UVW 312

English for Technical Communication

Instructor:
FATEN KHALIDA BINTI KHALID

Centre for international Languages (CIL)

Week 6: Report Writing
 Report Writing
• Before we start, consider the following questions:
–Have you ever written a report? How did you
compose the report? Did you encounter any
challenges? If so, what were they?
–Have you ever written a report as a part of the
course? What was the purpose of the report?
What is a report?
 Report
• A report is a short, sharp, concise document which is written for a
particular purpose and audience. It is a factual paper and needs to be
clear and well-structured.
• Reports are designed to record and convey information to the reader
and can be used both internally and externally.
• The type of report is often identified by its primary purpose, as in a
laboratory report, sales report or evaluation report.
• Requirements for the precise form and content of a report will vary
between organization and departments and in study between courses
or subjects, so it is worth finding out specific guidelines for the report
that you need to prepare.
Reports may contain some or all the following
elements:
• A description of a sequence of events or a situation.
• An evaluation of the facts or the results of your research.
• Discussion of the likely outcomes of future courses of
action.
• Your recommendations as to a course of action.
• Conclusions.
P/s: Not all of these elements will be essential in every report.
 Reports must always be…
– Accurate
• Specific information and evidence presented are relevant to the topic.
• All sources used should be acknowledges and referenced throughout the
report.
– Clear and Concise
• The style of writing in a report is usually less discursive.
• Use of direct and economic use of language.
– Well-structured
• The information is presented in a clearly structured format making use of
sections and headings so that the information is easy to locate and follow.
Why do we need to write a report?
 Reasons:
• Because we have to.
• To use for evaluation.
• Enable us to keep records.
• To determine further action.
• To see the progress of something.
• Help researchers to do their work.
• To tell about successes and failures.
• To keep on knowing what we are doing.
• To let other people know about the developments of a project.
 Features of A Good Report
• Presented in an appropriate format.
• Written in a clear, concise and understandable manner reflecting the
ABC of Revising. (Week 1: Writing Process)
• Free from grammatical errors.
• Effective usage of headings.
• Organized in a way that allows readers to read parts of the report that
are directly related to them.
• Appropriate usage of graphics and visuals with proper labelling. (Week
5: Graphics & Visuals)
• Sources and contributors are properly cited.
 Features of A Good Report
• Front-matter and end-matter supplements (title page, table of
contents, list of tables and figures, abstracts or executive summary,
appendices, and references) are arranged accordingly and
correctly.
 Functions of Reports

Reports are often analytical or involve the rational analysis of

information. Sometimes, they report the facts with no analysis at
all.
 Formal and Informal Reports
FORMAL REPORTS INFROMAL REPORTS
• Have format: • Shorter
–Title page • Require no extended planning
–Table of contents • Prepared quickly
–System of headings • No or little background information
–Reference or ‘works cited’ list • No front-matter or end-matter
–Front-matter and end-matter supplements.
supplements. • E.g.:
• Require lengthy or in-depth discussion memorandum
• Purpose:
•Solve problems
•Make decisions
•Give recommendation
 INFORMATIONAL REPORTS
• Normally do not require any analysis of data.
• Report routine matters and present an organized set
of facts or findings based on a situation or problem.
• In an organization, these reports help to transmit
important day-to-day information by providing short
and timely updates.
 TYPES OF INFORMATIONAL REPORTS
• TRIP REPORT
–Gives an account of job-related travel.
• PROGRESS REPORT
–Documents the status of an activity, explaining what
work has been accomplished and what work remains.
• ACTIVITY REPORT
–Recounts what had happen or taken place during a
given period.
 TYPES OF INFORMATIONAL REPORTS
• MEETING MINUTES
– Record the discussion that has occurred in a meeting.
• INCIDENT REPORT
– Documents an unexpected problem that has occurred, such as
an automobile accident, equipment malfunction, fire, injury,
etc.
• LAB REPORT
– Documents the status and findings from a laboratory
experiment, procedure or study.
 ANALYTICAL REPORTS
• Usually lengthier than informational reports.
• Offer information, interpretation and conclusions based on
the information collected.
• Preparing analytical report involves evaluating information,
interpreting data accurately, drawing valid conclusions and
making persuasive recommendations.
• Presents answers or solutions to problems which are used
later in the decision-making process.
 TYPES OF ANALYTICAL REPORTS
• FEASIBILITY REPORT
– Examines the practicality of a proposed plan/suggestion using a set of
criteria and then recommends action.
– It looks at whether an idea, plan or course of action is realistic and
practical.
• RECOMMENDATION REPORT
– Analyses several options and the recommends the best solutions.
• EVALUATION REPORT
– Reviews a situation, a product, a service, a procedure, etc. with a clear
intention of judging its value by drawing inferences and forming
conclusions.
 TYPES OF ANALYTICAL REPORTS
• INVESTIGATIVE REPORT
–Analyses the causes behind an incident/problem and
makes conclusions.
–May also provides brief recommendation.
• PEER-REVIEW REPORT
–Provides a way for people (peers) to give each other
constructive criticism and feedback.
Evaluation Report
 Evaluation Report
• An evaluation report clearly, succinctly and
impartially communicates all aspects of the
evaluation.
• Function : To see the effectiveness of the items/
product/ service or programme.
Guidelines for Evaluation Report
 1. Title Page
UNIVERSITI MALAYSIA PERLIS

UVW 312- English for Technical Communication

An Evaluation Report on __________

Prepared for:
XXX

Prepared by:
XXX
 2. Title Page
UNIVERSITI MALAYSIA PERLIS

UVW 312- English for Technical Communication

An Evaluation Report on __________

Date of Submission:
DD/MM/YYYY

Group Members:
*Name, Matric Number, Program Code

Read and Approved by

____________________ ______________
(Examiner) (Date)
 3. Table of Contents
Page
Contents
List of Illustrations Iii

1.0 Executive Summary 1

2.0 Introduction 2

3.0 Methodology 3

4.0 Results and Discussion 5

5.0 Conclusion 11

6.0 References 12

7.0 Appendix 13
 3. Table of Contents
Page
List of Illustrations
Tables
Table 1.0 < Include the title of the figure here> Page no.

Table 2.0 < Include the title of the figure here> Page no.

Table 3.0 < Include the title of the figure here> Page no.

Figures
Figure 1.0 < Include the title of the figure here> Page no.

Figure 1.0 < Include the title of the figure here> Page no.

Figure 1.0 < Include the title of the figure here> Page no.
1.0 Executive Summary

• A brief summary of the whole report.

• The length should be about half a page to one
page.
• Briefly state the following:
– Purpose of the evaluation report
– Research method
– Brief description of the respondents
– Results (for each section briefly)
– Conclusion
2.0 Introduction
• Describe the programme /service you have
chosen by giving your reader an overview of
what the whole program or service is about.
– What is the programme about?
– What are the aims of the programme?
– When is it held?
– How long is the duration?
– Is it compulsory for everyone to attend?

• DO NOT discuss the result here.

• End your introduction by stating the purpose
of doing the evaluation report.
3.0 Methodology
• Sampling
– State the number of participants involved in your research.
– Types of sampling method used.
– Describe the participants using information derived from the
Demographic Profile section in the questionnaire.

• Questionnaire
– The number of questions asked.
– The number of sections in the questionnaire. Briefly explain each
section.
– The types of questions used.
– The advantage(s) of suing a particular type of questions.
4.0 Results and Discussion
• Report the data you have collected for Section A, B
and C of your questionnaire.
– Section A: Respondents’ overall view of the programme.
– Section B: Food served during the programme
– Section C: Accommodation provided.
• All the data analyzed should be accompanied by
graphics and remember to label all graphics used.
• Data analysis should report the results of the intended
data i.e. aspects chosen in the three sections, in
numbers or percentages accompanied by graphics and
the description of the data.
5.0 Conclusion
• Sum up the entire report.
• Provide the conclusion for the different aspects of the
programme (Section A-C) that you have discussed
earlier in your report.
• Provide the overall view of the programme based on
the data you have reported. For example, is it a
success? Or is there any room for improvement?
6.0 References
• APA Style or IEEE Style.
7.0 Appendix
• Include one copy of your questionnaire here.
• You may include other relevant information and
document used.
Proposal Report
What comes to mind when you hear
the word
‘PROPOSAL’?
 Proposal Report
• A “lifeblood” to the technical workplace.
• Used to describe about new projects, present innovative ideas,
offer new strategies, and promote services.
• PURPOSE: present your ideas and plans for your readers’
consideration (to PERSUADE/CONVINCE your readers)
• E.g.:
– Proposal to use robots to automate the assembly line at a
factory.
– Proposal to request funding for the study on the effect of sonar
on blue whale migrations.
• In a technical writing course, the proposal
assignment is an opportunity for you to present an
idea to a specific, named audience about an idea you
have to improve a certain aspect of that company,
centre or organization.
• Whatever topic that you choose, you should be able
to conduct thoroughly research that you will
integrate in the final report.
 Types of Proposal
• A proposal to someone WITHIN your organization.
INTERNAL • E.g.: Writing a proposal to your boss at a company or
PROPOSAL government agency.

• A proposal written from one separate, independent

EXTERNAL organization or individual OUTSIDE your organization.
PROPOSAL • E.g.: A company proposing a project for another firm.

• The recipient of the proposal in some way REQUESTED

SOLICITED the proposal.
PROPOSAL • When individuals or organizations must complete a project,
they will send a request for proposals (RFPs) for any
interested parties to bid on the job, that is, submit a proposal.
• The recipient has NOT REQUESTED the proposal.
UNSOLICITED • The recipient of an unsolicited proposal may need
PROPOSAL convincing that the project is necessary (highlighting the
problems/ needs).
 Important Qualities for a Proposal Report.
1. Approach and manner of the report should be PERSUASIVE.

2. Highlights a problem by emphasizing the need to look into the problem.

3. Clearly describes both the PROBLEM and the SOLUTION.

4. Written in straightforward, easy to follow and understandable style.

5. OFFERS SOLUTION to a problem.

6. Ensure that the solution/ suggestion is REASONABLE and EXECUTABLE

(by outlining the schedule, expertise needed, cost, etc.)
7. Highlight the BENEFITS of the solution.

8. Highlight the STRENGTH and AREAS OF EXPERTISE processed.

9. Includes proper CITATION information of sources and contributors.

10. Uses VISUALS and GRAPHICS in an appropriate manner.

Guidelines for Proposal Report
 1. Title Page
UNIVERSITI MALAYSIA PERLIS

UVW 312- English for Technical Communication

A Proposal Report on __________

Prepared for:
XXX

Prepared by:
XXX
 2. Title Page
UNIVERSITI MALAYSIA PERLIS

UVW 312- English for Technical Communication

A Proposal Report on __________

Date of Submission:
DD/MM/YYYY

Group Members:
*Name, Matric Number, Program Code

Read and Approved by

____________________ ______________
(Examiner) (Date)
 3. Table of Contents
Contents Page No.
List of Illustration Iii
1.0 Executive Summary 1
2.0 Introduction 2
3.0 Methodology 3
4.0 Problems 5
5.0 Solutions 8
6.0 Benefits 11
7.0 Management 13
8.0 Cost 15
9.0 Conclusion 17
10.0 References 18
11.0 Appendix 19
 3. Table of Contents
Page
List of Illustrations
Tables
Table 1.0 < Include the title of the figure here> Page no.

Table 2.0 < Include the title of the figure here> Page no.

Table 3.0 < Include the title of the figure here> Pageno.

Figures
Figure 1.0 < Include the title of the figure here> Page no.

Figure 1.0 < Include the title of the figure here> Page no.

Figure 1.0 < Include the title of the figure here> Page no.
1.0 Executive Summary

• A brief summary of the whole report.

• The length should be about half a page to one
page.
• Briefly state the following:
– Purpose of the proposal report
– Respondents
– Problems
– Solutions
– Benefits
– Management
– Cost
– Conclusion
2.0 Introduction
– Begin your introduction by describing about the proposal.
– WHAT is it that you want to propose? Is it a service or program?
– PROGRAM:
• What is the program about?
• What are the objectives of the program?
• Will the program be organized every semester or annually?
• How long will the program be?
• Will it be compulsory for students to attend the program?
– State the PROBLEMS that have been identified from not having the
program or service by only mentioning the aspects of it.
– Indicate the content of the report is a proposal for a specific project.
3.0 Methodology
– State the METHOD that you use in collecting information for the proposal
report. Did you conduct a survey? Interview? Observation?
– DEFINE the method that you are using. For example, if you choose survey,
explain what is survey. Cite the information if you get the definition from
somewhere else, using APA/IEEE format.
– Justify WHY did you choose the method to collect your data.

a. SAMPLING
• What type of sampling you are using? Is it Random or Purposive
sampling?
• Based on the Demographic Profile section in your questionnaire,
describe about your respondents:
– How many respondents were involved?
– How many male/female respondents?
– Age range?
3.0 Methodology
b. QUESTIONNAIRE
• Describe about the questionnaire that you have designed:
– The number of questions asked.
– How is the questionnaire being organized in the
questionnaire? Did you divide it into sections?
– The types of questions used. Did you use only ONE type
OR did you COMBINE several types of questions? Define
each type of questions that you use. (Again, include a proper
citation if you cite any.)
– The advantages of using this type of questions.
4.0 Problems
• Describe in detail the PROBLEMS that you have identified that justify you
the need to propose the project.
– E.g.:
A Proposal to Set Up Students’ Learning Hub at UniMAP’s Main Campus
– Problem 1: Language barrier for the international students in UniMAP.
• Low proficient students having difficulties to comprehend the
lectures conducted in English language.
• Difficult to consult with the lecturers due to unable to communicate
well in English language.
– Problem 2: Finding suitable time to consult with the lecturers.
• UniMAP students- always having packed timetable.
• Difficult to find appropriate time to consult with the lecturers.
4.0 Problems
• Support with the finding that you obtained from the
survey. Did the respondents agree with the questions
asked.
• You can display the result in the form of graph/chart to
support your statement.
• Label the figures that you use with appropriate title.
• Summarize the finding from the graph (apply what you
have learn from Week 4: Data Interpretation.
5.0 Solutions
• After you have decided on your problems, brainstorm with your group
members and come up with several possible solutions to solve each
problem.
• Ensure that the solutions you suggested are logic and executable.
• E.g.:
– Problem 1: Language barrier for the international students in
UniMAP.
– Proposed solutions:
• Provide English Courses for international students to improve their
proficiency in English language.
• Employ international staff who can communicate both in Arabic and
English language.
• Set up a student learning hub where students can personally consult
with the tutors.
5.0 Solutions
• Support your statements with the data you have
obtained from the survey. If can be presented in
the form of graph/chart.
• Summarize the finding from the graph (apply
what you have learn from Week 4: Data
Interpretation.
6.0 Benefits
• This section explains the benefits of the solutions/
program that you want to propose about.
• Reason out why your proposal should be accepted if
there are not, meaningful benefits.
• Be sure to show that your solution will result in
benefits for the students, UniMAP and others.
7.0 Management
• The Management section will describe how the
program will be managed and executed.
• Specific items to include in this section:
• Description of the task phases (Planning  Organizing the
Prog)
• Division of responsibilities and duties among team
members.
• Timeline with milestone. (When to start dividing the tasks,
when to promote, time of completion, etc)
8.0 Cost
• Provide your best estimate of how much will be spent
for this program.
• Detail the cost.
• Report the cost in Ringgit amount.
9.0 Conclusion
• Bring readers back to focus on the positive
aspects of the projects.
• Remind the recipient of the benefits of the
proposed projects.
10.0 References
• Cite your secondary information/ reading materials
here using APA or IEEE Citation Style.
• Make sure your references are complimented with the
in-text citation in the report’s content.
11.0 Appendix
• Insert all materials you have used in completing
your proposal report.
- E.g.: A copy of questionnaire