Report writing
Report writing is common in a number of disciplines. A report is a specific form of writing,
written concisely and clearly and typically organised around identifying and examining
issues, events, or findings from a research investigation.
Reports often involve investigating and analysing a problem and coming up with a solution.
This means that you need to take a position or provide a solution and you need clear reasons
for your solution.
A key, central message is a vital part of the report and will help to make it clear and
persuasive.
A report might involve
• an analysis of existing data and literature
• conducting analysis and problem solving
• results of an investigation
Whatever the type of report, they are expected to be well written, clearly structured and
expressed in a way that suits the particular audience. Results and analysis should be accurate,
clear and objective. Report structures can vary between disciplines and audiences but the
structure needs to support the key message.
Reports differ from essays in a number of ways. Consider the following:
Reports Essays
Show how you understood a question or topic &
Convey specific information about an
were able to draw on research to support your
issue, event or project.
understanding.
Contains a key message, a concise
Develop an argument to support a particular
description and analysis of research and
thesis.
results.
Contain conclusions and
Draw a conclusion but recommendations are rare.
recommendations based on findings.
Report writing process
It can be helpful to think of writing your report as a process and to break it down into the
various tasks that you need to complete.
What goes on when you are writing a report? What are the various tasks you need to do to
complete it?
There are three main phases:
The preparation phase where you analyse exactly what you are being asked to do and if you
are working in a group, agree on the group communication plan.
The analysis phase where you gather all your evidence, conduct research, undertake
investigations, complete coding, calculations etc
The analysis phase will enable you to come up with your key message - your answer to the
question/solution to the problem. This key message will then determine the structure of your
report and enable you to complete the writing phase of the report.
A note on group work
Reports are often written in groups, which present both rewards and challenges. The key to
effective group work is effective communication and good planning.
Understanding the task
The key part of the preparation phase is to work out exactly what you are being asked to do.
What are you being asked to analyse or what problem have you being asked to solve?
Business reports
Take a look at the report task below from first year Business course:
Prepare a report to a potential investor who is considering investing in Navitas Ltd (NVT). In
this report, you should:
1. assess NVT's financial strengths and weaknesses, after
o interpreting and analysing at least three years annual reports of NVT and its
competitor using ratio analysis
o examining relevant industry statistics
o analysing relevant stock exchange/market information
o analysing relevant media information, and
o gathering other relevant information you think is important to your analysis.
2. state, with reasons, whether or not the investor should invest in NVT.
3. identify limitations of your analysis and any additional information you would require
to improve your analysis of NVT over the period specified.
Whilst there are a number of aspects to the question, the key part is point 2 - should the
investor invest in the company or not. This should form the key message of the report. All the
other points will aid in coming to that key message.
It's important to break down your report questions to determine exactly what you are being
asked to do.
Engineering and computer science reports
Engineering and computer science reports: understanding the task
Consider following question from an Engineering design course
This assessment item is a formal design report that documents the systems engineering design
process that you undertook for your project. The document should outline the thinking in the
application of the design tools, not just the final design decisions. In particular, the
optimality or goodness of the final design should be justified in the report through evidence
provided by the Systems Engineering Design process that you have undertaken.
Note the wording "should be justified through evidence". This gives a clue to what you need
to be focusing on when writing up your report and will help guide your analysis and research,
the next step in the process.
Analysis and research
Having determined what you are being asked to do in the report, the next phase is complete
all the analysis and research. Analysis involved will be dependent on the course and specific
task.
Primary, Secondary and Tertiary Sources
Use the information that you are given in your course outline, assignment information and
check with the lecturer/tutor if you are not sure. In some reports it will be more about
analysing data, in others you may be required to do further research of company information,
media reports, statistical analysis or journal articles.
Some tasks you might need to perform:
• Gathering data and background info
• Performing statistical/mathematical calculations
• Analysis of results of data
• Further research of statistics, reports, journal articles
• Coding
• Design
If working in a group, it's a good idea to distribute analysis tasks amongst the group
members.
Quite often reports might require you to do a combination of your own analysis, and research
from existing academic sources. Academic sources are those that have been through a peer
review or rigorous process.
Examples of sources that are used in reports:
• Books or chapters in a book - Check if there has been peer review
• Journal articles - Check if it is a peer reviewed journal
• Government reports - Can be a good source of data/information but be aware of bias
• Newspaper articles - Can be a good source of public opinion. Newspapers can also be
a source of current financial data
• Some websites - Good source of information regarding companies/industries. Need to
be aware of bias.
The ultimate aim of the analysis phase is to come up with your key message (your
answer/solution to the question/problem). If you are working in a group, you need to decide
on this together, based on your research. Your key message will determine your structure
Structure
The writing phase begins with determining your structure. A report is written to persuade the
reader of the key message. The key message should determine the structure of the report,
specifically the sections within the report. Additionally the structure may be determined by
the individual lecturer and may vary considerably according to the task's purpose and
audience.
General report structure
Report structures can vary but these are common sections found in a report.
• Title page: should include the report title, author's name, receiver's name (that is the
unit and lecturer), date
• Table of contents
• Executive summary: briefly outlines key message, purpose, findings, conclusions
and recommendations. Sometimes known as synopsis or abstract.
• Introduction: gives the aim, scope and background. Also previews the report
structure. May include the overall answer (suggested solution).
• Discussion: the findings and analysis. These findings provide the justification for
your recommendation(s). This section needs to develop the material in a clear, logical
and coherent manner. Relevant subheadings make it easier for the reader to follow the
structure. This structure should reflect the structure outlined in the introduction.
• Conclusion: summary of main findings and conclusions based on these findings. The
conclusion should outline the key points/findings and state the recommendations that
follow from the analysis.
• Recommendations: actions that should be undertaken. This section is sometimes
combined with the conclusion.
• Appendices: holds technical information which would clutter the body of the report
e.g. calculations for numbers referred to in the discussion. Should not include your
argument.
• References: any external evidence cited
For some reports you will be given very specific instuctions regarding the structure and what
to include. Even if the different sections of the report are specified for you, there must be
a logical sequence of ideas and information and a line of narrative that persuades the reader
you have a good solution/recommendation/analysis.
Therefore each section should have a purpose that ties it to the overall message and each
paragraph should have a point that ties it to the purpose of the section.
Structuring the body section of a report
Structuring a business report
The discussion section is where you can have scope to decide on how to structure your
writing and what sub headings you want to include. There is more than one way to structure
your ideas - no one way is more correct - rather it depends on your overall message and what
is most logical for your report.
In the examples below, the students have determined that their key message is that "the
investor should invest in NVT because of reasons A, B and C". The following three
structure are possible ways to present those reasons and the evidence that supports them.
Struture 1 Structure 2 Structure 3
Introduction Introduction Introduction
Ratio analysis Ratio analysis Reason A
Reason A Industry statistics Ratio analysis
Industry statistics Stock exchange Industry statistics
Reason A Media information Reason B
Stock exchange Reasons A B C Stock exchange
Reason B Conclusion Media information
Media information Reason C
Reason B Media information
Reason C Conclusion
Conclusion
In deciding which structure is best, you need to look for whether the ideas flow in a logical
sequence (for example does one idea naturally flow from the previous), avoid repetition and
be persuasive.
Writing the report
Once you have determined the key message and the best way to structure your report, you
will find the writing phase smoother and more efficient. It is often much easier to allocate
sections of the report to different group members as everyone is clear on the overall direction
of the report.
In the writing, focus on:
1. Setting up your key message in the introduction
2. Developing your key message through your sections and topic sentences
3. Supporting your ideas with good evidence
4. Summarising your findings in concluding sentences and your conclusion
Executive summaries
Provide a succinct overview of the entire report and typically include:
• Brief outline of the context and aim
• Outline of main findings
• The key message
• Recommendations
Below are two sample Executive summaries from Business and Engineering.
Business
This report was prepared to provide ABC Recruitment with information regarding ways to
improve profitability and improve its overall financial position.
The profitability, liquidity and capital structure of ABC Recruitment for the month of August
2018 were analysed. Results show that the company has a low net profit ratio. Gross profit
ratio suggests an initial high profit, however when compared to the net profit the business'
expenses have eroded much of the income generated. Analysis of liquidity shows that the
company can comfortably meet its liabilities. Compared to the ratios of an established firm
45.13% and industry average of 55%, the business is currently quite comfortable with the
capital structure.
Profitability could be improved by introducing an incentive-based wage scheme, and
reducing other expenses. It is also suggested that ABC Recruitment focus on advertising to
establish a 'brand', and look to managing its debtors to improve its overall financial position.
Engineering
Power Blocks brings an innovative approach to modular technology in the electronics
industry. Our product's Unique Selling Point is based on customisability and user-centred
design, also reflected in our business and brand.
The electronics industry is a growing and transforming one, with an increasingly technology-
dependent and mobile culture pervading globally...
Our product is composed of functional modules which 'snap' together to create a power board
with more customisability and flexibility than any existing product on the market...
The initial target market for Power Blocks is the 'innovator' segment of the consumers [1].
The 'innovative' population is characterised by higher prosperity, education and risk
orientation. They like to try new things, have the capability to do so and may also be more
interested in being involved with the design and development of the product. Hence, our
marketing strategy is designed to capitalise on the product's customisability and target
market's willingness to experiment.
A Kick Starter campaign and an interactive website will provide engagement with
consumers, a platform for initial sales, and funds to start the venture. Competitions for new
module designs will be run through the website, further engaging the target market and
providing an avenue for 'open innovation' - allowing us to outsource development of the
blocks and respond to user feedback. Eventually, we envision Power Blocks being sold
through regular retail outlets as well in order to compete with established manufacturers.
Forecasts of Power Blocks' financials for the first year indicate that the company can
maintain positive cash flow throughout the year due to Kick Starter funding and high
potential revenues. Our net revenue for the year has been projected close to $0.9 million with
a net profit of $150,000 ensuring we achieve growing ROI (Return On Investment).
While risks and challenges for both the technology and our venture exist and have been
identified, we believe PowerBlocks has the capability and opportunity to succeed in a
growing market. Our marketing strategy and product alike have been carefully tailored to
succeed in our target market. With a growing ROI in offer for a start-up funding of $100,000,
we believe the PowerBlocks venture presents a sound opportunity for investors who can
partner with us to develop the business.
Introductions
Engineering and computer science: executive summaries and introductions
Introductions can be very short and succinct and allow the reader to know your key message
and the outline of the reasons behind that. Your introduction should not just repeat the terms
of the question. So avoid sentences like:
This report will examine the financial strengths and weaknesses of ABC Recruitment and
recommend what actions the company management should take.
The following are two sample Introductions. In each one you can identify the four moves:
background/context, aim/purpose, key message and outline. Notice how this can be achieved
in a few clear and concise sentences.
Business
This report is prepared for ABC Recruitment at the request of the owner/manager Mr. David
Foo, for the month of August 2005. ABC Recruitment is newly established, and the owner is
seeking advice on how to improve the business at this early stage. An examination of the
profitability, liquidity and capital structure of ABC Recruitment for the month of August
2005 shows that the company has a low net profit ratio, which could be improved by
introducing an incentive-based wage scheme, and reducing other expenses. It is also
suggested that ABC Recruitment focus on advertising to establish a 'brand', and look to
managing its debtors to improve its overall financial position.
Engineering
Interest in nanofibrous materials stems from their unique properties, such as high porosity,
large surface area to volume ratios, and enhanced mechanical performance (Huang et al.
2003). They show potential in many fields, such as environmental engineering (membranes
and filters), clothing (chemical and biological protection), and healthcare (drug delivery,
wound dressing, and tissue engineering) (Ramakrishna et al. 2006). Consequently, the ability
to manufacture such materials has been a subject of much research and several processes
have been developed, including drawing, template synthesis, phase separation, self assembly,
and electrospinning (Huang et al. 2003). Electrospinning requires only simple
instrumentation and is a cost effective, scalable, and feasible method for fabricating
polymeric fibres ranging in diameter from 3nm to 1μm (Kumbar et al. 2008; Reneker et al.
2001). It is not yet a perfect technique however, and research must be conducted to fully
understand the jet instability the method depends on, the effects of fabrication parameters on
the created mat, and the tailoring of materials for different applications. This review aims to
give an overview of the electrospinning method and its potential application in tissue
engineering.
Body paragraphs
Engineering and computer science: writing paragraphs in a report
The body of the report provides the justification for your recommendation(s) by presenting
findings based on evidence. The discussion is kept concise by using appendices to present
complex/lengthy calculations and data.
Break your report into major points. These are your sections and sub-sections. For each
section/sub-section, break again into points, these become your paragraphs.
Paragraphs are the report's 'building blocks' and it is important to structure them well. Each
paragraph should contain one main idea. It develops that idea in three parts, with a topic
sentence, supporting sentences and a concluding or linking sentence.
Topic sentences
The first sentence of a paragraph is usually the topic sentence. It should indicate your position
and encapsulate the argument that you make in that paragraph. To help write the topic
sentence ask yourself, 'What is this paragraph about?' and 'How does it develop my
argument?' If you cannot answer these questions clearly, then the paragraph could be cut or
revised.
The topic sentence needs to be clear and unambiguous because it acts like a signpost that tells
the reader what to expect next.
Writing the body of a business report
Supporting sentences
The sentences in the main part of the paragraph support and develop the main idea. Each
sentence should connect to the others to create a logical flow. This is where you incorporate
your research and analysis and support it with evidence, such as quotations or statistics.
Whenever you use an idea that is not yours, whether quoted or paraphrased, you must cite its
source. Referencing is central to academic integrity, which means that you must acknowledge
when you have built your argument on the work of other scholars.
Concluding and linking sentences
The final sentence of your paragraph should summarise or conclude the idea that you
introduced in the topic sentence. It can also lead on to the next paragraph by developing a
logical link to the next main idea. Good transitions at the end of paragraphs help the essay to
feel more coherent. If you have trouble linking the main ideas across your paragraphs,
consider reordering them.
Concluding and editing a report
Business reports: concluding and finishing your report
Typically conclusions summarise the findings. Some reports include detailed
recommendations and often also include the limitations but this can differ from report to
report.
Concluding and finishing a CECS report
Editing the report is a vital part of the process - especially when the report has been written
by different members of a group. Now is the time to ensure that the report is clear, concise
and cohesive and reads as though it was written by one person.
When editing, the following steps can be a helpful way to approach your report:
1. Key message - Is there a clearly stated key message in the Executive summary and/or
the introduction? Does it respond to the report question?
2. Structure - Is the structure logical and does it outline the reasons for our response?
3. Paragraphing - are the paragraphs clear and well balanced - do they support our
message?
4. Expression - is the expression clear and consistent