Report writing

The importance of report writing in engineering and science

Report writing is an essential skill for university and professional life. Whether you're preparing an experimental report, a design proposal or a workplace document, strong report-writing skills will help you communicate findings clearly and effectively.

This guide covers the key aspects of writing a well-structured report, including understanding your audience, planning your content and presenting your work professionally.

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Getting started

Before you start writing a report, it’s important to understand your task, audience and objectives. This section will help you clarify what your report needs to achieve and how to approach it strategically.

Before you begin writing, consider who will be reading your report:

Non-specialist readers: Use clear language, define technical terms, and provide background information.

Technical experts: Assume prior knowledge and use discipline-specific terminology.

Tailoring your report to your audience ensures clarity and impact.
To write an effective report, ask yourself:

What type of report is required (e.g., experimental, technical, design proposal)?

Who is my audience (e.g., lecturer, client, assessor, manager)?

What is the purpose of this report?

What key points need to be addressed?

What information and research are required?
Different reports serve different purposes:

Experimental reports: Document an experiment, analyse results, and compare findings with existing research.

Technical design reports: Solve a problem, evaluate options, and recommend a course of action.

Defining your aim will guide the structure and content of your report.

Structuring your report

A well-organised report makes it easier for readers to find and understand key information. This section outlines the common structure of a report and the purpose of each section.

Includes:

✔ University and school name

✔ Course code and title

✔ Report title

✔ Author(s)

✔ Submission date
A short summary (50–300 words) outlining:

What was done

Key findings

Conclusions and recommendations
Lists major and minor sections with page numbers.
The introduction is a section that states your aims and some required background knowledge. An introduction will also outline the body of the report (where you state what you will do). This section contains:

Background information

The purpose of the report

An overview of the structure

Tip: Don't confuse the introduction with the abstract or summary; they are different and have different purposes. The common misconception is that one is simply a smaller version of the other (that the introduction is a rewritten, chopped-up version of the abstract). However, this is not the case.
Presents findings logically using headings and subheadings. These may include:

Methods

Results

Analysis

Discussion
A good conclusion should facilitate the reader’s understanding of your work’s significance, your achievements and whether your aims have been successful or not. Ensure your conclusion includes:

Whether the aims were achieved

Key takeaways

Possible recommendations
Lists all sources cited in the report, formatted according to the required referencing style.
Includes supplementary materials such as raw data, charts, or extended explanations.

Writing key sections

Certain sections of a report – such as the abstract, introduction and conclusion – are particularly important because they provide an overview of your findings. This section explains how to write them effectively.

Establishes the purpose and scope of the report.

Provides necessary background information.

Outlines the structure of the report.

Example:

"This document examines different instrumentation options for vibration analysis. It investigates the properties of undamped systems and compares mathematical models with real-world conditions. The findings will inform recommendations for further research."
States what was done, found, and concluded.

Should be written last for accuracy.

Typically half a page in length.

Example:

"A trailer rig was used to analyse the properties of an undamped system. Two vibration modes were identified: longitudinal and rotational. The damping ratio and natural frequency were calculated, confirming linear damping characteristics. While the experiment provided useful insights, it did not fully replicate real-world conditions."
Summarises findings and their significance.

States whether objectives were achieved.

May include recommendations.

Example:

"The results indicate that the LVDT transducer provided the most accurate data. Given cost considerations, the XY plotter is recommended for future studies due to its affordability and ease of use."

Presenting your report

How you present your report matters just as much as what you write. This section covers key formatting and layout tips to ensure your report is professional and easy to read.

Use professional formatting. Many word processors have built-in report templates.

Edit carefully to improve readability.

Double-space handwritten calculations and clearly label answers.
Number and label all figures and tables.

Provide clear, concise captions.

Use a consistent numbering system for equations (e.g., Eq. 1, Eq. 2).
Use a clear font like Arial or Times New Roman (minimum 12 pt for body text).

Use consistent heading numbering (e.g., 1.1, 1.2 for sections).
Example:

❌ "All Scottish sheep are black." (Incorrect – over-generalisation)

✔ "There is at least one black sheep in Scotland." (Accurate conclusion)