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!

This document written by Matthew Dean 2005