SHS

GRADE
11

ENGLISH FOR ACADEMIC AND

PROFESSIONAL PURPOSES
QUARTER 2 - LESSON 4

Lesson 4: Determines the objectives and

structures of various kinds of report.
 Many scholars have defined a report as any
informational work made with the intention to relay
information or recount certain events in a presentable
manner. These are often conveyed in writing, speech,
television, or film. Moreover, considering a report as an
administrative necessity, hence, most official forms of
information or work are completed via report. Note that
report is always written in a sequential manner in
order of occurrence.
A key feature of the report is that it is formally structured in sections. Hence, the use
of sections makes it easy for the reader to jump straight to the information they need.
Unlike an essay which is written in a single narrative style from start to finish, each
section of a report has its own purpose and will need to be written in an appropriate
style to suit – for example, the methods and results sections are mainly descriptive,
whereas the discussion section needs to be analytical.
Reports communicate information that has been compiled as a result of research and
analysis of data and of issues. Please note, however, those reports can cover a wide
range of topics, but usually focus on transmitting information with a clear purpose, to
a specific audience. In this sense, you can come up with your own definition of a
report as, “a systematic, articulate, and orderly presentation of research work in a
written form”.
Good reports are documents that are accurate, objective, and complete. They should
also be well-written, clearly structured, and expressed in a way that holds the reader's
attention and meets their expectations. Remember, that you may be required to write
several different types of reports so it would be better for you to understand them well.
So, here are the most common types of reports that you need to understand, it is well
that you get to familiarize the different types of reports so you know particularly when
and how to use them in the near future that your teacher or your college professor
would require you to write one.

DIFFERENT KINDS OF REPORTS

1. TECHNICAL A ND BUSINESS discipline with an applied
focus such as Engineering, Information Technology,
Commerce, Accounting, and Finance, will set report writing
assignments that simulate the process of report writing in
the industry. Assignments are set in the form of a problem
or a case study. The students research the problem and
present the results of the research in a report format.
 Technical writing is a form of writing technical communication or
documentation in science and technology or applied science that helps people
understand a product or service. The main purpose of technical writing is to inform
and to trigger the person into action such as purchasing a product or service. Its
purpose may also be instructed persuade, but never to entertain. The content is
factual and straightforward. It is expressed in formal, standard, or academic language.
The write-up uses a specialized vocabulary and follows a set of rules and conventions.
It is also organized in a sequential or systematic pattern. Often, it is detail-oriented
and requires advanced knowledge in a specific field. The tone of technical writing
output is objective and its audience is specific and uses language to evoke either an
emotional or intellectual response from the audience or reader. Examples of technical
writing are end-user documentation like user manuals that accompany cellular
phones and personal computers.

2. FIELD REPORTS
are common in disciplines such as Law, Industrial
Relations, Psychology, Nursing, History, and
Education. These types of reports require the student
to analyze his or her observations of phenomena or
events in the real world in light of theories studied in
the course.
The purpose of a field report in the social sciences is to
describe the observation of people, places, and/or events and to analyze that
observation data in order to identify What are the different types of report writing?
What are its purposes? Who are its target audience? How is a particular type of report
being written? Guide Questions www.shsph.blogspot.com 6 and categorize common
themes in relation to the research problem underpinning the study. The content
represents the researcher's interpretation of the meaning found in data that has been
gathered during one or more observational events.
Field reports are assigned with the intention of improving your understanding
of key theoretical concepts by applying methods of careful and structured observation
of, and reflection about, people, places, or phenomena existing in their natural
settings. Field reports facilitate the development of data collection techniques and
observation skills and they help you to understand how theory applies to real-world
situations. Field reports are also an opportunity to obtain evidence through methods
of observing a professional practice that contribute to or challenge existing theories.
We are all observers of people, their interactions, places, and events; however,
your responsibility when writing a field report is to conduct research based on data
generated by the act of designing a specific study, deliberate observation, synthesis of
key findings, and interpretation of their meaning.
 THINGS TO REMEMBER IN WRITING A FIELD REPORT
●Systematically observe and accurately record the varying aspects of a situation.
Always approach your field study with a detailed protocol about what you will observe,
where you should conduct your observations, and the method by which you will
collect and record your data.
● Continuously analyze your observations. Always look for the meaning underlying the
actions you observe. Ask yourself: What's going on here? What does this observe
activity mean? What else does this relate to? Note that this is an ongoing process of
reflection and analysis taking place for the duration of your field research.
●Keep the report’s aims in mind while you are observing. Recording what you observe
should not be done randomly or haphazardly; you must be focused and pay attention
to details. Enter the observation site [i.e., "field"] with a clear plan about what you are
intending to observe and record in relation to the research problem while, at the same
time, being prepared to adapt to changing circumstances as they may arise.
● Consciously observe, record, and analyze what you hear and see in the context of a
theoretical framework. This is what separates data gathering from reporting. The
theoretical framework guiding your field research should determine what, when, and
how you observe and act as the foundation from which you interpret your findings in
relation to the underlying assumptions embedded in the theoretical framework.
TYPES OF DATA GATHERING TECHNIQUES
Note-taking
This is the most common and easiest method of recording your observations. Tips for
taking notes include: organizing some shorthand symbols beforehand so that
recording basic or repeated actions does not impede your ability to observe, using
many small paragraphs, which reflect changes in activities, who is talking, etc., and,
leaving space on the page so you can write down additional thoughts and ideas about
what’s being observed, any theoretical insights, and notes to yourself that are set aside
for further investigation.

Photography
With the advent of smartphones, an almost unlimited number of high-quality
photographs can be taken of the objects, events, and people observed during a field
study. Photographs can help capture an important moment in time as well as
document details about the space where your observation takes place. Taking a
photograph can save you time in documenting the details of a space that would
otherwise require extensive note-taking.
Video & Audio Recordings
Video or audio recording your observations has the positive effect of giving you an
unfiltered record of the observation event. It also facilitates repeated analysis of your
observations. This can be particularly helpful as you gather additional information or
insights during your research.

Illustrations
This does not refer to an artistic endeavor but, rather, refers to the possible need, for
example, to draw a map of the observation setting or illustrate objects in relation to
people's behavior.

3. SCIENTIFIC REPORTS
It’s another kind of report. They are common in all the
Sciences and Social Sciences. These reports use a
standard scientific report format describing methods,
results, and conclusions to report upon an empirical
investigation. The purpose of a science report is to
clearly communicate your key message about why your
scientific findings are meaningful. In order to do this,
you need to explain why you are testing a hypothesis,
what methodology you used, what you found, and why your findings are meaningful.
This requires a clear link between your introduction and your analysis/discussion.

THREE KEY FACTORS FOR SCOPE AND STYLE OF THE REPORT

1. Intended audience
2. Report’s purpose
3. Information/ subject to be communicated
There are a number of different assignments that may require you to write a report.
Selecting a format for the report may be somewhat difficult; however, using the correct
format will make the report structurally sound and help present information in a more
relevant way. The type of report format being used will depend on the content and
context of the report. Reports are a common academic genre in schools and
universities.
Although the exact nature will vary according to the discipline you are studying, the
general structure is broadly similar for all discipline
Now, one good example of a report that you should know which is commonly used in
the field of hard sciences is referred to as Research Report. Here’s why.
Writing a report is highly scary to neophytes in the field of research. This feeling
of intimidation in preparing a research report is widespread. Overcoming this fear
entails practice and the application of certain techniques. There are different parts of
research reports and it takes time to familiarize oneself with the requirement of each
part. Hence it necessitates frequent exposure to and practices of the techniques of
research report writing. The different parts of the research report include the following:
1. Introductory Phase
2. Review of Literature
3. Research Methodology
4. Body of the Report
5. Conclusion
6. Recommendation

1. INTRODUCTORY PHASE
The introduction is as important as the main parts of a research report. It
contextualizes and sets the tone and direction of research writing. It is like a road map
that guides you in your research journey. According to Reidman (2001), it answers the
following questions:
● What was I was studying?
● What did we know about this topic before we study?
● And, how has this study advanced new knowledge or new ways of understanding?
Hence, this section indicates not just the context but the significance of the research.
Moreover, the introduction encapsulates background information about the topic as it
provides a discussion on the purpose of the study, the research problem with a
hypothesis and research questions, and briefly touches on the methods to be applied
in investigating the research problem, and outcomes of the study. It also covers a
discussion on how paper is organized.
As suggested by Silverman (2006), a research report starts with four elements
including title; abstract; list of contents, and introduction. Below is a brief description
of each element.

2. RESEARCH TITLE
A research title has to get the attention of the readers. In other words, it must
be “catchy.” Being catchy does not mean sacrificing the main message or idea of your
report. Hence, according to Silverman (2006, 339) choose “a title that catches the
reader’s attention while properly informing them about the main focus of your
research.” Silverman (2006, 206) is suggesting a “two-part title” containing a
stimulating title applying a present participle signifying action and a subtitle that is
more descriptive.
 Example:
Stimulating title: Have you ever experienced being bullied?
Descriptive title: A study on the perception of the victims of bullying in the
primary schools
3. RESEARCH ABSTRACT
A research abstract is a vital component of a report as it provides the readers
with a snap view of what you will expect from it. The abstract gives a synopsis of the
objectives and results of the report to be described in detail in the body of the report.
Silverman (2006) identified what an abstract should contain:
1. research problem
2. significance and value of the problem
3. data and methods utilized
4. main findings
5. implication in the light of another research

A research abstract has a word limit. The most common word limit is 100. This
is a challenging part of writing a report because it is difficult to write the many things
that you want to impart in just a few words.

4. LIST OF CONTENTS

A list of contents is a useful component of a report as it guides the readers to

find their way through the different parts of the report. Hence, the consistency of the
page numbers with the parts of the report is vital. Inconsistent page numbering would
result in the reader’s confusion.

5. INTRODUCTION

The introduction acquaints the readers with the what, why, and how of the
report. According to Murcott (1997, p. 1) as cited in Silverman (2006), answering the
questions below would lead you to the development of the introduction:

1. What is the research all about?

2. Why have you chosen this topic rather than the other topics?
3. Why are you interested in this topic?
4. How will you undertake the research?
5. What kind of research approach will you utilize?
6. What are your research questions or problems?
6. REVIEW OF LITERATURE

The Review of Related Literature (RRL) provides study background and

environment. The intention of the RRL is to locate the study in its area of discipline
and reveal its relevance and significance in the environment. The RRL would indicate
if your topic is building on previous researchers or if it is a new area of inquiry. The
RRL should make one realize that a study is worth pursuing or not.
According to Silverman (2006), RRL is not a “litany” of all studies done
 related to the topic. It is also not an inventory of the accomplishments of other
authors on the same topic nor it is a map of projects similar to the area of study.
Rather, it is an environmental or disciplinal context that leads one to locate one’s
study. Hence, Silverman (2008) recommends the following points:
●Focus only on studies that are vital and relevant in defining your research
problem.
●Organize what you say in the form of an argument rather than a simple
description of other studies.

7. RESEARCH METHODOLOGY

In research, the research process is as important as the research content.

Thus, a research report must also contain a description of the research strategy. The
readers will be interested in finding how you arrived at a particular study result.
Silverman (2008) pointed out that readers would be interested to know the following:

1. Research topic
2. Case (s) you have studied
3. Research methods you have chosen to use
4. How you have analyzed the data

8. WRITING YOUR DATA

The most essential part of the report is writing about the data collected through
your research. There are two important areas of consideration in the writing up of the
data, namely, data analysis, and data presentation.
In the data analysis, there is no right or wrong way. Creswell (1994, 153) only
requires the researcher to:

1. “be comfortable with developing categories and making comparisons and

contrast”
2. “be open to possibilities and see contrary or alternative explanations for the
findings”

To assist the researcher in the data analysis, attention must be given to (a)
sorting information into categories, (b) formatting the information into a story or
picture, and (c) actual data analysis and write-up.

9. WRITING THE CONCLUSION

How do you characterize conclusions? Conclusions are inferences, deductions,
abstractions, implications, interpretations, general statements, and/or generalizations
based on findings. An example of this is: “All the teachers were qualified to teach in
the high school but the majority of them were not qualified to teach science.” (Khemer,
2009).
A good conclusion answers the specific questions identified in the introductory
phase of the research. For example, if the question identified is, “How adequate are the
needs and the facilities for teaching science? And then the findings reveal that the
facilities are less than the needs of the students, the answer and the conclusion
should be: The facilities for the teaching of science are inadequate. (Khemer, 2009).

10. WRITING THE RECOMMENDATION

Below are some tips from Teljlingen (2011) on how to write recommendations:
● “You should not recommend anything that you have not previously
discussed in the discussion. The rule ‘no new material’ in your conclusion is also
applicable to your ‘Recommendations.’”
● “Recommendations are not the same as conclusions. Consider recommendations go
one step further than conclusions as (a) ‘something’; (b) ‘someone; and (c) ‘needs to
do.’’”
● There may be different levels within your set recommendations: for (a) academic (i.e.,
research is needed into…), (b) for policy-makers (e,g., data protection act needs to
change to accommodate…); for (c) practitioners (i.e., managers in local government
need to consider the mental well-being of their staff); or recommendation for (d)
training/education.
Often reports are structured in a way that reflects the information-finding process and
the writing up of the findings: that is, a summary of the contents, introduction or
background, methods, results, discussion, conclusion, and/or recommendations. The
inclusion of recommendations is one reason why reports are a common form of writing
in industry, as informed recommendations are useful for decision-making.