1. REPORT WRITING

2. WHAT IS A REPORT?
A report is a piece of factual writing, usually based on some kind of research or real-life experience.
It usually focuses on factual information about the past, but should also include recommendations.
Report is not a letter.

3. THE PURPOSE AND THE TARGET READER
You may be asked to give information, evaluate something or make suggestions or recommendations.
TARGET READER
Usually the person who is asking for the report.
This may be an official group of people in authority, your employer or a group of colleagues you study or work with.

4. A FEW QUESTIONS TO THINK ABOUT BEFORE WRITING A REPORT...
What have I been asked to do?
Who is this report for? What kind of information do you think the target reader will be interested in? What will they expect to achieve by reading the report?
What specific areas do I need to cover?
What factual information do I need to present?
What have I discovered?
What are my general opinions on the result?
What particular recommendations do I wish to make? (Am I in the position to make any?)

5. TASK EXAMPLE – Read and analyze the task and answer the questions from the previous slide.
TASK 1 - You have been asked by your course tutor to produce a report on the benefits and drawbacks of the faculty cafeteria. You should take into consideration the quality of food, the premises, the service, the prices and its effects on students’ social life. You should make recommendations for addressing the problem areas.
TASK 2 - Your tutor has asked you to write a report on the positive and negative effects of mobile phone use in public places, such as shops, bars and restaurants, public transport and educational institutions. You must consider its effects on individual’s intellectual capacity, ability to relax, interact socially, learn and concentrate, and also its effects on other people. Make recommendations for improving the effective use of mobile phones in public areas.

6. 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 true facts, precise wording, supporting data and reference to sources (results of a survey or research).
Give description and explanation in support of each argument.
Summarise your conclusions in the final part and conclude with a personal recommendation.

7. THE REGISTER
It depends on the target reader – the report will almost always be FORMAL
Do not use colloquial phrases (e.g. ‘masses of’). Replace them with formal ones (e.g. ‘a large amount of’)
Do not use contractions (don't, haven't,'cos, etc.) Replace them with their full forms instead (e.g. ‘do not’, ‘have not’, ‘because’, etc.)
Avoid phrasal verbs (pick up, set up, etc.) Replace them with one-word verbs (e.g. 'take a look at' with 'investigate')
Replace extreme adjectives with less extreme ones (e.g. 'huge' with 'large')

8. THE STYLE
ACCURACY
Use precise and correct language (grammar, spelling and punctuation).
CLARITY
Organise the text clearly by using sections, sub-sections, headings, sub-headings, paragraphing, numbering and bulleting.
CONCISION
avoid unnecessary detail and sentences that are too long
avoid repetitions
give essential information, your evaluation and recommendation

9. THE STYLE
OBJECTIVITY
include all the relevant information, do not be biased
try to analyse your experiences, not simply describe them (you will need narrative tenses for this)
use an impersonal tone (avoid the overuse of the pronoun 'I', use passive and reporting structures instead, e.g. It was decided...; Most employees agreed that...; A lot of people expressed their dissatisfaction with... It was generally felt that...).

10. THE STYLE – RB, p.21
Think about the style tips from the previous slide and do the tasks in RB, p.21.

11. THE LAYOUT Start with a TITLE.
Use CLEAR HEADINGS 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.

12. WHICH TIPS DO THE FOLLOWING CARTOONS GIVE WITH REFERENCE TO REPORT WRITING?

13. THE STRUCTURE – RB, p.19
Study the layout and the structure of the report on p.19, and do the tasks on pp.19 & 20.

14. THE STRUCTURE (e.g. Report on the Company Image)
TITLE
(e.g. Report on the Company Image)
T___________ OF R___________ (INTRODUCTION or BACKGROUND)
It states the purpose and the subject of the report and outlines the essential information - Who asked for it? What is to be investigated? What kind of information is required? When should it be submitted?
P___________ (or METHOD)
It outlines the steps taken to make an investigation. It explains
how the data were collected, listing sources consulted.
F___________
It sets out the information itself, with appropriate headings and
subheadings, if the report covers more than one topic.
C___________
It summarizes the main findings and assessments, and draws conclusions.
R___________ (if required)
The writer may suggest the solution to the problem investigated.

15. THE STRUCTURE (e.g. Report on the Company Image)
TITLE
(e.g. Report on the Company Image)
TERMS OF REFERENCE (INTRODUCTION or BACKGROUND)
It states the purpose and the subject of the report and outlines the essential information - Who asked for it? What is to be investigated? What kind of information is required? When should it be submitted?
PROCEDURE (or METHOD)
It outlines the steps taken to make an investigation. It explains
how the data were collected, listing sources consulted.
FINDINGS
It sets out the information itself, with appropriate headings and
subheadings, if the report covers more than one topic.
CONCLUSION(S)
It summarizes the main findings and assessments, and draws conclusions.
RECOMMENDATION(S) (if required)
The writer may suggest the solution to the problem investigated.

16. REPORT WRITING – USEFUL PHRASES – RB, p.22
Study the table and copy the FUNCTIONS above the corresponding PHRASES.
Then do the tasks on pp. 23 & 24.

17. REPORT WRITING TASKS – RB, pp. 24 & 25
Choose one of the tasks on pp.24 & 25 and write a full report.

18. REPORT ASSESSMENT CONTENT LAYOUT COHESION AND ORGANISATION REGISTER
ACCURACY
RANGE OF VOCABULARY AND STRUCTURE