Report Writing Sylvia Corsham De Montfort University 2008/9 (in association with Vered Hawksworth...
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Transcript of Report Writing Sylvia Corsham De Montfort University 2008/9 (in association with Vered Hawksworth...
Report WritingSylvia Corsham
De Montfort University2008/9
(in association with Vered Hawksworth BSc.)
A Report Is A Text Expression Of Research You Have Carried Out,Therefore, It Is:IMPORTANT TO GET IT RIGHT!
Presentation Layout Components Formatting Writing Style
Checking Editing Evaluating Referencing Assignment
Presentation Is important because:
It affects the initial impression of the workGood presentation can ensure the examiner
or reader can easily see what you have doneYou need to show that you can present work
in a professional manner
Layout Unless Otherwise Informed…
Line spacing should be double spacedMargins should be 1.5” top & 1” bottomIf bound then a larger margin should be
allowed on the leftPrint on one side of the paper onlyHeaders and Footers should be employed for
relevant information (e.g. your name, tutor group)
Referencing – use Harvard System
EXAMPLE
Header/footer: eg>DateandnameoffileTitle: Highlighted or Emboldened/can be
centredSubheading: Smaller text, or underlined (but
enhanced in some way).Body text: double line spaced. No
apostrophe’s-keep sentences brief and meaningful.
Components of Reports
Abstract Acknowledgements * Index/Contents Page – with page numbers Introduction Main Body of Report Conclusions Bibliography Glossary * Appendix *
* Optional
Formatting the Report
Titles, sections, paragraphs and numbering needed because:-
It divides your work up into logical sections – makes it easier to follow
A content page provides reference point, by headings for reader to find what he wants
It is easy to cross reference by referring to paragraphs e.g. ‘further clarification is given on this point (paragraph 2.1)’
Planning can be carried out by constructing an outline from headings
Format
ReportTitle
Section Heading
Sub Sections
Sub-paragraphHeading
A REPORT ON COMPUTER CRIME AND THE INTERNET
SECTION ONE - LEGAL ISSUES
1.1 Introduction ……………………………..
1.2 Data Protection Act……………………………..
SECTION TWO - CREDIT CARD FRAUD 2.1 Introduction
……………………………..2.2 Security Issues 2.2.1 Network Security Protocols
……………………………..
Writing Style (1)
Wording should be succinct and to the point e.g. ‘The committee took into consideration the
adoption of the proposal’. Versus. ‘The committee considered adopting the
proposal’.
Writing Style (2)
Use appropriate language
If you have to include jargon ensure that you explain it Be precise – avoid ‘may’, ‘perhaps’ when describing
findings Keep your sentences short Abbreviations should be written out in full at first use
e.g Data Flow Diagrams (DFD’s) Avoid using 1st person singular e.g. ‘I can see’ use ‘it was
seen’
Writing Style
Put extra material in appendices
Drawings and diagrams should be identified e.g.:
This shows the quarters of the year, and some type of income, but has no label!
0
10
20
30
40
50
60
70
80
90
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
East
West
North
Figure 2.1Figure 2.1
Report Extras
Appendices Put ‘extra’ material in here – longer explanations of topics
discussed in the report – evidence of research used – source data etc.
Cross Referencing This where you refer the reader to other work within the
report or its appendices Glossary
Used to explain any ‘jargon’ or difficult words that needed to be used in the main body of the report
Checking
Are there any spelling mistakes?Are there any proof errors?
e.g. ‘there’ ‘their’ OR ‘would of’ ‘would have’Does the writing reflect the heading?Have you used quotes and citations properly?Have you included all your sources in the
bibliography Is the format used the correct one?
Editing
Does it make sense? Has it got a beginning, middle, end Are you over the word count?
Check sentences to remove wordiness Is there something that would be more Appropriately put in an appendix?
Rearrange long sentences into 1 or 2 short ones Have you provided evidence for your statements
Evaluating
Have you achieved the aims and objectives of the report? Is all your material relevant?
Have you checked the marking criteria to see if you have met them?
Have you obtained any feedback from a critical reader to see if they have understood the report and whether they have noticed any defects
Referencing
Have you used adequate research sources?Have you used an appropriate number of
research sources?Have you used the correct method of citation/
quoting? e.g.“Sequential file processing means records are in order
according to the key field”H.L Capron (1996)
Referencing OR…
Attributing what is written in your own words to its original source: ‘According to Capron (1996) database records are
ordered by the key field attribute when sequential ordering is used’
Recommended Strategies Tutorial
For this tutorial you will need: Completed mind-map for your topic Marking criteria
With reference to both, generate a skeleton for your report: Produce a set of major headings of topics, under each major
heading a set of sub-headings, etc. Once you have done this start writing short description, a few
words about what to be covered under each heading / section and under each sub-heading / sub section.