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HUM102 Lecture 02

The document discusses different types of readers and how to structure a report based on the audience. It identifies three types of readers - technical readers who need the latest information, managerial readers who need executive summaries, and general readers who need more details. It also outlines the typical structure of a report, including sections like the title page, abstract, table of contents, introduction, results and discussion, and bibliography. Finally, it discusses deductive reports that present conclusions first versus inductive reports that discuss details first to draw conclusions.

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Muqeet Ahmad
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35 views4 pages

HUM102 Lecture 02

The document discusses different types of readers and how to structure a report based on the audience. It identifies three types of readers - technical readers who need the latest information, managerial readers who need executive summaries, and general readers who need more details. It also outlines the typical structure of a report, including sections like the title page, abstract, table of contents, introduction, results and discussion, and bibliography. Finally, it discusses deductive reports that present conclusions first versus inductive reports that discuss details first to draw conclusions.

Uploaded by

Muqeet Ahmad
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Lecture 2

2.1 Audience Nature


The nature of the audience is essential to determine the structure to be used for drafting a report. There
are three different types of readers which are explained below.

2.1.1 Technical Readers


Technical Readers have sufficient knowledge with respect to the subject matter which is why all they
require is the latest information which they can use to interpret and draw a conclusion.

2.1.2 Managerial Readers


Managerial Readers have a hectic schedule which is why they are interested to get the gist of the
content. In other words, they are interested in reading the executive summary of your report.

2.1.3 General Readers


General Readers (lay readers) do not have sufficient knowledge with respect to the subject matter. Thus,
they require details for the comprehension of information provided within the report.

2.2 Purpose of Report Writing


As may already be inferred, a report must provide a valid reason for why it is written. In general, a
report may be composed for one of the following purposes:

 Information regarding a subject matter


 Instructions regarding the use of some instrument
 Description of a survey
 Explanation of some event
 Mechanism of collecting data and its analysis

2.3 Technical Report Writing


Technical Report Writing can be defined as follows:

 A written account of events related to a scientific inquiry


 An exercise to effectively communicate technical information
 An interpretation of graphs, tables and figures using language
 Organization of information to present findings
2.4 Universal Characteristics of a Report
First, report writing involves the use of active voice with the use of active verbs to make it more
effective and appealing for the audience. Second, it is written in third person to remove the element of
subjectivity from the content. Third, the use of personal pronouns is avoided to maintain objectivity.
Fourth, the conventional structure of a report has page margins of usually one inch on all sides. Fifth,
MLA or APA citation style is used for citation of sources in order to avoid plagiarism. Using another
author’s words as it is or using ChatGPT for the write-up is also considered plagiarism. Sixth, credible
authors and their content is cited to establish the authenticity of the content and discussion provided
within a report. Wikipedia and random blog posts are not considered authentic sources to be included in
a technical report.

2.5 Structure of a Report: Overview


A report is generally comprised of the following sections:

2.5.1 Title Page


A title page is also known as the cover page and provides the details of addresser (From), addressee
(To), date of submission and the title itself.

2.5.2 Abstract
The cover page or the title page is followed by a short summary of the whole report. This short summary
is technically called the executive summary. It is supposed to be qualitative, thus the adjective
“executive”.This executive summary should clearly define the purpose and the outcome of the whole
study with pertinent results without using any abbreviation to confuse readers.

2.5.3 Table of Contents


The Table of Contents (ToC) is a page which provides the details of all the sections and subsections along
with a reference of pages where those sections can be studied in a tabulated form.

2.5.4 Introduction
The introductory section of a report describes the problem for the readers, elaborates the objectives,
explains the methodology used for the collection and analysis of data followed by highlighting the most
interesting results to catch the attention of readers and to draw a conclusion. The information is
provided using the technique of conciseness.

2.5.5 Design and Procedure


This section involves the theoretical description of the research design used for the analysis of the
report. This section can also cover the previous testing of the particular design under consideration. No
specific measurements are needed at this point. This section to has to be kept brief and clear.

2.5.6 Results and Discussion


The results and their interpretation is provided in this section with the application of figures, tables and
diagrams etc.

2.5.7 Conclusion
This section sums up all the results of the study in a quantitative manner, maintaining brevity. Authors
must strive to avoid the use of abbreviations as it will be read by readers who have earlier read only the
executive summary without any idea of the body content. The conclusion must highlight the studied
problem, explain the basic objectives and the procedure to collect and analyze the data, and the most
important results once again to get attention of the readers.
2.5.8 Work Cited/Bibliography
A detailed list of all the resources which have been studied to develop understanding of the subject
matter must be included in the bibliography. Works on which the report is based on may be cited and
included in the work cited or references section. There are different formats of citations to prepare the
work cited page or bibliography. Some authors use end notes for this purpose. The inclusion of this
section at the end follows a certain format, as well. Most of the researchers related to social sciences,
arts and humanities use the MLA (Modern Language Associations) style whereas the studies based on
natural sciences use the APA (American Psychological Associations) style.

2.6 Language of a Report


Clarity within a report can be maintained with the use of active verbs rather than the passive verbs.
Brevity can be ensured with the use of simple and declarative sentences. Objectivity can be achieved by
avoiding the use of first person singular and plural.

2.7 Deductive Report vs. Inductive Report


There are two modes of report based on the manner of reasoning and drawing conclusion for initiating
an action.

2.7.1 Deductive vs. Inductive Reasoning


Deductive reasoning involves making a generalized statement/hypothesis and proceeding to support it
with specific examples. For example, If A = B and B = C, then A must equal C.

Inductive reasoning, also known as ‘cause-and-effect reasoning’, involves using specific examples and
observations to draw general conclusions.

2.7.2 Deductive Report


This is the mode of report where general information is used to draw a specific conclusion. The order of
sections is as follows:

 Introduction
 Conclusion
 Recommendations
 Discussion
This mode of report writing is suitable for audience who is running short of time and can only read
‘Conclusion and Recommendations’. It is also used to deliver routine messages which present neutral
information. For example, progress report of an employee.

2.7.3 Inductive Report


In this mode of report, the discussion precedes the conclusion. In other words, you generalize your
conclusion based on a specific discussion at the outset of report. The sections are as follows:

 Introduction
 Discussion
 Conclusion
 Recommendations

It requires the provision and use of factual information to draw a conclusion. Such types of reports are
used in case of informed readers who offer a strong and anticipated resistance with respect to the
problem under investigation.

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