Writing for Science Subjects
Writing Science and Technical Reports
A report is a factual account of something that has happened in the past,
which can include the results of scientific or technical experiments, projects, or
investigations.
1. Structure: Stages of reports
Most science and technical reports can be categorised into two main groups:
those involving investigation or enquiry of some sort; or those that present a
summary or synopsis of an event.
Both types of report will be structured into five or six main stages (although
each stage may be divided into sub-sections). The stages and key subsections of your report will normally have sub-headings that indicate to the
reader what that stage or section of the report is about.
In a relatively short (non-dissertation) report the main stages are shown, as
follows:
Investigatory Report
1.
2.
3.
4.
5.
6.
Introduction
Background information
Methods and Materials
Results
Discussion
Conclusion
Summary/Synopsis Report
1.
2.
3.
4.
5.
Introduction
Background Information
Main issues
Discussion
Conclusion
You would also include a list of evidence and other source references,
written in the referencing style adopted by your institution or department.
2. Content of these stages
Introduction
In the introduction section of your report you would normally introduce the aim
and subject of the report to tell the reader what to expect: what issues are
being explored or evaluated, and if necessary, why. It can also be helpful to
summarize the main stages of the report and the focus of each.
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Background information
In this section of the report you would present an overview of the main
factors leading to the report. These can include historic, scientific/technical,
economic, political or social influences, and other macro or micro factors
that enable the reader to put the main report issues into a context or
perspective. In some reports you may also want to summarize the findings
of previous research or investigation in the topic area. In a long report, or
dissertation, this often has its own section, i.e. titled ‘Literature Review’.
Main issues; Methods and materials
(a) Main issues:
In this broad area of a non-investigatory report, you would outline the main
issues that are the central focus and concern.
(b) Methods/Materials:
In an investigatory or technical/scientific report you would present details
about the research or experiment to allow others to replicate the work in the
future. You would summarise in chronological order what you did, giving
essential information, as in this extract from a student dissertation report:
Extract
“A CPD plan and record file composed by the RPSGB was
obtained from a tutor, which was analysed. To gain some
understanding with regards to views on CPD, a handful of local
community pharmacists were then approached. However, this
open and randomised method proved not to be very effective, as
views were very limited in parts and broadened in others.”
The Items and elements you could include in this methods or materials section
are, as follows:
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The research approach adopted and the reasons for this. If in
retrospect you feel it was not the correct approach, you should say so,
and state why;
If applicable, the materials used in any physical testing process;
The methods you used to gather primary and/or secondary data,
and why you chose those particular methods;
The criteria you adopted for collecting this data (e.g. target number,
age, gender, occupational etc) giving reasons for your choice;
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The target sample number and type of sample, e.g. a random sample;
The actual number you achieved and the reasons for any shortfall;
Where you collected the data;
When you collected it, if relevant;
Who was involved in the collection, if relevant;
How it was collected;
The logistical or other problems encountered in collecting or
analysing it, if applicable;
How you collated and categorized the data.
Results
The results section presents a summary of the data or other information you
gathered. At this stage of the report you present and summarise the data
or information without going into detailed discussion of the implications of
your findings; this information goes into the next ‘Discussion’ section.
So, in the ‘Results’ section you could include the following information:
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Summary of the statistical data gathered;
If applicable, how and why the results were affected by any event,
situation or phenomenon within or outside your control;
If there was a shortfall in the amount of data you gained, how you
compensated or dealt with this;
How the amount of data collected by you compares or contrasts with
previous research in this area of enquiry;
Discussion
This section explains, analyses, and discusses the result, including
implications of your findings. It can present, if applicable, some resolution or
answers to the main research questions. You may also want or need to
connect the result in some way to the theories, models, and practices that
you introduced in the earlier background sections.
You could include the following into a discussion section of a report:
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How the findings connect with your overall research aim and
research questions;
How and why your findings connect with previous research;
What the findings mean in theory and/or practice;
How unexpected/expected were some or all of the findings?
How the findings might be applied;
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When they might be applied (the context);
Who might apply them;
Any recommendations you might make based on your research
findings;
What future research might be conducted to build on what you have
done.
Conclusions, summary, or recommendations
The introduction of your report was the place to tell the reader what you are
going to say. The conclusion is an opportunity to remind readers what you
have told them. This may sound trite, but it is important to do this, as this
reinforces the important points you made earlier in the report. An effective
conclusion leaves the reader with a sense of completion.
Some additional sections you might include, depending on the length
and nature of the report:
Abstract or summary
In longer reports it is common to have an abstract or summary page. This is a
brief summary of the aim of the report, methodology, if applicable, and the
results or conclusions reached. An abstract or summary would normally be no
more than a page in length. Check with your tutor to see if you need to include
this with your report. It would not normally be included in short reports, but
would be expected in dissertation project reports.
Contents page
In a lengthy report you would normally include a contents page, which would
include main chapter headings, any sub-divisions within these and page
numbers. These chapter headings can be numbered and given numerical
sub-divisions, for example:
1. Introduction
2. Organisation Background
2.1 History
2.2 Geographical features
2.3 Current networks
2.4 Structure of organisation
3. Current Challenges Facing Organisation:
3.1 Competition
3.2 Changes in Market
3.3 Technological Changes etc…
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You may also be expected to link the headings and sub-headings to page
numbers to assist a reader to quickly find a particular section of the report.
Appendices
The Appendix, or appendices, is the place for lengthy and detailed material
that would interfere with the easy flow of reading in the main body of the
report. It may contain important data that you refer to in your report – but
the main text should be used to summarise this key information.
The appendix items are there for readers to look at if they wish, particularly
if they wanted to check the accuracy and validity of your report discussion
or conclusions.
The appendix would, for example, contain detailed statistical data,
computer programs, and examples of questionnaires used in any research
project.
3. Style
When writing scientific or technical report:
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Make sure of the meaning of every word; don’t use words that you don’t
really understand.
Use plain words when possible. You will need to use some technical
terms, particularly when describing or analysing theories or models, but
this doesn’t mean you need to adopt an archaic or jargon-filled style of
writing.
Do not fill your report with unnecessary detail.
Be concise - get to the point quickly.
Vary the length of your sentences. Aim for one clear point in each
sentence.
You can use bullet points – as shown here – to summarise noncontentious, factual points.
You can also use (but selectively) illustrations, charts, diagrams in the
main text of your report. If you do use them, always explain in your
report why you have included them and what the reader should look for
in the illustration, chart or diagram in question.
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4. Further Reading
Kirkman J. (2005). Good Style: Writing for Science and Technology. 2nd
Edition. London: Routledge.
Northedge, A., Thomas, J., Lane, A., and Peasgood, A. (1997). The
Sciences Good Study Guide. Basingstoke: The Open University.
Silyn-Roberts, H. (2000). Writing for Science and Engineering: Papers,
Presentations and Reports. Oxford: Butterworth-Heinemann.
© Colin Neville
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