Presentation Layout

Eff ti Report
Effective R t Writing
W iti • Characteristics of a long report
((Long
g Formal Reports)
p ) • Parts of a typical long formal report
By – Front Matter
– Main
M i text
t t
Dr. Tariq Majeed
– Back matter
DCE,, DNE,,
• Summary and conclusions
PIEAS

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Characteristics of Long Reports

Main Parts of a Long report ƒ Long
o g reports
epo ts are
a e major
ajo projects
p ojects in the
t e workplace.
o p ace
ƒ Front matter ƒ They differ from short reports in how they are written and how
they are organized.
ƒ It consists of everything that precedes the ƒ Long reports differ from short reports in the following aspects:
actuall text off the
h report:
ƒ Scope.
ƒ Also called preliminary pages, ƒ Long reports provide an in-depth view of a key problem or idea.
ƒ A letter of transmittal
transmittal, title page
page, table of ƒ They examine the problem in detail.
detail
contents, list of illustrations, and abstract. ƒ Short reports cover just one part of the problem.
ƒ Report text ƒ Research.
ƒ It encompasses the main section off the ƒ L
Long reports
t requires
i much
h more extensive
t i research
h than
th short
h t
reports.
report: introduction, body, conclusion, and
recommendations. ƒ Format.
ƒ L
Long reports
t are too
t detailed
d t il d andd complex
l tot be
b organized
i d in
i the
th
ƒ Back matter memo or letter format used for short reports.
ƒ It includes all of the supporting data: ƒ Long reports contain more parts, sections, headings,
glossary references cited,
glossary, cited and appendices.
appendices subheadings documentation,
subheadings, documentation and supplements
supplements.

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 Characteristics of Long Reports-1 The Process of Writing a Long Report
ƒ Timetable.
ƒ Long reports explore with extensive documentation a ƒ The following guidelines will help you
subject involving personnel,
personnel locations,
locations costs,
costs safety,
safety plan and write a long report:
or equipment.
ƒ Short reports are often written as a matter of duty and
ƒ Identify a significant topic.
th written
the itt may beb given
i very little
littl advance
d notice.
ti ƒ Conduct research.
research
ƒ Audience. ƒ Expect to confer regularly with your
ƒ The audience for a long report is generally broader supervisor.
supervisor
than that for a short report, but long reports are
primarily intended for people in the top levels of ƒ Revise you work often.
management.
management ƒ Keep the order flexible at first.
first
ƒ Collaborative Effort.
ƒ Prepare both a day-to-day calendar and a
ƒ Long reports, unlike short reports, are often the
product of the work of several individuals. checklist.
checklist
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Preliminary Pages Common Aspects of Preliminary Pages

All preliminary pages must contain the following:
• Letter of Transmittal
• The title of the page in the required format
• Title page of the report
– The font used for headings should be
• Declaration page consistent
• Dedication page – A good suggestion is to use Arial Bold Face of
• Acknowledgement page size 24
• Table of contents page • The title of the page should be center justified
• List of figures page • It should be in the “Title Case”
– “List of Tables”,, “Table of Contents”
• List of tables page
• The page numbers should be in lower case
• Abstract page roman numbers (i, ii, iii, iv, etc.) in the top right
– Executive
Executive’s
s Summary corner of the page
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 Letter of Transmittal Title Page of Report
• The letter of transmittal is a one-page The title page should contain the following
letter stating the purpose,
purpose scope,
scope and information
major recommendation of the report. • Main title of the report
• Author
Author’s s name
• Institute’s logo
• Department information
• Course information
• Institute
Instit te information
• Date
• It should
h ld nott contain
t i the
th page number
b
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Declaration Page Dedication Page

• The main purpose of this page is to • This page contains the dedication
hold person responsible for plagiarism statement by the author
rather than the institution • This is an optional page
• This page contains the statement by • Any style is acceptable
the author about the originality of the • The word “Dedication” must be written
data contained inside the report at the top of the page as per required
• The author declares on this page about format
his personal responsibility about the
plagiarism aspects of the information
contained inside the report.
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 Acknowledgement Page Sample Acknowledgement Page
• The purpose of this page is to
acknowledge the help to the author in
completing the report
• It contains the information about the
persons, departments, Institutes to
whom the authors feels grateful
because of their
– Personal contributions or help
– Funding of the project
– Motivation provided
• It can be used for political purposes
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Table of Contents Sample Table of Contents

• This page contains the main headings
of the report with page numbers
• This can be done manually or through
the MS Word by using “Insert
Contents” option
• The level of the headings to be
included can be decided by the author
• Up to third level heading should be
included

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 List of Figures Page List of Tables
• This page contains the list of figure • This page contains the list of table
captions used for the all the figures captions used for the all the tables
inside the report inside the report
• This can be done manually or can be • This can be done manually or can be
inserted using command in the MS inserted using command in the MS
Word.
Word Word.
Word
• Using command of MS Word is the • Using command of MS Word is the
required inside the report required inside the report

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Abstract Page of Report-1

Abstract Page of Report
• The length will depend on the extent of
• This page contains the abstract of the the work reported but it is usually a
report. paragraph or two and always less than a
• In management reports, it is also page.
referred as “Executive’s
Executive s Summary”
Summary • It should be written up to 300 to 350
• It provides a short overview of the words
entire report about the contents, • It should include the brief information
research and the main findings about all the main things discussed inside
• The abstract should enable the reader the main report.
to make an informed decision about • It may also contain the key results or
whether they want to read the whole findings of the author in case of a
report. research thesis report.
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 How to Write Abstract? Main Parts of Long Report
• A good way to write an abstract is to think – Introduction
of it as a series of short answers to – Materials and methods
questions.
– Results and discussion,
• These would probably include:
– What is the purpose of the work?
– Summary and conclusions
– What methods did you use for your research?
– What were the main findings and conclusions
reached as a result of y
your research?
– Did your work lead you to make any
recommendations for future actions?

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Introduction Sections of introduction

It should contain the following: • The introduction often uses three
• The purpose or aim of a report needs to be subheadings:
stated clearly and concisely in the first
– background
paragraph of the introduction.
– Aims and objective or purpose
• Importance of the topic discussed inside the
report – Scope.
• This will make the reason for the report clear • It h
helps
l the
th reader
d understand
d t d the th
to the reader. whole report.
• Literature
Lit t review
i and
d historical
hi t i l aspects t (if any)) • Write the introduction after you have a
• At the end of introduction, how the further comprehensive understanding of the
report unfolds,
unfolds should be mentioned.
mentioned
issue being reported on.
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 Materials & Methods Results/Findings and Discussion
• In theory reports, it will contain • This will contain;
– All theories related to the topic – The results/findings obtained from a
particular experimental setup
– Fundamental aspects of the theories
– Graphs
p and figures
g related to the
– Reasons
R ffor th
the choice
h i off a particular
ti l results/findings
theory – The conversion of data in the form of
• In
I research
h reports,
t it will
ill contain
t i graphs
h isi very highly
hi hl recommended d d
– All relevant experimental methods – Explanation of the results and possible
findings agreements,
findings, agreements disagreements and
– Pros and cons of these methods the their possible explanations
– The reason of choice for a particular – Practical applications
pp of the theories to
method
th d real life or organization or country
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Important Points about Data

Important Points about Data-1
• All graphs
graphs, charts
charts, drawings
drawings, diagrams and
photographs should be numbered • Please remember:
consecutively as Figures. • We must provide proper references for any
• This should be according to where they come photos, diagrams, figures, data tables, that
in the text (e.g. Figure 1, Figure 2, Figure 3 etc). we use if they are not our own work.
work
• All tables should be numbered using a
separate sequence (e.g. Table 1, Table 2 etc). • A diagram is an image or sketch explaining a scene or
• Make sure all your images are large enough, concept.
and of a high enough quality, to be read easily • A figure literally means "Something other than words."

and that they are labeled clearly to explain • and that figure *could* be a diagram.
• Also, it could be a chart, graph, table, picture, etc.
what theyy show.
S a diagram
So di is
i just
j t one type
t off figure.
fi
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 Tables
Fuzzy and Clear Images
• Tables organize data into categories.
• These can be q
quantitative or qualitative
q
• Numerical data in an accessible format
can be used to show exact numbers.
numbers
Grade # of # of Trait Before After
Males Female Reaction Reaction

Smell Rotten No scent

9th 305 298 eggs
10th 295 300
Color Yellow White
11th 298 305
State Solid Liquid
12th 290 310
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Distorting the Data

Figure Simplicity

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 Geographic Information Line Graphs
• Line graphs are especially effective at
– showing trends (how data changes over
time) and
– relationships (how two variables interact).

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Bar Charts and Graphs PIE Charts

• Bar charts/graphs are good when we • Pie charts show the proportion of the
p
want to compare discrete items. whole that is taken by various parts
parts.
• The bars can be vertical or horizontal.
• Making them different can help the
reader to differentiate each result.

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 Drawings and diagrams
Diagram of A NPP
• Drawings and diagrams can be used
– to reinforce or supplement textual
information, or
– where something is more clearly shown in
diagrammatic form.

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Example of Process Diagram Example of Process Diagram

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 Photographs Summary and Conclusions
• Photographs can be useful as
• This section contains
illustrations that help to explain what is
– The summary of all the main findings of
being discussed in the text.
the report
– Main conclusions related to findings of the
research
– Main applications of theorems and their
possible implications in real life
– This section in generally three times the
main abstract of the report

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Relationship of Results/Findings,
Recommendation(s) Conclusions and Recommendations
• Suggests possible action in the future.
• Provides
Pro ides youo with
ith the opportunity
opport nit to There is a link between results/findings
results/findings,
think of creative solutions, based on conclusions and recommendations.
the findings and conclusions in the • Results/findings are factual and
report. verifiable.
• Must not include any new information. • Conclusions
C l i are your own ideas
id th
thatt
• Should be given in order of importance you deduce from the findings.
(i.e. the most important should go first). • Recommendations are what you want
• Often uses dot points. done

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 One Example Back Matter
• Findings ƒ The back matter includes the following
• Duringg Orientation Week all first-year
y students are main parts:
given a brief introduction to the workshop area and
a talk on safety procedures. ƒ Citations list or References
• Some students start the course at second-year ƒ Glossary
Glossary.
level and thus miss the sessions on safety
measures. ƒ Appendices.
• Conclusion
• Those students who have not been given formal • Detail follows
safety precaution lessons are at risk.
• Recommendation
R d ti
• Ensure that all students are given a proper
workshopp introduction as a prerequisite
p q to being
g
allowed to use the machinery in the workshop.
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Citations or References Page Citations or References Page-1

• The citations or references should be given • The references should be written in the
at the end of the report to
specific required format by the
– Facilitate the future readers of the report
– Authenticate the material provided inside the
instructor or by the journal/book
report • Use the format your employer prefers.
• The citations list should include all sources • These could be listed in
cited when researching the report: – alphabetical order or
• websites, books, – chronological order
• articles, television programs,
• interviews,, reviews,,
• podcasts, and webinars. 47 48
 Glossary
• The glossary is an alphabetical list, with
Vitae
definitions, of the specialized vocabulary • This page contains information about
used in the report.
the author regarding his/her
– Educational qualifications,
– Educational Institutional information
– Main achievements, awards, medals,
scholarships fellowships
scholarships, fellowships, posts held,
held or
any other specific specialty of the author

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Appendices
Checklist for Editing
• The appendices contain the detailed
information that can not be included inside the A checklist to use while editing a report
main report because of the detailed contents.
looks at the following areas:
• The appendix contains supportive data too
long to include in the body of the report: These • The purpose
may be: – Have you clarified your purpose?
– lengthy tables, – Have you identified your readers' needs
– sample questionnaires, and characteristics?
– budgets and cost estimates,
– correspondence,
• Information
– case histories,
histories and – Have you included the main points?
– transcripts. – Are these points supported by evidence?
• These appendices should be listed as – Is the information relevant to the purpose?
Appendix A or Appendix 1 and so on
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 Checklist for Editing-2 Checklist for Editing-3
• Accuracy • Images and tables
– Are there any
y spelling
p g mistakes?
– Are all relevant images and tables
• Preliminary pages must be thoroughly checked
present?
for this
– Are all images clear?
– Do the figures and the tables add up?
– Is there any image that appears fuzzy?
– Are the references correct, in the text and
att the
th end?
d? – Any image captions missing?
– Are all sources of information listed in the – Any figure or table caption missing?
References section? – All images
i and
d tables
t bl have
h b
been cited
it d
– Are all abbreviations defined and inside the main body of report
consistent?

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Checklist for Editing-4 Checklist for Editing-5

• Format • Language
– Is the report easy to follow? – Is it clear,
clear direct
direct, easy to read?
– Are level headings and numbering clear? – Will the readers understand it?
– Any font mismatch of the heading – Will its
it tone
t help
h l you achieve
hi the
th
numbers with heading text?
purpose?
– Are the arguments followed through?
– Can unnecessary words/phrases be
– Is it logical/easy to follow?
deleted?
– Is the font and style consistent for the
diff
different t llevels,
l body,
b d tables
t bl andd graphics?
hi ? – Is the grammar/punctuation correct?
– Is the line spacing of the written text – Is there any repetition?
consistent in all the sections?
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 Checklist for Editing-6 Summary and Conclusions
• Presentation of report • Writing long report is an important
– Is the layout appealing? assignment
– Does it highlight important points? • All requirements should be strictly
– Proper
P binding?
bi di ? followed in terms of accuracy and
– All necessary pages tagged? relevancy,

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