Report Writing

  Report Writing

• A report is a methodical, organised document that defines and analyses a certain issue or a problem. The main purpose of a report is to provide information to its readers.
•  Reports are used in different professions and there are various types of reports varying according to the purpose. Reports are well researched, planned and organized documents that are written for a specific audience.
•  It is a concise document based on research that typically analyses a situation and sometimes makes recommendations for future action.
•  It is a factual paper which is clear and well-structured.
• There are various types of reports like Business reports, expense reports, audit reports, closure reports, progress reports, justification reports, compliance reports, annual reports, technical reports and feasibility reports.

Technical Reports

• Engineers spend a great deal of time writing technical reports to explain project information to various audiences. Engineers perform technical writing to communicate pertinent information that is needed by upper management to make intelligent decisions that will affect a company’s future.
• The main purpose of technical report is to present a solution to a problem in order to rectify it. Technical reports provide a record of an individual’s developing expertise and are a legal record of work and decision making.
• Engineers spend one third to half of working hours in technical writing such as proposals regulations manuals procedures and requests progress reports
• In a nut shell Engineers write technical reports to communicate technical information and conclusions about projects to customers, managers, legal authority figures, and other engineers.

Process of writing a business report

A technical report follows a specific layout and format

a) Front Cover

b) Title page

c) Summary or Abstract

d)Table of Contents

e) List of Figures and Tables( optional )

f) Introduction

g) Methods, Assumptions, and Procedures

h) Discussion

i) Conclusions and Recommendations

j) References and appendices

a) Front Cover

• A cover and label are used if the report is over 10 pages long.
• The cover (front and back) provides physical protection for the
• printed report. Plastic spiral bindings and thick, card-stock paper is recommended.
• A label is placed on the cover to identify:
• Report title and subtitle (if a subtitle is appropriate)
• Author’s name
• Date of submission

b) Title page

• The title page provides descriptive information that is used by organisations that provide access to information resources 
• A title page duplicates the information found on the front cover (if one is used).
• The title of the report
• The authors' name
• Name of the Dept, company
• The date of submission.

c) Summary or Abstract

•  The Summary is usually written at the end of report writing. It provides a brief overview of the substance of the report.
• It is a stand-alone document generally used by busy managers who might not have time to read the full report. That’s why it is usually referred to as the Executive Summary in the workplace.
• The Summary is not an introduction to the topic. It should focus on what you did, how you did it, and the main outcomes and significance of your work.

The Summary:

1. states the topic of the report

2. focuses on the results or outcome of the project, the findings of

3. briefly outlines your approach to the task (if applicable) your investigation: or the key aspects of your design

4. States the significance or implications of the results.

The Summary does NOT:

Provide background information on the topic

1. Explain the motivation for the project
2. Refer to figures, tables or references contained in the report.
3. Summary or Abstract

d) Table of contents

• The Contents covers the sections and subsections of the report and their corresponding page numbers.
•  It shows the structural relationship between the sections and subsections.
•  A reader looking for specific information will be able to locate the appropriate section easily from the table of contents.
• Sections are numbered using the decimal point system. Section numbers appear on the left margin, page numbers on the right.

e) Introduction

• The Introduction persuades the reader to read the main body of the report.
•  This page focuses on the subject, purpose, and scope of the report.
• The technical background necessary to understand the problem may be included in the Introduction.
•  In longer reports this may be summarised in the Introduction and presented in detail in a separate section.
• Subject defines the topic and associated terminology, may include theory, historical background and its significance
• Purpose indicates the reason for the investigation
• Scope indicates the extent and limits of the investigation

f) Methods, Assumptions, and Procedures

•  The methods, assumptions, and procedures used in the investigation are described so the reader can follow the procedures of the investigation.
• Information in this section includes 

1. System of measurement
2. Types of equipment used and accuracy
3. Test methods used

e)Methods

• How did you discover the problem?
• What measuring tools were used?
• What measurement system was used?

Assumptions

• What do you think, but cannot substantiate as fact?

Procedures

• How did you gain a better understanding of the problem?

f)Discussion

The discussion section describes the methods and procedures to identify and deal with the problem as a result of your research, identifies the degree of accuracy related to your findings and gives the reader your view of the significance of your findings.

• How have you identified the problem through your research?
• How accurate are your findings?
• What is the significance of the results of your research?

g)Conclusions and recommendations

• The Conclusions and Recommendations may be combined or in long reports, presented in separate sections.
• The Conclusions section summarises the key points of discussion, the essential features of the design or the significant outcomes of investigation. 
• It needs to be:
• Be Written to relate directly to the aims of the project as stated in the Introduction
• Indicate the extent to which the aims have been achieved
• Summarise the key findings, outcomes or information in your report
• Acknowledge limitations and make recommendations for future work (where applicable)
• Highlight the significance or usefulness of your work

i) Recommendations

• The recommendations section presents the preferred plan of action.
• Normally several courses of action are open, each with advantages, disadvantages, costs, limitations, and ramifications.
• These should have been previously discussed and conclusions drawn based on the criteria being applied.
• Recommendations should 
• Be specific, definite, and clearly stated,
• Be strong and advocate action,
• Satisfy the requirements established in the introduction,
• Follow logically from the conclusions, and
• Be presented in a logical order, e.g. importance, chronologically, functionally.

j) References and appendices

• References
• All information, methods, data, diagrams and maps are acknowledged using one of the referencing styles recommended for engineering.
• Appendices
•  If the main text is clear of detailed statistics, maps, explanations of technical terms or experimental data, it will be kept as short and as readable as possible.
• By using appendices the needs of the different types of readers and their priorities can be catered. Experts may feel patronised by too much explanation in the main text and non-experts left confused by lack of information – but appendices can satisfy both.
•  An engineer may be frustrated by technical information interwoven with details of costing but both technical and financial readers will be happy to find costing in the appendix.
• Appendices contain material that is too detailed to include in the main report, such as long mathematical derivations or calculations, detailed technical drawings, or tables of raw data.
• The content should be summarised and referred to at the appropriate point in the body of the report.
• The conventions for appendices are as follows:
1. Each appendix must be labeled with a number (or letter) and title
2. The appendix numbers and titles must be listed on the Contents
3. page under the heading Appendices (if more than one) or Appendix (if only one)
4. Each appendix must be referred to by number (or letter) at the relevant point in the text.

Language in Report writing

• The passive is considered as formal in report writing.
• Avoid using overly complicated language
•  Avoid using unnecessary jargon and lengthy sentences.
• Ensure that your abbreviations are standardised.
• Avoid the use of subjective language. For example, what does the term "beautiful" mean to you? What will it mean to your reader?

Layout

•  Most reports have a progressive numbering system.
• The most common system is the decimal notation system.
• The main sections are given single numbers -1, 2, 3 and so on.
• Sub-sections are given a decimal number - 1.1, 1.2, 1.3 and so on.
• Sub-sections can be further divided into - 1.11, 1.12, 1.13 and so on.

An example structure would look as follows

1. Introduction
1.1 ———————
1.1.1 ———————
1.1.2 ———————
1.2 ———————
1.2.1 ———————
1.2.2 ———————

2. Methodology
2.1 ———————
2.11 ———————
2.12———————

• Leave wide margins for binding and feedback comments
• Construct short and concise Paragraphs.
• Headings are highlighted in bold or underlined.
• All diagrams and illustrations need to be relabelled and numbered.
• All standard units, measurements and technical terminology are listed in a glossary of terms at the back of the report.

Checklist

i. Title page

• Does this contain the:

Title?

Author’s name?

Module or course details?

ii. Acknowledgements

• Acknowledge all the sources.

iii. Contents

• Listing of all the main sections in sequence?
• Have you included a list of illustrations?

iv. Abstract or summary

• This include

 The Purpose or aim?

 The methods used?

 The conclusions reached?

 The recommendations made?

v. Introduction

• This includes:

 The terms of reference?

 The limits of the report?

 An outline of the method?

 A brief background to the subject matter?

vi. Methodology

• This includes:

 The form of the enquiry?

 The way you collected your data?

vii. Reports and findings

 Are your diagrams clear and simple?

 Are they clearly labeled?

 Do they relate closely to the text?

viii. Discussion

 Have you identified key issues?

 Have you suggested explanations for your findings?

 Have you outlined any problems encountered?

 Have you presented a balanced view?

ix. Conclusions and recommendations

 Have all of your main ideas used?

 Have you avoided any new information?

 Are any recommendations clear and concise?

x. References

 Have all the references listed alphabetically?

 Have all the necessary information included?

 Are your references accurate?

xi. Appendices

 Have you only included supporting information?

 Does the reader need to read these sections?

xii. Writing style

 Have you used clear and concise language?

 Are your sentences short and jargon free/

 Are your paragraphs tightly focused?

 Have you used the active or the passive voice?

xiii. Layout

 Have you clearly labeled each section?

 Is your labeling consistent throughout the report?

 Have you left sufficient margin space for binding/feedback?

 Are your headings clear?

 Have you checked your spelling?