The selection of an appropriate topic for a paper rests with the writer in the context of the course for which it is written. Some instructors will be quite specific about the topics and types of reports required in their classes while others may allow students wide latitude in selecting topics and report types. If it is not clear what type of report is required, students should ask for clarification from the instructor.
It is usually to the writer's advantage to do some preliminary research before finalizing the topic to determine the availability of resource materials. Some topics may not be appropriate because too little information is available, or because the information has been so extensively written about that it is common knowledge to which little can be added under the circumstances.
If information must be obtained through interlibrary loan or by writing to outside sources, enough time must be allowed to receive it. It sometimes takes several weeks or more to get a reply. If time is limited, adequate reference materials must be available locally. Students should start reports early to allow time to locate and receive resource materials.
When researching a topic, it is necessary to take good notes. The notes should be as complete as possible, including accurate documentation. Notes should include the author, date, title, page, and publication information for every source used. It can be a tedious task to have to go back and recheck the bibliographical sources for a missing part.
Plagiarism is the use of another's work without providing adequate recognition to the originator and therefore implies that the work is one's own. Writers must document any information taken from or based on the work of others even if it is not directly quoted.
In a university, plagiarism is a serious offense and may result in course failure and additional disciplinary action.
Copyright laws protect most written documents as well as illustrations, photographs, music, computer programs, and other materials. Fair use provisions in the law allow for some limited use for educational purposes, but should not be abused. If you are not sure about the copyright status of materials used, ask the course instructor. In some cases you may need to obtain permission to use the materials from the copyright holder. Care should be taken to photocopy only limited portions of documents to be used only as individual notes.
Getting started and logically organizing a paper can be the hardest part of writing. The development of an outline is one of the keys to successful content and good organization. It is the writer's analysis of the report's contents that helps organize thoughts, ensures that pertinent information is not left out, and eliminates the need for extensive revision. Typical report outlines contains the following:
I. Introduction A. BackgroundB. Purpose of the report
C. Sources of information
D. Major topics to be covered
II. Major topic number 1
A. Subtopic to major topic 1
1. Details of subtopic A
2. Details of subtopic A
B. Second subtopic to major topic 1
1. Details of subtopic B
2. Details of subtopic B
III. Major topic number 2
(Developed as topic 1)
IV. Major topic number 3
(Developed as topic 1)
V. Summary
A. Recapitulation
B. Conclusion
C. Recommendations
A rough draft is produced the first time a writer sits down with their notes and outline to write the report. Filling in the skeleton of the outline to produce a complete paper can be a difficult task. It is therefore advised that the rough draft consist of all the ideas that logically fill in the outline without detailed attention to correct grammar and the final flow of the paper. The important part is to get the ideas down on paper to provide the basis for later rearrangement and refinement.
If time is available, lay the rough draft aside for a day or so and then begin the steps that will polish the rough draft into a final paper. After reading what has been written, begin the refinement process. Rewrite what does not make sense at this point and have someone else read it and make suggestions. When satisfied with the paper, recheck it for typographical errors, incorrect spelling, awkward sentences, and punctuation. An effective way to check for grammatical mistakes and awkward sentences is to read the paper out loud. Once satisfied, proofread and print the final copy.
When writing research, technical and other formal reports, the writer should remain impersonal, objective, precise, and concise. In general, personal opinions should not be a major part of the report except as objective conclusions based on the data presented. Reports should usually be written in the third person avoiding personal pronouns such as I, we, and you. The words used should have the precise meaning intended and slang should be avoided.
It is strongly recommended that a computer be used to prepare most documents. Modern software has raised the quality expectations for document presentation, and students who do not use those capabilities are at a disadvantage.
Although a computer is a powerful tool which facilitates the mechanics of document production, the author is still responsible for the content and appearance of the final work. Additionally, word processors and other computer programs must be learned before they can be used effectively. Students planning to use computers for preparing reports are strongly advised to learn how to use both the computer and the programs which they will need before they actually have to prepare a report.
When a computer is used, particular care should be used in printing the document to assure a high quality printout.