REPORT WRITING

REPORT WRITING

Planning Purpose Structure Content Language Spelling and grammar

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

WHY WRITE A REPORT?

To inform To recommend To facilitate action To prompt or persuade To instruct To record

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)

TITLE PAGE

Unit Title Assessment Title Your Name Course Group Tutor’s Name

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.

INTRODUCTION

A good introduction should clearly explain the purpose of the report to the reader.

It should also explain what the report covers.

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.

MAIN TEXT

Logical order Headed sections to make it easier for

the reader Use consistent headings and style

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.

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

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

APPENDICES

Use for supporting detailExamples: Tables and Diagrams Plans Images Letters Statistics

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

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

LANGUAGE

Language in reports needs to be Formal

What is the difference between formal and informal writing?

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

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”

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

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

FINAL CHECKLIST

Title Page Contents Page Introduction Main Body of Text Conclusions & Recommendations Bibliography Appendices (optional)