conclusion

Discussion

7.

Discussion

Materials and methods

Recommendation

Conclusion

8.

Acknowledgements

Acknowledgements

Bibliography/references

Recommendation

9.

References

References

Appendices

Appendices

Glossary

Bibliography

10.

Sections of a report
Research reports are the most common type of report. The table below outlines the requirements ofthe different sections. Although this table is concentrating on a research report, many of the sections
are applicable to other types of reports.

Sections of a Report
SectionFeatures

Ask yourselfTitle



Table of contents
Executive Summary (Abstract)

Introduction

Title of report
Name of student/author
Course/Organisation
DateLists the content of the report
Page numbers
Summarises the whole report in a logicalorder
Outlines purpose, research methods,
findings and recommendations
Written in past tense
No more than a page
Written last
Outlines context, background andpurpose
Defines the terms and sets limits of theresearchMethodExplains the research methodology andmethods used
In scientific reports, you details theexperiment procedures
Present the findings/results
You can use visual data, such as graphs,
tables etc
Facts only, do not interpret
Interprets and evaluates results
Analyses results

Brief summary of findings
Relate your conclusions to the objectives
Do not introduce new information
Suggest suitable changes and/orsolutions
 Action plan for recommendations if
required
List of terms e.g. for acronyms
List of cited references
Attachments e.g. surveys, questionnaires


Results/Findings

Discussion

Conclusion

Recommendations

GlossaryReferences or Bibliography
Appendix

Are the aims of the purpose of
the report clearly stated?
Are the results summarised?
Are the limits outlined?
Are the important concepts andterms defined?
Is the purpose of the research
clearly stated?
Is the context and backgroundexplained?
Are the limits of the studyoutlined?
Are the important concepts andterms defined?
Are the researchtechniques/methods clearlyoutlined?
Are the results clearsummarised/stated?
Are you using tables and graphs
etc appropriately?
Are the results explained andinterpreted?
Are the results linked to othersimilar research and to eachother?
Are the results summarised?

Do the recommendations
suggest possible solutions
and/or actions etc?

Report Structure
Generic example
Your table of contents may vary depending on the type and function of your report.
PageNumbers
Title page
Executive summary

1

Table of contents

2

1. Introduction
1.1. Purpose of the report
1.2. Issues to be discussed and their significance1.3. Research methods
1.4. Limitations and assumptions

3etc.
etc.

2. Discussion
2.1 Literature review
2.1.1 Issue 1
2.1.2 Issue 2
2.1.3 Issue 3
2.2 Method2.2.1 Procedures
2.2.2 Sample size
2.2.3 Selection criteria
2.3 Discussion and analysis of data
2.3.1 Issue 1
2.3.2 Issue 2
2.3.3 Issue 3
2.3.4 Reliability and accuracy of data
3. Conclusions
4. Recommendations
4.1 Recommendation 1
4.2 Recommendation 2
5. References/Bibliography
6. Appendices
7. GlossaryReport checklist

123•What is the purpose of this report and has it fulfilled that clearly?
•Does the report cover all the key points? Do you offer sufficient evidence to ‘prove’ yourpoints?
•Did you analyse your evidence/data in enough depth?

4•Does your conclusion follow logically from your arguments, and do yourrecommendations follow logically from your conclusions?

5•Is the language, tone, style and pitch clear, direct and formal, suitable for the reader andthe subject?

6•Is the grammar, punctuation and spelling correct? Is the report the correct length?

7•Is the layout simple, clear, logical and consistent, with conventional sections, headings,labels and numbers? Is the right material in the right sections?

8•If illustrations such as figures and tables have been included, are they clear andpurposeful, usefully integrated and properly referenced?

9•Have you used an appropriate number and range of sources? Have all sources andreferences been acknowledged, in the main body and at the end in a list of references?

101112•Should there be a glossary? If there is one, is it comprehensive?
•Are the appendices clearly labelled? Is the reader directed to each appendix in the bodyof the report?
•Have you left the report on one side for a while before going back to review and edit it?

The highlighted sections make up the Main Body of the report.
Organise these sections in a logical sequence: what you investigated,
what you found, what interpretations and what judgements you made.
Use short informative headings and subheadings.

Web resources

http://www.learnhigher.ac.uk/Stude
nts/Report-writing.html

http://www.ncsu.edu/labwrite/index_labwrite%C2%AD.htm

http://www2.napier.ac.uk/getready/writing_presenting/reports.html

http://openlearn.open.ac.uk/course/view.php?id=3359

http://www.lc.unsw.edu.au/onlib/labrep.html

Mindmap
Adapted from: http://learnhigher.ac.uk/resources_for_students/Report-writing/Whats-it-all-about/Structure-of-a-report.html