Lecture Communication skill: Chapter 7 - Tracey Bretag, Joanna Crossman, Sarbari Bordia

Chapter 7 - Report writing. In this chapter, students will be able to understand: prepare a research plan for a report, prepare a writing plan for a report, present persuasive arguments, supplemented with facts and references, write a well presented formal report.

Chapter 7

Report writing

Learning objectives

On completion of this chapter students will

know how to:

• prepare a research plan for a report

• prepare a writing plan for a report

• present persuasive arguments

supplemented with facts and references

• write a well presented formal report

Purpose of reports

• Reports can be written for business or

research purposes

• Institutions and individuals depend on

previous reports to make current decisions

• Reports can be ongoing or final in nature

• Reports should contain an objective

representation of a situation

Types of report

• Information: a short and periodic report

• Analytic: based on research and analysis

leading to recommendations

• Integrated: combines both approaches

Standard formal reports

• All reports must meet certain criteria:

– The content should be accurate.

– The purpose of the report should be apparent to the reader.

– The organisation should be clear to the reader – The discussion in the report should be coherent – The presentation of the report should be neat – The writing style should be clear and concise

Structure of reports

• Reports are composed of sections which are

introduced with headings

(e.g Executive Summary, Introduction, etc.)

• The layout is designed to help the reader

understand the discussion in the report

Decimal numbering system

Text, text, text, text, text, (11pt)

– Appendices (if appropriate)

– References (if used).

Title page

• The title page of a report should

contain all the relevant information,

centered on the page:

Title of reportName of writer and organisation

Contact details

Date

Executive Summary

• The Executive Summary is the most

important part of a report

• It occurs on the first page, before the

Introduction

• It condenses the important information of the report Readers who do not have the time or desire to read the whole report will

understand its discussion from the Executive Summary

Executive Summary (cont.)

• The Executive Summary can also be called

a summary, abstract or synopsis

• It should be written last when every part of the report has been completed and the

writer knows exactly what has been

discussed

Executive Summary (cont.)

• The Executive Summary includes:

– purpose of the report

– scope of the report

– methods used for the research

– major findings of the research

– conclusions of the researcher/s

– recommendations.

Table of contents

• The table of contents specifies the page

numbers of sections in the report using

roman numerals

Stating the purpose of a

report

• The purpose or aim of a report needs to be stated clearly and concisely in the first

paragraph of the introduction to the report

• This will make the reason for the report clear

to the reader

• Write the introduction after you have a

comprehensive understanding of the issue

Introduction (cont.)

• The introduction should state:

– the authorisation and purpose of the report

– the scope of the report

– any limitations of the report.

• Contains the findings in full (facts only from data)

• Includes additional detail on the issue

• Provides financial/numerical information in text and tables, if appropriate

• Some reports integrate findings with

analysis

• Others have a separate section for analysis

• The conclusion is a short summary or

restatement of the main issue/s

• May use dot points for ease of reading

• Use parallel grammar (Start dot point with a verb in the same tense.)

• Suggests possible action in the future

• Provides you with the opportunity to think of creative solutions, based on the findings and conclusions in the report

• Must not include any new information

• Should be given in order of importance

(i.e the most important should go first)

• Often uses dot points

Conclusions and recommendations

• There is a link between findings, conclusions and recommendations

• Findings are factual and verifiable

• Conclusions are your own ideas that you

deduce from the findings

• Recommendations are what you want done

Conclusions and recommendations (cont.)

Examples

• Findings

• During Orientation Week all first-year students are given a brief introduction to the workshop area and a talk on safety procedures Some students start the course at second-year level and thus miss the

sessions on safety measures.

• Conclusion

• Those students who have not been given formal safety precaution lessons are at risk.

• Recommendation

• Never use the first person (I, we, us, you,

the author) The reader is more interested in the issue than the person writing about the issue

Should be written in the third person:

An analysis of the financial information shows that different methods of depreciation are used

• Your interpretation or judgment can be

expressed either by modal verbs and

auxiliaries such as may, might, could or

modal adverbs such as possibly, probably,

certainly

• Use good quality, white A4 paper

• Leave space for big margins: top, bottom

and both sides

• Use double spacing between paragraphs

and sections

• Use single spacing between lines

Presentation (cont.)

• Start each chapter on a new page

• Place headings on the left margin, but you can centre the Executive Summary and the title page

• Number all pages

• Keep a copy for yourself

Checklist for editing

• Have you:

– included a title page?

– stated the purpose of the report?

– used the correct format and layout?

– written an introduction that:

• explains the purpose of the report?

• defines the problem?

• guides the reader to the main section of the report?

Checklist for editing (cont.)

– written a findings/discussion section that:

• uses headings and subheadings appropriately?

• uses paragraphs that aid the flow and analysis of the findings?

• uses dot points appropriately?

• presents factual and objective information?

• analyses the findings?

– written a conclusion that:

• draws the ideas together?

• summarises the contents and findings?

Checklist for editing (cont.)

– suggested recommendations that offer solutions

to any problems suggested in the report?

– included appendices, if necessary?

– included a reference list in alphabetical order?