Chapter V
Report writing
Reports are a very important method of transmitting information. They are very common, not only in
business, but in almost all areas of public and private endeavor. All kinds of organizations use
them, including business, civic groups, educational institutions, the military, and government
agencies. No modern organization of any significant size could function without using reports.
Written reports may be submitted at regular intervals or for special purposes. Reports may also be
written by an individual or by a group of people, either as a routine matter or as a special project.
For classroom purpose, a report may be defined as an orderly and objective communication of
information serving some purpose of an organization. A report may be prepared in order to:
 Provide information.
 Analyze facts.
 Give recommendations.
Requirements of Effective report writing
Report writers should keep the following points in mind
1. Reports should logically set forward a series of facts obtained through study or
investigation, in order to help decisions be made or to solve a problem.
2. Findings should be classified under headings and sub-headings, using a consistent
system.
3. Reports should be objective. It is important that the writer keep his or her own opinions and
preferences out of the report, unless specifically requested to provide them.
4. Reports should be complete and accurate. A reader who know nothing of the report should
be able to read and understand it.
5. Transition between facts should be smooth and help build coherence.
6. Report should be clear. Clarity can be achieved through:
 Specific word choice.
 Correct and appropriate sentence structure
 Well-organized paragraphs.
 Coherent phrasing and organization
Memo report
A meme report is a cross between a memo and a formal report. This type of report uses a memo
style opening with the body arranged like a memo report. The information in the body of the report
is usually organized under subheadings.
1. Introduction
This is the first paragraph and briefly explains the background of the report. The information
in this section also includes the reason for writing, for example, in response to a request,
and the topic.
The information should clearly mention the topic of the report as well as give some key
information about topic. This information should be brief and not duplicate information that
will come later in the body of the report.
2. Findings and Analysis
The second part of the report explains the results of investigation or study into the situation
or problem that is the subject of the report. This section may have the number of possible
headings, but for the sake of consistency in the English IV course, this part will be called
Finding and Analysis. There are many ways to analyse information. For the purposes of the
English IV course; however, we will concentrate on three:
 Causes and Effects
 Advantages and Disadvantages
 Comparison and Contrast
Analysis is the process of breaking down a problem, situation, or information into its
component parts and then identifying ways in which these parts are related. Choose an
appropriate type of analysis to explain the results of your study based on the information
you have.
3. Recommendations
The third part of the report is based on the analysis. In this section, you must suggest ways
to solve the problem under consideration or to deal with the situation, that is, the subject of
the report. Recommendations are usually written in order to help the reader make a
decision.
The recommendations must tell the reader what to do and how to do it. Mention who should
be responsible for the action, when relevant.
4. Conclusions
The last part of the report explains the expected results of the recommendations. The
reader needs to be told in detail the expected outcomes if the recommendations are
implemented. Try to connect the conclusions to your recommendations and analysis. It is
important that the outcomes sound reasonable and attainable to the readers. Do not write
conclusions of the type: All the problems will be solved if the suggested measures are
taken.
Exercise 1
To : Mr. Woravat A. , the Education Minister.
From : Ms. Chonticha C. , the consultant.
Date : 8 April 2015
Subject : Distribution the tablet computers to the students of Prathom one.
I Introduction
With your authorization, we prepared a report about the distribution of tablets
computers to the students in Prathom one. Ms. Yinglak created this policy for improving the
knowledge of Information and Communication Technologies ‘s students. Moreover, shke
believes that the tablet computers will give a lot of benefits to the students. The follings and
analyses are based on interviews with Mr. Sirichai and Mr. Woravat.
II Findings and Analyses.
There are some benefits from this policy which are : the companies decrease the
cutting of trees for paper textbooks. The second, an e-book program on tablet computers is
easier to update. The third, this policy will increase the knowledge of ICT to the students.
The last, this policy help stop the students to go to the internet cafes.
On the other hand, there are some disadvantages from this policy. The first, the
people who have less come, don’t have internet so the tablet computer cannot be used. The
second, this policy will increase electricity needs. The third, the children may download
games, watch criminal clips or watch the sexual clips this could lead to increased social
problems.
III Recommendatons
We are presenting some suggestions which will solve the disadvantages of
distribution the tablet computers to the students of Prathom one.
1. The government should set up free wifi in each school.
2. The government should give tablets to students whose parents sign their names, to
show they allow their children to use the tablets.
3. The parents should to be with their children to tell then what is right or wrong.
IV Conclusion
We hope that the above recommendations, will help to decrease the disadvantages
of distribution of tablet computers to Prathom one.
Exercise 2
To : Mr. Komsak C., Minister of public transportation
From : Ms. Chonticha C. , the consultant
Date : 15 April 2015
Subject : Road accidents during holiday periods
I Introduction
With your authorization, we have studied the causes and effects of road accidents
during holiday periods in Thailand. Our research reveals that a rising number of deaths
during holiday period is road accidents. Nearly 50 people die from road accidents every
day. This is creating a growing burden for society. Some of the information in this report is
based on interviews with Asst.Prof.Dr.Tawatchai and driver in 10 provinces.
II Findings and Analyses
We have found the number of causes of road accidents in Thailand. Firstly, drivers
violate road rules, including failing to wear safety belts and crash helmets, speeding, failing
to use indicator light on overtaking. Secondly the impact of drink driving. The effect of
alchohol on driver behavior such as drivers lose their consciousness, therefore it could
create the accident on the road. Thirdly , drivers’ personality also play an important role
causing road accidents. For example, drivers who are competitive most at risk are inclined
to get road accidents. Lastly, drivers get driving license through bribes.
As a consequence, a rising number of road traffic accidents create burdens for society.
Firstly, the economic loss, estimated in term of loss of human capital. Secondly, each time
of accident, there are both dead people and injured people. These create the costs of
medical treatment and care, 3-4 percent of GDP. Lastly, it also poses a heavy burden on
insurance companies.
III Recommendations
We propose the following recommendations which will be useful
 The police should set the traffic checkpoints frequently to check the level’s alcohol
drinking of drivers.
 The police should set the firm rules for drivers who drink alcohol. For example,
paying for a fine or putting in a jail for 2-3 days.
 The police should create rest points for drivers who drive for many hours. The rest
points also provide drinking water, or coffee.
VI Conclusion
We are confident that implementing the above recommendations will help you to reduce the
number of road traffic accidents. Less road accidents could reduce the rate of death and help the
country having enough human capital.
Chapter 6
Argumentative Essay
it’s the essay that the writer states his opinion and convince the reader to agree with the supporting
arguments given.
The Argumentative essay consists of:
1) Topic: it says the title of the information we are going to write, it doesn’t say what’s right or
wrong.
Ex. Gambling should be legalized in Thailand.
2) Thesis: it’s the statement that shows the side the writer is in with.
Ex. I agree that gambling should be legalized in Thailand.
Or I disagree that gambling should be legalized in Thailand.
3) Outline : This is not included in essay you are going to write, but it helps you having the
clear statement and details what you are going to write. This is to make your essay more
interesting and easy to read.
3.1) Supporting arguments : this should persuade your readers to think that your argument
is right.
** write for 4-5 arguments, it’s the longest paragraph in argumentative essay.**
Ex.
1. Tax money for government (and write about 2 sentences to support the argument)
2. People take money out of the country.
3. Money will come into the country. (you also can make it related to another argument)
4. Create job opportunities for local people.
3.2) Opposing arguments : Write only 2 strong opposes are enough, because you are in the
supporting side.
Ex.
1. Gambling is addictive.
2. Gambling can lead to crime.
4) Start with the introduction, talking about general things about the topic you are writing.
Ex. Gambling is one of the oldest forms of entertainment known to the human race. Dice,
cock-fighting, cards, horse racing, and dog racing are all things people can gamble….
Gambling is legal in some countries and illegal in others. It’s illegal in Thailand. Some
people think it should be legalized in Thailand while others disagree. In my opinion,
however, gambling should be legalized in Thailand.
***The red sentences are written to connect the story to the topic we are writing. You have to say
that some people agree but some not, so that it is debatable.
Finally, you have to tell your thesis statement as the sentence highlighted. ***
*** Introduction paragraph should contain about 80-100 words
5) Supporting paragraph which is the main paragraph of the essay.
Ex. There are many powerful reason/arguments that support my views/ thesis/ position/
point of view. First of all, the government can tax those places where gambling is allowed
and use the money for projects that will benefit society; for example, education, and health
care for the poor. Secondly, such a move will reduce illegal gambling because there will be
no need for anyone to do anymore. Also, today, many rich Thais go abroad to gamble.
Neighbouring countries like Cambodia and Myanmar have set up casinos on the boarder
with Thailand to attract Thai gamblers. Thais would not go anywhere to gamble if they could
enjoy gambling in Thailand. Another important reason to legalize gambling is the overall
benefit to the economy. Many people will get employment and the service industry will get a
boost as foreign tourists come to Thailand in larger numbers.
*** This part contains about 120 words: the main paragraph to support the thesis) You have to make
it very attractive and can convince the readers.
6) Opposing paragraph which is the paragraph that shows the readers what are the side
effects that may happen if we continue.
Ex. However, opponents of legalizing gambling in Thailand argue that legalizing gambling
would not be good for society because more and more Thais will try to make money from
gambling and become addicted to it. Another reason they put forward is that people who
lose money will resort to crime to get money for gambling. However, I do not think these
concerns are very serious. Strict law enforcement and raising public awareness of the risks
from gambling addiction can deal with any problem that may result.
7) The conclusion that convince the readers to believe that the thesis is true and giving more
benefits.
Ex. You can see from the arguments above that the advantages of legalizing gambling in
Thailand outweigh the disadvantages that may result. The benefits to the country will be
huge, government can tax money to help other projects and increase the employment rate
to Thai economy. Therefore, I have no hesitation in asserting that it is time to change the law
and allow Thais to gamble legally.
This paragraph, you have to list 2 examples from your supporting argument that it really
gives the big advantages. The last sentence emphasize the thesis statement again.