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Writing reports

What is a Report

A report is a document which defines a subject or problem, and gathers relevant information and facts in order to present them as completely and accurately as possible. A report therefore needs to be:

  • Brief
  • Understandable
  • Precise
  • Logically structured
  • Descriptive
  • Aimed at the audience

Writing the Report – Structure

Title page
Highlights the central theme of the report, and includes the title, author’s name, date, and name of the person or organisation who commissioned the report (if necessary).
Acknowledgements
Optional. Conveys thanks to those who have helped the author in the preparation of the report.
Contents
Essential if the report exceeds three pages. Lists the main sections and sub- sections of the report in sequence. The headings should be the same as those used in the report, together with the page number.
Summary
Optional. Sometimes called an Executive Summary. This is useful if the report is long, and provides the reader with a brief outline of the report. The summary should be no more than a page in length.
Introduction

This sets the scene, and should include the following:

  • Why the report was written/background?
  • Terms of reference – determines the scope or parameters of the report, and what you are trying to do (objective, purpose, and use).
  • Method of investigation.
  • Resources available.
  • Sources used.
  • Limitations.
  • Structure of report.
Main text
This is the main substance of the report detailing key findings. It consists of data you have found, and what you have found out from it. It should not include opinions, conclusions or recommendations.  This is the longest section of the report, and may include the most sub-sections.
Conclusion
This should link the terms of reference (what you were trying to do) with the findings to assess the facts. Draws together the main points of the report, presents an overview, and looks at future consequences. No new data should arise here. A conclusion may include recommendations if these arise from the conclusion.
Recommendations
These should follow logically on from the conclusion, and be specific, measurable and achievable. They should propose how the situation/problem could be improved by stating the action to be taken. Ideally recommendations should be numbered.
Appendices
Consists of supplementary information not required for the main body of the report.