Writing Academic Reports

There are many different types of report  at university- Research reports, lab reports, conference reports to name a few.

Each have their own purpose and audience. Regardless of the type of report you are writing there are common aspects in the planning and researching stages.

Read your assessment brief:

In order to know what is expected of you and how to achieve your learning outcomes,  read the assessment brief. It will typically outline:

• The length and structure required.
• The purpose of the report.
• How it will be assessed, including a marking rubric.
• What formatting conventions to use.
• The referencing style required.
• Word count and deadline.
• Areas for analysis, or guidance on what not to include.

Once you have established  the nature of your task, follow the steps in the writing process to successfully schedule, start, develop and write your report.

Reports can vary widely in length, format and function. However, with every report:

• Objectives: should be clearly defined
• Structure: should be logical and easy to navigate
• Writing: should be clear, succinct, and easy to understand Evidence: should support all conclusions made

Different University departments and organisations will have differing ways  to structure reports (refer to your module handbook). However, generally reports are organised in sections, each with a clear heading.  The main sections typically include:

• Introduction including aims & objectives
• Methodology
• Findings/Results
• Discussion
• Conclusions & recommendations
• References

Sometimes you will be required to provide  preliminary and supplementary items, such as acknowledgements, summary, appendices or glossaries.

Numbering Sections

In reports large sections are given whole numbers,  and sub-sections are given decimal numbers. Sub-sections can then go onto the second decimal place (see below). MS Word can help you develop numbered headings and produce a linked contents page. Go to  the Digital Skills page to find out more

Sample of Contents Page

Contents:

1.0 Introduction

1.1 Aims and objectives

1.2 Hypothesis

2.0 Methodology

2.1  The survey

2.1.2 The sample

Reports are effective communication tools , with a purpose to inform, so a poorly written report will impair it's effectiveness. Assign word counts to each section, in line with their marking weight, to help write concisely and purposefully.

Language

The usual academic writing conventions apply to report writing.  Make sure your words are accurate and specific, if they are not, does an alternative word exist?

• Use formal vocabulary and avoid colloquialisms and contractions  (don't/ do not)
• Remove any expletive constructions ( There are likely to be many employees asking questions about the changes/ Employees are likely  to ask questions about the changes)
• Remove unnecessary words to make writing concise , for example  multi-word verbs (go up/increase, talk about/discuss)
• Use inclusive language, discussing people and communities appropriately and with sensitivity.
• Replace prepositional phrases (The verdict of the jury/The jury's verdict)

The best academic writing  illustrates complex ideas in a simple way.  Language should be  plain but professional and academic.  Consider your audience and use appropriate language. Use specialist and discipline specific language to illustrate your knowledge and always introduce abbreviations, before continuing with the abbreviated form.

Passive voice

With the exception of reflective reports, most reports are written in the passive voice to convey objectivity and professionalism. For example, rather than saying 'I advertised for a new intern' we would say:

'The internship was advertised'

or 'We handed in the study', we would say :

'The study was submitted.'

Whilst academic writing requires a formal tone and style, it does not require the use of complex, long sentences and complicated vocabulary.

Evidence based

Academic writing is clear, focused, structured and supported by relevant evidence and references.

Critical thinking is a questioning mindset that involves using processes to make  a reasoned judgment.

A report is a structured account of an investigation and critical thinking is an investigative process, so we can illustrate aspects of our critical thinking throughout the report.