report writing

Neil Carey | Clive McGoun

Report WritingReport Writing

A call for clarityA call for clarity


Today’s SessionToday’s Session StructureStructure PurposePurpose Formal Grammar & StyleFormal Grammar & Style Research argumentsResearch arguments PlagiarismPlagiarism


Possible StructuresPossible Structures

Basic form: IMRADBasic form: IMRAD

Introduction

Methods (and

Materials)

Results

Discussion

General toSpecific

Specific to General


Possible StructuresPossible Structures Title pageTitle page AcknowledgementsAcknowledgements ContentsContents AbstractAbstract IntroductionIntroduction Literature ReviewLiterature Review MethodologyMethodology ResultsResults DiscussionDiscussion ReferencesReferences AppendicesAppendices


Possible StructuresPossible Structures AbstractAbstract

Short summary of the project. It covers what you did, why it is interesting and Short summary of the project. It covers what you did, why it is interesting and important, and what you have found. Draft it early, write it last. It must be a important, and what you have found. Draft it early, write it last. It must be a ‘polished jewel’.‘polished jewel’.

IntroductionIntroduction Outlines what you have done, why and how. It gives background and states ethical Outlines what you have done, why and how. It gives background and states ethical

issues, research question(s) and the limitations of the study.issues, research question(s) and the limitations of the study. Literature ReviewLiterature Review

This gives the context of and background to the study. It covers relevant previous This gives the context of and background to the study. It covers relevant previous researchresearch

MethodologyMethodology It gives the general approach taken and the choices of specific methodsIt gives the general approach taken and the choices of specific methods

ResultsResults This gives te presentation of the data and its analysis and interpretationThis gives te presentation of the data and its analysis and interpretation

DiscussionDiscussion This gives the answers to the research question(s) and discussion of them in the This gives the answers to the research question(s) and discussion of them in the

light of previous research and implications they might have in the future.light of previous research and implications they might have in the future. ReferencesReferences

This provides a full list of works referred to in the studyThis provides a full list of works referred to in the study AppendicesAppendices

This includes copis of surveys, questionnaires and other relevant materials (eg This includes copis of surveys, questionnaires and other relevant materials (eg interview transcripts)interview transcripts)


Effective Report WritingEffective Report Writing BrevityBrevity

RelevanceRelevance

JargonJargon

SimplicitySimplicity

ConsistencyConsistency

AffirmativeAffirmative

ActiveActive


SummarySummary A report will be effective if it is:A report will be effective if it is:

shortshort purposefulpurposeful readablereadable thoroughthorough usefuluseful

The ability to write a good report is a The ability to write a good report is a professional skill. professional skill.

It is one well worth acquiring.It is one well worth acquiring.


Formal Grammar & StyleFormal Grammar & Style Avoid contractionsAvoid contractions

Export figures won’t improve until the Export figures won’t improve until the economy is strongereconomy is stronger

Use appropriate negative formsUse appropriate negative forms The government didn’t allocate much fundingThe government didn’t allocate much funding The problem doesn’t have many viable The problem doesn’t have many viable

solutionssolutions Avoid addressing the reader as “you”Avoid addressing the reader as “you”

You can see in table 1You can see in table 1


Formal Grammar & StyleFormal Grammar & Style Limit the use of run-on sentences.Limit the use of run-on sentences.

Personnel have encountered problems Personnel have encountered problems with absenteeism, stress, etc.with absenteeism, stress, etc.

Limit the use of direct questions.Limit the use of direct questions. What can be done to lower costs?What can be done to lower costs?

Place adverbs within the verb.Place adverbs within the verb. Economic wealth has declined slowly.Economic wealth has declined slowly.


Style - VocabularyStyle - Vocabulary

Researchers Researchers looked atlooked at the way the way strain builds up around the fault.strain builds up around the fault.

Researchers observed the way Researchers observed the way strain accumulates around the strain accumulates around the fault.fault.


• Expert systems can Expert systems can help outhelp out the the user in the diagnosis of problems.user in the diagnosis of problems.

• Research expenditures have Research expenditures have gone gone upup to nearly £460m. to nearly £460m.

• Building a nuclear power plant will Building a nuclear power plant will not not get rid ofget rid of the energy problem the energy problem completely.completely.



• Researchers have been Researchers have been looking looking intointo this problem for fifteen years this problem for fifteen years now.now.

• The issue was The issue was brought upbrought up during during the investigation.the investigation.

• The emission levels have been The emission levels have been going up and downgoing up and down..




The government has made The government has made good/considerablegood/considerable progress in progress in solving environmental problems.solving environmental problems.

We We got/obtainedgot/obtained encouraging encouraging results.results.

The results of a The results of a lot of/numerouslot of/numerous different projects have been different projects have been pretty pretty good/encouraging.good/encouraging.



A loss of jobs is one of the A loss of jobs is one of the things things that will happen/consequencesthat will happen/consequences if if the process is automated.the process is automated.

The reaction of the officials was The reaction of the officials was sort ofsort of negative negative..

The future of federal funding is The future of federal funding is up up in the airin the air..


Research ArgumentsResearch Arguments

Central to research arguments are:Central to research arguments are: ClaimsClaims - main claims and sub-claims- main claims and sub-claims ReasonsReasons EvidenceEvidence

[make a claim] because of [a reason][make a claim] because of [a reason] [make a claim] because of a reason [make a claim] because of a reason

[based on evidence][based on evidence] [make a descriptive claim] based on [make a descriptive claim] based on

[evidence][evidence]


Qualifying your claimQualifying your claim

Use probabilityUse probability Distance yourselfDistance yourself Be wise with generalisationsBe wise with generalisations Use weaker/stronger verbs which Use weaker/stronger verbs which

support your claimsupport your claim


Qualifications and Qualifications and ClaimsClaims

A reduced speed limit will result in A reduced speed limit will result in fewer road accidents.fewer road accidents. A reduced speed limit may result in A reduced speed limit may result in

fewer road accidents.fewer road accidents. A reduced speed limit might/could result A reduced speed limit might/could result

in fewer road accidents.in fewer road accidents.


ProbabilityProbability It is certain thatIt is certain that

It is almost certain thatIt is almost certain that …… …… …… ……

… … reduced speed limit might/could result reduced speed limit might/could result in fewer road accidentsin fewer road accidents


DistanceDistance Consumers have less confidence in Consumers have less confidence in

the economy today than ten years the economy today than ten years ago.ago. Consumers seem to have less confidence Consumers seem to have less confidence

in the economy today than ten years ago.in the economy today than ten years ago. Consumers appear to have less confidence in Consumers appear to have less confidence in

the economy today than ten years ago.the economy today than ten years ago. It would seem that consumers have less It would seem that consumers have less

confidence in the economy today than ten years confidence in the economy today than ten years ago.ago.


GeneralisationGeneralisation Many consumers have less Many consumers have less

confidence in the economy.confidence in the economy. A majority of …A majority of … In most parts of the country …In most parts of the country … Consumers in most income brackets Consumers in most income brackets

have …have … With the exception of ..With the exception of .. Apart from …Apart from … Except for …Except for …


Weaker Verbs IWeaker Verbs I The results The results indicate/establishindicate/establish that that

there is a link …there is a link …

Table 9 Table 9 suggests/showssuggests/shows that that students need help in writing students need help in writing effective reports.effective reports.


Weaker Verbs IIWeaker Verbs II The results given in table 4 The results given in table 4

validate/supportvalidate/support the second the second hypothesis.hypothesis.

Changes in consumer confidence may Changes in consumer confidence may have have influenced/distortedinfluenced/distorted the results. the results.

Figure 12 Figure 12 depicts/clarifiesdepicts/clarifies the the genetic relationship.genetic relationship.


CombinationsCombinationsBe confidently uncertainBe confidently uncertain

The use of seat belts prevents The use of seat belts prevents physical injuries in car accidentsphysical injuries in car accidents Weaken the verbWeaken the verb

Add probabilityAdd probability Weaken the generalisationWeaken the generalisation

Add distanceAdd distance


Plagiarism 1Plagiarism 1

Good copying is … scholarshipGood copying is … scholarship Bad copying is … plagiarismBad copying is … plagiarism



Copying a paragraph as it is from the Copying a paragraph as it is from the source without any acknowledgementsource without any acknowledgement

Copying a paragraph making only small Copying a paragraph making only small changes, such as replacing a few verbs changes, such as replacing a few verbs or adjectives with synonymsor adjectives with synonyms

Cutting and pasting a paragraph by Cutting and pasting a paragraph by using the sentences of the original but using the sentences of the original but leaving one or two out, or by putting one leaving one or two out, or by putting one or two sentences in a different orderor two sentences in a different order



Composing a paragraph by taking short Composing a paragraph by taking short standard phrases from a number of standard phrases from a number of sources and putting them together with sources and putting them together with some words of your ownsome words of your own

Paraphrasing a paragraph by rewriting Paraphrasing a paragraph by rewriting with substantial changes in language with substantial changes in language and organisation, amount of detail and and organisation, amount of detail and examplesexamples

Quoting a paragraph by placing it in Quoting a paragraph by placing it in block format with the source citedblock format with the source cited


Research PhrasesResearch Phrases "It has long been known..." "It has long been known..." "A definite trend is evident..." "A definite trend is evident..." "Typical results are shown." "Typical results are shown." "It is believed that..." "It is believed that..." "It is generally believed that..." "It is generally believed that..." "Correct within an order of magnitude." "Correct within an order of magnitude." "A statistically oriented projection of the "A statistically oriented projection of the

findings..." findings..." "It is clear that much additional work will be "It is clear that much additional work will be

required before a complete understanding of required before a complete understanding of the phenomenon is possible." the phenomenon is possible."


RememberRemember

Draft … draft … draft Draft … draft … draft ReviseRevise

The first draft tells the story of the research The first draft tells the story of the research – and you are the principle audience.– and you are the principle audience.

Second and third drafts are about crafting Second and third drafts are about crafting the story for your reader; can they follow the story for your reader; can they follow my arguments?my arguments?

PolishPolish StyleStyle Spell checkSpell check


And finallyAnd finally

… … You will complete it andYou will complete it and It will have been worth it.It will have been worth it.

Honest!Honest!

report writing

Education

research questions

distance consumers

fewer road accidents

claim use probability

research arguments central

light of previous research

consumer confidence

country consumers