📊 Report Writing

🎯 Learning Objectives

• Understand the structure of formal reports
• Write lab reports with accurate methodology and results
• Use appropriate formal language for reports
• Present data and findings clearly
• Write executive summaries and recommendations

📋 Prerequisites

• BSHS1001 Week 6: Paragraph Writing — clear paragraph structure
• BSHS1001 Week 8: Essay Structure — understanding formal structure
• BSHS1002 Week 1: Critical Analysis Reading — evaluating and presenting evidence

3. 📖 Core Content

3.1 Intuition: What Is a Report?

Real-world context: In your IITM courses, you may need to write lab reports for programming/data science experiments. In the workplace, reports are used for project updates, research findings, and business recommendations.

3.2 Report Structure

3.3 Lab Reports

Lab Report Example

Title: Measuring the Effect of Temperature on Battery Discharge Rate

Objective: To determine how temperature affects the discharge rate of lithium-ion batteries.

Materials: 3 identical Li-ion batteries, thermometer, multimeter, freezer (0°C), room temperature (25°C), oven (50°C)

Method:

1. Three batteries were fully charged to 4.2V.
2. Each battery was placed at a different temperature (0°C, 25°C, 50°C) for 24 hours.
3. Voltage was measured every 2 hours using a multimeter.

Results: (Table showing voltage drop over time at each temperature)

Analysis: The battery at 50°C discharged 3x faster than the one at 25°C. The battery at 0°C discharged slightly slower but had lower initial capacity.

Conclusion: Temperature significantly affects battery discharge rate. High temperatures accelerate discharge, while low temperatures reduce available capacity.

3.4 Business Reports

3.5 Language for Reports

Do's and Don'ts

Useful Phrases

3.6 Presenting Data in Reports

Tables

Graphs (describe in text)

"As shown in Figure 1, sales increased steadily from January to March. The most significant growth occurred in March, with a 25% increase from the previous month."

Describing Trends

3.7 Report Template

Title: [Clear, descriptive title]

Executive Summary: This report examines [topic]. The key findings include [finding 1] and [finding 2]. Based on these findings, it is recommended that [recommendation].

1. Introduction [Background context] [Purpose of the report] [Structure of the report]

2. Methodology [How data was collected] [Tools/equipment used] [Any limitations]

3. Findings [Presentation of data - tables, graphs, description]

4. Discussion [Interpretation of findings] [Comparison with expectations] [Implications]

5. Conclusion [Summary of key findings]

6. Recommendations [Actionable suggestions based on findings]

References [List of sources]

Appendices [Additional supporting material]

3.8 Before/After: Weak vs. Strong Report Language

"We did an experiment to see if temperature affects batteries. We put batteries in different temperatures and measured them. The battery in the hot place died fast. It was interesting." After (Strong): "This experiment was conducted to examine the effect of temperature on lithium-ion battery discharge rates. Three batteries were placed at controlled temperatures (0°C, 25°C, and 50°C) for 24 hours, and voltage was measured at two-hour intervals. The results showed that the battery at 50°C discharged 300% faster than the battery at 25°C, suggesting a significant inverse relationship between temperature and battery life."

3.9 Key Concepts Summary Table

4. Common Pitfalls

Pitfall 1: Writing an Essay Instead of a Report

• Mistake: Writing a persuasive argument instead of presenting findings objectively
• Why: Students are more familiar with essays
• How to fix: Use headings, subheadings, bullet points, tables. Reports are scanned, not read linearly.
• Correct: Focus on presenting information clearly, not arguing a point.

Pitfall 2: Using Personal Language

• Mistake: "I think the results show..."
• Why: Conversation habits carry over
• How to fix: Use passive voice and third person: "The results indicate..."
• Correct: "The data suggests a correlation between X and Y."

Pitfall 3: No Executive Summary

• Mistake: Jumping straight into the introduction
• Why: Students don't know what an executive summary is
• How to fix: Always include an executive summary as the first section after the title page. Write it LAST (after you know your findings).
• Correct: Executive summary = condensed version of the entire report.

5. Practice Questions

Question 1

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Methodology section describes how data was collected, tools used, and procedures followed.

Question 2

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Report version: "A survey was conducted with 100 students to examine their study habits."

Changes: Passive voice ("was conducted"), more formal vocabulary ("examine").

Question 3

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To provide a brief overview of the entire report — purpose, methodology, key findings, and recommendations. It allows readers to understand the main points without reading the full report.

Question 4

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Correct order: Executive Summary → Introduction → Methodology → Results → Discussion → Conclusion → Recommendations

Question 5

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Sample: "Sales increased from 100 units in January to 120 units in February, representing a 20% rise. However, sales subsequently declined over the following two months, reaching 85 units in April — a 15% decrease from the February peak."

Question 6

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Informal: "didn't work," "messed up"

Formal: "The experiment did not yield the expected results due to measurement errors."

Question 7

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Sample:

"Three groups of 10 bean plants were grown under identical conditions (same soil, water, sunlight) for 30 days. Group A received Fertilizer X, Group B received Fertilizer Y, and Group C (control) received no fertilizer. Plant height was measured every 5 days using a standard ruler."

Question 8

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Better: "This study suggests / indicates / provides evidence that coffee may improve memory."

Why: "Proves" is too absolute for most studies. Hedging shows scientific caution.

Question 9

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Sample:

"This report examines student satisfaction with online learning at IIT Madras. A survey of 200 students revealed that 72% were satisfied with online learning, while 28% reported challenges with engagement. Key factors affecting satisfaction included lecture quality, flexibility, and technical support. It is recommended that the institution invest in interactive tools and provide additional support for students struggling with engagement."

Question 10

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Discussion — this section interprets results, acknowledges limitations, and suggests future research.

Question 11

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Passive: "The experiment was conducted over three weeks."

Question 12

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Sample:

"The survey results indicate a clear preference for morning classes. Out of 100 respondents, 80 (80%) stated that they prefer morning classes, while 20 (20%) expressed a preference for afternoon or evening classes. This finding suggests that the majority of students favor early scheduling."

6. Cross-References

• BSHS1001 → Week 8: Essay Structure — contrast with report structure
• BSHS1001 → Week 10: Formal vs Informal Language — formal report language
• BSHS1002 → Week 3: Business Communication — practical business reports
• BSHS1002 → Week 8: Research Writing — research reports and papers Join Discord PreviousCritical Analysis ReadingNextBusiness Communication