7.

Report Writing

7. Report Writing
Academic report writing template

Sections of a report
A long report usually has the following sections:

PRELIMINARY

REPORT PROPER

SUPPLEMENTARY

Title Page
Acknowledgments
Contents Page
List of illustrations
Summary / Abstract
Introduction
Literature Review
Methodology
Findings
Conclusions
Recommendations
Appendices
Bibliography
3

Title Page
The Title; e.g. 'A Report on ....'
'An Investigation into...'
'An Analysis of ...'
'A Comparison of ... and ...

Prepared for
Mr Lennart Bengtsson
Sunway College
Prepared by
Lalitha Silvarajah
21 January 2015
4

Title Page

Improve it

Too broad: Texting in class of college students

Better:
The texting habits of students in Sunway College and
its effects

Too broad: Climate change

Better:
Too broad/too informal: Why investment is going down
Better:

Too broad: Importance of communication

Better:

Acknowledgement

"I would like to thank my supervisor, Mr. _______, for the

valuable advice and support he has given me in the writing of
this report. I would also like to thank my teachers, Mrs. _______

and Mr. _______ for their encouragement and guidance. Thanks

also to my typist, Ms. _______, for her immaculate job and her
suggestions. My deepest thanks go to my wife/husband, for

her/his love, understanding and support."

Table of contents

Table of contents
Title Page..i
Table of Contentsii
Abstract.iii
1.0 Introduction...................................................................1
1.1 Literature Review....................................................3
1.2 Methodology...........................................................5
2.0 Findings..........................................................................7
2.1 Type in description for finding 1......9
2.2 Type in description for finding 2..13
3.0 Conclusions...................................................................17
4.0 Recommendations........................................................19

References..........................................................................20
Appendices.........................................................................21
Bibliography........................................................................22
7

List of Illustrations

List of Illustrations
Figure 1: Demographics of Malaysian Population............3
Figure 2: Growth rate of XYZ Co............6
Table1: Gender ratio.............4
Table 2: Profile of users..............7

Abstract/Summary

This study was to ______________________________

It was requested by ____________________________
It was requested on (date).
The investigation was done by ____________________
The main findings were that ______________________
It was concluded that __________________________
The recommendations are that _______should be ______

Abstract/Summary

Do exercise in pg 83 of course manual

10

Introduction
Background
This report has been written because ....
This report is written to evaluate
Objectives/purpose
The objectives of this report are to ....
The aim of the project.
Scope
This report examines the reasons for .

11

Literature Review

The area of investigation has been commented on by Tang

(1989), Jang (1994) and Kang (2000) who are in agreement
that...
However, they have different opinions on ....
Due to the differences highlighted above, it was decided to
investigate ....

12

Methodology

A quantitative research method was used. Fieldwork was

carried out in Kuala Lumpur and Selangor.

Target Respondent:
Age 15-29
Decision maker on purchase of soft drinks
Fieldwork was carried out on 26-27 March, 2011.
A total sample of 100 interviews was achieved.

13

Findings

2.1. Findings
In general, the findings indicated that...
The major finding of the investigation was that...
In addition, ....
The figures showed that.
As a consequence of .....

14

Conclusions

Based on the outcome of the analysis, we can say that

The main conclusion that can be drawn is that.

15

Recommendation

We recommend the following:

Based on the conclusions, the management could consider the
following:
1.
2.
3.

16

Appendices

Appendix 1: Survey form

Appendix 2:

17

Bibliography

Bovee, Courtland L.; Thill, John V. (2011). Excellence in Business

Communication. London: Prentice Hall

Brook-Hart, G. (2013). Business Benchmark: Upper

Intermediate. United Kingdom: Cambridge University Press
Searles, G.J. (2013). Workplace Communications: The Basics. 6th
edition. New York: Longman

18

Rearrange a report
Here are the terms of reference and procedures, for a report, together with cut-up sections
of he rest of the report.
Rewrite the report correctly. You will need to compose appropriate headings, sub-headings
and numbering. Decide on a suitable title. Dont forget to include an appropriate reference.

TITLE:
TERMS OF REFERENCE
To report on the unrest amongst factory workers and make recommendations, as requested by Mr
Richard Fish, Works Manager, on 21 April 2015.
PROCEDURES
1.

The three supervisors were interviewed

2.

The meeting was held with all 25 factory workers to gather details of grievances

3.

10 factory workers, selected at random, were interviewed personally

Source: Shirley Taylor, pg 207

20

The human resource manager should hold a meeting of all factory staff and explain the findings of
this report. (a)
Safety regulations were being ignored by some members of the staff. Protective guards had been
removed from many machineries. (b)
A table showing rates of pay at this company and all other companies is attached (c)
Rules laid down in the company handbook were being contravened, with some workers leaving
machines dirty after use. (d)
The companys rate of pay compare favourably with those paid at other companies in this area.
Grievances might stop if our staff were made aware of this. (e)
Supervisors reported that many staff were generally uncooperative and not working to their usual
standards. (f)
Supervisors should be reported of the importance of ensuring that all staff comply with the
companys rules and safety regulations. (g)

A widespread unrest and resentment was noted in view of what is considered to be low rates of
pay. (h)
Removal of safety guards from machines is an offence against the Factories Act. (i)
A training scheme should be compiled that will ensure balanced experience in all areas of the
factory as well as adequate supervision. (j)
Supervisors are not enforcing compliance with rules laid down in the company handbook. (k)
21

Report Writing
Research strategy for reports
Using formal phrases

22

Criteria for evaluating websites

Authors

What person or organization sponsors the site?

What credentials do the authors have?

Objectivity

Does the site give evidence to support its claims?

Does it give both sides of controversial issues? Is the
tone professional?

Information

How complete is the information? What is it

based on?

Currency

How current is the information?

Audience

Who is the intended audience?

Evaluating websites
Choose five websites that are possible resources for a report. Evaluate them
on the credibility and trustworthiness of their information. Consider the
following questions and compare and contrast your findings.
What person or organization sponsors the site?
What credentials do the authors have?
Does the site give evidence to support its claims?
Does it give both sides of controversial issues?
Is the tone professional?
How complete is the information? What is it based on?

How current is the information?

Based on your findings, which sites are best for your report and why?
24

Questions to ask about surveys

Who did the survey and who paid for it?

How many people were surveyed and

how were they chosen?

3
4
5

How was the survey conducted?

What was the response rate?
What questions were asked?

Report writing

Improve it
Informal: To take a look at the problem of declining numbers of
visitors to Malaysia, we decided to do a really big survey.

Formal: To investigate the problem of declining numbers of visitors to

Malaysia, we decided to conduct a large-scale survey.

26

Tips:

no
currently
little

very disappointing
investigate
discuss

decline
large-scale
conduct

design
distribute

Informal: We made a questionnaire and handed it out to 2,000 people.

Formal: We designed a questionnaire and distributed it out to 2,000 people.
Informal: We did this because right now we don't have any hard data on why
tourist numbers are declining.
Formal: We did this because currently we do not have any reliable data on
why tourist numbers are declining.
Informal: There's not much information available either on what might bring
them back to Malaysia.
Formal: There is little information available either on what might bring them
back to Malaysia.
Informal: The return rate for the questionnaire was really bad at only 13% but
this figure should provide a firm enough basis for talking about why tourist
numbers are going down.
Formal: The return rate for the questionnaire was very disappointing at only
13% but this figure should provide a firm enough basis for discussing why tourist
numbers are declining.
27

Report Writing
Visual aids

28

TABLES
To organise data/information
COUNTRY

AREAS

Private Consumers Business consumers

(no of respondents) (no of respondents)

Greater Bangkok

Bangkok Metropolis
Nonthaburi
Samut Prakan
Pathum Thani
Samut Sakhon
Nakhon Pathom

50
10
15
10
7
8
100

100
20
20
20
20
20
200

Greater JAKARTA
(DKI JAKARTA)

Central Jakarta (Jakarta Pusat)

South Jakarta (Jakarta Selatan)
East Jakarta (Jakarta Timur)
West Jakarta (Jakarta Barat)
North Jakarta (Jakarta Utara)
Thousand Islands (Kepulauan Seribu)

50
10
18
12
10
0
100

100
20
30
30
20
200

50

100

50

100

100

200

Greater Kuala
Lumpur (Selangor
and Klang Valley)

Federal Territory of Kuala Lumpur (including wangsa

Maju) , Shah Alam City Council, Petaling Jaya (Bandar
PJ, Kelana Jaya), Ampang Jaya Minucipal Council,
Subang Jaya Municipal Council, Damansara, Puchong
(bandar Kinrara, Puchong, Bukit Jalil), Sentul/ Karak,
Cheras
Klang (Kapar, Bandar Klang, Klang), Sri Petaling, Bukit
Raja, Batang Kali, Selangor Gombak, Sungai Buloh,
Semenyih, Selayang, Kajang, Kepong, Segambut,
Cyberjaya, Putrajaya, Setapak, Sepang, Bangi

BAR CHART
To compare groups
US mil

Sales of cars

6
5
4

Nissan

Honda
Toyota

2
1
0
North

East

West

Central

PIE CHART
To illustrate breakdown
Brands of coffee sold in the North

%
5
15

Nescafe
Ah Huat
50

Ali Cafe

Kapal Api
30

LINE CHART
To show change in time (trend)
US mil

Sales of cars

6
5
4

Nissan

Honda
Toyota

2
1
0
2012

2013

2014

2015

Report Writing
Exercises

33

Habit of wearing safety belt among car users in KL

Findings:

%
Always wear in any seat in the
vehicle

22

Always wear but only in the front

seats

Discussion/Conclusion:
45

Usually wear in any seat

15

Usually wear but only in front seats

15

Rarely wear

3
34

Brand of vehicles owned by car users in KL

Findings:

Toyota

41

Proton

15

Perodua

11

Honda

Nissan

Naza

Ford

Mazda

Mitsubishi

Suzuki

Others

Discussion/Conclusion:

35

Reasons for buying their current vehicles among car owners in KL

Findings:

Additional
vehicle
34%

First
vehicle
38%

Discussion/Conclusion:
Replace
previous
vehicle
29%

36

Distance travelled by vehicle owners in KL

Findings:

Average km/day
<30

21

31-60

25

Discussion/Conclusion:

61-90

17

91-120

16

121-150
>150
Unsure

13
3
3

37

Frequency of using their vehicle among car owners in KL

Findings:

1-2 days/wk
3-5 days/wk

14
24

Discussion/Conclusion:
>5 days/wk

62

38

ANSWERS

39

Habit of wearing safety belt among car users in KL

%
Always wear in any seat in the
vehicle

22

Always wear but only in the front

seats
45

Findings:
45% of car users said they always
wore safety belts in the front seats.
22% always wore in any seat in the
vehicle. 15% usually wore in any seat.
15% usually wore only in front seats.
3% rarely wore seat belts

Discussion/Conclusion:
Awareness on importance of wearing
safety belts was still poor. Not all car
users in KL wore safety belt. Only 22%
always wore in any seat in the vehicle.
Almost half always wore but only in the
front seats. The rest didnt always
wear.

Usually wear in any seat

15

Usually wear but only in front seats

15

Rarely wear

Recommendation:
More education and stricter
enforcement is needed to encourage
wear of safety belts.
40

Brand of vehicles owned by car users in KL

Findings:
41% of car users in KL owned Toyota. Proton came
in a distant second with 15% ownership.
%

Toyota

41

Proton

15

Perodua

11

Honda

Nissan

Naza

Ford

Mazda

Mitsubishi

Suzuki

Others

Perodua came in close to Proton at 11%. Honda,

Nissan and Naza were neck-to-neck at around 7%

Discussion/Conclusion:
Car owners in KL preferred Japanese cars.
Toyota was the market leader in terms of car
ownership in KL even though it was more
expensive than locally made cars.
Proton and Perodua took the second and third
positions respectively.
Other popular Japanese brands were Honda and
Nissan.

41

Reasons for buying their current vehicles among car owners in KL

Findings:
38% of the cars owned are first
vehicles. 34% were additional vehicles.
Additional
vehicle
34%

First
vehicle
38%

29% of the cars owned currently were

to replace previous vehicles.

Discussion/Conclusion:
There was almost similar proportion of
buyers who bought their current vehicle
as first vehicle, additional vehicle and
to replace previous vehicle.
Replace
previous
vehicle
29%

At least 34% of vehicles owners in KL

owned more than one vehicle.

42

Distance travelled by vehicle owners in KL

Findings:
21% of vehicle owners in KL traveled
less than 30km/day.
%

25% (one quarter) traveled between

31-60 km/day.

17% traveled between 61-90 km/day.

Average km/day

16% traveled between 91-120 km/day

<30

21

31-60

25

Discussion/Conclusion:
61-90

17

91-120

16

121-150
>150
Unsure

13
3
3

A significant size of vehicle owners in

KL traveled quite long distance daily.
This might indicate the rather long
distance between their homes and
places of work.

43

Frequency of using their vehicle among car owners in KL

Findings:

1-2 days/wk
3-5 days/wk

14

Almost two thirds of car owners in KL

used their vehicles more than 5 days in
a week. Another one quarter used their
vehicles for 3-5 days a week. Only
minority (14%) used their vehicles
infrequently.

24

Discussion/Conclusion:
>5 days/wk

62

Car owners in KL depended heavily on

their vehicles to get around as most of
them used their vehicles almost on a
daily basis.

44