1 eng101b report writing structure and format eng101b report writing structure and format

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ENG101B

Report writing

Structure and format

ENG101B

Report writing

Structure and format

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Steps in writing a good reportSteps in writing a good report

1. Determine the purpose of the report2. Draft title and outline3. Research4. Organise facts into sections5. Give sections headings and subheadings6. Draft findings7. Draft conclusions based on findings8. Draft recommendations based on conclusions9. Draft introduction

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Parts of aParts of a Formal Report Formal ReportParts of aParts of a Formal Report Formal Report

•Title page•Letter/Memo of Transmittal•Table of Contents•Executive Summary•Introduction•Body•Conclusions•Recommendations•Appendices•References

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Determining the purposeDetermining the purpose

Define the purposeLimit the scopeDetermine the significanceSet the limitations

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Researching Secondary DataResearching Secondary Data

Electronic Databases

Magazines, newspapers, and journal articles, newsletters, business reports, company profiles, government data, reviews, and directories

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Researching Secondary DataResearching Secondary Data

The Web

Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

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Internet Search Tips and TechniquesInternet Search Tips and Techniques

Use two or three search tools. Understand case sensitivity in keyword searches. Understand Boolean searching.

http://llc.georgebrown.ca/llc/documents/boolean.html

Be specific. Omit articles and prepositions.

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Internet Search Tips and TechniquesInternet Search Tips and Techniques

Use wild cards (e.g., cent** will retrieve center and centre).

Know your search tool; use FAQs and "How to Search" sections.

Bookmark the best.Be persistent.

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Generating Primary DataGenerating Primary Data

SurveysInterviews

Locate an expert. Prepare for the interview. Make question objective and friendly. Watch the time End graciously.

Observation and Experimentation

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Documenting Data and PlagiarismDocumenting Data and Plagiarism

Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.

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Documenting Data and PlagiarismDocumenting Data and Plagiarism

In a business report, documenting serves three purposes:

1. Strengthens your argument.

2. Protects you.

3. Instructs the reader.

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Parts of aParts of a Formal Report Formal ReportParts of aParts of a Formal Report Formal Report

•Title page•Letter/Memo of Transmittal•Table of Contents•Executive Summary•Introduction•Body•Conclusions•Recommendations•Appendices•References

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Title pageTitle page

Title of reportRecipientAuthorDate

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Letter/Memo of TransmittalLetter/Memo of Transmittal

TransmittalAuthorisationPurposeHighlights of reportBrief commentGoodwill statement

Always written in personal style (you, I, we)

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Table of ContentsTable of Contents

Balanced number of subsectionsPage numbering

Starts at the report, not the title page Small Roman numbers for prefatory parts Arabic numbers for the report Uses spaced periods to join each part with its

page numberHeadings and subheadings

Decimal system Same part of speech for items in the same level

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Executive SummaryExecutive Summary

Sometimes also called an abstractSummarises purpose, scope, the

research, findings, conclusions, and recommendations

Uses the impersonal tone

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IntroductionIntroduction

Defines the purpose and the scope of the report Terms of reference Background information Organisation of the report Definition of special terms

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BodyBody

Procedures How the data was collected, e.g. looking at

documents, visiting offices, interviewing, questionnaires, observation, etc.

Past tense

Findings Results of the investigation Past tense

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Illustrating Report DataIllustrating Report Data

Reasons for using visual aidsTo clarify data

To summarize important ideas

To emphasize facts and provide focus

To add visual interest

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Illustrating Report DataIllustrating Report Data

Most common types of visuals aidsTables

Charts

Graphs

Photographs, maps, illustrations

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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives

TableTo show exact figures and values

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Bar ChartTo compare one item with others

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Line ChartTo demonstrate changes in quantitative data over time

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Pie ChartTo visualize a whole unit and the proportions of its components

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Flow ChartTo display a process or procedure

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Organization ChartTo define a hierarchy of elements or a set of relationships

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Map, Photograph, or IllustrationTo achieve authenticity, to spotlight a location, or to show an item in use

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Tips for Effective Use of Visual AidsTips for Effective Use of Visual Aids

Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.

Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.

Locate the visual aid close to its reference in the text.

Strive for vertical placement of visual aids.

Give credit to the source if appropriate.

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Organizing Report DataOrganizing Report Data

• Chronological sequence (historical data)

• Geographical or spatial arrangement (e.g., East, West, South, North, etc.)

• Topical or functional arrangement (e.g., duties of CEO, duties of general manager, etc.)

• Component or criteria arrangement (e.g., comparing two or more solution—two cities on a call centre short list)

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ConclusionsConclusions

Derived directly from the findingsNo personal opinions involvedPresent tense

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RecommendationsRecommendations

Your personal opinions based on the conclusions, which in turn comes from the findings

Findings → Conclusions → Recommendations

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AppendicesAppendices

Tables, graphs, correspondences, maps, charts, diagrams, copy of questionnaires, surveys, interview transcripts

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ReferencesReferences

List of all the books, journals, websites, databases you consulted

MLA or APA style

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Overall organisation strategyOverall organisation strategy

• Deductive strategy (main ideas first)• Inductive strategy (facts and discussion first)

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Presenting the Final ReportPresenting the Final Report

Prefatory Parts Title fly Title page Letter or memo or e-mail of authorization Letter or memo of transmittal Table of contents Executive summary or abstract

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Body of report Introduction or background Discussion of findings Conclusions Recommendations

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Supplementary parts of a formal report Appendices References

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Reference:

Guffey, Mary Ellen. Essentials of business communication. Mason, Ohio : South-Western, 2004.

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