Essential Aspects of Report Writing
A report is a structured document used for informing, persuading, or influencing readers. It involves identification, examination, and organization of a subject or problem. Reports are crucial for professional communication, decision-making, and planning. Learn about the language, structure, and key components of effective report writing in this comprehensive guide.
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Presentation Transcript
HUM 102 REPORT WRITING SKILLS Lecture 30 1
Introduction to Report Structured form of writing which involves (identification, examination and organization) It is used to inform, persuade, influence and initiate Well planned document which clearly outlines and evaluates a subject/problem Analyses a problem and make recommendations for future actions A medium of professional communication, planning and decision making It is complete, compact, clear and presented in a lucid style 2
Language of a Report The focus of readers varies depending on their nature categorized as: o General Readers: Look for details o Managerial Readers: Executive summary o Technical Readers: More focus towards graphs, figures and tables Prefer active voice and the use of third person Avoid personal pronouns for objectivity Properly cite credible authors 3
Structure of a Report [1/2] Title Page: Title, To, From, Date Executive Summary/Abstract: Qualitative, purpose and outcome with results, no abbreviations (purpose, methods, findings, conclusions, recommendations) Table of Contents: Providing page numbers for all the sections, sub sections, works cited, additional material in appendix Introduction: Background and problem description, objectives, method, expected outcome, scope, limitations Review of Related Literature: Critical thinking, formulating deeper and profound understanding of the problem, credible authors and reliable sources 4
Structure of a Report [2/2] Methodology: Theoretical description of design with brevity Results: Textual explanation accompanied with figures, tables and diagrams Discussions: Developing creative solutions of the problem Conclusions: Comprehensive summary of report s main points and findings, logical deductions, leading towards recommendations Recommendations: what to implement, general applicability, suitability of findings, suggestions for further research with brevity, clarity and precision Works Cited: Using a particular referencing style (MLA/APA/Chicago) Appendices: Detailed and complex tables and figures, questionnaires 5
Mode of Report Writing Deductive Report Writing: For sharing general and neutral information, routine messages (any specific information comes at the end) Inductive Report Writing: Use of specific and factual information to draw conclusion, used for informed readers, used when a resistance is expected from the audience 6
Types of Report Informal Report: Short length and particular formality, written for audience within an organization o Progress Report, Sales Activity Report, Personnel Evaluation, Financial Report, Feasibility Report, Review Report, Credit Report and so on Formal Report: Long and detailed, complex as it involves collection, analysis and the resultant interpretation of data o Informational, Analytical, Recommendation o Additional forms include: narrative, specialized, accident 7
Technical Writing Form of writing which communicates specific and factual information to a defined audience for a defined purpose It developed with the recording of history, increasing literacy, world wars and computer revolution Technical writing covers instructions, direction, policies, technical reports An instructional manual for repairing a machinery, memo listing meeting agendas, letter from a vendor to a client, recommendation report proposing a new computer system Letters, Emails, Memos, Websites, Brochures and so on 8
Objectives/Traits in Technical Writing Clarity: Easily understood by intended audience (active voice, objective, transition words) Conciseness: Brief and crisp (deleting redundancy, doubled words, meaningless words, phrases to words) Accessible Document Design: All the necessary information is present alongside bullets, headings, italics, underlining, graphics Audience Recognition: Audience is specified (high tech requires abbreviations, low tech requires abbreviation with parenthetical definitions, lay requires explanation, multiple, multicultural) Accuracy: Grammatically correct and accurate (peer review, grammar check) 9
The Writing Process: Pre-Writing The invention stage which involves planning about the purpose and defining audience Discovering and narrowing down interest in the subject area There are a variety of basic techniques: o Listing, Rapid Sketches, Conversation, Doodling or Sketching, Circle Technique, Clustering, Freewriting, Note Keeping, Brain Storming, Mind Mapping, o Journalistic Questions, Heuristic Methods (Cubing, Tagmemics, Aristotle s Common Topics, Dramatism) 10
The Writing Process: Drafting Involves composing a draft with order, unity, support (examples) and coherence Order can be chronological (instructions), spatial (technical description), importance (good for reports/memos), problem solution (proposal), comparison contrast (for alternatives) Remember that draft is not the final copy, it is the preliminary piece of writing First research, then organize ideas using convergent/divergent thinking Drafting includes thesis statement (basis of entire paper), topic sentence, supporting details (research), conclusion, all written with unity and coherence 11
The Writing Process: Finishing Responding: Self assessment/peer evaluation Revising: A.R.R.R (adding, rearranging, removing, replacing) Editing: Rereading for grammar/subject verb agreement/word order Proofreading: Final check for headings, spelling, capitalization, punctuation, format and layout (headings, paragraphs, illustration and colors) Publishing 12
7 Cs of Effective Communication [1/2] Clarity: Simplicity and organization, use of familiar words applying LUCE (length, unity, coherence, emphasis) approach Conciseness: Get to the point with minimum use of words and avoid redundancy and filler words Completeness: Nothing important is missed, providing everything required Concreteness: Specifics, providing facts and figures, citing sources appropriately 13
7 Cs of Effective Communication [2/2] Correctness: Factual and grammatical precision, grammar, punctuation, spelling Consideration: Stepping into the shoes of others, making a comprehensible and appealing content, understanding nature of the audience Courtesy: Giving space to audience, understanding feelings and perspectives of the audience, respecting the audience, non- discriminatory expressions, avoiding expressions which may hurt the audience, appreciate the audience 14
Conclusions Introduction to Report Structure of a Report Types of Report Introduction to Technical Writing Objectives of Technical Writing The Writing Process 7 Cs of Communication 15
