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REPORT WRITING GUIDE

What is a report?
Reports are structured documents that clearly present information about research,
particular issues or events.
Their general function is to give an account of something, to answer a question or provide
recommendations or
answers to solve problems. As a student, you will generally be provided with the topic as
well as layout
information.
Getting Started
There are some questions that you need to ask yourself before you start writing:
􀀀 What’s the purpose of the report (ie. What is it designed to achieve)?
􀀀 Who will the report be aimed at? (Audience)
􀀀 What information does my reader need to know (or what don’t they need to know)?
􀀀 What subject area criteria or views need to be considered?
􀀀 How will I present this information?
These questions will give you a better idea of what information you will need to look for
when doing your
research.
Analyse the topic (brainstorming)
Read the report topic carefully
Highlight the keywords- If you don’t know some of the meanings of the words, use a
dictionary to find
definitions. Also take note of limiting factors such as dates, country, and word count.
Take note of the instruction words such as ‘compare’, ‘contrast’, or ‘evaluate’. These
will give you
an idea of what the lecturer wants you to present in your report.
Brainstorm some ideas- Spend 10 minutes writing down thoughts that you have when
reading the

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topic. Write down words that are similar to those in the topic question. What do you
know already?
What more do you need to find out?
Research
Your library is the best place to start searching for information, because it should have
resources
relevant to the course you are studying. Search the library catalogue in your campus
library, using any keywords or phrases that you have identified when analysing
the topic. Check the handout on Information Retrieval for tips on how to locate
information.
Evaluate resources- if you have found a book, video or other information source,
evaluate.
1. Check that the information is up to date,
2. Read the contents/index/summary to see if it covers the topic you will be writing
about. Also have
a look at the information inside the book
3. Check the author (if it is a well known author or organisation in the field you are
studying in, it will
be a good resource)
4. If in doubt, re-read the topic or speak to your lecturer about appropriate resources
5. If using Web sites, check the Study Guide on Evaluating Web Sites for more
information
Take notes- your notes should be brief and summarise what you have read. Ensure that
you only write
down information that is relevant to your topic. Be sure to write down quotes or statistics
to be used in your
report.
Also keep a record of the author, title, place, publisher, year of publication, page
numbers, volume
no., web address etc. for your bibliography (it may help to photocopy the appropriate
pages or print the

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Web article).
Some valuable research methods used for some types of reports are: interviews with
individuals relevant
to the topic, questionnaires, observations, experiments etc. If one of these research
methods is relevant to
your report, ask your lecturer or learning support staff for more information, or
investigate resources on the
topic.
Basic Structure
Types of reports can vary greatly, as can their structure. The basic structure common to
most reports is:
Writing your first draft
When writing your first draft, write quickly and clearly, and don’t worry about
mistakes. Also write concisely
with short sentences.
Decide upon the subheadings that you will use in the Main Body, and order them in a
logical way.
Depending on the type of report you are writing, you can assign a numbering system to
the headings (such
as 1 followed by 1.1, 1.2 etc). Ask your lecturer for their preferred style.
Arrange your information under the main headings above and subheadings you have
created.
Define key terms or abbreviations at the beginning of the Main Body.
Keep your audience in mind as you write.
Write in a style relevant to your topic and keep this consistent throughout (ie.
Impersonal style is used in
scientific reports and does not use words such as I, We, You. A personal style can be
used in other nonscientific
reports and can include these words). Avoid sexist statements (He, She).
Include statistics, diagrams or other illustrations relevant to your topic.
Editing

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Always edit your report. Check your draft for the following:
Incorrect spelling and grammar
Is it easy to understand?
Is the information/argument presented clearly and logically?
Does it cover all the relevant issues?
Does it stick to the point?
Is it accurate? Check the accuracy of data and facts.
Are the references, numbering system for headings (if used) and style of writing
consistent throughout?
After editing, proof read the final copy. It can also be helpful to have someone else
proof read.
Referencing
Check the Study Guide on Referencing for more information.

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