+ UNIVERSITY OF BOTSWANA

COMMUNICATION AND STUDY SKILLS UNIT

COURSE: COM 142—Professional Communication and Report Writing Skills for

Science

Introduction to Report-Writing

Generally, a report is any writing that describes the condition of an event or situation.
That is, the present, past and anticipated status of a happening. A technical report,
however, relates to that which describes the activities of Engineers and Applied
Scientists. In other words, its subject matter is characterized by inputs from Engineering
and Allied Sciences. In this context ( Fletcher, 1983 ) describes a report as

A formal statement of the results of an investigation, or of any matter

of which definite information is required, made by some people or
body instructed or required to do so.

The above statement presupposes that a realistic ( authentic ) report is:

a. Asked for / requested by a supervisor and rarely volunteered.

b. Often compiled on past situations.
c. Emanates from concrete / empirical evidence
d. Compiled on significant and / or relevant events.
e. Drafted by an individual or collectively by a group of people.

Circumstances necessitating request for a report

Several situations may lead a manager to desire that a report is submitted:

a. Consequent to an event that took place, an individual connected to it may be

requested to give an objective description of how the event transpired ( e.g, as
eye witness ). An accident report is an appropriate document used to provide an
account of how an accident had occurred.

b. When one is embarked on a piece of work ( project ) and a report is given to

explain how work is getting on ( i.e, progress / site report ).

c. One was appointed / commissioned to look into a particular issue and present
their findings and make recommendations—i.e, investigatory or
recommendatory report. Such reports have the value to assist management take a
decision or perform a specific function effectively.
Kinds of report

The preceding sub-topic, presupposes that reports are classified in accordance with
numerous factors, including:

a. Their nature—such as, formal / informal reports

b. Frequence—including, regular / irregular ( or even interim reports ).For
example, fortnightly, annual, quarterly, monthly. semi annual, etc.
c. Function—such as informational ( progress, accident ), persuasive ( accident,
machinery performance ), recommendatory ( accident, laboratory ), record
( minutes of meting, accident ), provide evidence ( accident, test report ).
d. Type—including laboratory report, accident report, progress report, trip report ,
etc.
e. Content—long / short
f. Format—For example, letter / memo report

Reports therefore, are written with a general purpose to inform, to recommend, to record,
and to persuade.

Examples of report

a. Narrative Reports ( The Accident Report )

In a nutshell, narration is a form of continuous writing. It is the presentation of a

series of events in their chronological order. In other words, events are stated in
their sequential order from the beginning to the concluding one without
interruptions. It is a form of story telling. Like a good description, an effective
narrative is heavily dependent on details.

The accident Report

Within work environments, any accident resulting in injury to personnel or

damage to property ought to be notified to management. Such reports often play
several useful management functions, such as:

1. Safeguard organizations against litigation

An individual may have been injured and files a court action against the
organization desiring compensation, for example. Evidence from
such a report would assists authorities determine the causes of safety
lapses and consequently make a decision on whether or not to award
compensation.
 2. Record for future reference

Documents of this nature have a value as material to be referred to, for

example, to guard against recurrence of certain situations. To that end, they
are a yardstick against which to benchmark effective implementation of
specific policies and procedures.

Reports, therefore, are an essential instrument for ensuring the orderly

conduct of affairs in industry, government and education. Owing to the
significant role being played by reports in aiding achievement of
organizational goals, utmost attention ought to be devoted to their drafting.

Format / Layout of an accident Report

Depending on whether a report is intended for internal or external use, it can be designed
in the form of one of the following documents.

 Memorandum
 Letter
 Open narrative

Regardless of the professional document along which it is modeled, an effective accident

report can be divided into three main parts—Preliminaries, body and conclusion.

1. Preliminaries / Introductory Information

Is made up of the items below:

a. Identification of target reader

The writer should specify the officer who had authorized / requested the
. report and, is expected to act on it. For an open narrative the reader is
formally identified by heading the report as ‘ For the attention
of…’. The officer’s rank and division should accompany this
identification code. For example, ‘ For the attention of Chief Technician,
Mechanical Engineering Department, Faculty of engineering and
Technology.’.

b. Formal heading / Title

The topic should be accurately and concisely phrased in order to reflect

the content of the report. For example, ‘ Report on an accident that took
place in the Instrumentation Laboratory’.
2. Body / content of the report

This part can further be subdivided into two sections, namely, introduction and
“ content proper “.

 Introduction

Writer should refer to his/ her circumstances of compiling the document

( i.e, terms of reference ). In other words, the report writer ought to state
the set of instructions that were given to him by the appointing authority.
An overview of the main methods or techniques used to collate data as
well as, compile the report is supplied here. Any major constraints
encountered in relation to work connected to this activity are also
highlighted here.

 Content proper

This slot provides a detailed description ( facts ) about the subject.

Providing full account of the incident is essential in order to generate
appreciation of the basis on which the writer’s conclusions were arrived
at. Some major requirements for an effective description of how an
accident occurred include:

a) Language / tone—Reports should be compiled in a detached and

impersonal tone. Being objective is an important factor
preventing the writer from the pitfall of directing the reader’s
action. Further, being removed from the action one is describing (
impartiality / neutrality ) injects credibility on the document ( as
well as the writer themself ) since it affords the reader
opportunity to evaluate facts and take independent and yet
informed decisions.

b) Terminologies—Words chosen are a crucial tool for revealing an

author’s attitude towards the subject, audience and content of a
writing. Overall, word preference is exercised taking into
consideration their preciseness and economy in conveying
meaning. Words that characteristically suit this enterprise are
those that are concise, simply and are considered to be in
common / general use. Words with judgemental connotation
should, generally, be avoided as the same are likely to prejudice if
not outrightly incriminate some parties to the communication.
Further, Jargon (highly specialized technical words and phrases )
should be sparingly used. Alternatively, if using the same is felt
 to be inevitable, an accompanying explanation ought to be
provided.

This section is normally split into three headings:

How the accident happened

An impartial / objective account of events as were witnessed occurring is

given. The description should include date, time, and place at which the
accident took place, nature and extent of any injury or damage incurred.
The particulars of the victim and the task they were engaged into at the
time of the accident need to be mentioned, including, any other people
who were at the scene of the accident.

What action was taken?

The section supplies precise and detailed description of the measures

taken by the writer or any other witness to assist the victim ( s ) of the
accident. Possible sets of action include informing relevant authorities
about the accident, treatment of injury, evacuations of victims / property,
etc.

Precautions to be taken to guard against such accidents taking place again

This sub-heading supplies a set of possible measures that are felt will go a
long way in assisting an establishment remedy the situation under review.
The suggestions being offered should, as much as possible, correspond to
one’s description of the causes of the accident.

Recommendations are, customarily, restricted to a prevailing episode.

However, sometimes it is permissible to cast the net wider and refer to
previous ( but related ) scenarios to create a broader context for
understanding the issues at hand.

3. Conclusion

Finally , the report is signed and dated. These are essential elements for associating
oneself with the contents and sentiments of the document.

Example of an Accident Report

Some major stylistic factors to be considered in order to prepare an effective report are:
 a) Tone – the report is written in an impersonal tone, employing the present passive
voice. This guarantees the author the advantage of reporting from a detached
position. Detachment enables them to be totally removed from actions they
Are reporting on. Further, neutrality enables the author to report in an unbiased
manner. As a result, the reader is given an opportunity to evaluate information
and take a decision without the author’s undue influence. All in all, reporting
from a neutral premise bestows on the author and the writing in general an
element of credibility and / or dignity.

b) Choice of terminologies – The words chosen are a powerful vehicle for

communicating an author’s attitude towards a subject, audience and content.
Generally, the chosen words should be capable of conveying meaning in precise
and economic fashion. For them to realize this, they should ideally contain the
following features: conciseness, simplicity, as well as being those in general use.
Words with judgemental connotation should, as much as possible, be avoided as
they are likely to prejudice, if not incriminate some parties to the communication.
Further, specialized technical terminologies should be used sparingly or with an
accompanying explanation.

Example of an Accident Report

UNIVERSITY OF BOTSWANA

COMMUNICATION AND STUDY SKILLS UNIT

COURSE: COM 132 & COM 142

EXAMPLE OF A NARRATIVE REPORT—THE ACCIDENT REPORT

Imagine you are an Assistant Technician at the Gaborone Power Station. There has been
an accident in which one of the employees, Mr Tom Thabo was injured whilst carrying
out an official assignment. As one of the eye witnesses, you have been requested by the
Chief Engineer to submit a report on the incident.

GABORONE POWER STATINON

MEMORANDUM
TO: T.T. Oitsile,
Chief Engineer, Gaborone Power Station

FROM: T.N. Mothala

Assistant Technician, Electrical Engineering Department

DATE: 08 June 2020

SUBJECT: Report on an accident which took place in the New Mess Room
Through your memorandum dated 05 June 2020, you asked me to prepare a report on the
accident that took place on 30 March 2020, at our newly-commissioned Mess Room.
Due to a co-incidence with the outbreak of the COVID-19 disease and subsequent
closure of the organization for a long period, it would seem some-what difficult to
recollect the details of the incident accurately. Notwithstanding this challenge, find
below, a description of the accident as has been requested.
a. How the accident happened

On Monday 30th March 2020, at 10.30 am, Mr Tom Thabo who is one of the Technicians
in the department of Electrical Engineering was involved in an accident. Mr Thabo was
assigned to install socket outlets in the newly built Mess Room in the Operatives
Department.

Mr Thabo was to connect a three-core armoured cable to the terminal block inside the
junction box which was mounted on the wall outside the Mess Room. The socket outlets
would then be supplied from the terminal block. As the insulation was being cut through
a cable-stripping knife, the knife slipped and cut through Mr Thabo’s palm very severely.

b. What action was taken?

The man who assisted Mr Thabo on the job alerted the Foreman. The First Aid
Department was informed immediately. It was realized that Mr Thabo had lost a lot of
blood when the First Aiders arrived at the scene of the accident. A considerable amount
of shock was also observed. Transport was immediately arranged to take him to
hospital, where medical treatment was effected.

c. What precautions should be taken to prevent such accidents in the future?

It is recommended that staff should be advised to exercise excessive care when using
tools. It is also felt that there is a general lurk of safety in the organization. If introduced,
safety film shows could help improve the situation. It further recommended that the
means of communication be improved. Introduction of intercom system of
telecommunication could enable staff to report important matters such as accidents and
fires within a much shorter period of time.

The First Aid Department is understaffed, considering the number of people employed
by the department. Training of staff in this regard could improve the availability of First
Aiders when accidents occur.
I hope that this description will satisfy your expectation.

Thank you

T.N. Mothala (Mr)

Assistant Technician, Electrical Engineering Depatment