How to write a report...

effectively!
By Elena ARTEaga
“
We are all born originals but die as copies

Edward Young
”
• WHAT IS A REPORT?

• A report is written for a clear purpose and to a particular

audience. Specific information and evidence are presented,
analysed and applied to a particular problem or issue.

• The information is presented in a clearly structured format

making use of sections and headings so that the information is
easy to locate and follow.
What makes a good report?

Two of the reasons why reports are used as forms of written assessment are:
•to find out what you have learned from your reading, research or experience;
•to give you experience of an important skill that is widely used in the work place.

An effective report presents and analyses facts and evidence that are relevant to the
specific problem or issue of the report brief. All sources used should be acknowledged
and referenced throughout, in accordance with the preferred method of your
department/university. The style of writing in a report is usually less discursive than in
an essay, with a more direct and economic use of language.
 A well written report will demonstrate your ability to:
• understand the purpose of the report brief and adhere to its
specifications;

• gather, evaluate and analyse relevant information;

• structure material in a logical and coherent order;

• present your report in a consistent manner according to the instructions

of the report brief;

• make appropriate conclusions that are supported by the evidence and

analysis of the report;

• make thoughtful and practical recommendations where required.

 The structure of a report

The main features of a report are described below to provide a general guide.
These should be used in conjunction with the instructions or guidelines provided
by your department.
 Title Page

This should briefly but explicitly describe the purpose of the report (if not obvious from the title of the work).
Other details you may include could be your name, the date and for Title Page whom the report is written.
CFPI, Universidad Nacional Autonoma de Mexico
Elena Arteaga
20 June 2017
 Terms of Reference

Under this heading you could include a brief explanation of who will read the report
(audience) why it was written (purpose) and how it was written (methods). It may
be in the form of a subtitle or a single paragraph.
A report submitted in fulfilment of the requirements for Course PECL,
Department of Languages, University of Mexico.
 Summary (Abstract)

The summary should briefly describe the content of the report. It should cover the aims

of the report, what was found and what, if any, action is called for. Aim for about 1/2 a

page in length and avoid detail or discussion; just outline the main points. Remember

that the summary is the first thing that is read. It should provide the reader with a clear,

helpful overview of the content of the report.

 Contents (Table of Contents)

The contents page should list the different chapters and/or headings together with the page
numbers. Your contents page should be presented in such a way that the reader can quickly
scan the list of headings and locate a particular part of the report. You may want to number
chapter headings and subheadings in addition to providing page references. Whatever
numbering system you use, be sure that it is clear and consistent throughout.
 Introduction

The introduction sets the scene for the main body of the report. The aims and
objectives of the report should be explained in detail. Any problems or limitations
in the scope of the report should be identified, and a description of research
methods, the parameters of the research and any necessary background history
should be included.
In some reports, particularly in science subjects, separate headings for Methods
and Results are used prior to the main body (Discussion) of the report as described
below.
 Methods

Information under this heading may include: a list of equipment used;

explanations of procedures followed; relevant information on materials used,
including sources of materials and details of any necessary preparation; reference
to any problems encountered and subsequent changes in procedure.
 Results

This section should include a summary of the results of the investigation or

experiment together with any necessary diagrams, graphs or tables of gathered data
that support your results. Present your results in a logical order without comment.
Discussion of your results should take place in the main body (Discussion) of the
report.
 Discussion

The main body of the report is where you discuss your material. The facts and evidence you have gathered

should be analysed and discussed with specific reference to the problem or issue. If your discussion section is

lengthy you might divide it into section headings. Your points should be grouped and arranged in an order that

is logical and easy to follow. Use headings and subheadings to create a clear structure for your material. Use

bullet points to present a series of points in an easy-to-follow list. As with the whole report, all sources used

should be acknowledged and correctly referenced

 Conclusion

In the conclusion you should show the overall significance of what has been
covered. You may want to remind the reader of the most important points that
have been made in the report or highlight what you consider to be the most
central issues or findings. However, no new material should be introduced in the
conclusion.
 Appendices
Under this heading you should include all the supporting information you have
used that is not published. This might include tables, graphs, questionnaires,
surveys or transcripts. Refer to the appendices in the body of your report.
In order to assess the popularity of this change, a questionnaire (Appendix 2) was
distributed to 60 employees. The results (Appendix 3) suggest the change is well
received by the majority of employees.
 Bibliography

Your bibliography should list, in alphabetical order by author, all published sources
referred to in your report. There are different styles of using references and
bibliographies.
Texts which you consulted but did not refer to directly could be grouped under a separate
heading such as 'Background Reading' and listed in alphabetical order using the same
format as in your bibliography.
 Acknowledgements

Where appropriate you may wish to acknowledge the assistance of particular

organisations or individuals who provided information, advice or help.
 Glossary of Technical Terms

It is useful to provide an alphabetical list of technical terms with a brief, clear

description of each term. You can also include in this section explanations of the
acronyms, abbreviations or standard units used in your report.
Writing the report: the essential stages

All reports need to be clear, concise and well structured. The key to writing
an effective report is to allocate time for planning and preparation. With
careful planning, the writing of a report will be made much easier. The
essential stages of successful report writing are described below. Consider
how long each stage is likely to take and divide the time before the deadline
between the different stages. Be sure to leave time for final proof reading
and checking.
Stage One: Understanding the report brief

This first stage is the most important. You need to be confident that you
understand the purpose of your report as described in your report brief or
instructions. Consider who the report is for and why it is being written. Check
that you understand all the instructions or requirements, and ask your tutor if
anything is unclear.
Stage Two: Gathering and selecting information

Once you are clear about the purpose of your report, you need to begin to gather
relevant information. Your information may come from a variety of sources, but how
much information you will need will depend on how much detail is required in the report.
You may want to begin by reading relevant literature to widen your understanding of the
topic or issue before you go on to look at other forms of information such as
questionnaires, surveys etc. As you read and gather information you need to assess its
relevance to your report and select accordingly. Keep referring to your report brief to
help you decide what is relevant information.
Stage Three: Organising your material

Once you have gathered information you need to decide what will be included and
in what sequence it should be presented. Begin by grouping together points that are
related. These may form sections or chapters. Remember to keep referring to the
report brief and be prepared to cut any information that is not directly relevant to
the report. Choose an order for your material that is logical and easy to follow.
Stage Four: Analysing your material

Before you begin to write your first draft of the report, take time to consider and
make notes on the points you will make using the facts and evidence you have
gathered. What conclusions can be drawn from the material? What are the
limitations or flaws in the evidence? Do certain pieces of evidence conflict with
one another? It is not enough to simply present the information you have
gathered; you must relate it to the problem or issue described in the report brief.
Stage Five: Writing the report

Having organised your material into appropriate sections and headings you can
begin to write the first draft of your report. You may find it easier to write the
summary and contents page at the end when you know exactly what will be
included. Aim for a writing style that is direct and precise. Avoid waffle and make
your points clearly and concisely. Chapters, sections and even individual
paragraphs should be written with a clear structure.
The structure described below can be adapted and applied to chapters,
sections and even paragraphs.

• Introduce the main idea of the chapter/section/paragraph

• Explain and expand the idea, defining any key terms.

• Present relevant evidence to support your point(s).

• Comment on each piece of evidence showing how it relates to your

point(s).

• Conclude your chapter/section/paragraph by either showing its

significance to the report as a whole or making a link to the next
chapter/section/paragraph.
Haga
Haga clic
clic en
en el
el icono
icono para
para Haga
Haga clic
clic en
en el
el icono
icono para
para Haga
Haga clic
clic en
en el
el icono
icono para
para
agregar una imagen
agregar una imagen agregar una imagen
agregar una imagen agregar una imagen
agregar una imagen