Report writing
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  • 1. Report Writing
  • 2. Report Writing
    Planning
    Purpose
    Structure
    Content
    Language
    Spelling and grammar
  • 3. Planning Your Report
    Identify the information you need
    Identify the sources of information
    Carry out your research
    Sort and analyse your findings
    Prepare a first draft
    Produce the final version
    Append any complex data
  • 4. Why write a report?
    To inform
    To recommend
    To facilitate action
    To prompt or persuade
    To instruct
    To record
  • 5. Report Format
    Title Page
    Contents Page
    Introduction
    Main Text: in structured, headed sections
    (this helps reader to find relevant sections with ease)
    Conclusions & Recommendations
    Bibliography
    Appendices (optional)
  • 6. Title Page
    Unit Title
    Assessment Title
    Your Name
    Course Group
    Tutor’s Name
  • 7. Contents Page
    Headings (on left of page)
    Page Numbers (on right of page)
    Note! Remember to insert page numbers throughout the report to link with those listed on your Contents Page.
  • 8. Introduction
    A good introduction should clearly explain the purpose of the report to the reader.
    It should also explain what the report covers.
  • 9. Introduction (Example)
    This report was produced as part of an application to a national chain of photographic portrait studios to set up a studio franchise in Glasgow.
    The report discusses two laboratories in the Glasgow area: Loxley Colour and B& S Graphics. It compares the products and services available from both companies including information on prices, file type requirements, lab output processes and online ordering.
    This report concludes with a recommendation of the laboratory which would best suit the needs a photographic portrait studio franchise.
  • 10. Main Text
    Logical order
    Headed sections to make it easier for the reader
    Use consistent headings and style
  • 11. Headings
    Options include:
    Capital/lower case letters
    e.g. A. a) b) c) , B. a) b) c)
    Roman numerals e.g. I, II,III, IV
    Arabic numerals e.g. 1, 1.1.,1.2
    Whatever you use, be consistent throughout the report.
  • 12. Conclusions & Recommendations
    Summarise the main points made in the findings
    Select the essential points and explain their significance
    State any conclusions drawn from your research
    Clearly recommend action to take
  • 13. Bibliography
    Reference ALL source material used during your research
    Use a form of Standard Bibliographic Citation, e.g. Author, Title of Book, Edition, Year of publication, ISBN; OR full website address, e.g. http://www.glasgowmet.ac.uk/
    Should enable the reader of the report to trace the sources
  • 14. Appendices
    Use for supporting detail
    Examples:
    Tables and Diagrams
    Plans
    Images
    Letters
    Statistics
  • 15. Presentation
    Use paragraph breaks
    One main idea per paragraph
    Use a “double return” to create break
    Breaks up text and makes it easier to read
    Use single-sided A4 paper
    Number pages
  • 16. Language
    Write in complete sentences
    Start each sentence with a Capital Letter and end with a full stop NOT a comma
    Use Capital Letters at the start of Proper Nouns i.e.
    names of people e.g. Joyce Wallace
    places e.g. Glasgow
    events e.g. the Commonwealth Games
    organisations e.g. Glasgow Metropolitan College
    job titles e.g. Managing Director
  • 17. Language
    Language in reports needs to be
    • Formal
    What is the difference between formal and informal writing?
  • 18. Formal Language
    Longer sentences
    Full forms of verbs e.g. cannot, do not
    No slang or colloquialisms
    Impersonal (avoid use of “I” and “We”)
    Objective
  • 19. Spelling and Grammar
    Proofread!
    Proofreading should pick up on all typos such as “from” as “form”
    Apostrophes
    Spellcheck!
    Beware of American spellings
    Will not eliminate legitimate words used wrongly e.g. “their” / “there”
  • 20. Checklist
    All essential material included
    Organisation of material is logical
    Hierarchy of headings is consistent
    Attention is given to style and level of language
    Tables, diagrams and images are labelled clearly and anchored in text
  • 21. Checklist
    All quotations acknowledged
    Referencing is complete and in accordance with a form of standard bibliographic citation
    No excessive detail or where relevant include as an Appendix
  • 22. Final Checklist