Report Writing

Report writing Before writing a report, the writer should ask What is the purpose of the report? What action is it intended to trigger? Who will read the report? How many people will read it? What do they need to know? What is their current level of knowledge?

Report writing cont... * Some considerations: Assembling data: - Direct - look, ask, send a questionnaire, conduct experiments or tests - Personal - who can you write to, speak to, phone, with relevant experience/ knowledge Style: clear, concise English!

Report writing cont... Objectivity: - The writer must appear to be neutral. Never use emotive language and always write logically. Back up assertions with evidence and always look at both the positive, supporting case and the dissenting case. Make your assertion as a result and back it up.

Report Writing Stages The five major stages of report preparation are Gathering the data Analysing and sorting the results Outlining the report Writing the rough draft Revising the rough draft

Gathering the data Plan what information/results you are going to need Maintain orderly records as the data is gathered The little extra effort required to record the results carefully can be of great value later

Analysing and sorting the results During this review, conclusions should be drawn This is best done by first writing down all significant results in no particular order and then sorting them so that the results pertaining to a common factor are grouped together. Once the conclusions are drawn, list them in descending order of importance.

Analysing and sorting the results Sort through the information and select only the Relevant data Too much irrelevant information will confuse the reader Do not discard information that contradicts your ideas Consider how to represent your data

Analysing and sorting the results Before writing the outline report - Create a limiting sentence SUBJECT The HND module to Report Writing SCOPE covering the fundamentals of organizing, writing, and reviewing reports, PURPOSE was written to improve the writing skills of HND students and the overall quality of their reports. This focuses your attention on the scope of the report

Outlining the report In the sorting stage concentration is on what results should be presented in a report. In the outlining stage attention is directed to how these results should be presented.

Outlining the report The outline should contain descriptive headings of each significant part of the report. It should show the complete scope of the report, the relation of the various parts of the work discussed, the amount of space to be given each part, the places for inclusion of illustrations, and the conclusions

Outlining the report Descriptive headings provide a means of ready reference and aid clarity. The final outline should show the exact form, wording, and value of the headings to be used in the report. The headings, although brief, must serve as a reliable guide to the included material

Writing the rough draft Concentrate on what you want to say rather than how to say it. Keep writing down the thoughts as they flow into your mind, following your outline Then review this version—but only for its technical content. Are all of the ideas you wanted to express included? Have you included irrelevant ideas? Does the report organization still seem logical?

Revising the rough draft The first review is of the material in the report. In this check ask yourself these questions: Are the conclusions valid? Is sufficient information given to support the conclusions? Is enough background information given to explain the results? Have all irrelevant ideas been deleted? Are the illustrations pertinent and necessary?

Revising the rough draft(2) The second review is of the mechanics and organization. Are the subject and purpose clearly stated? Does the report flow smoothly from topic to topic? Are the relations between topics clear? Is each illustration clear and properly labelled? Are all required parts of the report included?

Revising the rough draft(3) The third review is of spelling and grammar. Is each sentence written effectively? Are the sentences varied in length and complexity to avoid monotony? Are the words specific rather than vague? Have all unnecessary words been deleted?

Language Be clear, concise and correct. Use: Avoid Familiar words technical terms should be defined within the text Active verbs for majority of the report Avoid Ambiguity Loaded words Clichés e.g. ‘a can of worms’ Jargon

Language cont. Avoid: Superfluous words and phrases e.g. in order to = to, in the event that = if Tautology - saying the same thing twice with different words in the same sentence e.g. the brevity of the notice given was far too short Split infinitives e.g. to boldly go Double negatives; not never = sometimes

Language cont. Avoid Joining two sentences which are not logically related Sentences ending with prepositions e.g. to put up with Long sentences Professional report may have to be written in the third person

Spelling and punctuation Word processed material should always use the spell checker Word uses the American spelling e.g. formalize not formalise Punctuation See handout#

Report writing cont... Report layout: - Title page: title of report, name of the person who wrote it, date, reference no. (if applicable), circulation list. - Table of contents: with section and page numbers

Report writing cont... - Abstract or summary: Usually written last. Not more than about a 1.5 spaced, 3/4 of a page of A4. Should include the main ‘bones’ of the report for ease of reference.

Report Writing - Introduction: Background to the report; specify the purpose of the research; terms of reference; reference to similar work being done elsewhere; acknowledgement of any help and cooperation.

Report writing cont... - Methods of investigation: Specify your methods used. If you are writing a systems analysis and design report for example, you may wish to specify the methodology used here. - Findings: The results of your investigation - Conclusions: Your assessment of these findings and their implications

Report writing cont... Recommendations: Your suggestions for following up the research contained in the report

Report Writing - References: a complete list of material directly referred to in the main text. After a quote in the main body of the text you may put (Jones, 1994:78) = author of book used, date of publication, page number. In your references at the back, the entry for this would be: Jones, M A (1994): An introduction to SSADM, McGraw Hill, Maidenhead.

Report writing cont... - Bibliography: A complete, alphabetical list of all sources consulted. - Appendices: Detailed information which could have cluttered up the main body of the report, i.e. charts, graphs, tables of figures, supplementary information...

Report writing cont... - Use a numbering system: This can be either decimal or a mixture of numerals and letters. The example on the next slide is the decimal system.

Report writing cont... 1. Main section 2. Main section 2.1 first subsection of 2 2.2 second subsection of 2 3. Main section 3.1 first subsection of 3 3.1.1 first subsection of 3.1 etc...

Report writing Exercise # Fog index # An indicator that sentences are too long and there are too many long words Calculate average number of words in a sentence Calculate the percentage of words of two or more syllables How would you write these differently?

Summary Remember the 5 stages of report writing Good planning is essential Clear well presented style Subject, Scope and Purpose - limiting sentence Well referenced Recommendations