Definition:

• a highly structured form of writing
• presentation of facts and findings, usually as a basis for recommendations
• written for a specific readership
• stress the process by which the information was gathered as much as the information itself

• Clarifying your terms of reference (scope of investigation)
  • Make sure you know what the purpose of your report is
• Planning your work
• Consider the report as a whole
• Break down the task of writing the report into various parts.
• Collecting your information
  • What is the information you need?
  • Where do you find it?
  • How much do you need?
  • How shall you collect it?
  • In what order will you arrange it?
• Writing the first draft
• Checking and re-drafting.

Format:

Title page

• title
• writer
• organisation
• date
• person/group who commissioned the report

Table of contents

• accurate, clear layout
• include page numbers
• include list of illustrations if applicable
• section numbering system and indentation (decimal or number-letter system)

1. Decimal numbering:

1.0 _____________________________________

                             1.1 _______________________________

                             1.2 _______________________________

                                   1.2.1 ________________________

                                   1.2.2 ________________________

                                            1.2.2.1 _______________

                                            1.2.2.2 _______________

                    2.0 _____________________________________

                             2.1 ________________________________

2. Number-letter system:

                       I ________________________________________

                           A ________________________________

                           B ________________________________

                               1 __________________________

                               2 __________________________

                                   (a) ___________________

                                   (b) ___________________

                      II ________________________________________

                           A ________________________________ 

Abstract / Introduction

• complete summary of key information
• provides background to the report
• shows why the report is necessary
• states the objective, scope and target audience of the report

• can be informative or descriptive

1. Informative:

                    - usually written by the author(s) of a report

                    - appears in the same document as part of the complete text

                    - describes the research or project

                    - presents the main ideas of the report in a summarised form

                    - do not duplicate references or tables of results

                    - often omits terms which identify the particular report (such as `this paper' or `this report').

2. Descriptive:

                    - compiled by someone other than the author of the report to appear in another source

                    - describes the contents of a report

                    - does not include interpretive statements, conclusions or recommendations.

                    - briefer than an informative abstract.

 

Body

• contains detailed facts and findings
• shows how facts and findings were arrived at
• analyzes facts and findings and states inferences that may be drawn from them
• includes titles, captions and references for charts, statistics and illustrations
• consistent use of features such as capitals, different fonts, underlining, bold, italics
• systematic link between references in the text and the reference list and/or bibliography

 

Conclusion

• restate purpose and scope
• review or synthesize the main sections or units of the discussion
• reiterate the principal points or findings
• affirm the validity of argument or judgment
• assert the viability of approach or interpretation

• must be convincing
• a substantial basis for the recommendations
• can extend or advance the topic, for instance by disclosing a further perspective or by making an additional / final judgment.

 

Recommendations

• List practical and specific recommendations
• Organize according to order of importance (most important first)
• Relate recommendations to previous body and conclusion
• Must be convincing

 

References & Bibliography

 

Glossary or Nomenclature (if included)

• Arranged alphabetically
• Define technical terms used in report

 

Appendix

• placed at end of a report if included
• includes additional information related to the report but is not essential to main findings
• arranged in the order referred to in the report

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Style of writing:

• Active voice vs passive voice - try to use active voice to be concise, but always consider which one is more appropriate
  • Active voice: short sentences
    • eg. "The Board has approved this project" vs. "Approval has been given by the Board for this project"
  • Passive voice: seems more formal and considered
    • eg. "I recommend..." vs. "It is recommended that..."
• Objective language - ie. avoid using "I" and "you"
• DO NOT use contractions - always keep try to keep the language formal
  • eg. "didn't", "isn't", "it's" vs. "did not", "is not", "it is"
• Always use short simple words where appropriate
  • eg. "end" instead of "termination"
• Avoid using cliches or subjective language ie. words that depend on how one interprets it
  • eg. "a beautiful blue colour" - what does "beautiful" mean?
• Avoid overusing technical terms - use words that are familiar to readers, especially readers who are not professionals in the subject field
• Avoid ambiguity
  • eg. when using the words "this" or "these", indicate clearly what you are referring to
• Use your own words - do not plagiarize J
• Try to provide smooth transition between each paragraph or section so that the reader can have a clear view of logical development of ideas
• More details of do's and don'ts for reports:

  http://web.cs.wpi.edu/~cew/courses/report.html

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Sample Report:

Full report available for download at: http://www.who.int/nutgrowthdb/publications/quantifying_health_impact/en/index.html

 

Why this is a good sample:

• All requirements for title page met
• Clear layout for table of contents: page numbers included, systematic numbering system used  + includes list of tables and figures
• Summary:
  • Provides background to the report:
    • "Malnutrition, defined as underweight, is a serious public-health problem that has been linked to a substantial increase in the risk of mortality and morbidity. Women and young children bear the brunt of the disease burden associated with malnutrition..."
  • Clearly states the goal and provides a clear outline for the report:
    • "In this guide we outline a method for estimating the disease burden at national or local level that is associated with maternal and child malnutrition. The goal is to help policymakers and others quantify the increased risk associated with malnutrition, in terms of attributable mortality and morbidity, at country or local levels."
  • Briefly explains method of research:
    • "To quantify the disease burden, population attributable fractions are derived from the assessed exposure (malnutrition) and from the relative risk estimates of disease and death associated with malnutrition. The level of malnutrition in the population groups is assessed by anthropometry... Relative risk estimates for diarrhoea, malaria, measles, acute respiratory infections and other infectious diseases are based on a meta-analysis..."
• Body:
  • contains detailed facts and findings
    • "42% of all deaths of children younger than five years of age in Nepal are caused by malnutrition. Diarrhoeal disease associated with malnutrition is the biggest contributor to mortality (15.6%), followed by lower respiratory infections (9.1%). Malnutrition is also associated with 16.6% of the total morbidity."
  • shows how facts and findings were arrived at
    • Refer to Section 3: Estimating the burden of disease and mortality associated with malnutrition
    • "The relationship between weight-for-age and risk of death was estimated by calculating the logarithms of the mortality rates by cause and by anthropometric status for each country, and using weighted random effects models."
  • analyzes facts and findings and states inferences that may be drawn from them
    • "This alarming statistic underscores the huge potential for decreasing global ill-health if malnutrition were to be reduced or even eliminated."
  • includes titles, captions and references for charts, statistics and illustrations
• Conclusion: Refer to Section 6: Policy action
  • Summarizes the report:
    • "Reducing malnutrition thus not only benefits child health and development in the short term, it also promotes the future, long-term growth and economic progress of the nation"
  • Provides extention:
    • "Children are the most vulnerable members of society and to allow their development to be affected by poor nutrition is to perpetuate the vicious cycle of poverty and malnutrition, and to waste human potential. Governments will be unable to accelerate economic development over the long term until their children are assured of optimal growth and development."
• References & Bibliography: included + proper formatting
• Glossary:
  • Arranged alphabetically + precise definitions used
    • Anthropometry       Human body measurements.

      BMI                        Body−mass index (kg/m2).

      CI                           Confidence interval.

      DALY                      Disability-adjusted life year.

      EBD                        Environmental burden of disease

• Appendix: attached at the end of the report
• Style of writing:
  • Objective
  • No contractions used
  • Little ambiguity (limited use of subjective language)

 

Why this is not a good sample:  no recommendations made

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Example of recommendations in a report:

http://www.un-instraw.org/en/docs/gender_and_ict/Synthesis_Paper.pdf

 

• "In doing so, the following conclusions and recommendations emanating from this research should be taken into consideration:

1. Understanding and measuring of the gender digital divide is the first step forward...

Hence, it is recommended that... "

 

Why this is a good example:

• Clear roadmap
• States specific recommendations for particular conclusion made
• Closely related to body of the report because recommendations are made for particular conclusions
• Concrete and specific recommendations made

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Useful Websites:

http://en.wikipedia.org/wiki/Report

http://lorien.ncl.ac.uk/tskills/reports/repwrite.pdf

http://www.heacademy.ac.uk/assets/hlst/documents/heinfe_exchange/Blended_Learning_PDP_Materials/5_reportwriting.pdf

http://www.unisanet.unisa.edu.au/07118/language/reports.htm

http://custom-writing.org/report-writing#science