! REPORT WRITING What is a report? Different types of reports Structure of a report General tips about writing reports Example of a report Report Checklist This supplement, created by the ALC, should be read in conjunction with the guidelines in specific Course Profiles and Course Moodle sites. Report Writing Last Updated: 10 March 2014 Contents What is a report?!""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!#! Different types of reports!"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!$! Structure of a report!"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!%! Preliminary section!"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!&! Body of the report!"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!’! Supplementary material!""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!(! General tips about writing reports!""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!)! Report checklist!""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!*! Example of a report!""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""!##! ! Report Writing Last Updated: 10 March 2014 1 What is a report? A report is a text that originated in the business world in order to analyse and present information in a structured way. Reports are divided into key sections and must be presented using headings and sub-headings. Some key differences between reports and essays are described in table 1.0. Table 1: Key differences between reports and essays Reports Essays Are usually written in paragraph form with full sentences, but may include bullet points to list items. Must be written in paragraph form with full sentences. Have headings and sub-headings for sections which are numbered Generally do not have headings other than the title of the essay (unless advised otherwise in your Course Profile or by your tutor) May include material such as tables and figures. If the tables/figures are not too large (less than 1/2 of a page) they can be included in the ‘Discussion’/‘Main Body’ section of the report. Alternatively if large, include in the appendices at the end of the report. Do not contain tables or figures Both reports and essays must be clearly referenced in-text to indicate the sources of information. They must also include a Reference List with full publication details. • Check the information provided about reports in your CQUniversity course profiles and course Moodle sites. Report Writing Last Updated: 10 March 2014 2 Different types of reports Depending on the nature of the course and the topic being covered, you may be asked to write many different types of reports. These will depend on the nature of the course and the topic being covered. Table 2 outlines some of the common types of reports you may be asked to write. Please note the key differences are in the content. Table 2: Types of Reports Business report A standard report, including most, if not all, the sections outlined in this guide. Executive report A very detailed and analytical report, with very specific requirements. Please consult your course profile Technical report A technical report (as suggested) generally requires the inclusion of technical specifications. This is sometimes necessary for assignments in IT courses. Research report A research report involves you conducting some primary research of your own (e.g. conducting a survey/questionnaire/interview) as well as a literature review. Generally speaking, the body should include: • Introduction • Methodology • Literature Review • Discussion (Results) • Conclusion • Recommendation The format and content of a research report is quite specific. Check your course profile and Moodle for specific instructions. Report Writing Last Updated: 10 March 2014 3 Structure of a report When writing a report, the structure will depend on the instructions you are given in your course profile and/or by your tutor. The following is an overview of the key sections that are generally included in a business report. • If you are instructed to write a ‘short report’ or if a particular structure is outlined in your course profile/by your tutor, then please be sure to follow those instructions. • It may not be necessary to include all of these sections in your report - check with your tutor about the requirements of all sections marked ‘as requested’. • Reports can generally be seen to include three key sections as outlined in table 3. Please note that the following terms refer to sections of the report- they are not to be used as headings! Table 3: Report Sections Preliminary section This section includes all the initial information required before the actual discussion takes place. See details below. Body of report This is where the main discussion takes place. It begins with the introduction and ends after the conclusion and recommendations. Supplementary material This section includes additional information that supports the discussion and is referred to in the body of the report. See details below. Report Writing Last Updated: 10 March 2014 4 Preliminary section • The title page (see example) • Letter of transmittal (as requested) (see example). This is a brief, formal letter from the person who wrote the report (you) to the person(s) receiving it. The letter of transmittal should clearly state when the report was written, who requested it and the purpose of the report. • Executive summary (see example). This is an overall summary of the entire report. It should: a) Introduce the topic of your report b) Indicate the main subjects (major findings) examined in the discussion section of your report c) State your conclusions d) State your recommendations The executive summary is always on a separate page. Remember this is a summary of the entire report so you cannot write it until you have completed the report (you cannot summarise a report you have not yet written)! Even though it appears first, the Executive Summary is one of the last things you will write. (Note: Do not write the Executive Summary in the future tense). • Table of contents (see example). This is an ordered list of the different sections and subsections of your report. It must include numbered section headings and subheadings, with their relevant pages. This indicates to your reader where various sections of your discussion can be found. Use MS Word to automatically generate the Table of Contents. Note: Table of contents should also be on a separate page. • List of tables and figures (see example). Like the table of contents, the list of tables and figures provides the reader with a guide to finding information that is presented in the form of diagrams and tables. It should include the table/figure numbers, titles and page location of each table and figure. Note if the report does not include any tables/figures then obviously this list is not necessary. Note: List of tables and figures should also be on a separate page. • Acknowledgements (as requested) Acknowledgements are used to draw attention to, thank or recognise significant input of other people. It is not the reference list. This section should be used as required and note that its position can also vary. Please confirm this with your tutor. Report Writing Last Updated: 10 March 2014 5 Body of the report The body of the report starts with the Introduction and continues to following sections with only two line spaces between each section. Do not start a new page for each section. Introduction (see example) The introduction should generally include three key types of information. a) Background This section sets the context for the report and provides the (brief) background information required for the reader to understand the report. For example, it may briefly outline the issue faced by the organisation. Tell the reader something about the history/origin of the report. When was it requested? Why is it important? Who was involved and how? b) Aims/ objectives This tells the reader what the aims/objectives of the report are. It indicates what key questions the report is trying to answer and what it is trying to achieve. Why was it written? c) Scope This section tells the reader exactly what areas/ideas are covered in the report. It also helps to explain how the report is organised. Look at your plan and consider your headings and sub-headings. Please be aware that sometimes course profiles/tutors may use different formatting for the introduction. The model introduction shown uses sub-headings for these sections but your tutor may prefer it to be presented as one paragraph (depending on the length of the assignment). Always check with your tutor if uncertain. Assumptions (as requested) This section outlines any assumptions (beliefs) regarding the situation upon which you are basing the report, its analysis and any recommendations. Discussion (Approximately 60% of the word count) This section is where information relevant to the topic is presented. It is similar to the ‘body’ section of an essay. It must be fully referenced throughout, using various resources to support ideas. It should be organised logically, using topic headings, sub-headings and minor subheadings to break it into sections and sub-sections based on the ideas being discussed. All headings must be numbered sequentially (See examples). Report Writing Last Updated: 10 March 2014 6 Conclusion (approximately 5-10% of word count) (See example) The purpose of the conclusion is to provide a summary of the major findings. It effectively attempts to answer the key questions posed in the introduction. When writing a conclusion it may be useful to consider the following: o What has been learnt or proved from doing this research? o On the basis of the research, what conclusions can be drawn? o Consider the key questions and objectives set out in the introduction - what are the answers/conclusions you came to? o Consider each of the key sections of your report - what was the main point made in each section? o No new information should be introduced. o Direct quotations are not necessary Recommendations (see example) Often when writing a report specific recommendations for future actions are requested. These can be included as a separate section before or after the conclusion or even as a part of the conclusion (using a sub-heading). Recommendations should state what actions should be implemented based on the findings of the report. You may list these in bullet points or small paragraphs. Report Writing Last Updated: 10 March 2014 7 Supplementary material Reference List (see examples) This list includes the full publication details of all books, articles, websites and other sources referred to in the report. Appendices This is where other information which has been referred to in the main part of your report is attached. This information is relevant but not necessarily essential and larger than 1/2 of a page. The main body of a report can include text, figures/tables and some calculations. However, long or repetitive calculations or data charts should be placed in the Appendices along with larger diagrams. All appendices must be separated, labelled and referenced (where appropriate). Appendices may include the following items: Questionnaires /Answers to questionnaires Interview transcripts Consent forms Maps Articles/clippings Data Charts/Tables Some diagrams Pamphlets Specifications Report Writing Last Updated: 10 March 2014 8 General tips about writing reports • You are advised to consider the Great Guide to University Study regarding general advice on planning and preparation of assignments. • NEVER attempt to write a report without conducting the necessary research and planning first. Always ‘brainstorm’ (concept map), research then develop a plan. Your plan should reflect the key headings and sub-headings that you intend to use to organise your discussion. Work out what you plan to discuss and when - this will allow you to then focus more carefully on expression. • Make sure your writing flows. Even though it is acceptable to use headings, reports should still follow a logical order. Once you have written a draft of the report, check that headings and paragraphs are ordered in a logical way so that the reader can follow the discussion. • Be concise but avoid using too many lists or sentences/phrases separated with bullet points. If an assignment is simply made up of a series of lists it will not flow very well. It will be disjointed and is likely to lack sufficient content. • Remember to always reference correctly and consider the nature of your resources. You may need to consult a combination of primary and secondary sources ranging from textbooks and journal articles to published market data, statistics, policy or law. • Always write in the third person. Do not use personal pronouns such as ‘I’, ‘my’, ‘you’, ‘your’, ‘we’ or ‘our’. • Use the present tense when you are writing about other people’s work. E.g. ‘Johnson (2001) points out that…’ or ‘Studies indicate that….’ • Do not start paragraphs with quotations. Write your own topic sentences and use quotations as supporting evidences. • Always use gender non-specific language ‘he/she’ or ‘their’. • Use formal language: do not use words such as ‘things’ or abbreviations such as etc. Be specific. • Begin numbering your pages from the introduction. Pages with preliminary or supplementary information are usually numbered using a different system to clearly tell them apart, such as “i, ii, iii, iv….”. • A good report offers evidence of original thinking and creative thought. • Use objective analysis. • Format your report consistently. Report Writing Last Updated: 10 March 2014 9 Report checklist Preliminary section Title Page: Title of report, author (you), date lodged! Letter of Transmittal (if required) Executive summary/abstract/synopsis Table of Contents and List of Tables and Figures Acknowledgements (If required) Introduction (with background, aims and scope stated) Body of report Assumptions: Have you listed any assumptions you have made? ¾ Do all paragraphs follow logical paragraph structure? ¾ Are sections/paragraphs arranged in logical order? ¾ Are paragraphs of an appropriate length (100-250 words); no single sentences sitting on their own? ¾ Are all paragraphs relevant? Can each paragraph be directly linked to the original question being asked? Conclusion: ¾ Does the conclusion summarise the major findings and provide a final answer to questions posed in the introduction? ¾ Are recommendations clear and direct and are they supported by your analysis? Supplementary material Appendices: each appendix on a separate, labelled page. Reference List: ¾ Have you included all references in reference list? Is it in alphabetical order? Content ¾ Have you kept to the word limit? ¾ Have you used a variety of resources/references to support your ideas? ¾ Is there sufficient analysis (own words) - Approximately 90%? ¾ Have you used the correct referencing format (Harvard style/ Footnotes)? ¾ Have you provided correct in-text references for all DIRECT and INDIRECT quotes? Report Writing Last Updated: 10 March 2014 10 ! Layout/ Grammar/ Presentation ¾ Have you used complete sentences throughout? ¾ Have you written in the third person (i.e. no use of ‘I’ ‘my’ or ‘you’ etc.) ¾ Have you checked spelling? ¾ Have you numbered all headings/subheadings sequentially? Make sure you have: ¾ Size 12 Times new Roman font or Arial 11 font 1.5 spacing ¾ 2.54 cm margins ¾ Page numbers, ¾ Name and Student ID number on each page ¾ Assignment titlepage Report Writing Last Updated: 10 March 2014 11 Example of a report 1. Title page 2. Letter of transmittal (optional- check if required) Title: Course code: Course Name: Lecturer: Assignment number: Due Date: +,-.!/012-! 34.45678!9647.1.5!/:1;;?@!=.1A67<12B! ’)*!CD-1E121,.!/2!! F71?@!=.1A67<12B! ’)*!CD-1E121,.!/28!! F71