LibGuides: CC0006 Basics of Report Writing: Writing Strategies

Report Writing Strategies

Here are some general writing tips:

Avoid unnecessary adverbs / adjectives

Sustainability is extremely important for the future of the planet.

Sustainability is important for the future of the planet OR Sustainability is critical for the future of the planet. (Drop "extremely" or substitute with a better word.)

Use a shorter form of the phrase, i.e.

in order to = to
due to the fact that = because
on the other hand = however
d. the ways in which = how
in spite of = although
as a result = therefore
a number of = several

Look out for "of", "the", "that" in sentences

Use the 'find' function in MS Word to find such words and consider if it can be removed, i.e.

There are high levels of consumer mistrust among users of Facebook. (11 words) VS There are high consumer mistrust levels among Facebook users. (9 words)

Look out for normalisation linked to parts of "to be" or "to have"

a1. Sustainability orientation has a positive effect on the success of crowdfunding projects. (12 words)

a2. Sustainability orientation positively affects funding success of crowdfunding projects. (9 words)

Organising paragraphs

The body of the report will contain numerous paragraphs and each paragraph should be devoted to only one subject. Some ways to structure content within a paragraph include:

Chronological order: Present information starting with the earliest event and end with the most recent, or in the reverse order.
Problem-solution order: For example, present the problem in one paragraph and the solution in the next.
Cause / effect order
Compare / contrast order: Present and discuss similarities & differences, strengths & weaknesses, etc.
Familiar-to-unfamiliar order: Present ideas or concepts that are familiar to the reader and use that information to introduce / explain something new or unfamiliar.
Most-important-to-least-important order

Many publishers and journals nowadays encourage the use of the active voice in research papers. Sentences in the active voice are said to be clearer and easier for the reader to understand compared to sentences in the passive voice. Sentences in the active voice are usually shorter compared to the passive, hence fewer words. However, the situation may sometimes call for the use of the passive voice. For example, when writing the Methods or Methodology section, authors often choose to use the passive voice to focus on what was done.

Here are some examples:

Sustainable practices were implemented by the company to reduce waste. (Passive voice - 10 words)

The company implemented sustainable practices to reduce waste. (Active voice - 8 words)

The campaign for raising awareness about climate change was initiated by the organisation. (Passive voice - 13 words)

The organisation initiated a climate change awareness campaign. (Active voice - 8 words)

Ask yourselves the following questions to ensure that you are on the right track for your report.

Does it answer the research question?
Is it clearly written with sections having headings and sub-headings?
Is the content placed in appropriate sections?
Does the abstract include the key points to generate interest in readers?
Does the introduction explain clearly the topic, focus and purpose?
Have you explained your analysis and interpretations of the findings?
Does the recommendations offer solutions to the problem studied?
Have you cited relevant sources?
Does the in-text citations have an entry in the reference list?
Are the images, graphs and tables explained, labelled?
Has it been proof-read to avoid mistakes?

In MS Word,

1. The number of words in a document is tracked and displayed on the status bar (located at the bottom of the Word window).

2. To see word count for a paragraph or paragraphs, highlight the text then click Review > Word Count (under Proofing)

Do note that in text citations do count in MS Word, i.e:

"Studies have shown that interaction between research and practice fosters improved use across various environmental settings (Cash et al., 2003)" as 20 words
"Studies have shown that interaction between research and practice fosters improved use across various environmental settings (12)" as 17 words.

You can also be strategic in where to place your citations in the body of your work. Here are some examples in the IEEE style:

Information Centric - where the emphasis is on the information that you are sharing and so you are acknowledging the source of the information used.

Author Centric - you are directly citing who the information came from and so the citation is next to the author's names instead.

Useful resources on Writing

Report Writing for Readers with Little Time by Rien Elling; Bas A. Andeweg; Christine Swankhuizen; Jaap de Jong; Kim van der Linden
ISBN: 9781003022206
Publication Date: 2019-11-05
Writing reports is a vital skill in many professions and roles across every sector. Despite this, the majority of reports generated in organizations tend to be difficult to read, dull and do not make the impact they should - either for the content or for the author. In this book, you will learn how to write in a convincing way for a variety of different audiences. Fundamentals covered include structure, graphic presentation, plagiarism and oral presentation. The authors include a useful section on writing under pressure (by writing as a team, for example) as well as material on pitfalls to avoid when writing in English as a second language. This simple, effective book is a great tool for readers across the globe who wish to improve their report-writing skills.
Professional Report Writing by Simon Mort
ISBN: 0566027127
Publication Date: 1992-08-06
Professional Report Writing is probably the most thorough treatment of this subject available, covering every aspect of an area often taken for granted. The author provides not just helpful analysis but also practical guidance on such topics as: deciding the format, structuring a report, stylistic pitfalls and how to avoid them, making the most of illustrations, ensuring a consistent layout. The theme throughout is fitness for purpose, and the text is enriched by a wide variety of examples drawn from the worlds of business, industry and government.
Writing a Report by John Bowden
ISBN: 9781845284701
Publication Date: 2011-06-16
Now in its 9th edition, this extensively revised and updated handbook explains how you can write reports that will be understood without undue effort. Divided into three parts, the book looks in detail at the practical side of report writing: Preparation and planning, Collecting and handling information and Writing and revising.