Quick Guide to Report Writing

How Reports are Read

A report is not normally read from start to finish like a book. It needs to be designed for random access.

People read the sections of a report with the following priority.

Summary ("What's it all about?")

Introduction / conclusions ("So briefly what is it trying to tell me?")

Main body ("Well some bits look interesting so I shall dip in here")

Appendix ("I need to find out more about that!")

Need to understand this to write a good report so that you catch the attention of the reader.

Therefore.

Need to convey information fast and accurately.

Must consider audience.

Detailed contents page.

Headings and numbered sections.

Language, impersonal, objective and concise.

That is do not refer to yourself as "I" or "We" or "Me"!

Don't ramble!

Get a person to proof read your report!

The Report Format

Title page

V brief

Name, date, who report is for

Summary / abstract

V Brief description of report

Acknowledgements

Name any people who have helped you, and say thank-you!

Table of contents

Contents for diagrams (if required)

Introduction

Aims, problems, definition of terms, methodology

Body of report

Group information logically

Take logical progression

Conclusions & recommendations

State where next!

Never introduce new material here!

Bibliography

All source material listed here

Appendices

Any information that is complex, boring or both!

Abbreviations

Where an abbreviation is to be used the full name must be given the first time it appears, followed by the abbreviation in brackets, e.g. Direct Access Storage Device (DASD).

Tables and diagrams

Tables and diagrams included in the Main Text should be as close as possible to the text that references them. They should be labelled, for example Table 1.3 (Table 3 of Chapter 1) or Figure 2.4 (Figure 4 of Chapter 2).

References

There is a formal method of citing references, be sure to follow it!