report writing guide.docx

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Report writing Formatting Assignments

What is a report?

A report is a very formal document that is written for a variety of purposes in the sciences,

social sciences, engineering and business disciplines. Generally, findings pertaining to agiven or specific task are written up into a report. It should be noted that reports are

considered to be legal documents in the workplace and, thus, they need to be precise,accurate and difficult to misinterpret.

How many different types of reports are there?

laboratory reports health and safety reports

research reports case study reports

field study reports cost-benefit analysis reports

proposals comparative advantage reports progress reports feasibility studies

technical reports instruction manuals

financial reports And on it goes …

When would I be asked to write a report?

Engineering Reports can outline a proposal for a project; report

on progress of a project; present research and

findings from a project; detail the technical aspects

of innovations; present results from a feasibility or cost-benefit analytical study.

Education and

Health

Science

Practicum reports are based on experiences at prac.

school or hospital. Ongoing journal entries are

written up into a report at the end of term. There arefield and research reports.

Science andsome Social

Sciences

Laboratory reports outline, analyse and evaluateresults from experiments. Research or field reports

are findings from the field and make

recommendations based on this. Feasibility studies

report investigations into the feasibility of somethingand make recommendations accordingly. Case study

reports are found especially in the areas of social

welfare, social work, and psychology.

Business Report writing is frequently used in business

subjects. Reports can range from short memos to

lengthy reports such as cost-benefit analysis reports;research and field reports; financial reports;



proposals; progress reports; health and safety

reports; quality reports; case study reports.

How does the structure of a report differ from the structure of an essay?

Reports are organised into separate sections according to the specific requirements of thegiven task. While it is important that paragraphs are structured and there is unity, coherence

and logical development to the report, it is not a continuous piece of writing like an essay.

Each type of report serves a very specific purpose and is aimed at a very particular audience.

Report writing may seem repetitive to us, but this is because reports are not usually read fromcover-to-cover by one person. For example, a manager may read only the synopsis or abstract

and act on the advice it contains while a technical officer may read only the section that

explains how things work. On the other hand, a personnel officer may look at only the

conclusions and recommendations that directly affect his or her working area.

What should I include in a report?

Because there is such a wide range of reports that serve different purposes, your faculty will

generally have guidelines that they want you to follow. As a general rule, however, thefollowing should give you some indication of what to include in a formal report.

A letter of transmittal

This is a covering letter which is sent with the report to the person or organisation that

requested the report. (Your assignment may not require you to provide this with your report.)

Sample letter of transmittal

Kalkadoo Council

PO Box 102

Kalkadoo Qld 483010 December 2001

The Planning Committee

Kalkadoo Shire CouncilPO Box 102

Kalkadoo Qld 4830

Dear Councillors,

Please find enclosed the Feasibility Study into the damming of the Blue River as requested.The report discusses in detail the findings of the study for your perusal. It is our belief that

discussions about the proposed dam should be given a high priority at the next planning

meeting scheduled for 12 January 2002.

Yours faithfully,



Jane Brown John Black

Jane Brown and John Black

Environmental Engineers

A title page

This outlines the name of the report; who prepared the report; for whom the report was

prepared; the nature of the report; the date the report was prepared.

Sample title page

FEASIBILITY STUDY

PROPOSED DAM - BLUE RIVER

KALKADOO 10 DECEMBER 2001

Prepared for:

Kalkadoo Shire Council

Planning Committee

Prepared by:

Jane Brown and John Black

Environmental Engineers

An abstract or synopsis

An abstract or synopsis outlines, very briefly, the entire report. It contains: the aim or

purpose, the procedures followed, the main findings and conclusions and recommendationsthat are outlined in the report. The abstract or synopsis is like an introduction of an essay.

Sample abstract

This report discusses the feasibility study carried out from 12 June 2001 to 7 December 2001into the damming of the Blue River between Johnson's Creek and Blackstump Creek. Water

flow rates, sediment levels, fish stock numbers, weed infiltration rates and salinity tests have

been carried out and positive conclusions have been drawn. It should be noted that areasflooded by the proposed dam include only those areas already declared unusable for

agricultural purposes. It is expected that economic opportunities for a fishery, council

caravan park, irrigation leases and household water meter reservoirs will be forthcoming



within twelve months of the dam's completion. It is recommended that the council approves

dam construction and seeks firm financial backing immediately.

A contents page

This includes the page numbers of each section within the report and any appendices that areattached to the report. It does not include the title page or abstract. These are attached to the

report before the contents page.

Contents Page

Introduction...................................................................................... 1

Aim................................................................................................... 1

Scope............................................................................................... 1

Background to study........................................................................ 1

Procedure......................................................................................... 2

Data collection methods................................................................... 2

Analysis of data................................................................................ 4

Conclusions....................................................................................... 18

Recommendations............................................................................. 22

References........................................................................................ 23

Appendices....................................................................................... 25

The report itself

The report is broken into sections and each section and subsection has a heading. Often, anumbering system is used to indicate each section or subsection. Becoming more popular,however, is changing the font size of headings to indicate the importance of each heading.

Only numbering style is indicated below.

Sample numbering system used in report writing

1. INTRODUCTION

1.1. Aim

1.2. Scope

1.3. Background to study

2. PROCEDURE2.1. Data collection method

2.2. Literature review

2.2.1. Literature review of journals 2000 - 2001

3. ANALYSIS Of DATA

3.1. Water flow of Blue River

3.2. Sediment levels of Blue River



3.3. Fish stock numbers

3.4. Weed infiltration rates

3.5. Salinity levels of Blue River 3.6. Likely areas to be flooded

4. CONCLUSIONS

5. RECOMMENDATIONSREFERENCES

APPENDICES

Parts of the report

Introduction

Aim

In this section you indicate the purpose of the report.

Scope

This shows what the report includes and excludes. For example:

This feasibility study indicates the environmental feasibility of the proposed damming of theBlue River between Johnson's Creek and Blackstump Creek. It does not include building

specifications of the dam itself. A further proposal would be offered if council decides to

proceed with the recommendations of this study.

Background to study

This section contains any relevant details regarding the background information that may be

needed to make sense of the information in the report. It may outline the history of a project,

or major players in the project. For example:

In January 1999, Kalkadoo township experienced severe water shortages as a result of prolonged drought periods during 1997 and 1998. The Kalkadoo Shire Council has made it a

priority for this situation to be remedied so that this situation does not occur in the future.

The Shire Council had conducted investigations into providing a dam for the region in the

mid-1980s but plans were halted due to public dissatisfaction with the outcome of those

investigations. Further environmental studies needed to be conducted over a longer period todetermine the impact of the dam on neighbouring farms and Crown land reserves. This series

of investigations was completed in December 2000. The outcome suggested no significant

negative environmental or economic impacts would be felt. In June 2001, the Shire Council proposed that the final stages of the feasibility study should be conducted, and conclusions

and recommendations from the entire study should be tabled at Council's Planning

Committee meeting scheduled for 12 January 2002. This feasibility study report should thusenable Council to make a final decision regarding improving water supplies to the Shire. This



is one of its three priority areas for the period 2001-2002.

Procedures

Data collection methods

In this section, you would briefly outline how you collected the data that will provide the

basis for analysis that will produce conclusions and recommendations. Even though it may becalled something different, all reports use specific data and ways of collecting it that would

be included in this section.

In research reports, you would probably use a different heading because your data

would come mainly from texts and journal articles. This is the section where you

would discuss the main issues arising from your research.

In reports that are based on data you have collected yourself, like the report used inthe example so far, this section would detail the methods you used to collect that data

and why those methods were chosen. You would also outline the steps taken duringthe process of collecting data and carrying out research. An example is set out below:

During this six-month feasibility study, data was collected and analysed according to

the criteria outlined for environmental impact studies as set out in the QueenslandDepartment of Primary Industry's Environmental Studies Handbook (2001). Water

flow rates were measured according to rate of flow 100ml per hour. These rates were

recorded three times per week during the study. Sediment and salinity levels weremeasured according to the percentage of suspended siltation carried in the fastest

flowing section of the river channel. These measurements were also taken three times

per week, and more often during the change of tides. Fish stock numbers were

recorded once per month where tagged fish were counted and measured. Specificareas within the study region were targeted and fish stock numbers randomly checked

using sonar equipment. Weed infiltration rates were recorded, both in the river itself,

and in the land regions that would be directly affected by flooding. Weeklyrecordings were made of the types of species already present in the areas of study,

and identification of new varieties was monitored.

Analysis of data

This section is perhaps the longest section in most reports and it is where, using visual

displays, you outline the data you have collected.

Graphs, charts, tables, maps, graphic displays should always be used to summarisethe findings you have made from the data you have collected.

Each set of data may be displayed in more than one way and each diagram or visual

should have a title, figure or table number, and should be thoroughly labelled.

Each set of data is systematically displayed and analysed in a paragraph under the

appropriate diagram. For example:



Water flow rates

Table 1: Water flow rates — Blue River, 1 June 2001-7 December 2001

Date Time Volume/Hour 100ml/Hour Recommended flow rate for viable damming

The table indicates that periods of peak flow occurred between July and September 2001.The rates of flow are 50% higher than those rates recommended to be viable for substantial

damming of an area. The lowest flow recorded occurred during November but is stillsignificantly higher than the recommended flow rate for viable damming. There is no

evidence to suggest that these levels are unusual for this region. Table 2 compares water flow

rates for the same periods from studies conducted over the period 1985-1999 (See Table 2,

page 12). This indicates that the water flow rates are stable and there is very little variationfrom year to year or month to month.

Conclusions

The conclusions are dot pointed and are drawn directly from the analysis section of thereport. Dot points are used when the sequential order is not important. For each section under

the main heading 'Analysis', there should be at least one corresponding conclusion. For

example:

The Blue River flow rate is significantly higher than was expected. Damming the

Blue River between Johnson's Creek and Blackstump Creek would not affect average

water (flow rates upstream or downstream from this area).

Sediment levels remained between 0.02% and 0.05% during the dry months.Sediment levels of 1.2% are considered to be acceptable. Damming the river will not

significantly increase sedimentation downstream. Upstream, sediment levels willincrease between 0.5% and 1.0%. This increase is still within the acceptable range

according to guidelines (given by the Department of Primary Industries).

Recommendations

These are your suggestions for further action based on your conclusions. Not all reports willask for recommendations. Some will have a section where both conclusions and

recommendations are given. Recommendations are numbered as they normally follow

sequentially. For example:

1. The damming of the Blue River between Johnson's Creek and Blackstump Creek

should proceed.2. Damming of this area could lead to significant economic advantages.

References



A reference list with publication details of sources used should be included after the

conclusions/recommendations section. Any appendices follow the reference list.

Additional sections that may be required

Appendices

Appendices include things like raw data sheets, extra or supplementary information or diagrams, maps of regions etc. You draw your reader's attention to the appropriate appendix

by indicating this briefly at the appropriate place in the report. For example:

Water flow rates indicate that there is no significant change between 1998 and 2001.

Comprehensive flow rate charts for the period 1998-2000 are included as Appendix 1.

Here are some examples of appendices:

National Science Foundation Home pagehttp://www.nsf.gov

Go to Program Areas — Social, Behavioural, Economic Science

Go to Science Resources Statistics, then Featured Publications and look at Women,Minorities and Persons with Disabilities

Look at the appendices: Technical Notes and Statistical Tables

Note how tables are shown in Appendix 2: Statistical Tables

Glossary

Sometimes, when there is a lot of 'jargon' contained in a report (as in Science or

Engineering), a glossary of terms should also be included. This ensures that those reading the

report understand the way you have used the terms or jargon in your report. Sometimeswords can have different meanings in different disciplines. If you need to include a glossary,

it would generally be placed just after the contents page.

Language style

The style of language used in reports is concrete, active and formal as a rule. The rules of plain English definitely apply most of the time.

There is no room for bias or 'fudging' results especially when they are considered to be legaldocuments. This is particularly the case in engineering, business, the sciences and some

social sciences.

Layout

http://www.nsf.gov/

http://www.nsf.gov/

http://www.nsf.gov/



The use of white space is very important in report writing. Spacing between headings,

subheadings, paragraphs, ends of sections, diagrams etc. need to be uniform. As a guide - one

space between heading and subheading, one space between paragraphs, and two spaces between the end of a section and the next heading. Whatever you choose, make sure you aim

for consistency.

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