1. Report Writing
SIT - JNTU

2. What is Report Writing? To inform about some thing happening/happened
What do they consist of?
Facts
Arguments
Specific subject
Why reports?
allow information to be presented in an ordered way

3. Report & Essay A Report An Essay Presents information
Presents an argument
Is meant to be scanned quickly by the reader
Is meant to be read carefully
Uses numbered headings and sub-headings
Uses minimal sub-headings, if any.
May not need references and bibliography/reference list
Always needs references and bibliography/reference list
Uses short, concise paragraphs and dot-points where applicable
Links ideas into cohesive paragraphs, rather than breaking them down into a list of dot-points
Uses graphics wherever possible (tables, graphs, illustrations)
Rarely uses graphics
May need an abstract (sometimes called an executive summary)
Will only need an abstract if it is very long, or if your lecturer asks for one specifically
May be followed by recommendations and/or appendices
Seldom has recommendations or appendices

4. Report Structure Letter of transmittal Title page* Table of contents
List of abbreviations and/or glossary
Executive summary/abstract
Introduction*
Body*
Conclusion*
Recommendations
Bibliography
Appendices

5. Letter of transmittal letter to the person who commissioned the report
a salutation
the purpose of the letter
the main finding of the report
any important considerations
an acknowledgement of any significant help
an expression of pleasure or gratitude

6. Title page This must contain:
the report title which clearly states the purpose of the report
full details of the person(s) for whom the report was prepared
full details of the person(s) who prepared the report
the date of the presentation of the report

7. Table of Contents Usually for reports longer than 10 pages: list of
the headings
tables
appendices of the report

8. Acknowledgements short paragraph
thanking any person or organisation which gave you help
 in collecting data or preparing the report.

9. Abstract (Summary or Executive Summary)
the context of the research
the purpose of the report
the major findings
the conclusions
the main recommendations

10. Introduction
Give enough background information to provide a context for the report.
State the purpose of the report.
Clarify key terms and indicate the scope of the report (ie what the report will cover).

11. Body
A report of primary research (based on your own observations and experiments) would include:
Literature review (what other people have written about this topic.
Method (summarises what you did and why). Use the past tense.
Findings or results (describes what you discovered, observed, etc, in your observations and experiements). Use the past tense.
Discussion (discusses and explains your findings and relates them to previous research). Use the present tense to make generalisations.

12. Body
A report of secondary research (based on reading only) would include:
Information organised under appropriate topics with sub-headings.
You need to synthesise material from different sources under topic headings.
Analysis/discussion of the sources you are reporting.

13. Conclusion Sum up the main points of the report.
Should clearly relate to the objectives of your report.
No surprises please! (that is, don’t include new information here.)

14. Recommendations Suggestions for future action
Logically derived from the body of your report

15. Bibliography

16. Appendices
 contains material which is too detailed, technical, or complex to include in the body of the report:
Specifications
a questionnaire
a long complex table of figures

17. PRESENTATION OF THE REPORT
use plenty of white space
ensure the separate parts of your report stand out clearly
use subheadings
allow generous spacing between the elements of your report
use dot points/ numbers/ letters to articulate these elements
use tables and figures (graphs, illustrations, maps etc) for clarification
number each page (a neat header and/or footer makes your work look more professional)
use consistent and appropriate formatting
use formal language.

18. COMMON PROBLEMS the inclusion of careless, inaccurate, or conflicting
the inclusion of outdated or irrelevant data
facts and opinions that are not separated
unsupported conclusions and recommendations
careless presentation and proof-reading
too much emphasis on appearance and not enough attention to solid content.