Topic 7

Report Writing

What does a good report

require?
Requires

systematic, structured
and careful thinking accompanied
by careful planning and
preparation

Important steps/tasks in
writing a good report
Gathering

data
Sorting, categorising and
analysing data
Planning and outlining report
Drafting the report
Revising and editing draft

How would you go about

gathering data?
Make

note of how you want your

data presented in the report
Note opinions and information
relating to your project
Document your plan in detail
Keep progress notes

Hw would you analyse and

sort the results?
Write

down all the results and

observations
Note down all the opinions
Note down new ones that you need
Arrange all data in order of importance
Select the data you want in your
conclusion
Support your points with illustrations
as you present them
Outline your final report and draft it

Outlining the Report

3

key words to remember

Subject - title
Scope - coverage
Purpose - reason
Other aspects:
Sections and parts
Relationship/connection btw various parts
discussed
Amount of space to be given to each part
Order of treatment
Places for inclusion of illustrations; and
conclusions

Typical

Technical

Abstract

Apparatus

Introduction

Test

Symbols
Theory
Analysis

specimens
Test procedures
Sample calculations

Discussion
Summary

of results
Conclusions
Appendix
References

Report Headings

Tips for Headings

Be

consistent in grammar
Do not use verbs
Should cover the whole report
May need introductory and
transition paragraphs to make
the report flow smoothly

Writing the Draft

Start

writing as soon as possible,

after finishing the outline, while
ideas are still fresh
Keep writing,; let your ideas flow
Do not worry about minor details
Check for style in second draft
Be honest
Be tactful
Be concise and logical

Revising the Draft

What are the three stages of revision?
Check for material
Data, statistics, opinion, etc
Check

for organisation, mechanics and

conventions
Objectives, subject, method stated clearly
Smooth flow, clear illustrations and labelling

Check

your language

Spelling, grammar and language mechanics

The Report Style

Good reports are:
Clear unambiguous language
Concise not too long
Smooth flowing
Written from an objective point of
view

The Writing Style

Use

simple words. Readers more

interested in WHAT you have to say
than HOW you say it
Arrange your paragraphs
Get to your point quickly
Emphasize your main ideas
Keep your facts and opinions separated
Use only figures and tables that are
essential
Quality is important, not quantity

Tips and Guidelines

Have a catchy title
Include an abstract

Concise, single-paragraph about 200 words

long

Write a good introduction why (pg 101)

State subject
State purpose
State scope and organisation (pg 102)
Style and length
Format
Content and Style
Writers Checklist (pg 104 -105)