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Report Writing
DEFINITION OF A REPORT
• A report:
• gives information• puts forth ideas• gives survey findings• recommends actions
You need to: • a. Know Your Reader• • b. Know Your Purpose• - inform/narrate• - instruct/explain• - convince/persuade• • c. Know Your Category• Is your report informational or analytical?• • d. Have a Planned Approach• • e. Know Your Rules • Be accurate, brief and clear!• The easier it is to read your report, the more effective it will be.• The standard font to use is Times New Roman, 12 points.
Stages of Report Writing
e-Learning Task 1 What actions do you have to do for each stage?STAGE ACTIONPlanning Think about subject matter
Think about readers and purpose
Selecting information
Reject irrelevant information Consider collected facts and data Group facts under headings and
subheadings
Drafting Write introduction Write main text Write conclusion and
recommendations
Revising Examine draft Check for errors
SECTIONS OF A REPORT
SECTIONPART FUNCTION
Title Page Identifies the report title, the reader’s name and title, the writer’s name, title and date.
Acknowledgements Lists the names of persons and institutions that assisted in the report.
SECTIONS OF A REPORT
PRELIMINARY Table of Contents Records the name of each part of the report and the name of each first and second order heading within the body and the page on which each occurs.
Page numbering starts from this page. Page numbers on this page and up to the Abstract page use Roman numerals: i, ii, iii, iv, etc.
All page numbers from the Introduction page onward are written using Arabic numerals: 1, 2, 3, 4, etc.
List of Illustrations Records the page number of tables, illustrations and diagrams.
Abstract Mentions briefly the report’s purpose, findings, conclusions and recommendations. It gives the starting point and direction of the report.
Introduction Defines the research task and problem and includes
– the purpose statement
– background information
– scope, aims and limits of the report
SECTIONS OF A REPORT
REPORT PROPER
Body/Findings/
Discussion
Presents factual, objective information. Findings are analyzed and discussed, and evidence presented. Heads and a numbering system are used to signal to the reader when new ideas are to be introduced and developed.
Conclusion Summarizes the report findings and evaluates the main facts.
Recommendations Offers solutions or course of action.
SECTIONS OF A REPORT
Bibliography
References include the information quoted in the text. Lists in the bibliography recommended reading material on the subjects covered or other related areas.
SUPPLEMENTARY
Appendices Presents additional material such as questionnaires that are relevant but may distract from the main flow of the report.
ABSTRACT
• It is a concise, self-contained piece of writing which readers should be able to understand without recourse to the original report. Begin on a new page.
• Although the abstract comes before the main body of the report, it should be written last, that is, after the whole report is completed.
Task 3
e-Learning Task 3 Provide a short explanation for each of the following subheadings.SUBHEADING EXPLANATIONAim/Objective/Purpose
This statement tells the reader what you want to accomplish in the report.
Background (Historical)
This explains why you are writing the report.
Background (Technical)
This is to explain certain terms/concepts your reader should know to understand the report.
Scope of the investigation
This is a brief explanation of what the report will focus/cover (or what it does not include and why).
Method of inquiry
This explains how you got your data for the report.
e-Learning Task 4
SURVEY REPORT 1. Introduction 1.1 Purpose 1.2 Background/Problem 1.3 Scope 1.4 Method of inquiry 2. Problem area/Background information on (topic) 3. Survey findings – Presentation of findings – Analysis of results 4. Conclusion 5. Recommendations
e-Learning Task 4
RESEARCH ANALYSIS REPORT 1. Introduction 1.1 Purpose 1.2 Background/Problem 1.3 Scope 1.4 Method of inquiry 2. History of (topic) 3. Current developments 4. Future developments 5. Conclusion 6. Recommendations
e-Learning Task 4
PRODUCT DEVELOPMENT REPORT 1. Introduction 1.1 Purpose 1.2 Background/Problem 1.3 Scope 1.4 Method of inquiry 2. Problem and specifications 3. Design 4. Construction 4.1 Process of construction 4.2 Problems encountered 4.3 Solutions implemented 5. Tests – Presentation of test results – Analysis of results 6. Conclusion 7. Recommendations
e-Learning Task 4
SOFTWARE DEVELOPMENT REPORT 1. Introduction
1.1 Purpose 1.2 Background/Problem 1.3 Scope 1.4 Method of inquiry
2. Problem and specifications 3. Concept 4. Development
4.1 Process of development 4.2 Problems encountered 4.3 Solutions implemented
5. Tests – Presentation of test results – Analysis of results 6. Conclusion 7. Recommendations
Other points:Heads and subheads: All heads
and subheads must be parallel.Numbering and indentation.Business writing style Tone: Be professional,
impersonal, formal and objective.Professional look: Times New
Roman, 12 points.
BIBLIOGRAPHY
A bibliography is a list of books and other printed materials referred to by the writer of a report.
The bibliography is arranged in alphabetical order by authors’ surnames.
Hard-copy (Books):Yu, Alice. The Applied Theory of
Price. 3rd ed. Hong Kong: Macmillan, 1997.
BIBLIOGRAPHY
• Hard-copy (Articles):• Singh, P.N. "No Go for Leonardo."
8 Days, 3 July 2000, p. 4.
• Web• Peter J. Bryant, "The Age of
Mammals," Biodiversity and Conservation, April 1999, <http://darwin.bio.uci.edu/~sustain/bio65/index.html> (21 July 2000)
e-Learning Task 5
1. How many types of sources are there in a bibliography? What are they? Two: Hard-copy and Web sources.
2. How many types of hard-copy sources are there? What are they?
Two: Books and articles.
3. You have referred to a book with two authors when writing your report. How do you list it in your bibliography?
For a book with two authors, place the first author’s name first:
Surname, First name, and First name Surname of second author. Book title in italics. Edition (if available). City that book was published in: Publisher name, Year that book was published.
e-Learning Task 5
4. You have referred to a magazine article without an author when writing your report. How do you list it in your bibliography?For an article with a known author:“Article title in double quotation
marks.” Magazine title in italics, Date that article appeared, page number (p. 4) or page range (pp. 9-15) for the article.
e-Learning Task 5
5. What are the items that need to be listed when documenting a Web source (in order)?
Author’s nameTitle of document in double quotation
marksTitle of complete work (if relevant) in
italics or underlinedDate of publication or last revisionFull URL in angled bracketsDate of access in parentheses
Activity(1) Improve the following sentences for
parallelism:
1. The policy affected all those who sell, suppliers and consultants.
The policy affected all sellers, suppliers and consultants.
2. Good managers analyse a problem, collect data and alternatives are evaluated.
Good managers analyse a problem, collect data and evaluate alternatives.
Activity3. Administrative employees must be able to
communicate swiftly, concisely and be flexible in handling various responsibilities.
Administrative employees must be able to communicate swiftly, concisely and handle various responsibilities flexibly.
4. The company’s objectives for this year are to match last year’s production, higher sales and improving customer relationship.
The company’s objectives for this year are to match last year’s production, achieve higher sales and improve customer relationship.
Activity5. The director advocated the development
of a corporate strategy, writing a resource allocation plan and to evaluate investments.
The director advocated developing a corporate strategy, writing a resource allocation plan and evaluating investments.
6. The questionnaire asked for information such as how many employees, our union status and remuneration scale.
The questionnaire asked for information such as the number of employees, our union status and remuneration scale.
Activity 7. Betty’s choice of working for the
company is based on three reasons: its product line, its international sales organisation and because it is a leader in the cosmetic industry.
Betty’s choice of working for the company is based on three reasons: its product line, its international sales organisation and its leadership in the cosmetic industry.
Match the following objectives of a report
to the appropriate conclusions.OBJECTIVES
1. To design and assemble modular fixtures for six different workpieces.
2. To illustrate point and non-point sources of pollution of groundwater resources and the effect of urbanisation on flood peaks.
3. To study the kinematic and dynamic fundamentals of epicyclic gear drives.
Match the following objectives of a report
to the appropriate conclusions. CONCLUSIONS
a. From this experiment, it is obvious that the velocity ratio of the gear train depends on the number of teeth of the first and last gear of the train.
b. This project helps to provide a better understanding of the modular fixture system and the concept of location.
c. This experiment gives a clear perspective of the hydrological cycle, point and non-point sources of pollution and the importance and usefulness of hydrographs.
Match the following objectives of a report
to the appropriate conclusions.Objectives Conclusions1=b2=c3=a
ICA 2: TEAM PRESENTATION SKILLS (30 MARKS)Due Date: Week 6/7
To raise your confidence to communicate and formally present your project clearly and effectively, with the use of visual aids. The project will also promote more in-depth research and analytical skills. The collaborative work will also help to improve team dynamics and to equip you with the right attitudes and social skills for future work life.
Description: Form a team of 4 or 5 members and
choose one of the following scenarios:
National Polytechnic, a premier education institution, has engaged your team to look into ways to make its learning environment more ‘cool & hip’ and its campus ‘smart’ and ‘intelligent’. It hopes to appeal to the young adults and set new standards of excellence in education and training. Write a report to Ms Drew Chan (Chief Advisor) of the ‘COOL & HIP CAMPUS’ Committee, presenting your findings and recommendations. You can focus on certain study areas such as tutorial rooms, lecture theatres and labs. However, you may include any other details or areas which you deem relevant.
Your team would like to create a website to offer a product/ service to students. Write a report to the Director of Online Marketing Services, Mr Ronald Wang to describe your website, including design considerations, its strengths and ‘selling’ points. You hope that Mr Ronald Wang will be convinced of the effectiveness of your website.
Write a report to the Director of ‘New Waves’ Committee, Mr Elton Chan, to recommend a new technology/ software/ product/service which you believe is beneficial to the public in the areas of public transportation, education or recreation.
Your team has been tasked to look into the total rebranding of a retail shop (1000 sq feet). Your report should include the following: redesign the shop; look into display of merchandise to attract walk-ins; total ID of the shop (signage, marketing collaterals), strengths & benefits etc. Your job is to convince the Marketing Director, Ms Jewel Lee, that your well-thought out rebranding exercise will be worth the investment put in.
Your team is given 20 minutes. There should be equitable presentation time for all members in the team.
As this is a formal presentation,
you are required to dress professionally and use appropriate visual aids to support your presentation.
For this assignment, your presentation structure should consist of two parts:
Part One Description of project – one suggested outline for
this part is as follows:Project Title; MembersProject Objective(s) Introduction: Current Situation/ Background
InformationBody:
Description/Findings/Strengths/Weaknesses/Costs/ Survey Results etc.
Recommendation/ ConclusionProject Status; Further Enhancements/
Developments
For this assignment, your presentation structure should consist of two parts:
Part Two Reflections/ Evaluations on your team’s
experience in completing this assignment. Among other things, you may elaborate on:
Challenges faced by the team such as issues related to team dynamics (refer to what you have learnt on characteristics of an effective team, decision making styles, team roles etc.), time management, members’ knowledge and expertise etc..
Lessons learnt/ positive impact
You should highlight important areas and do not bore the audience with excessive information and use of unexplained technical jargon. Be prepared to answer one or two questions at the end of the presentation.
