Office of the Pro Vice-Chancellor (Business)

College of Business:
Guidelines for referencing and presentation
in written reports and essays

Version: 4

Approved: April 2010

Review date: Not later than December 2011

1
Contents

1. Introduction........................................................................................................................ 2

2. Referencing........................................................................................................................ 4
2.2.1 Paraphrasing................................................................................................................................ 4
2.2.2 Direct quotes................................................................................................................................ 4
2.3.1 Referencing internet sources........................................................................................................5
2.4.1 Printed material and multimedia.................................................................................................10
2.4.2 Electronic journal articles...........................................................................................................20
2.4.5 Order of entries in a reference list..............................................................................................22

3. Plagiarism......................................................................................................................... 25
3.1.1 What constitutes plagiarism?......................................................................................................25
3.1.2 What is the penalty for plagiarism?...........................................................................................25

4. Essay writing.................................................................................................................... 28
A Step By Step Guide to Essay Writing...............................................................................................................28
Step 1 Choose your topic....................................................................................................................28
Step 2 Read the instructions, relating to your assessments as set down in your Course Guide........28
Step 3 Analyse the topic......................................................................................................................28
Step 5 Starting your research..............................................................................................................30
Step 6 Mind mapping...........................................................................................................................30
Step 7 Focus your research................................................................................................................30
Step 8 Draw up a detailed plan...........................................................................................................32
Step 9 Writing the Essay.....................................................................................................................32
Step 10 Writing the first draft...............................................................................................................34
Step 11 Editing your final draft.............................................................................................................35

5. Report Writing.................................................................................................................... 36
A step by step guide to report writing...................................................................................................................37
Step 1 Choose your topic....................................................................................................................37
Step 2 Read the instructions relating to your assessments as set down in your Course Guide.........37
Step 3 Analyse the topic......................................................................................................................37
Step 4 Brain storm – what do you already know about the issue?......................................................37
Step 5 Starting your research..............................................................................................................37
Step 6 Mind mapping...........................................................................................................................37
Step 7 Focus your research................................................................................................................38
Step 8 Draw up a detailed plan...........................................................................................................39
Step 9 Writing the report......................................................................................................................40
Step 10 Using your plan to start writing...............................................................................................43
Step 11 Writing the first draft...............................................................................................................43
Step 12 Formatting your report............................................................................................................44

Reference list......................................................................................................................... 48

Bibliography.......................................................................................................................... 48

Glossary................................................................................................................................. 49

Acknowledgements............................................................................................................... 50

Tables

1
Table Title Page
Table 1 Referencing styles – type of author 6
Table 2 Referencing styles – no author 6
Table 3 Referencing styles – books 7
Tables 4a-d Referencing styles 10
Table 5 Order of entries in a reference list 22
Table 6 Other referencing systems 23
Table 7 Commonly used abbreviations in referencing 24
Table 8 Direct use of another person's work without citation 26
Table 9 Paraphrasing without citation 26
Table 10 Piecing together texts and linking them 26
Table 11 Integrating ideas from multiple sources 27
Table 12 How to avoid accusations of plagiarism 27
Table 13 Action/instruction words used in assessment tasks 29
Table 14 Mind mapping for essays 30
Table 15 Checklist for essays 34
Table 16 Mind mapping for reports 38
Table 17 Sections of a report 40
Table 18 Examples of the language used in the different sections of a report 45
Table 19 Formal versus informal language 45
Table 20 Report writing checklist 47
Table 21 Glossary 49
1. Introduction
The written word is the basis of business communication today, whether in a formal business report, a letter,
informal memo or email. As a business professional, you will be judged by how well and how clearly you use words
to communicate.

As well as teaching technical business skills in a broad range of disciplines, RMIT Business is also committed to help
you develop appropriate business writing skills for the University assessments you will be required to submit.

This document is intended for RMIT Business TAFE and undergraduate students, although postgraduate students are
encouraged to use it as a starting point. It details how to format your written work and demonstrates:
 the differences between academic essays and business reports;
 guidelines for their preparation;
 how to ensure you meet the technical requirements;
 how to cite references;
 how to avoid plagiarism.

You will find a set of broad guidelines to help overcome common problems with grammar, formatting, and use of
abbreviations. This document is intended as an integral reference on matters of style and method. It will also help
you further develop your written communication skills.

The RMIT Business Guidelines are based on the Style manual for authors, editors and printers (2002), referred to
here as Style manual (2002) which is published on behalf of the Commonwealth of Australia, and is the
Commonwealth Government’s preferred style. The Style manual (2002) can be used to provide guidance on areas
which are not covered in the RMIT Business document, but if there is any inconsistency you should follow the RMIT
Business document.

There may be certain other style requirements published in a course guide or indicated by the lecturer in charge.

Examples used in this guide are presented in text boxes to make them easy to follow.

Example of correct in-text ‘Whilst this work has been developing in the USA it had very
reference using quotes different beginnings in Britain ‘ (Wright 1982, p. 51).

Additional support and assistance with essay writing, writing style, and referencing can be found by viewing the
Learning Lab <www.dlsweb.rmit.edu.au/lsu>.

1.1 Getting started

Do not leave the task until the last minute. You are urged to consider the following advice in relation to written
assessments:
 Start thinking about the topic as soon as it has been selected and list the questions you believe you
should try to answer.
 Do background reading, but keep checking the set topic to ensure that you stay focused.
 Place the topic of your answer within the appropriate context. For example, an essay question on the
macroeconomic policies of a particular country will require you to define ‘macroeconomic’ before you can write
about policies in different countries. So you may need to complete background reading before commencing
the specific reading related to your written task.
 What do you need to fully answer the question? Do you need to collect data, source more reading
materials, analyse new or existing data? Where will you source this information?
 Allow time to secure essential references, remembering most libraries often do not have sufficient
multiple copies of references. Learn quickly to get the relevant information for your assignment, using the
table of contents, chapter summaries, indexes and reviews. Always record the details of the publications in
full for inclusion in your notes or plan in case you decide to refer to a source in your essay.
  You should use all available research resources including the Internet and other electronic sources,
to both save time and allow you to conduct international research and data gathering from home or work.
However, in using these new technologies you must ensure that database resources, web pages, email,
electronic discussion lists, etc. are properly acknowledged (see chapter 3 for electronic document
referencing).

1.2 Editing
Do not leave editing until the last minute, but leave sufficient time to rewrite work to improve your expression. Remove
irrelevant or redundant material. Refine arguments to be more concise and forceful, and to remedy any other
deficiencies.

Hint:
Often, the best way to ensure your writing flows systematically is to read your work aloud. Your natural
pauses become your punctuation and paragraph breaks, and sometimes, while reading aloud, it
becomes obvious what needs to be deleted and what is missing from your analysis.

1.3 Confidentiality
If you include confidential and/or controversial material and do not wish your essay or report to be viewed by people
other than RMIT staff, you should discuss this with your lecturer or course coordinator.

1.4 Referencing
What is referencing?
 Referencing means acknowledging someone else’s work or ideas. It is sometimes called ‘citing’ or
‘documenting’ another person’s work.
 Referencing is a basic University requirement.

As an RMIT Business student, you are required to use the Harvard referencing system as outlined in the following
pages. This author date system is based on the Australian Government 2000, Style manual for authors, editors and
printers, 6th edn, John Wiley & Sons, Australia.

Note: The Harvard system has many variations. You must use this version known as the AGPS style.

We have created an interactive website to assist you in the pursuit of referencing to the required standard. The site
contains examples you can read as well as self help exercise with the information presented in a just in time format. It
would be beneficial fore you to bookmark the RMIT Business online referencing resource.

Why reference?
 To draw on the ideas, language, data, and/or facts of others. (You are expected to read and research
widely.)
 To provide depth and support to academic work through citation of theories or key writers whose
work supports your answer, argument, or contention.
 To demonstrate knowledge of current thinking in the field.
 To support academic writing, essays, business reports, and oral presentations.
 To demonstrate your ability to synthesis and analyse ideas sourced through your research.
 To acknowledge work from others that you have quoted, summarised, paraphrased, synthesised,
discussed or mentioned in your assignments.
 To provide a list of the publication details so that your readers can locate the source if necessary.
 To demonstrate the level and breadth of research undertaken by a student. References used
correctly will benefit your work and may add to your final grade.

Note:
 Without appropriate referencing students are in effect “stealing” the work of others- this is tantamount
to academic fraud and is called plagiarism.
 Failure to reference your work means that you may be found guilty of plagiarism which incurs
academic penalties. Further information can be found at RMIT Regulations 6.1.1 – Student Discipline.
  Failure to use the correct referencing format may affect the grading of your academic work.

2. Referencing
2. 1 Introduction
Whenever you rely on someone else’s work you must acknowledge that by providing details of the source. Harvard
Referencing has been developed to provide standard, compact ways of conveying this necessary information.

In this system, each reference is indicated in two areas of your work:

 in the text (in-text citation) by using the name of the author(s) and the date of publication of the work.
 In the reference list, where the full details of each reference, including the title and publishing details
are given

2.2 In-text citations

There are two ways of referencing in-text:
 Paraphrasing
 Direct quotes

2.2.1 Paraphrasing
When paraphrasing, the ideas of the author(s) are expressed in your own words.

Paraphrasing is used to indicate to the reader:

 your understanding of the content in the reference you are using.
 your ability to relevantly and appropriately use ideas and information to support an
argument or an opinion.

2.2.1.1 How to reference in-text

There are two options for in-text referencing
 Adding the citation at the end of the sentence.
 Using the author’s name as part of your sentence.
 When paraphrasing include the author’s name and date of publication.
e.g.
Lack of variability in a product is an important measure of its quality (Shannon 2003).
OR
Shannon (2003) describes the role of statistics in minimising product variability.

2.2.2 Direct quotes

When quoting, the exact words of the author(s) are used. Direct quotes should be kept to a minimum.

2.2.2.1 How to reference in-text

There are two options for in-text referencing
 Adding the citation at the end of the sentence
 Using the author’s name as part of your sentence
 When using direct quotes include the author’s name, date of publication and page number
e.g.
Statistical thinking can be defined as a ‘set of thought processes and value systems that focus on
understanding, managing and reducing variation in the output of the firm’ (Shannon 2003, p. 5).
OR
Shannon defines statistical thinking as a ‘set of thought processes and value systems that focus on
understanding, managing and reducing variation in the output of the firm’ (2003, p. 5).
 2.3 A reference list
 The publication details of every item cited / used in your writing need to be included in the reference
list at the end of your paper. Any websites used must also be documented in full. This enables the reader to
locate the source if they wish.
 Each reference list entry requires a specific format depending on the reference type i.e. whether it is
a book, book chapter, journal article, website, etc. This is indicated in the following tables (page 6 onwards).
 You must use a variety of sources in your written work e.g. books, journals and websites etc. This
indicates that you have researched widely.

What is the difference between a reference list and a bibliography?

 A reference list details in alphabetical order by author family name, all the works/articles/journals/
monographs/web pages and data sources you have cited in your written work.
 A bibliography lists, in alphabetical order by author family name, all the works/articles/journals/
monographs/web pages and data sources you have used or accessed to create your written work.

Note: RMIT Business requires all students to use a reference list in assessment tasks unless otherwise instructed by
your lecturers.

2.3.1 Referencing internet sources

Referencing of web resources follows the same principles as for printed material. Often it is difficult to decide how to
reference a web site, especially when it originates from a corporate or government body.

It may not be clear:

 who or which part of an organisation is responsible for the content. (Check the header, footer or
“About” section of the site).
 when it was created or last updated. (Many sites are continuously updated – check for clues such as
references to events which happened in a particular year or look for a copyright date. If it is clear that a site is
continuously updated use the current year.)
 which part to take as the title. (Home pages do not always require a title. For subordinate pages,
choose the most obvious heading on the page).
 who is responsible for publishing it.

The important thing is to make it clear exactly which part of the site you are referring to and provide details of the
bodies responsible.

Viewed date
As documents on the web are subject to sudden change, it is essential to include the date on which you accessed the
document, especially if no date can be found on the document itself.

Web addresses (URL - Uniform Resource Locator)

Provide the full URL for the site.
If you are accessing information via a Library database, give the name of the database not the URL.

As URLs often change, e.g. when a site is restructured, you need to provide sufficient information such as title and
author for the reader to locate the document on the site.

Enclose the URL in angle brackets

e.g. <www.ibisworld.com.au>. followed by a full stop.

It is important to use the URL prefix to identify type of access involved e.g. http:// ftp:// gopher://
General rules for in-text referencing where the name(s) of the authors are given
For books, journals, websites, conference papers and newspapers, the general rule is to use the family name and the
date.

Table 1
Referencing style – types of author In-text reference
One author
Family name Kumar (2007) argued that…
Year of publication ...(Kumar 2007).
Two or three authors
Family name Brown and Lee (2008) offer the opinion that…
Year of publication ....(Brown & Lee 2008).
Four or more authors
The name of the first author followed by ‘et al.’ Ng et al. (2004) stated that…
Year of publication …(Ng et al. 2004).
Note: Family names of all authors, and initials, to be
used in the reference list

For specific information regarding referencing, refer to pages 8-22 of this Guide or use the online referencing resource
<www.dlsweb.rmit.edu.au/bus/public/referencing/index.html>.

General rules for in-text referencing where the name(s) of the authors are not given

Table 2
Referencing style – no author In-text reference
Newspapers from a database or hard copy In-Text Reference
Name of paper – in italics As stated in the Financial Review (1 August 2007, p. 62,
Date viewed 27 August 2007, Factiva Database)…..
Page …. (Financial Review, 1 August 2007, p. 62, viewed 27
Date viewed August 2007, Factiva Database).
Database if applicable
Websites – corporations / institutions
An organisational publication with no individual author
e.g. a corporate website or report, treat the company
as the author
Telstra (2007) provided the latest….
Name of authoring body, corporation / institution
...,(Telstra 2007).
Year of publication

For specific information regarding referencing, refer to pages 8-22 of this Guide or use the online referencing resource
<www.dlsweb.rmit.edu.au/bus/public/referencing/index.html>.
 2.4 Books
The following table demonstrates how to correctly reference your work both in-text and in the reference list using
books.

Table 3
Reference type Reference list In-text citation
Book – one author Shannon, J 2003, ‘A
Family name and initial(s) companion to business
Year of publication statistics’, Pearson, Frenchs … (Shannon 2003).
Title of book - italicised Forest, NSW.
Publisher OR
Place of publication Shannon (2003) argues
Note the use of upper and
lower case in the titles of all Note:
books  for direct quotes enclose the
exact words of the writer in
‘single’ inverted commas
 Include the page number(s)

Shannon (2003, p. 45) defines…

Book – four or more authors
The name of the first author
followed by ‘et al.’ is used for the
in-text reference.
In the reference list write the
names of all the authors.
Kotler, P, Brown, L, Adam, S
& Armstrong, G 2004,
Marketing, 6th edn, Prentice
Hall, Frenchs Forest, NSW.
...(Shannon 2003, p. 45).
… (Kotler et al. 2004).
OR
Kotler et al. (2004) state ...

No clear author
Where there is no clear author,
enter under the title of the book.
Style manual for authors, The Style manual for authors,
editors and printers 2002, 6th editors and printers (2002)
edn, John Wiley & Sons, describes …
Australia.

Edited book
Single editor Cortada, J (ed.) 1998, Rise of …(ed. Cortada 1998).
the knowledge worker,
Butterworth-Heinemann,
Boston.

Multiple editors Cope, B & Mason, D (eds) …(eds Cope & Mason 2001).
2001, C-2-C: creator to
Note: consumer in a digital age,
Common Ground Publishing,
ed. - editor
Altona, Vic.
eds - editors
Book chapter / article
Author(s) of chapter - family
name(s) and initial(s)
Year of publication
‘Title’ of chapter - in single
inverted commas
[in] Editor of book (if different)
Title of book – italicised
Edition
Publisher
Place of publication
Page number(s)
E-book
Author(s) family name(s), Initial(s)
Year of publication
Title of book,
Edition
Publisher
Place of publication
viewed day month year
database name
When the e-book is in a library
database as a page image (pdf),
cite it as if it were a hard copy book.
To show where the e-book was
located online, add the date of
viewing and either database name
or URL.
If the book is only available on a
Library database as HTML or plain
text, then you must cite the date of
viewing and either the database
name or URL.
Alternatively an anonymous
article e.g. from an encyclopedia or
dictionary can be cited in the text
with no entry in the reference list.
Several items with same author
and year
If you are referring to more than one
work written by the same author in
the same year, the letters a,b,c etc
are added to the date to indicate
which one you mean.
Ahmadjiian, CL 2006, Ahmadjiian (2006) observes that...
‘Japanese business groups: ...(Ahmadjiian 2006).
continuity in the face of change,
in S Chang (ed.) Business
groups in East Asia, Oxford
university Press, UK, pp.29-52.
Note:
The Initial(s) of editor(s) comes
before their family name(s).
Include the page numbers for
the whole chapter.
Zietlow, J, Hankin, JA &
Seidner, AG 2007, Financial Zietlow, Hankin and Seidner (2007)
management for nonprofit state...
organizations : policies and
practices, John Wiley & Sons,
Inc., Hoboken, New Jersey.
….Zietlow, Hankin & Seidner
2007).
or
Zietlow, J, Hankin, JA &
Seidner, AG 2007, Financial
management for nonprofit
organizations : policies and
practices, John Wiley & Sons,
Inc., Hoboken, N.J., viewed 7
November 2007, Ebook Library
database.
Liu, C & Albitz, P 2006, DNS
and BIND, 5th edn, O’Reilly,
Sebastopol, CA, viewed 7
November 2007,
<http://proquest.safaribooksonli
ne.com/0596100574>.
No reference needed. The new Palgrave dictionary of
money & finance (1992) defines
hedging as …
Hill, CWL 2004a, Global Hill (2004a) suggests that...
business today, 3rd edn, Hill (2004b) suggests that...
McGraw Hill / Irwin, Boston.
...(Hill 2004b).
 Hill, CWL 2004b, Strategic ...(Hill 2004a).
In the reference list the works are management theory: an
listed alphabetically according to the integrated approach, 6th edn,
title. If the title starts with ‘A’, ‘An’, Houghton Mifflin, Boston.
or ‘The’, the alphabetical order is
determined by the second word in
the title

Several items with same first

author and year
When an author publishes more
than one work in the same year,
but with different co-authors, the
name of the second author
determines the order in which the
works appear in the reference list.
Secondary citation (citation
within a citation)
A secondary citation is when you
refer to the work of one author
cited by another author.
Primary sources are preferred.
If the original source is not
available you must include the
name of both writers for in-text
references.
Only the source you have read
appears in the reference list.
Kotler, P, Brown, L, Adam, S
& Armstrong, G 2004,
Marketing, 6th edn, Prentice
Hall, Frenchs Forest, NSW.
Kotler, P & Lee, N 2004, ‘Best
of breed’, Stanford Social
Innovation Review , vol. 1, no.
4, pp. 14-23.
Horton, S 2006, Access by
design: a guide to universal
usability for web designers,
New Riders, Berkeley,
California.
Kotler et al. (2004) suggested
that...
Kotler and Lee (2004) offer the
opinion that...
… (Kotler et al. 2004).
… (Kotler & Lee 2004).
‘Form ever follows function’
(Sullivan, cited in Horton 2006, p.
1).
In 1896 Louis H. Sullivan observed
that ‘form ever follows function’
(cited in Horton 2006, p. 1).
2.4.1 Printed material and multimedia

Table 4a
Reference type Reference list In-text citation
Journal articles
Author(s) family name(s), initial(s) Lencioni, PM 2002, ‘Make Lencioni (2002)
Year of publication, your values mean reported that...
‘Title of article’, in single inverted something’, Harvard ...(Lencioni 2002).
commas Business Review, July, p.
Journal name – in italics, 113.
month
volume: vol. Sloman, SA, Over, D, Slovak,
number: no. L & Stibel, JM 2003,
‘Frequency illusions and
issue,
other fallacies’,
page number(s): p. or pp. – for
Organizational Behaviour
the whole article
and Human Decision
Processes, vol. 91, no. 2, pp.
Note: 296-309.
Some journals or magazines are
designated by month and year,
rather than by volume and issue. Weber, T 1999, ‘Gandhi,
deep ecology, peace
research and Buddhist
Note:
economics’, Journal of
For journal and newspaper Peace Research, vol. 36, no.
names only, all major words are
3, pp. 349-61.
in upper case
Table 4a
Reference type Reference list In-text citation

Journal articles online

Author(s) of article - family Brewer, P & Sherriff, G Brewer and Sherriff
name(s) and initial(s) 2007, ‘Is there a (2007) suggest…
Year of publication, cultural divide in
Australian international
‘Title of article’, in single inverted trade?’, Australian ...(Brewer & Sherriff
commas Journal of 2007).
Journal name, in italics volume: Management, vol. 32,
vol. no. 1, pp. 113-134.
number: no. . or
issue , Brewer, P & Sherriff, G
2007, ‘Is there a
page number(s): p. or pp. viewed
cultural divide in
day month year, database name
Australian international
or URL.
trade?’, Australian
Journal of
Note:
Management, vol. 32,
Often journal articles come from a no. 1, pp. 113-134,
variety of different sources. They viewed 11 November
are cited differently, depending on 2007, Ebsco database.
their format.

If a journal article appears in a

library database as a page image
(pdf), cite it the same way as the
original hard copy format.

If the article was located online,

you must add date viewed and
either database name or URL.

If the article is only available on a

Library database as HTML or plain
text, then you must cite the date
viewed and either the database
name or URL.
If the article has been located on
the internet and not on a
database, you must cite the date
viewed and URL.
Brewer, P & Sherriff, G
2007, ‘Is there a cultural
divide in Australian
international trade?’,
Australian Journal of
Management, vol. 32,
no.1, p 113, viewed 11
November 2007, Factiva
database.

Brewer, P & Sherriff, G

2007, ‘Is there a cultural
divide in Australian
international trade?’,
Australian Journal of
Management, vol 32, no.
1, viewed 11 November
2007,
 <http://www.agsm.edu.au
/~eajm/0706/06-
brewersherriff.html>.

Table 4a
Reference type Reference list In-text citation
Newspaper articles
Author(s) – family name(s) and Kemp, S 2003 ‘Leak Kemp (2003) reported
initial(s), pushes AMP to record that ...
Year of publication, low’, The Age, 7
August, p. 1 (Business
'Title of article’ - in single inverted section). ...(Kemp 2003).
commas
Newspaper name – in italics,
day month,
page number(s): p. or pp.
Note: if the newspaper article
does NOT have an author then Not required. As stated in The Age
provide details in in-text citation (17 August 2007, p. 12)
only, NOT in the reference list or …
bibliography
...(The Age 17 August
2007, p. 12).
Newspaper articles online
Author(s) – family name(s) and
initial(s) Khadem, N 2007, ‘Lid Khadem (2007) reported
Year of publication stays on wages growth’, that...
‘Title of article’ - in single inverted The Age, 15 November,
commas p. 1 (Business section), ...(Khadem 2007).
Newspaper name – in italics viewed 16 November
day month 2007, <Factiva
page number(s) p. or pp. database>.
viewed day month year
<URL> or <name of database>.
See instructions as for journal
articles where citing PDF or HTML
formats of newspaper articles
Published conference papers
Author(s) – family name(s) and
initial(s), Dong, Y 2001, ‘The Dong (2001)
Year of publication, Chinese experience’, in analysed ...
'Title of paper’ - in single inverted P Drysdale, (ed.), The
commas' new economy in East
Asia and the Pacific: ...(Dong 2001).
in Editor (if applicable), Title of
Proceedings of the 27th
published conference
Pacific Trade and
proceedings, including place held
Development
and date(s) – in italics, Publisher,
Conference, Australian
place of publication, National University,
page number(s). Canberra, 20- 22
Note: The initials of the editors go August, 2001,
Routledge Curzon,
in front of the family name(s)
London and New York.
pp. 130-139.
Table 4a
Reference type Reference list In-text citation

Online conference papers

Author(s) – family/surname(s) and
initial(s) Jakubowicz, A. 2002, Jakubowicz (2002)
Year of publication 'Race vilification and argued that…
'Title of paper’ - in single inverted communal leadership', in
commas W. Jonas (ed.), Beyond … (Jakubowicz 2002).
Editor (if applicable) Tolerance: National
Conference on
Title of published conference
Racism, Sydney, 12-
proceedings, including place held
13 March 2002,
and date(s) – in italics Human Rights and Equal
Publisher Opportunities
Place of publication Commission, Sydney,
viewed day month year viewed 17 June 2002,
<www.humanrights.gov.a
database name or <URL>. u/racial_discrimination/be
yond_tolerance/speeche
Note: s/jakubowicz.html>.
The initials of the editors go in front
of the family name(s)

Unpublished conference papers

or presentations
Author(s) Family name(s), Initial(s) Pannan, L, van der Pannam, van der Craats
Year of publication Craats, C & McGovern, J and McGovern (2002)
‘Title of paper’ – use single inverted 2002, 'Multi-level described ...
commas
stepwise approach to
Paper presented to
engaging all academic ... (Pannam, van der
Title of conference/forum
Location of conference/forum staff in on-line delivery', Craats & McGovern
Date of conference/forum paper presented to 2nd 2002).
Page(s) RMIT Teaching and
Learning Forum,
Melbourne, 24 October
2002.

Theses
Baxter, JS 2001, 'Rural Baxter (2001)
Author – family/surname and
land use and value in investigated…..
initials Year of preparation of thesis
‘Title of thesis’ in single inverted Northern Victoria 1880- …(Baxter 2001).
commas 1960', PhD thesis, RMIT
University.
Award,
Institution

Table 4a
Reference type Reference list In-text citation
Theses online
Author – family/surname and initials Khanh, VL 2006. Khanh (2006)
Year of preparation of thesis, ‘Customer Loyalty in explored...
‘Title of thesis’, Web-based Retailing’,
Award, Institution, PhD thesis, RMIT ...(Khanh 2006).
University, 14 November
viewed day month year, 2007, <ADT database>.
<URL> or <name of database>.

Government publications
These include departmental reports,
reports of commissions of inquiry,
committees of review and committees
of parliament.
Author or organisation name Australia, Parliament 2003, (Australia,
Year of publication, Fraud control Parliament 2003).
Title of report, arrangements in the
catalogue. no., Australian Customs
Publisher, Service, Parliamentary
Place of publication, Paper 32, Canberra.
viewed day month year,

Government publications can be

reported in a variety of ways. See the
Style manual for authors, editors and
printers 2002, pp. 220 – 223 for further
examples.

Government publications online

Author or organisation name
Year of publication, Australian National Audit … (Australian
Title of report, Office 2003, Fraud National Audit
cat. no., control arrangements in Office 2003).
Publisher, the Australian Customs
Place of publication, Service, viewed 4 August
viewed day month year, 2003,
<URL>. <www.anao.gov.au/
WebSite.nsf Publications/
2F8FE1D39613A8B8CA2
Many government publications are 56CF300709A62>.
available on the Internet. The way you
Note: Enclose the URL
access a document affects your address with < >.
citation.
Australian Bureau of
Statistics 2004, Mental
Health in Australia: A ...(Australian Bureau
Snapshot, cat. no. of Statistics 2004).
4824.0.55.001. ABS,
Canberra, viewed 18
August 2005,
<www.abs.gov.au>.

Table 4a
Reference type Reference list In-text citation
Company or Industry
Information
Company name Coles Myer Ltd 2005, ...(Coles Myer Ltd
Year of publication Corporate social 2005).
responsibility report
Title of report in italics 2005, Coles Myer,
Publisher, Tooronga, Vic.
Place of publication

Company or industry
information online
Company name
IBISWorld 2005, Wine Although the domestic
Year of publication Manufacturing in wine market is
Title of report in italics Australia (C2183), expected to be
Publisher, stagnant from 2006-
IBISWorld Pty Ltd,
2010, wine exports will
Place of publication, viewed 28 November continue to grow,
viewed day month year, 2005, although at a lower rate
<URL>. <www.ibisworld.com.au>. than previously
(IBISWorld 2005).

The Westfield Group

Datamonitor 2005,
has interests in 129
Westfield Group
shopping centres in
(Australia): company
Australia, New
profile, Datamonitor,
Zealand, the UK and
viewed 23 January 2006,
USA (Datamonitor
Business Searching
2005).
Interface (EBSCO)
database.

CD-ROM
Author(s)/editor(s) name(s), DeBolt, V. 2007, Debolt (2007) suggested
Initial(s) Mastering integrated that….
Year HTML and CSS, CD-
Title (in italics) ROM, Wiley Publishing, …(Debolt 2007).
Edition Indianapolis, USA.
CD-ROM
Publisher
Place of publication APEC has provided
Best practice in sport guidelines for developing
No author or editor and recreation for sports facilities in the
tourism development region (Best practice in
Note: the in-text reference would sport and recreation for
within APEC
be to the title of the CD in italics. economies 2001, CD- tourism development
ROM, APEC within APEC economies
Secretariat, Singapore. 2001).

Table 4a
Reference type Reference list In-text citation

Videorecordings and television

programs
Title of program – italicised –(if part Accounting for the Accounting techniques
of an ongoing series, list the environment 1994, are increasingly being
videorecording, applied to problems of
episode title first, then the series
Educational Media pollution and land use
name) (Accounting for the
year of recording Australia, South
environment 1994).
Melbourne.
format
publisher/distributor Lateline Business (2007)
Economy records
place of recording strongest growth and
On Lateline Business
date of recording (if applicable) shows no sign of
(2007) it was stated that
viewed day month year (if slowing, another rate rise Australian economic
applicable) predicted: Lateline growth….
Business 2007, television
database name or <URL> (if program, ABC Television,
applicable) Melbourne, 4 September,
viewed 11 January
Note: the in-text reference would 2008, TVNews
Database. When interviewed on
be to the title of the program, also
7.30 Report (2005) the
in italics. 7.30 Report 2005, Treasurer said …
television program,
ABC, 20 November. Several businesses are
sponsoring
Business Sunday 2005, environmental research
television program, Nine on Heron Island
Network, 20 November, (Business Sunday 2005)
viewed 2 December …
2005,
<http://businesssunday.n
inemsn.com.au/mediapo
pup.aspx?
mediaID=16806>.

Personal communications Not required. This was confirmed in an

including email, SMS, email from C. Costa on 5
conversations, interviews November 2007.
Personal communications should
be cited in the text, but do not need
to appear in the list of references

Further details of this may be given Costa, C 2007, email, 5

in the list of references if you wish November 2007,
the reader to be able to follow up <cathy.costa@rmit.edu.a
the reference. To avoid breaching u>.
privacy you should obtain
permission of the person before
doing this.
Sender’s name, year, email, date
month, <sender's email address>.

Table 4b
Reference type Reference list In-text citation
Home pages
These do not always have a title.
They should follow the format: Telstra 2005, Telstra, Many corporate web
Melbourne, viewed 2 sites provide information
Name of the organisation December 2005, to a variety of user
date <http://telstra.com.index.jsp groups (e.g. Telstra
>. 2005, Vodaphone
Title (if any, written in italics)
2005).
name of organisation responsible
for publishing site (often the same)
place of publication (usually the The Australian
location of the registered office) business.gov.au 2005, Government’s business
viewed date Department of Industry,
Tourism and Resources,
<URL>.
Canberra, viewed 2
December 2005,
<www.business.gov.au/B
usiness+Entry+Point>.
gateway
(business.gov.au, 2005)
provides information on
starting or running a
small business.

Note that there is no

single correct method of
referencing the above
site. It is important to be
consistent. One of
several acceptable
alternatives would be:

Business Entry Point

2005, business.gov.au,
viewed 2 December
2005,
<www.business.gov.au/B
usiness+Entry+Point>.

OPTIONAL
Home page addresses can be The Australian
provided directly in the text without Government’s business
appearing in the reference list. gateway (2005)
<www.business.gov.au>
However pages which are part of a provides information on
larger site should be referenced as starting or running a
below small business.
Table 4b
Reference type Reference list In-text citation

Document on a web site

Author(s) /editor(s) Many government
departments do not
Year of document, manage their employees’
Title of document – in italics leave within the terms of
name of the sponsor of the source their Enterprise
date of viewing Agreements (Australian
National Audit Office
<URL>. 2005, p. 10).

If a document is available as a PDF Australian National Audit OR

(page image) file, this is often Office 2005, The
easier to cite as it is closer to a management and The Australian National
printed format. It also allows you to processing of leave, Audit Office reports that
specify particular page numbers viewed 2 December many government
2005, departments do not
<www.anao.gov.au/Web manage their employees’
Site.nsf/NewAuditReport leave within the terms of
s/D8761E0D72DFCE their Enterprise
60CA2570BB0037B103/ Agreements (2005, p.
$file/Audit+Report+16.pd 10).
f>.

Telstra n.d., Audit

governance and financial Although the Telstra Act
reporting, Telstra, viewed makes the Auditor-
1 December 2005. General of Australia
<www.telstra.com.au/abo responsible for auditing
uttelstra/corp/a_governa Telstra, certain functions
nce.cfm>. are carried out by an
agent (Telstra n.d.).

Company or industry
information on a website or
database
If this information is sourced from a Although the domestic
IBISWorld 2005, Wine wine market is expected
library database it is better to Manufacturing in
include the database name rather to be stagnant from
than the URL Australia (C2183), 2006-2010, wine exports
IBISWorld Pty Ltd, will continue to grow,
viewed 28 November although at a lower rate
than previously
2005,
(IBISWorld 2005).
<www.ibisworld.com.au>.

The Westfield Group has

Datamonitor 2005, interests in 129 shopping
Westfield Group centres in Australia, New
(Australia): company Zealand, the UK and
profile, Datamonitor, USA (Datamonitor 2005).
viewed 23 January 2006,
Business Searching
Interface (EBSCO)
database.
Wiki entry
As wikis are a collaborative source,
usually there is no named author.

‘Title of article’
Year, ‘The exponential power In
Title, - in italics
format,
viewed day month year, <URL>.
of connectedness’ 2007, (Connectedintelligence
Connectedintelligence, 2007) …
wiki article, viewed 11
November 2007,
<http://connectedintellige
nce.wikispaces.com/
Exponential+Power+
of+Connectedness>.

Table 4b
Reference type Reference list In-text citation

Weblog site
Author(s) of weblog – Family
name(s) and initial(s)
Year,
Weblog name,
format,
viewed day month year, <URL>.
Weblog post
Author(s) - family name(s) and
initial(s)
Year,
‘Title of post’,
Weblog name, in italics
format,
date of posting day month, viewed
day month year, <URL>.
Intranet/course notes
Format:
Author(s) family name(s) and
Initial(s)
Year of publication,
Title of work – in italics
course notes from (Course Code),
Publisher,
Place of publication,
viewed day month year,
Online@RMIT.
Webber. S & Boon, S (Webber & Boon 2006).
2006, Information
literacy weblog,
weblog, viewed 10
January 2008,
<http://information-
literacy.blogspot.com>.
Webber (2008) posted
the following
Webber. S 2008, information...
‘Events from CILIP’,
Information literacy
weblog, weblog post, 9
January, viewed 11
January 2008,
<http://information-
literacy.blogspot.com>.
Smith, H 2005,
Metadata, course notes
from ISYS6655, RMIT
University, Melbourne,
viewed 8 July 2005,
Online@RMIT.
 2.4.2 Electronic journal articles
Table 4c
Reference type
Journal articles online
If a journal article appears in a
library database as a page image
(pdf), you may cite it the same way
as the original hard copy format.
If you wish to show where the
article was located online, you may
add date of access and either
database name or URL.
If the article is only available on a
Library database as HTML or plain
text, then you will need to cite the
date of access and either the
database name or URL.
If the article has been located on
the internet and not on a database,
you will need to cite the date of
access and URL.
2.4.4 Legislation and legal cases
When referring to legislation including Acts, Ordinances and Regulations, the title must be reproduced exactly, without
changing the capitalisation or spelling. The words Act and Bill are generally written with a capital letter.
An Act or Ordinance may be cited by the short title, which is usually drafted into modern legislation. The first reference
must always include the short title in italics. Subsequent references may refer to it by an undated, descriptive title in
Roman type (normal or regular type).
Reference list In-text citation
Brewer, P & Sherriff, G Brewer and Sherriff
2007, ‘Is there a cultural (2007) suggest…
divide in Australian
international trade?’,
Australian Journal of …(Brewer and Sherriff
Management, vol. 32, no. 2007).
1, pp. 113-134.
OR
Brewer, P & Sherriff, G
2007, ‘Is there a cultural
divide in Australian
international trade?’,
Australian Journal of
Management, vol. 32, no.
1, pp. 113-134, viewed
11 November 2007,
Ebsco database.
Brewer, P & Sherriff, G
2007, ‘Is there a cultural
divide in Australian
international trade?’,
Australian Journal of
Management, vol. 32, no.
1, p 113, viewed 11
November 2007, Factiva
database.
Brewer, P & Sherriff, G
2007, ‘Is there a cultural
divide in Australian
international trade?’,
Australian Journal of
Management, vol. 32, no.
1, viewed 11 November
2007,
<www.agsm.edu.au/~eaj
m/0706/06-
brewersherriff.html>.
Legislation or legal cases are only included in the reference list if they are important to the understanding of the work.
In this case it is best to set the list apart from the main body of the reference list and use the heading Legislation or
Legal authorities.

Further guidance is provided in the Style manual for authors, editors and printers 2002, pp. 224-8.

Table 4d
Reference type Reference list In-text citation
Legislation
An Act or Ordinance may be cited Not generally required. The Trade Practices Act
by the given short title. The first 1974 (Commonwealth)
reference must always include the provides that …
short title in italics.
Subsequent references may refer One of the shortcomings
to it by an undated, descriptive title of the Trade Practices
in roman i.e. normal or regular Act is …
type.

The jurisdiction must be made
clear, either by including it in the
body of the text or in abbreviated
form in brackets after the act title.
Legal cases
To fully cite legal authorities list
name of case in italics (date) or
volume number, or both;
abbreviated name of report series;
and beginning page. No commas
are used.
Legal referencing
If you have been instructed by your
lecturer to use footnotes in your
referencing, refer to the link given.
Not generally required. The Fair Trading Act
1999 (Vic) covers …
OR
In Victoria this is covered
by the Fair Trading Act
1999
Not generally required. Commercial Bank of
Australia Ltd v. Amadio
(1983) 151 CLR 447
This case appeared in
1983 in the
Commonwealth Law
Reports, volume 151,
starting on page 447.
http://mulr.law.unimelb.ed
u.au/files/aglcdl.pdf
 2.4.5 Order of entries in a reference list
Note: The following provide examples of how to order your reference list. No full stops are used between an author’s
initials, and no comma is used after the last author's initials. The dots following the entries’ names indicate the details of
the reference that should follow.
Table 5
Reference list order rules
The reference list is arranged first alphabetically
by author, and if the authors are the same then
by date.
A reference with multiple authors follows single
author entries beginning with the same author
name.
Where an item has no author it is listed by its
title.
Where several works have the same author and
year of publication, add the letters a, b, ... etc
according to the alphabetical order of the titles in
the reference list, ignoring the initial articles A,
An or The.
Reference list
Jones, AB 2000, ...
Origin Energy 2005, …
Smith, AK 1990, ...
Smith, AK 1999, …
Smith, AK 2004, …
Stein, B 2003, …(single author entry)
Stein, B, Lee, HK, Yin, CX & Singh,
GS 2000, … (plural and alphabetical
author entry, that is, Lee comes before
Reynolds in the English alphabet.)
Stein, B & Reynolds, JS 1995, …
Stein, B & Reynolds, JS 2000, …
(This reference is sorted by its date, it
has the same authors as the reference
before it but was written at a later
date)…
Style manual for authors, editors and
printers 2002, ...
Young, JC 1988a, Economic
indicators …
Young, JC 1988b, A quick guide …
(Economic comes before quick in the
English alphabet)
Young, JC & Smith, AK 1988, …
 2.5 Other referencing systems
Although you are normally required to use the style described above, you will come across many other methods of
referencing. These include other versions of the Author-date or Harvard system as well as Note systems. Further
details of some of these styles are available via the Library website at www.rmit.edu.au/library/reference/manuals or in
style manuals in the Library.
Table 6
Referencing system
Other author-date styles
There are many other versions of the Author-date or
Harvard style apart from that described above. The
main similarity is that they use in-text citations and a
reference list. However they may differ in their use
of punctuation, brackets, italics, underlined or bold
formatting, method of designating volume, issue and
pages numbers, etc.
Only use a different author-date style if your lecturer
specifically requests it, and make sure you follow
the required style closely.
Reword to include exceptions eg Law.
Note systems
While it is not RMIT Business style, you may at
some stage be asked to use the Note system of
referencing, either footnotes or endnotes. This
system is commonly used in law, as well as
sciences and humanities. Examples of styles using
a Note system are shown opposite.
Only use a Note style if your lecturer specifically
requests it, and make sure you follow the required
style closely.
Examples
APA style, as described in the Publication
manual of the American Psychological
Association 2001, 5th edn, APA, Washington,
DC. This style is widely used internationally in
the social sciences.
Many academic journals have their own author-
date style.
Many style manuals e.g. Chicago, MLA and
Turabian include an author-date style.
Australian Legal Citation Style, as described in
Australian guide to legal citation 2002, 2nd edn,
Melbourne University Law Review Association
and at
http://mulr.law.unimelb.edu.au/files/aglcdl.pdf
Documentary note style as described in Style
manual for authors, editors and printers, 2002,
6th edn, John Wiley & Sons, Australia, pp. 208-
15.
Vancouver style as described in Style manual
for authors, editors and printers, 2002, 6th edn,
John Wiley & Sons, Australia, pp. 215-8 or other
sources.
 2.6 Commonly used abbreviations in referencing

The abbreviations listed below may appear in other bibliographies, lists of references, footnotes and endnotes:

Table 7
Abbreviation
art. article
app. appendix
c. (Latin circa) e.g. c. 1835 approximately, about
cf. compare
ch., chs chapter(s)
col., cols column(s)
edn (note: no full stop) edition
ed., eds editor(s)
e.g. for example
et al. and others
f., ff. and the following pages
fig., figs figure(s)
id. the same
i.e. that is
n.d. no date
no., nos number(s)
p., pp. page(s)
para., paras paragraph(s)
rev. revised
2nd (note: no full stop – see ch.8.2 on numbering) second (edition)
sec., s., ss.
vol., vols section (s. for section, ss. for subsection of
legislation)
volume(s)

2.7 Using EndNote with RMIT Business style

EndNote is a software program that helps you keep track of the details of books, articles, websites or other information
sources which you may need to refer to in your assignments or thesis. It is particularly recommended for use by staff
and postgraduate students.

EndNote allows you to

 create, store and manage references to books, journal articles, web sites, conference papers,
multimedia and other sources of information
 insert selected references directly into a word processed document and automatically create and
format bibliographies in a chosen style
 search and retrieve records from remote catalogues and databases

RMIT has a site licence for EndNote, which allows you to use it at RMIT and on your own computer. Further details are
available on the Library's EndNote tutorial at www.rmit.edu.au/library/endnote. This site also has an output style
available for download, labelled "Harvard ed6" which follows Style manual (2002) as used at RMIT Business.
3. Plagiarism
3.1 RMIT University definition of plagiarism
RMIT has an assessment charter, which elaborates key responsibilities common to all staff and students in relation to
assessment and defines the University’s policy on plagiarism. Plagiarism is defined (RMIT University 2003a) as
stealing somebody’s intellectual property (IP) by presenting their work, thoughts or ideas as though they are your own.
It is cheating. It is a serious academic offence and can lead to expulsion from RMIT.

Plagiarism can take many forms - written, graphic and visual forms, and includes use of electronic data and material
used in oral presentations. Plagiarism may even occur unintentionally, such as when the origin of the material used is
not properly cited.

3.1.1 What constitutes plagiarism?

Under the charter, you may be accused of plagiarism if you do any of the following:
 Copy sentences or paragraphs word-for-word from any source, whether published or unpublished
(including, but not limited to books, journals, reports, theses, websites, conference papers, course notes,
etc.) without proper citation.
 Closely paraphrase sentences, paragraphs, ideas or themes without proper citation.
 Piece together text from one or more sources and add only linking sentences without proper citation.
 Copy or submit whole or parts of computer files without acknowledging their source.
 Copy designs or works of art and submit them as your original work.
 Copy a whole or any part of another student’s work.
 Submit work as your own that someone else has done for you.

Enabling Plagiarism is ‘the act of assisting or allowing another person to plagiarise or to copy your own work’ (RMIT
2003a). It is also a serious academic offence. More detail on what constitutes plagiarism is found in the January 2003
Policy on Plagiarism

3.1.2 What is the penalty for plagiarism?

Plagiarism is not permitted in RMIT University. Any use of another person’s work or ideas must be acknowledged. If
you fail to do this, you may be charged with academic misconduct and face a penalty under RMIT Regulations 6.1.1 –
Student Discipline. This may be viewed at http://mams.rmit.edu.au/7w2uew7i6v2.pdf

Penalties for plagiarism (RMIT University 2003b) include:

 recording of a failure for the assignment or course.
 cancellation of any or all results.
 suspension from the program.
 expulsion from the program.
 
3.2 Examples of plagiarism
RMIT University’s Learning Skills Unit has developed a range of examples to help you identify the most common forms
of plagiarism, such as:

Table 8
Direct use of another person's work without citation
If the sentence opposite appeared Work motivation and performance increase when employees feel
in an assessment : personally accountable for the outcomes of their efforts.
It is plagiarism because the words
have been copied directly from a
book

A properly referenced paper would McShane and Travaglione (2003 p.199) state that ‘work motivation
use the sentence this way: and performance increase when employees feel personally
accountable for the outcomes of their efforts’.

Table 9
Paraphrasing sentences, paragraphs and ideas without citation
These are your words but not your When employees feel responsible for their work, they tend to be
idea/information. more motivated which results in higher performances.

You MUST show where the idea came When employees feel responsible for their work, they tend to be
from. Hence… more motivated which results in higher performances (McShane &
Note: no page number needed as not Travaglione 2003).
a direct quote.

Table 10
Piecing together texts from one or more sources and linking them
The following in a paper is plagiarism: Employees must be given control of their work environment to feel
responsible for their successes and failures. This is called
employee involvement, designed to encourage increased
commitment to the organisation’s success.

A correct way of referencing the
paragraph is:
‘Employees must be assigned control of their work environment to
feel responsible for their successes and failures’ (McShane &
Travaglione 2003, p. 199). Robbins, et al. (2001 p. 237) call this
‘employee involvement …designed to encourage increased
commitment to the organisation’s success’.
 Table 11
Integrating ideas from multiple sources
A good model of how to integrate ideas
from multiple sources.
Read through the example. Note:
0 Usually the first sentence is a
statement of proposition
introducing the ideas that you
want to put forward in the
paragraph.
1 Then support the proposition by at
least one or more authorities.
2 Include a statement of opinions
contrary to the proposition
(demonstrates that you have
considered all sides to the
argument).
3 Summarise your argument or
proposition in your own words.
Eunson (1987, p. 67) defines motivation as ‘what is important to
you’, and explores the importance of ‘money as a motivator’.
However, recent studies outlined by Leonard, Beauvais and Scholl
(1999) suggest that personality and disposition play an equally
important role in motivation.
Conversely Robbins et al. (1994, p. 241) put forward the idea that
‘motivation is a set of processes that stimulate, direct and maintain
human behaviour towards attaining a goal’
In other words ‘motivation’ is a complex concept, which
encompasses a variety of competing theories. There are many
reasons why people behave differently in the workplace, but it is
because these differences exist that managements pay attention to
the theories, which provide them with frameworks for problem
solving.

3.3 How to avoid plagiarism

Use this checklist to ensure you avoid accusations of plagiarism:

Table 12
How to avoid accusations of plagiarism
DO NOT directly copy phrases and / or passages (transcribe) without a reference and /
or quotation marks
DO NOT paraphrase other writers’ work in your written work without citing references.
DO NOT make a direct reference to an author or authors you have not read, even if you
may have read about them.
(While the use of secondary sources is not encouraged, if the primary publication is out
of print or difficult to obtain, you should cite the secondary source you have actually
read rather than the original that you have not read.)
DO NOT copy another person’s work, in part or in whole, or allow someone else to copy
part or all of work you have completed.
DO NOT write your work in conjunction with other students without prior permission.
(Except in group assignments where wider consultation is expected, you should only
meet with other students initially to discuss the essay topic and/or analyse the question.)
DO NOT submit written work already submitted for assessment in any other course.

Examples based on information available on RMIT Library referencing section.

Further information is available online from the Study and Learning Centre.
4. Essay writing
What is an essay?
An essay is:
 a continuous piece of writing that sets out to discuss or argue a point of view or opinion.
 information presented formally often with the intention of defending or promoting a particular point of
view.

Why are you required to write essays?
 to demonstrate knowledge and expertise in a subject area.
 to apply theories and models to given topics/ questions/ issues - to support the proposition you are
putting forward.
 to demonstrate your ability to synthesise various sources of information in a coherent and concise
piece of writing enabling the reader to easily follow the flow of ideas.
 to develop your ability to argue, persuade, explain, inform and/or discuss.
 to convince the reader by the logic of the argument presented.

A Step By Step Guide to Essay Writing

Step 1 Choose your topic
If you have a choice of topics – select the one that interests you the most or that has relevance to your chosen career.

If you are allowed to create your own essay topic, choose a subject that you want to learn more about and which
interests you.

Step 2 Read the instructions, relating to your assessments as set down in your Course Guide
Always check your Course Guide to ensure that you are clear about what you are required to do:
 When is the essay due?
 How long is it?
 What is the format?
 How does this topic relate to the course?
 How does this topic relate to the current area being studied?

Step 3 Analyse the topic

Break the topic into its component parts to understand what the main elements of the task are. Essay topics can
usually be divided into three sections:
 Content What is the topic about?
 Instruction What have you been asked to do in relation to the topic?
 Scope How has the topic been limited – is there a focus on particular
organisations/ countries, /year(s)?

Underline key words and draw circles around the action/instruction words. Below is an example of an essay question.

Compare and contrast the financial reports and ratios of two Australian companies

It is important that you fully understand what the instruction words are telling you to do.

Table 13 provides a list of words and definitions that are often used in your assessment tasks.
Table 13
Action/instruction words used in assessment Definitions
tasks
Analyse Separate or break the subject matter into its parts to
discover their nature, proportion, function and
relationships.
Argue Systematically support or reject a position by
presenting reasons and evidence for acceptance or
rejection, while indicating your awareness of
opposing points of view.
Comment Make critical observations about the subject matter;
be careful not to cast too wide a net here, or to write
in too many generalisations.
Compare Find similarities and differences between two or more
ideas, events, interpretations etc. Ensure you
understand exactly what you are being asked to
compare.
Contrast The remarks on ‘compare’ also apply to ‘contrast’.
Usually the difference is that you should concentrate
on dissimilarities.
Define Provide clear, concise, authoritative meanings, in
which you address the nature or essential qualities.
Details are not necessarily required, but you may
wish to cite the boundaries or limitations of the
definition, since meanings can extend beyond simple
definitions.
Describe Recall facts, processes or events. You are not asked
to explain or interpret. Try to provide a thorough
description, emphasising the most important points.
Discuss Present a point of view, that of others and/or your
own. This is likely to entail both description and
interpretation. Your opinion should be supported by
arguments and evidence.
Evaluate Here you are asked to appraise in order to make a
judgment, which means considering both strengths
and weaknesses.
Illustrate Clarify, exemplify or elucidate by presenting a figure,
picture, diagram or concrete example.
Outline Give an organised description or an ordering of
information in which you state the main point, but
omit details. Present the information in a systematic
arrangement or classification.
Review Re-examine, analyse and comment briefly (in an
organised sequence) on the major points of an issue.
Summarise Provide a brief statement or an account covering the
main points in sequence or by assimilating parts into
a general comment: omit details.
 Step 4 Brainstorm - What do you already know about the topic?
 Using your reading, lectures and your own experiences think about what you already know about the
topic.
 On a blank piece of paper, write down all the ideas that you think might be related to the topic.
 A brainstorm is the beginning of a mind map – these random ideas can be organised into a
structured mind map that will provide you with a guide for your research and your writing.

Step 5 Starting your research

Although you are required to read and research widely, it is better to gain an overview of the topic by firstly reading the
recommended texts – don’t go straight online unless instructed to do so by your lecturer / tutor.

The texts will give you a broad understanding of the main ideas, writers and theories associated with the topic.

By familiarising yourself with the key concepts, the next stage of your research will be more targeted.

Step 6 Mind mapping

A mind map is a visual way of gathering your ideas about a particular topic.

Mind maps help you to identify the main ideas and what research needs to be conducted to provide the evidence that
supports these ideas.

Your mind map is a good time management resource. It will help you to focus your search for information more
efficiently and to organise your ideas into a coherent argument when you write your essay.

Table 14
Mind mapping for essays
Topic question On a blank piece of paper, write down the topic.
Key ideas Use the brain storming notes and information gained
from general reading to jot down the key ideas. This
is the first step in developing a mind map.
Research As you continue to do research, start to put the
information into groups so that you can see the
connections between ideas/theories. This will help
you to sort out which are the key ideas and what is
the supporting information.
Delete any unnecessary ideas Once you have completed this task, you can delete
any unnecessary ideas that you have now identified
as irrelevant.
Single page Keep your mind map to a single page.

For more information on mind mapping go to the Learning Lab - Study Skills <www.dlsweb.rmit.edu.au/lsu>.

Step 7 Focus your research

As Business students you need to be familiar with current trends and thinking. Websites, newspapers and journals will
be important resources for your research.

When you are using the online resources use the search engines provided by the university such as Factiva, Proquest,
Blackwell Synergy, IBIS world, Informit. These will provide you with sources that can be relied on for accuracy and
integrity.

At this stage you must read with a purpose and only make notes when you are sure that the text has the information
you need to use in your assessment task.

Always make sure you have recorded the full reference list entry details – you will need this information later.
For more information on recording your research go to the interactive online referencing resource for Business students
<http://www.dlsweb.rmit.edu.au/bus/public/referencing>.

Refer to your course guide for recommended reading lists. If there are no recommended texts, you will need to use
resources available through the Library data bases <http://www.rmit.edu.au/library>.

Hints and Tips on Efficient Reading Strategies

 Once you have identified the key words and concepts relating to the topic, use these reading
strategies to make your research more efficient and to maximise the use of your time.
 Skim and scan. Use key words and concepts to quickly locate information
 Use chapter headings, abstracts, introductions, conclusions to find the main ideas the writer is
exploring – if they are relevant – continue
 Make notes when key information has been identified

Contact the Library Liaison Officer for your course if you need assistance.

For additional help with reading more efficiently visit the Learning Lab <www.dlsweb.rmit.edu.au/lsu>.

Hints and Tips on Critical Reading

One of your tasks when researching is to determine the validity, accuracy and credibility of your sources.
This requires you to consider carefully what you are reading. It is always important to critically examine the
statements being made and the evidence being used.

For your assessment tasks you will often be using the websites of companies and organisations. The
information they provide will be positive and promotional so it is important to question the objectivity and
reliability of the data.

Do this by considering the following questions:-

 Who is the writer?

 When was the article written?
 What evidence has the writer provided to support their argument?
 How convincing is it? Why? - What are the grounds for saying so?
 How logical is it? - Again, what are the grounds for saying so?
 What assumptions / overgeneralizations does the writer make?
 What are the implications of this work?
 What has the writer failed to consider? Where are the gaps?
 Is there evidence of bias?
 Do you agree or disagree with this writer’s standpoint?
 With which parts of the argument do you agree/disagree, and for what reasons?
 Is the methodology / the analysis appropriate?
 Are there any weaknesses or errors in the writing or calculations?
 What are primary information sources?
Students are required to use primary sources whenever possible. This means that you read and reference the original
works of the authors. Information you have gathered from first hand experience – eg. an interview or survey – is also a
primary source.

What are secondary information sources?

When you use the ideas /words of one author that have appeared in another writer’s text you are using a secondary
source.

Below are two examples of how to use a secondary source in a sentence:

(1) Bartlett and Ghoshal (cited in Daft 2004) suggest that companies expanding into global markets are
forced to do so because of economic, technological and competitive factors, which relate to economies of
scale, economies of scope and cheaper production factors.
(2) Companies expanding into global markets are forced to do so because of economic, technological and
competitive factors, which relate to economies of scale, economies of scope and cheaper production factors
(Bartlett & Ghoshal, cited in Daft 2004).

Note: Wherever possible, use primary sources

Step 8 Draw up a detailed plan

Before writing the first draft of your essay use your mind map and your summarised notes to draw up a detailed essay
plan identifying the main ideas and the evidence that supports those ideas.

A detailed plan can help you to have confidence when you start to write. You know what you want to write, why you are
including it and the logical order in which to present it.

Step 9 Writing the Essay

Essay Structure
An essay is a structured form of writing. Your purpose in writing an essay is to demonstrate to the reader that you
understand the topic and can use research to support your argument.

An essay has 3 parts-:

 the introduction
 the main section where the argument is developed, and
 the conclusion

See Diagram 1 below for a detailed outline on what each part should contain.
Diagram 1
Essay Structure

Introduction
an outline for the reader
 Begins with a brief general
statement setting the essay/assignment
in the context of the assessment
question.
 Indicates the areas and
perspectives to be discussed in the
essay.
 Leads to a statement, which
summarises the essay and indicates the
writer’s point of view.

Terms or definitions that are critical to an

understanding of the essay should be introduced
at the beginning.

Main section
the development of the discussion or
argument
 Each paragraph contains one
main idea, which is expressed in a topic
sentence (usually the first sentence).
 The topic sentence contains the
key idea discussed in the paragraph and
should relate directly back to the
assessment question.
 The rest of the paragraph
expands on the topic sentence or gives
evidence or examples.
 Each paragraph needs to be
linked to the following one to create a
logical development of the argument for
the reader.

Conclusion
In the conclusion the main points or arguments
made in the essay are summarised and the main
point of view is restated.

A conclusion may also include:

 Implications
 Predictions
 Recommendations

It should always relate back to the assignment

topic or the objectives set out at the beginning of
your essay.

Do NOT introduce new ideas in your conclusion.

 Paraphrasing, Synthesising and Direct Quotations
When you write your essay, you will need to use techniques such as paraphrasing and synthesising.

Paraphrasing is expressing in your own words the ideas of another writer.

Synthesising is the ability to express in your own words the similarities or differences in the ideas of a number of
authors.

You must always acknowledge the sources for your ideas even when you use your own words. For more information
on how to paraphrase and synthesise go to <www.dlsweb.rmit.edu.au/lsu>.

For more information on how to reference when paraphrasing go to

<www.dlsweb.rmit.edu.au/bus/public/referencing>.

Direct quotations are when you use the exact words of the author/source.

You may use direct quotation in your assessment tasks, but these should be kept to a minimum.

Whenever quoting from any source you must correctly reference the work. For further information on how to
reference direct quotes, go to <www.dlsweb.rmit.edu.au/bus/public/referencing>.

For more information on direct quotes, go to <www.dlsweb.rmit.edu.au/lsu>.

Note: Do NOT just cut and paste information from sources! To just use the words of an author does not demonstrate
your understanding or ability to create a logical argument. The quality of your work will be better if you paraphrase
and synthesis your research, as this will show that you are able to interpret and critically analyse what you have read
in relation to the topic.

Step 10 Writing the first draft

Using the detailed plan you have now developed, set aside a block of time to write the first draft of your essay. Aim to
write the whole essay in the time you have set aside as this will give your work a clear flow. Do not be concerned at
this stage with correct grammar, spelling, referencing as this will be done at the editing stage.

Once you have written this first draft it will be much easier to see where evidence is lacking, and where information
could be more logically re-organised.

As you will probably need to write several drafts before the essay is ready for submission, make sure you have allowed
sufficient time to do this.

Consider the items below to ensure your essay is a well written and well constructed piece of writing.
Table 15
Checklist for essays

Each paragraph contains one central idea

The above idea is supported by sufficient evidence from your research
The last sentence in each paragraph links to the main idea of the next paragraph
The writing:
 has a logical structure and the overall argument is easy to follow
 presents a reasoned and supported argument
 uses only relevant information which is accurate – precise / specific
 uses impersonal language – do not use personal pronouns such a ‘I’ or
‘we’ unless you are given permission to do so
 is objective and unbiased
 uses formal English – do not use abbreviations or colloquialisms or SMS
language

Step 11 Editing your final draft

You need to edit your draft before submitting the final version.
Read your Course Guide carefully to ensure that you have met the requirements of the assignment.

Observe the word limit or you may be penalised. Word limits as the words imply set the limit on the number of words
that can be used. The topic has been designed so that the issues and complexities can be explored within this word
limit.

Using ‘Tools’ on the menu bar in Microsoft Word, check your spelling and grammar and make the necessary changes

Remember: Good academic writing is clear, straightforward and grammatically correct. Sentences do not have to be
overlong or use very complex vocabulary.

Referencing
All essays must be referenced according to the guidelines set out
<www.dlsweb.rmit.edu.au/bus/public/referencing/index.html>.
or
<http://prodmams.rmit.edu.au/s9sx559hurvc.rtf.>.
or
<www.dlsweb.rmit.edu.au/lsu>.
5. Report Writing
What is a business report?
A report is a document that:
 records an investigation into a specific problem(s)/ subject.
 analyses researched information.
 contains factual / statistical information.
 makes recommendations about how to resolve the problems that have been addressed.
 and/or the type of action that should be taken.
 sets out information in a formal and structured manner using numbered headings and sub-headings
to make it easier to read and access the information.

A business report is written in a simple, ordered and precise manner to ensure that the information provided is easy to
read and to access.

What is the purpose of a business report?

Reports are usually written for specific readers to communicate information which has been compiled as a result of
research and analysis of data.

Why are you required to write reports?

 To develop the ability to thoroughly research a problem or an issue
 To analyse the results
 To record and draw conclusion from the analysis
 To communicate that information clearly and concisely

Employers value people who have developed these skills in written communication.

In organisations and businesses, reports are often used as the basis on which major decisions are made.

What are the different types of reports?

There are many different types of reports. They vary according to the reason/s for the report and for the purpose it will
serve for the intended reader.

In the College of Business, you are required to develop the skills of report writing using investigative methods and
research from a variety of sources

Note: Always check your Course Guide for the required report format to ensure that you are meeting the
specific assessment criteria.
 A step by step guide to report writing
Step 1 Choose your topic
If you are given a list of topics from which to choose, select the one that interests you the most or that may have
relevance to your chosen career.

If you are allowed to create your own report topic choose a subject that you want to learn more about and that interests
you or is a current problem in your workplace that you wish to address.

Step 2 Read the instructions relating to your assessments as set down in your Course Guide
Always check your course guide to ensure that you are clear about what you are required to do.
 When is the report due?
 How long is it?
 What is the format?
 What is the structure?
 How does this topic relate to the course?
 How does this topic relate to the current area being studied?

Step 3 Analyse the topic

Break the topic into its component parts to understand what the main issue is that must be addressed.

Report topics can usually be divided into three sections:

 Content What is the issue or problem to be addressed?
 Instruction What have you been asked to do in relation to the topic?
 Scope How has the topic been limited – is there a focus on particular
organisations/ countries /year(s)?

Underline key words and draw circles around the action/instruction words.

It is really important that you understand what the instruction words are telling you to do.

Step 4 Brain storm – what do you already know about the issue?
A brainstorm is the beginning of a mind map – these random ideas can be organised into a structured mind map that
will provide you with a guide for your research and your writing.
 Using your reading, lectures and your own experiences think about what you already know about the
problem/issue.
 On a blank piece of paper, write down all the ideas that you think might be related to the subject
under review
 Write down where you think you need to go to get information other than from books, journals
websites etc. Think about who you know in business who you might be able to interview.

Step 5 Starting your research

Although you are required to read and research widely, it is better to gain an overview of the topic by firstly reading the
recommended texts – don’t go straight online unless instructed to do so by your lecturer or tutor.

The texts will give you a broad understanding of .the main ideas, writers and theories associated with the issue.

By familiarising yourself with the key concepts, the next stage of your investigation will be more targeted.

Step 6 Mind mapping

A mind map is a visual way of gathering your ideas about a particular topic.

Mind maps help you to identify the main ideas and what research needs to be conducted to provide the evidence that
supports these ideas.

Your mind map is a good time management resource. It will help you focus your search for information more efficiently
and to organise your ideas into a coherent and logical structure when you write your report.

Table 16
 Mind mapping for reports
Topic question On a blank piece of paper, write down the topic.
Key ideas Use the brain storming notes and information gained
from general reading to jot down the key ideas. This
is the first step in developing a mind map.
Research As you continue to do research, start to put the
information into groups so that you can see the
connections between ideas/theories. This will help
you to sort out which are the key ideas and what is
the supporting information.
Delete any unnecessary ideas Once you have completed this task, you can delete
any unnecessary ideas that you have now identified
as irrelevant.
Single page Keep your mind map to a single page.

For more information on mind mapping go to the Learning Lab - Study Skills <www.dlsweb.rmit.edu.au/lsu>.

Step 7 Focus your research

As Business students you need to be familiar with current trends and thinking. Websites, newspapers and journals will
be important resources for your research.

When you are using the online resources use the search engines provided by the university such as Factiva, Proquest,
Blackwell Synergy, IBIS world, Informit. These will provide you with sources that can be relied on for accuracy and
integrity.

At this stage you must read with a purpose and only make notes when you are sure that the text has the information
you need to use in your assessment task.

Always make sure you have recorded the full reference list entry details – you will need this information later.

For more information on recording your research go to the interactive online referencing resource for Business students
<www.dlsweb.rmit.edu.au/bus/public/referencing>.

Refer to your course guide for recommended reading lists. If there are no recommended texts, you will need to use
resources available through the Library data bases <www.rmit.edu.au/library>.

Hints and Tips on Efficient Reading Strategies

 Once you have identified the key words and concepts relating to the topic, use these reading
strategies to make your research more efficient and to maximise the use of your time.
 Skim and scan. Use key words and concepts to quickly locate information
 Use chapter headings, abstracts, introductions, conclusions to find the main ideas the writer is
exploring – if they are relevant – continue
 Make notes when key information has been identified

Contact the Library Liaison Officer for your course if you need assistance. For additional help with reading more
efficiently visit the Learning Lab <www.dlsweb.rmit.edu.au/lsu>.
 Hints and Tips on Critical Reading
One of your tasks when researching is to determine the validity, accuracy and credibility of your sources.
This requires you to consider carefully what you are reading. It is always important to critically examine the
statements being made and the evidence being used.

For your assessment tasks you will often be using the websites of companies and organisations. The
information they provide will be positive and promotional so it is important to question the objectivity and
reliability of the data.

Do this by considering the following questions:-

 Who is the writer?

 When was the article written?
 What evidence has the writer provided to support their argument?
 How convincing is it? Why? - What are the grounds for saying so?
 How logical is it? - Again, what are the grounds for saying so?
 What assumptions / overgeneralizations does the writer make?
 What are the implications of this work?
 What has the writer failed to consider? Where are the gaps?
 Is there evidence of bias?
 Do you agree or disagree with this writer’s standpoint?
 With which parts of the argument do you agree/disagree, and for what reasons?
 Is the methodology / the analysis appropriate?
 Are there any weaknesses or errors in the writing or calculations?

What are primary information sources?

Students are required to use primary sources whenever possible. This means that you read and reference the original
works of the authors. Information you have gathered from first hand experience – eg. an interview or survey – is also a
primary source.

What are secondary information sources?

When you use the ideas /words of one author that have appeared in another writer’s text you are using a secondary
source.

Below are two examples of how to use a secondary source in a sentence:

(1) Bartlett and Ghoshal (cited in Daft 2004) suggest that companies expanding into global markets are
forced to do so because of economic, technological and competitive factors, which relate to economies of
scale, economies of scope and cheaper production factors.
(2) Companies expanding into global markets are forced to do so because of economic, technological
and competitive factors, which relate to economies of scale, economies of scope and cheaper production
factors (Bartlett & Ghoshal, cited in Daft 2004).

Step 8 Draw up a detailed plan

Collecting the data for a report takes place over an extended period of time. Before you start writing, you need to use
your mind map, your notes from various sources, texts, websites, surveys, interviews and more to draw up a report
plan identifying the main ideas and the evidence that supports those ideas.

A plan is like a road map which allows you to have a clear understanding of the direction your report is going to take. A
detailed plan can help you to have confidence when you start to write. You know what you want to write, why you are
including it and the logical order in which to present it.
 Step 9 Writing the report

Report Structure
It is important to follow your course guidelines or company /organisation instructions for your industry projects as
guidelines for how to present your report are generally given to you. However, if you have not been given instructions
about the format of your report, below is listed the structure of a business report.

Reports are generally divided into the following sections:-

 Cover sheet (use the RMIT cover sheet as per your course guide)
 Title page
 Acknowledgements (if necessary)
 Table of contents
 Executive Summary
 Introduction
 Main section(s) of the report
 Conclusion
 Recommendations
 Appendices
 Glossary
 Reference List

Table 17 covers each part in detail.

Table 17
Sections of a report Explanation
Cover sheet Every assignment must have the cover sheet stapled to the front of your assignment.
Download from the See <http://mams.rmit.edu.au/7ksj9bbov094.doc>.
Course Guide
Title page The title of the report copied from the Course Guide.
If you have created your own project then the title needs to be a clear explanation of
what the report is about

The title page also includes:-

 Student name and number
 Lecturer’s name or the manager who requested the report
 Date the report was submitted
 Name and number of the course
Table of Contents The Table of Contents provides the reader with an easy guide to where information is
located in the report.

Any report that is longer than a few pages needs a Table of Contents.

The Table of Contents lists

 sections, sub-sections of the report and the corresponding page
numbers.
 diagrams and appendices.
.
The Table of Contents should be written when the final draft has been completed to
ensure that the page numbers and headings match.

All numbering must be consistent and accurate.

 For instructions on how to generate an automated Table of Contents in Microsoft
Word go to <http://office.microsoft.com/en-au/word/HP051892931033.aspx>. This
enables you to match headings and page numbers into your Table of Contents.
Abstract/ Executive In companies and organisations, the Executive Summary is critically important as
Summary managers tend to read this section first to gain an overview of the whole report.

The Executive Summary

 provides a short and comprehensive summary of the whole report.
 gives the bare facts of the report including the findings and
conclusions.
 provides enough detail for the reader to have a clear
understanding of the main facts and critical findings.
 is typically very short.
 is written in the past tense as it is a record of what has been done.

Although the Executive Summary appears at the beginning of the report, this section
should be written after the report has been finalised and you have had time to reflect
on the report as a whole.
Introduction The Introduction provides a brief, accurate background for the main section of the
report.

Introductions typically include

 the purpose of the report/ background
 the scope, methods used – issues covered/not covered
 the limitations of the report and outlines terms of
reference/definitions

Questions to be considered-
What is the situation that has made an investigation into the issue or problem
necessary?
How will the research be carried out?
What are the aims/ objectives? What are you setting out to do? (These
objectives will be addressed throughout the report and provide the framework for
the research and the conclusions).

Scope-
Often an issue will be extremely broad and you will need to narrow the focus to the
specific areas to be investigated.

There will be other factors that limit the scope of the report. State what they are e.g.
time, budget, geographical location, client availability, a particular company …

Terminology -
If there are terms or words that are critical to an understanding of the report but may
be unfamiliar to the reader, introduce them and define what they mean as used
within the report.
Main section(s) of the There is no particular formula for this section of the report. What you are required to
report do is to thoroughly investigate, examine and analyse the factors that impact the
may include: current situation.
 a literature
review (optional There is often a Literature Review as a component of your report.
depending on
assessment The research methodology(ies) and the reasons why you have chosen them need
instructions) to be explained.
  Methodology
 Findings A variety of methods can be used depending on the problem being investigated.
 Analysis
Examples of methodologies include questionnaires, focus groups, interviews,
experiments, literature searches.

The findings / results from the research are documented and analysed.

Your research needs to be presented in a logical sequence using numbered

headings that clearly show the reader what information is contained in each
paragraph.

Note: Refer to your Course Guide to ensure that your report meets the
assessment criteria.
Conclusion The conclusion summarises the main points investigated and comments on the
significance of the findings.

The conclusion/s are based on the results of the research you have conducted and
not on your personal opinion. All the conclusions must be supported by the material /
facts you have presented in the report.

Remember the conclusion/s should always relate back to the stated objectives of the
report.

Do not introduce new ideas /theories/ issues in the conclusion.

Recommendations The recommendations are based on the conclusions and provide possible solutions
or courses of action to resolve the problems examined in the report. when and how
action should be taken

Having completed the report, recommendations may include any of the following
 what action should be taken and who should be involved in its
implementation
 what could have been done differently to achieve better more
comprehensive outcomes
 what possible costs or risks are involved in carrying out your
recommendations
 what makes this the best solution
 what further research might be conducted for continuous
improvement
Appendix / Appendices Information that is not essential to the general understanding of the report but may
be important in supplying further information for the reader is placed in an Appendix:

 a copy of the questionnaire you have used when interviewing

 a financial statement / annual reports
 technical data

The information in the Appendix must be discussed in the main part of your report
and the reader directed to both the Appendix number and the page where it can be
found.
Glossary If you have used words, phrases and terms which may not be familiar to the reader,
you need to place these in an alphabetical list accompanied by a short explanation.
 If they are unusual or essential to an understanding of the text, such terms should be
defined at the beginning of the report or the reader should be directed to refer to the
glossary.
Reference List All the references used n your report must be documented fully in the reference list
using the Harvard system used by RMIT College of Business.

The guide to RMIT referencing can be found at

<www.dlsweb.rmit.edu.au/bus/public/referencing>.

If you have not used Harvard referencing before, the online tutorial on
<www.dlsweb.rmit.edu.au/lsu>. will help you.

Step 10 Using your plan to start writing

In Step 8 you wrote a detailed plan which included the various sources, texts, websites, surveys, interviews that you
researched for your report. Your plan has identified the main ideas and the evidence that supports those ideas.

Sort your plan into sections so that you know what you want to include in the introduction, the various paragraphs in the
main part of your report, the conclusion and recommendations. The more organised this plan is, the easier it will be to
write the report.

Step 11 Writing the first draft

Using the detailed plan you have now developed, set aside a block of time to write the first draft of your report. Aim to
write the whole report in the time you have set aside as this will give your work a clear flow. Do not be concerned at
this stage with headings, numbering systems, correct grammar, spelling, or referencing as this will be done at the
editing stage.

Once you have written this first draft it will be much easier to see where evidence is lacking, and where information
could be more logically re-organised. Then you can start to create headings and subheadings related to each section
of information.

Leave the numbering of each section until you have a final draft.

As you will probably need to write several drafts before the report is ready for submission, make sure you have allowed
sufficient time to do this.

When you write your essay, you will need to use techniques such as paraphrasing and synthesising.

Paraphrasing is expressing in your own words the ideas of another writer.

Synthesising is the ability to express in your own words the similarities or differences in the ideas of a number of
authors.

You must always acknowledge the sources for your ideas even when you use your own words. For more information
on how to paraphrase and synthesise go to <www.dlsweb.rmit.edu.au/lsu>.

For more information on how to reference when paraphrasing go to

<www.dlsweb.rmit.edu.au/bus/public/referencing>.

Direct quotations are when you use the exact words of the author/source.

You may use direct quotation in your assessment tasks, but these should be kept to a minimum.

Whenever quoting from any source you must correctly reference the work. For further information on how to
reference direct quotes, go to <www.dlsweb.rmit.edu.au/bus/public/referencing>.

For more information on direct quotes, go to <www.dlsweb.rmit.edu.au/lsu>.

 Step 12 Formatting your report

Headings
A report is divided into numbered sections using headings and subheadings which highlight the main parts and ideas
within the report. Headings need to be brief and informative.

Headings are used to:

 separate the text into smaller, more manageable units that summarise the content of each headed
section.
 assist the reader to find information quickly and easily.
 present a new idea / aspect of the content.

A sub-heading is used when this idea is extended and further explored.

Numbering system
You need to use a consistent numbering system to identify the different sections of a report. It is recommended that
you use the decimal system as shown in the example below.

1 MANUFACTURING
1.1 Staff
1.1.1 Recruitment
1.1.2 Training
1.1.3 Salary
1.1.4 Promotion
1.2 Equipment
1.2.1 Costing and budgeting
1.2.2 Ordering
1.2.3 Repair and maintenance
1.3 Inventory
1.3.1 Raw materials
1.3.2 Component parts
1.3.3 Inventory management
1.4 Output
1.4.1 Work in progress
1.4.2 Finished goods
2 SALES
2.1 Staff
2.1.1 Recruitment …

All numbered sections and headings must all be included in the Table of Contents and must match with the respective
page numbers. This ensures that the reader can access information easily.

Remember each page of your report must also be numbered.

Style of language
Reports are intended to be read easily and to provide quick access to information. You are writing about facts or
relevant pieces of information. Therefore the style of language is simple and direct.

Sentences should not be complicated - state the point you are making clearly and directly.

A report is written in an objective and impersonal manner as it is presenting facts. Unless you have been asked for
your personal opinion you should not be using personal pronouns such as ’you’,’ we’ and ‘I’. Do not offer your own
personal point of view.

Language needs to be formal. Do not use abbreviations or slang or SMS.

Table 18
Examples of the language used in the different sections of a report
Reasons for the report This report was commissioned as a result of ongoing
concerns about..
The report sets out to examine the reasons for …
This report investigated..
Objectives This report aims to explore the options available...
The main objectives of the report are to examine the
reasons …
This report examines the relationship between …
Methodology In order to review current procedures …
Staff members were asked to complete an on-line
questionnaire…
Findings The investigation clearly showed that …
Initial findings suggest that ….
Conclusions Analysis of the data showed that …
The following conclusion can be drawn from the
investigation …
Recommendations It is recommended that …
Because of the …, it is suggested that the following
actions be considered.

Do NOT use informal language. Note the way impersonal and passive language has been used in Table 19.

Table 19
Informal versus formal language
Informal Formal
I think that this sort of thing should never happen Correct procedures, as set out in the Staff Manual,
again. must be followed so that such incidents do not occur
again.

I reckon if customers are unhappy about the service or
our product, the boss needs to know.
You should have got the minutes by now.
Cul8r
When complaints are made, the problem needs to be
reported and the situation monitored.
The minutes for the AGM has been circulated to all
participants.
The committee will meet tomorrow.

Bullet points
In some reports, bullet points are acceptable. Check that they are allowed in your report.

When you use bullet points as part of the sentence, each bullet point is in lower case and should be grammatically
correct, e.g.
The success of a report depends on:-
 the objectivity of the presentation
 the value of the research
 the analysis of relevant information
 the ease with which information can be accessed
 Use of visual material
Graphic materials, e.g. figures, tables, illustrations and charts are a very useful way of presenting information.

If used in the text, visual material should be positioned as close as possible to the discussion and cited appropriately,
both in the text and the reference list.

If used in the Appendices, they should be clearly labelled and referred to in the discussion within the report. They must
also be cited appropriately and listed in the Table of Contents.

In your discussion, you will need to inform the reader what the graphic material represents, e.g. point out any important
trends or generalisations and highlight the significant point(s) you are making.

Different types of figures and tables fulfill different functions. You should always choose the most appropriate type
of illustration for your purpose. For example:-
 line graphs are useful for showing trends,
 bar graphs clearly show comparisons
 pie charts can be used to show sub-categories in relation to the whole e.g. the percentage of
students attending RMIT University classified by nationality.

If you are giving the report orally, pie charts and graphs are easier to read and understand than tables.

Refer to<www.dlsweb.rmit.edu.au/lsu/content/2_AssessmentTasks/assess_tuts/Format_LL/figures.html>.

Editing your final draft

You need to edit your draft before submitting the final version.

Read your Course Guide carefully to ensure that you have met the requirements of the assignment.

Observe the word limit or you may be penalised. Word limits, as the words imply, set the limit on the number of words
that can be used. The topic has been designed so that the issues and complexities can be explored within this word
limit.

Using ‘Tools’ on the menu bar in Microsoft Word, check your spelling and grammar and make the necessary changes.
 Report writing checklist
Have you followed the instructions on report formatting set out in your course guide?

Table 20
Report Writing Checklist
Feature Details

Title page  Title of the assignment

 Author’s name
 Receiver’s name
 Name of course
 Date of submission
Table of Contents  Accurate reflection of structure
 List of tables/figures
 Headings that match page numbers
Executive Summary  A separate page
 Heading
 Summary of the main points in whole assignment
 Numbering
Introduction  Definition of the topic and key terms
 Delineate the scope and focus of the topic
 Indicate the writing task
 Present a plan of the argument
 Show the writer’s theoretical approach
Main section of the report  An introductory section
 Logical developments of problem and research
 Use quotations as evidence
 Use secondary and primary research
 Conclusions
 Recommendation
Conclusion  Restate the main ideas
 Give the writer’s personal opinion on the matter
 State implications
Recommendations  Relate to the conclusions
 Are they specific
 Are they action orientated
Layout of the report  Headed
 Numbered
 Spaced as instructed (+ margins)
Final edit  Spell checked
 Grammar checked – electronically and personally

For more information on report writing, go to the learning lab <www.dlsweb.rmit.edu.au/lsu>.

Referencing
All reports must be referenced according to the guidelines set out at
<www.dlsweb.rmit.edu.au/bus/public/referencing/index.html>.
or
<http://prodmams.rmit.edu.au/s9sx559hurvc.rtf>.
or
<www.dlsweb.rmit.edu.au/lsu>.
Reference list
Cortada, J (ed). 1998, Rise of the knowledge worker, Butterworth-Heinemann, Boston.

RMIT Business 2004 RMIT Business assignment cover sheet, RMIT University, viewed 20 January 2006,
<HtmlResAnchor http://mams.rmit.edu.au/7ksj9bbov094.doc>.

RMIT University 2003a, Policy:Plagiarism, Academic Registrar’ s Group, RMIT University, viewed 25 August 2003,
<HtmlResAnchor http://mams.rmit.edu.au/1oavdg0bdd1.pdf>.

RMIT University 2003b, RMIT Regulations 6.1.1 – Student Discipline, RMIT Online, viewed 19 August 2003,
<HtmlResAnchor http://mams.rmit.edu.au/j4lb68xx36oj1.pdf>.

Shannon, J (2003), A companion to business statistics, Pearson, Frenchs Forest, NSW.

Style manual for authors, editors and printers 2002, 6th edn, John Wiley & Sons, Australia.

Bibliography
The Australian Oxford dictionary 2004, 2nd edn, Oxford University Press, South Melbourne

Collins Australian dictionary 2003, 5th edn, HarperCollins, Pymble, NSW.

Macquarie dictionary 2005, 4th edn, Macquarie Library, North Ryde, NSW.

RMIT Academic Registrar's Group 2005, Plagiarism (and how to avoid it): resources for students, RMIT University,
viewed 6 February 2006, <http://www.rmit.edu.au/academic-policy/plagiarism_resources>.

RMIT University Learning Skills Unit 2006, Learning Lab, RMIT University, viewed 6 February 2006,
<http://www.dlsweb.rmit.edu.au/lsu/>.
Hint: Click on link to Business at bottom of page for tutorials on literature reviewing, report writing and referencing.

RMIT University Library 2005, Copyright, plagiarism and fair use, RMIT University, viewed 6 February 2006,
<http://www.rmit.edu.au/library/info-trek/copyright> .

RMIT University Library 2005, Referencing resources, RMIT University, viewed 6 February 2006,
<http://www.rmit.edu.au/library/info-trek/referencing>.

RMIT University Teaching and Learning 2005, Academic Integrity @ RMIT, RMIT University, viewed 6 February 2006,
<http://www.rmit.edu.au/academicintegrity>.
Glossary
Instruction words – likely to occur in the topic question of an essay or business report:

Table 21
Instruction words Explanation
Analyse Separate or break the subject matter into its parts to discover their
nature, proportion, function and relationships
Argue Systematically support or reject a position by presenting reasons and
evidence for acceptance or rejection, while indicating your awareness of
opposing points of view
Comment Make critical observations about the subject matter; Be careful not to
write too many generalisations
Compare Find similarities and differences between two or more ideas, events,
interpretations etc. Ensure you understand exactly what you are being
asked to compare.
Contrast Similar to Compare, the difference is that you should concentrate on
dissimilarities
Define Provide clear concise, authoritative meanings, in which you address the
nature or essential qualities of the question. Details are not necessary
but you may wish to cite the boundaries or limitations of the definition,
since meaning can extend beyond simple definitions
Describe Recall facts, processes or events. Try to provide a thorough description
emphasising the most important points. You are not asked to explain or
interpret
Discuss Present a point of view, that of others and/or your own. This will entail
both description and interpretation. Your opinion should be supported
by arguments and evidence.

Enumerate Provide a list or outline form of reply. In such essays you should
recount one by one, but concisely, the points required
Evaluate To appraise in order to make a judgment which requires consideration
of strengths and weaknesses.
Illustrate Clarify, exemplify or elucidate by presenting a figure, picture, diagram or
concrete example
List Provide an itemised series or tabulation - often expressed in point form.
Outline Give an organised description or an ordering of information in which you
state the main point, but omit details. Present the information in a
systematic arrangement or classification
Relate When showing relationships your answer should emphasise
connections and associations in a descriptive manner.
Review Re-examine, analyse and comment briefly (in an organised sequence)
on the major points of an issue

State Formally set forth a position or declare definitely. Details and examples
can be omitted
Summarise Provide a brief statement or account covering the main points in
sequence, or assimilate parts into a general comment. Omit details
Acknowledgements
The College of Business Guidelines for referencing and presentation in written reports and essays has been designed
and developed by the Academic Development Group, College of Business, in partnership with the Study and Learning
Centre.