Report Writing Practice

Survey Reports

Introduction to specific skills in report writing

Layout

Report Writing Skills are all about producing so called executive summaries or short
reports. They summarise information that has to be communicated to superiors; usually
written by their assistants.

However, many students, including those with a good command of English, find it difficult.
Report writing is largely a test of the students' ability to read the material given, select
what is relevant and re-state
(= paraphrase) this in an appropriate format.

Remember: the information must be summarised in a clear, logical sequence of ideas

with appropriate headings and subheadings.

Use evident signposts given in the scenario:

• always start with a good knowledge of the person WHO commissions the report;
WHAT he/she wants to know, WHY he/she wants to know it

• once you are sure you understand well WHAT and WHY you are supposed to write,
read the data again underlining relevant information (just facts & figures & names)
and taking notes of
important issues

• now we have come to HOW stage (= how to present the relevant info); the most
sensitive and softest spot in your writing. It is time you thought how to build the
main body of the report presenting the information you have.
1. A good starting point is to draw a plan what issue should go first, than what issue
should follow.
2. Give each issue a title and make out of them titles (=subheadings) of your
paragraphs.

• Subheadings/ paragraphs titles are the ways you summarise the underlined earlier
in the scenario facts & figures & names. Choose the subheadinds wisely: one
should lead to another letting the WHO understand better and better with each
subheading depicting different aspects of the WHAT and WHY. The chronology of
your subheadings does not have to reflect the order of the events in the scenario, it
is based primarily on your way of interpretating facts & figures & names so as they
answer WHAT and WHY.

• Remember : the reader of your report does not know your data you base the report
on, knows only why he/she wants the report a given issue (do not make it too
difficult to understand) so be ABC (accurate, brief and clear), still you have to
present only the relevant pieces of the information clearly and logically leading to
Recommendations which in view of the presented data seem natural.

• Keep one paragraph to a single issue. The minimum number of paragraphs is 3 – 5.

1 Survey Report Writing Teacher: mgr Bożena Bielak
 • Remember while creating Findings of your report to understand correctly the issue
of freedom of your creativity:
1. create subheadings on the basis of the information given
2. never invent any information on your own
3. chronology and quality of your subheadings decide of the clarity of your
interpretation of WHAT and WHY
• never start writing before you are sure the answers to WHO WHAT WHY HOW

What is equally important is the quality and range of the English students produce. For if
the English is of poor quality then, however good the organisation and ideas of the report
might be, there would be no satisfactory communication with the reader (WHO) of the
report and, therefore, the task would not be carried out satisfactorily.

Many different subjects can be presented in an executive report and some of the most
common types are:
a) assessment reports which present and evaluate the positive and negative features
of a company, an employee, a plan, etc: they also include your recommendation
b) informative reports which present information giving a picture of a particular
activity of a company, progress made on a project, etc.
c) survey reports which present and analyse information gathered from surveys/
questionnaires, including conclusions drawn from this information and/or
recommendations
d) proposal reports which present plans, decisions or suggestions concerning
possible future courses of action for approval by one's superior at work, a bank
manager, member of a committee, etc

Their task is to provide the gist of the meaningful information. Therefore, they should have
a clear and easy to follow layout so that the reader can find the relevant information fast,
or even without reading the entire document.

GENERAL LAYOUT

The most common layout for general reports includes the following 4 parts:

(Heading)

TO: Name + Surname, Position (e.g. Production Manager)

FROM: Name + Surname, Position (e.g. Personal Assistant)
DATE: Any suitable date
SUBJECT: Gives the General Idea of What the Report Is about/
GIVES THE GENERAL IDEA OF WHAT THE REPORT IS ABOUT
INTRODUCTION
Performs three functions.
Clearly states the 1. purpose and 2. content of the report by answering the questions:
what has been requested, who has asked for the report and by when the report is to be
handed in, how data has been collected and from where.

Also it 3. outlines the general structure of the findings ( Findings fall into ...* main areas:
1. ...
2. ...
2 Survey Report Writing Teacher: mgr Bożena Bielak
 3. …*
*The exact number and division of paragraphs will depend on the specific instructions for each report task)

FINDINGS

Paragraphs 2-3-4*
*The exact number and division of paragraphs will depend on the specific instructions for each report task

includes the main body of the report in which the relevant information (without any
comment on it) is presented in detail in separated paragraphs introduced by suitable
subtitle.

RECOMMENDATIONS
State what should be done.There are usually three of them, clearly enumerated. The
preferred one is justified.

Expressions used in particular parts

INTRODUCTION

The purpose/aim/intention of this report is to examine/assess/evaluate the results of a

survey in which ... people/residents/ viewers were asked about /whether/ what ...

This report outlines the results of the survey conducted/carried out to

determine/discover the
reaction/popularity/attitudes/opinion of ...

As requested, this survey report containes information compiled from ...

The data included in this report was gathered/obtained by means of a

questionnaire/a
telephone survey/door-to-door interviews ...

The information below summarises statistics compiled by …

This report summarizes the main issues of ... . It discusses ... . It recommends ... . The
report emphasizes ... .

It has been found out/ observed...

As the figures show ...
The main fact/s ...
Moreover, in this particular case ...
In addition to this, the survey included ...
Consequently, additional data was obtained which showed that …
This has been mainly due to …

Findings fall into ...* main areas:

1. ...
2. ...
3. …*

3 Survey Report Writing Teacher: mgr Bożena Bielak

FINDINGS
…… (Title)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………

……(Title)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………

…...(Title)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………

• To express facts and proportions

Of the 478 people/students/workers who were questioned/interviewed/asked ...
Ten/fifty-six, etc., per cent of people/consumers were of the opinion ...
The majority/minority of viewers felt/believed that ...
A significant percentage of those who responded expressed (dis)approval
of ...
A large/small proportion of people surveyed replied/reported that ...
Over one third/half of those interviewed chose/preferred

• To express generalizations
On the whole/Mainly/In general terms/Generally speaking ...
Most consumers prefer ... which is shown/demonstrated
It is generally felt that ... as proved/illustrated by the fact that ...

RECOMMENDATIONS
I/ We recommend/ suggest that ...
My/ Our recommendation is that ... should be ...
...should be introduced ...
... will be necessary ...
It would be best to introduce it for a trial period in the summer months ...
Furthermore, we would advise that this would provide an opportunity to ...

Action necessary:
1. ...
2. ...
3. ...
Emphasis needs to be placed on …

4 Survey Report Writing Teacher: mgr Bożena Bielak

 Fast Track Revision of Writing Numbers

• Numbers can be written as symbols (10) or words (ten). In formal writing use
symbols for large amounts and words for everything else (ordinals like second , two
numbers together, estimates, etc.)
• Note the following ways to say numbers:

Currencies
$6.50 six dollars fifty £6.15 six pounds fifteen

Decimals
Note that a decimal point is written as a 'dot', not a comma like in Polish.
6.5 six point five 0.25 nought/zero point
two five (NOT point twenty five)
Large numbers
A comma is used to separate thousands from hundreds. Notice the use of 'and' in
British
English
6,200 six thousand two hundred (in BrE and AmE)
6,280 six thousand two hundred and eighty (in BrE, but AmE has no 'and'
here)
2m two million (NOT millions)
2.5m two point five/two and a half million

Note the following prepositions

Sales increased from $5.4m to $5.8m. (start and finish figures)

Sales increased by $0.4m. (difference between
start and finish figures)

There was an increase in sales of $0.4m. (after a noun or noun

phrase)

There was a 3% increase in sales. (before a thing that is

changing)

The share of U.S. capital spending devoted to information technology has more than
tripled since 1960, from 10% to 35%. Fields such as biotechnology are booming.
(Business Week website)

Estimates

Exercise 1
Write the phrases from the list below on the appropriate lines 1 – 6.

considerably more than 50% around 50% a little over 50% exactly 50%

almost 50% a little under 50% much less than 50% about 50%

precisely 50% slightly more than 50%

40% 1 ...............................................
5 Survey Report Writing Teacher: mgr Bożena Bielak
48% 2a ............................................. / 2b .............................................
48–52% 3a ............................................. / 3b .............................................
50% 4a ............................................. / 4b .............................................
52% 5a ............................................. / 5b .............................................
60% 6 ............................................…

Exercise 2
A property developer is building a retirement complex. There is some extra space,
so they have surveyed prospective residents as to which facility they would like to
be included. Look at the results of the survey, then fill in the sentences below with
vocabulary provided.

40% swimming pool 24% bowling green

19% library 12% gym/aerobics 5% arts & crafts centre

number majority per cent percentage one in four

1. The .................................... of those questioned wanted a swimming pool built.

2. A very small ............................. of the people surveyed were interested in having an
arts and crafts centre.
3. A reasonably small .............................. of those who responded wanted a bowling
green or library.
4. Twelve ........................................... of the people who responded to the survey
wished to have a gym included in the facilities.
5. Nearly .............................. of those questioned wanted a bowling green installed.

Exercise 3
Match the rules for formal writing 1 – 6 with the examples a) – f).

1. Use symbols for dates and large a) We'll need twenty four-person teams.
amounts b) Twelve people took part in the meeting.
2. Use words for ordinals (first, second) c) $ 100 will be paid on 28 August.
3. Use words for two numbers together d) There are three main
4. Use words at the beginning of a recommendations.
sentence e) We have about two hundred
5. Use words for estimates employees.
6. Use words for numbers below ten f) This is our third annual report.

6 Survey Report Writing Teacher: mgr Bożena Bielak

Exercise 4
Read the example of a survey report.

TO: All English Business Course Students

FROM: Bożena Bielak, Financial Course Teacher
DATE: (could be a day or two before you printed the report)
SUBJECT: How to Write a Good Survey Report/ HOW TO WRITE A GOOD SURVEY
REPORT

INTRODUCTION
This report has been compiled at your request to assist the English course of business
correspondence and is meant to be submitted before we start writing survey reports.
It is based on past survey reports, students' answers and handbooks on business writing.

This short report summarizes the main issues of writing survey reports. It discusses the
importance of organizing the report into logical sections. It recommends some techniques
for writing clearly and also considers some important grammatical areas. The report
emphasizes that planning and then rewriting several times is the key to successful
report writing.

Findings fall into a number of areas:

1. Layout of a Report
2. Sections and Paragraphs
3. The Techniques of Report Writing
4. The Language of Report Writing

FINDINGS

Layout of a Report
The report you are now reading is typical of a short report: first an introduction that
presents the overview, showing why the report was written and how it has been
constructed. Then the development of the report, and finally some recommendations .

Sections and Paragraphs

Reports are often about complex issues, so the writer has to organize the material very
clearly into logical sections and sub-sections with appropriate headings. Deciding how
to do this is probably the most important step in report writing.

Within each section the material is divided into paragraphs. Short paragraphs help the
reader to see the structure of the argument and understand the information. A simple rule
is: one main idea, one paragraph.

The Techniques of Report Writing

• Focus initially on the ideas, not the language and grammar. Leave the language
until the editing and rewriting stage. (Each version you write is called a draft).
• Use short phrases. Keep sentences brief and use simple grammatical structures.
• Use an impersonal style. Focus on facts and only name individuals when it is
relevant.
• Present your points in a balanced way that shows you have considered the
arguments carefully.

7 Survey Report Writing Teacher: mgr Bożena Bielak

The Language of Report Writing

 Linking Words/ Reference Devices

Sentences and paragraphs need linking words to help the reader understand the
structure of argument. For example:
First,... Second, ... Finally, ... a sequence
Moreover, ... / In addition to this, ... adding another idea
However, .../ On the other hand, ... a contrast
...due to .../ Therefore, ... cause and effect
(etc.)

Linking words can also be used to show a personal attitude. For example, if you begin a
sentence with the word Clearly, ... what comes next will be obvious. If you begin with the
word Apparently, ... you are indicating that you are uncertain of your facts. Never use
them in the development section, restrict them to conclusions or recommendations. Thus
no opinions unless in recommendations

 Formal Language
Business reports require formal style. Three areas of grammar are useful when formal,
impersonal style is needed. They are:
• The passive
A decision is expected by the end of the year.
20,000 new jobs were created in the financial sector last year.
The final payment will be made in September.

• 'It' + passive
It is recommended that we reduce the training budget by 10%
It should be emphasized that this data is only provisional.
It was suggested that we use a different supplier.

• Compound nouns
a planning meeting; a production planning meeting
the sales conference; the summer sales conference
insurance documents; transport insurance documents

RECOMMENDATIONS
In view of the presented facts, it is highly recommendable to take an opportunity to study
very closely past survey reports. The primary importance should be put on the logically
presented data, expressions used and interpretation of facts in a recommendation
section.

Emphasis should be placed on the necessity of the following actions:

1. Writing the reports on the basis of past survey reports.
2. Rewriting them so many times until you are satisfied with the final result.
3. Finally, being able to produce a satisfying report on your first draft within 45
minutes.

8 Survey Report Writing Teacher: mgr Bożena Bielak

Exercise 5
Look at this extract from a report and underline the correct word in italics.

(...)
INTRODUCTION
(...)
The aim of this report is to explain why sales of the Demarco CX Printer failed to reach
expected targets. The product launch initially produced encouraging results in the
domestic market, whereas/ regarding the overseas market was a little slower to respond ...
(...)
RECOMMENDATIONS
There are two main recommendations for improving sales of the CX. Concerning/ In
addition to advertising, a new advertising campaign will be needed to highlight the unique
selling points. Regarding/ Consequently, the marketing budget will need to be increased by
approximately 15% ...
Exercise 6
Read the following report and fill in suitable subheadings. Which information would
you underline ?

TO: Carol Bronx, Marketing Manager

FROM: Paul Knopp, Assistant Manager
DATE: 27 November 20..
SUBJECT: Children's Toys

.......................................................................................
The aim of this report is to outline the results of a survey which was carried out to assess
the popularity of the various types of toys sold at Toy City. Five hundred children aged
between five and fourteen were questioned.

..................................................................................
Currently only twenty per cent of stock consists of computer and electronic games;
however, the survey indicated that these were by far the most popular purchases. This is
shown by the fact that over forty per cent of those questioned were buying such items.

.....................................................................................
Traditional toys aimed specifically at boys or girls make up fifty per cent of stock at the
moment, but our survey suggest a fairly significant decrease in the popularity of such toys.
This is demonstrated by the fact that only thirty per cent of those surveyed were buying
these kinds of toys.

....................................................................................
A further thirty per cent of those surveyed were purchasing miscellaneous items ranging
from board games to rubber snakes. The fact that such toys constitute approximately thirty
per cent of stock suggests that there has been little change in their popularity.

9 Survey Report Writing Teacher: mgr Bożena Bielak

.....................................................................................
To sum up, it seems that the most popular items in Toy City are computer and electronic
games. For this reason , it is suggested that we increase our stock of these games while
reducing the percentage of traditional toys aimed specifically at boys or girls.

Exercise 7

Study closely the following past survey report scenario.

Situation

You work as an analyst in the marketing department of a daily financial newspaper

'Business Journal'. Six months ago it started publishing a monthly free
magazine/supplement about internet-based business called 'Connection'. You were asked
to carry out a phone survey of one thousand regular readers of the newspaper to find out
how much they read the supplement as well as their opinion of it.

The result of the survey are given below:

Task

You have been asked by the editorial board of the magazine to write a report of the
findings of the survey (as a 6-month appraisal) and to highlight issues for them to consider
on how to improve the magazine for the current readership both for its own sake and to
increase its attractiveness to advertisers. It does not have to be a comprehensive analysis
as the full results will be available – draw what you consider to be the most important
conclusions from it. It would also be appropriate to make some of your own
recommendations from a specialist's standpoint.

READER SURVEY

A About yourself

How old are you?

Under 25 80
25-34 320
35-44 280
45-54 170
55-64 70
65+ 80

Are you male or female?

male 520
female 480

Are you resident in this country (ie the home country of the newspaper)?

yes 830
no 170
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Employment Status

employed full time 500

employed part-time 280
student 120
retired 58
unemployed 42

Into which of the following bands does your annual salary fall?

Under 25,000 72
25,001-50,000 280
50,001-100,000 480
100,001-250,000 120
250,001-500,000 30
500,001 18

B Your work life

Which of these industry groups best describes the one you work in?

Manufacturing/engineering/utilities 322
IT/telecommunications 273
Finance/Banking/Insurance/Accounting 305
Services/Media/Legal and Consultancy/Training and Education 100

How many people are employed by the company you work for?

1-49 106
50-249 580
250-999 214
1,000+ 100

Which best describes your position in the company?

Owner/Partner 22
Chair/President/CEO 9
Managing Director/General Manager 38
Finance Director 180
Other Board Director 60
Executive 126
IT Technical Specialist 365
Politician/Public Sector Worker 58
Consultant 92

C The publications

How often do you read 'Business Journal'?

4/5 times a week 720

3 times a week 220
1/2 time a week 60
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How often have you read 'Connection'?

All six issues 82

At least three or four of the six issues 179
One or two of the six issues 215
Never read it 524

If you read it, which sections do you/did you find the most useful? (Results,
therefore, out of 483 who have read it.)

Indexes of e-business 7
E-company profiles 170
E-finance news and views 244
Contributor’s columns 0
Country Profiles on E-business 62

If you read it, what made you read the copies of 'Connection' that you did. (Results,
out of 476 who have read it.)

I try to read everything related to E-business for my job 104

The cover design caught my eye 67
A subject on the cover interested me 106
I noticed the reference to it in the main newspaper, referring to a topic I was interested in
178
Someone else brought an article in it to my attention 32

Please state if you agree with the following statements about 'Connection . (Results,
out of 476 who have read it.)

It is useful for E-business analysis 120

The cover reflects the true content of the magazine 20
The design reflects the subject matter 380
The level of sophistication in approach to complex matters is too low 420
The level of sophistication in approach to complex matters is too high 30

Exercise 8
Study Model Answer.

REPORT

TO: Owen Hunt, CEO

FROM: Malgorzata Piekarska, Marketing Analyst
DATE: 1 June 20...

REPORT ON 'CONNECTION' SUPPLEMENT

INTRODUCTION
Following your request, here is my report on a monthly free supplement called
'Connection'. The report was to be submitted by 1 June20… .

12 Survey Report Writing Teacher: mgr Bożena Bielak

It is based on a phone survey conducted among one thousand of 'Business Journal'
regular readers. The respondents were asked whether the supplement is read by them
and what their opinion about 'Connection' is.

Findings fell into 3 main areas:

1. Background information about the readers
2. Frequency of reading
3. Opinion about 'Connection'

FINDINGS

Background Information about the Readers

The majority of the respondents are people aged 25-34. Second major group constitute
readers aged 35-44. When it comes to gender, over a half of the respondents are men.
The vast majority, 830, are residents of the United Kingdom. Taking into consideration the
employment status, it might be seen that the great majority are employed full or part-time
with the average salary of £50,001-£100,000.
It also appears that most of our readers are employed either
Manufacturing/Engineering/Energy/ Utilities or Finance/Banking/Insurance/Accounting
sector. An overwhelming majority work on the position of IT Technical Specialist. It might
be however surprising that only 9 of the respondents work as Chair, President or CEO.

Frequency of Reading

When it comes to the issue of how often 'Business Journal' is read, it might be stated that
the frequency is pretty satisfying as 720 out of 1,000 read it 4 or 5 times per week. Only 60
respondents read it 1 or 2 per week. However, it appears that 'Connection' is not so
popular. Over a half of the respondents admitted that they have never read it. The number
of people who read all six issues is barely 82.

Opinion about 'Connection'

It is clear that the most readable section of 'Connection' is this related to E-Finance news
and views. Contributor’s column gained zero popularity. The main reason why people
read 'Connection' was the reference to it in the main newspaper. When it comes to the
opinion about the supplement, generally many of readers stated that the level of
sophistication in approach to complex matter is too low.

RECOMMENDATIONS
According to the results I highlight the main aspects which should be considered to
improved:

1. It is advisable to put more references to 'Connection' in the main newspaper.

2. It is suggested that 'contributors’ column' is removed and more attention is paid to
E-Finance news and views as this section is the most popular.
3. It is advisable to hire some specialist who will approach complex matter with a
higher level of sophistication.

13 Survey Report Writing Teacher: mgr Bożena Bielak

Business writing: survey report - points allocation 5 x 2 p

1. layout 2 p (heading with names, job titles, properly written date, underlined title &
subtitles, capital letters in INTRODUCTION/RECOMMENDATIONS), 0.5 is
deducted for each singular mistake

2. structure 1p (visible paragraph construction with white spaces ),

1 p for paragraph content : introduction – main body – recommendations, the proper
balance and coherency of these parts

3. wide range of vocabulary typical to survey reports, 2 p

4. variety of linking words and grammar structure (perfect infinitives, gerundive

constructions, range of tenses, etc) 2 p

5. accuracy (spelling, grammar forms - appropriate tense, irregular verb forms,

punctuation etc), 2 p, 0.5 is deducted for each singular mistake

14 Survey Report Writing Teacher: mgr Bożena Bielak