Bmc o&n english_language_composition(situational writing)(reports)_slideshare

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Bmc o&n english_language_composition(situational writing)(reports)_slideshare

  1. 1. Features, Structure, Tone and RegisterREPORTS
  2. 2.  By the end of the lesson you will learn to: Understand what are reports Identify the features of a report Be familiar with the format of a report Plan and write a report (based on an actual assignment)WHAT YOU WILL LEARN TODAY!
  3. 3.  A report is concerned with everything that you hear,see smell, touch or taste. Anything that can be verifiedas real and concrete. Usually written for the following reasons: Document an action, fact or observation Provide proof of something or to account for some activity. Recommend a course of action to address problems or issueshighlighted by your observationsWHAT ARE REPORTS?
  4. 4.  Tone & register: Formal…no such thing as a informal report! Formal because it might need to be authoritative and/or convincing. Language Features: Reports are written in the passive voice Reports make use of clear concise verbs Reports make use of pronouns (not personal pronouns) Reports are written in paragraphs.FEATURES, TONE AND REGISTER OFA REPORT
  5. 5.  Feature 1: Use of Passive Voice The focus of the sentence is on the recipient of the action or the“object” of the sentence. E.g. “The tree was cut down by the lumberjack”. Purpose of passive voice: To place emphasis on the issues,activities or processes that are being addressed. Gives the report a sense of objectivity.LANGUAGE FEATURES OF AREPORT
  6. 6.  Feature 2: Clear concise verbs Reports are not written in a casual manner – this means thatthere are no verb phrases in the writing. E.g. of a verb phraseis: “…data management systems can help out users in diagnosingproblems with data storage… Reports are written in a formal manner – this meansreplacing verb phrases with a concise (single) verb ratherthan a phrase: “…data management systems can assist users in diagnosingproblems with data storage…”LANGUAGE FEATURES OF AREPORT
  7. 7.  Feature 3: Use of Pronouns (other than personalpronouns) The use of personal pronouns makes the writing moreinformal – The writer wants to build a personal relationshipwith his/her readers. For effective reports, the writer must sound a bit moredetached and not directly involved with the matters beingraised by the report. E.g. “We have estimated that about 80% of mobile phoneusers use the Short Message Service (SMS) to communicatewith their friends and relations…” Can you change it to a third person pronoun?LANGUAGE FEATURES OF AREPORTS
  8. 8.  Feature 4: Write in paragraphs All reports (and for that matter) any written piece of work shouldbe written in paragraphs. Here is the structure of a standardparagraph: Topic sentence: The main idea or theme the writer wants to convey. Supporting sentence(s): Add a point or points to support the stand orthe main idea expressed in the Topic sentence. Concluding paragraph: Write a sentence that summarises or concludesthe main ideaLANGUAGE FEATURES OF AREPORT
  9. 9.  Written in paragraphs: Logical sequence to improve understanding - First paragraph clearly states what the report is going to be about. Second paragraph through to the end must focus on the facts arranged insystematic order. (Chronologically if required) Conclusion: Clearly summarises what is the main idea behind the report and; recommendations you are prepared to make (check your question to see if you have covered all the areas)STRUCTURE OF A REPORT
  10. 10. To:(the name of the person the report is sent to)From:(the person writing the report)Date: (the date when the report was written)Title of Heading (Not indented but must be underlined)Body of the report(No need for signature line)FORMAT OF A REPORT
  11. 11.  Candidates must be able to select what is importantand relevant from the mass of ideas and informationprovided in the question. The points selected should be then included in theirreport.PLANNING A REPORT

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