Report Writing Basics

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Report Writing Basics

• Ref The Black Book
• VU Library web site

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Report writing method -overview

• Prepare rough outline based on problem(s)
• Is there material to cover everything
• Put material together in sequence DRAFT 1
• Reorganize and rewrite DRAFT 2
• Packaging
• Headings, subheadings and referencing
• Final edit

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Rough outline

• based on problem(s)
• What is the setting for the problem(s)?
• Causes?
• Background?
• What are the key pressure points for the
  problem(s)
• What points are needed to cover ALL aspects?

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Rough outline later becomes headings and
subheadings

• First point
• Second point
• 2.1 Subpoint
• 2.2 Subpoint
• 2.2.1 Supporting point
• 2.2.2 Another supporting point
• More points

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Preparing the first draft

• Lets NOT begin at the beginning
• Grab a loose thread and pull .
• Get it down any way you can tidy up in the next
  draft
• Is there material to cover everything?
• Put material in sequence
• scissors and sticky tape stage

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Second draft

• Reorganize
• Cut non essential material
• Use APPENDICES for useful material like tables of
  figures, calculations, records of interviews,
  etc. that interferes with the flow
• Rewrite IN YOUR OWN WORDS
• Can I say it simply?
• References for all material

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Referencing where did this information come
from?

• Sources given for all facts in the body of the
  paper (See Harvard method in Black Book or on VU
  Library web site)
• Full referencing for all data sources given in
  Bibliography
• If I want to know more this is where I should look

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Packaging overview

• Title page
• Table of contents
• Introduction
• Main body
• Conclusion
• References
• Appendices

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Final edit

• Spelling and grammar
• Use plain English. Short sentences are easier to
  get right.
• A start - Word spelling and grammar checks only
  go part way
• A THESAURUS is not a dinosaur
• Read and markup a printed copy
• How does it flow?

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Write introduction and conclusion last

• Introduction
• This paper is about .
• This is what well tell you
• Conclusion
• This is what we think/recommendation

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Structured walkthroughs

• Help from other students in your study group
• Have you missed something major?
• Does it make sense to others?
• Print off enough copies of part of paper
• Go through line by line with 2 or 3 trusted
  colleagues
• Colleagues suggest improvement areas