Report writing

For MGT 10009 final assessment

Learning and Academic Skills (LAS)

Presented by: Dr. Hua Wang

huawang@swin.edu.au

Semester 1 2024
Acknowledgement of Country
We respectfully acknowledge the Wurundjeri People of the Kulin Nation, who
are the Traditional Owners of the land on which Swinburne’s Australian
campuses are located in Melbourne’s east and outer-east, and pay our
respect to their Elders past, present and emerging.

We are honoured to recognise our connection to Wurundjeri Country,

history, culture, and spirituality through these locations, and strive to ensure
that we operate in a manner that respects and honours the Elders and
Ancestors of these lands.

We also respectfully acknowledge Swinburne’s Aboriginal and Torres Strait

Islander staff, students, alumni, partners and visitors.

We also acknowledge and respect the Traditional Owners of lands across

Australia, their Elders, Ancestors, cultures, and heritage, and recognise the
continuing sovereignties of all Aboriginal and Torres Strait Islander Nations.
 Session Overview
• What is a report?

• What is required in this report?

• How to address each requirement?

• Useful self-accessed materials

What is a report?
A report is a type of written texts to

• Communicate information;

• Analyse and evaluate information

• Present possible solutions;

• Make certain recommendations.

Reports vs. Essays
Reports Essays
Present information Present an argument
Scanned quickly by the reader Read intensively and carefully
Numbered headings & sub-headings Rare use of subheadings
Consistent use of citation and referencing Consistent use of citation and referencing

Short, concise paragraphs and dot points to highlight Linked cohesive paragraphs
information
Graphics wherever possible (tables, graphs, diagrams No use of graphics
& illustration)
Abstract (or executive summary) No abstract
Often requires recommendations based on key Rarely involves recommendations
findings and recommendations
Appendices for documentation No appendices
Language of Reports – General Guidelines
Language in reports should be:

• Formal – tailored to the audience (e.g., lecturers and other stakeholders)

• Concise – no unnecessary words
• Factual – no subjective or emotional language
• Accurate – grammar, vocabulary and punctuation
• Clear – e.g., ideas and explanations
• Usually impersonal – e.g., avoid using I/my and we/our (check with your lecturers if you
can use personal language)
• Descriptive – in the Results (Findings) section
• Tentative – in the Discussion section – e.g.,
✓ This is probably because…
✓ These results can/may be explained…– unless otherwise specified
Language of Reports (Cont.) – General Guidelines
• Write indirect questions – e.g.
✓ This report aims to discuss which note-taking methods are more effective.
• Write words in full instead of abbreviations – e.g.
✓ it is not instead of it’s not
✓ organisation instead of org.
• Write long names in full first, then use the acronym/initialism – e.g.
✓ Bureau of Meteorology (BOM) – acronym
✓ Environment Protection Authority (EAP) – initialism (from initials)
• Use more formal verbs – e.g.
✓ analyse or examine instead of look into
✓ increase and decrease instead of go up and go down
“Housekeeping” details
• Due date: Sunday 2 June (WK 13)

• Length: 1,500 words +/- 10%

• Size: 11 or 12

• Spacing: 1.5

• Number of references: at least 6 scholarly sources published after 2018, e.g. peer-
reviewed journal articles, books or book chapters (excluding your textbook)
The structure
• Executive summary No page number

• Table of content No page number

• Introduction Page number starts here

• Analysis (including the competitive landscape, the competitive driver and the key
management practices)

• Conclusion

• References …………………………………… Six (6) peer-reviewed journal articles published after

2018 in APA 7th style
How to structure this report?
A general guideline
Structure Percentage Word count

Introduction 10% Approx. 150 words

• Approx. 1,200 words, including 50 – 100 words of

scenario review;
Body • Approx.200 words per paragraph;
80%
paragraphs
• Approx. 6 body paragraphs;
• One body paragraph contains one idea/claim.

Conclusion 10% Approx. 150 words

Executive Summary
• Should be written lastly;

• Should be one concise paragraph (approx. 150 words);

• Covers major contents;

• Clear/easy to read without ‘jargon’;

• Has no page number .

Why?
Background problem and purpose of the report.
What?
Key findings.
So what?
Most important implications &/ recommendations.
 An example
This report provides an in-depth analysis of ACME Group
Limited's financial state, using appropriate accounting formulas Company information
and ratios. This leading furniture group holds licenses to various
brands, with almost 700 stores and website platforms in the UK
and Italy. There has been a downwards trend in sales since
2015, resulting in a weak financial position.
Aim
The aim of this report is to gain an understanding of the
financial information to provide interpretations on the
profitability, operating efficiency, liquidity, gearing and cash flows
of the company. After analysing Accent Group Limited’s cash Methodology
flow, this report finds that the company is currently not
generating enough cash from sales to cover their payments to
suppliers. Negative cash flow in the years of 2018 and 2019 has Conclusion
seriously affected the business. Throughout this research
process, it has become clear that Accent Group Limited does
not have sufficient profitability as the company is well below the
determined industry average. Moreover, the firm has poor
inventory turnover.

It is therefore recommended that: Recommendation

Table of contents
A table of contents should be automated in Word and
include the following:

• List of the headings, sub-headings and

appendices of the report
• Itemised list of appendices/graphs etc. *
• Final check of page numbers
*NB: A Table of Figures is often included
separately on the next page.
To learn how to insert an automated table,
go to: https://support.microsoft.com/en-us/office/insert-
a-table-of-contents-882e8564-0edb-435e-84b5-
1d8552ccf0c0
Introductions – one paragraph (approx. 150 words)
• Overall background/context (What happened to make you write this
report)
• State objectives and purpose
• Justify the scope of the report
• Outline structure
An example - Introduction
This report was commissioned by the CEO of Outdoor Equipment Ltd on 28 April 2023 to assess the
financial impact of Covid-19 lockdowns. It provides information obtained through ratio analysis,
regarding the profitability, liquidity, and financial stability of Outdoor Equipment Ltd for the years 2020
to 2022. (Background) The enquiry pays particular attention to the earning power, liquidity and credit
management, inventory management and debt management, and highlights major strengths and
weaknesses, while offering some explanation for observed changes. (Outline of structure) The report
comments on the prospects of the company and makes recommendations that would improve the
performance of Outdoor Equipment Ltd. These observations have limitations, which will be noted. This
report explains how a cash flow statement and a prospectus could enhance analysis. (Scope and
limitations)
Paragraphing
Paragraphing
Paragraphs in reports:
• Are fairly short –180-220 words;
• Include one main idea per paragraph – usually introduced in the first sentence.

In this case, you might have approximately six (6) paragraphs between the Introduction
and the Conclusion.
Body paragraphs – TEEL structure
Your body paragraphs should use TEEL structures.

✓ Topic sentence – the first sentence in a body paragraph that tells the reader what
the main idea or claim of the paragraph will be.

✓ Explanation – Explain what you mean in greater detail.

✓ Evidence – Provide evidence to support your idea or claim. Remember that all
evidence and explanation will require appropriate citation. Relate the evidence to
your analysis, the competitive driver you have identified and management
practices.

✓ Link – Summarise the main idea of the paragraph, and make clear how this
paragraph supports your overall argument. Show your readers a clear connection
with the next paragraph.
Analysis – competitive environment
This section can include:
• The overview of the company’s current competitive environment;
• Detailed explanations of its competitors, consumers, suppliers,
substitutes and complements, as well as new entrants;
• Evidence from peer-reviewed journal articles;
• In-text citations (APA 7th).
Analysis – Drive of competitive advantage and key management practices
In response, you need to

• Pick up a competitive driver (different from the one you have used in the oral
presentation) and explain what it means to your company;

• Use two management practices to make a difference;

• Explain how each practice can lead to an improvement in detail;

• Justify your explanation in light of peer-reviewed journal articles;

• Reference your articles (APA 7th).

Useful phrases
Reporting verbs
Neutral Or Positive More Positive Be critical of Disagree
according to x focuses on accounts for agrees avoids
analyses investigates adds assumes negates
argues that lends credibility affirms claims rejects
asserts maintains that agrees disagrees undermines
believes that measures concurs dismisses undervalues
calculates mentions confirms disputes
categorises notes counters does not address
cites observes demonstrates does not make clear
comments outlines emphasises fails to mention
compares proposes highlights ignores
contends that recommends (that) identifies is unclear
declares refers to makes clear leaves out
defines remarks makes evident underestimates
finds reports proves mentions
describes reveals reasons misses
details says recognises neglects
discusses shows refutes notes
emphasises states substantiates omits
estimates stresses throws light on overlooks
examines suggests (that) validates
explains supports
Conclusions – one paragraph (approx. 150 words)

The Conclusions:
• Are a summary of the main points in the report – no details;

• Answer the question(s);

• Are consistent with the introduction and discussions;

• Start with an introductory sentence

Example introductory sentence:

Based on the analysis, it is concluded that ……
An example - Conclusion
Outdoor Equipment Ltd is in an insecure financial position.
Improvements in every area of the company are required if the Conclusions drawn
from findings
company is, in the first instance, to survive and then grow.
The key areas of reform are the liquidity of the company and the
quantity and quality of working capital, profitability, and financial
stability. Management must address these areas simultaneously if Recommendations
the company is to overcome its present poor record.
It must be remembered that this analysis is limited - a greater depth
of understanding and evaluation can only occur with utilization of
other resources such as comparisons with budget forecasts and the
statement of changes in financial position. Only after this process
can a full appreciation of the company’s current situation and Limitations of report

possible future occur.

Acknowledging your information sources
Referencing your information sources whenever you use them,
including
• In-text citations
• A reference list

When reading assignment instructions, make sure you pay attention

to the required referencing style.
In-text citations – APA 7th
Number of authors Author prominent Information prominent

It is believed COVID-19 had

Wang (2021) argued COVID-19
Single author significant influence
had significate influence on ……
on……(Wang, 2021).

Wang and Robert’s (2020) It is revealed that ……(Wang &

Two authors
conclusion reveal …… Robert, 2020).

Three or more Wang et al. (2022) carried out a This study focuses on ……
authors study on …… (Wang et al., 2022).
Reference lists: some general APA 7th rules
A reference list should:

• Be presented at the end of your writing with the heading “References”;

• Include all sources you have used in writing;

• Be hanging indent for each reference list entry;

• Be organised alphabetically (A – Z) by the first author’s surname.

Reference List Example – APA 7th edition
Centred – no colon

In alphabetical order

APA hanging indent

No bullets/numbers

Double-spaced text

Both inactive weblinks

and underlined ones
are acceptable.

Source: https://www.bibme.org/apa
Reference list entry: journal articles – APA 7th
Single author:

Author, A. (Year). Article title. Journal title, volume(issue), page range. DOI

A space
after the full
stop.

Strangfeld, J. A. (2019). I just don’t want to be judged: Cultural

capital's’ impact on student plagiarism. SAGE Open, 9(1), 1 – 14.

https://doi.org/10.1177/21582444018822382
Reference list entry: journal articles – APA 7th
Two or more authors:

Author, A. A., Author, B. B., & Author, C. C. (Year). Article title. Journal title,
volume(issue), page range. DOI

Cursoy, A., Wickett, K., & Feinberg, M. (2018). Understanding tag

functions in a moderated, user-generated metadata ecosystem.

Journal of Documentation, 74(3), 490 – 508.

https://doi.org/10.1108/JD-09-2017-0134
Need to contact a Librarian?
For all business and law units, please contact:

✓ Jane O'Donnell jodonnell@swin.edu.au

✓ Susan Foster sfoster@swin.edu.au

Report Layout and Format

Your report document should:

• Look professional

• Be consistently formatted

• Be sustainably laid out – e.g., no large blank spaces or (mostly) empty pages

Tip
Remember to check your assignment brief for specific formatting requirements.
Report Layout and Format (Cont.)
Cover page
• Check you have included all the necessary information

Headings and sub-headings

• Make sure they are clear, consistently worded and short

• Check they are consistently formatted – e.g., use of title caps or sentence caps

Font types and sizes

• Choose a standard font type – e.g., Calibri, Arial or Times New Roman

• Choose a standard font size for the main text – i.e., 11 or 12 (main text)

• Check fonts are consistent – i.e., type and size

Report Layout and format (Cont.)
Remember to
• Insert page numbers – usually starting from the introduction
• Use page breaks – usually after each section
• Check margins – not too wide or narrow
• Headers and footers – where appropriate

Graphical information – suggestion

• 2 centred illustrations and their descriptions per A4 page
✓ Both illustrations – same size if possible

✓ Same alignment – e.g., both centred or both left-aligned

Report Layout and format (Cont.)

Capitalisation
• E.g., the report title, Table of Contents, headings/sub-headings and
figures’ titles
• Title caps
✓ All words except the, a/an, of, and and
✓ 2-letter words – e.g. at, in and on
OR
• Sentence caps – only the first word and proper nouns
• ALL CAPS – avoid using them (harder to read)
Final Tips
• Check your understanding of the assignment/essay question before your start
• Ask for clarifications/further explanations if need be
• Follow assignment guidelines – refer to them when:
✓Searching information
✓Writing your outline/notes and paper, and
✓When editing your draft
• Try using 1.5/2 line spacing when writing/editing your report assignments – gives
more clarity
• Allow enough time to work on and thorough edit and proofread your assignment:
✓Rushing leads to lower quality work
✓Careless mistakes can be costly – language, content and/or format
Editing and proofreading
Structure
• Logical
• Use of linking sentences

Content
• Relevant
• Well-supported
• Correctly referenced
• Clear
Editing and proofreading (Cont.)
Language
• Formality
• Conciseness
• Grammar
• Vocabulary and spelling
• Punctuation
Editing and proofreading (Cont.)
Editing tools - pros Editing tools - cons

• Suggest incorrect
✓ Save time
language/punctuation options –
✓ Show some missed errors
✓ Suggest better, more concise main issue
structures • Do not pick many grammatical
✓ Correct and explain punctuation errors
errors
• Do not “understand” context –
✓ Pick up some verb form errors
content and vocabulary choice
✓ Pick up some incorrect use of
articles • Do not pick up wrong words
correctly spelt
Additional resources
Study Smarter Online modules to support your assignment writing:
✓ Module 1.4 ‘How to approach your study ethically’ – referencing
and avoid plagiarism;
✓ Module 1.6 ‘Effective oral and written communication’ – TEEL
structure, punctuation, editing and proofreading;
✓ Module 1.12 ‘Using information with different sources:
Summarising, paraphrasing and quoting’ – integrating theories in
writing.

Please put swi.nu/lasstudy in your web browser and log in.

 Learning and Academic Skills (LAS)
• Individual Consultations by appointment
book via swi.nu/las-booking Mon to Fri 9.00 –5.00
• Drop-in Advice – 26 Feb– individual advice, no appointment needed
@ Hawthorn library Level 3: Mon 11:00 – 1:00; Tuesday – Friday 11:00 – 5:00
@ Online: Mon 11:00 – 1:00; Tuesday – Fri: 11:00 – 5:00 swi.nu/las-dropin
• Maths Drop-in esinchenko@swin.edu.au
@ Hawthorn LB311: Thu 2:00 – 4:00
• English Conversation Sessions LB311
Hawthorn campus Wed: 12:30 – 1:30 on campus
• LAS Workshops on academic skills and self-access modules, go to swi.nu/lasstudy
• All enquiries: las@swin.edu.au
How can I access LAS services?

Hua Wang: huawang@swin.edu.au (Mon – Wed; Fri)

LAS webpage: swi.nu/las (Monday – Friday 9am – 5pm)

For enquiries, email: las@swin.edu.au

Study Smarter Online Modules (self-paced): swi.nu/ssonline

Individual consultations – 30 mins, once every 5 days. To

book an appointment, go to: swi.nu/las-booking
Any
questions?
Thank you for attending this session!