Report Writing 1 (Short Report)

Summary

This video delves into the structure and purpose of report writing, focusing on short reports. It outlines the basic components of a short report, including the title page, introduction, discussion, conclusion, recommendations, and references. The video then emphasizes the schematic report format, detailing its six essential parts: terms of reference, procedure, findings, conclusion, recommendations, and appendices. Using a real-world example about mask availability in schools, it highlights how a schematic report can help guide action based on findings and recommendations, making it a key tool for communication and decision-making.

Takeaways

• 😀 A report is defined as a document that provides an account of something witnessed, examined, or a work carried out, along with conclusions from the investigation.
• 😀 Reports can be communication tools that convey information or advice, typically from someone who has collected and analyzed data to someone who needs it for a specific purpose.
• 😀 The basic structure of a short report includes the title page, introduction, discussion, conclusion, recommendations, and references.
• 😀 A schematic report is a more detailed structure used for specific reports such as site inspection, incident, lab, or performance appraisal reports.
• 😀 The schematic report is divided into six key sections: terms of reference, procedure, findings, conclusion, recommendations, and appendices.
• 😀 The terms of reference in a schematic report should specify who requested the report, the area to be covered, and the outcome or objectives of the report.
• 😀 The procedure section details the methods used for investigation, such as surveys, observations, consultations, or experiments.
• 😀 The findings section is the longest part of a schematic report and presents the data collected from investigations, with detailed analysis and interpretation.
• 😀 In the conclusion, you summarize the findings and make conclusive statements that inform recommendations.
• 😀 Recommendations are based on the findings and conclusions, and they offer actionable suggestions for addressing the issues identified in the report.
• 😀 The appendices section includes any additional information or details that could not be included in the main body of the report.

Q & A

What is the definition of a report as mentioned in the transcript?

A report is defined as a document providing an account of something witnessed or examined, or of work carried out during an investigation, along with conclusions based on the findings.

How does the script differentiate between a generic short report and a schematic report?

The generic short report is the most basic structure, including sections like title page, introduction, discussion, conclusion, recommendations, and references. The schematic report, on the other hand, has a specific structure that includes terms of reference, procedure, findings, conclusion, recommendations, and appendices, and is used for various types of reports like site inspection or incident reports.

What are the three key components included in the terms of reference of a schematic report?

The three key components are: 1) Who requested the report, 2) The precise area to be covered, and 3) The outcome or objectives of the report.

Can you provide an example of a terms of reference as described in the transcript?

An example would be: 'This report was requested by the permanent secretary in the Ministry of General Education to assess the availability of masks in schools, inform the minister of issues encountered, and make recommendations for action.'

What are the common methods of investigation used in a schematic report?

Common methods of investigation include experiments, observations, surveys, questionnaires, consultations, and research.

What is the significance of the findings section in a schematic report?

The findings section is the longest part of the schematic report and presents the detailed results from the investigation. It serves as the body of the report, interpreting the collected data and providing a foundation for the conclusion and recommendations.

How are the findings presented in the example of the schematic report?

In the example, findings include issues such as the ministry's failure to provide masks, head teachers using their own funds to buy masks, teachers' concerns about going to class without masks, and the low availability of masks in schools, particularly public schools.

What is the purpose of the conclusion section in a schematic report?

The conclusion summarizes the findings and presents final statements that lead to actionable insights. In the example, it concludes that schools have inadequate masks and lack the capacity to provide them.

What types of recommendations would typically follow the conclusion of a schematic report?

Recommendations are based on the findings and conclusions. For example, the Ministry of General Education should act immediately to provide masks, raise awareness at the provincial level, and offer financial backing to schools.

What type of information would be included in the appendices section of a schematic report?

The appendices section includes any additional details or supplementary information that could not be included in the main body of the report, such as raw data, charts, or detailed procedural descriptions.