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"A report provides information for a known purpose. It presents facts and makes a conclusion. Reports can take the form of a memo or a letter. They may be short, formal or long. Regardless of what form your assessment requires, the planning steps are the same." Report writing. (1999). In S. Mann (Ed.), Learning support (pp. 53 - 55). Wellington: The Open Polytechnic of New Zealand.
Writing essays & reports encourages you to explore a topic in depth, and develop skills in:
- Planning and managing your time effectively
- Locating and retrieving relevant information
- Interpreting, analysing, and evaluating facts and opinions
- Constructing a clear and logical argument.
What are your Tutors looking for?
In your assignment, your tutor will look to see:
- That your work is well presented, free of spelling and grammatical errors.
- That your work is correctly referenced.
- That you have answered the question.
- That you have presented a clear and logical flow of ideas and argument, with evidence to support what you are saying.
- That you provide analysis which discusses and comments on the question.
- Evidence of research (looking for and finding relevant information resources) and reading beyond the lectures and set textbook - e.g. journal articles, other books, statistics, etc.
 
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Keywords used in Report Writing and Exam Questions
Below, is a list of key words, which are commonly used to test your understanding of a subject.
| Analyse |
Take apart. Examine the main ideas, and show how they inter-relate to each other and contribute to the whole. |
| Argue |
Give reasons/supporting evidence (facts, results from a study) for & against an issue. |
| Compare |
Look for and identify similarities. |
| Contrast |
Look for and identify differences. |
| Criticise |
Express your judgement with respect to the merits of theories or opinions being examined. "Analyse the subject and describe to what extent it is supported by evidence." |
| Define |
Clearly explain the meaning of a word, term or theory. |
| Describe |
Explain or give details about something so that it is easy to understand. |
| Discuss |
Examine the key points and give arguments (reasons) for and against what is being discussed. You should also write your own conclusions or set forth your own opinion, which may agree or disagree with what you are discussing, so long as your views are supported by evidence. |
| Evaluate |
Give careful consideration to an issue, highlighting both advantages and limitations. |
| Explain |
Give an in-depth account of the topic with supporting reasons. State the 'how' and 'why', the results, and, where possible, causes. |
| Illustrate |
Explain or make something clear with the use of written examples, pictures, diagrams, charts, graphs, drawings etc. |
| Interpret |
Explain the meaning of, give examples of, solve, or comment upon the topic. |
| Justify |
Give reasons and provide evidence for your opinions and conclusions. |
| Outline |
Identify and describe the main features of a subject. |
| Prove |
Show whether something is true or false/right or wrong. |
| Show |
Demonstrate your point through the use of examples. |
| Summarise |
Describe the key points or main facts in brief. No details or examples are needed. |
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Understanding and Analysing the Question
Before beginning to research or write your assignment, make sure you clearly understand the question and know exactly what is required.
You may find it helps to .
- Rewrite the topic in your own words. This will help you to better understand what it is that you are being asked to do
- Identify any words or terms that you do not understand. Use dictionaries, encyclopaedias, your textbooks or course readings to help you clarify these words or terms
- List any concerns or issues that the question may raise
- Try and take the question apart. You can do this by breaking the question into manageable pieces and treating each part as a separate question
When analysing the assignment question, there are three kinds of words you should look for:
Content Words
These highlight the subject matter the assignment should deal with;
Limiting Words
These specify the particular aspect of the subject on which the assignment should focus;
Instruction Words
These tell you how to approach the topic.
Example 1 - Media Arts
| Question |
Henry James once said that "it is art that makes life, makes interest, makes importance". Selecting an art period of your choice (eg The Renaissance, Modernism), write a 1000 word essay that identifies and illustrates the main features of this period. |
| Content |
A selected art period . This term indicates the main subject of your essay. |
| Limitations |
The main features of this period - this narrows the scope of the topic. |
| Instruction |
Identify and illustrate - Explain what the main features of this period were with the use of written examples, pictures, charts, graphs, drawings etc. |
Example 2 - Exercise Science
| Question |
With rising levels of obesity occurring worldwide, health researchers are focussing their work on the role which diet and exercise plays in a person's life. Write a 750 word essay, which identifies and describes the main benefits of exercise in a person's life. |
| Content |
Exercise in a person's life . Indicates the main subject of your essay. |
| Limitations |
Main benefits - these words narrow the scope of the topic. You should concentrate on what the main benefits of exercise are. |
| Instruction |
Identify and describe - these words tell you to identify and explain or give details about the main benefits of exercise so that it is easy to understand. |
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Structure of a Report
The structure of a report depends on the type of report required. Below you will find an explanation of the main sections of an extended report. Use this as a guide; not all reports require or need all of these sections.
Check your study material for any specific requirements and follow them.
Work out an organised approach to the subject of your report, using the sections you decide are necessary, or that are listed by your tutor as required.
Your report may include the following parts:
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Accompanying Letter
This is a brief letter to the person who commissioned the report. It should indicate why the report was written, and acknowledge the assistance of others.
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Title Page
This must show:
- The report title, which should be comprehensive enough to summarise the subject and purpose, and grab the reader's attention.
- The name and professional status of the person who commissioned the report.
- The name and professional status of the author of the report.
- The date it was written.
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Table of Contents
The table of contents lists:
- All headings and subheadings used in the report.
- In the order written.
- Giving page numbers or section numbers, depending on how you have ordered your report.
Whichever system you use to order your report, be consistent. The objective is to make it as easy as possible for the reader to find specific parts of the report.
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Abstract or Executive Summary
This is a summary of the contents of the report. It appears at the beginning, and it optional if the report is short. A general rule for writing an abstract is to write a summary of around 100-150 words. It will be based on your introduction, and will state the:
- Method of investigation
- Evidence
- Conclusions
Although the abstract or executive summary appears first in the report, write it last, when you have completed the whole report including the conclusions and/or recommendations.
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Introduction
Give a concise outline of what you have been asked to do. You should cover:
- The major issues to be addressed
- The intended readers
- The name of the person who commissioned it
- The boundaries of the investigation
- An indication of how widely the research was conducted (scope)
- An acknowledgment of people who provided specific assistance
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Body of the Report
Give a clear account of how you carried out the investigation and what evidence you found.
The body of the report must include:
- Method of investigation
- Evidence (findings)
- Discussion
Writing in this order is suitable for long reports where the reader needs to be convinced that sound investigation and analysis were carried out before conclusions were formed.
If you are required to write a short report, or the investigation you are carrying out is straightforward, you might choose to write the conclusion first, followed by the method and then the evidence. In some reports the findings and the discussion are integrated in one section of the report.
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Conclusion
Summarise and restate your findings in this section. Try and relate them to the findings of others, as mentioned in your introduction.
State your conclusion carefully and clearly, but it may also discuss or suggest additional research that should be carried out.
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Recommendations
If you are making any recommendations, list them at the end of your report. You are aiming for clarity at all times. You must make it as easy as possible for the reader to follow your report and keep interested, as well as encouraging them to feel confident in your ability and persuaded by your argument.
In a longer report you may also list all the recommendations in a separate section following the executive summary.
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Appendices
Appendices contain additional information that can include tables, graphs and maps. You need to judge whether additional material is best included in the body of your report or as an appendix. If placed in the appendix, it will not interrupt the flow of your report.
If you do use appendices, make sure you refer your reader to them within your report. Label each appendix so that you are able to do this (for example, Appendix A).
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Reference List
This is where you list the resources that your referred to in the body of your report. This:
- Shows that you have read widely and incorporated other peoples ideas into your work.
- Allows people reading your work, to know where they can go to find more information about the ideas you have discussed.
- Gives credit where credit is due.
To learn how to correctly cite and reference your work, click here.
Bibliography
This is where you list all the resources that you consulted when researching your assignment. (Some tutors may only ask to see a reference list which states the resources you have used as evidence in the body of your essay. The bibliography is not always necessary, but an added extra.)
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