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Unit 11: Library Reports

to give you experience of an important skill that is widely used in the work place. Notes
An effective report presents and analyses facts and evidence that are relevant to the specific
problem or issue of the report brief.

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Caution All sources used should be acknowledged and referenced throughout, in
accordance with the preferred method of your department/university.
The style of writing in a report is usually less discursive than in an essay, with a more direct and
economic use of language. A well written report will demonstrate your ability to:
understand the purpose of the report brief and adhere to its specifications;
gather, evaluate and analyse relevant information;

structure material in a logical and coherent order;
present your report in a consistent manner according to the instructions of the report
brief;
make appropriate conclusions that are supported by the evidence and analysis of the
report;
make thoughtful and practical recommendations where required.

11.1.2 Materials

Most writers imagine that their report will be the major event in the reader’s day, when, in
reality, the poor fellow is awash with reading matter, drowning in facts, figures, and opinions.
What he wants is easily-digested information, and then only enough to help him reach a decision.
So the content of report, and its structure, must be very carefully planned.
The two golden rules to follow when deciding what to put into a report are:

(a) Simplify, and be ruthless about it. Reject the irrelevant, agonize over the doubtful, and
make sure you’ve got the essential.
(b) Justify your conclusions with facts, and state their sources. Build the facts into a logical and
consistent case, so as to lead the reader to the same conclusions as your own.

Self Assessment

Fill in the blanks:
1. …………………… is a self-explanatory statement of facts relating to a specific subject and
serves the purpose of providing information for decision making and follow up actions.
2. An effective report presents and analyses facts and evidence that are relevant to the specific
…………………… of the report brief.

3. The style of writing in a report is usually less discursive than in an …………………….
4. A well written report will demonstrate your ability to understand the purpose of the
report brief and adhere to its …………………….

11.2 Features or Characteristics of Report

All reports are factual. You must be able to back up any facts you include. All reports organize
facts into a meaningful presentation. Most reports interpret the information gathered.

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