Report Writing

What is a report? (definition)

A written statement

prepared for the benefit of others

describing what has happened or a state of affairs

normally based on investigation.

WHAT IS A REPORT? (cont.)

A report is a piece of factual writing, usually based on some kind of research or real-life experience.

Report is not a letter.

It usually focuses on factual information about the past, but should also include recommendations.

THE PURPOSEYou may be asked:

to give information evaluate something make suggestions or recommendations

TARGET READER -usually people who are asking for the report: an official group of people in authority your employer a group of colleagues you study or work with

CONTENT- What information

should I include? Ensure that you fully understand the purpose of the

report. Make a number of points in answer to the question. Use section headings for clarity, which can be

underlined as well. Include facts or results of a survey or research. Give description and explanation in support of each

argument. Summarise your conclusions in the final part. Conclude with a personal recommendation.

THE REGISTERIt depends on the target readerThe report will almost always be FORMALNo colloquial phrases!No contractions (don't, haven't, 'cos..)!Avoid phrasal verbs (pick up, set up, etc.)

THE STYLEACCURATECLEAR AND CONCISEOBJECTIVE

THE STYLE (cont.)ACCURATE

true facts, precise wording, supporting data, reference to sources

CLEAR AND CONCISE clear organisation of the text: sections,

subsections, headings, subheadings, paragraphing, numbering...

avoid unnecessary detail and long sentences avoid repetitions give essential information, your evaluation and

recommendation

THE STYLE (cont.)

OBJECTIVE content – include all the relevant information, do

not be biased an impersonal style is often appropriate,

avoiding overuse of the pronoun 'I' use passive and reporting structures instead try to analyse your experiences, not simply

describe them You will need narrative tenses for this.

THE LAYOUT

Start with a TITLEUse CLEAR HEADINGS Each SECTION its own PARAGRAPH. Use NUMBERS (1) or BULLETS (•)

CompaniesCompanies often have their own format of often have their own format of standard reports and do not completely standard reports and do not completely follow the structure presented below.follow the structure presented below.

STRUCTURE TITLETITLE

((e.g.e.g. Report Report onon the Company Image) the Company Image)TERMS OF REFERENCETERMS OF REFERENCE ((or INTRODUCTION or BACKGROUNDor INTRODUCTION or BACKGROUND))

The purpose of the reportThe purpose of the report:: who asked for it, who asked for it, what is to be investigatedwhat is to be investigated, , when should it be when should it be submitted by?submitted by?

PROCEDURE PROCEDURE (or METHOD)(or METHOD) Outlines the sOutlines the steps taken to make an teps taken to make an

investigation. It explains how the data were investigation. It explains how the data were collected, listing sources consultedcollected, listing sources consulted..

STRUCTURE (cont.)

FINDINGSFINDINGS IIt sets out the information itself, with t sets out the information itself, with

appropriate headings and subheadings, if the appropriate headings and subheadings, if the report covers more than one topicreport covers more than one topic..

CONCLUSION(S)CONCLUSION(S) Summary of the main findings, conclusions and Summary of the main findings, conclusions and

assessments.assessments.RECOMMENDATION(S)RECOMMENDATION(S) (if required) (if required)

The writer may suggest the solution to the problem ivestigated.