What is Report?

A report is a statement of the results of an investigation or of any matter on which definite information is required. (Oxford English Dictionary)
A report could be described as a formal statement of the results of an investigation or research, or of any matter on which definite information is required. It could be produced by an individual or a group. Reports may be presented orally or in written form. In a report, situations are analyzed, conclusions drawn, alternatives considered and recommendations made. Reports are concise and have a specific structure (K. Edwards, 2002).

According to Miller (2011) report writing is creating a formal manuscript that identifies and analyzes a topic. Report writing can be used for academic, business, technical or other purpose, in any length and on any topic. Characteristic report writing contains the following segments: abstract, title, contents, introduction, main dictation, appendixes, recommendations, conclusion and references. Report writing it is very important to realize who the objective viewers
are, what they require recognizing from this information and how to utilize such information.

Platt (1975) says that a report is a presentation of facts and findings, usually as a basis for recommendations; written for specific readership, and probably intended to be kept as a record. Ellis & Hopkins (1985) defined report as a document that informs specific information to specific readers. The information must be systematic and objectively written with accuracy and compact. As a conclusion, a report is an orderly and objective communication of factual information that serves some purpose for specific readers or viewers. For this assignment I have choose 3 articles : 1. Report Writing: A Take Away Guide by Bryan Platt (1975) 2. Report Writing and Presentation by K. Edwards (2002) 3. Laporan, Bahasa Kebangsaan by Abdul Rahman & Yap (1999)

REPORT WRITING A Take-Away Guide

Bryan Platt, Multimedia Publishing Ltd, 1975

STAGES IN WRITING A REPORT

1) Defining the purpose Major aim (reason for writing the report to determine type of report that will be written) Types of report: a. Factual report- straightforward statement of the facts to give people an accurate record. b. Instructional report To explain. Eg: a step-by-step description- to tell people about new procedures. c. Leading report- leading reader towards making a decision. 2) Identifying the reader What does the reader know? What are the readers attitudes? What does the reader really wants? 3) Setting the objective What do we want the reader think and do after reading our report? 1) Selecting Materials Simplify- reject the irrelevant Justify your conclusions with facts, and state their sources. Build the facts into a logical and consistent case. 2) Planning the structure how to lead and guide readers along the route. 3) Rules and Guidelines (conventional structure of reports) a. Title page b. Summary c. Content list d. Introduction e. Body of report f. Conclusions g. Recommendations h. Appendices i. Bibliography and/or references j. Glossary or Nomenclature 1) Style to convey your thought to other people. 2) Presentation You may use tables, charts, or other diagrams. Use wide margins, space out paragraphs; and indent subheadings.

PURPOSE AND READER

MATERIALS AND STRUCTURE

STYLES AND PRESENTATION

REPORT WRITING AND PRESENTATION

K. Edwards, LDU, London Guildhall University 2002

Purpose To share information For decision making

REPORT A report could be described as a formal statement of the results of an investigation or research, or of any matter on which definite information is required. Common Mistakes In Report Writing The impersonal writer - The word I should not appear in the report. The report format for reports, the essay format for essays. The introduction - Introduction should be introducing the content of the report not to introduce the subject for discussion. Include all relevant sections. Eg: bibliography, materials.

Advantages of Report For Communicating Formation Practical for large group Readers can go at their own pace Information can be presented objectively Argument can be presented coherently.

Structural Conventions And Presentation General - Care with presentation can make a vast difference to the professionalism and appearance of a report. Length - Use appropriate length to suit its purpose. Heading - Should be meaningful Readers can interpret them correctly and find information quickly. Layout of text - Avoid closely typed long paragraphs. Physical presentation - Use a format that makes it easy for readers to consult. Numbering - Numbered a long report paragraphs for easy reference.

Components of A Report 1. 2. 3. 4. 5. 6. 7. 8. 9. Title page Summary/abstract Table of contents Introduction Main text Conclusion Recommendations Acknowledgements References and bibliography 10. Appendices

REPORT
Based on a book Bahasa Kebangsaan by Ab. Rahman Ab. Rahid and Yap Kim Fatt, 1999

STAGES IN PRODUCING A REPORT

WRITER Need a good and skillful writer in certain field that can use all the resources to produce a report.

CONTENTS The writer must carefully choose suitable resources that will be used in the contents of a report.

STRUCTURE The contents of a report must be arranged in suitable manners and use suitable numbering. WRITING STYLE Writer must use suitable words and arrange them good sentences until they become good paragraphs. READERS Readers accept the report and read them as whole or partially. Their action will be based on their reactions towards the report. RESULT A report can affect certain opinion or action. That is why a report must be written carefully and neatly because the actual function is to influence

REPORT
Based on a book Bahasa Kebangsaan by Ab. Rahman Ab. Rahid and Yap Kim Fatt, 1999

CHARACTERISTICS OF A REPORT
FORMAL STRUCTURE AND STYLE - More formal compare to other communications. - A report is normally written in certain formal format. ILLUSTRATED PRESENTATION - Use charts, illustration, graft and etc. VIEW STATEMENTS - Usually, the writer will summarized after making research, evaluation and revealed the presented evidences. REPORT FUNCTION - Any form of report will be considered as a report if the writer understands the needs of the readers/viewers by providing them with suitable details to fulfill the needs.

FORMAT
1. 2. 3. 4. 5. 6. 7. 8. 9. Title Page Abstract Table Of Contents Introduction Contents Summary Recommendations Appendices References And Bibliography

TYPES OF REPORT
1. RESEARCH to give clearer view on certain things or objects or individuals so the viewers can translate or understand them. -Use facts, photographic, easy language and must be make on detail observations by the writer. 2. PROBLEM SOLVING- the purpose is to prepare a plan that can be used to solve certain problems. Example: A report on the cause of absenteeism in school. 3. EVALUATION prepared for making an evaluation on certain thing or people. Example: a report on a worker for her/his working performances. 4. ANALYSIS- This kind of report needs systematic analysis and objective observation. Example: report on market demand for products in certain area.

BIBLIOGRAPHY
Ab. Rahman AB. Rashid & Yap Kim Fatt ( 1999) Bahasa Kebangsaan. Petaling Jaya: Pearson Malaysia Sdn. Bhd. Edwards, K. (2002). Report Writing & Presentation. LDU : London Guildhall University. Miller, I (2011) How To Write A Best Report Writing. Retrieved November 13,2011, from http://www.articlesbase.com/self-publishing-articles/how-to-write-a-best-report-writing5390307.html Platt, B (1975). Report Writing. Lower Camden, Chislechurst Kent : Multimedia Publishing Limited. Ellis, R & Hopkins, K. (1985). How To Succeed In Written Work And Study. London: Collins.