Report Writing

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Report
Reports are documents which both give a reader information and ask the reader to
do something with that information. Reports can be used:

 to suggest new ideas and options;

 to ask people to accept a point of view;
 to influence decisions;
 to ask people to make choices between alternative recommendations.

Therefore, a well-structured and well written report can be a very influential

document. A report will usually follow a simple format which can be identified over
and over again as you look through the reports written by academics, agencies or
individuals. One of the key issues is to carefully provide signposts’ for the reader
throughout the report. Use headings, sub headings, bullet points (but remember to
use full sentences rather than notes here) and new paragraphs for new topics.

The format may be influenced by the purpose and length of the report. There are
nine identifiable sections in most reports, although a contents list and abstract are
usually only used with a long report.

 Title or title page

 Contents list
 Abstract
 Introduction
 Discussion
 Conclusions
 Summary
 Recommendations

The Format of a Report

Title or title page: It helps the reader to know what the report is about to have a
title and sometimes a brief explanation of the purpose of the report. In a longer
report you can have a short title and a long, more descriptive title. You should also
identify the audience for the report, who has written it (the authors) and when it
was written (the date).

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Contents List
Used in long reports rather than short ones. A contents list helps the reader find their
way around the report. Keep the chapter titles simple and clearly worded so you don’t
confuse the reader. Ensure the pages are numbered so it is easy to move straight to
the relevant section. Be consistent if numbering chapters – don’t start with Chapter
1 and next have Chapter B and next have Chapter iii! Don’t get too complex with a
numbering scheme. If your reader has to find Chapter 1.1.11.111.iii they might give up
– not to mention you losing your way.

Abstract
Normally only used in long and formal reports or if your work is being published. It
is the whole report summarized in 80-200 words. It tells the reader what you
examined and why; what you discovered; how you did it and what conclusions you
were led to. It is really a file note for a reader to see if the whole document is worth
reading. Sometimes you will be asked to provide an abstract and the key words which
give the reader an idea of what is covered/relevant. For example, the key words in a
handout on report writing could be: reports; purpose; content; structuring; styles;
learning; building an argument.

Introduction
Should be quite brief. It can be a paragraph or a whole chapter but it should tell the
reader:
 The topic;
 Who commissioned (asked for) it and when;
 The reason for the report;
 The terms of reference and limitations;
 A brief outline of the background to the report;
 The method of working (if this is very detailed it might form one of the
appendices);
 What sources have been used in researching the report (and again, if these
are numerous details should be in the appendices and referenced);
 The key issues which will be addressed (another way of ‘signposting’).

Discussion
The main body of the report and the longest part. It goes into more detail about the
subject. See Section C on ‘building your argument’. It should be arranged logically in
one or a series of chapters. You should use headings and sub-headings to help the
reader find their way around it. Writing a report is not like writing a detective novel
so you don’t leave the best bits until last! The Plain English Campaign recommends
the use of the ‘inverted triangle’ way of writing in reports.

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 The Most Important Information

Next Important Information

Next
Important
Information

This ensures that even if the reader only wants to read part of the report they will
still have read the most important information. It might be worth mentioning here
that staff will always read the whole report if it is an assignment!

Conclusions
These are the main findings from the research that went into the report:

 What you set out to find out – the purpose of the report
 What you found out;
 What was significant about what you discovered?
 How it answers the question set by the person who commissioned the report.

Conclusions arise logically from the work you have already done. You shouldn’t
present any new information here. Just use the information you have collected to
inform the options, indicators, lessons or advice you wish to give the readers.

Summary

The key information from the report, often presented in bullet points or short
paragraphs. It mainly summarizes the high points – the findings and conclusions,
rather than discussing what, when and how again. A summary can often be separated
from and read instead of the whole report, so a brief introduction to the summary
could be used. Summaries are often placed at the front of long reports in recognition
that the long report will be too much for many busy readers to take in. You could
liken a summary to the trailer for a film, tempting you to go along for the whole thing,
even when you have been given a fair idea of the plot and outcomes!

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Recommendations

When a report is being used to present options or make some recommendations for
action you have to give the reader some clues about what these might be. Again, don’t
leave the preferred option or course of action until last. Use that ‘inverted triangle’
approach here too. So you should present your most favored ideas, options or
recommendations first. These are likely to be debated more thoroughly by the readers
and they will ideally come to a more informed decision (the one you prefer!).

A report may also contain:

 Cover letter
 Bibliography
 Glossary
 Appendices

The table below summarizes the main headings used in reports and outlines the
purpose of each section. Please note: Further headings or subheadings may be used
depending on the report’s content, and are specific to the individual report.

Section Purpose
Title Page (Not part of the Gives the title of the report, the student
word count) name/number, the name of the person the report
is being submitted to, and the completion date.
Table of Contents (Not part Shows the sections of the report. Gives the
of the word count) headings, subheadings and page numbers.
Abstract or Executive Gives a summary of the whole report. Outlines
Summary the report’s purpose, methodology, findings,
main conclusions and recommendations. Mainly
written in past tense, and prepared last.

Terms of Reference Briefly states the purpose and scope of the

report. This includes who requested the report,
the main issues or problems to be identified, the
reason for undertaking the report and the due
date of the report.
Procedure Outlines the methods used to collect information
e.g. interviews, questionnaires, observations
and/or research

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Introduction (May be used Outlines the context, background and purpose of
instead of the Terms of the report. Defines terms and sets limits of the
Reference and Procedure) investigation. The reader/audience can easily
identify what the report is about, how
information was gathered, and why the report is
needed. Mainly uses past tense and can be
written last – but is presented first.
Findings and/or Findings: What was found during the research or
Discussion For this section, investigation? Gives the facts only – no
avoid using the headings interpretation by the writer of the report. Tables,
“Findings” or “Discussion”. graphs or diagrams can be used. Must be
Instead, create headings and relevant to the issues and problems identified in
sub-headings that identify the the Terms of Reference. Arranged in a logical
main issues or problems. order with headings and sub-headings.
Discussion: You may also be required to
analyses, interpret and evaluate the findings. The
discussion draws together different parts of the
findings and may refer to findings of other
studies and/or theories.
Conclusions Brief statements of the key findings of the report
(full explanation is given in the Findings and/or
Discussion). Arranged so the major conclusions
come first. Should relate directly to the objectives
set out in the Terms of Reference or
Introduction. Follow logically from the facts in
the Findings and/or Discussion. Must be
complete enough for recommendations to be
made from them
Recommendations (note: The opinions of the writer of the report about
not all reports give possible changes, or solutions to the problems,
recommendations) including who should take action, what should be
done, when and how it should be done.
References (Not part of the A list of the sources that are used in and referred
word count) to in the report. Use APA referencing style.
Bibliography (Not always Lists any sources that were read for the research
required) but were not cited in the report. (Bibliography is
not included in the word count).
Appendices (Not always Additional relevant information. May include
required) interview questions, surveys, glossary etc.
(Appendices are not included in the word count).

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The major part of the report will consist of the Introduction, Findings and/or
Discussion, Conclusions, and Recommendations.
SOME DO’S AND DONTS FOR REPORT WRITING
 Determine who will read and evaluate your proposal or report. What are his or
her concerns? Tailor your words to specific needs and personalities.
 Follow any existing guidelines (report requirements) to the letter.
 Make an outline.
 Use topic headings, bullets, numbers, and lists. Inset material freely.
 Don’t clutter the text with unnecessary tables and graphs. Save those needed
for an appendix.
 Longer reports need an abstract (a one page summary) at the beginning.
 Proposals need a cover letter. Keep it brief. Say why you are writing, what
response you want and when you want it.
 Be direct and specific, not vague and general. Back up any claims or assertions
with facts and figures.
 Don’t bury important information in footnotes.
 Be honest about risks and costs. Being straight-forward increases your
credibility and undercuts critics.
 Be concise and to the point. Use short paragraphs, concise sentences, and
familiar words. Avoid jargon.
 Don’t lapse into the cold, stiff, impersonal prose so common in business
writing. Switch passive sentences to active and weed out clichés.

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