Technical Report Writing Tip sheet:

•   explains what a report is;

•   describes   the   features   of   the   most common types of reports;

•   provides some guidelines for the structure and organisation of reports; and

•   reviews some of the common problems associated with report writing.

What is a report?

A report is a clearly structured document in which  the  writer  identifies  and  examines issues, events, or findings of an investigation. Information obtained from research or from undertaking a project is delivered in a precise, concise writing style organised under a set of headings and sub-headings, which enable the reader to find data quickly. Graphs and tables can also be used to present data in the body of the report. Rather than commenting upon,  comparing  or  evaluating  ideas,  as an  essay  does,  a  report  frequently  offers recommendations  for  action  based  on  the information it has presented.

Report Structure

The   structure   of   a   formal   report   may vary   between   institutions,   organisations, disciplines, units and even between lecturers. Reports are generally organised into sections using clear headings. A guide is provided on the next page to some of the headings that are commonly used in report writing. However, it is advisable that you ask your tutor or unit coordinator for clarification on the headings you must include in your repor

Report Headings

•   Title: The title should tell the reader what the report is about.

•   Acknowledgements:      Briefly            thank people who assisted you in compiling and writing up the information in the report

•   Abstract,            executive summary   or synopsis:  Many  readers  will  only  read this abstract so it needs to be informative, clear and brief. It provides an accurate, summary of the content of your report. The first sentence should articulate the main aim or question explored in your report. It should also outline your approach to the research, the main theories you applied, and the most important findings or results of your research.

•   Table or list of contents: List the main sections/headings of the report and the page number on which they first appear. You  should  be  able  to  generate  this automatically   from   a   styled   MSWord document after you have completed the rest of the report.

•   List of tables and illustrations: List any illustrations, graphs, charts, maps and the page number on which they first appear.

•   Introduction:  Set  the  report  within  a context   of   background   information   to illustrate the relevance or importance of your  research.  State  the  research  aims: what is it your research will explore or demonstrate? Areas that may need to be covered in the introduction include:

-    Background: The significance of the report and why it was commissioned.

-          Purpose: State clearly and succinctly.

-    Scope:  What  issues  were  covered, what were omitted.

-    Research: How the data was obtained (e.g.,  interviews,  surveys,  literature review).

-    Definition of terms: Specific terms or concepts that need to be clarified or defined.

•   Literature  review:  Briefly  summarise the   most    significant        writings            and major  research  findings  in  your  field  of investigation using APA format. Evaluate the  major  works/findings,  and  connect them to your own work, to show how you will draw upon or depart from the literature in your research.

•   Materials  and  methods:  State/define the  methods  you  used  to  conduct  your research(quantitative/qualitative;primary/ secondary) and briefly provide a rationale for  why  this  method  was  employed. Describe   the   conditions   under   which the research was conducted, number of participants,  how  they  were  selected, duration  of  the  experiment  etc.  Identify any  limitations  in  the  methodology.  If necessary also include any materials that were used.

•   Results:  Present  the  main  findings  of your research, using sub-headings where appropriate.  You  can  order  the  results chronologically, or in any other appropriate way.

•   Discussion  of  results:  In  this  section analyse your findings at length, and provide an explanation for why those results were obtained. You may state whether or not the results confirmed your initial hypothesis, whether  they  were  expected,  and  their possible significance.

Present your findings or arguments in a logical  manner  according  to  the  subject matter.  You  may  also  present  options, alternatives   or   responses   to   specific situations or issues.

•   Conclusions: Summarise the purpose of the  report,  the  methodology  or  theories employed,  the  key  points  or  findings  of your report and the significance of those findings. Don’t introduce any new points, or information or new sources. You can put recommendations here if you don’t intend to have a specific section for them.

•   Recommendations:  Suggest  ways  in which  problems  identified  in  the  report may be resolved. They should be given in a numbered list and should be feasible and realistic. Information on how they can be implemented should also be given. There should be a logical relationship between the results and the recommendations, and all recommendations should clearly spring from previously discussed material.

•   Reference  List:  List  alphabetically  the sources  referred  to  in  the  body  of  the report. Use APA end-text referencing for sources quoted, paraphrased or referred to in-text. Only include sources mentioned in the report.

•   Appendices:  This  is  for  material  you consider important but that interferes with the flow of your discussion; for example, data,  calculations,  surveys,  transcripts, graphics, maps, questionnaires, pamphlets etc.) referred to in-text. Number each item starting each item on a new page. Only include items mentioned in the report.

Writing your report

The report writing process is fairly similar to that  of  other  types  of  written  assessment. These are best explained as a series of steps.

1.   Analyse  the  task  carefully.  Things  that deserve consideration include the purpose of the report, the scope of the report (what aspects are to be covered), the limits ofthe report (e.g., information, word count, time frame), and the target audience.

2.   Make an initial plan. This step involves the generation and selection of ideas aligned to the purpose of the report (i.e., working out what’s relevant and what’s not) and the systematic organisation of the ideas (establishing a coherent structure).

3.   Find the information, read and make notes.

This step involves the research process, which   typically   begins   by   employing effective search  and        information management strategies. Gather and collate information in accordance with your initial plan. Amend your plan to accommodate additional information that your research might yield (but keep a strong focus on the  purpose  and  requirements  of  the assessment task). Determine whether you are going to include diagrams, graphs and illustrations. Decide which information or calculations could go into an appendix.

4.   Write the first draft outline with headings.

It is usually best to begin with the main section of the report.

5.   Revise    your    draft    until    ready    for submission.

Report checklist

•    Have  you  determined  what  type  of report to write?

•    Have  you  determined  the  structure/

headings of your report?

•    Have  you  collected  the  materials/ information  you  need  to  write  the report?

•    Have   you   drafted   a   timeline   to complete the report on time?

•    Have you written a draft and edited it carefully?

•    Are all parts of the report, including appendices, completed?

•    Have you submitted it on time and in the correct format?

•    Have you kept a copy of your report?

References

Lichtenberger, E. O., Mather, N., Kaufmann, N. L., & Kaufmann, A. S. (2004).

Essentials of assessment report writing.

New York: John Wiley and Sons.

Mort, S. (1992). Professional report writing.

London: Grower Publishing Ltd.