Académique Documents
Professionnel Documents
Culture Documents
A report like this differs from an essay in that it is designed to provide information which
will be acted on, rather than to be read by people interested in the ideas for their own
sake. Because of this, it has a different structure and layout
Academic Reports
AUDIENCE
The answers to these questions will help you to decide what to put in the report and what
style to write it in:
Because a Report conveys information, we can argue that the stages to producing one
should logically be organised around the information gathering stage.
It is not sensible to leave all your writing until the end. There is always the possibility
that it will take much longer than you anticipate and you will not have enough time.
There could also be pressure upon available word processors as other students try to
complete their own reports. It is wise to begin writing up some aspects of your research
as you go along. Remember that you do not have to write your report in the order that it
will be read. Often it is easiest to start with the method section. Leave the introduction
and the abstract to last. The use of a word processor makes it very straightforward to
modify and rearrange what you have written as your research progresses and your ideas
change. The very process of writing will help your ideas to develop. Last but by no
means least, ask someone to proofread your work.
". . . Writers are big procrastinators. They find countless reasons not to get started.
Even when they finally get themselves seated at their desks, they always seem to
find diversions: make the coffee, sharpen the pencil, go to the bathroom, thumb
through more literature . . . Remember that you are never `ready' to write; writing
is something you must make a conscious decision to do and then discipline
yourself to follow through. . ." (Bogdan, R.C. and Biklen, S.K. 1982)
It is easier said than done, but do not keep on waiting until you are "in the mood." It will
not happen. Make an early start and write up a section as soon as it is ready.
You should not leave all your report writing until after your research is completed.
Instead, get into a habit of writing up sections while your research is still in progress.
Using a wordprocessor means that it is simple to go back and make changes as your ideas
develop or as new data are discovered. Start writing with a section about which you feel
reasonably confident. Do not sit and stare at a blank screen or page, just get writing.
Remember that this is only a first draft. It does not have to be perfect. Your literature
review can be written up early on (and added to if you read more or as you discover
more). The methodology section is often reasonably straightforward to write.
(Remember, the abstract should be left until the end).
Within the writing timetable, set yourself deadlines for different pieces of writing.
Try to write regularly. As with all studying, "little and often" will bring better results than
doing nothing for days and then working flat out through a day and a night. When you
stop, try to be clear what you will be writing next and avoid stopping at a place where the
next step will be difficult: this could deter you from getting started again.
Let your friends, family and flatmates know that you are busy writing and explain that it
is important that you are not disturbed.
STRUCTURING A REPORT
A report is used for reference and is often quite a long document. It has to be clearly
structured for you and your readers to quickly find the information wanted.
Follow guidelines given to you when asked to write the report, but, if not given any, the
format below is generally acceptable. If you are not supplied with a required or
recommended outline, this one will probably suffice, although not every report will need
all the sections. If you do have a recommended outline, you should use that, but the plan
below will help to explain what goes into each section.
The purposes of Reports differ so much that any instructions for your particular report are very important.
Click here for an example of a report based on a learning agreement and a reflective diary. This differs
considerably from the report outlined below.
You need to plan carefully to make sure that the information which you have gathered
gets put under the correct headings. Decide on your headings and subheadings.
Example
The headings and subheading you need will be determined by the aims of your report and
the requirements of your course.
Make a list of the main parts (as shown under Parts of a Report) that you will need for
your report. Then add your own headings and subheadings as appropriate.
Go through the material you have gathered and list all your points and any supporting
information under the appropriate headings.
Arrange the headings into a logical sequence. Read through what you have planned and
decide whether or not to include the points about which you were unsure.
Decide what supporting information should go into the appendices and what should
remain in the main body.
Draft some interim conclusions by summarising, analysing and evaluating your findings.
Write a full draft, taking account of the points on structure outlined above, and the points
on layout outlined below.
"No one, however gifted, can produce a passable first draft. Writing means
rewriting." (Barzun, J. and Graff, H.E. 1977)
Read through the draft, checking for errors and making revisions. Use the spellchecker on
your computer and also a grammar check if available.
PARTS OF A REPORT
Cover Sheet This should contain some or all of the following: full title of the report; your
name; the name of the unit of which the project is a part; the name of the institution; the
date.
Headings and subheadings used in the report with their page numbers. Remember that
each new chapter should begin on a new page.
Use a consistent system in dividing the report into parts. The simplest may be to use
chapters for each major part and subdivide these into sections and subsections. 1, 2, 3, etc,
can be used as the numbers for each chapter. The sections for chapter 3 (for example)
would be 3.1, 3.2, 3.3, and so on. For a further subdivision of a subsection you can use
3.2.1, 3.2.2, and so on.
Example
Example
BODY
Why did you do the work? What was the problem you were investigating? If you are not
including a literature review, mention here the other research which is relevant to your
work.
Literature Review: This should help to put your research into a background context and
to explain its importance. Include only the books and articles which relate directly to your
topic. Remember that you need to be analytical and critical and not just describe the works
that you have read.
Example
Methodology
Methodology deals with the methods and principles used in an activity, in this case
research. In the methodology chapter you explain the method/s you used for the research
and why you thought they were the appropriate ones. You may, for example, be doing
mostly documentary research or you may have collected you own data. You should
explain the methods of data collection, materials used, subjects interviewed, or places you
visited. Give a detailed account of how and when you carried out your research and
explain why you used the particular methods which you did use, rather than other
What is a report?
1. PREPARATION
• Background reading
• Clear statement of aims or hypothesis
• Establishing appropriate methodology
2. PLANNING
3. WRITING
Writing a report
1. Set a structure which deals with the material logically e.g.
Title page
This should include a title which indicates the central theme of the report.
Contents
Executive summary
The purpose of an executive summary is to provide the briefest possible statement of the
subject matter of a longer document. It must cover all the essential points. It must be fully
comprehensible when read independently of the full document. It is NOT a list of
extracts, highlights or notes on the original.
a) introduce the subject of the full report, its objectives, methods, findings and/or
recommendations
Introduction
The introduction is where the reader is acquainted with the purpose of the report and
guided through the structure of the report. This may therefore include the statement of
aims and objectives unless these are dealt with in a separate section.
Clear statement of what the report is trying to achieve. This may involve a statement of
the research question, issue, hypothesis, or problem being investigated. Note, it is
sometimes artificial to pose an hypothesis in human geography. Care should be taken to
express the research aims in the most appropriate form.
Background to study
Background to the location of the study area and to the issue/problem. This could also
include reference to the theoretical context of the study.
Methodology
Discussion of the limitations of the sources and methods of collection and analysis.
Presentation of results
A complete description of the results presented in the form of words, tables, diagrams,
graphs and maps.
This can be followed by an interpretation and explanation of the results. This is often the
most difficult part to write as it requires creative thought and an ability to relate the
results to general theory.
This section is a summary of all the major findings made at stages throughout the report.
No new evidence should appear here. The conclusion considers the evidence presented in
the main body, draws out the implications and brings it to one overall conclusion or an
ordered series of final conclusions.
Bibliography
All books and other sources used in the research should be listed giving details of author,
date of publication, title of document and publisher.
Appendices
This section is set aside for supplementary evidence not essential to the main findings,
but which provides useful back-up support for the main arguments.
The introduction, appendices, contents page, title page and bibliography should be
written when this has been completed. The executive summary should be written last of
all.
c) read each section to identify and summarise the main findings or points
d) combine (b) and (c) into a set of major points because your aim is to convey the
overall impression of the full document in as brief and as clear a way as possible.
e) read through the summary to check that it will make sense to the reader as a separate
document from the full report.
4. Make the reading of the report an easy and pleasant task for the examiner:
c) writing in the third person and/or passive tense rather than using "I", "we", "you", etc.
Initial reading
Reading the report critically from start to finish will give a feel of the overall structure
and impact of the document. It is best not to stop to make corrections but to note pages
that need attention and return to them later.
2. Subsequent readings
Audience
As a student, you might assume that your technical report's audience is your
instructor, however, this may not always be the case. Your instructor may ask
you to produce a report for your peers or for other engineers. However, you
shouldn't always assume that your audience has a strong engineering
background or is familiar with the engineering terminology you use. Always
check with your instructor to know who your audience is.
As an engineer in the field, the most likely audience for the technical reports
you produce is other engineers with a background similar to yours. This
audience is more likely to understand the terminology you use. However, you
should always evaluate who your readers will be before assuming they will
understand your jargon. Consider how your readers will use your report. For
instance, you might submit a technical report to a publication or your
technical report may present a specific design. The audiences in each
situation have different needs. Audiences may read the publication for
information and insight while audiences reading about your specific design
may critique your design or make decisions based on its content.
General Format
Technical Reports have an organized format because a majority of your audience may not
read the entire report in one reading. This specific format allows readers to quickly locate
the information they need.
Most technical reports include the parts listed below. However, you may be required to
include or exclude specific sections. Be sure to check with your instructor before using
the format outlined here.
• Transmittal Letter
• Title Page
• Abstract
• Executive Summary
• Table of Contents
• List of Figures & List of Tables
• Report Body
• References
• Appendices
Transmittal Letter
Transmittal letters often accompany reports and inform readers of a report's context.
Typically, the letter includes information not found in the report. For example, the letter
contains information about the particular project and/or due dates. A Transmittal Letter is
a business letter and should be formatted accordingly; that is, you should include the
recipient's address, your address, a salutation and closing. Depending on the project, you
may also need to include contact information. Always check with your instructor to
determine whether or not you should attach a transmittal letter to your report.
We are submitting to you the report, due December 13, 1996, that you
requested. The report is entitled CSU Performing Arts Center. The purpose of
the report is to inform you of our design decisions for the center. The content
of this report concentrates on the structural and acoustical aspects of the
CSU Performing Arts Center. This report also discusses cable-stayed
technology. If you should have any questions concerning our project and
paper please fell free to contact Mike Bridge at 491-5048.
Sincerely,
Mike Bridge
Lead Engineer
Abstract
The Abstract is extremely important because it helps readers decide what to read and
what to pass over. The idea of the Abstract is to give readers an honest evaluation of the
report's content, so they can quickly judge whether they should spend their valuable time
reading the entire report. This section should give a true, brief description of the report's
content. The most important purpose of the Abstract is to allow somebody to get a quick
picture of the report's content and make a judgment.
Since an Abstract is a brief summary of your report, its length corresponds with the
report's length. So, for example, if your report is eight pages long, you shouldn't use more
than 150 words in the Abstract. Generally, Abstracts define the report's purpose and
content.
• Example Abstract
Abstract
MASK Engineering has designed a performing arts center for the CSU campus
in order to provide a complex that will better serve the campus and the
community. This facility will not only improve the performing arts programs
on campus, but will encourage students and community members to attend
more cultural events in Fort Collins. The capacity of the new facility will
exceed that of existing structures on campus, and the quality of sound and
aesthetics will be improved. Some of the features included are a large
performing hall, a coffee shop, a banquet hall, and a recording studio. The
total area of the complex is 56,500 square feet split into three levels.
Executive Summary
Typically, Executive Summaries are written for readers who do not have time to read the
entire technical report. An executive summary is usually no longer than 10% of the
report. It can be anywhere from 1-10 pages long, depending on the report's length. In the
executive summary, you should summarize the key points and conclusions from your
report. You might include anexecutive summary with your report, or the summary can be
a separate document.
Some reports only include an abstract while others include an executive summary.
Always check with your instructor to determine which to include or if you should include
both.
http://writing.colostate.edu/guides/documents/ce-trpt/pop3d.cfm
Reports have several purposes;
• Presenting data
• Describing and analyzing data
• Recording events and happenings
• Analyzing a situation of condition
• Giving feedback, suggestion, or recommendations
Students might be called to write project reports, seminar reports, progress reports,
research reports, dissertations or theses
Types of reports;
Informational
-the function of the writer is to collect, compile, and organize facts for the readers –
presenting data as factually and objectively as possible.
Analytical
-writer analyses the facts of a case, problem, condition or situation objectively and
puts his/her conclusions, inferences and recommendations.
Routine
Special
-specific circumstances
Format of reports
• Printed forms; forms prepared to record for repetitive and routine data
-an accident on the shop floor in a company and report has to be sent to the
insurance company
-used for long and formal reports. Divided into sections, sub-sections each with a
clear heading, structured.
PARTS OF REPORT
1. Title page
2. preface
3. letter of transmittal
Brief covering letter from the report writer explaining the causes for writing
the report. It may contain the objectives, scope and other highlights of the
report. May contain acknowledgement if the report does not include one
separately
Date
Dear …
Signature
4. acknowledgment
Names of the persons who contributed to the production of the report and
made the report possible. A thank you note
5. table of contents
6. list of illustrations
List of illustrations
Table 1 _______________________________ 1
Table 2 _______________________________ 14
Figure 1 ______________________________ 7
…..
7. abstract/executive summary
c) read each section to identify and summarise the main findings or points
d) combine (b) and (c) into a set of major points because your aim is to
convey the overall impression of the full document in as brief and as clear a
way as possible.
e) read through the summary to check that it will make sense to the reader as a
separate document from the full report.
8. introduction
Introduces the reader to the report and prepares them for the discussion that
follows by providing backgrd info, defining its aims and objectives and
discussing the scope and limitations of the report. It helps the readers in
understanding the discussion and analysis that follow.
9. methodology
10. discussion/findings/analysis
11. conclusion
This section is a summary of all the major findings made at stages throughout
the report. No new evidence should appear here. The conclusion considers the
evidence presented in the main body, draws out the implications and brings it
to one overall conclusion or an ordered series of final conclusions.
12. recommendations
13. appendices
This section is set aside for supplementary evidence not essential to the main
findings, but which provides useful back-up support for the main arguments.
Questions
As the marketing manager of a company draft the product launch report for the marketing
director of the company
Draft a office memo describing the stringent measures to be taken against employee
absenteeism