BSc CONSTRUCTION MANAGEMENT/

QUANTITY SURVEYING (HK)

INDUCTION 2022-23

Assignments &
Report/Academic
Writing
 Report Writing

1. Format of a report
2. Stages in preparing a report
3. Key words in report writing
4. A point to note!

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 Definition
Cottrell (2003) defines a report as a…

“…the formal writing up of a piece of research

or project work. Reports are usually written in
a concise style, giving precise detail”

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 What a report should be
Bowden (1991) states that to produce an effective
report it should be:

• Read without unnecessary delay;

• Understood without undue effort;

• Accepted and, where appropriate, acted upon.

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 Which of the following are reports?

All of
?
• School report • Inter-office
•
•
Accident report
Feasibility study them!
memorandum
• Notes on a telephone
• Minutes of a meeting conversation
• Diary • Staff appraisal form
• CV
• University assignment

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 Report Types
• Organizational policies and procedures.
• Feasibility, evaluation & recommendation reports

• Primary research reports (incl.laboratory reports)

• Technical reports.
• Business plans.

• Technical specifications

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 1. Format of a report
• Title
• Introduction
• Main body
• Conclusion

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 Preliminaries
• Summary/abstract

• Terms of reference (a.k.a. ‘the brief’)

• Contents page

• Introduction

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 Main Body
• Methodology, findings, specific details,
opinions, facts, analysis, discussion

• Conclusion

• Recommendations

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 Supplementary
• References

• Bibliography

• Appendices

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 Preparing a report (initial questions)
1) What is the precise purpose of the report? 
2) What overall objective(s) do I have?
3) Who will read the report?
4) What resources are at my disposal?
5) What information will I need to obtain?
6) How shall I present my findings?

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 2. Stages in preparing a report
• Stage 1 ~ The brief
• Stage 2 ~ Selection of materials
• Stage 3 ~ Sorting and classifying
• Stage 4 ~ The first draft
• Stage 5 ~ Editing
• Stage 6 ~ Final stage

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 Stage 1 ~ The brief
• Identify:
– The principal reader
– All likely other readers
– Write for the principal reader
• Clearly define aim and objectives
• Decide what the principal reader:
• Requires to know / knows already
• Decide what other readers
• Require to know / know already

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 AIMS & OBJECTIVES
AIM –
‘the overall purpose’
‘an anticipated outcome’
‘To direct toward or intend for a particular
goal’

OBJECTIVE –
‘detailed targets’
‘Something worked toward or striven for; a goal’
‘the goal intended to be attained’

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The reports should be as
BRIEF as possible ~

interest the reader, not

bore them!
 Stage 2 ~ Selection of materials
• Collect only what is relevant to the aim
• List sources of information
• List people to interview
• Make copies of written information
• Record sources of all information
• Do not start writing until all the information
ahs been collected (?)

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 Stage 3 ~ Sorting and
classifying
• Choose subdivisions for the information
• Sort all information in sub-divisions into a
logical order
• Select information for Appendices
• Aim to make reading as easy as possible

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 Stage 4 ~ The first draft ~ 1
Choose the appropriate format:

• Example. 1
– Title page
– Introduction
– Body
– Conclusion

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 Stage 4 ~ The first draft ~ 1 (cont’d)
• Example 2
– Title page; Acknowledgements
– Contents; Abstract
- Aims and purpose of study
– Literature review; Methodology
– Results; Analysis and discussion
– Summary; conclusions;
Recommendations
– References; bibliography
– Appendices; Index
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The order of writing the report is
important, after information has
been obtained the main body of the
report should be written first. This
should be completed and reviewed
before moving onto the other
sections.
 Stage 4 ~ The first draft ~ 2
• Do not write in the first person (i.e. don’t use ‘I’), this is generally not appropriate for
technical /scientific reports.

• Avoid sarcasm, humour, irony, levity or satire.

• Try not to use slang, vulgarisms or regionalisms.

• Where possible attempt to write in short sentences,

approximately 20 words maximum (this should result in
a more concise and focused writing style)

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 Stage 4 ~ The first draft ~ 3
• Use the KISS principle (Keep It Short and
Simple) avoid ‘padding’
• Avoid a patronising or pompous manner in your
writing
• Write in the past tense

• Only use a direct “quote” when absolutely necessary.

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 Stage 4 ~ The first draft ~ 4
• Avoid clichés
• Always explain acronyms the first time
they are used. (e.g. British Broadcasting
Company (BBC))
• Do not use contractions (i.e. use ‘do not’ rather than ‘don’t’)

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 Presentation 1
• Use a ‘formal’ font (e.g. Times Roman, Arial)
• Report should be word processed

• Report should be word processed

• Text size 12pt or 10pt
• Space the report out, do not crowd the pages. If there are
large numbers of tables and graphs, place them in the
appendix

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 Presentation 2
• Ensure proper use of paragraphs. Large blocks of
text are difficult to read, place a double or single
line gap between paragraphs.

• Leave clear margins.

• Do not mix fonts, a maximum of two is acceptable (for text and for titles for
graphs, tables & photographs) .

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 presentation 3
• Ensure all pages are numbered.
• Do not include unnecessary graphics or pictures, which are not referred to in the
report.

• Fully justify the text (i.e. equal margins on each side of the text)

• Ensure images are of good quality, have a figure number and title

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 Presentation 4
Tables and graphs are a good way to
present data and other collected
information. It is usual that large data sets
or a large number of graphs are placed into
the appendix of a report. However, if there
are few tables, or if they are needed for
explanation, then they could go into the
body of the main text.

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 Essay writing - definition

‘a short literary composition on a particular the
me or subject, usually in prose and generally
analytic, speculative, or interpretative.’

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 Essay writing vs Reports
REPORT ESSAY
Usually written for specialist Is designed to be read as a
audience. whole.
 
Is designed to allow quick Written for specialist audience
access to information through  
the use of headings,
subheadings, numbering and
indentation. Some readers may
only read the abstract and then
possibly the conclusion.

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 Essay writing vs Reports
REPORT ESSAY
though there are different types No standard structure, apart
of report: technical, scientific, from an introduction, a main
field, lab, Environmental Impact body and conclusion. The
Report.  However, they usually structure of the main body may
have a standard Introduction, vary according to topic and
Method, Results and Discussion purpose.
format.  
 
Some reports require a Does not contain an abstract or
conclusion. They usually contain summary.
an abstract or, where specified,
an executive summary

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 Essay writing vs Reports
REPORT ESSAY
Based on data (primary) which Other peoples data/information
you are analysing and can be analysed and discussed
presenting from your own work throughout the body of the
or other data. essay, to develop and support
  your own argument
Usually contains data presented
in tables, and/or  figures which
are analysed & discussed
 

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 Essay writing vs Reports
REPORT ESSAY
Formal, impersonal style Formal, impersonal style is
required. Third person singular. required. Avoid colloquial
’I’ and ‘you’ are avoided language and personal style, for
  example the first person
Concise expression while clearly singular ’I’. and second person
expressing ideas. ‘you’

Style is concise, while self-

explanatory
 
Listing and bulleting may not be
allowed, used sparingly

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 Essay writing vs Reports
REPORT ESSAY
You’re telling a It’s important  to: link ideas
technical/scientific narrative within and between paragraphs;
(story), whilst using impersonal use topic sentences; paragraph
style. effectively e.g. 150 words
  paragraph, depending on topic;
Subheadings numbering and ensure there’s  a clear line of
indentation help to provide the argument
structure and cohesion. Brief  
signposting may be helpful in Usually there will be no sub-
introductions to longer reports headings

Essay Writing

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 Editing & proofreading
When you think you have finished….
• READ YOUR WORK !

• GET SOMEBODY ELSE) TO READ IT !

• CHECK THAT YOU HAVE YOU MET OR ANSWERED ALL
THE REQUIREMENTS OF THE BRIEF OR ASSIGNMENT

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Pause for thought!

Sleep on it!
 Stage 5 ~ Editing
• Read through without stopping
• Mark doubtful passages as you go
• Make corrections
• Final checks:
– Spelling
– Titles
– Layout, for consistency
Refer to the checklists in the notes &
appendix for more detail
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 Stage 6 ~ Final stage
• Always check the final report before dispatch
• Dispatch
• Celebrate!

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 Key words:
Clarity

Brevity

Relevance

Presentation

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 Novice writers are big procrastinators. They find
countless reasons not to get started. Even when
they finally get themselves seated at their desks,
they always seem to find diversions: make the
coffee, sharpen the pencil, go to the bathroom,
thumb through more literature, sometimes even
get up and return to the field. Remember that you
are never ‘ready’ to write; writing is something
you must make a conscious decision to do and
then discipline yourself to follow it through.

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 Writing your assignments

https://www.youtube.com/watch?v=dSJUH7f6L3o

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 THANK YOU
ANY QUESTIONS?

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