As many of our engineering and computer science students prepare their first reports, it is worth visiting some of the basic requirements of report writing. As we speak, we know that students in Sustainable Engineering Practice and Introduction to Information Technology Studies are busy contemplating their first reports or drafts.
The first thing to say is that there are 'reports' and there are 'reports'.
If you are reporting on an experiment, then you will produce what is known as a 'practical report'. If you are reporting on an issue under an investigation, then it is likely to be a 'technical report' . Reports are also produced for things like software specification.
Secondly, reports are tightly structured. They use:
- Section headings which are well understood (such as 'abstract' or 'executive summary'; 'introduction'; 'conclusion'; recommendations)
- Numbered headings and subheadings
- Cohesive 'linking' language - firstly, secondly, thirdly...therefore, in conclusion
Thirdly, they use an objective 'tone'. There is no place for the first person 'I' in report writing. Nor is there any place for:
- Vague and imprecise terms (various, numerous...)
- Flowery language with out support (excellent! wonderful! super!)
- Unsubstantiated claims without references.
Perhaps the most important piece of advice we can offer is to think of yourself as making the job easier for the reader. Reports are often read by busy people. Careful construction of sections combined with precise cohesive sentences will make for a more enjoyable and persuasive document.
There is no doubt that being able to construct a good report is highly valued by employers. If you can get it right, not only will your report attract great marks, but it will contribute to your success in the job market.
Best of luck with your first assignments.
Your resident Mawson Lakes Learning Advisers and Bloggers.
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