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handling and understanding of writing a report.

Writing reports
A report is written for a clear purpose and to a particular audience. Specific information and

evidence are presented, analyzed and applied to a particular problem or issue. The information is

presented in a clearly structured format making use of sections and headings so that the

information is easy to locate and follow. 

When you are asked to write a report you will usually be given a report brief which provides you

with instructions and guidelines. The report brief may outline the purpose, audience and problem or

issue that your report must address, together with any specific requirements for format or

structure. This guide offers a general introduction to report writing; be sure also to take account of

specific instructions provided by your department. 

What makes a good report?

  to find out what you have learned from your reading, research or experience;

 to give you experience of an important skill that is widely used in the work place. 

An effective report presents and analyses facts and evidence that are relevant to the specific

problem or issue of the report brief. All sources used should be acknowledged and referenced

throughout, in accordance with the preferred method of your department. For further

information see the Learning Development guide: Avoiding Plagiarism. The style of writing

in a report is usually less discursive than in an essay, with a more direct and economic use of

language. A well written report will demonstrate your ability to: 

 gather, evaluate and analyze relevant information;

 structure material in a logical and coherent order;

 make appropriate conclusions that are supported by the evidence and analysis of the report;

 make thoughtful and practical recommendations where required. 

The structure of a report

This should briefly but explicitly describe the purpose of the report (if this is not obvious from the

title of the work). Other details you may include could be your name, the date and for whom the

report is written.

Geology of the country around Beacon Hill, Leicestershire

Angus Taylor

2 November 2004

2. Contents (Table of Contents)

The contents page should list the different chapters and/or headings together with the page

numbers. Your contents page should be presented in such a way that the reader can quickly scan

the list of headings and locate a particular part of the report. You may want to number chapter

headings and subheadings in addition to providing page references. Whatever numbering system

you use, be sure that it is clear and consistent throughout.

3. Summary (Abstract)

The summary should briefly describe the content of the report. It should cover the aims of the

report, what was found and what, if any, action is called for. Aim for about 1/2 a page in length and

avoid detail or discussion; just outline the main points. Remember that the summary is the first

thing that is read. It should provide the reader with a clear, helpful overview of the content of the

report.

Exposure of rocks belonging to the Charnian Supergroup (late Precambrian) were examined in the

area around Beacon Hill, north Leicestershire. This report aims to provide details of the stratigraphy

at three sites - Copt Oak, Mount St. Bernard Abbey and Oaks in Charnwood. It was observed that at

each of these sites, the Charnian Supergroup consists mainly of volcaniclastic sediments (air-fall

and ash-flow tuffs) interbedded with mudstones and siltstones. These rocks show features that are
characteristic of deposition in shallow water on the flanks of a volcano (e.g. welding and alteration of

ignimbrites). Further studies are required to understand depositional mechanisms and to evaluate

the present-day thickness of individual rock units.

4. Introduction or Background

The introduction sets the scene for the main body of the report. The aims and objectives of the

report should be explained in detail. Any problems or limitations in the scope of the report should

be identified, and a description of research methods, the parameters of the research and any

necessary background history should be included. In some reports, particularly in science subjects,

separate headings for Methods and Results are used prior to the main body (Discussion) of the

report as described below. 

5. Main Body of Report

Information under this heading may include: a list of equipment used; explanations of procedures

followed; relevant information on materials used, including sources of materials and details of any

necessary preparation; reference to any problems encountered and subsequent changes in

procedure. 

a. Results

This section should include a summary of the results of the investigation or experiment together

with any necessary diagrams, graphs or tables of gathered data that support your results. Present

your results in a logical order without comment. Discussion of your results should take place in the

main body (Discussion) of the report. 

b. Discussion

The main body of the report is where you discuss your material. The facts and evidence you have

gathered should be analysed and discussed with specific reference to the problem or issue. If your

discussion section is lengthy you might divide it into section headings. Your points should be

grouped and arranged in an order that is logical and easy to follow. Use headings and subheadings

to create a clear structure for your material. Use bullet points to present a series of points in an

easy-to-follow list. As with the whole report, all sources used should be acknowledged and correctly
referenced. For further guidance check your departmental handbook and the Student Learning

Centre guide: Referencing and Bibliographies. 

6. Conclusion: Recommendation

In the conclusion you should show the overall significance of what has been covered. You may want

to remind the reader of the most important points that have been made in the report or highlight

what you consider to be the most central issues or findings. However, no new material should be

introduced in the conclusion. 

7. Bibliography/ References

Your bibliography should list, in alphabetical order by author, all published sources referred to in

your report. There are different styles of using references and bibliographies. Refer to the study

guide Referencing and Bibliographies and check your departmental handbook for guidelines.

Texts which you consulted but did not refer to directly could be grouped under a separate heading

such as 'Background Reading' and listed in alphabetical order using the same format as in your

bibliography. 

8. Appendices

Under this heading you should include all the supporting information you have used that is not

published. This might include tables, graphs, questionnaires, surveys or transcripts. Refer to the

appendices in the body of your report.

In order to assess the popularity of this change, a questionnaire (Appendix 2) was distributed to 60

employees. The results (Appendix 3) suggest the change is well received by the majority of

employees.

"GOOD LUCK FOR YOU, DEARS"