What is a report? A written statement prepared for... the benefit of others describing... what has happened or a state of affairs, normally based on...

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What is a report? A written statement prepared for... the benefit of others describing... what has happened or a state of affairs, normally based on... investigation / research or experience. Briefly: factual, formal, not a letter → RB, p 17

Report Writing

Formal considerations LANGUAGE (register & style) LAYOUT - STRUCTURE USEFUL PHRASES

THE REGISTER – level of formality Depends on the target reader Almost always FORMAL No colloquial phrases! No contractions (don't, haven't, 'cos..)! Avoid phrasal verbs (pick up, set up, etc.) THE STYLE ACCURATE - true facts, precise, refer to sources CLEAR AND CONCISE – avoid repetition, long sentences, unnecessary detail OBJECTIVE NO: bias, emotional words, I,I,I USE: passive, reporting structures & narrative tenses (Past Simple, Past Perfect, Past Continuous)  p 18

THE LAYOUT Start with a TITLE Use CLEAR HEADINGS Each SECTION its own PARAGRAPH. Use NUMBERS (1) or BULLETS () Companies often have their own format of standard reports and do not completely follow the structure presented below. Companies often have their own format of standard reports and do not completely follow the structure presented below. → R, pp – STRUCTURE → Task I → Task II → Consider the opening phrase in every section. → Study the list of phrases & do the tasks on pp 22-23

OBJECTIVITY The passive form – a brief revision I enclose the invoice for our services. The invoice for our services is enclosed. I enclosed the invoice for our services. The invoice for our services was enclosed. I will enclose the invoice for our services. The invoice for our services will be enclosed. III SV- Present Simple O V- to be Present Simple S Past participle  Active voice

Practice register & style RB, p 21, task III – rewrite in the passive form RB, p 21, task IV To take a look at the problem of declining number of visitors to Hong Kong, we decided to do a really big survey. Informal? Personal? Unprofessional?

Practice register & objectivity RB, p 21, task IV To take a look at the problem of declining number of visitors to Hong Kong, we decided to do a really big survey. Informal? Personal? Unprofessional? Rewrite using: investigate conduct large-scale

Practice register & objectivity RB, p 21, task IV We made a questionnaire and handed it out to 2,000 people. Rewrite using: design distribute Continue editing the text. HW: Edit the whole text on p 21 (submit on Fri) HW: Complete the report on p 24