TRANSACTIONAL WRITING: FORMAL REPORTS

Introduction

Establishing prior knowledge regarding report writing. Difference between formal & informal reports.

By the end of this lesson, learners will be able to: 

•    Write a formal report 

•    Know the format of a report

•    Understand register 

•    Know procedure 

•    Compile findings 

•    Give recommendations

 

Task

WRITE A FORMAL REPORT ON ONE OF THE FOLLOWING TOPICS. The required length is 180 – 200 words. 

1. The club or organization that you belong to in the community has recently experienced a serious drop in attendance at events hosted by it. You have been asked by the chairperson of the club, Ms Turner, to investigate the reasons for this worrying state of affairs. Write the report that you will sub

Process

WRITING A FORMAL REPORT

A formal report is a written description of a situation or event after an investigation. Formal reports contain information and ideas/recommendations that can help to resolve difficult situations.

HINT!!

  • A formal report must be objective. It must state the facts about the situation which was

          investigated without giving personal opinions.

  • The report must explain the procedure and findings of the investigation. It must conclude with

           recommendations for future action.

  • The register must be formal. Use the past tense and the passive voice eg. 'It was decided...'

STEP 1. CHOOSE YOUR TOPIC:

You are the captain of a popular sporting code at your school. Your team participated in an interschool event during which one of your team members was seriously injured. Your school principal has requested a formal report from you on the incident and the action taken afterwards. Write the report you will submit.

 

STEP 2. PLAN THE TEXT:

Par 1: The person addressed - the principle (Ms Jones)

Par 2: Terms of reference

Par 3: Procedure of report. Interviews. Written reports from team members.

Par 4: Findings of report – Knee injury; reckless tackle; allegations – True/False

Par 5: Conclusion. Recommendations – principal to met with parents. Course of action

STEP 3: WRITE AND EDIT DRAFT TEXT 

REPORT ON INCIDENT AT U.17 INTERSCHOOL SOCCER MATCH.

FOR ATTENTION: MS A ADAMS (PRINCIPAL)

TERMS OF REFERENCE: The principal requested that the team captain, Nigel Burns,

                                           investigate the incident of 20 June 2019 during the soccer match at

                                           Parkwood High in which Kevin Green suffered a serious injury.

  1. PROCEDURE
  2. FINDINGS
  3. CONCLUSION
  4. RECOMMENDATIONS

TEP 4: WRITE THE FINAL TEXT

Evaluation

Use the checklist below to establish whether your report complies with all the requirements.

Features

Detains of the feature.

 

Yes

No

Don’t know

Text type

I understand he features of a formal report

 

 

 

Topic

I understand the topic I have chosen

 

 

 

 

Content, planning and format

Planning

I can show evidence of planning

 

 

 

Content

Each point in plan is relevant to the topic.

 

 

 

Purpose/audience

I understand the purpose of a formal report

 

 

 

Format

My formal report is correctly laid out:

  • I have given my report a heading.
  • The report has the correct sub-headings (who it is addressed to; terms of reference; findings; conclusion; recommendations.

 

 

 

Language, Style and editing

Choice of words/ Diction

I have chosen my words carefully to make my report accurate and informative.

My ideas link to the topic

 

 

 

Language

I have checked and corrected my grammar, spelling and punctuation

 

 

 
Conclusion

Provide learners with activity and answer any questions learners might need clarification on.