Kashfah Khan ChowdhuryBUS 251

Chapter-10Basics of report writing

An outline helps you to group and order the information.

Outline helps in distinguishing main points from supporting points.

Your goal-Creating most logical and helpful pattern of

organization for your readers.

Organizing the information

You can organize your report by division.

General bases for division-1. Time: when the information has a time basis.

E.g. The period of orientation, May-July; Planning the project, August and Implementation of the research plan, September-November.

2. Place: when the information is related to geographic location. E.g. North region, South region.

Organization by division

3. Quantity: when the information has a number base. E.g. analysis of buying habits of potential customers can be divided into under $30,000, $30,000-$59,000, $60,000-$90,000.

4. Factor: factor breakdowns are harder than time, place and quantity. Areas to be investigated can be used as factors. E.g. A report advising a manufacturer whether to begin production can be divided into- production feasibility, financial considerations, consumer demand and so on.

Organization by division

Combination of time, place, quantity and factor can sometimes be logical.When comparing, you can use multiple division. Suitable for reports for comparison. Example-I. 1990-2000

A. North regionB. South region

II. 2001-2010A. North regionB. South region

Combination of multiple division possibilities

Table of contents require careful attention.Make your format attractive, readable, instructive and

appropriate.Topic headings/ Talking headings.

Topic headings: only give the subject of discussion. E.g.Present armor unitCostBenefits

Talking headings: identify the subject and tell what is said about it. E.g.

Operation analysis of armor unitTotal cost in productionRecent lag in overall output

Table of contents

Headings making up divisions should be parallel grammatically.

Equal level headings should be in the same grammatical format whether noun phrase, sentence, or decapitated sentence.

1. Noun Phrase “High Rate of Sales in District Khulna

2. Sentence “District Barisal Sales Rank Second”

3. Decapitated Sentence “District Rajshahi at Bottom”

Table of contents

Make the talking headings concise.

Not this- Personal appearance enhancement is the most desirable feature of contact lenses that wearers report.

Should be- personal appearance most desirable feature.

Repeating words in headings can be monotonous.

Table of contents

Your report should:1. Be Objective- Believability- Impersonal vs. Personal Writing

2. Maintain time consistency3. Smooth transitions4. Maintain interest.

Writing the report

The beginning and ending of your report are the most important parts.

Your beginning should convey what you studies, how you studies it and your findings.

Ending should provide efficient answers to the reader questions- “what did you find out?” and “why should I care?”

Writing the report

PersonalDuring the first week of the period, I was on vacation. I now am writing a description of the new high-temperature technique for the next annual report.

ImpersonalThe first week of the period was spent on vacation. Work now is continuing to complete the next annual report. A description of the new high-temperature technique is the item that has come under consideration.

Personal and Impersonal writing

Historically, report writing was done impersonally. ( no I’s, we’s, you’s)

But some writers of the recent time have argued that personal writing is more interesting.

You should use personal writing for routine report and impersonal style for formal reports.

Personal and Impersonal writing

Avoid illogical time shifts.Keep a consistent time viewpoint throughout the report.There are 2 time viewpoints: Past and Present.

Past-time viewpoint:- Views the research and the findings as past.- Prevailing concepts and proven conclusions as present.

Present-time viewpoint:- All information is viewed current at the time of writing.

Consistency in time viewpoint

Consistent Past:24% of the managers favored a change and a conclusion was reached by the end of the meeting.

Consistent Present:24% of the managers favor a change and a conclusion will be drawn by the end of the meeting.

Consistency in time viewpoint

Use transition sentence for connecting large parts.

Transition should be used when it is necessary. Example- In early spring, prepare the soil. After the soil

warms, drill the seed at a rate of ten pounds per acre.

When you are analyzing a data table- …At first glance the appear convincing, but a

closer observation reveals a number of discrepancies.

Need for transition

Select words carefully.Watch the rhythm of expression.Stress content over techniques.Be complete without using more words than

necessary.

Maintaining interest

1.Determine Purpose2.Derive Factors3.Gather Facts4.Interpret Facts5.Organize Facts6.Plan the Writing7.Write Assigned Parts8.Revise Collaboratively9.Edit Final Draft

Activities in collaborative report writing