Report writing

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Report writing

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

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