The
main features of a report are described below to provide a general
guide. It should also be in conjunction with the format provided by your
unit or department.
Title Page
It
should briefly but explicitly describe the purpose of the report (if it
is not obvious from the title of the work). Other details may be
included could be your name, the date and for whom the report is
written.
Geology of the Country around Beacon Hill
Joseph Dreckel
4 September 2010
(Example of a title page)
Terms of Reference
Under this heading, you could include:
- a brief explanation of who will read the report (audience)
- why it was written (purpose) and how it was written (methods)
- It may be in the form of a subtitle or a single paragraph.
A report submitted in fulfilment of the requirements for Course GL446, Department of Geology, University of Leicester.
(Example of terms of reference)
Summary
- briefly, describe the content of the report.
- cover the aims of the report, what was found and what, if any, action is called for.
- aim for about half a page in length
- avoid detail or discussion
- outline main points
- a summary is the first thing that is read so provide the audience with a clear, helpful overview of the content of the report
Exposure of rocks belonging to the Charnian Supergroup
(late Precambrian) were examined in the area around Beacon Hill, north
Leicestershire. This report aims to provide details of the stratigraphy
at three sites - Copt Oak, Mount St. Bernard Abbey and Oaks in
Charnwood. It was observed that at each of these sites, the Charnian
Supergroup consists mainly of volcaniclastic sediments (air-fall and
ash-flow tuffs) interbedded with mudstones and siltstones. These rocks
show features that are characteristic of deposition in shallow water on
the flanks of a volcano (e.g. welding and alteration of ignimbrites).
Further studies are required to understand depositional mechanisms and
to evaluate the present-day thickness of individual rock units.
(Example of a summary or abstract)
Contents (Table of Contents)
The contents page should list the different chapters and/or headings together with the page numbers. Your contents page should be presented in such a way that a reader can quickly scan the list of headings and locate a particular part of the report. You may want to number chapter headings and subheadings in addition to providing page references. Whatever numbering system you use, be sure that it is clear and consistent throughout.
Introduction
The introduction sets the scene for the main body of the report. The aims and objectives of the report should be explained in detail. Any problems or limitations in the scope of the report should be identified, and a description of research methods, the parameters of the research and any necessary background history should be included. In some reports, particularly in science subjects, separate headings for Methods and Results are used prior to the main body (Discussion) of the report as described below.
Methods
Information under this heading may include: a list of equipment used; explanations of procedures followed; relevant information on materials used, including sources of materials and details of any necessary preparation; reference to any problems encountered and subsequent changes in procedure.
Results
This section should include a summary of the results of the investigation or experiment together with any necessary diagrams, graphs or tables of gathered data that support your results. Present your results in a logical order without comment. Discussion of your results should take place in the main body (Discussion) of the report.
Discussion
The main body of the report is where you discuss your material. The facts and evidence you have gathered should be analysed and discussed with specific reference to the problem or issue. If your discussion section is lengthy you might divide it into section headings. Your points should be grouped and arranged in an order that is logical and easy to follow. Use headings and subheadings to create a clear structure for your material. Use bullet points to present a series of points in an easy-to-follow list. As with the whole report, all sources should be acknowledged and correctly referenced. For further guidance check your departmental handbook and the Student Learning Centre guide: Referencing and Bibliographies.
Conclusion
In the conclusion, you should show the overall significance of what has been covered. You may want to remind the reader of the most important points that have been made in the report or highlight what you consider to be the most central issues or findings. However, no new material should be introduced in the conclusion.
Appendices
Under this heading, you should include all the supporting information you have used that is not published. This might include tables, graphs, questionnaires, surveys or transcripts. Refer to the appendices in the body of your report.
An example of use of appendices:
In order to assess the popularity of this change, a questionnaire (Appendix 2) was distributed to 60 employees. The results (Appendix 3) suggest the change is well received by the majority of employees.
Bibliography
Your bibliography should list, in alphabetical order by author, all published sources referred to in your report. There are different styles of using references and bibliographies. Refer to the study guide Referencing and Bibliographies and check your departmental handbook for guidelines. Texts which you consulted but did not refer directly could be grouped under a separate heading such as 'Background Reading' and listed in alphabetical order using the same format as in your bibliography.
Acknowledgements
Where appropriate, you may wish to acknowledge the assistance of particular organisations or individuals who provided information, advice for help.
Glossary of Technical Terms
It is useful to provide an alphabetical list of technical terms with a brief, clear description of each term. You can also include in this section explanations of the acronyms, abbreviations or standard units used in your report.
You will not necessarily be required to use all of the headings described above, nor will they necessarily be in the order given here. Check your departmental guidelines or instructions.
References:
The contents page should list the different chapters and/or headings together with the page numbers. Your contents page should be presented in such a way that a reader can quickly scan the list of headings and locate a particular part of the report. You may want to number chapter headings and subheadings in addition to providing page references. Whatever numbering system you use, be sure that it is clear and consistent throughout.
Introduction
The introduction sets the scene for the main body of the report. The aims and objectives of the report should be explained in detail. Any problems or limitations in the scope of the report should be identified, and a description of research methods, the parameters of the research and any necessary background history should be included. In some reports, particularly in science subjects, separate headings for Methods and Results are used prior to the main body (Discussion) of the report as described below.
Methods
Information under this heading may include: a list of equipment used; explanations of procedures followed; relevant information on materials used, including sources of materials and details of any necessary preparation; reference to any problems encountered and subsequent changes in procedure.
Results
This section should include a summary of the results of the investigation or experiment together with any necessary diagrams, graphs or tables of gathered data that support your results. Present your results in a logical order without comment. Discussion of your results should take place in the main body (Discussion) of the report.
Discussion
The main body of the report is where you discuss your material. The facts and evidence you have gathered should be analysed and discussed with specific reference to the problem or issue. If your discussion section is lengthy you might divide it into section headings. Your points should be grouped and arranged in an order that is logical and easy to follow. Use headings and subheadings to create a clear structure for your material. Use bullet points to present a series of points in an easy-to-follow list. As with the whole report, all sources should be acknowledged and correctly referenced. For further guidance check your departmental handbook and the Student Learning Centre guide: Referencing and Bibliographies.
Conclusion
In the conclusion, you should show the overall significance of what has been covered. You may want to remind the reader of the most important points that have been made in the report or highlight what you consider to be the most central issues or findings. However, no new material should be introduced in the conclusion.
Appendices
Under this heading, you should include all the supporting information you have used that is not published. This might include tables, graphs, questionnaires, surveys or transcripts. Refer to the appendices in the body of your report.
An example of use of appendices:
In order to assess the popularity of this change, a questionnaire (Appendix 2) was distributed to 60 employees. The results (Appendix 3) suggest the change is well received by the majority of employees.
Bibliography
Your bibliography should list, in alphabetical order by author, all published sources referred to in your report. There are different styles of using references and bibliographies. Refer to the study guide Referencing and Bibliographies and check your departmental handbook for guidelines. Texts which you consulted but did not refer directly could be grouped under a separate heading such as 'Background Reading' and listed in alphabetical order using the same format as in your bibliography.
Acknowledgements
Where appropriate, you may wish to acknowledge the assistance of particular organisations or individuals who provided information, advice for help.
Glossary of Technical Terms
It is useful to provide an alphabetical list of technical terms with a brief, clear description of each term. You can also include in this section explanations of the acronyms, abbreviations or standard units used in your report.
You will not necessarily be required to use all of the headings described above, nor will they necessarily be in the order given here. Check your departmental guidelines or instructions.
References:
- The Structure of Report, Writing Skills, University of Surrey
- Referencing and Bibliographies, Writing Resources, University of Leicester
