How to build a good story within your report
The structure of a technical report follows a set of standard conventions. Within the framework of these conventions, the author needs to write the report in a fashion that builds a story to interest the reader.
The purpose of the work must be clearly explained and remain consistent throughout the report. This means that all aspects of the report, including its title, the information in each section and the references used must support this purpose. If the research work led to findings that generated ideas for future work, this can be indicated in the conclusion (or detailed in a “future work” section of the report). Additional separate reports can also be written to discuss findings or outcomes that were not within the scope of the initial purpose.
It is important to consider what is included in a report. The information excluded from a report can be just as important as the data included. There is no need to include detailed findings or describe processes that are not relevant to the purpose of the work. Note, however, that there is a difference between “not relevant” and “contradictory”. It may have taken years to design and test a reactor vessel for an experimental protocol, but a discussion of that testing is not relevant to a report concerning on-site investigations using the reactor. On the other hand, data showing that the reactor functions differently under specific circumstances needs to be discussed to demonstrate the limitations of the equipment.
If the project is a continuation of previous work, a general summary (including references) of prior work is appropriate. It is unnecessary to restate work that is already documented elsewhere.
Keep information in the appropriate section. Consider a situation where the planned experiment didn’t work, and a new experiment was designed. The two experiments should be described in the experimental section, but the reasons why this new process was used should be included in the results and discussion section. References between sections (“The procedure was modified to include regular pH measurements, as described in the experimental section”) are acceptable.
Appropriate and complete referencing is essential. This allows the author to give credit to those who have done previous or related work that has informed the work in the report. It also allows readers to identify and access information that may be of use or interest to other project work.
As well as the content of the report, its appearance can impact its clarity. The report should be written in an easy-to-read font in an appropriate size. All text and data in figures, graphs and tables must be legible on both paper and when reading on a screen. Editorial consistency is also important. Use consistent spelling (for example, use colour or color, not both), referencing style and formatting throughout the report.
Prior to publication, have the work reviewed by at least one editor. If possible, use one editor who is familiar with the work described, and a second who is not. This will ensure that the report is clear enough for a novice to understand, but also contains appropriate high-level information for the more experienced reader. Finally, if the report is written in a language other than your native language, be sure to have a native speaker review the language and grammar.