One Step Ahead: Writing Reports

Common features of all reports

· They set out a series of facts based on evidence of some kind.
· The information they provide can usually be checked.
· This information is set out in such a way as to be most useful to the reader.
· They are usually aimed at readers with a specific interest in the subject.

Planning your report

The first essential for writing a successful report is a clear definition of your project. Here are some questions to ask yourself before you begin:

Audience

· Who is your report aimed at?
· Who else may read it?
· How formal or informal should it be?

Purpose

· What is its main purpose?
· What are its secondary purposes?

Remit

· Have you got a written remit?
· How long have you got to complete the report?
· Are you working alone?
· Who are you required to consult?
· What will the status of the report be?
· How long should it be?

Presenting a report

If you want your report to be read and understood by readers and wish to avoid their frustration, you should think carefully about how it is presented. Here are some points to consider:

· Choose a clear typeface
· The leading (gap between the lines of type) should be big enough to aid readability.
· Use headings carefully.
· Use illustrations, charts, and diagrams to present your information.

Choosing a typeface

With modern computers and software, you have available a considerable array of different typefaces, or fonts.

Fonts can be divided into three broad categories:

· display (used for eye catching headings in adverts and posters)

· script (used to simulate different types of handwriting).

· text

Text fonts can be divided into two broad groups:

Serif and non-serif.

Research tips

The essence of reports is that they are factual and based on evidence.

As a minimum you need to record the following information for each piece of data you record:

· the title of the work
· the author, if this information is available
· the title of the paper, journal, or book from which it was taken
· the publisher
· the date of publication
· the ISBN, ISSN, or other unique reference number that will identify it

If you take the time to do this as you go along - and do it for everything you read - you will save a lot of time later when you come to write your report.