bel 422 lesson 1

Dr Anealka Aziz / BEL 422 / Jan 2011

BEL 422 REPORT WRITING

Prepared byDr Anealka Aziz HussinAcademy of Language Studies, [email protected]

Lesson 1

THE FORMAT OF REPORTSParts of a Report

PRELIMINARY SECTION 1. Title Page2. Summary3. Acknowledgements4. Table of Contents5. List of Illustrations

BODY 1. Introduction• Background• Terms of Reference• Purpose and Scope• Method

2. Findings3. Conclusion4. Recommendations

SUPPLEMENTARY SECTION 1. List of References2. Appendices


Title PageIt should have the following

information:The title of your report.The name and position of the

person or the department to whom you are submitting the report.

Your name and positionThe date you submitted the

report.

THE EFFECTIVENESS OF RURAL POPULATION SHIFTS

TO DENSITY URBAN AREA

Submitted to

AZRIN AZIZHead of Department

Town Planning Council

Prepared by

Syafiqa AzizTown Planning Board

June 2009



BEL 422 InstructorAcademy of Language Studies


Effects of Human Trafficking Towards the Safety of People in Malaysia

Prepared for:Dr Anealka Aziz HussinInstructor of BEL 422

Academy of Language Studies, UiTM, Shah Alam

Prepared by:

Desmond Simon Ital2009xxxx

Hanisah Musa2009xxxx

Siti Hajar Osman2009xxxx

AP220

8th October 2010


Acknowledgements

This section is for you to express your gratitude to the people who have helped you in the course of preparing your report.

You may wish to thank those who have provided you with the necessary information or those who have helped in the compilation of the report. It is polite that you also mention the types of help that they have given you.


Example


Example

ACKNOWLEDGEMENTAll praise and thanks to Allah s.w.t. who gave me strength and patience to complete this doctoral research to its completion.

My utmost appreciation goes to my supervisors: Retired Professor Datin Dr Zubaida Alsree and Assoc. Prof. Dr Chan Yuen Fook, for their continuous guidance and advice in helping me to complete my research. All your advice and assistance will not be forgotten indeed.

My gratefulness also goes to the Dean of the Academy of Language Studies, Institute of Graduate Studies, Postgraduate Committee Members at the Faculty of Education and UiTM for all the leave granted and the support given throughout my study.


Table of Contents

This section allows your reader to have an overview

of the whole report through a list of sections,

headings and sub-headings provided at the

beginning of the report. It also has page numbers

where each part of your report is to be found.


Example

Summary i


List of Illustrations

Immediately after your table of contents page, you

have to include a list of all the illustrations (diagrams,

charts, pictures, photos, tables, etc.) to enable your

reader to locate each item that you have used, as they

are found scattered throughout the report.

The list of illustrations allows your readers to make

easy reference to any of your illustrations.


ExampleLIST OF TABLES

Table 1 Average Student Enrolment in UiTM for 2006-2008 6

Table 2 Average Number of Students at three English Proficiency Levels for 2006-2008

7

Table 3 Predictors in Readability Formulas 8

Table 4 Descriptive Categories used in the Flesch Reading Ease Formula 10

Table 5 Descriptive Categories used in the Dale-Chall Readability Formula 12


ExampleLIST OF FIGURES

Figure 1 Student Enrolment in Various Academic Programmes at Malaysian Higher Institutions of Learning in 2007

5

Figure 2 Research Assumption on the Intermediate Difficulty Level Scale

8

Figure 3 Research Assumption the Flesch Reading Ease Difficulty Level Scale

10

Figure 4 Conceptual Framework of the Study 12

Figure 5 Formula to Calculate ASL of Reading Passages 13


Background- Provides readers with the background they need to understand the problem.

- Explains what the subject is and why it is important.

- May include definitions.

-Most of the information is from secondary sources or personal knowledge.

-Organization of information is from general to specific.


Terms of ReferenceIt is where you define the scope of your report and it provides the following information:

• The name and position of the person who instructed you to prepare the report

• The date on which you were instructed to do so• Your name and position• The purpose and general description of the scope,

locality or perimeters of your report.• The date on which the report must be submitted.

You can also include your term of reference in a covering letter, which accompanies your report. That letter is called a Letter of Transmittal. It quotes the authority for the report and states the terms of reference. It also serves as an acknowledgement of the instruction to submit the report.


Terms of Reference

On the 15th of December 2009, Mr. Imran bin Luqman, the

Director of Plastic Farm Ltd., instructed Mr. Zafir Husaini bin Aziz,

the Project Engineer, to prepare a report giving details of the

progress of the Light Industrial Park construction.

The purpose of this report is to give an overview of the completed

stages of the Park up to the 1st of December 2009. This report will

only discuss Stage 5 of Phase 12 of the construction of the Plastic

Farm Industry in the Light Industrial Park.

The report is to be submitted on the 15th of March 2010, together

with recommendations on these matters.

1 2

3 4

5

6

7


Letter of TransmittalMEGA RESEARCH CONSULTANTS SDN BHD

623, JALAN SULTAN SAMAD90902 KUCHING , SARAWAK

TEL: 082- 841455/456 FAX: 082-25076526 December 2009

CARTON JOHNSON LTDP.O. Box 1731,96008 Sibu, Sarawak

Attention: Mr. C. Johnson

Dear Sir,

FEASIBILITY STUDY OF A COMMERCIAL PROJECT AT HARRISON ROAD, KUCHING, SARAWAKYou instructed us on 20 July 2003 to conduct a feasibility study on a commercial project. Our terms of reference are:•to identify an urban site to be developed into a commercial center for office and retail purposes•to prepare a financial appraisal of the proposed development

We have completed our study and we are now pleased to enclose our market and feasibility study report, together with our recommendations.Please do not hesitate to contact us for further advice or assistance.

Yours faithfully,

DANNY LOWSenior Research ConsultantMEGA RESEARCH CONSULTANTS SDN BHD


Purpose and Scope-The purpose of the study tells readers what you want to find out. - May also be called as the objective, aim, goal- Some verbs of purpose:

- To identify- To suggest- To measure- To find out- To define- To investigate- To explain- To determine- To evaluate- To recommend- To assess

The scope of the report tells readers what is covered in the report. It describes:

•What the report investigated•The sample population•The geographical area / the time period that was covered in the study.


MethodsMethods of the study needs to be described clearly so that readers are able

to decide whether the study is reliable .

The method section is written in past tense because you are describing

what you did.

It is also written in a passive voice.

Survey Method

• Describe how you select your respondents

•The number of respondents

•The form of the questionnaire

•How you distribute the questionnaire

•How you collect the questionnaire


Findings

• A major part of a report.

• Should be placed on a new page.

• Describes what you have found

• Data should be presented in a logical order to facilitate

understanding

• The findings section is written in the past tense (it

describes what you found) and much of it is written in the

passive voice.


Conclusions

• Begin this section on a new page.

• Conclusions are based on the information and data that

are set out in the Findings but they do not include any

statistics.

• The conclusions section is written in the past tense (it

describes what you found) and much of it is written in the

passive voice.

• there should be nothing new in this section; that is nothing

that has not been mentioned in the Findings section.


Recommendations

• Begin this section on a new page.

• This section should be as detail as possible, so that a decision-maker reading the report has a clear idea exactly what could be done.

• Some useful words:• It is recommended that …….• can, could, may, might• should, ought to• must, has to, have to.

THANK YOU

bel 422 lesson 1

Documents

light industrial

feasibility

past tense

language studies

passive voice

commercial

findings section

readers