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Report Writing

Report Writing. By Prof. Asad Yaqub. What is a report writing?. A report is a very formal document that is written for a variety of purposes in the sciences, social sciences, engineering and business disciplines. Different types of reports.

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Report Writing

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  1. Report Writing By Prof. Asad Yaqub

  2. What is a report writing? A report is a very formal document that is written for a variety of purposes in the sciences, social sciences, engineering and business disciplines.

  3. Different types of reports • laboratory reports health and safety reportsre • search reports case study reports • field study reports cost-benefit analysis reports • Proposals progress reports • feasibility studies technical reports • instruction manuals financial reports • And on it goes …

  4. Types of Business Reports • cost-benefit analysis reports; • research and field reports; • financial reports; • proposals; • progress reports; • health and safety reports; • quality reports; • case study reports.

  5. Business and Report Writing • Report writing is frequently used in business subjects. Reports can range from short memos to lengthy reports such as cost-benefit analysis reports; research and field reports; financial reports; proposals; progress reports; health and safety reports; quality reports; case study reports.

  6. Contents of Report • A letter of transmittal • A title page • An abstract or synopsis • A contents page • The report itself

  7. A letter of transmittal • Sample letter of transmittaKalkadoo Council PO Box 102Kalkadoo Qld 483010 December 2001 The Planning CommitteeKalkadoo Shire CouncilPO Box 102Kalkadoo Qld 4830 Dear Councillors, Please find enclosed the Feasibility Study into the damming of the Blue River as requested. The report discusses in detail the findings of the study for your perusal. It is our belief that discussions about the proposed dam should be given a high priority at the next planning meeting scheduled for 12 January 2002. Yours faithfully, Jane Brown John Black Jane Brown and John BlackEnvironmental Engineers

  8. A title page • This outlines the name of the report; who prepared the report; for whom the report was prepared; the nature of the report; the date the report was prepared.

  9. Sample title page FEASIBILITY STUDY PROPOSED DAM - BLUE RIVER KALKADOO10 DECEMBER 2001 Prepared for: Kalkadoo Shire Council planning Committee Prepared by: Jane Brown and John Black Environmental Engineers

  10. An abstract or synopsis • An abstract or synopsis outlines, very briefly, the entire report. It contains: the aim or purpose, the procedures followed, the main findings and conclusions and recommendations that are outlined in the report. The abstract or synopsis is like an introduction of an essay.

  11. Sample abstract • This report discusses the feasibility study carried out from 12 June 2001 to 7 December 2001 into the damming of the Blue River between Johnson's Creek and Blackstump Creek. Water flow rates, sediment levels, fish stock numbers, weed infiltration rates and salinity tests have been carried out and positive conclusions have been drawn. It should be noted that areas flooded by the proposed dam include only those areas already declared unusable for agricultural purposes. It is expected that economic opportunities for a fishery, council caravan park, irrigation leases and household water meter reservoirs will be forthcoming within twelve months of the dam's completion. It is recommended that the council approves dam construction and seeks firm financial backing immediately.

  12. A contents page • This includes the page numbers of each section within the report. It does not include the title page or abstract. These are attached to the report before the contents page.

  13. Sample Contents Page ContentsPage • Introduction...............................................................................01 • Aim............................................................................................01 • Scope........................................................................................01 • Background to study.................................................................01 • Procedure.................................................................................02 • Data collection methods...........................................................02 • Analysis of data........................................................................04 • Conclusions..............................................................................18 • Recommendations....................................................................22 • References................................................................................23

  14. Numbering System • The report is broken into sections and each section and subsection has a heading. Often, a numbering system is used to indicate each section or subsection. Becoming more popular, however, is changing the font size of headings to indicate the importance of each heading.

  15. Sample numbering system used in report writing 1. INTRODUCTION 1.1. Aim1.2. Scope1.3. Background to study 2. PROCEDURE 2.1. Data collection method2.2. Literature review 2.3. Literature review of journals 2000 – 2001 3. ANALYSIS Of DATA 3.1. Water flow of Blue River3.2. Sediment levels of Blue River3.3. Fish stock numbers3.4. Weed infiltration rates3.5. Salinity levels of Blue River3.6. Likely areas to be flooded 4. CONCLUSIONS RECOMMENDATIONS REFERENCES

  16. Parts of the report • Introduction • Aim • Scope • Background to study • Procedures • Data collection methods • Analysis of data • Conclusions • Recommendations • References • Appendices

  17. Aim • In this section you indicate the purpose of the report.

  18. Scope • This shows what the report includes and excludes.

  19. Background to study • This section contains any relevant details regarding the background information that may be needed to make sense of the information in the report.

  20. Data collection methods • In this section, you would briefly outline how you collected the data that will provide the basis for analysis that will produce conclusions and recommendations.

  21. Analysis of data • This section is perhaps the longest section in most reports and it is where, using visual displays, you outline the data you have collected.

  22. Conclusions • The conclusions are drawn directly from the analysis section of the report.

  23. Recommendations • These are your suggestions for further action based on your conclusions.

  24. References • A reference list with publication details of sources used, should be included after the conclusions/recommendations section.

  25. Appendices • Appendices include things like raw data sheets, extra or supplementary information or diagrams, maps of regions etc.

  26. Thank you for being patient.

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