Report
ü A report gives a factual account of something. The main function of a report is to analyse a situation and present it in a clear, objective manner. Reports are usually requested by, and written for, decision-makers, such as school principals, business managers, or government officials. Reports to the latter are regularly published on topics as diverse as teenage drinking, education funding, safe roads, and the housing market. Such reports are designed to influence the government to implement policies in the future. It is important to know who exactly will be reading the report (i.e. the audience).
ü A report uses headings and often sub-headings. Common headings:
1. Title: Give a name to the report. A good title helps to provide a clear focus on what he report is about.
2. Introduction: Explain briefly why and for whom the report is being written (i.e. target audience and purpose). The objectives of the report should be outlined and set in context. You may also give time limits, details of those carrying out the report, and who authorised it.
3. Facts and Findings: Explain what was done to gather the information and the findings carried out during the report. Use the language of information. There are two forms of gathering information:
(a) Primary sources, e.g. interview (quotations), questionnaire, direct observation, minutes from a meeting, personal experiences.
(b) Secondary sources, e.g. statistics, findings from other reports and surveys, quotations from authority figures and specialists in the area.
4. Conclusions: Outline the main conclusions that can be drawn from the facts and findings. The language of persuasion and argument may be helpful here. Be careful to avoid simply summarising the information presented in the findings – ANALYSE!
5. Recommendations: Give ideas on how the situation being studied in the report can be improved and what action might be taken after the report has been written. Make sure that your recommendations are realistic.
ü The report can be signed and dated at the end.
ü Under each heading / sub heading, bullet point or number format should be used.
ü Reports are rarely if ever written from a personal point of view. Reports are fact-finding, and it is only in the recommendations that the author’s opinion may be discerned. However, opinions should be based on your findings rather than on any personal bias. For example, a report on lung cancer should not reflect an anti-smoking bias by the author.
ü The language register is generally formal and impersonal. Use objective and matter-of-fact language (i.e. no frills). Avoid colloquial language and slang. However, reports for a more localised audience, e.g. within a school, might be a little less formal.
ü Be clear, accurate, and concise. Language which is appropriate to the target audience is crucial to ensure that the findings and conclusions of the report are understood and trustworthy (i.e. there should be no ambiguity). Otherwise, the report is a waste of time.
ü In some reports, figures, tables or graphs may be used to reinforce the written element of your report, give a visual dimension to your work, and make it appear more realistic. However, use them sparingly (if you chose to use them at all).
ü A report uses headings and often sub-headings. Common headings:
1. Title: Give a name to the report. A good title helps to provide a clear focus on what he report is about.
2. Introduction: Explain briefly why and for whom the report is being written (i.e. target audience and purpose). The objectives of the report should be outlined and set in context. You may also give time limits, details of those carrying out the report, and who authorised it.
3. Facts and Findings: Explain what was done to gather the information and the findings carried out during the report. Use the language of information. There are two forms of gathering information:
(a) Primary sources, e.g. interview (quotations), questionnaire, direct observation, minutes from a meeting, personal experiences.
(b) Secondary sources, e.g. statistics, findings from other reports and surveys, quotations from authority figures and specialists in the area.
4. Conclusions: Outline the main conclusions that can be drawn from the facts and findings. The language of persuasion and argument may be helpful here. Be careful to avoid simply summarising the information presented in the findings – ANALYSE!
5. Recommendations: Give ideas on how the situation being studied in the report can be improved and what action might be taken after the report has been written. Make sure that your recommendations are realistic.
ü The report can be signed and dated at the end.
ü Under each heading / sub heading, bullet point or number format should be used.
ü Reports are rarely if ever written from a personal point of view. Reports are fact-finding, and it is only in the recommendations that the author’s opinion may be discerned. However, opinions should be based on your findings rather than on any personal bias. For example, a report on lung cancer should not reflect an anti-smoking bias by the author.
ü The language register is generally formal and impersonal. Use objective and matter-of-fact language (i.e. no frills). Avoid colloquial language and slang. However, reports for a more localised audience, e.g. within a school, might be a little less formal.
ü Be clear, accurate, and concise. Language which is appropriate to the target audience is crucial to ensure that the findings and conclusions of the report are understood and trustworthy (i.e. there should be no ambiguity). Otherwise, the report is a waste of time.
ü In some reports, figures, tables or graphs may be used to reinforce the written element of your report, give a visual dimension to your work, and make it appear more realistic. However, use them sparingly (if you chose to use them at all).