Report Writing
DEFINITION OF A REPORT
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A report:
gives information
• puts forth ideas
• gives survey findings
• recommends actions
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You need to:
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a.
Know Your Reader
b.
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Know Your Purpose
inform/narrate
instruct/explain
convince/persuade
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c.
Know Your Category
Is your report informational or analytical?
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d.
Have a Planned Approach
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e.
Know Your Rules
Be accurate, brief and clear!
The easier it is to read your report, the more effective it will be.
The standard font to use is Times New Roman, 12 points.
Stages of Report Writing
e-Learning Task 1
What actions do you have to do for each stage?
STAGE
ACTION
Planning
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Think about subject matter
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Think about readers and purpose
Selecting information
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Reject irrelevant information
Consider collected facts and data
Group facts under headings and subheadings
Drafting
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Write introduction
Write main text
Write conclusion and recommendations
Revising
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Examine draft
Check for errors
SECTIONS OF A REPORT
PART
FUNCTION
Title Page
Identifies the report title, the reader’s name and title,
the writer’s name, title and date.
Lists the names of persons and institutions that
assisted in the report.
SECTION
Acknowledgements
SECTIONS OF A REPORT
PRELIMINARY
Table of Contents
Records the name of each part of the report and the
name of each first and second order heading within the
body and the page on which each occurs.

Page numbering starts from this page. Page
numbers on this page and up to the Abstract
page use Roman numerals: i, ii, iii, iv, etc.
All page numbers from the Introduction
page onward are written using Arabic
numerals: 1, 2, 3, 4, etc.
Records the page number of tables, illustrations and
diagrams.
Mentions briefly the report’s purpose, findings,
conclusions and recommendations. It gives the starting
point and direction of the report.
Defines the research task and problem and includes
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List of Illustrations
Abstract
Introduction
– the purpose statement
– background information
– scope, aims and limits of the report
SECTIONS OF A REPORT
REPORT PROPER
Body/Findings/
Discussion
Conclusion
Recommendations
Presents factual, objective information. Findings are
analyzed and discussed, and evidence presented. Heads
and a numbering system are used to signal to the
reader when new ideas are to be introduced and
developed.
Summarizes the report findings and evaluates the main
facts.
Offers solutions or course of action.
SECTIONS OF A REPORT
Bibliography
SUPPLEMENTARY
Appendices
References include the information quoted in the text.
Lists in the bibliography recommended reading
material on the subjects covered or other related
areas.
Presents additional material such as questionnaires that
are relevant but may distract from the main flow of the
report.
ABSTRACT
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It is a concise, self-contained piece of
writing which readers should be able to
understand without recourse to the
original report. Begin on a new page.
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Although the abstract comes before the
main body of the report, it should be
written last, that is, after the whole report
is completed.
Task 3
e-Learning Task 3
Provide a short explanation for each of the following subheadings.
SUBHEADING
Aim/Objective/Purpose
EXPLANATION
Background (Historical)
This explains why you are writing the report.
Background (Technical)
This is to explain certain terms/concepts your reader
should know to understand the report.
Scope of the investigation
This is a brief explanation of what the report will
focus/cover (or what it does not include and why).
Method of inquiry
This explains how you got your data for the report.
This statement tells the reader what you want to
accomplish in the report.
e-Learning Task 4
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SURVEY REPORT
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1.
1.1
1.2
1.3
1.4
Introduction
Purpose
Background/Problem
Scope
Method of inquiry
2.
Problem area/Background information on (topic)
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3.
Survey findings
– Presentation of findings
– Analysis of results
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4.
Conclusion
5.
Recommendations
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e-Learning Task 4
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RESEARCH ANALYSIS REPORT
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1.
1.1
1.2
1.3
1.4
Introduction
Purpose
Background/Problem
Scope
Method of inquiry
2.
History of (topic)
3.
Current developments
4.
Future developments
5.
Conclusion
6.
Recommendations
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e-Learning Task 4
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PRODUCT DEVELOPMENT REPORT
1.
Introduction
1.1
Purpose
1.2
Background/Problem
1.3
Scope
1.4
Method of inquiry
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2.
3.
4.
4.1
4.2
4.3
Problem and specifications
Design
Construction
Process of construction
Problems encountered
Solutions implemented
5.
Tests
– Presentation of test results
– Analysis of results
6.
7.
Conclusion
Recommendations
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e-Learning Task 4
SOFTWARE DEVELOPMENT REPORT
1.
Introduction
1.1
Purpose
1.2
Background/Problem
1.3
Scope
1.4
Method of inquiry
2.
Problem and specifications
3.
Concept
4.
Development
4.1
Process of development
4.2
Problems encountered
4.3
Solutions implemented
5.
Tests
– Presentation of test results
– Analysis of results
6.
Conclusion
7.
Recommendations
Other points:
Heads and subheads: All heads and
subheads must be parallel.
 Numbering and indentation.
 Business writing style
 Tone: Be professional, impersonal, formal
and objective.
 Professional look: Times New Roman, 12
points.
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BIBLIOGRAPHY
A bibliography is a list of books and other
printed materials referred to by the
writer of a report.
 The bibliography is arranged in
alphabetical order by authors’ surnames.
 Hard-copy (Books):
 Yu, Alice. The Applied Theory of Price. 3rd ed.
Hong Kong: Macmillan, 1997.
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BIBLIOGRAPHY
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Hard-copy (Articles):
Singh, P.N. "No Go for Leonardo." 8 Days,
3 July 2000, p. 4.
Web
Peter J. Bryant, "The Age of Mammals,"
Biodiversity and Conservation, April 1999,
<http://darwin.bio.uci.edu/~sustain/bio65/i
ndex.html> (21 July 2000)
e-Learning Task 5
1. How many types of sources are there in a bibliography?
What are they?
 Two: Hard-copy and Web sources.
2. How many types of hard-copy sources are there? What are
they?
 Two: Books and articles.
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3. You have referred to a book with two authors when
writing your report. How do you list it in your bibliography?
 For a book with two authors, place the first author’s name first:
 Surname, First name, and First name Surname of second author.
Book title in italics. Edition (if available). City that book was
published in: Publisher name,Year that book was published.
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e-Learning Task 5
4. You have referred to a magazine
article without an author when writing
your report. How do you list it in your
bibliography?
 For an article with a known author:
 “Article title in double quotation marks.”
Magazine title in italics, Date that article
appeared, page number (p. 4) or page
range (pp. 9-15) for the article.
e-Learning Task 5
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5. What are the items that need to be
listed when documenting a Web source (in
order)?
Author’s name
Title of document in double quotation
marks
Title of complete work (if relevant) in italics
or underlined
Date of publication or last revision
Full URL in angled brackets
Date of access in parentheses
Activity
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(1) Improve the following sentences for
parallelism:
1. The policy affected all those who sell,
suppliers and consultants.
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The policy affected all sellers, suppliers and
consultants.
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2. Good managers analyse a problem, collect
data and alternatives are evaluated.
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Good managers analyse a problem, collect data
and evaluate alternatives.
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Activity
3. Administrative employees must be able to
communicate swiftly, concisely and be flexible in
handling various responsibilities.
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Administrative employees must be able to
communicate swiftly, concisely and
handle
various responsibilities flexibly.
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4. The company’s objectives for this year are to
match last year’s production, higher sales and
improving customer relationship.
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The company’s objectives for this year are to
match last year’s production, achieve higher sales
and improve customer relationship.
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Activity
5. The director advocated the development of a
corporate strategy, writing a resource allocation
plan and to evaluate investments.
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The director advocated developing a corporate
strategy, writing a resource allocation plan and
evaluating investments.
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6. The questionnaire asked for information such
as how many employees, our union status and
remuneration scale.
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The questionnaire asked for information such as
the number of employees, our union status and
remuneration scale.
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Activity
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7. Betty’s choice of working for the
company is based on three reasons: its
product line, its international sales
organisation and because it is a leader in the
cosmetic industry.
Betty’s choice of working for the company is
based on three reasons: its product line, its
international sales organisation and its
leadership in the cosmetic industry.
Match the following objectives of a report to the
appropriate conclusions
.
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OBJECTIVES
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1. To design and assemble modular fixtures
for six different workpieces.
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2. To illustrate point and non-point sources
of pollution of groundwater resources and
the effect of urbanisation on flood peaks.
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3. To study the kinematic and dynamic
fundamentals of epicyclic gear drives.
Match the following objectives of a report to the
appropriate conclusions
.
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CONCLUSIONS
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a. From this experiment, it is obvious that the velocity ratio
of the gear train depends on the number of teeth of the first
and last gear of the train.
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b. This project helps to provide a better understanding of the
modular fixture system and the concept of location.
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c. This experiment gives a clear perspective of the
hydrological cycle, point and non-point sources of pollution
and the importance and usefulness of hydrographs.
Match the following objectives of a report to the
appropriate conclusions
Objectives
 1=b
 2=c
 3=a
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Conclusions
ICA 2:TEAM PRESENTATION SKILLS (30 MARKS
- GROUPWORK)
Due Date: Week 5/7 (Wed 20 May or Fri 5 June)
Objectives:
 To raise your confidence to communicate
and formally present your project clearly
and effectively, with the use of visual aids.
 Promote more in-depth research and
analytical skills. The collaborative work
will also help to improve team dynamics
and to equip you with the right attitudes
and social skills for future work life.
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Description:
Form a team of 4 to 6 members and choose one of
the following scenarios:
 1. Nanyang Polytechnic, a premier education
institution, would like to look into ways to make its
physical learning environment more ‘cool & hip’. It
hopes to appeal to the young adults and set new
standards of excellence in education and training.
 You need to explore ideas and present your findings
and recommendations to your Project Supervisor, Ms
Savvy Tan. Proposed areas to focus on are study areas
such as tutorial rooms, lecture theatres, labs as well
as recreational areas etc… You may include any other
areas or details which you deem relevant.
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2. As a fund-raising exercise for your Co-Curricular
Activity, you have been assigned to think of a product/
service which can be offered to Nanyang Polytechnic
students and to create a website to market it. Before
you can launch the website, approval from your CCA
Supervisor , Mr Teo Bay Pioh, must be obtained.
You need to do a presentation to Mr Teo to describe
your product/service and more importantly, convince
him of the strengths of your website and why it is
effective and attractive for browsers, in terms of design
considerations etc.
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3. You need to submit an entry for this year’s “Innovative Ideas
Worth Sharing” Competition. To enter the competition, you need
to describe and recommend a recent
technology/software/product/service/process which you know and
strongly believe is beneficial to the public in the areas of either
education, transportation or recreation. It would be good if you
can also do a comparison with similar products and show
conclusively why your recommended technology/software/product/
service/process is superior.
You need to present your recommendations to Mdm Evon Lee,
your Project Supervisor before submitting your entry. She must be
convinced of your knowledge and be clear about how the public
can benefit from what you recommend.
Each team is given a maximum of 18/20
minutes with a fair amount of time
distributed to each member in the team.
 As this is a formal presentation, you are
required to dress professionally and use
appropriate visual aids to support your
presentation.
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For this assignment, your presentation structure could be
as follows:
a)
b)
c)
d)
e)
f)
Project Title; Members
Project Objective(s)
Introduction: Current Situation/
Background Information
Body:
Description/Findings/Strengths/Weaknesses
/Costs/ Survey Results etc.
Recommendation/ Conclusion
Project Status; Further Enhancements/
Developments
You should highlight important areas and
not bore the audience with excessive
information and use of unexplained
technical jargons.
 Be prepared to answer one or two
questions at the end of the presentation.
 Print handouts of your slides (6 slides per
page) for your tutor to facilitate marking.
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You should highlight important areas and
do not bore the audience with excessive
information and use of unexplained
technical jargon. Be prepared to answer
one or two questions at the end of the
presentation.