REPORT WRITING – HOW TO STRUCTURE AND WRITE REPORTS

(Based on author’s site www.geocities.com/rptwr)

Writing reports: why write reports, structure in report writing, how to write a report.

Report writing skills are sought after. Knowing how to write reports is useful. The techniques of writing reports are simple.

Report writing is in daily use. Writing reports is involved at school and at work. Students have to write reports. Writing reports is part of a teacher’s job. Report writing is routine in the public and civil services. Before a law is passed a select committee writes a report. Business executives write reports.

Employees and students find it difficult to write a report. If they have to write a long report they get confused. Keep your cool ~do not end up as in one of the anecdotes of the Cypriot columnist and teacher the late Orhan Seyfi Ari, about a radio broadcast of a boxing match between Abdi and Bandinelli annoucing the winner as Abdinelli -do not get excited. Learn the techniques of writing reports.The techniques of writing a report are easy to learn. Report writing is not difficult. Writing reports is easy -whether short or long reports.

Here is how to write a report: the techniques of report writing…

In report writing we need to know: What is Report writing… The Object of Writing Reports… How to Write a Report. Then writing a report becomes easy -we can write a report…

What is Report Writing

Report writing begins with being asked to write a report. Reports are almost always asked for, and are documents – short or substantial in size. Writing a report is examining a given problem or issue and suggesting a practical solution.

The Object of Writing Reports

Writing reports is for a purpose. Report writing must not defeat its object. When you are asked to write a report, you are provided information. You are expected to competently analyse that information, draw consistent conclusions, and make sensible and practical recommendations in your report.

Before writing a report you must be clear on your brief. You can not write a report usefully without being sure of its object. In writing reports it helps to also clarify the information provided. Report writing can fail in its object by the assignor assuming that you have some of the needed information. Be absolutely clear of the object of the report, and of the adequacy of the information you have, before writing reports. the object of writing reports is to offer directly related suggestions.

In report writing bear in mind that the assignor may have incomplete information affecting even the object of writing the report. In Britain only after one & a half months of preparations to set up a national lottery to be run by the government was it discovered that in English law it had to be contracted out. You may be told “You should’ve asked!” Beware, in writing reports.

The object of writing reports is so dependent on relevant information that the Xerox corporation had set up a village for years for its researchers to obtain adequate information before writing reports on the future effects of computer data storage media on use of photo copying machines and paper.

When you are asked to write a report, while do not assume the role of a researcher, do be clear on what is wanted and of the information provided. The object of report writing is to find practical solutions to issues of briefs to write reports on.

How to Write a Report

Having clarified the issue on which you are to write a report, and the information necessary for your writing a report, you need to ensure the essential in report writing: consistency.

For this, use the techniques of writing reports. These are: Preparing to Write Reports… Presentation in Writing a Report.

You cannot write reports consistently without data preparation. Presentation in writing a report helps show its consistency.

Preparing to write reports: If the issue is detailed and you are writing a report that is substantial you may choose to use specialist computer software. Else, this is a must in such report writing: List different data on separate sheets of paper in a ring-binder -to arrange or re-arrange easily and logically as the data for the report you are writing accumulates.

Presentation in writing a report: Report writing techniques of presentation involve: structure, enclosures, index and title.

>>> Structure in report writing:-

1. Begin with a brief summary of the main points of your report. Enable the person who you asked you to write the report, at a glance, to see the gist of it.

… In the first paragraph briefly tell what the report is going to tell. If you are writing a long report, use a separate page.

2. Then, in telling what you said your report was going to tell, keep the detail logical, clear and simple -easy to read…

… If writing a technical report don’t clutter it with statistical-data, tables, graphs. If such make a report difficult to read attach them as enclosures or appendices, refer to them. In writing long reports use dividers, colour-tags -too many irritate.

… Do not use jargon in report writing. When writing a report be direct and specific -write a report that is easily to comprehend.

4. End reports as begun. When writing reports, end them, again, with a brief summary of the main points. Tell the report’s reader, briefly, what you have told in detail. Write reports with endings that enable every person you write a report for at a glance to see the gist of the report’s main points.

>>> Enclosures in writing a report:-

5. When you write a report ensure that each enclosure is clearly marked, easily distinguishable from others attached.

… In writing the report refer to each enclosure as marked.

… Attach the enclosures in the order referred to in the report.

>>> Index in writing reports:-

6. After you write a report add an index -or a ‘contents’ page.

… Do so after word-processing the report with page numbers.

>>> Title in report writing:-

7. When you write reports you need titles-pages for them.

… The title-page should be the first in the report you write.

… In report writing the title page contains: the title of the report, the date finished writing the report, and the reference number (if any) of the party who asked you to write the report.

These techniques of writing reports ensure easy report writing.

The author has a website at: http://www.geocities.com/eoa_uk

Writing a persuasive essay is much like preparing for a debate. You need to study your persuasive essay topic from various perspectives, establish your main argument and gather supporting evidence. You also need to know how to write a persuasive essay, namely how to organize parts of the persuasive essay in the way that will work best.

Try the following instructions on how to write a persuasive essay. They are indispensable in writing a well-planned and thoroughly considered persuasive essay.

1.Start with an Impressive Lead-In

The introduction of your persuasive essay is the first words you utter to render the readers to be well-disposed to you. Moreover, it is by the introduction that the reader decides whether to go on reading you essay or leave it in peace. Thus, the introduction of your essay should be attention grabbing and impressive enough to induce the reader to read further on.

Writing a persuasive essay, you need to pay particular attention to the first sentence you are going to write down, namely a lead-in. It is the most important part of the whole persuasive essay, out of which you come out either a winner or a loser.

To write a strong and impressive lead-in, try the following strategies:

7.start with an unusual detail;

8.put a strong statement;

9.quote a famous person;

10.introduce a short and up-to-the-point anecdote;

11.open the essay with a statistic or fact;

12.start with an emphatic rhetorical question;

Before deciding on one of the strategies, try all of them. You will be surprised to find out how different strategies can enrich and smarten up the introduction to your persuasive essay.

After you have put the opening sentence, be sure to introduce a sentence that will show that you see both pros and cons of the subject matter under consideration. Then write a thesis or focus statement, which has to reveal your own point of view. A well-formulated thesis statement is the key to success, as it is the central part of your essay, around which all other parts are organized.

Remember that a good introduction should be brief, concise and end with a closing sentence that will be transitional to the next paragrath.

2.Support Your Thesis in the Body

The body of your persuasive essay is the main part of your writing where you present supporting evidence and elaborate on the reasons you stated previously. The body should be a proof that you have researched and examined your persuasive essay topic and that your arguments are reasonable and reliable.

In order to prove your thesis statement and dispel the opposing arguments, you need to: 1) state the facts of the case; 2) prove your thesis with arguments; and 3) disprove your opponent’s arguments in three consecutive steps.

Statement of facts is a non-argumentative presentation of details, summaries and narration concerning the problem discussion. In this part of the body you should present supporting evidence without stating your own point of view and trying to persuade the readers in it.

First, you should remind the readers of some events, provide vivid illustrations that will show the significance of the topic. Statement of facts should be clear, brief, and vivid. If you obscure the facts, you are defeating the purpose. Thus, delete irrelevant information and information which contributes little to the reader’s understanding.

After you’ve introduced some facts, you can get down to proving your thesis with arguments. This should be the longest section and the central part of your persuasive essay. With the readers rendered attentive by the introduction and informed by the statement of fact, you must show why your position concerning the facts should be accepted and believed.

Now comes the time to deny the truth on which the opposing argument is built. Be patient in thinking over the refutation. It is the most difficult stage that needs time, concentration and absorption.

The proven way to hook readers’ attention is to leave your strongest argument for last so that to leave them with your best thought.

3.Write a Memorable Conclusion.

Your conclusion should be a “mirror image” of your introduction. It means that you should refresh the reader’s memory and remind him of the thesis statement you put in the introduction. It is not a mere waste of time or words, but the best way to convince the reader to take your side.

As well as in writing the introduction, you can try several ways to write a memorable conclusion for your persuasive essay.

Except for restating the introduction, you can summarize the main points to enable the readers to recall the main points of your position.

A nice way to conclude the persuasive essay is to write a personal comment or call for action. It could be: 1) your prediction; 2) a question that will let the readers make their own predictions; 3) your recommendations to solve a problem; 4) a quotation. It’s up to you to decide!

The last line of your persuasive essay, that is the “tag line,” needs special attention, for it is the second most important line after the lead-in. Thus, it is important that it:

4.renders the readers to be well disposed to you;

5.magnifies your points;

6.puts the readers in the proper mood.

Once you have put the full stop after the “tag line”, your work is over. But make sure that the words you have put in your persuasive essay will be “working” long after your readers stop reading it.

HOW TO WRITE A LETTER: WRITING PERSONAL & OFFICIAL LETERS & NOTES FOR ALL OCCASIONS

(Based on author’s site www.geocities.com/ltrhw)

Writing letters make popular. Letter writing ability is easily acquirable. Knowing how to write letters for all occasions is useful. Writing letters is not difficult. It is easy to learn how to write letters. This is on how to write formal letters, social letters, notes, what to say in private letter writing -writing personal letters.

Writing letters communicate best. Letter writing is joy to loved ones apart. Telephone calls are never enough. They like also to receive, write letters. Personal letters can be re-read. People in love write letters. Writing letters is dreamy. Boys who write letters are popular. Girls love receiving letters. Writing letters get one remembered when not together or telephoning. Family members away like to also to receive, write letters. Friends away like to receive, write letters. Pen friends write letters. Letter writing is communication, essential literacy –and it’s fun.

One writing letters can take one’s time to think of all the things that one can not remember when together or telephoning to say. In business writing letters clarify. Personal letters are keepsakes. Some things are said easier by writing letters, some better by not writing letters but notes. Writing letters are pleasing, effective. Notes can be nice. Here is how to write a letter, personal letters.

Letter writing, whether by post, fax, or e-mail falls into three categories. In each letter writing category the approach is different. How to write a letter depends on why one is writing a letter.

… Personal letters are often letters to family members, boyfriends or girlfriends, friends or pen friends -often friendly letters.

… Semiformal letters are often routine letters to e.g., order or return goods, instruct on delivery, or to confirm or request information -acquaintances also sometimes write letters semi-formally.

… Formal letters are often non-routine. Writing a letter formally implies officialdom -most seldom write letters formally.

Letter writing scares many people. Many don’t know how to write a letter or note. The following all there is to writing letters.

>>> Writing Personal Letters

To write letters to loved ones, friends away please. They like news about you, personal letters –especially if you write letters interestingly. Write letters cheerfully. Write a letter to cheer up. When you write a letter appreciate, praise, credit them. Write letters as if who you are writing a letter to is there, you are talking: “Oh, this tea’s cold! Anyway, I decided to write a letter…”

In writing personal letters, how intimately you write a letter depends on what is acceptable to who you are writing the letter. Unless you know it’s all right, don’t e-mail, fax or post loved ones or friends personal letters at a workplace; it may embarrass, cause problems if others see your letter. Privately communicate letters.

Letter writing is easiest when one is writing personal letters. If you can’t think of much to write in your letter other than “Hi!” or “I’m well…” and “How are you?” (which always pleases), don’t postpone writing your letter. A glance at a newspaper will show interesting things to write in your letter. When you write a letter do gossip -it’s liked in personal letters. Remember this when writing personal letters. Be interesting when you to write a letter.

In letter writing it matters: include a joke or two in personal letters. Loving or funny verses please in personal letters. When you write a letter remember: in personal letters a picture of you delights. In writing letters, if appropriate, drawing a flower, heart, kiss makes personal letters loved. Write letters that ask opinions of persons you write personal letters to, even if it’s only “Good, huh?” or “Nice, don’t you think?” Such letter writing makes you interesting, popular with those you write personal letters to.

>>> Writing Semiformal Letters and Formal Letters

In writing a letter keep to the point. Letters in these categories are often short letters about personal dealings with businesses, e.g., to instruct a bank to make or cancel a regular payment, or query a return, refund, or a job. They may be long, detailed letters but still simple, easy to write letters. When you write a letter keep a copy.

>> Letters received can be, e.g., asking you to confirm something.

When writing a letter replying to such letters write your contact details at the top right corner of the letter, their address at the top left corner of the letter; add the date, and their letter’s reference.

In your letter address them as they have you. Begin the letter by stating their letter’s date, e.g., “Thank you for your letter of ….”

Continue the letter, in a new paragraph. Be brief, simple, e.g., “This is to confirm that …” End your letter as ended their letter.

>> Letters sent to businesses to complain, request information, apply.

In writing a letter to a business, address, date your letter, state their reference as above. If you know the name of the person you are writing a letter to, begin “Dear Mr./Mrs./Miss./Ms. …” If not, in your letter address the reader as “Dear Sir/Madam” or “Dear Sirs.” Ensure to state under it their order/invoice number. Keep your letter simple. When writing business letters, if began ‘Dear Mr. …’, end “Yours sincerely”; if ‘Dear Sir’, “Yours faithfully.”

> Letters of complaint are important. Before writing a letter of complaint, if annoyed, cool off -make tea, telephone friends. You are writing a letter to get a desired response -you are less likely to if you write an angry letter. Businesses in writing letters like to appear fair -business letters try, when you write a letter politely.

When you write letters of complaint say what is wanted clearly, simply, e.g., “I have not yet received a refund for … I enclose a copy of the returns-note/receipt. I look forward to hearing from you.” Add any enclosures to the letter of complaint. Keep copies.

> Letters requesting information can be personal letters but must be clear. Write a letter simply ask for the information want. In writing letters requesting information on subjects you don’t know much about, it helps to end your letter “… and any other details you may deem useful’. Writing letters so brings more information.

> Letters of application for a job or a grant should have wider margins for reader-notes, and bear in mind any closing dates. When you write a letter of application briefly emphasize how you meet the criteria. Say ‘available for interview’, and do print your name.

>> Letters to officials may need to be long, detailed; but writing letters that are so is easy. You may have to write letters arguing with business or official letters received; or to explain, detail, enclose documents; or write a letter to summon a politician’s aid.

Writing letters that are official does not require high literacy. Not high literacy but method involves writing letters that are official.

When you write a letter to deal with letters requesting specific details and documents, in your letter simply respond in the order they are listed. Where business letters or other official letters request details generally, or if you are initiating correspondence by a writing a letter, first draft your letter -it helps in writing a letter.

Letters are easily, best drafted thus: For your letter’s rough copy use lined paper. Draft your letter in pencil, leaving every other line blank. Jot down and number the points you will raise in the letter. Then stop working on your letter.

Take a break from writing your letter; do something unrelated to
writing a letter. You want to write a letter to make those points. Let your mind ‘digest’ the points you will raise in your letter.

Later look at your letter again, put other points that occur to you on the blank lines. Re-number the points of your letter as you think logical. But don’t hurry up to write a letter, yet. Sleep on it.

Then look at the draft letter, amend as necessary, write your letter.

Begin your letter by stating clearly what you want. End the letter briefly, simply, clearly repeating what you want.

When letter writing ends, enclose copies of any documents in the order of your letter’s points -number, list them if they are many.

How to write a letter that is complicated is that easy and simple -that makes seemingly difficult to write letters easy to write letters.

>>> Writing Personal Notes

Unlike writing letters, notes are informal -sometimes important.

> Routine notes may not be important: “Your dinner’s in the oven,” or to the milkman: “Two bottles today, please.”

>> Social etiquette notes that are expected may be important. Many do not write letters to socially invite or let another know that one will attend a party, or to thank another. Instead of writing letters they write social notes -to acquaintances, or strangers. As in letter writing, notes cause impressions to be formed about one.

These brief notes have the same tone as when writing letters informally, but must be courteous and polite. In inviting someone, one example is: “Hi, Nancy.. I’m having my birthday party, on ….., and it’d be so nice if you too could come. Love, Jenny.” Another example is: “Dear Mr. & Mrs. … we are having a house-warming party on ….. and we would love to have you too. Yours, Jo & Joe.” In accepting an invitation one example is: “How nice! See you then! Jenny.” Another example is: “So kind of you to invite us too -we will both be delighted to attend. Yours, Eric.” If you are courteous, polite, recipients will mention you favourably when they write letters, will speak well of you in your social circles.

>> Sympathy notes must be written carefully. These are e.g., get-well notes, sometimes on cards; or, to express condolences to someone who is in mourning -when most do not write a letter but a note.

> A get well note or card, whether to a close relative away and you also write a letter, or on its own, is always more appreciated if one adds a personal touch to it. For example, if to a friend and it is not serious, “Don’t take your time about getting well -we haven’t finished our chess game yet…”; if to a friend, and it is serious, “I’ll pray for your speedy recovery.” An example, if it is to someone you hardly know and are sending it as the done-thing in your social or business circles, is: “I will look forward to hearing of your recovery from mutual friends and colleagues.”

>In bereavement cases never try to cheer up in a sympathy note with a joke; however well meant, in one’s grief it may be deemed unfeeling, inappropriate!.. Leave the comforting to the mourner’s loved ones from whom more than a sympathy note is considered appropriate! Be, or appear, sincerely saddened by the loss. Clearly state so: “I am saddened by the news of …’s death.” Say: “I am so sorry to hear of your loss.” Show so by emphasizing it, e.g., “… he/she will be greatly missed.” Unless a loved one writing a letter too, if you don’t attempt to comfort, it will be appreciated.

>> Notes to loved ones matter most. On an anniversary or birthday greeting never be satisfied with what’s on the greeting card. Even if to a loved one away and accompanied by a loving letter, always personalize the card with a few words of your own, e.g., “Miss you!” or “Love you!” or “Take care.”

The feelings of parents are -from a poem by the Cypriot thinker writer poet teacher the late Orhan Seyfi Ari:



“With us he was, in our nest, only yesterday…

How quickly has he grown wings, like a bird, flown away!”

 

As in personal letters, it shows that you are not greeting as the done thing -that you care.

Anyone can write a letter. Family/friends away appreciate letters.

The author has a website at: http://www.geocities.com/eoa_uk