Report Writing
-
Upload
edwin-wong -
Category
Documents
-
view
17 -
download
0
description
Transcript of Report Writing
Module I4 Session 06
Report Writing: Style and Structure
Summary
Writing a report can seem daunting at first, but with a solid
understanding of the fundamental structure and style used in
constructing clear and concise reports, it can be achieved. The
standard report format is as follows: Title, Summary, Introduction,
Body, Conclusions, Recommendations, Appendix, References and
Table of Contents. We will first look at how to prepare a report
before the writing begins.
Learning objectives
At the end of the session, students will be able to:
Write with a specific purpose and audience in mind Structure sentences, paragraphs and reports Write clearly and concisely
Purpose and audience
Before writing a report you should first identify some key factors,
which will help you plan your approach and write with clarity. The
first question you should ask yourself is, “what is the purpose of the
report?”
Purpose
SADC Course in Statistics Module I4 Session 06 – Page 1
Module I4 Session 06
“What is it about, and what is it for?”
It is beneficial to establish the purpose of your report before you
start writing, so that you can think clearly on the subject, and
produce a report styled to fit the needs of your purpose.
Recognize what your report is for, (informing, instructing,
guiding) and focus your writing on explaining the details. If for
example, you want to write an instructional report for a team of
colleagues, you know that you must focus your writing on
providing clear concise instructions, which will allow your reader
to comprehend the processes that you are describing.
Audience
“Who are you writing for?”
The second question you should ask yourself is, “who is going to
read this report and why?” Knowing your audience will help you
determine how long your report should be, how it should be
presented, and what level of terminology you should use to best
attract and maintain the interest of your reader. If for example, you
are writing a report to inform policy makers, you would want to focus
on presenting your evidence clearly and concisely.
SADC Course in Statistics Module I4 Session 06 – Page 2
Module I4 Session 06
We will now try an exercise on identifying audience and purpose:
Exercise one
Malaria Prevention
You are a Health worker at the Ministry Of Health and have been
asked to write a report on Malaria. You have access to the figures on
Malaria incidents in the Country over the last five years, as well as
access to the latest info on drugs and other barriers to prevent
Malaria.
1. Describe the purpose of your report, and identify your audience.
The sentence
Now that we know how to identify our audience and define a
purpose, we will look at how to write clearly and succinctly.
Understanding how to structure a sentence is essential to conveying
meaning clearly. Following are a few rules of thumb to help avoid
ambiguous sentences:
Keep it short and to the point. Many people have trouble with
run-on sentences, creating ambiguity by attaching many ideas
SADC Course in Statistics Module I4 Session 06 – Page 3
Module I4 Session 06
together with large combinations of commas, semicolons and
dashes. Complete one thought and close out your sentence
with end punctuation.
Words for words sake. Avoid extraneous words, and
parentheses that do not add to your point.
Don’t leave it hanging. Sentence fragments can be just as
confusing as run-on sentences. Make sure that you have
completed your sentence and that it makes sense, before
closing it out.
For a comprehensive explanation of the inner workings of sentences
and grammar, you can visit the links below.
Sentence help:
http://www2.actden.com/writ_den/tips/sentence/index.htm
Grammar help:
http://www.speakspeak.com/html/d10_english_grammar.htm
We will now look over some common errors that can convolute
sentences and obscure meaning.
Sentence Fragment
“Mark has finished his work on time. Since he started planning
ahead.”
SADC Course in Statistics Module I4 Session 06 – Page 4
Module I4 Session 06
The second sentence is a fragment here, because it does not contain
enough information to complete a thought. Most sentence fragments
are phrases that belong to the previous thought. To correct the
problem in this instance, we simply remove the period.
Correct
“Mark has finished his work on time since he started planning
ahead.”
Run-on sentence
“Jane loves Tom he is a good friend.”
A run-on sentence occurs when you have two complete sentences
that are not separated by correct punctuation. In this case we can
correct it with a comma and a linking word, or by using a period.
Correct
“Jane loves Tom, because he is a good friend.”
“Jane loves Tom. He is a good friend.”
Exercise 2
SADC Course in Statistics Module I4 Session 06 – Page 5
Module I4 Session 06
Correct the following sentence fragments and run-on sentences.
We will play Cricket tomorrow. If it doesn’t rain.
In our survey we contacted 212 members of government 110
members of government responded.
In order to obtain funding. You have to write clear concise reports.
Michael loves to write reports he is talented at it and his wife’s name
is Shelly.
Structuring Sentences, Paragraphs and Reports
“Tell them what you’re going to tell them, tell them, and
then tell them what you told them.”
The diagram below is an excellent example on how to write clearly
and logically. We will now look at each part of this “map” and then
see how the pieces come together.
SADC Course in Statistics Module I4 Session 06 – Page 6
Module I4 Session 06
Introduction
Introductory paragraph
The introduction should explain the general ideas to come, as well as
your thesis statement, which tells the reader what to expect from the
rest of the report. The rest of the report should gather evidence and
organize a case around your thesis statement.
Topic sentences
SADC Course in Statistics Module I4 Session 06 – Page 7
Module I4 Session 06
A topic sentence is like a mini introduction to the body of your
paragraph. Your topic sentence should explain what the body of the
paragraph will cover, (just like your introduction explains what to
expect in the report). It is a good idea to “map” out your report, by
first writing topic sentences for each of the different paragraphs or
sections of your report.
2. BodySupport sentences
Support sentences are the body of paragraphs. This is the section of
your report that serves to provide evidence and examples that
reinforce your thesis statement. Support sentences are also used to
clearly explain and underpin main ideas.
3. ConclusionConcluding sentences
The concluding sentence is used to reiterate the main points
developed by the support sentences, and signal the end of a
paragraph. They are also useful for adding emphasis to certain key
points, through repetition.
We will now look at how to create the different parts of a report
outside of the general writing, which are: Title, Summary,
Recommendations, Appendix, References, and Table of Contents.
SADC Course in Statistics Module I4 Session 06 – Page 8
Module I4 Session 06
Title
The title is your first contact with the reader, and should inform
them succinctly about what they are about to read.
Summary
The purpose of a summary is to provide an overview of the report. It
is not necessary to give detailed information in the summary, but
rather to provide an indication of the type of information that the
report contains. Average summaries are between 100-150 words,
and are generally written after the report has been completed, so
that you know exactly what you are summarizing.
Recommendations
Recommendations are not an essential part of a report; however, if
you are including one, it should follow from your conclusion. A brief
statement clearly declaring your recommendations will suffice.
Appendix
An appendix contains materials that are peripheral, but relevant to
your report.
SADC Course in Statistics Module I4 Session 06 – Page 9
Module I4 Session 06
For example you may wish to include a glossary of terms in your
appendix if you are writing a technical report for those who are not
experts on the subject. You may also include copies of research tools
such as questionnaires and manuals, as well as tables and diagrams
that you feel would disrupt the flow of your report by breaking it up.
If your appendix does contain tables, diagrams etc., make sure to
label them properly, so that the can easily be found when referenced.
References
If you have consulted or quoted any media sources, (print or
otherwise) to help you compile your report, they must be
acknowledged here, as well as in the text. Citing your resources not
only avoids running into plagiarism issues, but strengthens your
work by backing up your report with evidence from the work of
others. If you are quoting directly from someone else, the quote must
be followed by the author’s surname and date of publication in round
brackets, e.g. Calvino (1983). A standard bibliography is an
alphabetized list ordered by Author’s surnames. For a book you must
include: the author’s surname and full name, or initials; the full title
of the book; the edition (if other than the first); the place of
publication; the publisher, and the date of publication, e.g. Calvino,
Italo. Palomar. Torino: S.P.A., 1983.
SADC Course in Statistics Module I4 Session 06 – Page 10
Module I4 Session 06
For a complete guide to correct citation, visit:
http://www.liu.edu/cwis/CWP/library/workshop/citmla.htm
Table of Contents
A table of contents is a page containing numbers that correspond to
different parts of your report, allowing readers to jump between
sections quickly. Number and title the different portions of your
report, (such as “1.2 Medical advancements in treating Malaria” “1.3
Government funding for treating Malaria” “2.1 References” etc.) and
then create a corresponding list of contents that lists the page
number as well as the reference number, which should be sequential,
starting from the summary. A good starting point for mapping out
your table of contents is to do it corresponding to your topic
sentences.
Below is an example of a “mapped” checklist that puts all of the
steps we have learned together followed by a table of contents. It is
a good guidance tool to use when preparing to write a report. The
“mapped” checklist is modeled on the Malaria prevention exercise
we completed earlier.
“Mapped” Checklist for Malaria Prevention
SADC Course in Statistics Module I4 Session 06 – Page 11
Module I4 Session 06
1. Who is it for?
Health workers in district offices.
2. What is it about?
Malaria prevention - success stories over the last five years.
3. Title
Let’s Win the Battle Against Malaria
4. Summary
This report attempts to examine the benefits and drawbacks
between different methods of combating malaria in Southern Africa,
including rate of success, time, cost, and other socio-economic
factors.
5. Introduction
Exploring the methods for evaluating available options for
combating malaria, and the relative successes of different
options over the past five years.
6. Topic sentences
1. Insecticide treated nets have been proven to protect people
from malaria, by both preventing physical contact, and killing
the mosquito.
SADC Course in Statistics Module I4 Session 06 – Page 12
Module I4 Session 06
2. Community based work projects to reduce mosquito breeding
grounds have been successful.
3. Indoor residual spraying remains one of the most widely used
methods of vector control.
4. All of the discussed methods for the prevention of malaria
work to some
degree, but is it more beneficial to take a proactive or reactive
stance?
5. What is the most successful and cost effective way to combat
malaria, and how can we implement these measures?
6. With community work and adequate resources, malaria could be
greatly reduced over the next decade.
7. Conclusion
Having examined the different malaria prevention methods, and
weighing their pros and cons, there are many possible solutions.
8. Recommendations
9. Appendix
SADC Course in Statistics Module I4 Session 06 – Page 13
Module I4 Session 06
10. References
Table of Contents for Malaria Prevention
Contents
Page no
Summary……………………………………………………………………………….
2
Contents………………………………………………………………………………..
3
1.
Introduction………………………………………………………………………….4
2. Prevention
methods………………………………………………………………….5
2.1 Insecticide treated
nets……….........................................................................5
2.2 Community based work
projects…………………………………………….6
2.3 Indoor residual
spraying……………………………………………………..7
3. Success and
Cost……………………………………………………………………8
3.1 Proactive and reactive
approaches…………………………………………..8
SADC Course in Statistics Module I4 Session 06 – Page 14
Module I4 Session 06
3.2 Striking a medium between cost and
success……………………………….9
3.3 Future
success……………………………………………………………….9
4.
Conclusions………………………………………………………………………..9
5. Recommendaions…………………………………………………………………
10
6.
Appendix………………………………………………………………………….10
7.
References………………………………………………………………………...11
Exercise 3Bringing it all together
Now that you have an understanding of the content and structure of
a report, it is time to put that knowledge to use.
1. Using one of the reports that we read last session, map out
the topic sentences, then construct a table of contents.
SADC Course in Statistics Module I4 Session 06 – Page 15
Module I4 Session 06
Tips for writing a report
Write in plain English
Select an appropriate title
Use your spell checker
Start writing
Use your Report Map
SADC Course in Statistics Module I4 Session 06 – Page 16
Module I4 Session 06
Sleep on it
You don’t need to start at the beginning
Be engaging
Use language the will be comprehensible by your intended
audience
SADC Course in Statistics Module I4 Session 06 – Page 17