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CHAPTER 3: REPORT WRITING:
Definitions of the report
Functions of report
Characteristics of a report
Format of a report
Mechanics of report writing
Oral presentation of the report
Definitions of the report
Reports are written accounts that objectively communicate information about some aspect of business. A report gives information, put forward ideas, gives survey findings and recommends actions. It can be oral and written. Informational reports
offer data, facts, feedback, and other types of information, without analysis or recommendations
Analytical reports
offer both information and analysis, and they can also include recommendations
Proposals
offer structured persuasion for internal or external audiences.
Classifications of Business Reports
Source (voluntary or authorized)
Frequency (routine or periodic)
Target audience (internal use or external use)
Length (short or long)
Purpose
Focus on facts to educate
Provide data analyses, interpretation, and a conclusion.
Functions /Purpose of Report
To oversee and manage company
operations
To carry out company rules procedures
To comply legal or regulatory requirements
To document ongoing and completed
works/jobs
To obtain new business or funding
To guide decision on particular issues
To get products, plans, or projects accepted
by others
Major Categories of Analytical Reports
Report to assess opportunities – explain the risks and rewards of choosing a course of action (market analysis, due diligence reports)
Reports to solve problems – analyze problems and suggest solutions (trouble shooting and failure analysis reports)
Report to support decisions – judge the merits of past or future decisions (feasibility and justification reports)
Three-Step Writing Process for Reports and
Proposals (Adapted from figure 13.1, pg. 395,main text)
Plan
(ch. 13)
Write
(ch. 14)
Complete
(ch. 15)
Analyze the Situation
Gather Information
Select the Right
Medium
Organize the
Information
Adapt to Your
Audience
Compose the
Message
Revise the message
Produce the Message
Proofread the
Message
Distribute the
Message
Checklist: A Work Plan(Ch. 13, main text)
A. Analyze the situation
Define clearly the purpose before start writing
Identify all goals to accomplish
Prepare the work plan
B. Gather information
Determine the need to have separate research project to collect necessary information
Reuse or adapt existing material whenever possible
C. Select the right medium
Consider audience expectations
Consider the need for commenting, revising, distributing, and storing.
Remember the medium chosen also sends a message
D. Organize information
Use a direct approach if audience is receptive
Use indirect approach if audience is skeptical
Use indirect approach to avoid risk meeting arrogant audience
Combine approaches if that will help support the primary message
Value of A Work Plan
A formal work plan makes the writing process more efficient and more effective by guiding us every step of the planning and writing process.
Work plan usually include:
1. A problem statement defining what you’re going to investigate
2. A statement of purpose defining why you are preparing the report
3. The task to be accomplished and the sequence in which they should be performed
4. A description of any product that will result from your study
5. A review of responsibilities, assignments, schedules, and resource requirements
6. Plans for following up after delivering the report
7. A working outline
Organizational Strategies for Analytical Reports (Adapted from Table 13.3, pg. 410, main text)
Element
Focus on
Conclusions or
Recommendations
Focus on Logical Argument
Use 2 + 2 = 4 Model Use Yardstick Model
Readers Are likely to accept Hostile or skeptical Hostile or skeptical
Approach Direct Indirect Indirect
Writer credibility High Low Low
Advantages Readers quickly grasp
conclusions or
recommendations
Works well when you
need to show readers
how you built toward
an answer by following
clear logical steps
Works well when you have a list
of criteria (standards) that must
be considered in a decision;
alternatives are all measured
against some criteria
Drawbacks Structure can make
topic seem too simple
Can make report
longer
Readers must agree on criteria;
can be lengthy because of the
need to address each criteria for
every alternative
Two-Step in Composing/Writing Reports(Ch. 14, main text)
A. Adapt to Your Audience Be sensitive to your audience needs with a “you” attitude,
politeness, positive emphasis, and bias-free language.
Build a strong relationship with your audience by establishing your credibility and projecting your company’s image.
Control your style with a tone and voice appropriate to the situation.
B. Compose the Message Choose strong words that will help you create effective
sentences and coherent paragraphs throughout the introduction, body, and close of your report or proposal
Checklist: Writing/Composing Reports (Ch. 14, main text)
A. Review and fine – tune your outline Match your parallel headings to the tone of your report
Understand how the introduction, body, and close work together to convey your message
B. Draft report content Use the introduction to establish the purpose, scope, and organization of
your report
Use the body to present and interpret the information you gathered
Use the close to summarize major points, discuss conclusions, or make recommendations
C. Draft proposal content Use the introduction to discuss the background or problem, your solution,
the scope, and organization
Use the body to persuasively explain the benefits of your proposed approach
Use the close to emphasize reader benefits and summarize the merits of your approach
Checklist: Writing/Composing Reports(Ch. 14, main text)
D. Draft online content Establish your credibility with information that is accurate, current,
complete, and authoritative
Adapt your content to local audiences as much as possible
Compose compelling, web-friendly content in the inverted pyramid style
Present concise, scan-able content
Create user-friendly links that clearly identify where the reader will be taken upon clicking
E. Help readers find their way Provide headings to improve readability and clarify the framework of your
ideas
Create transitions that tie ideas together and show how one thought relates to another
Preview important topics to help readers get ready for new information
Review information to help readers absorb details and keep the big picture in mind
The Four Tasks in Completing/Editing Reports(Ch. 15, main text)
1. Revise the message Evaluate content and review readability, then edit and
rewrite for conciseness and clarity.
2. Produce the message Use effective design elements and suitable layout for a
clean, professional appearance; seamlessly combine text and graphical elements.
3. Proofread the message Review for errors in layout, spelling, mechanics.
4. Distributing the message Deliver your report using the chosen medium; make sure
all documents and all relevant files are distributed successfully.
Checklist: Producing /Completing Reports(Ch. 15, main text)
A. Prefatory parts Use your company’s standard report covers, if available
Include a concise, descriptive title on the cover
Include a title fly only if you want extra-formal touch
On the title page, list (1) report title, (2) name, title, and address of the group or person who authorized the report, (3) name, title, address of the group or person who prepared the report; and (4) date of submission
Include a copy of the letter of authorization, if appropriate
Include a letter of transmittal that introduces the report
Provide a table of contents in outline form, with headings worded exactly as they appear in the body of the report
Include a list of illustrations if the report contains a large number of them
Include a synopsis (brief summary of the report) or executive summary (a condensed, “mini” version of the report) for longer reports
Checklist: Producing /Completing Reports(Ch. 15, main text)
B. Text of the report Draft an introduction that prepares the reader for the
content that follows
Provide the information that supports your conclusions, recommendations, or proposals in the body of the report
Don’t overload the body with unnecessary detail
Close with a summary of your main idea
C. Supplementary parts Use appendixes to provide supplementary information or
supporting evidence
List any secondary sources you used in bibliography
Provide an index if your report contains a large number of terms or ideas and is likely to be consulted over time
Process of Report Writing
Process of report writing:
1. Planning and Gathering Data
(Investigating)
2. Selecting data/information and Outlining
3. Writing the draft (Drafting)
4. Editing (Revising)
Format of a Report
1. Title Page: Title, author’s name, date of
submission, authorization
2. Table of Contents: List of sections, sub-
sections, appendices, etc.
3. Acknowledgements: Section thanking
people for their help
4. Summary/Abstract: Summary of entire
report
5. Introduction: Background, terms of
reference, scope
6. Findings/Discussion:
Presentation/analysis of facts obtained
7. Conclusions: Deductions based on
findings
8. Recommendations: Suggestions and
advice based on conclusion
9. Bibliography: List of references
10. Appendices: Supplementary materials
(additional tables, charts and other
supporting data
1
2
3
4
5
7
8
9
10
6
Optional
sections
Optional
sections
Obligatory
sections
Stage 1:
Planning and Gathering Data (Investigating) You should answer these questions:
1. PURPOSE – WHY are you writing the report?
2. READER – WHO will be reading your report?
3. SUBJECT MATTER – WHAT are the facts/ideas you have to include?
4. SOURCES – WHERE can you get the facts and information?
5. FORMAT – HOW are you going to present the information/ideas?
Other sources of information for other situations can be: Written materials. E.g. newspapers, periodicals, magazines, letters,
memos, reports, books, etc.
Personal observation of the situation
Questionnaires/surveys
Interviews
Enquiries by telephone or letter
Stage 2:
Selecting data/information and Outlining
After initial planning stage, you will have already gathered all your relevant information, and can go on to outline your report.
Suggested format:
1. Give your report a title.
2. Write down your purpose in one short sentence to make sure that you know exactly what it is.
3. Consider your collected facts and data, and reject irrelevant portions.
Stage 2:
Selecting data/information and Outlining
4. Group your facts under main headings and sub-
headings.
5. Decide on the order to present the main
divisions.
6. Review your title and section headings critically.
7. Consider what illustrations or diagrams are
needed.
8. Consider if any factual information can be lifted
from the main divisions and placed in an
appendix.
Stage 3: Writing the draft (Drafting)
After the planning and outlining have been done, it is time for you to draft your report. The following steps are recommended:
1. Write out the Findings
2. Write the Introduction
3. Draw Conclusions from the Findings
4. Make Recommendations from your own Conclusions
5. Prepare a summary or Abstract
6. Prepare the Appendices and Illustrations
7. Prepare a Bibliography
8. Check and make corrections
Characteristics of a Report
1. Accurate – present factually correct and error free.
2. Complete – provide audience with necessary information to understand the situation, problem, or proposal and make decision.
3. Balanced – present all sides of the issue fairly and equitably and include all the essential information, even when the information doesn’t support author’s line of reasoning.
4. Clear and logical – describe in uncluttered sentences and logically organized with clear transition
5. Documented properly – giving credit to all outside sources of information on which the reports draws.
Obligatory Section: Introduction
Introduction has three purposes:
1. It provides general background information about the topic.
2. It gives the terms of reference which tell the readers the purpose of the report.
3. It further tells the readers what the report will cover, or scope of the report.
Common topics in Introduction:
Authorization
Purpose and Scope
Background
Sources or Methods used to gather information
Important definitions
Limitations
Order in which various topics are covered
Obligatory Section: Body (Findings)
The Findings/Discussion section of a report is usually the longest. It usually presents, interprets and analyses information.
Numbering in a report is very important because it helps to distinguish main ideas from supporting points. It also makes for easy reference.
Common topics covered in Body (Findings): Details of the Problems
Opportunities
Facts and Evidence
Trends
Results of studies and investigations
Analysis of potential courses of action
Process, procedures and steps
Methods and approaches
Evaluation of criteria for options
Obligatory Section: Conclusions and
Recommendations Conclusions in a report may consist of:
Opinions based on facts in the findings
Evaluations of facts / opinions
Comparisons of viewpoints
Reference to future consequences
Recommendations Suggestions for action or non-action which are consistent with
the judgments made in the conclusions
Suggestions for further investigation into matters which you cannot solve on present information
Answers to four questions: What is to be done? By whom?, Where? How?
Conclusions and Recommendations are both itemized in descending order of importance. The order of ideas in Recommendations should follow the order of ideas given in the Conclusions.
Optional Sections of a Report
1. Title Page – this is either the cover or the first page of a report. It should include Name of company, Title, Recipient & his designation, Author & his designation, Date.
2. Table of Contents – all sections of the report are listed in the sequence in which they appear in the report along with the page references.
3. Acknowledgements – written to thank people for services rendered, particularly those who have made a special contribution in your work. Usually it written in the first person, in the active rather than passive voice.
Optional Sections of a Report
4. Abstract/Summary – this section summarizes the entire report, covering all the essential points but leaving out all the examples. Sometimes people will only read this part of the report to get quick ides of what the report is about.
5. Bibliography – this is a list of books and other printed materials referred to by the writer(s) of a report.
6. Appendices – this section consists of supplementary materials which if placed in the main report, disrupt or delay the reading process. It contains reference materials such as tables, charts, sample questionnaires and specifications.
Stage 4: Editing (Revising)
Put aside your draft for a day or two if time permits so that you can re-evaluate it objectively.
1. Examine the draft as a whole.
2. Check all the sections in relation to one another.
3. Check every statement for grammatical, spelling, punctuation and stylistic errors.
4. Check all your illustrations and appendices for accuracy and relevance. See whether they all have titles and labels.
5. If possible, show your draft to a qualified person to get his comments and suggestions.
Creating and Delivering Oral Presentation(Adapted from Figure 16.1, pg. 499, main text)
Plan Write Complete
Analyze the
situation
Gather
information
Select the right
medium (ch. 17)
Organize
information
Adapt to Your
Audience
Compose your
Presentation
Revise the
Message
Master Your
Delivery
Prepare To
Speak
Overcome
Anxiety
•See checklist on pg. 516 and 542, main text
Oral presentation of the report
There are two stages in oral presentation:
Preparation and delivery of the report
Use of audio visual aids/equipment
Stage 1: Preparation and delivery of the report
When Planning Your Presentation:
Decide on your aim – to inform or to persuade/convince
Analyze your audience to find out: Their level of technical knowledge regarding your subject
Their attitudes towards you and your topic
Their status and relationship with you
The questions they will probably ask
The information they require to come to a conclusion or decision
The number that will attend
Preparing The Body:
Plan your outline – divide into sections, decide on the main points to cover in each section, break up main points into sub-points (if necessary), decide on supporting details and evidence
Stage 1: Preparation and delivery of the report
( Preparing The Body) Collect your information - from your experience and
researched information should be accurate, honest and factual. (examples, illustrations, comparisons, testimonials, humorous points)
Select best suited supporting material – eliminate anything that is irrelevant or duplicates other details.
Organize your points. Five main patterns for organizing materials: Chronological order – progression in time or sequence of events
Spatial order – the logical position or sequence of the parts
Topical order – categories, qualities, types, etc.
Ascending/descending order – according to degree of importance/worth
Problem-solving pattern – the statement of problem, details of cause/effects of the problem, and the solution
Stage 1: Preparation and delivery of the report
(Decide on your opening and introduction)
Introduction should first catch the audience’s attention and preview the topic and content. It should include whatever information the audience requires in order to understand the presentations.
Attention – Seeking Methods (can include humor) Make a startling statement
Ask a question
Tell a story or true anecdote
Give a quotation
Give a proverb/saying
State a little known fact
Preview of Topic Introduce group
Introduce subject
Preview sections and content
Summarize points
State purpose – tell audience what you want them to do
If necessary, you can also include background of the topic, procedure/research methods and related work in the same field
Stage 1: Preparation and delivery of the report
(Decide on your conclusion and ending)
During presentation, the members of the audience may not always 100% pay attention but they usually do pay attention to the closing section. So, it is important to decide carefully on what to be said in the conclusion and it should reinforce the message.
Conclusion usually is a summary or restatement of any one or combination of any of the following:
Advantages/limitations
Benefits to the audience
Action or decision expected from audience
Future expectations or implications
Recommendation(s).
The ending of your conclusion should be related to the aim of your presentation.
Stage 2: Use of audio visual aids/equipment
Visual have two-fold purpose:
To help the presenter get his message across,
To help the listener receive the message
Visuals Help The Presenter
To emphasize the spoken word
To display data
To clarify points
To add interest to the
presentation
To create a more lasting
impression
Visuals Help The Listener
To focus attention
To visualize information
To comprehend
To maintain interest
To remember
Stage 2: Use of audio visual aids/equipment
(When to Use Visual Support)
You should use Visual Support when:
Presenting statistics
Describing objects, events, ideas, that you
want the audience to visualize
Showing how something works
Highlighting key words or ideas
Stage 2: Use of audio visual aids/equipment
(Choosing the Appropriate Visual Support)
Type of Presentation Purpose
Statistical graphs/charts
a. Line graphs
b. Bar charts/histograms
c. Pie charts
To present statistical information
a. To show trends over a specified time
period
b. To show statistical comparisons
c. To show the parts of the whole
proportionately
Verbal Charts/diagrams
a. Tables
b. Flowcharts
c. Classification trees
d. Key words/phrases
To summarize points
a. To show relationships among factors
b. To show procedure or processes
c. To show relationships among similar
types
d. To highlight or define terms
Stage 2: Use of audio visual aids/equipment
(Choosing the Appropriate Visual Support)
Type of Presentation Purpose
Pictograms To show ideas or figures symbolically
Sketches/diagrams To show details of objects
Objects/models a. To show the real thing
b. To show how it works
Demonstrations a. To show how to perform an action
b. To show how to use an object
Stage 2: Use of audio visual aids/equipment
(Preparing Effective Visuals)
Nine (9) rules to Effective Visuals:1. SIMPLE: limit ideas to one per visual.
2. COMPLETE: present all necessary visual information.
3. READABLE/VISIBLE: make sure the people in the back row can see and read your visuals.
4. NEAT: make them as professional as possible to give a good impression.
5. ACCURATE: draw your charts and graphs according to scale.
6. APPROPRIATE/RELEVANT: ensure the visuals give the message you intend to convey
7. VARIED: choose different ways to present your ideas
8. LIMITED IN NUMBER: restrict the number by preparing only essential visuals.
9. INTERESTING: make your visuals eye-appealing
Stage 2: Use of audio visual aids/equipment
(Presenting Your Visuals)
1. Make sure that everyone can see the visual
2. Talk to the audience, not to the visual
3. Point to the part of the visual you are talking about
4. Give the audience time to see the visual
5. Organize your visuals
6. Show the visual only when you refer to it
7. Most importantly - MAKE YOUR VISUALS WORK FOR YOU, NOT AGAINST YOU
Stage 2: Use of audio visual aids/equipment
(Make Audience Follow Your Message)
1. Written vs. Spoken Language
2. Relate to Your Audience
Be informal
Be personal
Ask questions
Be dynamic
3. Emphasize Your Points
4. Link Your Ideas
5. Develop your Outline into Spoken Language
6. Practice Being Fluent
7. Make Your Meaning Clear
Use simple words
Avoid jargon
Define terms
Use short, simple, active sentences
Give specific details
Be precise
Be concise
Use correct grammar
Stage 2: Use of audio visual aids/equipment
(Delivery)
Delivery is how you present yourself and your material to an audience.
It is the most important part of your presentation
To be successful in Delivery: Plan your message carefully by organizing and developing
your points
Prepare visuals carefully and present them effectively
Use clear spoken language
Use your voice effectively
Use meaningful non-vocal behavior
Prepare yourself for answering questions
Rehearse many times
Appear confident and in control
Grammar, Mechanics and Usage of Report Writing
Grammar
Nouns, Pronouns, Verbs, Adjectives, Adverbs, Other Parts of Speech, Sentences.
Punctuation
Periods, Question Marks, Exclamation Points, Semicolons, Colons, Commas, Dashes, Hyphens, Apostrophes, Quotation Marks, Parentheses and Brackets, Ellipses.
Mechanics
Capitalization, Underscores and Italics, Abbreviations, Numbers, Word Division
Vocabulary
Frequently Confused Words, Frequently Misused Words, Frequently Misspelled Words, Transitional Words and Phrases
Review Q
Indicate True or False
1. A report is a document which does all the following: gives information, reports findings, puts forward ideas, recommends a course of action.
2. A report only travels upwards to supervisors and management policy-makers.
3. All reports must be in written form.
4. All reports follow the strict format with the same sections, i.e. Introduction, Findings, Conclusions and Recommendations.
5. A report must be objective and impartial.
6. A report must have a specific purpose
7. A report is always written with a specific reader in mind.
ExerciseNo Situation YES/
NO
INFORMATIONAL/
ANALYTICAL
1 You want to tell a group of part-time student workers
about organization of your department.
2 You witnessed a head – on collision along Prince Road
this morning and you have to tell the police what you
actually saw.
3 You have just completed a survey on the feasibility of
building a flyover above Princess Road. Your boss
wants a detailed account of the survey findings.
4 You have just come back from a tour of Hawaii and now
you want to tell your colleagues about the trip.
5 You have just come back form a business trip to Hawaii
and you want to tell your company about the links you
have established and the follow-up actions which you
think are important.
ExerciseNo Situation YES/
NO
INFORMATIONAL/
ANALYTICAL
6 One of your subordinates, Mr. Long and Mr. Lee, will be
promoted. Your boss wants you to recommend one of
them.
7 There is a flood prone-area in a district you are
responsible for. You have just come up with a method
to prevent flooding and you want to recommend it your
senior officers.
8 You read about a dishwasher in the papers this
morning and you want to tell your mother about the
advantages of such machine.
9 One of your workers injured his arm when he was lifting
a load from the shop-floor. You have to relate the
incident to a group of supervisors and Industrial Safety
Officers.
10 You are the Sales Manager of ABC Company. The
director of your company wants a detailed account of
the sales of your new product “Superbroom” in the first
quarter of the year
Subject : Chinese Names - Annie Wan (Anyone)
Caller : Hello, can I speak to Annie Wan? (anyone)
Operator : Yes, you can speak to me.
Caller: No, I want to speak to Annie Wan!
Operator: You are talking to someone! Who is this?
Caller: I'm Sam Wan (someone) And I need to talk to Annie Wan! It's urgent.
Operator: I know you are someone and you want to talk to anyone! But what's
this urgent matter about ?
Caller: Well... just tell my sister Annie Wan that our brother Noel Wan (no one) was
involved in an accident. Noel Wan got injured and now Noel Wan is being
sent to the hospital. Right now, Avery Wan is on his way to the hospital.
Operator: Look if no one was injured and no one was sent to the hospital, then
the accident isn't an urgent matter! You may find this hilarious but I don't
have time for this!
Caller: You are so rude! Who are you?
Operator: I'm Saw Lee. (sorry)
Caller: Yes! You should be sorry. Now give me your name!!