Ms Kari Sømme

First Year International Leisure and Tourism Management.

Report Writing Handbook 2011 - 2012

Table of Contents
CHAPTER 1: What is a report?
1.1 1.2 1.3 1.4 Definition and purposes of a report Similarities and differences between essays and reports Scope, organization and audience Stages in report writing 2 3-5 6 6

CHAPTER 2: Elements that make up a formal report
2.1 2.2 2.2.1 2.2.22.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.2.10 Structuring your report Sections in detail Cover page Title page Preface Table of contents Executive summary Introduction Body of the report Conclusions and recommendations References Appendices 6 7 7 7 7 8 9 9 10-12 12 12-14 14-15

CHAPTER 3: Language and style of a report
3.1 Written Style 3.1.1 3.1.2 3.1.3 Be brief Be clear Be objective 1515-16 16 16-17

CHAPTER 4: Presentation of a Formal Report
4.1 4.1.1: 4.1.2 4.1.3 4.1.4 4.1.5 Layout and design Paper size and orientation Margins and spacing Topography Numbering Headings and subheadings 17 17 17 17 17 18

CHAPTER 5: Redrafting and checking of a Formal Report
5.1. 5.2 Redrafting and checking Checklist 18 18-20

Bibliography

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CHAPTER 1: What is a report?
1.1Definition and purposes of a report

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1.2 Similarities and differences between essays and reports

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1.3 Scope, organization and audience
A report is a more highly structured form of writing than say, an essay, and is designed so that it can read quickly and accurately; though reports are not necessarily read in consecutive order. Structure and convention in written reportsstress the process by which the information was gathered as much as the information itself. Reports should be organised for the convenience of the intended reader. Reports are written on a wide range of subjects for a wide variety of reasons. Before writing any report you should identify the objective and the preferred conventions of structure and presentation. This is as true for reports youwrite at university as it is for reports written in employment. All reports attempt to communicate findings for one reason or another, whether to inform decision makers, change public opinion or maintain a record of development. Whenever you write a report you must bear in mind why you are writing and who you are writing for. All reports have an intended reader. Put yourself in their position. What dothey need to know?

1.4 Stages in report writing
The following stages are involved in writing a report: • planning your work • collecting your information • organising and structuring your information • writing the first draft • checking and re-drafting Draw up an outline structure for your report and set the work within a sensible time scale for completion by the given deadline. One commonstructure is based on the 4 P’s: position, problem, possibilities, and proposal. This means you outline the current position., describe the problem, examine the range of possibilities and decide on a proposal. Some of the most time-consuming parts of the process are collecting and selecting your information, and checking and revising your report. • Clarify your terms of reference – what brief areyou working to? • Decide on the main sections of your report – what instructions have you been given?

CHAPTER 2: Elements that make up a formal report
2.1 Structuring your report
Check with your lecturer to find out what your report should include and how it should be presented. The following elements are, however, common to many reports: • • • • • • • • • • Cover page Title page PrefaceContents Abstract or summary Introduction Methodology Results or findings (in the body part of report) Discussion (in the body part of report) Conclusion and recommendations • References • Appendices

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2.2 Sections in detail
2.2.1 Cover page
Formal reports need to have a cover. This serves primarily for protective purposes and secondly as an eye-catcher. It may include some nice pictures that...