Report Writing: Good Practice - Hints and Tips: Jonathan Cahm

Report Writing:
Good Practice hints and tips

Jonathan Cahm
Report Writing:
1
Introduction: Good English
Plain English Campaign
How to write
(Arup Technical Report Writing Course)
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
Technical
Report
AN Other
Still use simple, concise and clear English
Target Audience: semi technical
Report Incorporates technical data and..
..arrives at recommendations
2 How to write:
Technical Reports
HINTS
Technical
Report
AN Other
1.
Dont 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 read
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 Brain creative
side
Right Brain analytical

side
Left and Right brain analogy writing and reviewing are

distinct activities that use a different part of the brain
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 reread 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.
2.
3.
4.
5.
6.
7.
With respect to the third factor the presence of boggy ground is noted on
historical maps in the PIR.
It is likely that such material would have been excavated and replaced with
imported fill at construction phase of the motorway.
As-built drawings were obtained for the structure but do not contain any
further information about this.
Given these complex mechanisms, it is proposed that the remedial
measures at the slip should comprise partial reconstruction of the
northbound embankment.
The depth of reconstruction should be to approximately 4 metres below
the carriageway level and extending laterally into Lane 1 of the Motorway.
The length of this reconstruction would be approximately 45 metres.
Volumes of excavation are given in the following section of this report.
Total words = 123. (Use Tools-Word count in MS word)

Sentences=7
Av 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 well 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
outset
the reviewer needs to be involved from the

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
Such
should aim for a good report that is ready for checking.
a report is easier to check and review.

The end result is enhanced from good to excellent

REPORT WRITING story telling
Writing
a report: telling a potentially complex story in a simple and

clear manner.
Informed
writing. Dont use the thriller approach, i.e. dont 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 better
e.g. a section on Ground Conditions summarise all data from both desk
study and ground investigation in one section.

REPORT CHECKING
Not
simply a once over or read through. Requires reference to the

figures/tables/appendices.
Thorough
numerical check. Data correct and consistent
DOESNT
remove the writers responsibility to get it right!
Poor
checking distracts the reviewer danger of not registering

what is omitted

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
Report Writing:
Summary
Use simple concise clear English
Consider Layout as well as content
Work somewhere quiet away from interruptions
separate stages: Ideas, writing, and review/edit
Limit sentences to 15-30 words
Good
report ready for check and review

Checking.numerical data, completeness of report
Reviewmore global does the report do what it set out to do?
Early involvement of reviewer

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Report Writing:

Good Practice hints and tips

Introduction: Good English

Plain English Campaign

(Arup Technical Report Writing Course)

Key Pointers on Technical Reports

(Guidance on Report Writing,

1 Bad English example.

written in simple, concise and clear English

Still use simple, concise and clear English

Target Audience: semi technical

Report Incorporates technical data and..

Dont overestimate the readership levels

Language should be very simple

Consider the readability as well as the content

Layout: lots of white space, headings etc easier to read

Right Brain analytical

Left and Right brain analogy writing and reviewing are

1 Brainstorming. Use flow charts/spider diagrams.

3 Review and edit

An index to measure - how readable is my report?

Add 1 + 2 and multiply by 0.4

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

1 Average No of words per sentence

GF index = (17.6 + 7) * 0.4 = 9.8

Add 1 + 2 and multiply by 0.4

TEXT 1 about trial piles

2 same information but more clearly stated

3 Key Pointers on Technical Reports

the writer writes the report

(i) writer included all the necessary data and

further checks the completeness of the

the reviewer needs to be involved from the

3 Key Pointers on Technical Reports

dictates both the content and style. Both are important.

is not sufficient to adopt a sloppy approach, assuming

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

a report is easier to check and review.

3 Key Pointers on Technical Reports

a report: telling a potentially complex story in a simple and

Reports should not be like descriptions of laboratory-type scientific

3 Key Pointers on Technical Reports

simply a once over or read through. Requires reference to the

numerical check. Data correct and consistent

remove the writers responsibility to get it right!

checking distracts the reviewer danger of not registering

3 Key Pointers on Technical Reports

involvement of reviewer is very important. Not merely an end of

well as checking the report meets client requirements, also is it

of the hardest things is to notice what is NOT included

report ready for check and review

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