Reports

Points to consider: *a report is addressed to ones superior / colleagues, members of a committee, etc *it is therefore written only in FORMAL STYLE *it represents a response to a request or instruction *the RUBRIC/ given input (e.g. the writing task, the request or the information given is essential and has to be included in the report *TYPES OF REPORTS: Assessment informative Survey Proposal

*Note that before you start writing your report you should give information indicating who the report is written to (name / position / company, etc), who the report is written by (name / position), the SUBJECT of the report and the date: e.g.: To: Peter Roberts, Chairman, Grosvenor & Sons From: Lindsay ONeill, Assistant Manager Subject: Appraisal of Thompson Distribution Co. Date: 19th March 2002

Layout and Useful Language

To: From:. Subject: Date:. Introduction P1 state the PURPOSE and the CONTENT of your report Main Body P2-3-4-5* -- present each aspect of the subject under separate subheadings (positive and negative points of each aspect are presented in the same paragraph) Conclusion Final Paragraph general assessment , opinion and / or suggestion / recommendation *the exact number and division of paragraphs will depend on the specific instructions for each report tasks

Useful language:
*To begin reports: The purpose / aim of this report is to As requested, this is a report concerning / regarding This report contains / outlines / examines / assesses *To end reports: To conclude, To sum up, On the whole On the basis of the points mentioned above, it seems that It is (therefore) felt / believed / apparent / obvious (that) I / We conclude / (would) suggest / recommend (that) My / Our recommendation is thatshould be

2/ 121 (Successful Writing Proficiency, Virginia Evans): Look at the beginnings and endings from various reports. Match the introductions with the conclusions and say: -who each of these reports are written by -who the reports are written for -what the purpose of each report is -what each of them concludes and/or recommends

Introductions
1. This is the report commissioned by Ace Taxis Inc. to
assess the suitability of the Starcar and the Sabre to use in the Ace taxi fleet. Both models were rigorously tested and examined by expert mechanics and automotive consultants. The research data has been consolidated and the relevant information appears below. 2. This report contains the suggested plans for opening a small shopping centre in the Kingston area. As requested by the bank, whose financial support is required, the proposed size, number of shops and potential income of the centre are considered. 3. As requested by the Board of Designers, this report examines information gathered from observations made at the Miriam Hasawell and Adrian Banks spring collection shows viewed in Paris on 5th February. 4. The purpose of this report is to analyse the results of a survey, conducted at the request of Family Foods Inc, to gauge public response to the companys proposed new range of packaged foods. The report summarises replies to questionnaires completed by 400 families, classified according to income, who sampled the new products on 26th and 27th September.

Conclusions

A. It is felt, therefore, that although the initial outlay for

the centre is relatively high, the future financial benefits will be considerable. In addition, the opening of such a shopping centre would be a definite asset to the community.

B. To sum up, it is apparent that radical changes are

necessary in the companys use of colours and fabrics. Furthermore, I would recommend introducing a sportswear line in the immediate future.

C. On the basis of the points mentioned above, we

strongly recommend that the client should reduce the retail price of the new products in order to make them attractive to a wider sector of the consumer market.

D. On the whole, it is obvious that the Starcar is

preferable, being better value for money, better equipped and more reliable. It is therefore recommended that Ace Taxis Inc. supplement its fleet with Starcars.

Assessment reports
To:. From:.. Subject:.. Date: Introduction P 1 state the purpose and content of your report Main Body P 2-3-4 Present each aspect of the subject under suitable SUB-HEADINGS(positive and negative points of each aspect are presented in the same paragraph) Conclusion Final paragraph General assessment and / recommendation Useful language: To begin reports: The purpose / aim / intention of this report is to examine / assess / evaluate the suitability offor ./ the advisability of (+ing)/ the performance of. Which you requested. This report outlines the advantages and disadvantages of. To end reports: Summarising: To conclude / On the basis of the points mentioned above / The only / obvious conclusion to be drawn from these facts is that Recommending: it is (therefore) felt / believed / apparent / obvious (that)would be ideal forIt would (not) be advisable / advantageous / practical to I strongly recommend / would suggest that..Our recommendation is that.

Practice and samples

1. HANDOUTS: SUCCESSFUL WRITING / 123, / 125
This report aims to investigate... This report was commissioned to review... This research indicates... The results suggest... It can be concluded that... Conclusions that can be drawn are... It recommends that... The following recommendations are made...
Many Australian plant species produce seeds withfleshy appendages called elaiosomes. Using two species, Acacia linifolia and Dillwynia juniperina, the function of elaiosomes was investigated. Itwas hypothesised that elaiosomes are involved in the dispersal of seeds by ants. To test thishypothesis, the removal of seeds with elaiosomeswas compared to seeds from which the elaiosomehad been removed and observations were madeto confirm that the agents of seed removal were indeed ants. It was found that the removal of seeds with elaiosomes was significantly greater than those without elaiosomes for D. juniperinabut not for A. linifolia. Observations of seed removal confirmed that ants were the only removers of seeds. Source: Discipline specific terminology Passive voice. This is one way to avoid using personal pronouns such as I and we. Impersonal language Use of nominalisatio ns and extended nominal groups.

Here is an example of a Table of Contents for a report entitled How to Lobby: Contents 1. Introduction 1 2. The lobbying campaign 2 2.1 Professional lobbyists 3 2.2 Petitions 5 2.3 Letters 7 2.4 Demonstrations 9 3. Forming a lobby group 12 3.1 Incorporated associations 14 3.2 Co-operatives 15 3.2.1 Objectives 16 3.2.2 Size 17 4. Using the media 18 4.1 The media release 20 4.2 Media conferences 22 5. Conclusion and Recommendations 25

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Difference between ESSSAYS and REPORTS

A report is similar to an essay in that both need: formal style introduction, body and conclusion analytical thinking careful proof-reading and neat presentation A report differs from an essay in that a report: presents information, not an argument is meant to be scanned quickly by the reader uses numbered headings and sub-headings uses short, concise paragraphs and dot-points where applicable uses graphics wherever possible (tables, graphs, illustrations) may need an abstract (sometimes called an executive summary) does not always need references and bibliography is often followed by recommendations and/or appendices A report should generally include the following sections.

Both essays and reports need: formal style careful proof-reading and neat presentation introduction, body and conclusion analytical thinking But there are some essential differences between the two. A report should usually include:

Letter of transmittal Title page* Table of contents List of abbreviations and/or glossary Executive summary/abstract Introduction* Body* Conclusion* Recommendations Bibliography Appendices

Similarities and differences between reports and essays

Both essays and reports need: formal style careful proof-reading and neat presentation introduction, body and conclusion analytical thinking

A report:
Presents information Is meant to be scanned quickly by the reader Uses numbered headings and subheadings May not need a biography / reference list Uses short, concise paragraphs as well as bullets Uses graphic elements wherever possible May need an ABSTACT also known as an EXECUTIVE SUMMARY May be followed by recommendation and / or appendices

Source: University of Canberra, ACT 2601 Australia

An essay:
Presents an argument Is meant to be read carefully Uses minimal subheadings, if any Always needs a reference list / bibliography Links ideas into cohesive paragraphs, rather than breaking them down into a list of dot-points Will only need an abstract if it is very long, or if your lecturer asks for one specifically Seldom has recommendations or appendices

Informative reports
Structure
To: From:. Subject:. Date:.. Introduction P 1 state the purpose and the content of your report Main body P 2,3,4, 5* - present each aspect of the subject under suitable sub-headings Conclusion Final paragraph General assessment, summary of points Task & example: Successful Writing Proficiency / 127

Useful language
To begin: The purpose / aim / intention of this report is to outline / present / discuss the meeting held on/ the progress of/ the decision of the committee As requested, this is a report concerning / regarding the matter / subject of This report contains the relevant information / details of / concerningwhich you requested This report outlines recent investments in/ changes made to rules and procedures / the companys achievements in/ concerning To end: To conclude, the current state of affairs is that On the whole, it would be fair to conclude that I am pleased to announce / inform members that arrangements are progressing smoothly / according to schedule / faster than anticipated / ahead of schedule Unfortunately, progress has not been as fast as expected / a number of difficulties have been encountered / the issue has not been resolved.