Report Writing:Good Practice – hints and tips

Jonathan Cahm

Report Writing:Good Practice – hints and tips

1 Introduction: Good EnglishPlain English Campaign

2 How to write(Arup Technical Report Writing Course)

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

1 Bad English – example. Plain English Campaign: www.plainenglish.co.uk

Before“Your enquiry about the use of the entrance area at the library for the purpose of displaying posters and leaflets about Welfare and Supplementary Benefit rights, gives rise to the question of the provenance and authoritativeness of the material to be displayed. Posters and leaflets issued by the Central Office of Information, the Department of Health and Social Security and other authoritative bodies are usually displayed in libraries, but items of a disputatious or polemic kind, whilst not necessarily excluded, are considered individually”.

After – suggested rewrite by Plain English Campaign:

Thank you for your letter asking permission to put up posters in the entrance area of the library. Before we can give you an answer we will need to see a copy of the posters to make sure they won't offend anyone

1 Good English

paradoxically – ignoring the colloquialisms in the headlines

easy enough for a learner of English to follow

written in simple, concise and clear English

2 How to write:Technical Reports

Still use simple, concise and clear English

Target Audience: semi technical

Report Incorporates technical data and..

..arrives at recommendations

Technical

Report

AN Other

2 How to write:Technical Reports

HINTS

1. Don’t overestimate the readership levels

2. Language should be very simple

3. Consider the readability as well as the content

4. Layout: lots of white space, headings etc easier to readTechnical

Report

AN Other

2 How to write:Poor Layout – very difficult to read(Source: Plain English Campaign)

In the event that the Purchaser defaults in the payment of any instalment of

purchase price, taxes, insurance, interest, or the annual charge described elsewhere herein, or shall default in the performance of any other obligations set forth in this Contract, the Seller may: at his option: (a) Declare immediately due and payable the entire unpaid balance of purchase price, with accrued interest, taxes, and annual charge, and demand full payment thereof, and enforce conveyance of the land by termination of the contract or according to the terms hereof, in which case the Purchaser shall also be liable to the Seller for reasonable attorney's fees for services rendered by any attorney on behalf of the Seller, or (b) sell said land and premises or any part thereof at public auction, in such manner, at such time and place, upon such terms and conditions, and upon such public notice as the Seller may deem best for the interest of all concerned, consisting of advertisement in a newspaper of general circulation in the county or city in which the security property is located at least once a week for Three (3) successive weeks or for such period as applicable law may require and, ………..

etc etc……..

2 How to write:Better Layout - use of white space and headings

In the event that the Purchaser defaults in the payment of any instalment of purchase price, taxes, insurance, interest, or the annual charge described elsewhere herein,

or shall default in the performance of any other obligations set forth in this

Contract, the Seller may: at his option:

Declare immediately due and payable the entire unpaid balance of purchase price, with accrued interest, taxes, and annual charge, and demand full payment thereof, and enforce conveyance of the land by termination of the contract or according to the terms hereof, in which case the Purchaser shall also be liable to the Seller for reasonable attorney's fees for services rendered by any attorney on behalf of the Seller,

Or sell said land and premises or any part thereof at public auction, in such manner, at such time and place, upon such terms and conditions,

and upon such public notice as the Seller may deem best for the interest of all concerned, consisting of

advertisement in a newspaper of general circulation in the county or city in which the security property is located at least once a week for Three (3) successive weeks or for such period as applicable law may require

and,

2 How to write:Creative process (i)

Left and Right brain analogy – writing and reviewing are distinct activities that use a different part of the brain

Left Brain – creative side

Right Brain – analytical side

2 How to write:Creative process (ii)

Writing (Left Brain) – creation

Limit Distractions which interrupt train of thought – work somewhere quiet

STEP 1 Brainstorming. Use flow charts/spider diagrams. Write down ideas concepts etc.

STEP 2 Writing. From start to finish, do not stop to re-read or review. Get words on paper.

“Review” (Right Brain) – analysis

STEP 3 Review and edit

2 How to write:Gunning Fogg index; try this

An index to measure - how readable is my report? Select paragraph of around 100 words Calculate: 1 Average No of words per sentence 2 No of polysyllabic words

any word with 4 or more syllables- not including

proper nouns, words that have 4 syllables by adding suffix in –ed or –ing,

Add 1 + 2 and multiply by 0.4 Ideal index for Scientific writing is 10-12 Sentence length. Ideally 15 words, but never >30 words!

2 How to write:Gunning Fogg index; example

1. With respect to the third factor the presence of boggy ground is noted on historical maps in the PIR.

2. It is likely that such material would have been excavated and replaced with imported fill at construction phase of the motorway.

3. As-built drawings were obtained for the structure but do not contain any further information about this.

4. Given these complex mechanisms, it is proposed that the remedial measures at the slip should comprise partial reconstruction of the northbound embankment.

5. The depth of reconstruction should be to approximately 4 metres below the carriageway level and extending laterally into Lane 1 of the Motorway.

6. The length of this reconstruction would be approximately 45 metres. 7. Volumes of excavation are given in the following section of this report.

Total words = 123. (Use Tools-Word count in MS word)

Sentences=7Av sentence length = 17.6 1 Average No of words per sentence

No of polysyllabic words = 7 2 No of polysyllabic words

GF index = (17.6 + 7) * 0.4 = 9.8 Add 1 + 2 and multiply by 0.4

2 How to write:

Short Exercise – we’ll skip this if pushed for time!

Read TEXT 1 about trial piles

After reading: What was the main point of the text.

Its not clear.

TEXT 2 – same information but more clearly stated

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

Writer – the writer writes the report

Checker – checks that (i) writer included all the necessary data and(ii) that the data interpretations and recommendations ‘hang together’

Reviewer – further checks the completeness of the report and ensures it meets the clients requirements

Note:Often several writers and checkers – need for teamwork

Ideally the reviewer needs to be involved from the outset

REPORT WRITING

writer – dictates both the content and style. Both are important. If poor can place very heavy demands on the checker and reviewer.

It is not sufficient to adopt a sloppy approach, assuming mistakes will be corrected by checker or reviewer

Writer should aim for a good report that is ready for checking.

Such a report is easier to check and review.

The end result is enhanced from ‘good’ to ‘excellent’

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

REPORT WRITING – story telling

Writing a report: telling a potentially complex story in a simple and clear manner.

Informed writing. Don’t use the ‘thriller’ approach, i.e. don’t hide the conclusions until the end of the report!

Chronological? Reports should not be like descriptions of laboratory-type scientific experiments – series of actions in chronological order.

Subject-based report is bettere.g. a section on Ground Conditions – summarise all data from both desk study and ground investigation in one section.

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

REPORT CHECKING

Not simply a “once over” or read through. Requires reference to the figures/tables/appendices.

Thorough numerical check. Data correct and consistent

DOESN’T remove the writer’s responsibility to get it right!

Poor checking distracts the reviewer – danger of not registering what is omitted

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

REPORT REVIEWING

Early involvement of reviewer is very important. Not merely an end of project process

Reviewer takes responsibility

As well as checking the report meets client requirements, also is it ok from:

Commercial point of view

Legally – could we be sued?

One of the hardest things is to notice what is NOT included

3 Key Pointers on Technical Reports(Guidance on Report Writing, Garth Raybould and David Barry)

Report Writing:Good Practice – hints and tips Summary

Use simple concise clear EnglishConsider Layout as well as contentWork somewhere quiet away from interruptionsseparate stages: Ideas, writing, and review/editLimit sentences to 15-30 words

Good report – ready for check and reviewChecking….numerical data, completeness of reportReview…more global – does the report do what it set out to do?Early involvement of reviewer