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Report Writing
StudySmart Seminar
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RESOURCES
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Workshop notes, study skills notes
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… and more at www.aut.ac.nz/student-learning
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Seminar Outline
WHAT IS REPORT WRITING?
• Types of reports
• Planning your report
• Answering &
Analysing the
question
Preparation &
Planning
Understanding
Structure
• Report sections
• Useful academic words
• Paragraph writing
• Editing checklist
Writing
Effectively
Part One: Planning & Preparation
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What is a Report?
A report is a document that
provides a way for you to
communicate with someone
else
If your report fails to
communicate, it fails to
convince, educate, or
inform and, ultimately,
fails in its purpose (and
fails to gain marks!)
A report conveys a message;
when you hand in your
report, you will not be
present when the receiver
reads it
This means that the
message in your report
must be clear and correct
The message you
communicate in your report
must be clear and your ‘big
idea’ must be obvious to the
reader
This ‘big idea’ is usually
made up of a number of
smaller ideas that
contribute to the overall
message of the report
Types of Reports
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Research or ‘real-life
Information
Business case
Case study
Technical
Report Writing Timeline
Start Date
Due Date
Plan how many weeks prep you need
Analyse the
question
Locate
resources
Plan the
report –
purpose,
scope,
audience,
structure,
resources,
etc.
Write first
draft
Reading &
Note-taking
Final draft
Revise &
re-draft
(covered in
Listening
Skills & Notetaking
Seminar)
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Purpose: Why am I writing this?
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To inform?
To interpret?
To recommend?
To persuade?
• You must know why you are writing the report
• You must know what you intend to achieve through
the writing of the report – (AIMS)
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Audience (there may be different readers)
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Who is reading it?
What information do they require?
What knowledge do they already have?
Each reader is interested in the parts that affect them the
most
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Analyse the Question
Focus on TASK (instruction) words
compare, contrast, discuss, explain, define, outline, etc. – these words
can SHAPE THE STRUCTURE!
Focus on KEYWORDS (topic words)
Content words – what is the TOPIC, ISSUE or PROBLEM?
Focus on CONTEXT (focus) words
Where, when, to what extent, etc.
Clarify the SCOPE (size) of the report
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Develop a logical structure
You may want to:
• Define the topic and expand on it, using
research to support your ideas
• Discuss points of agreement & discuss points of
difference
• Apply the theory to a real-life situation or case
where relevant
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Planning your report
1. Generate ideas about the topic
• Use mind maps
• Diagrams
• Word Lists
2. From these ideas, create a rough plan, or plans for your
report
• Just get some ideas on paper – you will get your ideas
sorted later on
• The next slide outlines a report that needs to discuss
the need to implement a new Human Resource
Management System
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1. Issues with old
system
2. Cost-benefit
Analysis
New HR
Computer
System required
3. Computer
System
Requirements
4. Personnel
Training
Requirements
Early planning diagram for a report outlining
the need for an integrated Human Resource
Management System
• Don’t worry about order yet, or even if
your ideas are suitable, just start
planning!
Hardware
Software
Accounting Dept.
HR Dept.
5. Client benefits
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3. Check that your plan helps you answer the question
Delete ideas or topics that:
• are not relevant
• do not address the problem
• do not contribute to a better understanding of the
issues
4. Flow charts and mind maps can help you visualise the flow
of ideas and connection between topics in your report
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SUMMARY # 1
Plan and organise your report
• Use mind-maps, diagrams, and flow charts
• Use white boards, large pieces of paper or
digital tools
• This step is essential for a good report
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Part Two: Structure
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Report structure and flow
Main message must be clear:
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One ‘big idea’ comprised of a number of smaller ideas
The report must have direction and flow
Each section not only relates to the ‘big idea’ but it should
flow logically from one section to the next
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Typical Report Structure
Title Page
Abstract or Executive Summary
Table of Contents*
Introduction
Conclusions
Recommendations*
Discussion
References
Appendices*
* Optional, depending on assignment
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Report Structure: Two styles / formats
(Deductive most common)
Deductive report format
Title page
Executive summary
Table of contents
Introduction
Conclusions
Recommendations
Discussion
References
Appendices
Inductive report format
Title page
Executive summary
Table of contents
Introduction
Discussion
Conclusions
Recommendations
References
Appendices
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Report sections
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Title page
Executive summary
Table of contents
Introduction
Discussion
Conclusions
Recommendations
References
Appendices
Title page
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The front page of the report
Report title, date submitted
Include name, ID number
Recipient’s name, designation
Course number (if applicable) and name
May not be required if you are provided
with a cover sheet
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Title of report
The need to implement an integrated
Human Resource Management System at
XYZ Company
Date of
submission
(14 March 2004)
Author’s name
Recipient’s name
Course number (if
applicable) & name
By: Bob Smith
To: Dr Jones
Course: HRM 101
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Executive summary
• No longer than one page
• Tells the reader whether report useful
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Aims
Objectives
Main findings
Recommendations
• Be specific, not vague
Table of contents
• Usually required for long reports (8+ pages)
• Can use Microsoft automatic table of
contents tool
• Use Headings Styles to do this
• Page numbers are in Roman numerals up
to Introduction (i, ii, iii), then Arabic (1,2,3)
from Introduction onwards.
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Introductions – setting the ‘scene’
Overview of report, subject and context
Problem or issue
Summary of answer
Scope of
report/outline
Limitations &
assumptions
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Discussion or body of report
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Largest section of report
Around ⅔ – ¾ of the [total] word length
Outlines research conducted
May have methods, results & analysis sub-sections
It is organised according to a logical plan, and is made up
of sections and sub-sections
Sections need to flow logically, otherwise, it will be hard
to understand
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Is this an
inductive or
deductive
report
structure?
Organised!
Table of contents
Executive summary……………………………………….
Table of Contents…………………………………………
Introduction……………………………………………….
Conclusions……………………………………………….
Recommendations………………………………………...
Discussion
4.1 Overview of computer requirements……………
4.1.1 Hardware……………………………………..
4.1.2 Software………………………………………
4.2 Overview of personnel training…………………
4.2.1 Accounting…………………………………...
4.2.2 Management…………………………………
4.3 Cost analysis……………………………………..
5. References……………………………………………
6. Appendix A: Screen software captures……………
Appendix B: Training packages……………………
Appendix C: Cost analysis raw data……………….
i
ii
1
2
4
Roman
numerals
Arabic
numerals
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8
10
12
14
17
20
29
32
40
45
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Conclusions
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Based on the discussion section
Summarises main points (present situation)
Relates to the aims of report
Numbered points or bullet points
TIP: Do not add new information to your
conclusions!
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Recommendations
• Logically derived from the conclusions
• Action based statements (can I ‘do’ this?)
• Listed in order of most important to least
important
• Bullet points or numbered
References
• Use academic or professional sources
• Use APA 6
• References appear in the two places in the
report
• In the main body of the report
(Smith, 1999).
• In the reference list – full detail
Smith, J. (1999). Academic Writing. London, England:
Collins.
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Appendices
• Detailed information that would clutter
report
• Statistical calculations, raw data,
questionnaires
• Same professional presentation as report
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Report Sections – Possible ‘Extras’
Covering letter/Memorandum (Memo)*
Title page
Executive summary
Acknowledgements* (assistance given by others, such as a proof-reader)
Table of contents
List of figures* (graphs, photographs, labelled “Figure 1.”, “Figure 2.”, etc)
List of tables* (labelled “Table 1.”, “Table 2.”, etc)
Introduction
Discussion
Conclusions
Recommendations* (remember, not always required)
Glossary* (list of special terms used in your report that the reader may not know)
Index* (alphabetical list of topics, has the page numbers and where to find them)
References
Bibliography* (lists sources you read but did not cite in the report)
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SUMMARY # 2
• Clear structure and logical ordering of
sections
• Conclusions summarise the present
situation
• No new information in conclusions
• Recommendations look to the future
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Part Three: Academic Style
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Use synonyms and signpost words
• Synonyms help avoid repetition, making your
writing more interesting
• Signpost words make your writing easier to
read and understand
Google “Signpost words” to get good reference lists
Signpost Words
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ADDITION
Additionally, again, also, and then, as well, besides, equally important,
finally, first (second, etc), furthermore, in addition, likewise, moreover,
next, similarly, what is more
CONTRAST
After all, alternately, although, but, conversely, despite, even, for all
that, however, in contrast, in spite of this, instead, meanwhile,
nevertheless, nonetheless, notwithstanding, on the contrary, on the
other hand, regardless, so, still, that being said, though, unfortunately,
yet
SIMILARITY
Also, comparably, in the same way, likewise, resembling, similarly
CAUSE / EFFECT
Accordingly, as a consequence, as a result, because of this, consequently,
hence, so, subsequently, the result of this is, therefore, thus
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Signpost Words
TIME RELATIONSHIP
Again, already, at first, at length, at that time, briefly, concurrently,
during this time, earlier, eventually, finally, firstly (secondly, etc),
gradually, immediately, in future, in the meantime, in the past, lastly,
lately, meanwhile, next, presently, recently, simultaneously, so far,
subsequently, then, until then, until now
POSSIBILITY
Appears, could, implies, indicates, likely, seems, suggests, suggests a
relationship between
EXAMPLES
By way of illustration, for example, for instance, namely, specifically,
such as, that is, to illustrate, to demonstrate, thus
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University of Manchester Academic Phrase Bank
An excellent resource for academic phrases
you can insert into your work:
http://www.phrasebank.manchester.ac.uk/
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Writing Paragraphs
• Paragraph Writing using the “T.E.E.” structure
T
Topic sentence or General
Statement
E
Elaboration,
Explanation, or
Definition
E
Evidence or
examples
(relevant)
150-200 word paragraphs
(as a guide)
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Editing checklist
• Sentences
• Grammar and spell check?
• ONE IDEA PER SENTENCE?
• Sentences too long?
• Read aloud to find errors?
• Paragraphs
• One main idea per paragraph?
• Everything relevant? Helps to answer the question?
• Topic sentences?
• Paragraphs linked effectively?
• Style
• Accurate references?
• Statements supported with evidence?
• No clichés, slang, or jargon?
• No emotive language?
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SUMMARY # 3
Structure includes:
Report structure
Paragraph structure
Topic sentences
Explanations
Examples
Signpost words
Make sure you save time to edit your work!
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Bibliography – useful sources & links
American Psychological Association. (2001). The publication manual of the American
Psychological Association (5th ed.). Washington, DC: Author.
APA formatting guides at AUT Library- http://www.aut.ac.nz/library/study/referencing
Emerson, L. (2012). Writing guidelines for business students (5th ed.). Sydney, Australia:
Cengage Learning.
Manalo, E., Wong-Toi, G., & Trafford, J. (2002). The business of writing: Written
communication skills for business students (2nd ed.). Auckland, New Zealand:
Pearson Education.
May, C. B., & May, G. S. (2003). Effective writing: A handbook for accountants (6th ed.).
Newark, NJ: Prentice Hall.
Other resources
• http://www.victoria.ac.nz/vbs/teaching/publications/VBS-reportwriting-guide-2013-July.pdf
• http://www.massey.ac.nz/massey/fms/Student%20services/Studen
t%20Learning%20Development%20Service/Documents/Albany/Extr
amural/Report%20Writing%20Workshop%20Notes.pdf
• Lab Report Structure
http://owll.massey.ac.nz/assignment-types/lab-reportstructure.php
Different report structures
http://owll.massey.ac.nz/assignment-types/report-structure.php
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