Formal Report Writing

Report writing is an important part of many professional and academic subjects. Reports play an increasingly important role in the workplace, where they are a crucial instrument in all business processes. They are also widely used in government, technology, health care, social services, and many other areas.

What is a formal report?

A formal report is a document that is written following a fixed procedure and is used to describe an investigation and give results and recommendations based on the investigation. The purpose of a formal report is to investigate a problem or a need, find workable solutions, and make recommendations. Different types of reports are intended for different audiences and have different purposes. They may deal with different kinds of topics, and therefore use different types of vocabulary. They may vary greatly in length. However, the general form of most reports is similar.

What is the purpose of a formal report? What are the differences between different types of reports?

What are the parts of a formal report?

Title Summary Introduction Findings and Discussion Conclusions Recommendations

Mini-Quiz A formal report requires very clear, concise and accurate use of language to convey very specific information to its audience. Therefore, as a pre-test, select the most appropriate formal expression for use in a formal report from the options given under each item: 1. I ____________ the inspector to perform a thorough check on the functioning of company machinery and workstations. a. asked b. talked to c. requested d. spoke to 2. Extensive supplies of specimens _____________________ for testing at the laboratories for further research. a. were required b. were wanted c. were needed d. were booked

3.

The objective of the formal report is ______________ problems and to bring out suitable solutions and recommendations. a. b. c. d. to search for to investigate to identify to find

4.The CEO___________ shortly to discuss general issues on improving efficiency in manufacturing. a. b. c. d. 5. comes, will sit will arrive goes

The motion to reduce working hours _______________ by the company board, due to the fear of a drop in the required production output. a. b. c. d. was not allowed was dismissed was passed was accepted

Example of a Report
A report has a well-defined structure. In the following report, as in most reports, all the parts are named. Sections and sub-sections are numbered. To the left of each section is an explanation of the type of information and language used in that section.

Begin with a specific title. The title should convey useful information about the content of the report

Survey of Overseas Students at Festina Lente University: 19851999

University Marketing and Survey Committee, June 10, 2000 1 Summary A report on overseas students at Festina Lente University was undertaken to determine what (if any) problems these students face. Students were surveyed on several matters. In general, students expressed satisfaction with the university; however, a few areas of concern were identified. 2 Introduction This report was requested by the president of Festina Lente University on November 5, 1999. A University Marketing and Survey Committee was formed, consisting of the president; the bursar; the registrar; the deans of arts, science, and business. The committee was asked to submit its findings by June 15, 2000.

This is followed by the name(s) of the author(s), along with the date when the report was finished. Number each section. The summary is optional. To write a summary: 1. Briefly state the aim of the report. 2. Briefly describe the methodology followed. 3. Group the conclusions of the investigation into categories.

The following parts are found in the introduction of a report: What is to be investigated / aim (A) Who requested the report (R) When it was requested (D) What methodology is to be used (M) These are known as the terms of reference of the report. (A), (R), and (D) may appear in any order. (M) is always last. In the sample report on the right, the order of the terms of reference is (R), (D), (A), (M).

Some expressions commonly found in (A): the aim of...is to ...., will outline, was to determine..., determine the feasibility of ..., the purpose of is to..., to investigate Some expressions commonly found in (R): was requested by, as requested by, was instructed, was asked, make appropriate recommendations, ...was asked to submit... Some expressions commonly found in (D): by (date), on or before (date) Some expressions commonly found in (M): was collected, with discussions, was used, obtain, carry out (a task, etc.), was undertaken, findings, were surveyed, the scale was used to measure..., responses were identified, questionnaires, tabulate, noted Tense: Usually past. Use present tense only to describe aims/goals.

The main purpose of the study is to explore ways of attracting more overseas students to study at Festina Lente. An additional purpose is to help to make the existing environment more conducive to study for these students. Our major source of information about the needs and wishes of overseas students at Festina Lente is the students themselves. Therefore, the committee decided to construct a questionnaire, aimed at eliciting relevant information from overseas students who have studied at Festina Lente since 1985. Copies of the questionnaire are on file with the Student Union and the Faculty Office, and they are available for public viewing. A total of 242 responses were received, 233 of which were usable. Three hundred and sixty nine overseas students had been enrolled at Festina Lente during the period in question. The responses, therefore, can be taken to reflect the views of a significant majority of these students. The questionnaire included 24 variables, grouped into five categories: a. Information received about Festina Lente before the students arrival here; b. The students reception into the country and university; c. The students courses at Festina Lente; d. Interaction with academic and administrative staff; e. Learning resources.

Findings are discovered by described in example, if a

the facts that were using the methodology the introduction. For survey was used, the

3 3.1

Findings Before arrival at Festina Lente:

findings are the responses to the survey. The findings are grouped, presented in tabular form, or reduced to statistics for easy understanding. An example of a finding is, Eight percent of all respondents considered their courses on the whole to be unsatisfactory because they were unable to understand their instructors.

Students were asked if they had received thorough, partial or no information about the university, their chosen program of study, local culture, and travel and visa matters. Results suggest that insufficient information on local culture and traditions was provided to students before they arrived here. In addition, some departments apparently sent out flyers and other information sheets that were insufficient, incomplete, or unclear. 3.2 Arrival at Festina Lente: Using a scale of dissatisfied, satisfied, or very satisfied, students were asked to rate five different aspects of their arrival in the country and at the university. Mean responses suggest that local food and campus orientation seem to require improvement. 4 Conclusions This survey of overseas students at Festina Lente over the last 15 years shows why Festina Lente continues to be a soughtafter place of study for students from many countries. However, two main concerns have been highlighted by the survey: 4.1 In some cases, inadequate or erroneous information has been sent to overseas students prior to their arrival at Festina Lente. Problems with housing and cuisine have been noted.

Divide complex information logically into parts and number each part as shown. The past tense is often used in this section of the report, and the passive voice is common.

This section is sometimes called Discussion and Conclusions. Conclusions are statements of fact derived from the findings. They are answers to the question: What is the problem? An example of a conclusion is, There are not enough computers in the head office. Usually the present simple tense or the present perfect tense is used.

4.2

Recommendations are suggestions about how to solve the problems. They often contain the word should. They answer the question, What should we do to solve the problem(s)? An example of a recommendation is the following: Management should install eight new computers in the head office. Verbs with should appear in the active voice (The university should provide information) or the passive voice (The Student Union should be asked).

Recommendations Based on the survey results, the committee makes the following recommendations:

5.1

The university should provide information on local culture and traditions as part of the mailing to overseas applicants. It should identify departments whose departmental brochures and flyers are in need of updating or expansion.

5.2

Formal Report Language

Formal reports should be written using formal language. Can you replace the underlined words in the following short text with more appropriate business language? On June 20th, 2004, I had to have a look at complaints about the time-keeping of the guys in the general office. To get some information I had a chat with each of the 12 workers concerned, and watched out for their time of arrival over a two-week period.
(Suggested answers: investigated, punctuality, staff, obtain, conducted interviews, employees, noted)

Practising What You Have Learned

Now practise what you have learned about report writing and the language of formal reports by selecting the best option from each set of words contained in square brackets in the following short report. [Note that this report does not have a Summary, so the numbering begins with the Introduction.]

Complaints about the Poor Service Offered by the Library of the University of Bilgewater
The University of Bilgewater Library Committee, September 20, 1995

Introduction The objective of this report was to [address, receive, answer] complaints about poor service provided by the library and to make appropriate recommendations, as [demanded, requested, recommended] by S. I. Pennington, President, on 25 March 1995. An interview [conducted, was conducted, held] with Mr. Vernon English, Chief Librarian, on 15 March. Questionnaires [were distributed, distributed, sent out] to a cross-section of staff who used the library between 15 and 20 March.

2 2.1 2.1.1

Findings Interview with Chief Librarian Staffing: Mr. English has 13 full-time assistants. Five of these [at the, work the, are employed by the] college on Monday, Wednesday and Friday each week. They [work, stay, duties] from 2-5 p.m. on those days.

2.1.2

Equipment: A schedule of current items of equipment and their year of purchase [examined, was examined, is examining.] No problems with this equipment [noted, were noted, can be noted]. However, he requested purchase of additional equipment as follows: 1 photocopier 3 trolleys to transport books around the library

2.2

Views of the academic staff 22 staff [asked, asking, were asked] to fill in a questionnaire, 20 responded. The problems identified are shown below:

2.2.1 2.2.2 2.2.3 3 3.1

75% of the respondents thought the photocopying facilities were inadequate. 100% [has, reported, found] difficulty in recalling books. 50% reported difficulty in communicating in English with some library staff. Conclusions There [are, were, should be] not enough library assistants to cope with the day-to-day running of the library in the morning.

3.2 3.3

The present photocopying equipment is insufficient. The standard of English of some library assistants is not sufficient to enable effective communication to take place between the library staff and the academic staff. There [was, could be, is] no system in place for recalling books. Recommendations Five new library assistants should be [made, recruited, brought in] to work from 0900-1400 hours Mondays, Wednesdays and Fridays. A new photocopier and three new trolleys [shall be, will be, should be] bought. The front line staff [should give, should be given, should be taken] English classes wherever needed. The Chief Librarian [should be asked, should ask, is asking] to devise and implement a recall system.

3.4 4 4.1 4.2 4.3 4.4

Based on: Henry, Alex, & Roseberry, Robert L. (2001). Help Yourself to English in the Business School. (2nd ed.). Ashhurst, N.Z.: One2One Training and Consultancy, by permission of the authors.