1. Report Writing

2. 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.

3. 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.

4. TARGET READER -usually people who are asking for the report:
THE PURPOSE
You 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

5. 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.

6. THE REGISTER THE STYLE It depends on the target reader
The report will almost always be FORMAL
No colloquial phrases!
No contractions (don't, haven't, 'cos..)!
Avoid phrasal verbs (pick up, set up, etc.)
THE STYLE
ACCURATE
CLEAR AND CONCISE
OBJECTIVE

7. THE STYLE (cont.) ACCURATE CLEAR AND CONCISE
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

8. 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.

9. THE LAYOUT Start with a TITLE Use CLEAR HEADINGS
Each SECTION its own PARAGRAPH.
Use NUMBERS (1) or BULLETS (•)
Companies often have their own format of standard reports and do not completely follow the structure presented below.
Start with a TITLE.
Use CLEAR HEADINGS (which can be underlined) to organize your thoughts and to help the reader see how the report is organised. Make sure there is a line space between headings.
Give each SECTION in the report its own PARAGRAPH. Where appropriate divide sections into paragraphs.
Use NUMBERS (1) or BULLETS (•) to make important items stand out, especially if you want to single them out.
Companies often have their own format of standard reports and do not completely follow the structure presented below.

10. STRUCTURE TITLE TERMS OF REFERENCE (or INTRODUCTION or BACKGROUND)
(e.g. Report on the Company Image)
TERMS OF REFERENCE
(or INTRODUCTION or BACKGROUND)
The purpose of the report: who asked for it, what is to be investigated, when should it be submitted by?
PROCEDURE (or METHOD)
Outlines the steps taken to make an investigation. It explains how the data were collected, listing sources consulted.

11. STRUCTURE (cont.) FINDINGS CONCLUSION(S)
It sets out the information itself, with appropriate headings and subheadings, if the report covers more than one topic.
CONCLUSION(S)
Summary of the main findings, conclusions and assessments.
RECOMMENDATION(S) (if required)
The writer may suggest the solution to the problem ivestigated.