Report Writing

A report is a type of informative writing. It tells the reader what you have found out, often as the result of some research. It is:

• Instructive

• Fact-based

• Structured information, organised into sections

• Written in the past tense

What is a report?

Title PageAbstract or Summary

IntroductionLiterature Review

Methods/MethodologyResults or Findings

DiscussionRecommendations

ConclusionReferencesAppendices

The “shop window” of your report.

Thorough account, so that your reader could replicate

your research

Any additional information e.g. questionnaire, glossary

A survey of publications on

your topic area

Can sometimes contains the

recommendations, or suggested

future research

Use an appropriate format to present your findings – graphs, tables etc

Report structureA report may contain some ,or all, of these sections

Component Purpose Description

Title Asks the question or outlines the task

Includes key words about content and process. Concise and to the point

Abstract Gives a brief summary

A short paragraph describing the scope of the report and main findings

Introduction Gives the purpose and scope of the report

This gives critical background information. It focuses on the key issues and outlines what is to follow

Main body Gives the information, interpreting, evaluating if appropriate

The information should be divided into sections under headings which could be numbered. Each point of information should be supported by evidence or example

Conclusion Summarises in 1-2 sentences the main points of information

Shows you how you have answered the question

Information or description report

Component Purpose Description

Title Asks the question or outlines the task

Includes key words about content and process. Concise and to the point

Abstract Gives a brief summary

A short paragraph describing the scope of the report and main findings

Introduction Gives the purpose and scope of the report

This explains why the investigation or study was undertaken. It gives critical background information. It focuses on the key issues and outlines what is to follow

Main body Describes how the study was conducted. Gives the results of the study, interpretation and evaluation

The information should be divided into sections under headings which could be numbered. Eg:•Background theories or literature•Methods of the investigation - descriptive•Results or Findings - descriptive•Discussion of findings – analytical writing

Conclusion or Recommendations

Summarises in 1-2 sentences the main points of information

Shows you how you have answered the question

Report of an investigation or study

Component Purpose Description

Title Asks the question or outlines the task

Includes key words about content and process. Concise and to the point.

Abstract Gives a brief summary

A short paragraph describing what was done, how it was done and what the main findings were.

Introduction Gives the purpose and scope of the report

This explains why the investigation was undertaken and places it in the context of previous work.

Main body Describes how the study was conducted

This usually comprises of 3 sections:•The materials and methods section, contains experimental details•The results section from experiments performed with commentary•Discussion section – interpretation of results with discussion

Conclusion Summarises in 1-2 sentences the main points of information

Not always necessary, but could explore ideas for future research

Scientific report or investigation

Reports need to be more structured than an essay’s introduction / main body / conclusion layout.

• Reports’ extra sections make it easier for the reader to jump straight to the information they need.

• Reports are suited to research and accounts of what you have done/know; essays are more suited to reading and what you think.• Essays are philosophical; reports are practical.

• For more differences between essays vs. reports:• http://learnhigher.ac.uk/resources_for_students/Report-writing/Whats

-it-all-about/Difference-between-reports-and-essays.html

Why use a report structure?

• Make a plan of your report structure early on• This should reflect the major areas we have discussed; smaller sub-

areas can be re-arranged to allow the report to ‘flow’ after writing

• Keep a track of your ideas and make notes of key points • Mind maps allow you to put down your ideas and see links between

points; this will often suggest the best report structure

• Think how you can join information from different sources together. Does it reinforce or contradict what you know?

• Record the references for everything you read/watch/hear• What makes a good/bad report –

• http://learnhigher.ac.uk/Students/Report-writing/Whats-it-all-about/What-makes-a-good-report.html

Structuring a report

Report style• The 3rd-person style is commonly used, but some reports will

use different styles and tenses in different sections.• Use formal language : avoid contractions and colloquialisms

• ‘did not’, not ‘didn’t’; ‘television’ not ‘TV’ or ‘telly’

• Write in proper sentences – word-processing software can assist you with this.

• Bullet points are acceptable in some sections• Though you can use abbreviations, ensure that these are clear• Re-write your work at least once, to make it flow better

• The order of your report may alter as you write and make connections; recognise this, and leave time for the necessary re-writes!

• Your appendices are not a dump! Only include things if they are relevant and substantially referred to in the main report.

• For good marks you need to discuss, explain and analyse within the correct sections, creating a fluid single report.

• The gun on the mantlepiece…• Concepts introduced in your literature review and methodology should

be utilised in your results and analysis

• You should be able to read out your work without struggling for breath (unless you smoke 40 a day…) • If you can’t, you probably need more clause breaks (commas and

semi/colons; turning one long sentence into two or more shorter ones).

• Ask a friend or relative to read over your work. Print out your work and read your essay out loud to pick up mistakes.

Hints and tips