REPORT WRITING
A report is an objective account of a situation, topic or problem written for a specific audience, and often
includes recommendations for solving the identified problems or issues. There are various types of reports
which results in some differences in the required structure, thus it is important that you are clear about the
nature of your task. Reports can be analytical, informative, integrated, or technical, but all should be logical,
clear and accurate.
HOW DO REPORTS DIFFER FROM ESSAYS?
PURPOSE STRUCTURE FLOW
ESSAYS Present or argue for a position in a
• Introduction
Reader expected to read from
logical development of paragraphs introduction to conclusion
outlining supporting ideas • Body paragraphs
• Conclusion
• References
REPORTS To objectively discuss /analyse a • A Table of Contents lists a series
In professional reports, a reader
topic, identify issues and suggest may read selected relevant
solutions or recommendations of sections and sub-sections, sections only, using table of
marked by clear headings and contents to select
sub-headings (sometimes In university assignments, your
numbered) assessor will read all sections
• Order of sections is standard (see
General Report Structure below
this table) but not all may be
required in your task
• Brief paragraphs, bulleted lists
acceptable
• Tables and figures often included
for efficiency
• Recommendations often included
WHEN WRITING A REPORT, ASK YOURSELF:
• What exactly is the report about? What is it designed to achieve? What is its
scope or range? What actions might follow from it?
• Is it objective? Are opinions and interpretations appropriate?
• What subject area criteria or views need to be considered?
• Are there any theories, subject bias, ethical views or assumptions that need to be
considered?
BEFORE RESEARCHING
Write a sentence or thesis statement clarifying the subject and purpose of the report. This will be useful
when you write your report.
NEW INFORMATION
Some reports require new information. Plan experiments, interviews, measurements, questionnaires and
other research methods carefully. Consider time-lines, length, costs (if applicable), methods and any
problems that may arise. Make sure the data will be complete well before the due date of the report.
Request help from your lecturer in designing methods and approaches if you are uncertain about these.
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REPORT WRITING
GENERAL REPORT STRUCTURE
The following table indicates the usual order of sections in a report and a brief indication of the
information required.
Professional reports: Title of report, author’s name, date of submission, who
report is written for
TITLE PAGE
Assignments: Title of report and your usual required information for assignments
e.g. Name, student ID etc.
ABSTRACT OR Summarises aims, findings and recommendations to provide a brief overview of
EXECUTIVE SUMMARY the entire report. This is normally the first section read but must be written last as
it covers the full report.
TABLE OF CONTENTS List of clear headings and sub-headings to enable quick comprehension of
content. Include relevant page numbers.
INTRODUCTION
Explains aims, objectives and scope of report in detail. Identifies any limitations.
METHODS & RESULTS Writing a scientific lab report? These reports usually have more specific
(Usually only included requirements.
in science reports)
SEE THE GUIDE ON WRITING A SCIENTIFIC LAB REPORT
BODY OF REPORT Discussion of the topic of the report. Use headings and sub-headings for clarity if
lengthy discussion is required. Sources should be referenced.
CONCLUSIONS
Highlights the significance of the main points detailed in the body of the report.
RECOMMENDATIONS Suggestions for improvement of any identified issues. Recommendations may also
be combined with discussion in some less traditional report styles.
REFERENCE LIST
List of all sources of information formatted in required referencing style.
Contains supporting information that is too detailed for the body of the report.
APPENDIX/APPENDICES Appendices should be labelled, Appendix A (Title e.g. SA Council Boundaries),
Appendix B (Title) etc., and must be referred to in the discussion in the body.
e.g. See Appendix A for a map of SA council boundaries.
PLEASE NOTE: the above is a general guide to report structure. Follow the guidelines given by your lecturer and
remember to ask for clarification if you are unsure about what is required for your particular task.
Many lecturers do not require all of the above sections in their assessment tasks.
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REPORT WRITING
INFORMATION NEEDED
Lecturers requiring written reports normally provide you with the information below:
• The topic or subject of the report
• The required length and due date
• The purpose of the report and its audience
• The required structure: sections to be included and those not required.
Some lecturers also provide a detailed format particular to the field of study, including information about
abstracts, summaries, conclusions, recommendations, and how these are to be presented. Follow your
lecturer’s specific requirements.
Most reports require an impersonal passive style, for example: ‘The statistics were presented to the
committee’, rather than ‘I (or we) presented the statistics to the committee’.
If you need to express uncertainty or doubt, you can use the modal verbs ‘may’, ‘might’ or ‘could’, or adverbs
such as ‘perhaps’ or ‘possibly’.
You may choose to use tables, graphs and diagrams, if these are appropriate for your topic. These must be
labelled clearly and referred to in your text. e.g. Table 1 indicates that …
THE TABLE OF CONTENTS
Creating a Table of Contents is an important process in planning and presenting a clear, long report.
• You will need to decide on appropriate headings and sub-headings to lead your reader through your
analysis of your report topic.
• Headings and sub-headings should be concise and should clearly indicate the subject of that section.
• If numbering your sections, the Introduction is the first section to be numbered. The first body section
will be 2.0, and its sub-sections will be 2.1 and 2.2. Do not go beyond 2 sub-sections under each
section, for simplicity.
• Include page numbers with each heading if your report is long.
FOR EXAMPLE:
Table of Contents
1.0 Introduction............................................................................................................................................................................... 3
2.0 Studying overseas .................................................................................................................................................................. 4
2.1 Advantages ........................................................................................................................................................................... 5
2.1.1 Cross-cultural learning ..................................................................................................................................... 5
2.1.2 Independence .................................................................................................................................................... 5
2.1.3 Broaden networks ............................................................................................................................................. 6
2.2 Disadvantages...................................................................................................................................................................... 6
2.2.1 Cultural adjustment ........................................................................................................................................... 7
2.2.2 Isolation ............................................................................................................................................................... 7
2.2.3 Homesickness ...................................................................................................................................................... 8
3.0 Studying in home country .................................................................................................................................................... 8
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REPORT WRITING
EDITING
It is important that your report is presented in a clear, straightforward manner. Make sure that:
• All data and facts you have presented are accurate.
• Data has been analysed in accordance with your report guidelines.
• Your conclusions and recommendations logically follow on from the data.
• All tables, graphs, diagrams and charts you have used conform to your lecturer’s guidelines.
• All references (in-text and reference list) are accurate and complete.
• The word count meets requirements
• You have fully met the requirements for this report.
• You have formatted the document in line with your lecturer’s expectations
PROOFREADING
After editing, proofread your report as you would proofread an essay, checking:
• For spelling, punctuation, grammar and expression mistakes.
• That your headings and sub-headings indicate the content they refer to
• That your sections are in the correct order
• That your Table of Contents list the correct page numbers for the sections
• That all of your sources referred to in your report are in your reference list and are correctly formatted
PROOFREADING
Brick, J, Herke, M & Wong, D 2016, Academic culture: a student’s guide to studying at university, 3rd edn,
Palgrave MacMillan, South Yarra, Victoria. (in Flinders Library)
Centre for Teaching and Learning, The University of Newcastle 2016, Report writing, viewed 3 July 2019,
< https://www.newcastle.edu.au/__data/assets/pdf_file/0008/333773/LD-Report-Writing-LH.pdf>
(detailed guide on writing the various sections of a report (including examples)
Learning Development, University of Leicester n.d., Writing reports, viewed 3 July 2019,
https://www2.le.ac.uk/offices/ld/resources/writing/writing-resources/reports
Uni Learning: the University of Wollongong 2000, Report writing, viewed 3 July 2019,
<http://unilearning.uow.edu.au/report/1d.html>. (a guide to language use in report writing)
Winckel, A & Hart, B 2002, Report writing style guide for engineering students, 4th edn, University of South Australia
Faculty of Engineering, viewed 3 July 2019,
<https://lo.unisa.edu.au/pluginfile.php/1687722/mod_resource/content/0/Report%20style%20writing%
20guide_Engineering.pdf >
Windschuttle, K & Elliot, E 1999, ‘Reports: research and analysis’, in Writing, researching, communicating, 3rd edn,
McGraw-Hill, Sydney.
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