Report writing 1

RB

Read RB, p. 17-18

Finish this sentence: A report should be …

factual, concise (short and clear), formal, impersonal, not biased, objective, precise divided into sections clearly organized.

The structure of a report: Title – A report on … Terms of reference

The initial instructions given by the client. The topic/purpose of the report Who asked for the report Deadline of submission

Procedure How the information was collected Acknowledge help given by others Indicate sources of information

The structure of a report: Findings

The results of the investigation. Organized clearly, in a logical sequence, with the

use of headings and sub-headings. Headings should be short and specific.

Conclusions The assessment of the evidence. If there is a problem it is identified here. Making judgements based on the evidence. Should be objective and consistent with the

findings.

The structure of a report:

Recommendations (if required) Specific proposals for further action. How the problem can be solved. Strong suggestions, not orders. Should be objective and the writer should

consider all aspects of the solutions proposed.

Recommendations are listed in order of importance.

Features and structure: RB, p. 19 1. What is the preposition often used in the title of a

report?2. Where is the method of investigation described?3. Which section contains the summary of the main

findings?4. Where is the purpose/subject of the report

described?5. In which section can we find the main information? 6. Where is the person who ordered of the report

named?7. In which section can the writer suggest a solution

to the problem investigated?8. Where can you find the deadline of submission?9. What kind of style should you use in a report?

RB, p. 20

Do task II Read the questions listed in the section titled:

“A few questions to think about before writing a report” (p. 17)

and answer the questions for the report on p. 20.

Passive form

Active form: I ate the whole bread (because I was very hungry). Subject + Verb + Object Main focus: the action done by the subject (eating) Passive form: The whole bread was eaten (there was nothing left). Object + to be + Verb (past participle) Main focus: How the action affected the object (the

bread).

RB, p. 21/III Payment IS ENCLOSED TOGETHER WITH OUR

ORDER. The delivery SHOULD BE RECEIVED BY FRIDAY. Similar investments ARE BEING MADE IN OTHER

PARTS OF THE WORLD. The components WILL BE PRODUCED AT OUR

SAO PAOLO FACTORY. COSTS WOULD BE REDUCED IF LESS PAPER

WAS USED. THE PREMISES SHOULD BE ENLARGED TO FIT

MORE OFFICES.

RB, p. 21/IVTo investigate the problem of declining numbers

of visitors to Hong Kong, we decided to  conduct a large-scale survey. A questionnaire was designed and distributed to 2,000 people. This was done because currently we do not have any reliable data on why tourist numbers are declining. There is little information available either on what might bring them back to Hong Kong. The return rate for the questionnaire was very disappointing at only 13% but this figure should provide a firm enough basis for discussing why tourist numbers are declining.

HW

RB, p. 24 Check p. 49 (RB)

RB, p. 25/ Task 1 A REPORT ON CAMFORD AS A POTENTIAL

LOCATION FOR A NEW ENGLISH COLLEGE FOR SPEAKERS OF OTHER LANGUAGES

T. of R. Who requested the report? What is the aim of

the report? Deadline? Procedure A team of three members of staff were sent to

assess the town. They gathered their data from the following sources: ….

Findings The following points summarize our findings:1. Advantages:

a) Situated near London (50 miles distance) with good rail and bus connections.

b) Ancient university, plus further education colleges resulting in a large population of young people.

c) The area is strong economicallyd) Links between local industry and educational facilitiese) Abundance of entertainment facilities.

i. a sports complexii. A skating rinkiii. A swimming pooliv. 5 cinemasv. A large concert hall

1. Disadvantagesa) Lack of appropriate rented accommodation

b) Poor public transport within the city Conclusion After reviewing the data presented above, the team’s

opinion is that Camford’s advantages outweigh its disadvantages. Taken everything into account, the advantages are more permanent in nature, while the problem areas (rented accommodation, public transport) could be improved given the support of the local government. The members of the team also agree that increased demand for rented accommodation will eventually create appropriate supply in the private sector.

Recommendations It would be advisable to find a location in

Camford within walking distance of the town centre.

We also strongly suggest considering the possibility of providing residential accommodation for our students.

Brainstorming prior to writing a reportUse the questions on p. 17 (RB) Email from your boss:

Dear Joe We have to buy new printers for the offices. I

don’t know much about printers. Could you please write a report on the possible types that we should consider? I want to make a decision by next Monday, so you should send me your report by Thursday.

Thanks Petra

Printer costs for the first two years(Think about what else should you consider when buying a printer.)

Other issues to consider when buying a printer Printing in colour (only Zero) Scanning (only Printo) Speed

Zero: 2 pages/ minute Printo: 15 pages/ minute Fotoprint: 20 pages/minute

A report on choosing a printer for the office Findings: The three printers were ____ based on the full cost

of purchasing and running them for two years. This cost includes ____costs, _____ costs and the ____ price. The full cost of the three printers over two years is the same: $1800.

Zero: Zero is the ____ to purchase at $400, the warranty

cost is also the ____ for this printer ($50), while the running costs over the two year period are the ____: they reach $1350. This printer is the only one that is capable of printing in ____, but it can only print two ___ per minute. (The costing is purely for black and white printing; colour printing would incur much higher ____.)

Findings: The three printers were compared based on the full

cost of purchasing and running them for two years. This cost includes running costs, warranty costs and the purchase price. The full cost of the three printers over two years is the same: $1800.

Zero: Zero is the cheapest to purchase at $400, the

warranty cost is also the lowest for this printer ($50), while the running costs over the two year period are the highest: they reach $1350. This printer is the only one that is capable of printing in colour, but it can only print two pages per minute. (The costing is purely for black and white printing; colour printing would incur much higher expenses.)

Conclusion (extract): The full cost over two years is the same in

the case of all three printers. Zero has the ____ initial costs of purchase price and warranty, but its running costs are the ____ . Fotoprint is the most ____ to buy, but the ____ to run. The running costs and the purchase price of Printo are both ____ , its warranty costs, however, are the ____ .

Conclusion (extract): The full cost over two years is the same in

the case of all three printers. Zero has the lowest initial costs of purchase price and warranty, but its running costs are the highest.

Fotoprint is the most expensive to buy, but the cheapest to run.

The running costs and the purchase price of Printo are both fair, its warranty costs, however, are the highest.

Recommendations:

Taking into consideration the needs of our office and the number of people who will use the printer, we recommend buying the Fotoprint due to the following reasons:

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