HOW TO WRITE A REPORT
These events can also pertain to events or issues that have been presented within a body of literature. The key to report writing is informing the reader simply and objectively about all relevant issues. There are three features that, together, characterise report writing at a very basic level: a pre-defined structure, independent sections, and reaching unbiased conclusions.
Pre-defined structure
At a very basic level, a report can be distinguished from an essay by the creation of headings into which information is organised. Broadly, these headings may indicate sections within a report, such as an introduction, discussion, and conclusion.
Within the main section(s) making up the body of the report (the discussion in the example just given), there is often an opportunity to create your own structure according to the literature you have sourced, your development of ideas, and the task assigned.
Independent sections
Each section in a report is typically written as a stand-alone piece, so the reader can selectively identify the report sections they are interested in, rather than reading the whole report through in one go from start to finish.
Why sections must stand alone?
It is important to keep this in mind when writing the report because your marker may in fact follow this practice when marking the actual report. Consequently, the marker may go through all the introduction sections of students' assignments first, select a mark for that section, then proceed to all the discussion sections and select a mark, and so forth.
Hence, if you have not written each section as an independent unit, you may lose marks because you have missed information that may be in another section. This process of creating distinct units may lead to some instances of overlap in information across sections. This is often the case with reports. Avoiding these overlaps of information may require a restructuring of the order and themes within which the information is categorised.
Unbiased conclusions
A third element of report writing is that it is an unbiased and objective form of writing. Certainly, all academic writing holds to this ideal, including essays.
Main sections of the standard report writing format:
- Title Section - If the report is short, the front cover can include any information that you feel is necessary including the author(s) and the date prepared. In a longer report, you may want to include a table of contents and a definitions of terms.
- Summary - There needs to be a summary of the major points, conclusions, and recommendations. It needs to be short as it is a general overview of the report. Some people will read the summary and only skim the report, so make sure you include all the relevant information. It would be best to write this last so you will include everything, even the points that might be added at the last minute.
- Introduction - The first page of the report needs to have an introduction. You will explain the problem and show the reader why the report is being made. You need to give a definition of terms if you did not include these in the title section, and explain how the details of the report are arranged.
- Body - This is the main section of the report. The previous sections needed to be written in plain English, but this section can include jargon from your industry. There needs to be several sections, with each having a subtitle. Information is usually arranged in order of importance with the most important information coming first. If you wish, a “Discussion” section can be included at the end of the Body to go over your findings and their significance.
- Conclusion - This is where everything comes together. Keep this section free of jargon as most people will read the Summary and Conclusion.
- Recommendations - This is what needs to be done. In plain English, explain your recommendations, putting them in order of priority.
- Appendices - This includes information that the experts in the field will read. It has all the technical details that support your conclusions.
Common report structures:
Useful language:
According to...
Yesterday...
Last night...
Due to...
Consequently, ...
As a result of...
For this reason, ...
Apparently, ...
Sources say...
- Example of a report:
English Department
Uttara Campus
Dhaka 1230
Bangladesh.
Report On The Possibility Of Opening A Short Course In English
Introduction
In a meeting of the department of English held on 20 May 2014, the view was expressed that our students have a very poor command in English, both spoken and written. So it was proposed that a short course in English should be opened under the management of the English teachers.
Body/Discussion
We realized the need for such a course for good reasons. From the answer scripts of the students of different departments, we found that the standard of English of about 80% of them is far below the average. We interviewed many students of our university, of some other universities, and even some outsiders, and found that they deplorably lacked correctness in writing and fluency in speaking English. We also talked with them about opening a short course in English in order to help them with the basics of written and spoken English. They all highly appreciated the idea and opined that such a course would be of much help for them.
The students need to use correct English in their answers of the exam questions in different courses and subjects. If they are given some knowledge about the basics of spoken and written English, they can go a long way towards their improvement.
Conclusion
So we think that Short Courses in English will be a quite popular programme. It will help students, non-students, and professionals.
Recommendations
We would recommend that such a course should be opened in the Department of English, and the university should look into the financial aspects of the programme as early as possible.
Mohammad Kamrul Islam
Head of the Department of English
15 June, 2014
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