Unit 4
Language and Writing Skills
Reports are documents designed to record and convey information to the reader. Reports are a part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. the sort of report is usually identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or maybe a book report. Reports are often analytical, or involve the rational analysis of data. Sometimes they simply “report the facts” with no analysis in the least, but still got to communicate the knowledge during a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or maybe a call to action, the demonstration of the analysis is that the primary function. A sales report, for instance, isn't designed to form a private sale. It is, however, alleged to report sales so far, and should forecast future sales supported previous trends. This chapter is meant to introduce you to the fundamentals of report writing.
Reports are available all sizes, but are typically longer than a page and somewhat shorter than a book. the sort of report depends on its function. The function of the report is its essential purpose, often indicated within the thesis or purpose statement. The function also will influence the kinds of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways in which are easy for the reader to know . The function can also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents isn't only natural but necessary because doing so helps ensure complete, correct information”
Reports vary by function, and that they also vary by style and tradition. Within your organization, there could also be employer-specific expectations that require to be addressed to satisfy audience expectations.
This chapter discusses reports generally terms, that specialize in common elements and points of distinction, but regard to similar documents where you're employed or additional examination of specific sample reports may serve you well as you prepare your own report.
Informational or Analytical Report?
There are two main categories for reports, no matter their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this sort of “just the facts” report may be a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It doesn't establish fault or include judgmental statements. you ought to not see “Driver was falling down drunk” during a police accident report.
Instead, you'd see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The policeman isn't a trained medical doctor and is therefore not licensed to form definitive diagnoses, but can collect and present relevant information which will contribute thereto diagnosis.
The second sort of report is named an analytical report. An analytical report presents information with a comprehensive analysis to unravel problems, demonstrate relationships, or make recommendations. An example of this report could also be a field report by a middle for Disease Control (CDC) physician from the location of an epidemic of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to form recommendations on the treatment and quarantine of subjects.
- Types of Reports and Their Functions
Types of Reports and Their Functions includes common reports that, counting on the audience needs, could also be informational or analytical.
Type Function
1. Laboratory Report Communicate the procedures and results of laboratory activities
2. Research Report Study problems scientifically by developing hypotheses, collecting data, analyzing data, and indicating findings or conclusions
3. Field Study Report Describe one-time events, like trips, conferences, seminars, also as reports from branch offices, industrial and manufacturing plants
4. Progress Report Monitor and control production, sales, shipping, service, or related business process
5. Technical Report Communication process and merchandise from a technical perspective
6. Financial Report Communication status and trends from a finance perspective
7. Case Study Represent, analyze, and present lessons learned from a selected case or example
8. Needs Assessment Report Assess the necessity for a service or product
9. Comparative Advantage Report Discuss competing products or services with an analysis of relative advantages and drawbacks
10. Feasibility Study Analyze problems and predict whether current solutions or alternatives are going to be practical, advisable, or produced the specified outcome(s)
11. Instruction Manuals Communicate step-by-step instructions on the utilization of a product or service
12. Compliance Report Document and indicate the extent to which a product or service is within established compliance parameters or standards
13. analysis Report Communicate costs and benefits of products or services.
14. Decision Report Make recommendations to management and become tools to unravel problems and make decisions
15. Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark criteria
16. Examination Report or record data obtained from an examination of an item or conditions, including accidents and natural disasters
17. Physical Description Report Describe the physical characteristics of a machine, a device, or object
18. Literature Review Present summaries of the knowledge available on a given subject
Page Element Function Example
1. Cover Title and image Like the duvet of a book, sometimes an image , image, or logo is featured to introduce the subject to the reader.
2. Title Fly Title only This page is optional. Feasibility Study of Oil Recovery from the X Tarpit Sands Location
3. Title Page Label, report, features title, author, affiliation, date, and sometimes for whom the report was prepared Feasibility Study of Oil Recovery from the X Tarpit
Sands Location Peak Oilman, X Energy Corporation Prepared for X
4. Table of Contents A list of the most parts of the report and their respective page numbers • Abstract……1
• Introduction……2
• Background……3
5. Abstract • Informational abstract: highlight topic, methods, data, and results
• Descriptive abstract: (All of the above without statements of conclusion or recommendations) This report presents the present status of the X tarpit sands, the study
of oil recoverability, and therefore the findings of the study with specific recommendations.
6. Introduction Introduces the subject of the report Oil sands recovery processes include ways to extract and separate the bitumen from the clay, sand, and water
that structure the tar sands. This study analyzes the feasibility of extraction and separation, including a comprehensive cost/benefits analysis, with specific recommendations.
7. Body Key elements of body include:
• Background
• Methodology
• Results
• Analysis and Recommendations • Background: History of oil extraction and separation from tar pit sands.
• Methodology: Specific analysis of the location supported accepted research methods.
• Results: Data from the feasibility study.
• Analysis and Recommendations: Analysis of the info and proposals supported that analysis.
Page Element Function Example
8. Conclusion Concise presentation of findings This portion clearly indicates the most results and their reference to recommended action or outcome.
9. References Bibliography or Works Cited This part contains an inventory of citations.
10. Appendix Related supporting materials This may include maps, analysis of soil samples, and field reports.
A Feasibility Report is presented to the corporate that requested recommendations to unravel a specific problem. This report gives a rationale of the feasibility of the recommendations determined by the matter Analysis.
The investigator will research each solution that the analysis recommended and present the economic (how much will the answer cost), structural (how will the answer fit into the prevailing body of the company), and operational (how will the answer fit into the prevailing operation of the company) feasibility of every recommendation. The investigator will rank these consistent with his/her priority, but presenting the feasibility of all recommendations, giving the pros and cons of every recommendation. this provides the choice makers a option to choose the answer they believe is true for the corporate.
Transmittal Letter
A transmittal letter is shipped to the corporate who requested the feasibility report. Although this letter is shipped under separate cover than the Feasibility Report, it's a courtesy to incorporate a replica of the transmittal letter within the Report.
This letter tells the necessity for the feasibility report and therefore the date of completion of the report. The letter includes the background of the project, a regard to the matter Analysis, and descriptions the procedure wont to determine the recommendations presented from the feasibility report.
Table of Contents
Identify the sections and their corresponding pages.
Executive Summary
Briefly explain the matter, the three solutions, and therefore the recommendations.
For example:
The purpose of this feasibility research report was to deal with the matter of a few. This report offered three alternative solutions to the present problem: _________________, ________________, _______________. additionally, the report ranked the choice solutions, consistent with its strengths and its benefits. Solution #3, _______ was the primary recommendation. Solution # 1 ________________ was the second recommendation. Solution #2, __________ was the third recommendation. (Of course this order depends on your rankings.)
The following format begins the body of the feasibility report.
Introduction
Write a quick introduction: This section are going to be from the matter Analysis. Tell the why you conducted an investigation and therefore the
Background
Explain the matter . This section explains how you recognize there's a drag . This section will explain why you probably did the investigation, the findings and conclusion from the matter Analysis.
Purpose
State the precise purpose of the Feasibility Report. For example: the aim of this report is to deal with the matter that (the requester is experiencing with state the problem). This report will accomplish this by investigating three alternative solutions to the present problem.
Research
From the analyses of the articles (Summaries/Responses), copy and paste the summarized sections here. Only paste the summarized sections. you'll attach the whole analyses to the top of the report, as appendices.
Alternative Solutions
Explain each solution consistent with technical, operational, and economic feasibilities.
The format is going to be as follows:
Solution #1
The first solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room , like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Solution #2
The second solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room, like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Solution #3
The third solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room, like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Recommendations
This section prioritizes the recommendations consistent with the investigator’s interpretation of the foremost effective solutions.
Investigative journalism may be a sort of journalism during which reporters deeply investigate one topic of interest, like serious crimes, political corruption, or corporate wrongdoing. ... Practitioners sometimes use the terms "watchdog reporting" or "accountability reporting"
INVESTIGATIVE REPORTING
One side is convinced that INVESTIGATIVE REPORTING is that the peak of the reporting skill, and consider the investigative reporters special sorts of journalists.
Others consider INVESTIGATIVE REPORTING to be simply a classy title, just differently of marking the old, good, thorough journalism, which was unfathomable without constant running after the news, and without "peeling off the soles of their shoes" all day long.
Investigative reporting definitely exists both as a hypothetical category and in practice.
Although it's undeniable that investigative reporting is essentially good quality reporting, its own particularities.
The name itself points to research, to a deeper, more analytical attitude towards the news, a topic, a phenomenon or an individual.
One of the foremost important skills of an honest reporter is that the ability to easily, convincingly, and clearly explain what he/she wants to mention.
A good thanks to do so is by comparing with generally known information or everyday situations. If we might use this method to demonstrate what investigative reporting is, we could use, for instance, police investigation as a comparison.
Many reporters are like police officers: they frequently monitor things in their areas of responsibility and that they react if something happens (so called beat reporters). In some cases cops provide protection if needed and that they also guard the crime scene, in order that the witnesses don't remain unknown, and so as for the evidence to not be destroyed.
If all the financial and organizational conditions allow it, this is often performed by specially trained cops . The work of a reporter is that the same. Most reporters react to events within the way that they report about them. Those reporters who have a special skill in certain areas are specifically assigned to watch the world of their expertise. Investigative reporters, as forensic criminologists, determine what went on consistent with the prevailing «evidence», and really often predict what's getting to happen.
However, they're not clairvoyants. Their powers aren't supernatural, but they are available from the very fact that they skills to use special skills and methods. a bit like forensic criminologists, they skills to "read evidence".
PARTS OF THE SHORT OR INFORMAL INVESTIGATIVE REPORT ARE:
A. Heading -– depends on which format is employed, the memo or the letter format.
B. Body - divided into three parts
1. Orientation(introduction)
Gives the background which consists of the reason/s and therefore the purpose of the investigation. It includes:
a) the letter of authorization which shows who requested the investigation
b) the aim or objective of the writer's investigation
2. Information
a) the procedure undertaken
b) the results of the investigation
3. Action - gives the steps to be taken (sort of a recommendation)
(ROUTINE REPORT)
a) complete parts/details
b) • The "From" part
c) 2. Special Report
d) memo format - recipients within the corporate
e) 2. Informal or Short Report
f) • it may use either memo format or letter format
g) c) commonly used
h) Simple periodic reports, sort of a check on security or stock available, could also be accomplished just by filling in blanks during a preprinted form while
i) complex periodic reports include production, expenditure sales and company financial status for a particular period of your time
Summarizing may be a vital skill for effective communication and is typically followed by paraphrasing. A summary may be a concise overview of the foremost details from a communication. It might be from a conversation, document or presentation. A well-spoken summary can verify that folks understand one another.
- Tips on the way to summarize effectively
- When taking note of someone, search for what exactly they're trying to mention underneath the words.
- search for anybody major point that comes from the communication.
- This about what the person is trying to accomplish within the communication?
- attempt to organize the most and supporting ideas in your head.
- don't introduce any new details into the summary. If you do, make it clear that you’re adding them.
- The summary should be shorter than the first communication.
Combining the talents of paraphrasing and summarizing will allow you to save lots of time and make great impressions during a workplace, where effective communication is greatly valued.
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References
- Business communication - Vipul Prakashan
- Business communication - Manan Prakashan
- Business Communication – Dr. V.K.Jain
