Getting Set to Write a Report

Devine Glim
Governor Simcoe Secondary School
Mr. Honsberger

December 9, 2014

How to Write an Essay

Introduction
There are several ways to proceed with writing a report. The circumstances under which
a report is to be written dictate to a large extent the way in which the writer begins.
(Blow)
If a report is to be written as a class assignment, there will likely be at least two
constraints on the report writer. These are: (1) Size: Very often, teachers (or Instructors)
will assign a report that is to fall within a specified size range (for example, ten to twelve
typewriter pages); and (2) Content: The student report writer is most often required to
either write on an assigned topic or a topic specifically related to a given field of study.
Reports written for business purposes generally do not have size restrictions
although in some cases a client may specify that progress reports and the like are not to
exceed a given number of pages the content of a business reports, of course, is
dictated by the circumstances. Thus, the writer never has to decide what to write about.
Reports written for social, fraternal, or familiar organizations probably have the
fewest constraints. This type of report is not usually evaluated in terms of grading or
business communication. As a result, the length is seldom specified and the content
reflects the needs of organization.
Of the three above-mentioned varieties of reports, those assigned in school are
in many ways the most difficult. The limits that are often set for a student create an
almost artificial unique to such reports. The task of arriving at a suitable scope for a
report, as discussed below, creates a frustrating situation as the job of finding sufficient
while not overwhelming reference material. However, it would be unfair to say that such

How to Write an Essay

exercises are not without a great deal of value. Such demands on research,
organization, and writing skills certainly improve and polish existing abilities. (Light)
Square One - Selecting a Topic
The first step, obviously, is applicable only to those situations in which one may
or must select a subject of a report.
There are a number of factors that bear upon this decision. The following
paragraphs explain some of these factors.
Scope. If a student is to select a topic that relates to material discussed in an
American history class and the report is to be between 15 to 20 typewritten pages long,
scope is a crucial factor. The writer would not, for example, attempt to treat the Civil
War in 20 pages or less; such as undertaking would be the best result in an outline of
events. A more practical approach would be to select narrower, though sufficient,
aspect of the war that could be developed to a meaningful extent within the limited
number of pages prescribed.
Interest. The student report writer may or may not have the luxury of selecting a
subject of interest; however, interest of the subject in the report will make the extensive
research and writing involved more enjoyable. One fairly failsafe way to accomplish this
is to spend some time browsing through different sources. Like window shopping, this
process often makes a person aware of something they like.
Availability of reference material. There would be no point in deciding to report on
Shermans March to the sea if there were not enough resource material with which to
develop the subject. This is where the writer must begin to use research skills. After

How to Write an Essay

examining on the encyclopedias, history texts, and current periodicals (such as Natural
History, National Geographic Magazine, Smithsonian), with the help of the card catalog
and the Readers Digest to Periodical Literature, the writer can get a feel for the amount
of resource material that is available as well as the extent of detail which the subject is
treated.
Background. If the report writer has ample time (and intends to invest it in
researching and writing the report), it is a good idea to undertake a report on a topic on
which the writer has limited knowledge. This will increase the benefits of having
completed such an exercise by expanding the writers store of information. However, if
the time to be spent on the report is severely limited, the writer may want to select a
topic that is familiar so that the direction that the report will take and ways of organizing
the material are not as difficult to deal with.
Orderly Research
Considerable time and energy can be saved if the writer takes this research part
in an orderly fashion. The following three steps, if followed exactly and completely, will
yield an orderly basis for the writing step.
Check Document Sources. Using the card catalog and the Readers Guide to
Periodical Literature, the writer completes 5 x 3 index cards for each entry that looks
as though it might provide needed material. Included on that card will be the following
information:
Author, last name
Title

How to Write an Essay

Publisher
City in which published
Publication date
Number of Pages (if a book)
Pages referenced
Completing all of these cards at once provided: (a) all of the information locating
the needed material; (b) freedom from having repeatedly returning to a card catalog
when any resources fail to provide needed information; and (c) all of the information
needed for footnotes and bibliography. If any of the references prove unsatisfactory, the
corresponding index card can be thrown away. Of those cards that remain, assign a
number for identification purposes.
Gather material. While reading through reference material, the writer should
summarize relevant information; of course, direction quotation should be noted as such.
It is helpful to write these summaries on 8 x 5 note cards, placing summaries of
distinct topics and subtopics on separate cards. In this way, the cards can be shuffled in
to some logical sequence when the time comes to write an outline. On each of the 5 x
3 index cards that identifies the source of material written on it. This saves having to
copy all of this information again.
Organize material. If notes on the reading are separated by topic as suggested
above, making an outline will not be difficult. Begin by trying to make four to six stacks
of cards that relate to each other more than they do to any of the others. A short phrase

How to Write an Essay

should be written that describes the commonality within each stack. The short phrases
provide the main heading of the outline. Within each of these stacks, the cards are
sorted into four to six stacks that relate to each other; a short phrase is written to sum
up their content. These short phrases will be subtopics for the outline. The writer will
find that some bending may be necessary, but for the most part this provides a
simplified method of organizing research material. (Bagg)
As the writer follows these steps, the frustration of report writing will be
minimized. With added experience, of course, the writer will find ways in which to
customize the process to fit the individuals working and writing style.