This document provides guidance on writing reports. It discusses that reports are written for a clear purpose and specific audience to address an issue and recommend a course of action. There are various types of reports such as technical, business, field, and scientific reports. The report writing process involves planning, structuring, and writing the report. Key elements of a report include an executive summary, introduction, findings/discussion, conclusions, and recommendations. Headings, paragraphs, and plain language should be used to ensure good readability.
I’m a young Pakistani Blogger, Academic Writer, Freelancer, Quaidian & MPhil Scholar, Quote Lover, Co-Founder at Essar Student Fund & Blueprism Academia, belonging from Mehdiabad, Skardu, Gilgit Baltistan, Pakistan.
I am an academic writer & freelancer! I can work on Research Paper, Thesis Writing, Academic Research, Research Project, Proposals, Assignments, Business Plans, and Case study research.
Expertise:
Management Sciences, Business Management, Marketing, HRM, Banking, Business Marketing, Corporate Finance, International Business Management
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I’m a young Pakistani Blogger, Academic Writer, Freelancer, Quaidian & MPhil Scholar, Quote Lover, Co-Founder at Essar Student Fund & Blueprism Academia, belonging from Mehdiabad, Skardu, Gilgit Baltistan, Pakistan.
I am an academic writer & freelancer! I can work on Research Paper, Thesis Writing, Academic Research, Research Project, Proposals, Assignments, Business Plans, and Case study research.
Expertise:
Management Sciences, Business Management, Marketing, HRM, Banking, Business Marketing, Corporate Finance, International Business Management
For Order Online:
Whatsapp: +923452502478
Portfolio Link: https://blueprismacademia.wordpress.com/
Email: arguni.hasnain@gmail.com
Follow Me:
Linkedin: arguni_hasnain
Instagram : arguni.hasnain
Facebook: arguni.hasnain
have a doubt on report writing? want to see the ppt of it? here in this ppt you can find each and every aspect of report writing used in communication and business communication too. If u have any doubts or feel something is missing or want to give feebdback you're welcomed
have a doubt on report writing? want to see the ppt of it? here in this ppt you can find each and every aspect of report writing used in communication and business communication too. If u have any doubts or feel something is missing or want to give feebdback you're welcomed
“A report is a textual work made with the specific intention of relaying information or recounting certain events in a widely presentable form.”
A report must be written based on test result and facts. It must be written in a proper manner. In order to write a good report, employees must have the required report writing skills. Every employee will not be born with a writing skill. But the real fact is that all employees can develop their report writing skills if they put in some effort.
How you write and what you write can greatly influence and motivate your target audience, be it your clients, customers or the top management. The power of effective written communication can contribute significantly to organizational productivity, efficiency and success in today’s rapidly changing business world. So the better you are at this form of communication, the more successful you're likely to be.
Work Better course on this topic will take you through the steps of writing concise reports, from understanding why they are writing reports; to requirement analysis and information gathering techniques required to write precise reports; to writing and proofreading; through to creating the final, professional product.
Report about your project
learn how to make report on your respective college project.
report on Software, Application, and how to write efficient analytic and gigantic presentation.
How to write a business report (This handbook has bee.docxpooleavelina
How to write a business report
(This handbook has been written in collaboration with
the School of Marketing and International Business, and
Student Learning,
Victoria University of Wellington)
April 2017
i
Contents
Introduction ........................................................................................... 1
1 Planning your business report .......................................................... 2
1.1 What is the purpose of this report? ................................................................... 2
1.2 Who are the readers of this report? .................................................................. 2
1.3 What are the report’s main messages?............................................................. 3
1.4 How will the messages be structured? .............................................................. 3
2 Structuring your business report ..................................................... 4
2.1 Covering letter/memorandum ............................................................................ 4
2.2 Title Page .......................................................................................................... 5
2.3 Executive Summary .......................................................................................... 5
2.4 Table of Contents .............................................................................................. 5
2.5 Introduction ....................................................................................................... 6
2.6 Conclusions/recommendations ......................................................................... 6
2.7 Findings and discussion .................................................................................... 8
2.8 References ........................................................................................................ 8
2.9 Appendices ....................................................................................................... 8
3 Writing your business report .......................................................... 10
3.1 Use effective headings and subheadings ........................................................ 10
3.2 Structure your paragraphs well ....................................................................... 11
3.3 Write clear sentences with plain language ...................................................... 12
3.4 Keep your writing professional ........................................................................ 13
3.5 Use white space and well-chosen fonts .......................................................... 14
3.6 Number your pages......................................................................................... 15
3.7 Use footnotes, tables, figures, and appendices appropriately ......................... 15
ii
4 Concluding remarks .................................................................. ...
### The Evolution and Impact of Cricket: A Comprehensive Analysis
#### Introduction
Cricket, a sport that began as a pastime in the fields of England, has grown into a global phenomenon that captivates millions. Its evolution from a rudimentary bat-and-ball game to a sophisticated sport played in various formats reflects the dynamic nature of its history. This essay delves into the historical development, cultural significance, economic impact, and contemporary issues facing cricket, providing a thorough understanding of this beloved sport.
#### Historical Development
##### Origins and Early Development
Cricket's origins are somewhat obscure, but it is widely accepted that the game began in the south-east of England during the 16th century. Early references to the game, then known as "creckett," suggest it was initially played by children. By the 17th century, cricket had gained popularity among adults, and village matches became common.
The 18th century marked a significant period in cricket's development. The establishment of the Marylebone Cricket Club (MCC) in 1787 and the formulation of the Laws of Cricket provided a structured framework that facilitated the sport's standardization and growth. These laws, albeit with numerous amendments over the centuries, still govern the game today.
##### Expansion and Globalization
The 19th century was pivotal for cricket's expansion beyond England. The British Empire played a crucial role in spreading the sport to its colonies, including India, Australia, the Caribbean, and South Africa. Cricket became a symbol of British culture, often associated with the ideals of sportsmanship and fair play.
Test cricket, the longest form of the game, emerged during this period. The first officially recognized Test match was played between England and Australia in 1877. This format established cricket as a serious and strategic sport, requiring not only physical skill but also mental resilience and tactical acumen.
The 20th century witnessed further global expansion and the birth of international competitions. The Imperial Cricket Conference (now the International Cricket Council or ICC) was founded in 1909 to oversee international cricket relations and competitions. The establishment of the ICC World Cup in 1975 introduced the One Day International (ODI) format, which significantly increased the game's appeal by offering a more concise and dynamic version of cricket.
#### Cultural Significance
##### National Identity and Unity
Cricket has played a substantial role in shaping national identities, particularly in countries where it is the dominant sport. In India, for instance, cricket transcends regional, linguistic, and religious differences, acting as a unifying force. Icons like Sachin Tendulkar and Virat Kohli are not merely sports figures but national heroes who symbolize aspiration and excellence.
In the Caribbean, cricket has been a critical element of post-colonial identity. The success of the We
Research reporting is the oral or written presentation of the findings in such detail and forms as to be readily understood and assessed by the society , economy or particularly by the researchers.
Report writing is common to both academic and managerial situations . In academics ,a research report is prepared for comprehensive and application oriented learning . In businesses or organizations reports used for the basis of decision making .
If you have referred to any interview or any material to prove your point, do mention it here. In this section, you can give credit to that person. Such an act will increase the credibility of your report...
ReportsFor many of your assignments, you will be asked to wr.docxsodhi3
Reports
For many of your assignments, you will be asked to write a report. However,
it is important to understand that the structure of a report depends on its
purpose. Therefore, any general advice about report writing needs to be
balanced with the specific requirements of your assignment, as presented in
the course outline, and any instructions given by your lecturer.
A sample report has been included in the Appendices.
The Purpose of a Report
The most common purpose of a report is to provide comprehensive
information and analysis about a situation. Quite often – but not always – you
will be asked to provide recommendations based on that analysis. In a real
world context, this information and analysis would provide management with a
foundation to making decisions, planning future strategies, evaluating current
strategies, or measuring the progress of existing plans. In writing for your
lecturer, keep this approach in mind.
The Difference between a Report and an Essay
There are some identifiable differences between a report and an essay, which
can give you a general idea about what a report should look like. The
differences are summarized in this table:
Report Essay
Purpose Presents information and analysis
about a problem, and often suggests
a solution.
Argues a position in
response to an issue or a
proposition, drawing
conclusions about it.
Structure &
Format
Has Preliminary pages, including an
executive summary & table of
contents (see below);
Has Clearly divided sections with
numbered headings (and often sub-
headings); cohesion (“flow”) of ideas
is often achieved by the logic of these
headings;
Brief paragraphs and dot points are
acceptable so the reader of a report
can extract information quickly;
Tables and figures are often included
as a way of showing information
quickly and easily;
Often makes recommendations
Has Introduction, body and
conclusion; sometimes you
may be asked to provide
headings for these;
Cohesion is achieved by the
flow between paragraphs,
and strong paragraph
structure;
Dot points are not
appropriate because an
essay aims to provide a
more reflective reading
experience.
Essay discussions may
sometimes include a table or
figure, but not usually.
Page 50
General Report Structure
The structure of a report is generally divided into sections.
Preliminary Pages
Check with your lecturer about whether
all of these items are necessary for your
assignment.
The convention is to use small case
Roman numerals (i, ii, iii, iv) for page
numbering in this section.
Letter of Transmittal (if required)
Assignment cover sheet
Executive summary (or abstract)
A contents page
A list of tables (if relevant)
A list of figures (if relevant)
Main Text
Use decimal outlining for numbering
sections in the main text.
Number the pages of your assignment
using Arabic numerals (1, 2, 3…)
Introduction
Body sections
Conclusion
Recommendations (usually, but no ...
COLLEGE BUS MANAGEMENT SYSTEM PROJECT REPORT.pdfKamal Acharya
The College Bus Management system is completely developed by Visual Basic .NET Version. The application is connect with most secured database language MS SQL Server. The application is develop by using best combination of front-end and back-end languages. The application is totally design like flat user interface. This flat user interface is more attractive user interface in 2017. The application is gives more important to the system functionality. The application is to manage the student’s details, driver’s details, bus details, bus route details, bus fees details and more. The application has only one unit for admin. The admin can manage the entire application. The admin can login into the application by using username and password of the admin. The application is develop for big and small colleges. It is more user friendly for non-computer person. Even they can easily learn how to manage the application within hours. The application is more secure by the admin. The system will give an effective output for the VB.Net and SQL Server given as input to the system. The compiled java program given as input to the system, after scanning the program will generate different reports. The application generates the report for users. The admin can view and download the report of the data. The application deliver the excel format reports. Because, excel formatted reports is very easy to understand the income and expense of the college bus. This application is mainly develop for windows operating system users. In 2017, 73% of people enterprises are using windows operating system. So the application will easily install for all the windows operating system users. The application-developed size is very low. The application consumes very low space in disk. Therefore, the user can allocate very minimum local disk space for this application.
Courier management system project report.pdfKamal Acharya
It is now-a-days very important for the people to send or receive articles like imported furniture, electronic items, gifts, business goods and the like. People depend vastly on different transport systems which mostly use the manual way of receiving and delivering the articles. There is no way to track the articles till they are received and there is no way to let the customer know what happened in transit, once he booked some articles. In such a situation, we need a system which completely computerizes the cargo activities including time to time tracking of the articles sent. This need is fulfilled by Courier Management System software which is online software for the cargo management people that enables them to receive the goods from a source and send them to a required destination and track their status from time to time.
Automobile Management System Project Report.pdfKamal Acharya
The proposed project is developed to manage the automobile in the automobile dealer company. The main module in this project is login, automobile management, customer management, sales, complaints and reports. The first module is the login. The automobile showroom owner should login to the project for usage. The username and password are verified and if it is correct, next form opens. If the username and password are not correct, it shows the error message.
When a customer search for a automobile, if the automobile is available, they will be taken to a page that shows the details of the automobile including automobile name, automobile ID, quantity, price etc. “Automobile Management System” is useful for maintaining automobiles, customers effectively and hence helps for establishing good relation between customer and automobile organization. It contains various customized modules for effectively maintaining automobiles and stock information accurately and safely.
When the automobile is sold to the customer, stock will be reduced automatically. When a new purchase is made, stock will be increased automatically. While selecting automobiles for sale, the proposed software will automatically check for total number of available stock of that particular item, if the total stock of that particular item is less than 5, software will notify the user to purchase the particular item.
Also when the user tries to sale items which are not in stock, the system will prompt the user that the stock is not enough. Customers of this system can search for a automobile; can purchase a automobile easily by selecting fast. On the other hand the stock of automobiles can be maintained perfectly by the automobile shop manager overcoming the drawbacks of existing system.
CFD Simulation of By-pass Flow in a HRSG module by R&R Consult.pptxR&R Consult
CFD analysis is incredibly effective at solving mysteries and improving the performance of complex systems!
Here's a great example: At a large natural gas-fired power plant, where they use waste heat to generate steam and energy, they were puzzled that their boiler wasn't producing as much steam as expected.
R&R and Tetra Engineering Group Inc. were asked to solve the issue with reduced steam production.
An inspection had shown that a significant amount of hot flue gas was bypassing the boiler tubes, where the heat was supposed to be transferred.
R&R Consult conducted a CFD analysis, which revealed that 6.3% of the flue gas was bypassing the boiler tubes without transferring heat. The analysis also showed that the flue gas was instead being directed along the sides of the boiler and between the modules that were supposed to capture the heat. This was the cause of the reduced performance.
Based on our results, Tetra Engineering installed covering plates to reduce the bypass flow. This improved the boiler's performance and increased electricity production.
It is always satisfying when we can help solve complex challenges like this. Do your systems also need a check-up or optimization? Give us a call!
Work done in cooperation with James Malloy and David Moelling from Tetra Engineering.
More examples of our work https://www.r-r-consult.dk/en/cases-en/
About
Indigenized remote control interface card suitable for MAFI system CCR equipment. Compatible for IDM8000 CCR. Backplane mounted serial and TCP/Ethernet communication module for CCR remote access. IDM 8000 CCR remote control on serial and TCP protocol.
• Remote control: Parallel or serial interface.
• Compatible with MAFI CCR system.
• Compatible with IDM8000 CCR.
• Compatible with Backplane mount serial communication.
• Compatible with commercial and Defence aviation CCR system.
• Remote control system for accessing CCR and allied system over serial or TCP.
• Indigenized local Support/presence in India.
• Easy in configuration using DIP switches.
Technical Specifications
Indigenized remote control interface card suitable for MAFI system CCR equipment. Compatible for IDM8000 CCR. Backplane mounted serial and TCP/Ethernet communication module for CCR remote access. IDM 8000 CCR remote control on serial and TCP protocol.
Key Features
Indigenized remote control interface card suitable for MAFI system CCR equipment. Compatible for IDM8000 CCR. Backplane mounted serial and TCP/Ethernet communication module for CCR remote access. IDM 8000 CCR remote control on serial and TCP protocol.
• Remote control: Parallel or serial interface
• Compatible with MAFI CCR system
• Copatiable with IDM8000 CCR
• Compatible with Backplane mount serial communication.
• Compatible with commercial and Defence aviation CCR system.
• Remote control system for accessing CCR and allied system over serial or TCP.
• Indigenized local Support/presence in India.
Application
• Remote control: Parallel or serial interface.
• Compatible with MAFI CCR system.
• Compatible with IDM8000 CCR.
• Compatible with Backplane mount serial communication.
• Compatible with commercial and Defence aviation CCR system.
• Remote control system for accessing CCR and allied system over serial or TCP.
• Indigenized local Support/presence in India.
• Easy in configuration using DIP switches.
Overview of the fundamental roles in Hydropower generation and the components involved in wider Electrical Engineering.
This paper presents the design and construction of hydroelectric dams from the hydrologist’s survey of the valley before construction, all aspects and involved disciplines, fluid dynamics, structural engineering, generation and mains frequency regulation to the very transmission of power through the network in the United Kingdom.
Author: Robbie Edward Sayers
Collaborators and co editors: Charlie Sims and Connor Healey.
(C) 2024 Robbie E. Sayers
Event Management System Vb Net Project Report.pdfKamal Acharya
In present era, the scopes of information technology growing with a very fast .We do not see any are untouched from this industry. The scope of information technology has become wider includes: Business and industry. Household Business, Communication, Education, Entertainment, Science, Medicine, Engineering, Distance Learning, Weather Forecasting. Carrier Searching and so on.
My project named “Event Management System” is software that store and maintained all events coordinated in college. It also helpful to print related reports. My project will help to record the events coordinated by faculties with their Name, Event subject, date & details in an efficient & effective ways.
In my system we have to make a system by which a user can record all events coordinated by a particular faculty. In our proposed system some more featured are added which differs it from the existing system such as security.
Vaccine management system project report documentation..pdfKamal Acharya
The Division of Vaccine and Immunization is facing increasing difficulty monitoring vaccines and other commodities distribution once they have been distributed from the national stores. With the introduction of new vaccines, more challenges have been anticipated with this additions posing serious threat to the already over strained vaccine supply chain system in Kenya.
Democratizing Fuzzing at Scale by Abhishek Aryaabh.arya
Presented at NUS: Fuzzing and Software Security Summer School 2024
This keynote talks about the democratization of fuzzing at scale, highlighting the collaboration between open source communities, academia, and industry to advance the field of fuzzing. It delves into the history of fuzzing, the development of scalable fuzzing platforms, and the empowerment of community-driven research. The talk will further discuss recent advancements leveraging AI/ML and offer insights into the future evolution of the fuzzing landscape.
1. NUST Writing Unit
1
Report Writing
1. Introduction
Reports are written for a clear purpose and to a specific audience. They usually address a
specific issue or challenge and are often commissioned when a decision needs to be made.
They present the author’s findings in relation to the issue or challenge and then recommend
a course of action for the organisation to take. The key to a good report is in-depth analysis.
Good writers will show their reader how they have interpreted their findings. The reader
will understand the basis on which the conclusions are drawn as well as the rationale for the
recommendations.
There are various types of reports, for example, technical or business reports, field reports
and scientific reports.
Technical or Business Reports: reports written in fields such as engineering, IT, commerce
and finance. In academia, these are set in the form of a case study or a problem and the
report is done to mirror ‘real world’ industry reports.
Field reports: reports written in fields such as Law, Psychology, Nursing and History. These
require a student to analyse his or her observations of a phenomena or situation in light of
theories studied in the course.
Scientific Reports: reports commonly written in the Sciences and Social Sciences field. They
are also known as laboratory reports. They use a standard scientific report format describing
methods, results and conclusions to report upon an empirical investigation.
2. The Report Writing Process
I. Planning you Report
As in all writing, planning is vitally important. The key questions to ask yourself when
planning a report are:
What is the purpose of this report?
Who are the readers of this report?
What are the report’s main messages?
How will the report be structured?
A. What is the purpose of this report?
Keep in mind that reports generally provide information and/or assist in decision-making by
highlighting key findings of some type of research or field work and/or specific activity. Be
sure you are clear on what the purpose of your report is before you start writing. It might be
useful to consider the purpose in this way: As a result of this report, my reader/s will …
2. NUST Writing Unit
2
For example: As a result of this report, my reader/s will know: - how well our recycling
programme is doing - how to increase participation in it.
B. Who are the readers of this report?
Consider the main reader/s, but also the secondary readers. The main reader for the
recycling report alluded to above is the director of the recycling programme. Secondary
readers might be the facility’s management team, the finance team, etc. Try to understand
what the readers already know, what they need to know and how they will use this report.
You will need to give adequate information to satisfy all these potential readers. You will
need to use headings carefully so that different readers can use the report in different ways.
C. What are the report’s main messages?
Taking into account the information above, think carefully about the main message/s you
need to convey and therefore what information is required. Ask yourself: What are the
required pieces of information I need to include?
D. How will the messages be structured?
The modern approach is direct (or deductive, to use a more sophisticated term). This
approach presents the conclusions or recommendations near the beginning of the report,
and the report provides justification for these recommendations. This approach will be used
for the remainder of this course and for report-writing in general. It should be noted,
however, that there is, sometimes, a place for the indirect (inductive) approach. This
approach leads the reader through the discussion first and reveals the conclusions and
recommendations at the end of the report. This approach might be used if the
recommendations are likely to be controversial or unpopular (Emerson, 1995).
The next step is to construct an outline, or structure, for your report. Check for a logical flow
and check your outline against your purpose, your reader/s, and the report’s relevant
information requirements.
II. Structuring your report – The Direct Approach
A report may contain:
a covering letter or memorandum (when appropriate)
a title page
an executive summary (business reports), abstract (academic reports)
a table of contents
an introduction
conclusions
recommendations
findings and discussion
Appendices.
3. NUST Writing Unit
3
A. Covering letter/memorandum
Often a letter is attached to a report to officially introduce the report to the recipient. If the
recipient is outside the organisation, a letter format is appropriate; if the recipient is inside
the organisation, a memorandum/memo is appropriate.
B. Title Page
The title page should be brief but descriptive of the project. It should also include the date
of completion/submission of the report, the author/s, and their association/organisation.
C. Executive Summary/ Abstract
The executive summary/abstract follows the title page, and should make sense on its own.
The executive summary helps the reader quickly grasp the report’s purpose, conclusions and
key recommendations. You may think of this as something the busy executive might read to
get a feel for your report and its final conclusions. The executive summary/abstract should
be no longer than one page. The executive summary differs from an abstract in that it
provides the key recommendations and conclusions, rather than a summary of the
document.
D. Table of Contents
The table of contents follows the executive summary/abstract on a new page. It states the
pages for various sections. The reader receives a clear orientation to the report as the table
of contents lists all the headings and sub-headings in the report. These headings and sub-
headings should be descriptive of the content they relate to.
E. Introduction
The introduction sets the stage for the reader. It gives the context for the report and
generates the reader’s interest. It orients the reader to the purpose of the report and gives
him/her a clear indication of what they should expect.
F. Conclusions/recommendations
A report usually needs both conclusions and recommendations. The difference between
conclusions and recommendations in a report lies in the orientation to time. Conclusions
typically relate to the present or past situation.
Recommendations are oriented to the future: what changes are recommended, or what
actions are recommended for the future? They are specific, action-oriented suggestions to
solve the report problem.
4. NUST Writing Unit
4
Although the conclusions and recommendations are presented before the discussion, they
need to logically flow from the discussion. Taking a deductive approach allows the reader
insight into your conclusions/recommendations early on. When your reader reads the
discussion afterwards, they will follow it more easily.
G. Discussion and findings
The discussion is the main part of your report and should present and discuss your findings.
It should give enough information, analysis and evidence to support your conclusions, and it
should provide justification for your recommendations. Its organisation will depend on your
purpose, scope and requirements, but it should follow a logical and systematic organisation.
The discussion should be subdivided into logical sections, each with informative, descriptive
headings and a number.
Where your report’s purpose is to recommend the best solution to a problem, you should
show clear analysis of all options. You should explain any analytical framework you used,
such as SWOT or cost benefit analysis. This analysis of options can often be presented
effectively in tables.
III. Writing your report
Now that you have organised your thoughts, you need to put them into writing. Ensure your
writing demonstrates clarity and logic. You should think constantly about your readers and
make your report easy for them to read. To achieve good readability, you should:
use effective headings and subheadings;
structure your paragraphs well;
write clear sentences with plain language ;
keep your writing professional;
use white space and well-chosen fonts;
number your pages and
use footnotes, tables, figures, and appendices appropriately.
A. Use effective headings and subheadings
Headings and subheadings are useful tools in writing. Ensure they are descriptive of the
content to follow. In other words, rather than labelling a section Section 2.5, it would be
better to describe it as 2.5 Justification for the high risk scenario. It is also essential that the
hierarchy of headings and subheadings is clear. Use formatting (font size, bold, etc.) to show
headings versus subheadings. Headings/subheadings at the same level should use parallel
form (the same grammatical construction).
Use sentence case for headings. This means that your first word should have a capital letter,
but subsequent words have small letters. Remember to ensure that all material placed
5. NUST Writing Unit
5
underneath a heading serves that heading. It is easy to go off on a tangent that does not
relate to a heading. Remember also that all content must relate to your purpose. Every time
you write a new section of your report, check that it fulfils the purpose of the report.
B. Structure your paragraphs well
Your headings will help create logical flow for your reader, but under each heading, you
should create a series of paragraphs that are also logically ordered and structured.
Paragraphs should be ordered in a logical sequence beginning with the most important
material first. Within your paragraphs you should also use a structure that helps your
reader. Each paragraph should begin with a topic sentence that states the main idea or topic
of the paragraph.
Typically, a paragraph will have between 100 and 200 words and will have the following
structure.
Topic sentence (states main idea of paragraph)
Explanation sentence (explains or expands on the topic sentence)
Support sentences (give evidence for the idea in the topic sentence and include
statistics, examples, and citations)
Concluding sentence (optional final sentence that answers the question ‘so what?’
This is your opportunity to show your critical thinking ability.) Remember to link your
paragraphs well.
Write clear sentences with plain language, and your writing should be clear. You want to
clearly communicate your understanding of the topic and the strength of your argument. In
order to do this, keep your sentences short and use plain language where you can. (Write
Limited, 2013). Sentences that are too long and complicated are difficult to understand. A
good average length is 15–20 words (roughly 1.5 lines). Try not to go over 2 lines.
Sometimes people try to use big words in order to sound intelligent. This is not always a
good idea. If you need a big (sometimes technical) word, use it; however, if a shorter one
does the job, use that one instead. . For example, “use” is better than “utilise”, and
“change” is better than “modification”. Look at the following example:
“Phase one of the project included the collection of a range of data and research
material completed during 2011, which was utilised in the creation of a range of soon
to be finalised analyst ‘personas’, and input into the planning of a new enhanced
information architecture for the business’s online channel, particularly resources for
current analysts”.
Now look at a plainer version:
“In 2011, the team undertook phase one of the project. They collected a range of
data and research material. Using this collected material, they created analyst
‘personas’. They also began to plan an enhanced information architecture for the
6. NUST Writing Unit
6
business’s online channel. Current analysts can use some of the resources the team
have created.”
You will notice some of the sophisticated words have changed to plainer ones. You will also
notice that the sentences are shorter and easier to understand. Another change relates to
‘active voice’. You will notice that the first example uses some ‘passive voice’: which was
utilised. Passive voice enables writers to omit the people (or doers) from their sentences.
However, readers often appreciate knowing ‘who’ does something. You will notice in the
second example, the writer adds a doer: team.
This means the writer can now use the active voice: In 2011, the team completed… All of
these techniques—short sentences, plainer language, and active voice—will help your
reader understand your message in one reading.
C. Keep your writing formal (professional)
Ensure you use an appropriate tone for your readers. Where possible, use personal
pronouns we and you: We recommend you check the building’s foundations. Personal
pronouns create a friendly tone that is appropriate for business and government. They also
help the writer avoid the passive voice. And, as stated above, readers like to know ‘who’ will
do something. However, sometimes you might want a more formal tone where personal
pronouns are not appropriate. In these cases, you can use words like research or report as
your sentence subject: This report discusses…, this research has found that….
Another way of ensuring appropriate tone is to avoid terms that may be interpreted as
offensive to ethnic or other groups. Be careful to use gender-neutral terms. For example,
use plural pronouns (they when referring to clients) rather than gender-specific pronouns
(he or he/she). Another aspect of tone relates to the use of contractions. Contractions are
words like “we’ve” or “it’s”. They are informal. For many business reports, you will need to
avoid them and write “We have” or “It is”.
IV. Editing your report
Other important characteristics of professional writing are editing and proofreading.
You should leave at least 24 hours between writing your first draft and editing it. You should
also leave another 24 hours between editing and proofreading. Leaving time between these
stages of the writing process allows you to detach yourself from your writing and put
yourself in your reader’s shoes. When editing, check for:
illogical structure
missing headings
irrelevant or missing content
unnecessary content
redundant phrases or words.
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When proofreading, check for:
grammar
punctuation
spelling
formatting
consistency.
Remember to leave enough time for these last two stages. Thorough editing and
proofreading will make a big difference to the readability of your report, and it is a courtesy
to the reader.
D. Use white space and well-chosen fonts
White space refers to the empty space on the page. Reports which have a more balanced
use of white space and text are easier to read and more effectively communicate main
points and subordinate ideas. Create white space by:
using lots of headings and subheadings;
creating large margins along all edges (usually 2.5–3cm);
breaking up your page with tables, charts and graphs where possible and
using bulleted lists.
E. Number your pages
Your title page has no number. Use Roman numerals for the executive summary and table
of contents (i, ii, iii), and Arabic numbers for the remainder of the report (1, 2, 3 …). Use
footnotes, tables, figures, and appendices appropriately. Footnotes should be used
sparingly. Points that are important can usually be integrated into the text. Footnotes or
endnotes should not be used for referencing (see References above).
In most reports, tables and figures are often used to represent data, processes, etc. Tables
and figures should be inserted in the text of the document, close to the discussion of the
table/figure. If the information is something which the reader could refer to rather than
should refer to, then it may go in the appendices. Tables and figures have different
purposes. A table contains an array of numbers or text (such as a SWOT table).
A figure is something that contains graphical content, such as graphs created in Excel,
organisational charts or flow charts. Insert each table/figure one-and-a-half or two lines
below the text. The table/figure should be identified with a label and title which describes
the content, for example, Table 1. GDP of Namibia, 1998–2002. If a table, figure, or
appendix is included in a document, then there must be text that refers to it! The text
should refer to it by name (As Table 1 shows ….). The text should explain the highlights of
the table or figure, not every detail. Do not leave it to the reader to try to figure out why
you included the table or figure in your document.
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At the same time, ensure that your tables/figures supplement and clarify the text, but do
not completely duplicate it. Also ensure that there is sufficient information in the table or
figure so that the reader can understand it without having to consult the text. Footnotes
immediately underneath the table or figure should be used to explain all abbreviations and
symbols used. Do not forget to add the source of your material.
3. Alternative report: The Indirect Approach
Title Page
This section includes your name, the date and for whom the report is written.
Abstract
In less than 200 words ... what was the problem, how was it investigated, what did
you find out and what do your findings mean?
Table of Contents
A list of the major and minor sections of your report
Introduction
Set the scene; give some background information about the topic. State the
aim/purpose of the investigation. Outline the body sections.
Main Body: The Discussion
Organise the sections in a logical sequence: what you investigated, what you found,
what interpretations and what judgements you made. Use short informative
headings and subheadings.
Conclusion
What has been achieved and what is the significance of your findings and your
discussion? Have your aims been successful or not?
Recommendations
What do you recommend as a course of action following your conclusion?
References
A list of all the sources you used
Appendices
Any information (graphs, charts, tables or other data) you used in your report but did
not include in the body.
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Appendix A: Checklist of a report
The report fulfils its purpose.
The report is oriented to the intended reader/s.
The report contains all appropriate elements (executive summary, table of contents
…).
The discussion has descriptive and appropriately formatted headings and
subheadings.
The discussion contains thorough analysis of findings as well as logical flow.
The report has been edited for section cohesiveness and good paragraph structure.
The report has been proofread for sentence structure, spelling, punctuation and
consistency.
Tables and figures are formatted correctly and labelled.
Tables, figures, and appendices are referred to within the text / discussion.
Quotations from other sources are referenced.
Thoughts and ideas paraphrased from other sources are referenced.
The reference list is formatted properly.
The cover page has all necessary details.
Appendices are used to support the discussion, but tables / figures which are
essential to the discussion are included within the text.
Deakin University. (2018). Report writing. Retrieved from
https://www.deakin.edu.au/students/studying/study-support/academic-skills/report-
writing#presentationtools
University of Leicester. (n.d). writing reports: Study guide. Retrieved from
https://www2.le.ac.uk/offices/ld/resources/writing/writing-resources/reports