EAP

Simplified Way of Report Writing

¨Whichever type of report a student writes, whether it is long or short, it should have the following components:

1. Identification lines

Date, To, From, Subject (just as with memos and e-mail). The subject line would be typed in all caps and contain a topic and a focus.

2. Introduction

The introduction tells the readers what you are writing about and why you are reporting on this topic. This and the following comments about body and conclusion abide by the same all-purpose template discussed earlier in the chapter.

3. Body

The body of the report explains what exactly you accomplished and what problems you encountered (status report); what you saw and did (trip report); what procedure you followed and what you learned from the task (laboratory report); what options exist as feasible solutions to a problem (proposal).

4. Conclusion

The conclusion informs the reader what’s next. This could include what you plan to do during the next reporting period (status report), your suggestions for the next site visit (trip report), follow-up procedures and/or lessons learned (laboratory report), and your recommendations to solve the problem (proposal).

Remember the Five Traits of Technical Writing When Preparing Reports

¨Clarity--answering reporter’s questions.

¨Conciseness--using short words, short sentences, and short paragraphs.

¨Document Design-- employing highlighting techniques to make information accessible.

¨Audience Recognition defining high tech terms.

¨Throughout this chapter, it has been suggested that letters, memos, and e-mail use pronouns to achieve a personalized tone. Most reports, in contrast, are more objective, less personal.

¨Accuracy--abiding by grammatical conventions.

Class Task

¨Write a report on the shortage of gas during winter season. 

Report Writing Task 2

¨SCENARIO: As a member of the food inspection team, you visited 3 local restaurants to the quality of food, storage facilities and cleanliness of the kitchens and utensils.

¨TASK: Write your report (not less than 300 words/ 3 pages) after your inspection deciding on the necessary follow up actions.

¨INTRODUCTION: Do not forget to answer the reporter’s questions in the introduction of the report.

¨BODY: Make sure that the body includes the response to the 4 P’s (Position, Problems, Possibilities and Proposals) regarding the situation.

¨It would be a good idea if you include tables/ graphs to show comparisons between the 3 restaurants.

¨CONCLUSION: Conclude your report by suggesting possible action against or for the restaurants.

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¨ TEST: Report Writing Task 3   (10 Marks)

¨SENARIO: You are the project manager of a 5 members team and are currently working on a project in your office. Your job is to develop and update the website and the social media accounts (Facebook, Twitter, Instagram & LinkedIn) for your company. Your team has completed almost half of the tasks included and you are in the midway of the progress. 

¨TASK: Write your report (not less than 300 words/ 3 pages) to state your objectives, to review and record your progress and to highlight the upcoming steps.

¨INTRODUCTION: Do not forget to answer the reporter’s questions in the introduction of the report. Also state your objectives.

¨BODY: Make sure that the body includes the response to the 4 P’s (Position, Problems, Possibilities and Proposals) regarding the situation.

¨It would be a good idea if you include tables/ graphs to show comparisons of progress in between social media and web sites.

¨CONCLUSION: Conclude your report by mentioning the upcoming progress and requesting some assistance for the problems.

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