SENIOR HIGH SCHOOL

English for Academic and

Professional Purposes
Quarter 2 - Module 3:
Writing Report Survey/
Field Report/Laboratory/
Scientific Technical Report

Grade 11 – English for Academic and Professional Purposes

Prepared by Mrs. Edna J. Alfaro
For clarifications please send me a message to the following: Cellphone no.: 09291311778 /
09219750824 - Facebook/Messenger: Hanz Alfaro

LESSON 1
1
KINDS OF REPORTS
 WHAT IS IT

Reports are essential to keep an updated account of an event,

situation, and organization. These are documents that wish to inform, analyze, or
recommend. Reports are often expressed through oral presentations or written. The
common mediums of these reports are speeches, televisions, radios, and films.
Report writing is making a detailed statement about the company, an event, a
situation, and/or an occurrence which is based on an observation, investigations, and
inquiries.

TYPES AND CHARACTERISTICS OF VARIOUS REPORTS

Formal Report – is a complex account either written or oral that uses formal and
structured language and is usually applied in major projects and
organizations.

 Informational - presents result, information, and updates and

explains
Examples:
 attendance reports
 annual budget reports
 monthly financial reports 

 Analytical - presents, analyzes, and draws conclusions from

reports and shows the why and the how of an occurrence

Examples:
 scientific research
 feasibility reports,
 employee appraisals
 Recommendatory- presents recommendation based on the
results and conclusions
Example:
 recommendation report

Informal Report – communicates, updates information using free-flowing, casual

and short formats usually about routines and everyday business

Examples:
 progress reports
 feasibility report
 literature review
 personnel evaluation
 report on sales

2
BASIC STRUCTURES OF REPORTS

I. Title page
II. Abstract
III. List of Figures and Tables
IV. Introduction
V. Body (varies according to type of report)
VI. Conclusions
VII. Recommendations
VIII. References
IX. Appendices
How did you find the new information you have learned? I hope it could help
you as you accomplish the exercises that follow. Good luck!

WHAT'S MORE

ACTIVITY 1. Fill the grid with details about various reports. You can include
structure, objectives, and characteristics and of each type of report. Write your answers
in a one whole sheet of paper.

3
 WHAT I CAN DO

ACTIVITY 2
Identify the following reports and describe them according to purpose, and
structure. Write your answers in a one whole sheet of paper.
1. SCHOOL FORM 9 (Report Card)

PURPOSE:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
____________________________

STRUCTURE:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
____________________________

4
2.

accessed from: https://www.sampletemplates.com/business-templates/report/sample-report-in-pdf.html

PURPOSE:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
____________________________

STRUCTURE:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
____________________________

5
 LESSON 2

DESIGNING THE SURVEY

QUESTIONNAIRE

WHAT'S NEW

ACTIVITY 1. WHAT YOU KNOW

Copy the table below in a one whole sheet of paper. Under the K column, write
what you know about survey. Under the W column, write what you want to know about
it. Lastly, leave the L column blank because you will go back to it later on.
K W L
What I know What I want to know What I learned

WHAT IS IT

A survey is a general view, examination, or description of someone or

something. It also refers to looking carefully and thoroughly at (someone or
something), especially to assess them. When you want to do a survey, you need a
questionnaire to help get the information that you need. A good questionnaire should
be valid, reliable, clear, and interesting. When we say,

Valid - it asks what it intends to ask.

Reliable – it gets the same answer if the same
question is posed repeatedly in a short time.
6
 Clear – it is easily understood.
Interesting – it is completed by the respondents and gets better response rate
The design of the questionnaire should not be taken for granted to be able to get
https://pxhere.com/en/photo/1570335 accurate data. A bad questionnaire may lead to wrong
conclusions since data collected may not be correct.
Remember these when you create a survey questionnaire:
Ask the right questions
Use appropriate format
Arrange the questions logically
Design Make instructions clear

Do pilot testing
Detect flaws
Test

Make necessary changes

Improve the questionnaire
Revise

Let us discuss each thoroughly.

DESIGN
 Ask the right questions
Questions may be “close-ended” or “open-ended.” You can use either
depending on the data that you want to get from your respondents.
“Close-ended” questions provide options to the respondents and require them to
choose one or more items from the list. This is used if the range of answers are well
known and the options are limited.
For example: Do you have a computer at home? ___yes ___no
“Open-ended” questions allow the respondent to express their opinions freely
and they are not restricted by the options. This is used if the answer options are
multiple and unknown. The answers to the open-ended questions require re-grouping
before analysis.
For example: What are the reasons why students do not have computers at
home? (You can list one or two reasons)
The options available should be comprehensive so that the respondent can find
an option which best suits his/ her answer. You can include an “Other: please specify
________” category as one of the options. You can also let them check as many items
as applicable but be sure to mention it in your options.

7
For example: Why do you want to have a computer? (You can choose more than one)
I need it for my projects in school.
I want to play online games.
My friends have computers.
I want to use it for business.
Others: Please specify: ___________________________
In questions that involve assessing attitudes or giving opinions, a scale with a
range of responses is preferred to a yes/no answer. Likert scale (usually 5-point or 7-
point) is a commonly used method.

For example:
Questions Strongly Agree Neutral Strongly Disagree
agree 4 3 disagree 1
5 2
We should have a
computer at home.

In a questionnaire which has many parts, some of which need not be answered
by the respondent, filtering is used to guide the respondent to answer only the
relevant questions. However, you should avoid using too much filtering as this may
confuse the respondents and make the questionnaire complicated.

For example:
Do you have a computer at home? ___ Yes ___ No

If your answer is no, proceed to question no. 4.

Avoid double-barreled questions. It is a common mistake that refers to asking

two things in one question.

For example: Do you have a computer and a laptop at home?

Avoid ambiguous questions. Be clear and specific in constructing your question.

 Use Appropriate Format
This is important because the “look” of the questionnaire may decide whether the
respondent is going to fill it up or not.
The title should be highlighted and should reflect the main objective of the
research. If possible, divide the questionnaire into sections according to the content
(e.g. boxes with bold headings) and it should flow smoothly from one section to another
with appropriate filtering.
If your respondents involve older persons, a bigger font size should be used.
Finally, include a cover letter stating the objective of your study, and your affiliations.
Most importantly, it should include a confidentiality clause. This is to inform your
respondents on how you are going to use the collected information.

8
  Arran
ge the

questions logically
The order of the questions should flow in a logical sequence. Start with simple
questions and move to more complex questions. You can start with the demographic
profile like age, address, and others.
 Make instructions clear
Instructions should be very clear and introductory comments should be
appropriate. Short instructions help the respondents understand easily and help them
set their mind on answering the questions.
The respondents should be told exactly what is wanted.
For example:
Place a check mark in the box if you experienced pain on the particular back or X
it doesn’t.

9
 From:https://upload.wikimedia.org/wikipedia/commons/d/d8/Musculoskeletal_survey_Nordic_questionnaire.png

TEST
A pilot test is a crucial step in the design of questionnaire before data collection
begins. It will help detect flaws in the questionnaire in terms of content, grammar, and
format.
You can ask your colleagues, family, or friends to comment on the questionnaire.
By doing so, mistakes in terms of content, grammar, and or format will be lessened.
This should be followed by asking the potential respondents to answer the
questionnaire and provide their feedback. For those questions which you feel may be
confusing or sensitive, it is important to ask the respondents to comment specifically
during the pilot test.

REVISE

You will evaluate for general content, organization, and tone, by adding, deleting,
and organizing information if necessary. When revising, it can be helpful to answer
these questions:
Who is your audience?
Are your objectives enough?
Have you included enough information?
Do you have more information than you need?
Have you chosen the proper words to express your ideas?
Are you wordy, repetitive, or inconsistent?
When you have done all of these, you have crafted a good survey questionnaire.
It does not seem easy at first but when you start doing it, you will find it very helpful.

WHAT'S MORE

ACTIVITY 2. K-W-L
Let us go back to the K-W-L chart. This time, you will fill the L column with what
you learned from this lesson.
K W L
What I know What I want to know What I learned

10
 ACTIVITY 3. TO CHANGE OR NOT TO CHANGE
Look at this sample questionnaire. Change the parts that you think need revision
to make it a good survey questionnaire. Revise and rewrite it in a long bond paper.

A Survey Questionnaire on Technology Available at Home

Name (optional): __________________________________

Age:
Address:
Please answer the questions honestly.
1. Do you have a computer at home?
____Yes ____No ___Others
2. Do you have an internet connection at home?
____Yes ____No ___Others
3. If your answer in no. 1 is no, what is the reason?
_______________________________________
4. If your answer in no. 2 is yes, what kind of internet connection do you have?
____ WIFI ____ Line ____Others
5. Do you have an android phone?
____ Yes ____No ____Others
6. How many gadgets do you have at home?
____1 ____2 ____3 or more
7. What kind of gadgets do you have?
____cellphone ____desktop ____laptop
____tablet ____Others
8. Should students have computers or any gadgets home?
____ yes ____no
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 9. If you answered yes, which of the following are your reasons?
____ It is useful for school works.
____ Everybody has it already.
____ It can be used for business.
____ Others, please specify: _________________
10. If you answered no, which of the following are your reasons?
____ It is expensive.
____ It is not needed.
____ Cellphones can be used in its place.
____ Others, please specify: _________________

Revised Questionnaire:

12
 WHAT I CAN DO

ACTIVITY 4. DESIGN
Design your own survey questionnaire about a family’s favorite pastime or hobby
during the Enhanced Community Quarantine days in your community. Write it in a long
bond paper.

ACTIVITY 5. TEST
Let your family members and relatives answer your survey questionnaire. List
down what they think about your self-made questionnaire. Write their comments in in a
long bond paper.

ACTIVITY 6. REVISE
After the pilot testing, you listed some areas for improvement. Do the last
step of the process. Revise to improve your survey questionnaire. This will be used in
the next lesson. Submit the unrevised and revised questionnaire.
13
 LESSON 3

CONDUCTING THE SURVEYS/

EXPERIMENTS/ OBERVATIONS

WHAT'S NEW

ACTIVITY 1. HOW TO DO IT

Now that you have designed a questionnaire, how will you conduct the survey?
Copy the concept map below and fill it with your ideas. Do this on a long bond paper.

WHAT IS IT

How will you conduct your survey?

You can conduct a survey in many ways. Each method has its own advantages
and disadvantages. You have to choose well which of the methods would fit your
purpose. Aside from the way it is administered, other factors can also affect the
response rates and results. It is your decision to choose which you will sure as long as
it is appropriate to what you are conducting.
14
 Here are the different methods:
1. Personal Approach
A. Face-to-Face Structured Interview
Pros: When respondents are asked directly, the response
rates are actually good especially if visual materials are
required during the survey. The researcher can also
observe the participants in this method.
Cons: There might be bias because of the interaction.
There is also no anonymity involved. This is also not good
if the participants live in different locations.
https://www.needpix.com/photo/489096/interview-job-icon-job-
interview-conversation-business-work-application-recruitment

B. Telephone Survey

Pros: This is applicable for asking consequential questions.

Unlike face-to-face interviews, there is anonymity in this
approach.

Cons: This method is not good if the participants need to see

visual materials and if the questions are long.
https://www.publicdomainpictures.net/en/view-
image.php?image=266255&picture=money-transfer-
banking-icon
2. Self-Administered Approach

A. Paper-and-Pencil Survey

Pros: This is a traditional survey method and this is good for those

who do not know how to use the computer or access the internet.

Cons: This requires bigger budget in terms of reproduction. This

also involves distribution of the questionnaires which can be
exhausting. The researcher must also be present during the
administration.
https://www.needpix.com/photo/95463/checklist-check-marketing-project-survey-
tick-pencil-approved-ok

B. Online Survey

Pros: This is best if the sample size is huge and

they live on different locations. There is less
expense compared to mail survey. There are also
survey companies that can help conduct the survey
online with accuracy.

Cons: The respondents must know how to use the

computer to be able to answer this method. There
might even be incentives to be given to the
respondents.
https://commons.wikimedia.org/wiki/File:Online_Survey_Icon_or_logo.svg

15
 C. Mail Survey

Pros: This method can be easily administered and you can

even review the mails before you send them so that the visual
quality is good. There is also anonymity in this kind of survey
method.

Cons: Mail surveys are less chosen by many because only a

few responses are collected. People also have more access to
the internet so they no longer prefer the mail survey.
https://www.needpix.com/photo/27007/envelope-mail-letter-communication-message-business-
postal-correspondence-postage

To encourage your respondents to answer and complete the survey, remember

these tips:

1. Follow the KISS principle which stands for “Keep It Short and Simple". Better
response rates are associated with concise, simple, and easy-to-answer survey
questionnaires.
2. Ensure confidentiality (and anonymity, if it applies). Give the participants an
assurance that their answers will be kept confidential and will only be used for the
purpose of the survey.
3. Be professional, courteous and polite. Saying “please", and “thank you" as well as
guiding the respondent politely can motivate the participants to finish the survey.
In an observational study, the sample population being studied is measured, or
surveyed, as it is.  The researcher observes the subjects and measures variables,
but does not influence the population in any way or attempt to intervene in the study.  
There is no manipulation by the researcher.  Instead, data is simply gathered and
correlations are investigated. Since observational studies do not control any variable,
the results can only allow the researcher to claim association, not causation (not
a cause-and-effect conclusion). Surveys are one form of an observational study, since
the researchers do not influence the outcomes. 
For example:
Is there a correlation between attending a review class and scores achieved on
the Examination for this school year?  In an attempt to investigate this possible
correlation, a group of students who took the Examination are surveyed. The scores
from students who took a review class are compared with the scores of those that
did not take review class.  A statistical analysis is performed on the data. This is an
observational study since the researcher did not manipulate the sample set.

An experimental study has the researcher purposely attempting to influence the

results. The goal is to determine what effect a particular treatment has on the outcome.
Researchers take measurements or surveys of the sample population.  The researchers
then manipulate the sample population in some manner.  After the manipulation, the
researchers re-measure, or re-survey, using the same procedures to determine if the
16
manipulation possibly changed the measurements. Since variables are controlled in a
designed experiment, the results allow the researcher to claim causation (a cause-and-
effect conclusion).
Here is an example:

Does the color of a basketball influence the number of times a shooter

sinks a basket? A random group of students is chosen and asked to shoot a
series of baskets using a regulation normal-colored basketball.  The data is
recorded. The same group is then given a blue colored basketball and the same
number of shots is repeated. The data is again recorded. A statistical analysis is
performed. This is a designed experimental study since the researcher
manipulated the conditions of the study by changing the color of the ball.
https://mathbitsnotebook.com/Algebra2/Statistics/STSurveys.html

You will learn more of this in your research subject where you apply the
observational and experimental study.

WHAT'S MORE

ACTIVITY 2. LET’S REVIEW

Before deciding to conduct the survey, list down the methods discussed above
and reasons why you will use and why you will not use each. State it in your own words
and add more if necessary. Write your answers in in a long bond paper.
METHODS WHY YOU WILL USE THIS WHY YOU WILL NOT USE THIS
METHOD METHOD

ACTIVITY 3. COMPARE AND CONTRAST

Fill in this diagram with key details about Observational and Experimental Study.
Write your answers in a long bond paper.

17
 WHAT I CAN DO

ACTIVITY 4. Conduct the Survey

For practice, use the questionnaire you made in lesson 1 to conduct the survey.
You can choose any of the methods discussed. Choose the one that is applicable to
you and safe for you at the same time. Take pictures for documentation purposes.
Remember to apply the tips given in the discussion.

Conduct the survey among 10 respondents within your community. Ask

permission first to me (your subject teacher) by writing a letter address to me. Make
also a letter addressed to your respondents expressing your purpose and asking
permission from them to allow you to conduct your survey with them. Paste the in a
long bond paper and submit the letter in conducting your survey. Observe health
protocol in conducting the survey.

18
 LESSON 4

GATHERING INFORMATION AND

SUMMARIZING FINDINGS

WHAT'S NEW

ACTIVITY 1. YOUR DRAFT

When you conducted the survey, you have gathered a lot of information already.
What did you do to the answers of the respondents to the surveys? How did you
summarize the information? Write your answers in a one whole sheet of paper.

WHAT IS IT

It is time to gather the information and summarize your findings. What you have
gathered are now considered as data. Data collection is very important in any type of
research study. (Burchfield,1996), (Tim ,1997), (Matt, 2001).
Data is referred to as a collection of facts, such as values or measurements,
observation or even just descriptions of things. Data can be classified into Primary and
Secondary Data.
Primary data are those that you have collected yourself or the data collected at
source or the data originally collected by individuals, focus groups, and a panel of
respondents specifically set up by the researcher whose opinions may be sought on
specific issues from time to time (Matt, 2001), (Afonja, 2001).
Secondary data research project involves the gathering and/or use of existing
data for which they were originally collected, for example, computerized database,
company records or archives, government publications, industry analysis offered by

19
the media, information system and computerized or mathematical models of
environmental processes and so on (Tim ,1997), (Matt, 2001)
There are two kinds of data, although not all evaluations will necessarily include both.
1. Quantitative data are mainly numbers. It refers to the information that is
collected as, or can be translated into, numbers, which can then be displayed
and analyzed mathematically. Quantitative data are Structured and
Unstructured in nature. Structured data can be produced by closed questions,
unstructured data can be produced by open questions. (Checkland et al
1998), (Matt, 2001), (Burchfield, 1996), (Anyanwu, 2002)

2. Qualitative data is data that is mainly words, sounds or Images. Unlike

numbers or “hard data”, qualitative information tends to be “soft,” meaning it
can’t always be reduced to something definite. That is in some ways a
weakness, but it‟s also a strength. A number may tell (Matt, 2001), ( Afonja,
2001), (Burchfield, 1996)
There are many ways of summarizing your findings based from the data you
have collected. It depends on the type of data you collected. The most common is the
tally and frequency table.
Tally marks are often used to make a frequency distribution table. For example,
let’s say you survey a number of families and find out how many gadgets they own.
The results are 3, 0, 1, 4, 4, 1, 2, 0, 2, 2, 0, 2, 0, 1, 3, 1, 2, 1, 1, 3. The frequency
distribution table will make the data easier to understand.
Number of Gadgets Tally Frequency
0 IIII 4
1 IIII-I 6
2 IIII 5
3 III 3
4 II 2

You can also present your data using tables and charts. Pictograph is a way of
showing data using images. Each picture represents a certain frequency.

Month Computers Sold

January

February

March

April

Legend: - 10 computers - 5 computers

Bar graph is a graphical display of data using bars of different heights.

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 Number of Computers Sold

APRIL

MARCH

FEBRUARY

JANUARY

0 5 10 15 20 25 30 35 40

Pie graph is a special chart that uses "pie slices" to show relative sizes of data.

Computers Sold

January February March April

There are more ways of summarizing findings. After summarizing your findings,
ask yourself, “What did you learn from the data gathered? What do they mean?”
Analyze and make a generalization about it. Draft a paragraph or two each finding in
your study.  State the finding. Tell the reader how the finding is important or relevant to
your aim and focus.

WHAT'S MORE
21
 ACTIVITY 2. PRESENT IT

Below are sets of data. Present it in the most appropriate way. Explain why you
used that kind of presentation. Do this on a long bond paper.

A. Number of Cellphones available in every household in Cuartero

1 2 1 3 4 2 2 3 3 4 5

5 5 3 4 2 3 4 5 1 3 4

B. Most Frequently Visited Sites by Teenagers

Facebook – 50 students Youtube – 35 students

Netflix – 20 students Yahoo – 30 students

Google – 40 students Lazada – 10 students

ACTIVITY 3. GENERALIZE

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 Based on the data above, create two (2) generalizations. Draft one paragraph
for a discussion of your findings in each set of data. Tell what you have seen and
learned from the data. Analyze and give objective conclusions. Write your answers in
a long bond paper.
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
__________________________________

ACTIVITY 4. SUMMARIZE
Gather the collected information after conducting the survey. Summarize your
findings in an organized way. Then, add a paragraph of discussion after your findings.
Write your answers in a long bond paper.

23
 LESSON 5

WRITING VARIOUS REPORTS

WHAT'S NEW

ACTIVITY 1. YOUR THOUGHTS

Write your ideas about reports. Write a word or idea about it that starts with each
letter given below. Write your answers in a ½ sheet of paper.

R __________________________________

E __________________________________

P __________________________________

O __________________________________

R __________________________________

T __________________________________

WHAT IS IT

You have done a lot in the previous lesson because you had to
summarize the findings based from the data you have collected. The next step is to
write a report about your findings. You have to change the ideas you have gathered
into a written text that will be understood by the readers, and do justice to your findings.

There are many different types of reports, including business, scientific and
research reports, but the basic steps for writing them are the same. These are:
1. Decide on the 'Terms of reference'
To decide on the terms of reference for your report, read your instructions
and any other information you've been given about the report, and think about
the purpose of the report:
 What is it about? 
 What exactly is needed?
 Why is it needed? 
 When do I need to do it? 
 Who is it for, or who is it aimed at?

24
2. Decide on the procedure
This means planning your investigation or research, and how you'll write
the report. Ask yourself:
 What information do I need?
 Do I need to do any background reading?
 What articles or documents do I need?
 Do I need to contact the library for assistance?
 Do I need to interview or observe people?
 Do I have to record data?
 How will I go about this?

3. Find the information

Make sure the information you find is relevant and appropriate. Check the
assessment requirements and guidelines and the marking schedule to make sure
you're on the right track. If you're not sure how the marks will be assigned,
contact your teacher.
What you will find out will form the basis, or main body, of your report – the
findings. You have already done this in the previous lessons.

4. Decide on the structure

Reports generally have a similar structure, but some details may differ.
How they differ usually depends on:
 The type of report – if it is a research report, laboratory report, business
report, investigative report, etc.
 How formal the report has to be.
 The length of the report.
Depending on the type of report, the structure can include:
 A title page
 Executive summary
 Contents
 An introduction
 Terms of reference
 Procedure
 Findings
 Conclusions
 Recommendations
 References/Bibliography
 Appendices
 The sections, of a report usually have headings and subheadings, which
are usually numbered

5. Draft the first part of your report

Once you have your structure, write down the headings and start to fill
these in with the information you have gathered so far. By now you should be
able to draft the terms of reference, procedures and findings, and start to work
out what will go in the report’s appendix.

25
 As you are writing your draft decide what information will go in the
appendix. These are used for information that:
 is too long to include in the body of the report, or
 supplements or complements the information in the report. For example,
brochures, spreadsheets or large tables.

6. Analyze your findings and draw conclusions

The conclusion is where you analyze your findings and interpret what you
have found. To do this, read through your findings and ask yourself:
 What have I found?
 What's significant or important about my findings?
 What do my findings suggest?
For example, your conclusion may describe how the information you
collected explains why the situation occurred, what this means for the
organization, and what will happen if the situation continues (or doesn't continue).
Don’t include any new information in the conclusion.

7. Make recommendations
Recommendations are what you think the solution to the problem is and/or
what you think should happen next. To help you decide what to recommend:
 Reread your findings and conclusions.
 Think about what you want the person who asked for the report should to
do or not do; what actions should they carry out?
 Check that your recommendations are practical and are based logically on
your conclusions.
 Ensure you include enough detail for the reader to know what needs to be
done and who should do it.
Your recommendations should be written as a numbered list, and ordered
from most to least important.

8. Draft the executive summary and table of contents

Some reports require an executive summary and/or list of contents. Even
though these two sections come near the beginning of the report you won't be
able to do them until you have finished it, and have your structure and
recommendations finalized.
An executive summary is usually about 100 words long. It tells the readers
what the report is about, and summarize the recommendations.

9. Compile a reference list

This is a list of all the sources you've referred to in the report and uses APA
referencing.
10. Revise your draft report
It is always important to revise your work. Things you need to check
include:
 If you have done what you were asked to do. Check the assignment question,
the instructions/guidelines and the marking schedule to make sure.
 That the required sections are included, and are in the correct order. 
 That your information is accurate, with no gaps.

26
  If your argument is logical. Does the information you present support your
conclusions and recommendations?
 That all terms, symbols and abbreviations used have been explained.
 That any diagrams, tables, graphs and illustrations are numbered and
labelled.
 That the formatting is correct, including your numbering and headings are
consistent throughout the report.
 That the report reads well, and your writing is as clear and effective as
possible.
You might need to prepare several drafts before you are satisfied. If
possible, get someone else to check your report.
From: https://www.openpolytechnic.ac.nz/current-students/study-tips-and-techniques/assignments/how-to-write-a-report/

Let us take a look at this sample report:

This is a report made by a maintenance personnel for the head of the

department. This is an example of a very simple and basic report which you would
also make someday when you work. Check whether these have the essential parts.
To: Mr. June A. Cartie Receiver
From: Ms. Maria M. Sabuer Sender
Date: 27 July 2020 Date
Report on Safety Hazards in the School Subject Heading
1. Purpose Reference to the
You asked me to prepare a report on actual and original instructions
potential hazards in the school. I was asked to present
my findings by July 27.
2. Procedure What was done to
2.1 I inspected the school campus at three different investigate the topic
times of the day.
2.2. I interviewed the teachers and students in the
campus.
2.3. I examined previous reports on the topic
3. Findings What information
3.1 Electrical hazards was discovered
3.1.1 The power plugs in the office do not have
protective cover.
3.1.2. Some fluorescent bulbs are no longer
functioning.
3.2. Other Hazards
The tiles in the corridor have small cracks. It has
already caused some passers-by to slip. (See accident
report form filed January 12, 2019)
4. Conclusion What the information
4.1. Electrical hazards are easily resolved. suggests.
4.2. The tiles are the only hazards in the corridor.

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 5. Recommendations Clear and precise list
5.1. Solve the electrical hazards. Replace what must of suggestions
be changed.
5.2. Canvass for the replacement of the broken tiles.
References List of References
Actub, A. (2001). Electrical Safety Hazards at J&M
Holdings 2001 Safety Reports, 75-80.

WHAT'S MORE
ACTIVITY 2. RECALL

Copy the following in a one whole sheet of paper. Check the numbers if the
statements about writing reports are TRUE. If not, leave that number unmarked.

1. There are many types of reports but the basic steps in writing them are the
same.
2. Reports have the same structure so their details may not differ.
3. The findings form the basis of your report.
4. Appendices are used for information that may be too long to be included in
your report.
5. The recommendation part is where you analyze your findings.
6. Conclusions are what you think are solutions to the problem.
7. The executive summary tells what the report is about.
8. You need only one draft before you finalize your report.
9. The reference list is no longer needed.
10. You can include any new information in your conclusion.

ACTIVITY 3. ARRANGE THE PARTS

How should the parts be arranged? Rewrite the parts in proper sequence. Write
your answer on the same answer sheet on activity 2.
 Title page
 Terms of reference
 Contents
 Appendices
 An introduction
 Executive summary
 Findings
 Procedure
 Conclusions
 Recommendations
 References/Bibliography

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29
 ACTIVITY 4. REPORT IT

Take a look at these data on the Covid-19 Cases. Make a report about this. Use
a long bond paper for this activity.

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 WHAT I CAN DO

ACTIVITY 5. REPORT

It is time to write your report. After doing all the things that you have completed
from lesson 1 until lesson 3, you are now ready for the last step and that is to make a
written report of the findings you have made. Use the given format discussed in
making your report. Remember to be objective and use your data as the basis of your
report. You may use any format you wish if the structure is complete, and the
information presented correct. Be creative too! Use a long bond paper for your
answers. There is a rubric given to serve as your guide in making the report. Good
Luck and enjoy! This is a very important skill to prepare you for your research subjects
and even for your future profession.

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RUBRIC:

Category 4 3 2 1
Organization Ideas are Ideas are Ideas are Ideas are not
presented in an presented in an presented in presented in
organized way. organized way. an organized an organized
The parts are The parts are in way. But way. The
in correct correct order. some of the parts are also
order. There is parts are not not in correct
smooth flow. in correct order.
order.

Format The report The report The report The report

followed the followed the did not follow did not follow
specified specified all the the specified
format with a format. specified format.
little touch of format.
creativity.

Content The needed The needed The needed The needed

topics are topics are topics are topics are
completely completely stated in the stated in the
stated in the stated in the report but report but
report. The report. some are there are
topics are missing. several
enhanced. elements
lacking.

Mechanics There are no There are no There are a There are

errors in errors in few errors in several errors
grammar, grammar, grammar, in grammar,
spelling, spelling, spelling, spelling,
punctuation punctuation and punctuation punctuation
and capitalization. and and
capitalization. capitalization. capitalization
Drafts are
presented.

Aesthetics Text, tables, Text, tables, Some Unacceptable

figures are so figures readable portions are appearance
clear and and sloppy and e.g., tables
understandable understandable; difficulty to and figures
as to enhance style is read; style cannot be
report impact; acceptable. needs read or
style enhances improvement. understood,
readability. fonts difficult
to read; style
unclear.

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 ASSESSMENT

Direction: Choose the letter of the best answer. Write your answers in your notebook.
Write the letter only on a ¼ sheet of paper.

1. Which of the following is NOT part of a report?

A. title
B. content
C. appendices
D. survey
2. Which tells the reader what the report is about?
A. conclusion
B. executive summary
C. recommendations
D. references/ bibliography
3. Which tells what you think are the solutions to the problem?
A. conclusion
B. executive summary
C. recommendations
D. references/ bibliography
4. Which part shows your analysis of the findings?
A. conclusion
B. executive summary
C. recommendations
D. references/ bibliography
5. Which data are mainly represented by numbers?
A. primary
B. secondary
C. quantitative
D. qualitative

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6. Which data are mainly represented by words, sounds or images?
A. primary
B. secondary
C. quantitative
D. qualitative

7. What is referred to as a collection of facts, observations, or just descriptions of

things?
A. data
B. questions
C. references
D. appendices
8. What do you call the data that you have collected yourself?
A. primary
B. secondary
C. quantitative
D. qualitative

9. Which of the following is a graphical display of data using bars of different heights?
A. pie graph
B. bar graph
C. pictograph
D. line graph
10. Which of the following is a way of showing data using images?
A. pie graph
B. bar graph
C. pictograph
D. line graph

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