report writing for lecture (1)

REPORT WRITING

Overview

Presenter: Nahida Sultana ChaityPosition: Assistant Professor of EnglishAffiliation: Dept of Humanities, CUET

Objectives of the Lecture

• To understand what a report is, including its definitions, features, types, and steps involved in writing a coherent and effective report.

What is a Report?

Etymology:

• Derived from the Latin words 're' (meaning back) and 'portare' (meaning to carry).

Definition:

• A report serves as a carried-back description of an event or situation, intended to convey information clearly and systematically.

Examples:

• Creating lists, such as for tracking absent students.

• Compiling examination results in an organized format.

• Gathering information through various measurement tools and instruments.

Expanded Definition:

• Reports are composed of structured messages that present a collection of data and findings, specifically tailored to meet the informational needs of different readers, whether for decision-making, analysis, or record-keeping.

Characteristics of a Report

Features:

• They provide formal statements of factual information derived from rigorous investigation, ensuring logical organization throughout.

• Each report is crafted for a specific purpose and audience, enhancing its effectiveness as a communication tool.

• They prioritize factual data presentation, distinguishing them from narrative or emotional accounts.

• Reports are presented in a structured format that facilitates easy comprehension and usage of the information.

• They include established procedures for collecting data along with interpretations that highlight the significance of that data.

Features of a Well-Written Report

• Objectivity: Reports should maintain an impersonal tone; usage of first-person pronouns like "I" should be avoided to enhance credibility and focus on facts.

• Thorough Research: A well-prepared report reflects comprehensive understanding and intensive research efforts, which enhance its reliability.

• Structure: Logical arrangement of information is crucial for guiding the reader through the content effectively.

• Clear Writing Style: Concise writing is essential, ensuring that the report is accessible and understandable to its intended audience without unnecessary jargon or complexity.

Classification of Reports

By Length:

• Short Reports: Typically concise with straightforward content.

• Long Reports: In-depth and detailed covering extensive topics with intricate analysis.

By Content:

• Information Only: These reports deliver essential data without deep analysis, suitable for routine reviews.

• Research Reports: In-depth examinations required in academic settings to assess findings and methodologies.

• Case Study Analysis Reports: Focus on real-life scenarios to apply theories and may include hypothetical elements for illustrative purposes.

By Format:

• Memo/Minute Format: Informal structure, often used for internal communications.

• Formally Structured: Adheres to academic or professional standards, often lengthy and detailed.

By Function:

• Various types, including travel reports, progress reports, laboratory reports, feasibility studies, and recommendation reports.

By Frequency:

• Periodic Reports: Routine updates provided at set intervals.

• Special Project Reports: Created for specific projects or events, often requiring distinct formatting.

Types of Reports by Content

Information Only Reports:

• Their primary goal is to provide basic information without extensive detail; generally submitted regularly.

• Examples: Newspapers, academic performance results, and management reports.

Research Reports:

• These reports assess and present research findings and are often part of university requirements.

• Example: Reports generated for product development assessments and evaluations of hypotheses.

Case Study Analysis Reports:

• These reports delve into specific instances that exemplify theoretical applications, sometimes structured in story formats.

• Example: Criminal investigation reports detailing events and analyses tied to legal frameworks.

Formats of Reports

Two Main Formats:

• Inductive Structure: Begins with general information leading to specific conclusions. Preferred when detailed study is necessary.

• Deductive Structure: Presents specific instances followed by generalized conclusions, suitable for broader audiences.

Inductive vs. Deductive Structure

• Inductive: Ideal for detailed inquiries where discussion is prior to conclusions and helps the audience build understanding.

• Deductive: Best for general audiences where conclusions are drawn from specific examples or details provided thereafter.

Structural Components

Inductive Structure:

1. Title Page

2. Table of Contents

3. Executive Summary

4. Introduction

5. Discussion

6. Conclusion

7. Recommendations (optional)

8. References

Deductive Structure:

1. Title Page

2. Table of Contents

3. Executive Summary

4. Introduction

5. Conclusion

6. Recommendations (optional)

7. Discussion

8. References

Parts of a Report

• Front Matter: Includes cover, title page, table of contents, and abstract/executive summary.

• Main Body: Contains detailed information including introduction, findings, discussion, and conclusions.

• Back Matter: Encompasses references, bibliography, appendices, and optional glossary/index sections for additional clarity.

Front Matter Details

Essential Elements:

• Title Page: Clearly states the report's title, author's name, and date of submission.

• Table of Contents: An organized list of headings and subheadings with corresponding page numbers for ease of navigation.

• Abstract/Executive Summary: Summarizes key points and findings of the report, enabling quick understanding.

Appendices

• The appendices house detailed, technical, or intricate information considered too extensive for the main text of the report.

• Each appendix must start on a new page and be clearly numbered and titled to ensure clarity.

References and Bibliography

• References: Provide specific citations for all sources utilized within the report, adhering to established formatting styles.

• Bibliography: Lists all consulted works, including those not directly cited, encouraging thorough academic transparency.

In-Text Citation

Citing direct quotes, summaries, or paraphrased information from sources requires careful inclusion of appropriate references, complying with either MLA or APA citation styles.

Summary of Important Citation Points:

• Always include in-text citations when using information drawn from other sources, to maintain academic integrity.

• Familiarize yourself with best practices in integrating quotes and paraphrases effectively and ethically into your own writing.