1 ENG101B Report writing Structure and format ENG101B Report writing Structure and format

2 Steps in writing a good report 1.Determine the purpose of the report 2.Draft title and outline 3.Research 4.Organise facts into sections 5.Give sections headings and subheadings 6.Draft findings 7.Draft conclusions based on findings 8.Draft recommendations based on conclusions 9.Draft introduction

3 Parts of a Formal Report Title page Letter/Memo of Transmittal Table of Contents Executive Summary Introduction Body Conclusions Recommendations Appendices References

4 Determining the purpose Define the purpose Limit the scope Determine the significance Set the limitations

5 Researching Secondary Data Electronic Databases Magazines, newspapers, and journal articles, newsletters, business reports, company profiles, government data, reviews, and directories

6 Researching Secondary Data The Web Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

7 Internet Search Tips and Techniques Use two or three search tools. Understand case sensitivity in keyword searches. Understand Boolean searching. Be specific. Omit articles and prepositions.

8 Internet Search Tips and Techniques Use wild cards (e.g., cent** will retrieve center and centre). Know your search tool; use FAQs and "How to Search" sections. Bookmark the best. Be persistent.

9 Generating Primary Data Surveys Interviews  Locate an expert.  Prepare for the interview.  Make question objective and friendly.  Watch the time  End graciously. Observation and Experimentation

10 Documenting Data and Plagiarism Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.

11 Documenting Data and Plagiarism In a business report, documenting serves three purposes: 1.Strengthens your argument. 2.Protects you. 3.Instructs the reader.

12 Parts of a Formal Report Title page Letter/Memo of Transmittal Table of Contents Executive Summary Introduction Body Conclusions Recommendations Appendices References

13 Title page Title of report Recipient Author Date

14 Letter/Memo of Transmittal Transmittal Authorisation Purpose Highlights of report Brief comment Goodwill statement Always written in personal style (you, I, we)

15 Table of Contents Balanced number of subsections Page numbering  Starts at the report, not the title page  Small Roman numbers for prefatory parts  Arabic numbers for the report  Uses spaced periods to join each part with its page number Headings and subheadings  Decimal system  Same part of speech for items in the same level

16 Executive Summary Sometimes also called an abstract Summarises purpose, scope, the research, findings, conclusions, and recommendations Uses the impersonal tone

17 Introduction Defines the purpose and the scope of the report  Terms of reference  Background information  Organisation of the report  Definition of special terms

18 Body Procedures  How the data was collected, e.g. looking at documents, visiting offices, interviewing, questionnaires, observation, etc.  Past tense Findings  Results of the investigation  Past tense

19 Illustrating Report Data Reasons for using visual aids To clarify data To summarize important ideas To emphasize facts and provide focus To add visual interest

20 Illustrating Report Data Most common types of visuals aids Tables Charts Graphs Photographs, maps, illustrations

21 Matching Visual Aids With Objectives Table To show exact figures and values

22 Matching Visual Aids With Objectives Bar Chart To compare one item with others

23 Matching Visual Aids With Objectives Line Chart To demonstrate changes in quantitative data over time

24 Matching Visual Aids With Objectives Pie Chart To visualize a whole unit and the proportions of its components

25 Matching Visual Aids With Objectives Flow Chart To display a process or procedure

26 Matching Visual Aids With Objectives Organization Chart To define a hierarchy of elements or a set of relationships

27 Matching Visual Aids With Objectives Map, Photograph, or Illustration To achieve authenticity, to spotlight a location, or to show an item in use

28 Tips for Effective Use of Visual Aids  Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.  Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.  Locate the visual aid close to its reference in the text.  Strive for vertical placement of visual aids.  Give credit to the source if appropriate.

29 Organizing Report Data Chronological sequence (historical data) Geographical or spatial arrangement (e.g., East, West, South, North, etc.) Topical or functional arrangement (e.g., duties of CEO, duties of general manager, etc.) Component or criteria arrangement (e.g., comparing two or more solution—two cities on a call centre short list)

30 Conclusions Derived directly from the findings No personal opinions involved Present tense

31 Recommendations Your personal opinions based on the conclusions, which in turn comes from the findings Findings → Conclusions → Recommendations

32 Appendices Tables, graphs, correspondences, maps, charts, diagrams, copy of questionnaires, surveys, interview transcripts

33 References List of all the books, journals, websites, databases you consulted MLA or APA style

34 Overall organisation strategy Deductive strategy (main ideas first) Inductive strategy (facts and discussion first)

35 Presenting the Final Report Prefatory Parts  Title fly  Title page  Letter or memo or of authorization  Letter or memo of transmittal  Table of contents  Executive summary or abstract

36 Presenting the Final Report Body of report  Introduction or background  Discussion of findings  Conclusions  Recommendations

37 Presenting the Final Report Supplementary parts of a formal report  Appendices  References

38 Reference: Guffey, Mary Ellen. Essentials of business communication. Mason, Ohio : South-Western, 2004.