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Report Writing

This document provides guidance on writing reports. It discusses that reports are factual, objective documents that monitor operations, implement policies, and guide decisions. It recommends including sections like an abstract, introduction, literature review, methodology, results, discussion, and conclusion. Headings and subheadings should guide the reader. Visual elements like graphs and white space can improve readability. Sources should be properly cited in the approved format. Finishing steps include proofreading and usability testing.

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Armughan
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© © All Rights Reserved
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Download as PPT, PDF, TXT or read online on Scribd
97 views

Report Writing

This document provides guidance on writing reports. It discusses that reports are factual, objective documents that monitor operations, implement policies, and guide decisions. It recommends including sections like an abstract, introduction, literature review, methodology, results, discussion, and conclusion. Headings and subheadings should guide the reader. Visual elements like graphs and white space can improve readability. Sources should be properly cited in the approved format. Finishing steps include proofreading and usability testing.

Uploaded by

Armughan
Copyright
© © All Rights Reserved
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Report Writing

By : Wasim Ahmed
WHAT IS A REPORT?
 Purpose oriented
objective piece of writing
 Factual and objective
document providing true
picture of situation
WHAT IS THE USE OF A REPORT?
Most of the reports cover these purposes :
•Monitor & control operations
•Help implement policies & procedures
•Document some work performed for a Client
•Guide decision on particular issue
•Obtain new business or funding
•Making Decisions
Overview

 This presentation will cover:


– Report purpose and planning
– Report format and organization
– Headings and language
– Visual design
– Source documentation
– Finishing touches
Report Purpose

 Describe research
– Explain problem or issue studied
– Discuss research method
– Describe data collected
– Describe research findings
– Explain implications
Report Purpose

 Inform readers of research results


precisely, concisely, and
specifically
– They shouldn’t have to read whole report
to get essential points
Report Planning

 Before writing, consider:


– Why you are writing
– What you hope to achieve
– Who you are writing for

These considerations will determine your


report’s content, organization, textual
and visual design
Report Format and Organization

 Reports generally include these


sections in this order:
– Abstract
– Introduction
– Literature Review
– Methodology
– Results
– Discussion
– Conclusion
Report Format and Organization

 But be aware that order is flexible in


that sections can be combined

– Some journals combine introduction and


literature review
– Others have the results and discussion
combined
Report Format and Organization
 Abstract
– Always comes first
– Microcosm of entire paper – contains key info
from each section
 Contains essential information only – it is brief!
 Covers research highlights

 Gives the research problem and/or main objective


of the research
 Indicates the methodology used

 Presents the main findings and conclusions


Report Format and Organization
 Background/Introduction
– Explains the research problem and its
context
Explains importance of the problem (Why
does it matter? Why is more information
needed?)
 Explains reason and goals for study

 Explains the limitations of the research


performed
You want your reader to fully understand the
significance of your research
Report Format and Organization
 Literature Review
– Summarizes and evaluates the literature that
you have used in your study by considering:

 How that literature has contributed to your


area of research
 The strengths and weaknesses of previous
studies How that literature informs your own
research and understanding of the research
problem
Report Format and Organization
 Methodology
– Explains how data was gathered/generated
– Explains how data was analyzed
– Assumes reader understands material
 Does not include explanatory material
– Is in past tense and passive voice
 “A questionnaire was prepared”
– The research has been carried out
– It is the research, and not your activities, that are of
interest
Report Format and Organization
 Results
– Visually and textually represents research
findings
 Visual representation of results:

– Graphs, tables, diagrams, charts


 Explanatory text:
– Text points out the most significant portions of
research findings
– Indicates key trends or relationships
– Highlights expected and/or unexpected findings
Report Format and Organization
 Discussion
– Assesses and comments on research results
– Includes:
 Explanation for Results
– Comments on unexpected results, offering hypothesis for
them
 Comparison to literature
– Does your research confirm previous studies? Deviate
from them?
 Explanation for how info can be applied in broader
context
Report Format and Organization
 Summary
– Discusses:
 What was learned through research
 What remains to be learned
 Weaknesses and shortcomings of study
 Strengths of study
 Possible applications of study (how it
can be used)
 Recommendations
Organizational Considerations

 Your audience, purpose, and


contents should influence your
report organization and format
– Example: your supervisor may have very
specific guidelines
 Carefully consider your decisions
Headings and Subheadings

 Headings and subheadings guide


readers’ attention
 Can be used to keep track of various
parts of project:
– For example: “Making Components,” “Assembling
Components,” and “Testing Assembly”
 They should be:
– Specific and helpful
– Used to break up text and “chunk” information
– Used to guide readers’ attention
Headings and Subheadings

 Example of vague heading:


– “The use of some computing technologies
in certain engineering classrooms”
 Example of specific heading:
– “Using Mat lab in the Freshman
engineering classroom”
Language and Vocabulary
 Reports should be easily accessible
– Be straightforward and concise
– Use simple terms, not jargon and technical
terms
– Keep sentences short and simple (20 words
max)
– Be specific and not general
 Use concrete numbers and metaphors or similes
Visual Design

 A report’s visual design can make


or break its communication
success
 Visual Design includes:
– Use of graphs and other graphics
– Use of white space
Visual Design
 Graphics:
– Should be used to illustrate specific points
– Should be incorporated in a way that is
natural to report’s content/context
– Should be explained fully in text using
references such as “Fig. 1 shows…”
– Should be cited if taken from a source
Visual Design
 Graphics – a caveat
– Graphics do not speak for themselves!
– For this reason, textual information should
come before graphics.
Visual Design

 General layout should focus


readers on key information
– Use white space to guide readers’
attention
 Created through use of headings,
subheadings, and visuals
Source Documentation
 Cite sources whenever you are quoting,
paraphrasing, or summarizing work that is
not your own
– Quoting directly is discouraged
 Sources include:
– Books
– Journal, magazine, or newspaper articles
– Interviews
– Conference Proceedings
– Lectures
Source Documentation

 Citing:
– Shows your credibility as a researcher
– Gives proper credit to authors and
researchers
– Protects you from accusations of
plagiarism
Source Documentation

 Use APA, IEEE or other specified


format for documentation
 Check online for style guides
– http://www.apastyle.org/
 Check journals for format info
Finishing Touches

 Usability Testing
– Have a colleague read your report for
clarity, organization, and visual design
 Check your sources for proper
citations
 Proofread carefully – or better yet, ask
someone to do it for you
References
 Asian Institute of Technology Language Center. (2003). Writing Up
Research Guidebook. Asian Institute of Technology. Retrieved April
9, 2007 from http://www.clet.ait.ac.th/el21open.htm
 Chan, S.L., Kitipornchai, S., and Al-Bermani, F.G.A. (1991). Elasto-
plastic analysis of box-beam-columns including local buckling effects.
Journal of Structural Engineering, 117, 1946-1978.
 Halligan, N. (2004). A short course on writing technical reports.
Technical Writing. Retrieved April 9, 2007 from
http://www.technical-writing-course.com/type-of-technical-report.ht
ml
 Kvam, E. (Personal communication, April 9, 2007 ).

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