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Structure
Reports are formal documents which caninclude headings, sub-headings, numbered sections, bullet point text, andgraphics such as flow charts, diagrams or graphs. All of these devices may beused to help the reader navigate the report and understand its content.
A report is likely to include some or allof these elements, typically ordered as follows:
Titlepage: clearlyidentifying the subject of the report and the author
Acknowledgements:naming third partieswho have helped create the document
Executivesummary: anabbreviated, stand-alone overview of the report. Similar to the abstract of ajournal article
Contentspage: allowing thereader to find their way quickly to sections of interest. This may or may notalso include a table of figures or tables
Introduction:outlining the main context,aims and objectives of the report
Backgroundinformation: anythingessential to a full understanding of the report
Methodology:describing how thereport’s objectives were met or how the research was conducted
Findings: what the report found
Analysis: what these findings mean; theirrelevance and importance
Conclusion: summarising the key things the reportlearned or established
Recommendations:suggestions for actionbased on the report’s findings
Bibliography: a full list of sources used to compile the report
Appendices: containing supplementary informationreferred to in the report
Glossary:definitions oftechnical terms used in the report
Common requirements
Different types of report – fromtechnical reports to business reports - can vary widely in length, format andfunction. However, with every report:
Objectives: should be clearly defined
Structure: should be logical and easy to navigate
Writing: should be clear, succinct, and easy tounderstand
Evidence: should support all conclusions made
Report writing tips
- Often,reports are written about a collaborative project. If this is the case, makesure you know who is doing what and how the report will come together,including timeframes. Make sure to include time to share the report with therest of the team before it is ‘published’, and that any requirements fromexternal stakeholders or project partners are clearly outlined and factored in
- Beforeyou start writing, clarify the aims, structure and content of your report
- Writein the 3rd person (This report will show…) to emphasise your objectivity
- Useclear, formal language, avoiding slang, jargon and contractions such as don’t or can’t
- Writesections as and when you are able, not necessarily in order of appearance
- Havea system of version control (numbered drafts)
- Writefreely, whilst allowing time for editing and proof-reading later
- Keepthe report’s title in mind, and stay focussed on fulfilling its objectives
- Each finding should have a conclusion; each leading to a recommendation
Report writing in the sciences
- Writing in a scientificcontext This resource offers anintroduction to writing in an engineering or scientific context, offering an outline of some of the most commonconventions in technical writing.
- Structure and content oflab reports This resource offers an introduction to structuring and writing both simple andextended lab reports.
- Writing for publication in the biosciences This resource presents guidelines on getting published in Molecular Microbiology.
