Formal Report Writing When? Why? How?
Some Examples University: Lab Report, Dissertation, Experimental Report, Literature Review. Career: Paper, Review of Subject, Lecture, Text Book, Request for Funding, Request Promotion, etc. Outside World: Business, Government, School Write a report on project, proposal, etc.
When? Do you know when you will have to write a report??? Find out which units have a report as part of the assessment. Find out what type of report is required (there is more than one way of presenting a report!!!)
Why Give a Report? To inform the reader about a specific topic, project, proposal To convince the reader Make an argument, proposal, etc. To impress the reader. About how much you know on the topic …..
General Style This is a formal piece of written work so remember some basics: write proper (full sentences and paragraphs) avoid contractions (isn’t, can’t) use a spell checker never use slang expressions
Report – General Structure Executive summary/ Abstract Introduction Methodology Results/Findings Discussion/Analysis Conclusions & Recommendations References and/or Bibliography
Title Page Title of Report Author of Report Student ID number Date of Report NO PICTURES/CLIP ART
Executive Summary/ Abstract (for longer reports) One paragraph summary of what the paper contains. Give brief details from each section of the report. Short and concise. Max word length 300 words. Aim to convince people to read report. N.B. Write this last after you have written the report – you need to know what to summarise!!
Terms of Reference B riefly Sets the scene for your report – for whom, by whom and for when Defines scope and limitations of the investigation and the purpose of the report. Should include your aims and objectives the overall purpose of your report more specifically what you want to achieve.
Introduction Prepare Reader for the rest of Report. Provide a frame of reference for the report Background material/theory /policy Existing Knowledge Expectations Reference earlier work
Methodology Types of material utilised in the production of the report Primary/secondary sources Qualitative/quantitative data Books/Journals/Internet
Results/Findings This presents the results obtained. It should contain : Factual information (not your comments yet) Fully labeled graphs (put in an appendix) Fully labeled tables (put in appendix) Fully referenced sources It must be Well organised and Clear
Discussion (of results) This examines the results and tries to draw out the key points. Your chance at last to Comment on the results – Identify key trends Identify and try to account for contradictions in the results Discuss the reliability/validity of the sources you have used Refer to specific points in the results section (graphs/tables/key quotes from sources) to support your comments. Your arguments here must be backed up by evidence
Conclusions & Recommendations This summarises the key results and puts them in context It should refer to the goals outlined in the Introduction. Highlight the major results. List any recommendations for future action which you think would be useful/relevant in the light of the findings of your report. Remember these recommendations must also be based on the evidence you have presented in your report
References & Bibliography References Specific texts which you have named in your report e.g. Smith ( 1999) noted that…. So Smith (1999) is a reference because you referred to him (named him) Bibliography A complete list of all sources you read to help you produce the report. You may not have specifically named them in the report. E.g you might have read a very good chapter in a book by Douglas (2000) but not specifically named Douglas ‘ work in your report. You still need full details of Douglas’ book in your bibliography to avoid the charge of plagiarism.