How to prepare better reports

Taken from Essential Study Skills,

Burns & Sinfield pp197/208

What is a report? A document designed

to deal with the real world

A practical document that describes, details or analyses a situation in the real world

The reader should be able to make decisions or take action at the end of it

The “Why” question Why am I writing

this report? – what am I trying to achieve

Why am I writing this report – what do I want my reader to think and do after reading my report?

Think about the reader Who is my reader? What can I expect my reader to already know

about this topic? How can I deal with this in my report? What can I expect my reader to believe about

my topic? How can I deal with this in my report? What language, tone, style will my reader

respond to?TIP: When drafting reports, think of the

language, evidence and examples that will influence real reader

10 steps to success1. Prepare to research2. Follow the action plan –

systematic and targeted research

3. Review your notes4. Plan the body5. Write the first draft6. Leave it7. Review, revise, edit8. Proof read9. Copy/type and hand in10. Getting it back

Tip: You will need to allow time for your seminar tutor to give you feedback on your report – or it will be difficult to reflect on how to improve your work!

Tip: when getting work back always make a note of three things you do well, and three ways you could improve and develop your practice

Typical report structure: Title Page Contents Introduction Methodology Body

Conclusion Recommendation

s Bibliography Appendices Glossary

What makes a report?Title page

Title and sub-title – usually divided by a colon :

Date – places report in real time

Authors name and position – when you write a report, you are often asked to write as though you are a particular person in an organisation

Distribution list

Abstract A synopsis or summary is

the gist of what your report is about

It could include: overall aims, specific objectives, the task, procedures or methodology, key findings, key recommendations

Tip: as it refers to the whole report – write it last!

Contents page Contents - lists

clearly all the major sections of the report, including subsections and appendices – with page numbers

Tip: Check out the contents pages of books – how do they help you as a reader?

Introductions and Bodies………..

Introduction – Should help the reader understand the what, why and how of your report. It needs: Background – why you are interested in the

topic or why the report was necessary terms of reference – aim or purpose of your

research the methodology – research methods you

used to put the report together – literature review, or something more practical: interviews, visits

Body – small word, most work! Main part of your report

Conclusions and recommendations (nearly finished by now!)

Each part of the body should have a conclusion that points out the implications of your findings,

Each conclusion should lead to a recommendation – recommendations tell the reader what to do about something…

And finally: Appendices

do not count within the word count!

Use sparingly – they should not be longer than your main work!

To show your reader some of things you have used to compile your report

Bibliography Use Harvard system

Glossary – a list of unusual words

Further assistance: The learning

development unitwww.londonmet.ac.uk/college-of-london/ldu

Has tutors that will work with you one to one

You can collect a handout on how to write reports, essays etc etc

Write2learn online guide to academic writing available 24 hours on webCT