EN 104 Formal report writing
1. Assessment points
writing formal, reasonably accurate English
communicating information clearly
structuring the report in such a way to make it easy to read
referring properly to all sources of information used
referring to business statistics, tables, diagrams and other numerical information clearly
Suggested length (2500 words approximately).
2. The assignment
There is a choice of 3 business reports related to the three imaginary companies of Temax, Destination Småland and Giotran.
The reports ask you to analyze economic, business and marketing trends and opportunities in different countries. You are encouraged to use any possible sources of information including:
general and business newspapers (eg Dagens industri in Sweden, The Economist, the Financial Times, Wall St. Journal
academic business and economic articles (eg the Harvard Business Journal)
websites containing up-to-date business and financial information, diagrams, analyzes etc
other student essays
3. Starting off
Decide which of the topics you are going to attempt. 'Brainstorm' the main topics or points of information you are going to include.
Carry out a thorough review of the literature either from business studies or economics textbooks or online sources.
Start to structure the information into the form of a 'mindmap'. Discard any points which are not relevant.
4. Signposting
State clearly early on what the purpose of your essay is. 'Signal' to the reader the main points which you are going to include. For example, make it clear if you are choosing the Giotran essay that you are going to look at IT project management in China for example:
This report / essay will examine / describe / analyse ......... etc
The main points described in the essay include......., .............. and ...............
Think of an interesting way of starting off your report and getting the attention of the reader. You might think of an interesting statistic or unusual fact or quotation to start the ball rolling.
4. Use numbered headings
It is up to you what headings to use but typical headings for reports like this include:
Introduction
The general economic climate
Market analysis
Employment trends
Availability of skilled consultants
Summary
Obviously it really depends on what report you are writing and what information you include
If you want you could use two hierarchies of headings:
1. Introduction
1.1 Background
1.2 Review of business literature
6. Statistics, diagrams, figures and tables
If you are going to include statistics, diagrams, figures, tables or pictures, make sure that you number them eg Table 1, Appendix B, Fig. 2 etc
With pictures and diagrams, include a caption (a short phrase which describes the picture / diagram). Always refer to your picture and diagram in the main text; provide a commentary on the diagram which you integrate with the rest of your report.
7. Formality and grammar
Make sure you write using grammatically complete formal sentences. Avoid:
contractions (I've, would've, we've etc and write the subject and verb out in full as I have etc)
addressing the reader as you as in You can find information about the market share by visiting the Business China website. Replace with Information about the market share can be found at the Business China website or alternatively One can find information ........ etc.
General words like thing, stuff, nice etc. Replace with a more specific noun.
run-on sentences ( egThis next chapter of the report has a lot of difficult information in it, one should start studying right away). Replace with This next chapter of the report has a lot of difficult information in it; one should start studying right away).
Sentence fragments (The marketing opportunities are favourable. Because the value of the dollar has declined). Replace with The marketing opportunities are favourable because the value of the dollar has declined).
In addition:
Subject-verb agreement (The sector has enjoyed modest growth since the 1980s in China). Replace with The sector has enjoyed modest growth since the 1980s in China).
The genitive apostrophe (The markets reaction to the news was subdued). Replace with The market's reaction to the news was subdued).
8. Write in paragraphs
A paragraph is a basic 'thought' unit in writing. Paragraphs enable you to structure your ideas coherently.
Either leave a line space between paragraphs (preferred) or indent the first line of each new paragraph (slightly old-fashioned but still accepted).
Make sure that each paragraph has a topic sentence ( a sentence which contains the central idea or concept of the paragraph:
IT consultancy took off in China following government reforms in 2005. Since 2005, consultancy has grown by 45% and the number of IT professionals in the sector has increased by 52%. The trend shows no sign of decreasing and there may actually be a shortage of skilled consultants in the near future.
Topic sentence: IT consultancy.......
Support sentence 1: Since 2005.......
Support sentence 2: The trend shows......
Make sure that you make your paragraph structure clear:
Wrong!
IT consultancy took off in China following government reforms in 2005.
Since 2005, consultancy has grown by 45% and the number of IT professionals in the sector has increased by 52%.
The trend shows no sign of decreasing and there may actually be a shortage of skilled consultants in the near future.
Right!
IT consultancy took off in China following government reforms in 2005. Since 2005, consultancy has grown by 45% and the number of IT professionals in the sector has increased by 52%.The trend shows no sign of decreasing and there may actually be a shortage of skilled consultants in the near future.
Do not start new sentences on new lines when they belong to the same paragraph!
9. Referring to sources
Published academic articles or books on economics, business studies or marketing:
Use the Harvard system:
Smith (1989) defines market share as .........
According to Jones (1989), the principal task of the auditor is to.........
Harrison (2001) claims that the Chinese tourist industry is under-financed.
Internet / newspaper / magazine sources
The number of Korean tourists visiting Europe has increased by 3.4% since 2008
Make sure you include a list of sources at the end of your report (bibliographic references) or at the bottom of the page (footnote references).
10. Always define specialist business / economics terms which you use
Always define any specialist terms from business studies / economics (see previous notes earlier in the course)
Project management is a work form which involves.............. etc
11. Include a summary
Remember standard phrases such as
In summary / in general / to summarize / to sum up
and then recapitulate the main points from your essay.
http: www.koreatourist.ko