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Report Writing Guide

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Guide to Technical Report Writing

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School of Engineering and Informatics (for staff and students)

Table of contents

1 Introduction

2 structure, 3 presentation, 4 planning the report, 5 writing the first draft, 6 revising the first draft, 7 diagrams, graphs, tables and mathematics, 8 the report layout, 10 references to diagrams, graphs, tables and equations, 11 originality and plagiarism, 12 finalising the report and proofreading, 13 the summary, 14 proofreading, 15 word processing / desktop publishing, 16 recommended reading.

A technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections which allow different readers to access different levels of information. This guide explains the commonly accepted format for a technical report; explains the purposes of the individual sections; and gives hints on how to go about drafting and refining a report in order to produce an accurate, professional document.

A technical report should contain the following sections;

For technical reports required as part of an assessment, the following presentation guidelines are recommended;

There are some excellent textbooks contain advice about the writing process and how to begin (see Section 16 ). Here is a checklist of the main stages;

• Collect your information. Sources include laboratory handouts and lecture notes, the University Library, the reference books and journals in the Department office. Keep an accurate record of all the published references which you intend to use in your report, by noting down the following information; Journal article: author(s) title of article name of journal (italic or underlined) year of publication volume number (bold) issue number, if provided (in brackets) page numbers Book: author(s) title of book (italic or underlined) edition, if appropriate publisher year of publication N.B. the listing of recommended textbooks in section 2 contains all this information in the correct format.
• Creative phase of planning. Write down topics and ideas from your researched material in random order. Next arrange them into logical groups. Keep note of topics that do not fit into groups in case they come in useful later. Put the groups into a logical sequence which covers the topic of your report.
• Structuring the report. Using your logical sequence of grouped ideas, write out a rough outline of the report with headings and subheadings.

N.B. the listing of recommended textbooks in Section 16 contains all this information in the correct format.

Who is going to read the report? For coursework assignments, the readers might be fellow students and/or faculty markers. In professional contexts, the readers might be managers, clients, project team members. The answer will affect the content and technical level, and is a major consideration in the level of detail required in the introduction.

Begin writing with the main text, not the introduction. Follow your outline in terms of headings and subheadings. Let the ideas flow; do not worry at this stage about style, spelling or word processing. If you get stuck, go back to your outline plan and make more detailed preparatory notes to get the writing flowing again.

Make rough sketches of diagrams or graphs. Keep a numbered list of references as they are included in your writing and put any quoted material inside quotation marks (see Section 11 ).

Write the Conclusion next, followed by the Introduction. Do not write the Summary at this stage.

This is the stage at which your report will start to take shape as a professional, technical document. In revising what you have drafted you must bear in mind the following, important principle;

• the essence of a successful technical report lies in how accurately and concisely it conveys the intended information to the intended readership.

During year 1, term 1 you will be learning how to write formal English for technical communication. This includes examples of the most common pitfalls in the use of English and how to avoid them. Use what you learn and the recommended books to guide you. Most importantly, when you read through what you have written, you must ask yourself these questions;

• Does that sentence/paragraph/section say what I want and mean it to say? If not, write it in a different way.
• Are there any words/sentences/paragraphs which could be removed without affecting the information which I am trying to convey? If so, remove them.

It is often the case that technical information is most concisely and clearly conveyed by means other than words. Imagine how you would describe an electrical circuit layout using words rather than a circuit diagram. Here are some simple guidelines;

The appearance of a report is no less important than its content. An attractive, clearly organised report stands a better chance of being read. Use a standard, 12pt, font, such as Times New Roman, for the main text. Use different font sizes, bold, italic and underline where appropriate but not to excess. Too many changes of type style can look very fussy.

Use heading and sub-headings to break up the text and to guide the reader. They should be based on the logical sequence which you identified at the planning stage but with enough sub-headings to break up the material into manageable chunks. The use of numbering and type size and style can clarify the structure as follows;

• In the main text you must always refer to any diagram, graph or table which you use.
• Label diagrams and graphs as follows; Figure 1.2 Graph of energy output as a function of wave height. In this example, the second diagram in section 1 would be referred to by "...see figure 1.2..."
• Label tables in a similar fashion; Table 3.1 Performance specifications of a range of commercially available GaAsFET devices In this example, the first table in section 3 might be referred to by "...with reference to the performance specifications provided in Table 3.1..."
• Number equations as follows; F(dB) = 10*log 10 (F) (3.6) In this example, the sixth equation in section 3 might be referred to by "...noise figure in decibels as given by eqn (3.6)..."

Whenever you make use of other people's facts or ideas, you must indicate this in the text with a number which refers to an item in the list of references. Any phrases, sentences or paragraphs which are copied unaltered must be enclosed in quotation marks and referenced by a number. Material which is not reproduced unaltered should not be in quotation marks but must still be referenced. It is not sufficient to list the sources of information at the end of the report; you must indicate the sources of information individually within the report using the reference numbering system.

Information that is not referenced is assumed to be either common knowledge or your own work or ideas; if it is not, then it is assumed to be plagiarised i.e. you have knowingly copied someone else's words, facts or ideas without reference, passing them off as your own. This is a serious offence . If the person copied from is a fellow student, then this offence is known as collusion and is equally serious. Examination boards can, and do, impose penalties for these offences ranging from loss of marks to disqualification from the award of a degree

This warning applies equally to information obtained from the Internet. It is very easy for markers to identify words and images that have been copied directly from web sites. If you do this without acknowledging the source of your information and putting the words in quotation marks then your report will be sent to the Investigating Officer and you may be called before a disciplinary panel.

Your report should now be nearly complete with an introduction, main text in sections, conclusions, properly formatted references and bibliography and any appendices. Now you must add the page numbers, contents and title pages and write the summary.

The summary, with the title, should indicate the scope of the report and give the main results and conclusions. It must be intelligible without the rest of the report. Many people may read, and refer to, a report summary but only a few may read the full report, as often happens in a professional organisation.

• Purpose - a short version of the report and a guide to the report.
• Length - short, typically not more than 100-300 words
• Content - provide information, not just a description of the report.

This refers to the checking of every aspect of a piece of written work from the content to the layout and is an absolutely necessary part of the writing process. You should acquire the habit of never sending or submitting any piece of written work, from email to course work, without at least one and preferably several processes of proofreading. In addition, it is not possible for you, as the author of a long piece of writing, to proofread accurately yourself; you are too familiar with what you have written and will not spot all the mistakes.

When you have finished your report, and before you staple it, you must check it very carefully yourself. You should then give it to someone else, e.g. one of your fellow students, to read carefully and check for any errors in content, style, structure and layout. You should record the name of this person in your acknowledgements.

Two useful tips;

• Do not bother with style and formatting of a document until the penultimate or final draft.
• Do not try to get graphics finalised until the text content is complete.
• Davies J.W. Communication Skills - A Guide for Engineering and Applied Science Students (2nd ed., Prentice Hall, 2001)
• van Emden J. Effective communication for Science and Technology (Palgrave 2001)
• van Emden J. A Handbook of Writing for Engineers 2nd ed. (Macmillan 1998)
• van Emden J. and Easteal J. Technical Writing and Speaking, an Introduction (McGraw-Hill 1996)
• Pfeiffer W.S. Pocket Guide to Technical Writing (Prentice Hall 1998)
• Eisenberg A. Effective Technical Communication (McGraw-Hill 1992)

Updated and revised by the Department of Engineering & Design, November 2022

School Office: School of Engineering and Informatics, University of Sussex, Chichester 1 Room 002, Falmer, Brighton, BN1 9QJ [email protected] T 01273 (67) 8195 School Office opening hours: School Office open Monday – Friday 09:00-15:00, phone lines open Monday-Friday 09:00-17:00 School Office location [PDF 1.74MB]

Copyright © 2023, University of Sussex

NEWCASTLE UNIVERSITY REPORT WRITING GUIDE

Newcastle University Report Writing Guide

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Skills for Learning : Report Writing

Report writing is one type of academic writing which is not confined to university. Most employers expect graduates to have report writing skills.

Reports are different from other types of academic writing. They present information, analysis and recommendations, rather than addressing a question or debate. Your report’s format will be determined by module or course requirements. If you are studying a professional course, you might write client reports. Science students will write lab reports. In many cases, the content of a report will be based on earlier work. For example, a report about a group assignment will refer to records of group meetings and tasks completed.

Decide whether your assignment brief is asking for an academic or a business / professional report. This will help you establish the types of material you need to collect and discuss. For example, a professional report doesn’t usually have academic literature as its focus. This type of report will outline a situation and possible courses of action. However, most reports written at university will require citations and references to published material.

One specialised type of report which many students will write is the dissertation . For more information about dissertations, see our topic ‘Dissertations and Literature Reviews’ .

We run interactive workshops to help you develop your report writing skills. Find out more on the Skills for Learning Workshops page.

We have online academic skills modules within MyBeckett for all levels of university study. These modules will help your academic development and support your success at LBU. You can work through the modules at your own pace, revisiting them as required. Find out more from our FAQ What academic skills modules are available?

Report writing structure and content

A report is:

• A structured document with headed sections. 
• Written in formal English and in the third person. 

A longer report requires: numbered headings, a table of contents, and may have appendices.

The typical structure for a report is as follows:

• Table of Contents
• Abstract or Executive Summary
• Introduction
• Main Body of the Report in Sections
• Summary or Conclusions
• Recommendations
• Reference List / Bibliography
• Appendix (singular) or Appendices (plural)

Unless it is a very short report, include a contents page. Use Word to generate this automatically from your headings. The contents page should give a clear overview of your report.

For long reports, provide a summary of the contents, findings, conclusions and recommendations.  Write in the past tense. Aim for about half a page.

If you are asked to write an Executive Summary instead of an abstract, this will contain similar content but more detail. An executive summary is a mini version of a report. An abstract, on the other hand, is a taster of the main report.

Top tip! Try to give the reader a sense of why your project is interesting and valuable.

Introduce the reader to your project.

• Provide context and define key terms.
• Outline your aims and objectives.
• Provide a brief description of the methods used to collect and analyse your information.
• Finally, give an indication of your findings and conclusions.

Top tip! Start with the bigger picture (background information) and get more specific (data and findings).

This is where you explain the work you have done.

Sections here could include for example: Methodology, Findings/Results, Discussion.

A research report or dissertation will contain a Literature Review section. For more information about literature reviews, see our topic Dissertations and Literature Reviews.

For a professional / business report, consider the needs of your proposed readers.  Your main body sections and sub-sections should set out the scenario or issue(s) being investigated. Do this in an appropriate style and tone. For example, a board of directors' report is different from one aimed at consumer groups.

Check your assignment brief for specifics. You will usually start by describing how you have collected your information or data. For example, a Marketing student's focus group, a Construction student's building survey. You need to demonstrate how any information you provide meets the purpose of the report.

The remainder of the main body will present and discuss your data. Consider the most suitable methods for presenting your data. Many reports will contain graphs or tables. Some may also include photographs or other images.

The discussion of your information or data is the most important part of your report. This is where you interpret your findings and draw conclusions. Identify trends, themes or issues arising from your findings and discuss their significance. Structure this section around the themes or trends that emerge.

Provide an overview of your main findings and demonstrate that you have achieved your aims. Pick up themes or issues from your introduction and summarise what has been established. Review your evidence. The conclusions should be based on the evidence considered in the main body of the report. Your reader should be able to understand the major issues, points, and findings from this section alone.

Top tip! Do not introduce any new information in this section.

You may want to add a separate ‘Recommendations’ section or include these in your conclusions. If you do make recommendations, ensure they relate to the content of the report. If you don’t have anything specific to suggest, you might wish to recommend recommend further study on the topic.

Recommendations for further work or research should aim to examine the issues in your report in more detail.

Most reports written as part of your course will refer to published sources. List all sources that you have cited in the text of your report. Your Reference List or Bibliography must follow the specific guidelines for your discipline (e.g. Harvard, APA or OSCOLA).  For advice about reporting verbs to use alongside citations in your text, download our Reporting Verbs Worksheet.

• Reporting Verbs Worksheet

This section presents data or transcripts that are too long for the main report. Usually, extracts from these will be provided in the main body of the report. Appendices are referred to in the text by letter or number; for example, ‘See Appendix B’. Check your assignment brief for any specific guidance.

Top tip! Discuss with your supervisor whether you will need an appendix or appendices and what to include.

Report writing style and language

Aim for an objective and logical presentation of your material. Your report should inform a reader about the outcomes of your project or research. You may also make recommendations based on what you have found. Think carefully about how best to communicate the information. The style of writing throughout your report should be concise, professional, and direct.

Use the third person . This means avoiding using the first person ‘I’. For example, instead of saying ‘I conducted a survey to...’, you would write ‘A survey was conducted in order to...’.

Your report document should be divided into sections. Headings and sub-headings direct your reader to the relevant information.

This is crucial as, unlike essays, reports won’t necessarily be read all in one go. Charts and tables aid clear communication and understanding. They should be labelled (and numbered if appropriate). Raw data, such as completed questionnaires, can be included as an appendix and summarised in the main part of the report.

Report writers typically use cautious language. This shows that the report is based on a specific set of data. As such, the findings can’t necessarily be generalised.

For example:

• ‘Problem x could be rectified by initiating….’
• ‘Another possibility would be…’

The Manchester Academic Phrasebank contains useful examples of cautious language.

Download the Report Writing Checklist to help you.

• Report Writing Checklist

If you have previously completed a report type assignment, review the feedback you received. Use the Feedback Action Plan Worksheet to help you.

• Feedback Action Plan Worksheet

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