Report Writing: Content and Context

Report Writing: Content and ContextDr. Shelley Thomasfaculty.weber.edu/sthomas1OverviewGuidelinesSectionsFormatting2General GuidelinesKnow your audienceClearly define the reports scopeClearly define the reports purpose

Writing to your audience is key. This element dictates terminology, definitions, acronyms

The scope of the report defines the reports limitations (for example, if you were writing about chickens, what about chickens? Hens or Roosters or Chicks? Egg laying? Breed?

Your reader wants to know why you are writing this report. How does your information fit into the conversation about your topic (this will show your audience that you have done your homework)? What new information about chickens will you provide?

3Report ElementsFront matterReport bodyEnd matter

4Front MatterCoverTitle pageMemo of transmittalTable of contentsList of IllustrationsCover includes an appropriate graphic, the reports title and the submitter(s) name (perhaps the date)

Title page includes the projects title (in full)Prepared forPrepared byDate of submissionORSubmitted toSubmitted byDate

Memo of transmittal gives the reader a taste of whats ahead. Usually highlights an important finding or result.This could be a query letter for a journal, or a requirement from a professor

Table of contentsThis element is crucial because it gives your audience a skeletal view of your reports contents. It also allows them to see the hierarchy of information (headings, sub-headings, sub-sub-headings.Word can generate this for you when you use styles (ask the Google for help)The page numbers must align The page numbers must be accurate (what you list on page 4, should BE on page 4)

List of illustrations lists the informative graphics and tables you include (Each should be numbered Figure or Table and titled) Word can do this for you, too.

5More Front MatterAbstract100-200 words (but check the guidelines of your journal or assignment description)Avoid technical jargonAvoid acronyms (unless they are familiar to your audience)Use paragraph formatWrite this element last

An abstract is a snap shop of the reports contents. You should be able to read each sentence and see how it reflects the reports contents.

It is NOT a summary of the projects topic (for example, I would write about the purpose of my chicken research, why I studied them, how I studied them, a brief discussion of important findings, and a concluding statement)I WOULD NOT write about the topic of chickens in general.

Writing the abstract last allows you to read your report and ask yourself What do my readers really need to know? How can I tell them that in a minute? Will this element persuade my readers to continue reading?6Report BodyIntroductionProvides a context for your audienceObjectiveProblem statementScopeBackgroundOverview of the reports contents

Objective Whats the point?Problem statement What prompted the research?Scope What is the purpose of the report? What does it cover? What does it omit? What are the reports limitations?Background What information does your audience need to understand before reading this report? This element will help the readers understand the context of your report.Overview Give the readers a preview of the report's structure. A brief discussion to help the readers understand the reports organization7More Report BodyMethodologyAnswers What did you do?Describes researchDescribes what you didDescribes your rationale Researchers could repeat what you didMethodology includes primary and secondary research.8More Report BodyResultsAnswers What did you find?Presents the data you foundDiscusses a review of the literatureSaves interpretation for the discussion section9More Report BodyDiscussionAnswers What does it mean?Discusses implications of your researchMoves from facts to opinionsDemonstrates technical (or topical) expertise

10More Report BodyConclusionsAnswers What does this information mean to the larger conversation?Provides a well-researched to the question you addressed in the introductionDiscussed resultsProvides direction for further research

11FormattingUse descriptive headingsSample 1ORSample 1: Gathering Chicken FeathersUse frequent headings and sub-headingsUse contrast to make your headings standoutSample 1 fails to give the reader any context for that section12HeadingsProvide overview statements for sections that have sub-sectionsAvoid stacked headings13MethodologyTo better understand why chickens behave as they do, I observed them for seven months. I also reviewed current issues of The Journal of Chicken Behavior and researched poultry on the USDA website.

ObservationI observed 46 chickens from January to July

Recent ResearchThe The Journal of Chicken Behavior provided a basis

Heading in Century GothicText in Gerogia14End MatterGlossary (if required)List of Symbols (if required) References/Bibliography/Works CitedAppendixAppendix A: Daily Chicken DiaryAppendix B: Title

References use a published style guide (APA, IEEE, Journal-specific, Chicago )

Appendices usually includes raw data and additional information

Supporting information that's too bulking to include in the report.

This information may be needed by only a few readers15Questions? CommentsNo chickens were harmed in the creating of this presentation.16