1. REPORT WRITING

2. Qualities of a Good Report Conclusion
Outline for Lecture
Definition
Introduction
Purposes
Types of Reports
Structure/Format
Qualities of a Good Report
Conclusion

3. What is a Report?
An investigation into a given topic, which produces information and ideas and sometimes a solution to a problem.
Concentrates on a single subject or topic area, includes graphs and tables and may either be typed, written or spoken.

4. Types of Reports Form reports – fill in the spaces or lines
Progress reports – written on a regular basis showing growth or decline
Informative reports – provides information
Investigative – uncovers a problem & provides solution.

5. Types of Reports Examples of Reports
Letter reports – 1 page external use
Memorandum reports – short report, concise and precise
Schematic reports – tabulated summary report; extended version of a letter & memo.
Long reports – detailed and thorough

6. WHY WRITE REPORTS?
To provide evidence or inform of findings
To help bring about improvement and changes e.g. school reports
To allow government and policy makers use information and make changes to the existing policies.

7. Keep management informed
Provide a written record of an investigation
Provide a basis for decision making
Make recommendations

8. TYPES
Information Reports – provide information
Process Reports – describes a process e.g., lab report
Investigative Reports – investigate to find a solution

9. LAYOUT OF A REPORT introduction
discussion= body paragraphs written using sub topics
Conclusion
Recommendation
references

10. LANGUAGE FEATURES OF A REPORT
Clear and concise
Formal language
Present tense
Short, precise sentences
Technical terms
Formal and Impersonal Tone
Formal Language means:
No contractions , e.g. can’t
No personal pronouns ( I, me, we, us, our, they)
No incomplete sentences (e.g. fragmented, choppy, run-on, comma spice, stringy)

11. Providing statistics is a must in a report.
No unclear expression
No abbreviation (i.e, e.g, etc)
No quotation
No rhetorical questions
REMEMBER:
Providing statistics is a must in a report.

12. just in paragraphs (similar to expository essay) or under headings.
Report can be written :
just in paragraphs (similar to expository essay) or
under headings.
Reports that are written like an essay are short reports and those that are written under headings are long reports.

13. INTRODUCTION
An introduction contains a general statement explaining what the report is about.

14. EXAMPLE OF AN INTRODUCTION
The Wildness Area of
South – Western Tasmania
Introduction
Many countries in the world consists of wildness. The purpose of this report is to investigate the wildness area of South – Western Tasmania. The report gives an account of the climate, topography, vegetation and wildlife of the area and the natural resources found there. It also includes recommendations on how tourism could be increased.

15. Topography (support all with statistics) Vegetation Wildlife
The introduction tells that the body of the report will be written under the following headings:
Climate
Topography (support all with statistics)
Vegetation
Wildlife
Natural resources
After writing the body on the above heading, now you are ready to write the conclusion.

16. CONCLUSION A conclusion is: The summary of information stated earlier.
No statistics to be given here.
Personal opinions but on a very formal note.

17. EXAMPLE OF A CONCLUSION
Conclusion The remote and beautiful area of South-Western Tasmania is an isolated region of forested mountains, open plains, rivers and lakes. It includes many species of birds and mammals, including an endangered bird not found anywhere else in Australia. It may be possible to carry out some mining and forestry activities in South-Western Tasmania. However, this should be done carefully to protect the environment. These activities should never be allowed in the national parks in the region, and the world heritage listing of these parks should remain.

18. Recommendation provides suggestions for the future.
RECOMMENDATIONS
Recommendation provides suggestions for the future.

19. EXAMPLE OF RECOMMENDATION
Tourism, however, could be increased. One option would be to make the region one huge national park. Aircrafts could give people a view of this spectacular region without harming the environment. White-water rafting activities, controlled scenic bushwalking tracks, carefully selected and controlled camping grounds, and mountain climbing expeditions could be developed in areas selected by the government.

20. REFERENCES
Reference is written to acknowledge the source of data used to write the report. For example:
Books
Magazines
Newspapers
It is written in alphabetical order.

21. FORMAT OF REFERENCING Surname of the author Initial of the first name
Year of publication
Title of the book (in italics or underlined)
Publisher
Place of publication

22. EXAMPLE OF REFERENCE
References
Butler, J. 1992, Australian Environments, Reeds International Books, Sydney.

23. Reports can also be supported by graphic aids such as:
Pie charts
Bar graph
Histogram
etc

24. Example of a graphic aid

25. QUALITIES OF A GOOD REPORT
Accuracy of information
Clarity – pay attention to the overall form, choice of words, sentence and paragraph construction
Coherence – a logic and continuous relationship of a part to another
Conciseness - get to the point. Write only what is relevant

26. QUALITIES OF A GOOD REPORT
Objectivity – do not let personal feelings sway your judgment
Completeness – check aim of report. Make sure that you cover all aspects of it.
Consistency – be consistent in viewpoint, information and style of presentation
Written in indirect speech, usually confidential

27. Conclusion
Such official work documents must always be thorough whether pertaining to one problem/subject or to many.
It is important to do research, work together if in a team and be very aware of the presentation.

28. Conclusion Use short and logical words and sentences.
Understand what you are writing, why you are writing and for whom you are writing it for.

29. Sample report
The following pie charts show the results of a survey into the most popular leisure activities in the United States of America in 1999 and Summarise the information by selecting and reporting the main features, and make comparisons where relevant.

30. Sample report
The graphs reveal information about the most common leisure activities which the American engaged in between 1999 and Overall, the largest percentage of people living in the US enjoyed walking.
As can be seen clearly, the figures for soccer, camping and walking increased slightly by 1%-2% to 18%, 9% and 31% respectively during the ten-year period. On the other hand, there was a nearly doubling in the proportions of people joining in yoga (5 to 10 % ) and swimming ( 9 to 18% ) __ over the same period.

31. Sample report
By contrast, the period shown witnessed a significant decrease in the percentages of American people participating in the remaining activities. To be more specific, the figure for jogging nearly halved from 7% to 3%. What is more, there was a dramatic fall in the proportion of aerobics players from 13% to 4% from 1999 to 2009 .
Finally, when it comes to bicycling, the figure for this activity dropped from 14% to 7%.