Report Writing Sylvia Corsham De Montfort University 2008/9 (in association with Vered Hawksworth BSc.)

A Report Is A Text Expression Of Research You Have Carried Out, Therefore, It Is: IMPORTANT TO GET IT RIGHT! Presentation Layout Components Formatting Writing Style Checking Editing Evaluating Referencing Assignment

Presentation Is important because: It affects the initial impression of the work Good presentation can ensure the examiner or reader can easily see what you have done You need to show that you can present work in a professional manner

Layout Unless Otherwise Informed… Line spacing should be double spaced Margins should be 1.5” top & 1” bottom If bound then a larger margin should be allowed on the left Print on one side of the paper only Headers and Footers should be employed for relevant information (e.g. your name, tutor group) Referencing – use Harvard System

EXAMPLE Header/footer: eg>Dateandnameoffile Title : Highlighted or Emboldened/can be centred Subheading: Smaller text, or underlined (but enhanced in some way). Body text: double line spaced. No apostrophe’s-keep sentences brief and meaningful.

Components of Reports Abstract Acknowledgements * Index/Contents Page – with page numbers Introduction Main Body of Report Conclusions Bibliography Glossary * Appendix * * Optional

Formatting the Report Titles, sections, paragraphs and numbering needed because:- It divides your work up into logical sections – makes it easier to follow A content page provides reference point, by headings for reader to find what he wants It is easy to cross reference by referring to paragraphs e.g. ‘further clarification is given on this point (paragraph 2.1)’ Planning can be carried out by constructing an outline from headings

Format Report Title Section Heading Sub Sections Sub- paragraph Heading A REPORT ON COMPUTER CRIME AND THE INTERNET SECTION ONE - LEGAL ISSUES 1.1 Introduction …………………………… Data Protection Act …………………………….. SECTION TWO - CREDIT CARD FRAUD 2.1 Introduction …………………………… Security Issues Network Security Protocols ……………………………..

Writing Style (1) Wording should be succinct and to the point  e.g. ‘The committee took into consideration the adoption of the proposal’.  Versus. ‘The committee considered adopting the proposal’.

Writing Style (2) Use appropriate language  If you have to include jargon ensure that you explain it  Be precise – avoid ‘may’, ‘perhaps’ when describing findings  Keep your sentences short  Abbreviations should be written out in full at first use e.g Data Flow Diagrams (DFD’s)  Avoid using 1st person singular e.g. ‘I can see’ use ‘it was seen’

Writing Style Put extra material in appendices Drawings and diagrams should be identified e.g.: This shows the quarters of the year, and some type of income, but has no label! Figure 2.1

Report Extras Appendices  Put ‘extra’ material in here – longer explanations of topics discussed in the report – evidence of research used – source data etc. Cross Referencing  This where you refer the reader to other work within the report or its appendices Glossary  Used to explain any ‘jargon’ or difficult words that needed to be used in the main body of the report

Checking Are there any spelling mistakes? Are there any proof errors?  e.g. ‘there’ ‘their’ OR ‘would of’ ‘would have’ Does the writing reflect the heading? Have you used quotes and citations properly? Have you included all your sources in the bibliography Is the format used the correct one?

Editing Does it make sense? Has it got a beginning, middle, end Are you over the word count?  Check sentences to remove wordiness  Is there something that would be more  Appropriately put in an appendix? Rearrange long sentences into 1 or 2 short ones Have you provided evidence for your statements

Evaluating Have you achieved the aims and objectives of the report? Is all your material relevant? Have you checked the marking criteria to see if you have met them? Have you obtained any feedback from a critical reader to see if they have understood the report and whether they have noticed any defects

 Referencing Have you used adequate research sources? Have you used an appropriate number of research sources? Have you used the correct method of citation/ quoting? e.g. “Sequential file processing means records are in order according to the key field” H.L Capron (1996)

 Referencing OR… Attributing what is written in your own words to its original source:  ‘According to Capron (1996) database records are ordered by the key field attribute when sequential ordering is used’

Recommended Strategies Tutorial For this tutorial you will need:  Completed mind-map for your topic  Marking criteria With reference to both, generate a skeleton for your report:  Produce a set of major headings of topics, under each major heading a set of sub-headings, etc.  Once you have done this start writing short description, a few words about what to be covered under each heading / section and under each sub-heading / sub section.