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Why do we write reports?
Reports provide information on research or project work.
There are many types of reports — business reports, scientific lab reports and case study reports, etc. — that may require different formats. The common feature of all reports is that they are structured to provide information clearly and quickly. Therefore, reports are organised into sections with headings (see below for commonly used headings). Always check with your lecturer or tutor for any other specific requirements.
Differences between essays and reports
Functions
- Reports are primarily used to provide information to help make decisions or to account for actions or decisions. They use research to make recommendations for action.
- Essays, however, use research to present an argument. They are primarily used to demonstrate knowledge, understanding and critical analysis of a topic.
Structure
- Reports are divided into specific sections using headings and numbers.
- Essays generally present text as a continuous flow.
Style
- Essays usually have a consistent, analytical writing style throughout.
- Reports contain a mixture of writing styles, for example:
- descriptive writing is used in the method section
- summarising is used in the abstract section
- analysing is used in the discussion section.
Commonly used headings for reports
Title page
- the report title, which states the report’s purpose
- your name and the name of the person receiving the report (place in the bottom right-hand corner)
- the submission date.
Abstract (summary or executive summary)
Abstracts and summaries are different from an introduction. They:
- provide the reader with a quick overview of the report’s purpose, its context , major findings, conclusions and recommendations
- are restricted to one paragraph
- include one sentence for every main section of the report, omitting details and examples.
It is often easier to write the abstract once the report has been completed.
Table of contents
The table of contents lists the main sections (headings) of the report, and the page on which each begins. If your report includes tables, diagrams or illustrations, these are listed separately on the page after the table of contents.
Introduction
The introduction should:
- discuss the importance or significance of the research or problem to be reported
- define the purpose of the report
- outline the issues to be discussed (scope)
- inform the reader of any limitations to the report, or any assumptions made.
Discussion or body
This contains the main substance of the report, organised into sections with headings and subheadings rather than paragraphs. The body of a report can include the following:
- a literature review — an assessment of what other people have written about the topic (see the Writing literature reviews guide)
- the method of data collection, if applicable — this should include what you did and why, such as a survey or interview, and the size and selection criteria of the study sample
- a discussion and analysis of the data collected — this should comment on the reliability and accuracy of the data and relate the findings to your report’s purpose and current literature.
Conclusion
This summarises the key findings from the discussion section and may be numbered here for clarity. Relate your conclusion to the objectives of the report and arrange your points logically so that major conclusions are presented first. Some reports may require a discussion of recommendations, rather than a conclusion.
Recommendations
These are subjective opinions of the writer about what action could be followed. They must be realistic and achievable.
Reference list
This must contain all the material cited in the report.
Appendixes
These contain extra supporting information that is put at the end of the report so as not to distract the reader from the main issues. They contain detailed information, such as questionnaires, tables, graphs and diagrams. Appendixes should be clearly set out and numbered in the order they are mentioned in the text.
Example report structure
Note: this is a generic example only. Your table of contents may vary depending on the type and function of your report. Please check with your lecturer which headings are appropriate for your purposes.
Table of contents |
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Executive summary Table of Contents 1. Introduction
2. Discussion
3. Conclusions 4. Recommendations 5. References 6. Appendices |
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