Report Writing PDF

Input Information REPORT WRITING Nature and Characteristics By taking into consideration the subject focus of a report, one can easily identify the kind of report a person writes. Reports are classified as technical report, scientific, and the like. Knowing the area of con...

Input Information REPORT WRITING Nature and Characteristics By taking into consideration the subject focus of a report, one can easily identify the kind of report a person writes. Reports are classified as technical report, scientific, and the like. Knowing the area of concentration, a reporter can fully concentrate and direct his ideas towards the developments of specific purposes or issues. The success of a report depends upon the way a writer develops his subject matter. Reports are categorized according to their degree of formality and their arrangement of parts. Tone refers to the reporter’s manner of treating the topic or the subject. Based on the tone and format, a report can be either formal or informal. Formal Report is a type of report that follows a prescribed format with an elaborate layout and an attractive binding. Its depth, complexity and the style employed by the reporter serve as the most distinctive features of a formal report. In addition, its prime objective is to present information in the form of analysis and interpretation of both current and previous conditions of the issues or the problem for the purpose of proposing a future course of action. On the other hand, an informal report is usually brief and it may be written in two or more pages. The ideas or information can be presented in an ordinary letter or an enlarged memorandum. It is also expressed in conversational writing style and makes use of personal information. Format of the report is controlled by a topic, length, readers and purpose. It may be letter format, memorandum format, or manuscript format. MECHANICS OF A WRITTEN REPORT 1. Margins Margins create the white space that frames the report, making it attractive and appealing to the reader. Generally, report margins are one inch on all three sides and one and a half inches on the top. 2. Spacing Reports may be singled-spaced or double- spaced, but the trend now is to single-space reports to save pages that have to be handled and files. Double spaced paragraphs are indented one-half inch from the left. Single-spaced paragraphs are double-spaced between paragraphs. Indenting the first word is optional. 3. Topic Heading Topic heading helps the reader in following the organization of the report and referring quickly to a particular section in the report. Types: Informative heading - introduces the reader to the content of the section. ○ Examples: INCOME FOR FIRST QUARTER FILIPINO CULTURAL TRAITS Structural heading - points out the functional sections. ○ Examples: SUMMARY OF FINDINGS CONCLUSION RECOMMENDATIONS  Topic-Heading Layout Writing headings vary depending on the adopted style of a suggested manual. Regardless, consistency in using one style is important. a. First-Level Heading (main heading) centered may be in uppercase letters and boldfaced but not in uppercase letters and underscored. text starts double-spaced below the heading Example: CHAPTER 1 Chapter 1 b. Second-Level Heading (side heading) begins at the left margin text starts double-spaced below the heading first letter of each important word is capitalized may be underlined Example: Summary of Findings Summary of Findings c. Third-Level Heading (paragraph heading) one-half inch away from the left margin and underlined text starts on the same line as the heading, about two spaces after the period of the heading first letter of each important word is capitalized Example: On Marketing Aspects On Financial Aspects 4. Documentation Chances of documentation in business reports are less frequent because most of the data originate from primary sources. The two basic systems in documenting materials in formal or long reports similar to those used in research are the note-bibliographical system and the parenthetical reference system. 5. Paging Reports of one or two pages do not need to be numbered consecutively. Preliminary pages (pages prior to the body of the report) should be numbered with small Roman numerals (i, ii, iii, iv). The title page is page 1 but is not numbered. The pages of the body of the report are numbered consecutively with Arabic numerals. KINDS OF REPORT ACCORDING TO FORMAT 1. Formal or Long Report a. It has complete parts or details. Introduction Body Conclusion Recommendations b. It uses formal language (third person). c. It makes use of topic headings for easy organization, comprehension, and location of specific topics in the message. 2. Informal or Short Report a. It does not contain the trappings of a long report; it has lesser parts of a report. Introduction Presentation of findings in table form  Summary/conclusion based on findings Recommendation/s b. It uses informal language (first person or second person). c. It is more commonly used than the formal or long report. KINDS OF REPORTS ACCORDING TO PURPOSE 1. Article Report – is a simple report which aims to inform the masses. This report focuses on any general interest. This is like the magazine article we read on regular days. 2. Laboratory Report – is a comprehensive report written to communicate laboratory works and observation to management. It also focuses on the question, “How did we do it? Common Parts of Laboratory Report a. Abstract – This part shows the outline of the entire experiment. b. Introduction –This part presents the objectives and importance of the experiment. Sometimes, the background of the report often includes theoretical predictions for what the results should be. c. Procedures –This part is sometimes called methods or steps for it presents the step-by-step methods on how the experiment is done. d. Results and Discussion – This part presents the discussion of the experiment as well as the results which are composed of tables and figures. e. Conclusions – This part summarizes the results of the experiment.  f. References – This part includes the sources and references used in conducting the experiment. g. Appendices – This part is composed of raw data, calculations, graphs, figures, pictures, communication and so on that you have not included in the report itself. 3. Information Report – The main function of this report is based from the title itself, to inform. This report includes periodic and annual reports. a. Periodic Report – is a type of information report written by the employees or subordinates which they submit daily, weekly or monthly to their superiors to note information of interest to the organization to show comparison and tendencies. b. Annual Report – is a type of information report which includes the listing of activities, projects, and events of an organization during the whole year round to show progress, financial status, and general state of private. affairs. This report can be classified as public or private. 4. Special Information Report - is composed of three subcategories which are preliminary report, progress report, and final report. a. Preliminary Report – is a type of special information report that collects information about a proposed project which includes the costing, designs, and other elements. b. Progress Report – is a type of special information report that records the history of an activity from the time it has started up to the present date of writing. c. Final Report – is a type of special information report submitted after completing a project to show how plans were delivered.  SAMPLE OF PROGRESS REPORT: (extracted from Lannon, 1997) Progress Report (on the job) Subject : Progress Report: Equipment for New Operations Building Work Completed Our training group has met twice since our May 12 report in order to answer the questions you posed in your May 16 memo. In our first meeting, we identified the types of training we anticipate. Types of Trainings Anticipated  Divisional Surveys  Loan Officer Work Experience  Divisional Systems Training  Divisional Clerical Training (Continuing)  Divisional Clerical Training (New Employees)  Divisional Management Training (Seminars)  Special/ New Equipment Training In our second meeting, we considered various areas for the training room. Training Room The frequency of training necessitates having a training room available daily. The large training room in the Corporate Education area (10* floor) would be ideal. Before submitting our next report, we need your confirmation that this room can be assigned to us. To support the training programs, we purchased this equipment:  Audio viewer  LCD monitor  Videocasette recorder and monitor  CRT  Software for computer-assisted instruction  Slide projector  Tape recorder This equipment will allow us to administer training in a variety of modes, ranging from programmed and learner- centered instruction to group seminars and workshops. Work Remaining To support the training, we need to furnish the room appropriately. Because the types of training will vary, the furniture should provide a flexible environment. Outlined here are our anticipated furnishing needs.  Tables and chairs that can be set up in many configurations. These would allow for individual or group training and large seminars.  Portable room dividers. These would provide study space for training with programmed instruction, and allow for simultaneous training.  Built-in stage for audio-visual equipment and training supplies. Ideally, this storage space should be multipurpose, providing work and display purposes.  A flexible lighting system, important for audio-visual presentations and individualized study.  Independent temperature control, to ensure that the training room remains comfortable regardless of group size and equipment used. The project is on schedule. As soon as we receive your approval of these specifications, we will proceed to the next step: sending our bids for room dividers, and having plans drawn for built-in storage space. cc. R.S. Pike SVP G.T. Bailey, SVP 5. Research Report – is a common report which generates data either in a laboratory or in the field. The contents and organization of this type of report have a basic logic: you present your data and conclusions but also present information on how you went about the experiment or survey. CONTENTS OF A RESEARCH REPORT: a. Introduction - This part of a research report provides the reader a background of the report as well as the purpose of the report. b. Problem - This includes essential inquiries and situations that led to the writing of the report. c. Purpose, Objectives, and Scope - This section tells the reader what the researcher intends to do. Also, the aims of the research as well as the limits to be covered are included in this part. d. Review of Literature - This part of report includes related readings from different literatures such as books, journals, articles, magazines, encyclopedia, and the likes. e. Materials, Equipment, and Facilities - These include the supplies, resources and facilities that were utilized in the report. f. Theory, Methods, Procedures - These tell the reader how the report writer conducted the research. These include the processes involved in the completion of the report. g. Results, Findings, and Data - These present the outcome of the research with the use of tables, figures, and charts. The tables, figures, and charts are interpreted and explained by the researcher. h. Discussion, Conclusions, and Recommendations - This section is the last part of a research report. This includes the conclusions based from the findings and the recommendations are in turn based on the conclusions. i. Bibliography - This is the list of all the sources and references used by the report writer in accomplishing the research report. The general format of a research report commonly includes the following:  Transmittal Letter  Title Page  Table of Contents  List of Figures  List of Tables  Abstract  Introduction  Problem, Background  Purpose, Objectives, and Scope  Review of Literature  Materials, Equipment’s, and Facilities  Theory, Method, and Procedures  Results, Findings, Data  Discussions, Conclusions, and Recommendations  Bibliography 6. Field Report. – is intended to improve student understanding of key theoretical concepts of a course through observation and reflection of real life practice. In addition, this type of report facilitates the development of data collection and observation skills and allows students to see how theory applies to real world practice. When writing a field report, you need to consider two things: a. systematically observes and accurately record the details and information of a certain aspect of a situation; constantly analyze your observation for meaning. b. keeps the report's aims in mind while you are observing; consciously observe, record and analyze what you hear and see in the context of a theoretical framework (Glesne & Peshkin, 1992). Therefore, field report is linking theory and practice. It also involves both description and analysis. It is necessary to avoid some common student errors when writing a field report such as presenting description without any analysis of what has been described or observed. 7. Recommendation Report. – this is written to answer questions which are somehow critical to decide on. It shows options or choices so that a good decision can be drafted. The following elements are the typical contents of a recommendation report:  Introduction  Technical Background  Make Comparisons  Critical Requirements   Conclusions  Recommendations SAMPLE RECOMMENDATION REPORT (Extracted from Lannon, 1997) TRANS GLOBE AIRLINES Recommended To: ChangesR. Ames, Vice President From: B. Doakes, Health and Safety We can eliminate such discomfort by improving background lighting, workstation conditions, and work routines and Date: August 15, 2020 habits. Subject: Recommendation for Reducing Agents’ Discomfort Background Lighting. To reduce the glare on display screens, these are recommended changes in background In our July 20 staff meeting, we discussed physical discomfort among reservation and booking agents, who spend lighting: eight hours daily at automated workstations. Our agents complain of headaches, eyestrain and irritation, blurred or 1. Decrease double allbackache, vision, overhead and lighting stiffby installing joints. lower-wattage This report bulbs. outlines the apparent causes and recommends ways of reducing 2. Keep all discomfort. curtains and adjustable blinds on the south and west windows at least half-drawn to block direct sunlight. 3. Install shades to direct the overhead light straight downward so that it is not reflected by the screens. Causes of Agents' Discomfort For the time being, I have Workstation ruled out Conditions: the are These computer display screens recommended changesasinathe cause of headaches and eye problems for the workstations: following reasons: 1. Reposition all screens so light sources are neither in front nor back. 1. Our new display 2. Wash thescreens surfacehave excellent of each screencontrast weekly.and no flicker. 2. Research 3. Adjust each screen so the top is slightlyradiation findings about the effect of low-level below thefrom computer operator's eyescreens level. are inconclusive. The headaches and eye 4. problems seem Adjust all to be caused keyboards so theybyare the27excessive glare inches from onfloor. the display screens from background lighting. 5. Replace all fixed chairs with adjustable, armless, secretarial chairs. Other discomforts, such as backaches and stiffness, apparently result from the agents' sitting in one position for up to two hours between breaks. Work Routines and Habits: These are recommended changes in agents' work routines and habits: 1. Allow frequent rest periods (10 minutes after each hour instead of 30 minutes twice daily.) 2. Provide yearly eye exams for all terminal operators, as part of our routine health-care program. 3. Train employees to adjust screen contrast and brightness whenever the background lighting changes. 4. Offer workshops on improving posture. cc. J. Bush, Medical Director M. White, Manager of Physical Plant Continuation… 8. Incidental Report. – is written to narrate incidents prior to, during, and after a situation suddenly occurred. We should bear in mind that incident report is definitely different from narrative type of essay. The presentation of ideas in an incident report is systematically arranged and organized using appropriate language. This kind of report uses simple and clear words and avoids using jargons and technical terms. a) There are things to consider in writing an incident report: b) The context of the incident  c) Details of the incident d) Thoughts, feelings, and concerns about the incident e) Demands of the incident f) Impact of the incident SAMPLE INCIDENT REPORT from: http://www.monash.edu.au/lls/llonline/writing/medicine/reflective/5.xml At the end of my clinical tutorial my tutor arranged for us to meet briefty in order for her to discuss her feedback with me. She stated that over the semester she had noticed that I very rarely spoke in the tutorials and did not appear to engage with the other students. She was concerned that I appeared to lack confidence, and explained that being able to express opinions clearly and confidently was essential in my future career as a doctor. In her view the only way to develop confidence was to participate regularly. She asked me how I felt about this, and if there was a reason why I almost never spoke in class. I explained that in my culture students were not always encouraged to speak, and for that reason I did not find it easy. I also mentioned that I sometimes feel shy. At the time of this incident, many emotions were running through me. I felt embarrassed that my lack of confidence was so obvious to her, and also concerned about what impact it might have on my results. I was worried that she would write negative comments about my behavior and attitude, and that these comments would be available for other lecturers to read. At the same time, I realized that her concerns were justified - I had been aware of my lack of contribution throughout the semester, and had even avoided going to some tutorials because of those feelings. This was also an unfamiliar situation for me, as I had always done very well at school and achieved good marks, so I had never had to talk with a teacher in this way before. Although I understood that her intention was to help me to do better, I felt very uncomfortable and even ashamed to have to acknowledge my poor performance in this area. I felt guilty when I realized that in her opinion I had contributed so little to the class. This incident was very demanding because it forced me to acknowledge an area where I have always lacked confidence. Even though I preferred to focus on other areas, I knew that my tutor would be noticing my behavior in tutorials over the rest of the semester, and that her written comments would depend on my performance, so as a consequence I felt under pressure. I also felt anxious about confronting this issue and trying to develop the confidence I needed. Although this incident caused me discomfort and added pressure in the short term, I realize that it was a very significant event in my studies. As a result of the conversation with my tutor I was forced to reconsider my behavior in tutorials and became more aware of how others viewed me. I had been used to think that I was 'invisible' in tutorials, but now I realized that not talking actually made me stand out more. Fortunately, the tutor gave me advice on how to gradually develop the confidence I needed, and I also sought help from some of my friends. I even organized to have some informal tutorials with friends to give me a chance to practice. Over the final weeks of the semester I managed to talk at least once in every clinical tutorial, either asking a question or making a comment. I have started trying to talk in other tutorials also, in other subjects. I have set myself the goal of talking at least once every tutorial. This incident was therefore very important, because without it I would still be remaining silent in my tutorials, and would have received negative written comments from my clinical tutor in my portfolio. More importantly, it has helped me to acknowledge and work on an area for improvement which will be beneficial in all aspects of the course. Developing greater confidence at speaking in tutorials may lead to me being more confident in performing clinical examinations on patients. It may also lead to me feeling more in control and experiencing less nerves during my Objective Structured Clinical Examination (OSCE) assessments 9. Accomplishment Report. – is written for the purpose of presenting the company, organization, or institution’s activities and achievements and to monitor and check if the plans were successfully carried out. Some steps in writing the accomplishment report: 1. Use the prescribed template of the company. 2. Create tables or charts with the following columns: number, action or activity, initiator, person responsible, remarks (target time and comments). 3. Add risk factor if needed. 4. Include a list of who will be receiving this report. Some kinds of reports are: - Feasibility report - Inventory report - Travel report - Justification report