EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Lesson 8: Reports I

Aims of the lesson: - to identify types of reports (exercise 1, exercise 2) - formality in reports, proper tone (exercise 3, exercise 6, exercise 7, exercise 8, exercise 9) - to analyze basic report structure (sample material, exercise 4, exercise 8, exercise 9) - to practise language of reports (exercise 4, exercise 5) Final task: - to write a report highlighting problems and suggesting solutions (in response to a letter of complaint) Checklist Structure Logical organization Clear headings Formal Style and Tone (according to the type of a report) Consistent tone

Basic Report Structure

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Sample report and target language

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 1 Read the text on reports and fill in the blanks using the words in italics below. fact longer detailed solutions organized project formal sources

What is a report? A report is a ______-based piece of writing which sets out a problem and the possible _________ to that problem, in a highly_____________ way. Some reports are short and informal and cover topics like accidents, incidents that happened in a plant or office, an inspection visit or a small __________that has been completed. Others are _________, more ________ and more detailed. They may be investigations of a problem, evaluations of a situation, or proposals to change something in the business or plant. Still others are very formal; they may be ___________ descriptions of a long or expensive project that has been completed, or evaluations of complex problems that must be resolved after input from a variety of _________. Exercise 2 i. We can identify many different forms of reports, e.g. Memo Report Standardized Form Report Formal Report

ii. Look at the text on Species of Short Reports and first, fill in the name of the report type. Then add key words in the blanks. Incident Reports White Papers Periodic and Progress Reports Field Reports Lab and Test Reports Expense Report Adapted reports

A ____________ is an authoritative report or guide that helps solve a problem. ______________ are used to educate readers and help people make decisions and are often requested and used in politics, policy, business, and technical fields. An ________________ is a document that contains all the ______________ that an individual has incurred as a result of the business operation. For example, if the owner of a business travels to another location for a meeting, the cost of travel, the meals, and all other _____________ that he/she has incurred may be added to the _____________. ______________ are reports that may be written in an office environment but list results and other data obtained from a trip. You write a ______________ to inform a supervisor, associate, or customer about _________ you've made on a project over a certain period of time.
Lesson 8_Reports I Created by Brian Gonzalez, Glossa Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

A ______________ is an account of an experiment and what was discovered during the experiment. __________________ refers to a form used to record a facilitys unusual occurrences. You are likely to find ________________ as part of the writing task for ESL exams. It resembles real reports in style and organization but is much shorter.

Exercise 3 Formality in reports is usually determined by the context. Memos can be a bit informal. Official reports must follow a standard formal style. Reports to superiors should formal and respectful ...that is, if you want to keep your job. Practice with the exercise below before it's too late.

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 4

Exercise 5 Look at the report on clubs and societies in the Sample Material Section. Underline some phrases which are used to: a) introduce the subject of the report _______________________________________________________________ _______________________________________________________________ b) introduce a personal opinion _______________________________________________________________ _______________________________________________________________

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

c) link together and order ideas _______________________________________________________________ _______________________________________________________________ d) introduce the conclusion _______________________________________________________________ _______________________________________________________________

Exercise 6 a Sometimes a report will be preceded by an informal letter or source text. Read the email and answer the question What is the aim of the message?

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 6 b Now translate the informal report in 6a into a formal one.

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 7 Who wrote this report? Does the tone convey the identity of the writer?

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 8 a

You probably remember this text from the unit on memos. Read the response to this memo. What do you think? Consider: style structure tone precision readability presentation of information

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Exercise 8b Now have a look at a well written report. Note the differences between the piece above and the report below.

Exercise 9 Look at each of the example reports. Decide which of a- f is true of a report. A report ... A should begin and end like a letter B usually focuses on past events C should be chatty in style D is usually divided into sections with clear headings E may contain bullet-pointed lists F doesnt need an introduction or conclusion

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Homework/Final Task Reports I Please examine the input text below, structure the information, then produce a report according to the instructions given. Please take note of the "Key Points".

The report must have: Clear headings Consistent tone Logical organization

Also, keep your intended audience in mind. The report is necessarily critical. How can you maintain a polite tone without being vague or ignoring the problems, while at the same time stating clearly the information and your recommendations? Your report should contain no more than 275 words.

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011

EVROPSK SOCILN FOND PRAHA & EU: INVESTUJEME DO VA BUDOUCNOSTI

Lesson 8_Reports I

Created by Brian Gonzalez, Glossa

Created in 2011