English FAL Level 3 Module 8

English: First Additional Language NQF 3 Downloaded from hlayiso.com English FAL NQF Level 3

Report writing Module 8 Downloaded from hlayiso.com English FAL NQF Level 3

Overview • Report writing • Expository report • Descriptive report • Narrative report Downloaded from hlayiso.com English FAL NQF Level 3

Reports • Reports are used in the workplace to record a situation in the business at a specific time. • They are factual, objective pieces of writing, written in formal register. • Sometimes the writer will make recommendations about how to improve a particular situation. Downloaded from hlayiso.com English FAL NQF Level 3

Main features of a report A report must have a heading (title), and the body Heading should be divided into sub-headings. The introduction states the purpose of the report. Introduction It can also give some background information on the situation being reported on. Use a point-form layout in order to present the information logically. Make clear recommendations based on the information. Conclusion In the conclusion, briefly sum up your findings. Downloaded from hlayiso.com English FAL NQF Level 3

Hints for report writing Reports are written in formal Write register, in the past recommenda- tense, using the tions for future third person and Avoid using the action in the reported speech. passive voice. future tense. Use sequence words and time connectives to help your reader to Do not use subjective follow the content language unless logically, for example: asked to give your initially, later, opinion. subsequently, eventually and so on. Make sure that Summarise there is a logical relevant facts flow of thought and/or findings in your accurately and sentences and objectively. paragraphs. Downloaded from hlayiso.com English FAL NQF Level 3

The expository report • This could also be called an investigative report. • The aim of an expository report is to evaluate a specific situation; to keep management informed about progress or to introduce a new idea as accurately as possible, so facts and attention to detail are essential. Downloaded from hlayiso.com English FAL NQF Level 3

The expository report • It calls for specific research to be conducted, and summarises the findings of that research. • It gives decision makers information so that they can take decisions that will benefit the organisation. Downloaded from hlayiso.com English FAL NQF Level 3

Format of the expository report NAME OF ORGANISATION COMPLETE HEADING 1. Terms of reference 2. Procedure 3. Findings Can you explain what 4. Conclusions each of these terms requires in the 5. Recommendations expository report? • Name of writer • Position of writer • Address of writer • Signature of writer • Date Downloaded from hlayiso.com English FAL NQF Level 3

Format of the expository report NAME OF ORGANISATION COMPLETE HEADING 1. Terms of reference 1. Writer explains the purpose of the report. 2. Procedure 2. This is a point-by-point description of the methods used to collect the necessary information. 3. Findings 3. This details what information was gained through the methods explained above. 4. Conclusions 4. This is a summary of the findings, written concisely and logically. 5. Recommendations • Name of writer • Position of writer 5. The writer makes suggestions in answer to the • Address of writer investigation conducted. • Signature of writer • Date Downloaded from hlayiso.com English FAL NQF Level 3

Tips for writing expository reports Number your Use the appropriate headings; it makes layout. referencing easier. Where you can, Decide on a heading present your figures format (levels, font in a table format. types and sizes, When comparing numbering). This things, put them in a makes your report table. easier to skim. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 8.1 Module 8 Test your knowledge of this section by completing Learning activity 8.1 on page 134 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

The descriptive report • This can also be called an accident report. • It is written in response to an incident that takes place in the workplace during working hours. • It must be written accurately, with the events arranged in the order in which they happened and all the personal details of anyone involved in the incident must be captured. Downloaded from hlayiso.com English FAL NQF Level 3

Format for the descriptive report Report to Report by Subject Date Introduction Main findings Can you explain what Conclusions each of these terms requires in the Recommendations descriptive report? Action by Signature and date Downloaded from hlayiso.com English FAL NQF Level 3

Format for the descriptive report • The name of the person who asked for the report. Report to • The name and position of the person who wrote the Report by report. Subject • For example, Accident on stone-crushing floor. Date • All written communication in the workplace must have the date in full. Introduction The introduction gives the purpose of the report. Main findings Give the detailed facts and figures about the current situation Conclusions The writer draws conclusions from the findings. Recommendations The writer suggests ways in which to address problems. Action by The name of the person who will carry out the Signature and date recommendations. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 8.2 Module 8 Test your knowledge of this section by completing Learning activity 8.2 on page 136 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

The narrative or feedback report • A narrative (feedback) report is written after employees have attended workshops, seminars, conferences, exhibitions or courses, as they are expected to give feedback after attending. • A progress report is a type of narrative report. Downloaded from hlayiso.com English FAL NQF Level 3

The narrative or feedback report • The progress report is generally used to report on the progress, or lack of progress, of a project, and the future status of the project, and will be sent to any funders of the project in question. • The writer of the report will account for how the money has been spent, disclose the expected date of completion of the project, and explore any possible issues that might prevent the project from being a success. Downloaded from hlayiso.com English FAL NQF Level 3

Format for the narrative or feedback report NAME OF ORGANISATION MAIN HEADING Subheading to explain title 1. Introduction and/or background 2. Outline Can you explain what each of these terms 3. Suggestions/recommendations requires in the narrative/feedback 4. Conclusion • Name of writer report? • Position of writer • Address of writer • Signature of writer • Date Downloaded from hlayiso.com English FAL NQF Level 3

Tips for writing narrative reports Start by identifying the All written name of the organisation that The title, or main correspondence heading, states in the workplace has commissioned what the must have a feedback report date. the report. is about. The name, The subheading position, address is a smaller and signature of heading to the writer follow explain the title. the conclusion. The introduction The conclusion provides summarises what The outline of background must be done and problems is a list information about gives reasons that Suggestions or paragraph to how crucial safety action must be provide ideas for explain the in the workplace taken. improving the reasons that safety is. safety conditions. in the office can be compromised. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 8.3 Module 8 Test your knowledge of this section by completing Learning activity 8.3 on page 140 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 8.4 Module 8 Test your knowledge of this section by completing Learning activity 8.4 on page 141 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

VIDEO: Writing proposals and reports Mathematics NQF Level 2 Downloaded from hlayiso.com English FAL NQF Level 3

Summary of Module 8 Downloaded from hlayiso.com English FAL NQF Level 3

Formative assessment Module 8 Test your knowledge of Module 8 by completing the Formative assessment on page 143 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

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