MODUL

BUSINESS ENGLISH
ESA 134

MODUL SESI
WRITING REPORT

DISUSUN OLEH
DR. FEBRIYANTINA ISTIARA, M.PD

UNIVERSITAS ESA UNGGUL

TAHUN 2020

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 WRITING REPORT

A. Introduction

This module becomes a part of English for business English class and
Before we know writing report we must know what is writing first. report text
such as general classification and identification and editing activity that helped
the students to write the language features of report text by checking the use of
vocabulary and grammar.

This module can be used as reference for the students who would like to
learn about writing report . Some academic assignments ask for a ‘report’, rather
than an essay, and students are often confused about what that really means.
Likewise, in business, confronted with a request for a ‘report’ to a senior manager,
many people struggle to know what to write.
Confusion often arises about the writing style, what to include, the
language to use, the length of the document.

B. Basic Competencies

Understanding Writing Report written business and the preparation of a

presentation.

C. Kemampuan Akhir yang Diharapkan

1. The students will be able to know the content of business

English course material.

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 2. Students understand the activities carried out by the company;
explain about the company; make a formal request letter; as
well as introducing yourself and others.
3. The students will be able to explain concept of Writing Report.

D. Writing reports

This guide has been written to provide a general introduction to

writing reports. It outlines the typical structure of a report and
provides a step by step guide to producing reports that are clear and
well structured. Other useful guides from Learning Development:
Writing for science; Avoiding plagiarism; Referencing and bibliographies,
Long documents using Microsoft Word 2007.

What is a report?

A report is written for a clear purpose and to a particular audience.

Specific information and evidence are presented, analysed and applied to
a particular problem or issue. 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.
When you are asked to write a report you will usually be given a report brief
which provides you with instructions and guidelines. The report brief may
outline the purpose, audience and problem or issue that your report must address,
together with any specific requirements for format or structure. This guide offers
a general introduction to report writing; be sure also to take account of specific
instructions provided by your department.

What makes a good report?

Two of the reasons why reports are used as forms of written assessment are:
 to find out what you have learned from your reading, research or
experience;
 to give you experience of an important skill that is widely used in the work
place.

An effective report presents and analyses facts and evidence that are relevant to
the specific problem or issue of the report brief. All sources used should be
acknowledged and referenced throughout, in accordance with the preferred
method of your department. For further information see the Student Learning
Centre guide: Avoiding plagiarism. The style of writing in a report is usually
less discursive than in an essay, with a more direct and economic use of
language. A well written report will demonstrate your ability to:

 understand the purpose of the report brief and adhere to its specifications;
 gather, evaluate and analyse relevant information;

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  structure material in a logical and coherent order;
 present your report in a consistent manner according to the instructions of
the report brief;
 make appropriate conclusions that are supported by the evidence and
analysis of the report;
 make thoughtful and practical recommendations where required.

The structure of a report

The main features of a report are described below to provide a general guide.
These should be used in conjunction with the instructions or guidelines provided
by your department.

Title Page
This should briefly but explicitly describe the purpose of the report (if this is not
obvious from the title of the work).
Other details you may include could be your name, the date and for whom the
report is written.

Geology of the country

around Beacon Hill,
Leicestershire

Angus Taylor
2 November 1998

Figure 1: Example of a title page

Terms of reference
Under this heading you could include a brief explanation of who will read the
report (audience) why it was written (purpose) and how it was written
(methods). It may be in the form of a subtitle or a single paragraph.

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 Terms of reference

A report submitted in fulfilment of the

requirements
for Course GL456, Department of Geology,
University of Leicester

Figure 2: Example of terms of reference

Summary (Abstract)
The summary should briefly describe the content of the report. It should cover
the aims of the report, what was found and what, if any, action is called for. Aim
for about half a page in length and avoid detail or discussion; just outline the
main points. Remember that the summary is the first thing that is read. It should
provide the reader with a clear, helpful overview of the content of the report.

Exposure of rocks belonging to the Charnian

Supergroup (late Precambrian) were examined in the
area around Beacon Hill, north Leicestershire. This
report aims to provide details of the stratigraphy at
three sites - Copt Oak, Mount St. Bernard Abbey and
Oaks in Charnwood. It was observed that at each of
these sites, the Charnian Supergroup consists mainly
of volcaniclastic sediments (air-fall and ash-flow
tuffs) interbedded with mudstones and siltstones.
These rocks show features that are characteristic of
deposition in shallow water on the flanks of a volcano
(e.g. welding and alteration of ignimbrites). Further
studies are required to understand depositional
mechanisms and to evaluate the present-day thickness
of individual rock units.

Figure 3: Example of a summary (abstract)

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Contents (Table of Contents)
The contents page should list the different chapters and/or headings together with
the page numbers. Your contents page should be presented in such a way that the
reader can quickly scan the list of headings and locate a particular part of the
report. You may want to number chapter headings and subheadings in addition to
providing page references. Whatever numbering system you use, be sure that it is
clear and consistent throughout.

Introduction
The introduction sets the scene for the main body of the report. The aims and
objectives of the report should be explained in detail. Any problems or
limitations in the scope of the report should be identified, and a description of
research methods, the parameters of the research and any necessary background
history should be included.
In some reports, particularly in science subjects, separate headings for methods
and results are used prior to the main body (discussion) of the report as
described below.

Methods
Information under this heading may include: a list of equipment used;
explanations of procedures followed; relevant information on materials used,
including sources of materials and details of any necessary preparation; reference
to any problems encountered and subsequent changes in procedure.

Results
This section should include a summary of the results of the investigation or
experiment together with any necessary diagrams, graphs or tables of gathered
data that support your results. Present your results in a logical order without
comment. Discussion of your results should take place in the main body
(discussion) of the report.

Discussion
The main body of the report is where you discuss your material. The facts and
evidence you have gathered should be analysed and discussed with specific
reference to the problem or issue. If your discussion section is lengthy you might
divide it into section headings. Your points should be grouped and arranged in an
order that is logical and easy to follow. Use headings and subheadings to create a
clear structure for your material. Use bullet points to present a series of points in
an easy-to-follow list. As with the whole report, all sources used should be
acknowledged and correctly referenced. For further guidance check your
departmental handbook and the Student Learning Centre guide: Referencing and
bibliographies.

Conclusion
In the conclusion you should show the overall significance of what has been
covered. You may want to remind the reader of the most important points that
have been made in the report or highlight what you consider to be the most central

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issues or findings. However, no new material should be introduced in the
conclusion.

Appendices
Under this heading you should include all the supporting information you
have used that is not published. This might include tables, graphs,
questionnaires, surveys or transcripts. Refer to the appendices in the body of
your report.

In order to assess the popularity of this change, a

questionnaire (Appendix 2) was distributed to 60
employees. The results (Appendix 3) suggest the
change is well received by the majority of employees.

Figure 4: Example of use of appendices

Bibliography
Your bibliography should list, in alphabetical order by author, all published
sources referred to in your report. There are different styles of using references
and bibliographies. Refer to the study guide References and bibliographies and
check your departmental handbook for guidelines. Texts which you consulted but
did not refer to directly could be grouped under a separate heading such as
'Background Reading' and listed in alphabetical order using the same format as in
your bibliography.

Acknowledgements
Where appropriate you may wish to acknowledge the assistance of particular
organisations or individuals who provided information, advice or help.

Glossary of Technical Terms

It is useful to provide an alphabetical list of technical terms with a brief, clear
description of each term. You can also include in this section explanations of the
acronyms, abbreviations or standard units used in your report.

You will not necessarily be required to use all of the headings described above,
nor will they necessarily be in the order given here. Check your departmental
guidelines or instructions.

Writing the report: the essential stages

All reports need to be clear, concise and well structured. The key to writing an
effective report is to allocate time for planning and preparation. With careful
planning, the writing of a report will be made much easier. The essential stages
of successful report writing are described below. Consider how long each stage is

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likely to take and divide the time before the deadline between the different stages.
Be sure to leave time for final proof reading and checking.

Stage One: Understanding the report brief

This first stage is the most important. You need to be confident that you
understand the purpose of your report as described in your report brief or
instructions. Consider who the report is for and why it is being written. Check
that you understand all the instructions or requirements, and ask your tutor if
anything is unclear.

Stage Two: Gathering and selecting information

Once you are clear about the purpose of your report, you need to begin to gather
relevant information. Your information may come from a variety of sources, but
how much information you will need will depend on how much detail is required
in the report. You may want to begin by reading relevant literature to widen your
understanding of the topic or issue before you go on to look at other forms of
information such as questionnaires, surveys etc. As you read and gather
information you need to assess its relevance to your report and select accordingly.
Keep referring to your report brief to help you decide what is relevant
information.

Stage Three: Organising your material

Once you have gathered information you need to decide what will be included
and in what sequence it should be presented. Begin by grouping together points
that are related. These may form sections or chapters. Remember to keep
referring to the report brief and be prepared to cut any information that is not
directly relevant to the report. Choose an order for your material that is logical
and easy to follow.

Stage Four: Analysing your material

Before you begin to write your first draft of the report, take time to consider and
make notes on the points you will make using the facts and evidence you have
gathered. What conclusions can be drawn from the material? What are the
limitations or flaws in the evidence? Do certain pieces of evidence conflict with
one another? It is not enough to simply present the information you have
gathered; you must relate it to the problem or issue described in the report brief.

Stage Five: Writing the report

Having organised your material into appropriate sections and headings you can
begin to write the first draft of your report. You may find it easier to write the
summary and contents page at the end when you know exactly what will be
included. Aim for a writing style that is direct and precise. Avoid waffle and make
your points clearly and concisely. Chapters, sections and even individual

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paragraphs should be written with a clear structure. The structure described below
can be adapted and applied to chapters, sections and even paragraphs.

o Introduce the main idea of the chapter/section/paragraph

o Explain and expand the idea, defining any key terms.
o Present relevant evidence to support your point(s).
o Comment on each piece of evidence showing how it relates to
your point(s).
o Conclude your chapter/section/paragraph by either showing
its significance to the report as a whole or making a link to the
next chapter/section/paragraph.

Stage Six: Reviewing and redrafting

Ideally, you should leave time to take a break before you review your first draft.
Be prepared to rearrange or rewrite sections in the light of your review. Try to
read the draft from the perspective of the reader. Is it easy to follow with a clear
structure that makes sense? Are the points concisely but clearly explained and
supported by relevant evidence? Writing on a word processor makes it easier to
rewrite and rearrange sections or paragraphs in your first draft. If you write your
first draft by hand, try writing each section on a separate piece of paper to make
redrafting easier.

Stage Seven: Presentation

Once you are satisfied with the content and structure of your redrafted report, you
can turn your attention to the presentation. Check that the wording of each
chapter/section/subheading is clear and accurate. Check that you have adhered to
the instructions in your report brief regarding format and presentation. Check for
consistency in numbering of chapters, sections and appendices. Make sure that all
your sources are acknowledged and correctly referenced. You will need to proof
read your report for errors of spelling or grammar. If time allows, proof read more
than once. Errors in presentation or expression create a poor impression and can
make the report difficult to read.

1. The Five ‘W’s (and the ‘H’)

is is the crux of all news. You need to know these things:

Who? What? Where? When? Why?
(How?)
A good news story provides answers to each of these questions. For
example, if you’rewriting a story about a new database you’ll need to
answer questions like:

 What is it? Is it the first of its kind?

 Who created it? Who else is involved? Who will maintain it? Who will use
it?

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  Where is it based? Are there any partners based anywhere else? Where will
the users come from?
 When is it released? How long have they been preparing?
 Why has it been created? What is the need for it?
 How does it fit into the bigger picture of other resources? How can people
start to make use of it?
 How does it fill a gap in the market? How will it affect the science people
are doing?

If you look at any news story from a reputable source you’ll find that you’re given
all these answers and more

Who was the baby? e mother? e driver? e passenger? What was the bus
number and route? Where did this happen, and when? Why is it
newsworthy? What was the outcome?

2. The Inverted Pyramid

A good journalist puts the most important facts at the beginning and works
‘down’ from there. Ideally, the first paragraph should contain enough information
to give the reader a good overview of the entire story. e rest of the article explains
and expands on the beginning.In the story about the baby, most of the answers to
the five ‘W’s appear in the first sentence, known as the lead.

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 Who: a baby. What: born. Where: on a London bus. When: in rush hour. A
good approach is to assume that the story might be cut off at any point due to
space limitations. Does the story work if the editor only decides to include the
first two paragraphs? If not, re-arrange it so that it does. is story was sent in to the

newsletter in 2005

is is the story as it appeared in the newsletter. It gets to the point straight away –
the reader immediately knows why this story might be relevant and worth reading
– as well as including some of the missing facts, like who developed it and how it
can be accessed.
eactual news is buried; you can find it in the third paragraph, if you can be
bothered to read that far!

3. People...and what they say

News stories are really all about how people are affected. On the previous page
we saw how a dry story about a new web application became much more
interesting and relevant when it was targeted towards the audience and how they
could benefit.

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 You might spend some time focusing on one or more individuals – is
this the first big project for a new group leader? Or perhaps it’s going to help out a
certain group of scientists?

Try
to quote people. It adds a personal touch to the story, and you know the journalist
has actually spoken to the people involved, and – most importantly – it makes the
story more interesting and readable.
Use a quote to explain an aspect that you would otherwise have simply reported:

Or to add
a more personal touch to the story:

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4. Have an Angle

Most stories can be presented using a particular angle or ‘slant’. is can help make
the purpose of the story clear and give it focus.

So far, so boring. To find an angle, try to pinpoint the most unusual or

interesting aspect of the story. Here, it’sthat Simone went to Eton College, of
all places. Here’s how this story appeared in the newsletter.

5. Keep it simple - keep it tight

Don’t make the mistake of thinking that by using jargon, formal language,
complicated sentences and going into great detail, you’re making your story sound
important! It just makes it boring. Report the pertinent facts in a language that can
be understood by everybody. Use an analogy if it helps to explain a concept better.
A story beginning like this was sent in to the newsletter last year:

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It continued like this for some time longer. e crux of the news was reported
in the newsletter in four simple paragraphs:

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6. A few further tips

• ink about whether your story is really newsworthy. To be so, it should

contain at least one of the following characteristics: proximity,
prominence, timeliness, human interest, oddity or consequence.
• Not everyone who’s reading will know something about the subject.
Assume that the reader has never read your publication before. Youmay
need to add some background, but brief explanations of projects or
concepts can always go towards the end. ey’re not part of the news.

• Be active in your writing. e more action sentences that are included in the
news story, the more a reader will feel that it really happened. Try to avoid
passive sentences – not easy when you’re used to scientific writing!
• Try to think of a catchy headline if possible.
• When you’re writing for the web, most of the same principles outlined here
apply; but do assume that your reader will devote even less time and
attention to the story that a print reader would. Reading from computer
screens is tiring for the eyes and about 25% slower than reading from
printed matter. Make sure you answer the Five Ws as early as possible.
Keep your paragraphs short.
• When you think you've finished, edit the story…and edit again. Remove
words which aren't completely necessary and avoid repetition. As a rule,
journalists will not use a long word when a short one will do. Use
‘begin’ rather than ‘commence’, ‘used to’ rather than ‘accustomed
to’,etc.; this makes your writing precise and succinct, and intelligible to
the vast majority of readers.

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7.PART OF A REPORT

 Title Page
 Table of Contents
 Executive Summary
 Introduction
 Findings

 Write this first before
 conclusions the rest of
 the report
 Recommendations
 bibliography/References
 Appendices

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ACTIVITY
 Get into your groups
 Match the different parts of the report
With their respective descriptions

BODY OF REPORT

 Introduction
 Findings
 Conclusions
 Recommendations

Introduction
 Four section:Purpose, Background, Method
of Investigation, Scope
 Take note of language conventions(I,E, typical
Words and phrases that are used)
 Uses present and past tense
 Format – numbered headings

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 1.1 Purpose
o States the purpose of the report
o Includes what the report will recommend

Example 1
The purpose of this report is to investigatethe reasons Behind the rise in computer
gaming addiction among Teenagers. The report will also recommend preventive
Measures for computer gaming addiction

Example 2
This report looks into the factors influencing students Behavior in lecture theatres
and suggests ways to promote positive learning behavior among students

Example 3
This report studies the causes of unhealthy eating Among teenagers and
recommends ways to promote More healthy eating habits

QUIZ TIME

What tense in the purpose section written in?

 Past tense
 Present tense
 Present and past tense

Answer
What tense is the purpose section written in?
 Past tense
 Present tense
 Present and past tense

1.2 Background
 Provides information on the problem or situation that gave rise to the
investigation
 May refer to secondary data, e.g.
 Newspaper report( i,e data that was discovered by
 Someone else)

Example
A recent study on game technology( Tan, 2010) shows
That nearly 75% of teenagers in Singapore play compter Games regularly and the
majority if them show signs of addiction. The rise in computers gaming addiction
among teenagers os a growing concern and the ministry of media development
(MMD) would like to find out the reasons behind this trend.The report was
commissioned by the director of corporate communications, Ms Julie Sim,on 31
may 2010

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QUIZ TIME
What tense is the background section written in?
 Pas tense
 Present tense
 Present and past tense

ANSWER
What tense is the background section written in?
 Past tense
 Present tense
 Present and past tense

1.3 Method of Investigation

 States how investigation was carried out, e,g,Questionnaires issued to
[how many people] For [how long]
 This is called primary data (I,e, data that is Discovered by you, the writer
of the report)
 May include references to secondary data

Example
Questionnaires were issued to 100 teenagers from 25 educational institutions on
25 june 2010.ThreeTeenagers who were former addicts were also Interviewed to
get more in-depth views. References were also made to books and newspaper
articles

QUIZ TIME
There are four sources of data. Which is primary data which is secondary data?
Questionnaires were issued to 100 teenagers from 25 educational institutions on
25 june 2010. Three Teenagers who were former addicts were also Interviewed to
get more in-depth views.References were also made to books and newspaper
articles

ANSWER
PRIMARY
DATA
Questionnaires were issued to 100 teenagers from 25 educational institutions on
25 june 2010. Three Teenagers who were former addicts were also Interviewed to
get more in-depth views.References were also made to books and newspaper
articles

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 SECOUNDARY
1.4 Scope DATA
 States the areas of investigation,e,g.Reasons consequences,etc, i,e. what
information you need in order to meet your purpose
 First scope item is respondents’ profile
 There should be at least 3 other scope Items

Example

Besides respondents’ profile, this report looks into Four possible reasons for the
rise in gaming addiction among teenagers: boredom, stress, Societal influence and
addictive game features.

A Report on the rise in Computer Gaming Addiction Among Teenagers

1.Introduction

1.1.Purpose
The Purpose of this report is to investigate the resons behind the rise in
computer gaming addiction among teenagers. The report will also
recommend preventive measures for computer gaming addiction.

1.2 Background
A recent study on game technology (tan, 2010) shows that nearly 75% of
teenagers in Singapore
Play computer game regularly and the majority of them show signs of
addiction. The rise in computer gaming addiction among teenagers is a
growing concern and the Ministry of Media Develoment (MDD) would
like to find out the reasons behind this trend. The report was
commissioned by the Director of Corporate Communications, Ms Julie
Sim, on 31
May 2010

1.3 Method of Investigation

Questionnaries were issued to 100 teenagers from 25 educational
institutions on 25 June 2010 three teenagers who were former addicts were
also interviewed to get more in-depth views. References were also made to
books and newspaper articles

1.4 Scope
Besides respondents profile, this report looks into four possible reasons
for the rise in gaming addiction among teenagers : boredom, stress,
Societal influence and addictive game features

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 A Report on the rise in Computer Gaming Addiction Among Teenagers
1.Introduction Numbered heading – whole number

1.1.Purpose Numbered sub- heading – numerical-decimal TITLE

The Purpose of this report is to investigate the resons behind the rise in
computer gaming addiction among teenagers. The report will also
recommend preventive measures for computer gaming addiction.

1.2 Background
A recent study on game technology (tan, 2010) shows that nearly 75% of
teenagers in Singapore
Play computer game regularly and the majority of them show signs of
addiction. The rise in computer gaming addiction among teenagers is a
growing concern and the Ministry of Media Develoment (MDD) would
like to find out the reasons behind this trend. The report was
commissioned by the Director of Corporate Communications, Ms Julie
Sim, on 31
May 2010

1.3 Method of Investigation

Questionnaries were issued to 100 teenagers from 25 educational
institutions on 25 June 2010 three teenagers who were former addicts were
also interviewed to get more in-depth views. References were also made to
books and newspaper articles

1.4 Scope
Besides respondents profile, this report looks into four possible reasons
for the rise in gaming addiction among teenagers : boredom, stress,
Societal influence and addictive game features

ACTIVITY
 Group Work
 Write out the introduction based on your group report topic
 Include all sections of the indroduction
 Remember to format it correctly
 Including title, heading and sub-headings

HOMEWORK
 Research information about your group topic
 Revise your introduction section
 Think about possible questions for the questionnaire for your group topic

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DAFTAR PUSTAKA

https://www.embl.de/aboutus/communication_outreach/writing_news_story.pdf

https://www2.le.ac.uk/offices/ld/resources/study-guides-pdfs/writing-skills-
pdfs/writing_reports_v1%200%20-2.pdf

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