Writing a report

What are the differences between essays and reports?

In a report, it is vital that the information is clear and easy to find. For that reason, reports can make use of things not normally found in essays, such as:

·         dot points

·         headings and subheadings

·         tables, graphs and diagrams

In addition, there are other important differences between reports and essays:

Reports	Essays
Reports present facts/information, and the aim is to explain them as clearly as possible	Essays discuss perspectives on an issue, and the aim is usually to construct an argument for a particular point of view
Reports are written for the person or organisation that requested them	Essays are written for a lecturer and other knowledgeable people in the field
Reports will be scanned, so the most important information needs to be easy to find, and summarised where appropriate	Essays will be read carefully from beginning to end
Reports use short, concise paragraphs and dot-points where applicable	Essays link ideas together into a cohesive series of paragraphs, rather than breaking ideas down into easy-to-access pieces
Reports end with a conclusion and recommendations for actions that will address issues raised in the report	Essays end with a conclusion and sometimes predictions or suggestions for further research

1. Letter of Transmittal

This is a formal business letter to the person or organisation that commissioned the report “announcing” the completion and delivery of the report.  It usually includes:

·         A salutation (e.g. Dear Ms Watson)

·         The purpose of the letter (e.g. here is the marketing report you commissioned)

·         The main findings of the report

·         Any important considerations

·         Acknowledgement of any particular help

·         Thanks

For example:

Dear Mr Landry, Enclosed is the report you commissioned on 12 May 2009 on the Tourism Industry on Peacock Island, NSW.  The main findings of the report are: ·         that the growth of the industry has been substantial (35% since 01 January 2009) due to the increased awareness of and interest in the peacock population of the island; ·         that the peacocks' nesting habits are beginning to be disrupted by tourism; ·         that tourism on the island needs to be carefully managed so the peacocks are no longer disturbed by the increase in human activity, and ·         that the government should consider placing some restrictions on tourist numbers and designating appropriate peacock viewing areas. It should be considered that the Mayor of Peacock Island, Ms Annabelle Devereaux, was unavailable for comment throughout the period in which this report was being researched, so her input should be sought before any further decisions are made. I would like to acknowledge the assistance of the Peacock Island Tourism Board, and particularly its Chief Administrator, Jan Stevenson, in writing this report. Finally, I would like to thank you for the opportunity this report gave me to familiarise myself with the Peacock Island environment and its inhabitants, and to develop my research skills, which will be invaluable for future projects. Regards, Shyla Graham.

2. Title Page

This is the ‘cover’ of the report, which presents the key details in a professional layout.  Include:

·         The name of the report (i.e. the topic of the report)

·         The organisation that commissioned it

·         Your name (and student number)

·         The date

For example:

The Tourism Industry on Peacock Island, NSW, and its impact on the native peacock population.   Commissioned 12 May 2009 by Garry Landry, Native Animal Protection Agency  Shyla Graham 21 November 2009

3.Table of Contents

The Table of Contents is important for allowing readers to quickly find the information they need. It should:

·         Show each of the numbered points and sub-points

·         Include page numbers for each

·         Include a list of figures if necessary

·         Include a list of appendices

·         Have a clear and professional layout

The numbering system used in reports will be unfamiliar to most students, but it follows a fairly simple pattern. Each main section has a number (1, 2, 3, etc.), and each sub-section within those main sections has a sub-number (1.1, 1.2, 1.3....).

See the example below:

1. Introduction...........................................................................................................1 2. Literature Review...................................................................................................3      2.1 Impact of tourism on animal populations in coastal NSW and Victoria.................3      2.2 Tourism management in coastal NSW and Victoria............................................5 3. Tourism analysis...................................................................................................7      3.1 Tourism income analysis 2007.........................................................................7      3.2 Tourism income analysis 2008.........................................................................8      3.3 Tourism income analysis 2009.........................................................................9 4. Changing behaviours of peacock population on Peacock Island................................10      4.1 Peacock Behaviour Report 2007.....................................................................10      4.2 Peacock Behaviour Report 2008.....................................................................11      4.3 Draft Peacock Behaviour Report 2009.............................................................12 5. Predicted long-term outcomes of no or minimal tourism management.......................13 6. Conclusion..........................................................................................................15 7.  Recommendations..............................................................................................16 8.  Bibliography.......................................................................................................17 Appendix 1 - Tourism Growth (2007-2009)..................................................................20 Appendix 2 - Peacock Behaviour Analysis (2007-2009)................................................21

4. Summary, Abstract or Executive Summary

While your lecturers will certainly read your whole report (in order to mark it and give you feedback) in the workplace, reports are received differently.  Some readers will not wish to read the entire report, but only the parts relevant to them, so the summary, abstract, or executive summary presents the entire report in brief - generally on no more than one page.  Include:

·         who requested the report

·         the purpose

·         background/context

·         brief description of methodology

·         main findings, and

·         recommendations

Use paragraphs for an abstract and paragraphs/dot points for an executive summary.

Make sure the layout is methodical, working through each section of the report clearly and in order. 

5. Introduction

The introduction should clearly explain why the report is relevant/important.  To do this, explain:

·         Who commissioned the report and why

·         The context / problem that triggered the report, giving any necessary background information

·         The purpose of the report and its scope (i.e. what it does and does not cover)

·         The types of sources used (i.e. texts, surveys, observation, interviews)

6. Body

The body of a report will be made up of many different sections, each with its own purpose.  The body is where you will place:

·         The literature review (if applicable)

·         Research methodology – what you did and why, mentioning any possible problems

·         Findings – stating the facts clearly, and including labelled graphs and charts where appropriate

·         Discussion – your interpretation and explanation of the findings

7. Conclusion

In the conclusion, you should:

·         sum up your main findings and key points of discussion

·         make sure that you do not bring in any new information

·         be brief and to the point – you should already have reported on everything in sufficient detail

8. Recommendations

After ‘reporting’ on the present state of your particular topic, you need to make recommendations about what should now occur in response to your findings. While 'Recommendations' is often a section that stands alone, each recommendation can be sequenced within the body, after each relevant finding and discussion topic.

Make sure, however, that recommendations evolve logically from issues you identify in your findings, discussion and conclusions. They should be realistic, and achievable.

While lecturers may recommend a range of structures for the recommendations list, you can use the following sample structure as a guide:

This report makes the following recommendations: ·         that dot points or numbers are used to set out a recommendations list, so each recommendation can be seen easily; ·         that each recommendation begins with the word 'that', so as to align grammatically with the introductory sentence; ·         that each recommendation relates to problems or issues identified clearly in the report, and ·         that the recommendations are possible to achieve.

9. Reference List

Like a Reference List for an essay, a report's Reference List will be an alphabetised list of all the texts cited in the report.  This might include:

·         journal articles

·         books

·         other reports

·         websites

·         newspaper articles

·         interviews

Make sure you use the right referencing style recommended for your unit.

10. Appendices

Appendices are the place to include any data too bulky to place in the body of your report.  You might include:

·         your survey tool (but not all your responses)

·         raw data

·         any graphs or tables too large for the body

Make sure you:

·         number each appendix clearly (i.e. Appendix 1)

·         give it a title, so the reader can see what it contains at a glance, and

·         include it in the table of contents

In the body of your paper, you can then refer to this bulky data without having it interrupt the flow of the report.  For example:

In order to understand the impact of tourism on the peacock population, a two-year study was conducted from January 2007 to February 2009.  Data was collected from the tourism board that measured tourist numbers and tourist behaviour patterns in and around the peacock habitat (see Appendix 2),  and the peacock population was extensively monitored, with data collected on peacock numbers and behaviours, including feeding, nesting and breeding (see Appendix 3).

Notice that the appendices are attached AFTER the reference list.

Presentation and style are important in reports. First impressions count, so consider these simple tips:

Be professional, not pretty.  Fonts and images should only be experimented with if they help to present information more clearly.  Communication is more important than decoration. Use plenty of white space.  Don't overuse long paragraphs, like those you would see in an essay.  Present information as succinctly as possible. Use spacing, clear headings and a numbering system to ensure the separate parts of your report stand out clearly and are easy to locate Use tables and figures (graphs, illustrations, maps etc) to clarify information - sometimes these are needed to supplement text. Number each page - and make sure the page numbers are correct on the table of contents Use consistent formatting

 What kind of language is used in reports?

Language should be formal language, but simple and clear.  Remember, the main aim of a report is clear communication.

By and large, sentences should be short, relieved when appropriate by some complex sentences.

·         Use sub-headings and dot points when appropriate, but also include paragraphs with topic sentences