WRITING REPORT MADE EASY

1) DEFINITION

2) BASIC RULES

3) PRACTICE

MENU OF THE DAY

What are the 4 main type of reports ?

- Quotation

- Sales/Activity Report

- Proposal (projects, ideas)

- Assignment

1) DEFINITION

IT IS A PROFESSIONAL DOCUMENT: company use it to share some information with different people.

What is a Report ?

For whom are we preparing reports ?

- Superior

- Staff we managed

- Colleagues or other department

- Business Partner(supplier, investor, bank, etc)

Like grooming, a document must follow some rules to be considered as professional.

How to make a report Professional ? :

To be professional, a document MUST :

CONTENTLAYOUT STRUCTURE

ORGANIZED PROFESSIONAL

Y

LOOK PROFESSIONAL

BE WRITEN PROFESSIONALLY

REAL CASE STUDY :

In group, you must give feedbacks and comments on the quotation from Billchem.

2) BASIC RULES

Proper sentence

Information Display

Standardized

Follow Font, Size, Color Rules

Have compulsory components

Effective structure

ORGANIZED PROFESSIONALY

LOOK PROFESSIONAL

BE WRITEN PROFESSIONALLY

Example 1 :

Example 2 :

- No contraction (gonna, wanna)- No words missing- No grammar mistake- No spelling mistake- Appropriate vocabulary

BE WRITEN PROFESSIONALLY

PROPER SENTENCE

- The content must be divided in paragraphBE WRITEN

PROFESSIONALLY

INFORMATION DISPLAY:

- Figures must be presented in table or diagrams

- Information can be in chart to make the document easy to read

- Every Part Name, Section name must have the same font, size, color

LOOK PROFESSIONAL STANDARDIZE

D

-Page number must appear on every page

-Margin must be the same on every page

- Text must be justified on every page

-The text must have the same size, color and font in the entire document

-Not more than 2 or 3 font in the document.

-Color must be limited to 2 or 3 for the entire document.

- No aggressive color (red not recommended)

LOOK PROFESSIONAL

FOLLOW FONT, SIZE,

COLOR RULE:

A cover Page must have :- Date- Title (usually the title is the type of Report : Proposal, Report, Framework etc) - Sub Title (it is usually the name of the case the report focus on : January sales, collaboration between x and Y etc)- Name of Author(s)- For who the report is written- Logo of the company

Where to display the information ?

- Any report must have a cover pageORGANIZED PROFESSIONALY

HAVE COMPULSOR

Y COMPONENT

S:

- Report that are more than 5 pages must have a table of content

- Reports must not be divided in too many parts or sections

- Parts must be placed in the right order

3) PRACTICE

HOMEWORK SWEET HOMEWORK

To prove you think of Mr Pierre during the holiday, you are required to Prepare a report on your 2 weeks holiday

Week 1 : from Monday 5 August to Sunday 11 August. Week 2: from Monday 12 August to Sunday 18 August.

The report must have the following content :

- Detailed schedule of all the meal you have during the holiday. For each day, you must clearly show the time you had the meal, and what you ate.

- Sleeping time scheduleFor each day, you must show what time you slept and woke up

- A graphic to compare your average sleep duration per night during week 1 and week 2

You graphic must show how many hours you slept per night on average during week 1, and week 2

- Explain your activities during the holiday. You must describe what you have done each week (per week diary)

- Select an article in a newspaper and write a brief summaryThe article must be in English and your summary in English

- Answer the question on Movie or Article given by Mr PierreYou must decide if you want to work on a movie or article

The report will be marked based on the following criteria:

Structure : 3 marks

Content: Complete 3 marksQuality 3 marksInformation Display 3 marks

Layout : 3 marks

0 : Missing component or out of topic

1 : Low quality, too many mistakes, many rules are forgotten or not applied well

2: Good, the basic rules are applied well

3: Excellent, the rules are applied well, and the quality meet industry standards.