OUMH2203 Topic10

Topic  Business
10 Reports
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Describe the format and layout of short and long reports;
2. Organise information so as to write good reports;
3. Differentiate between different types of short reports;
4. Explain the need for good presentation in long reports;
5. Use prepositions in context; and
6. Use adjectives, adjectival phrases, adverbs and adverbials
appropriately in reports.
 INTRODUCTION
This topic introduces you to several activities related to business report writing.
It outlines the salient features of both short and long reports including the layout,
format and content. In addition, the topic also presents exercises on the use of
prepositions, adjectives and adverbs which will assist you in writing effective
reports.
10.1 PLANNING AND WRITING REPORTS

Planning and writing reports are important skills expected of most working
adults. Usually, we write reports when asked to by our boss or superior. It is
important to remember that there are several types of reports. These can be long
or short; formal or informal. Reports can serve various purposes ă some inform,
some provide background information about something, and some make
recommendations or suggest a course of action.
Copyright © Open University Malaysia (OUM)

TOPIC 10 BUSINESS REPORTS  169
10.2 LAYOUT OF SHORT REPORTS

The aim of a short report is to place information on a page in such a way that the
information is easily seen and understood at a glance. A good short report
should contain the following characteristics:
Ć A clear indication of your purpose;
Ć Accurate and objective information;
Ć A suitable ordering of information; and
Ć Appropriate formatting.
In a short report, ordering of information is important. Usually, this means

highlighting the main points and leading the reader to a logical conclusion. A
direct approach is recommended when the reader is familiar with the situation
but an indirect ordering is acceptable when the reader is unfamiliar with the
situation, or likely to resist a proposal for changes, or if the report contains bad
news.
The format for short reports varies, depending on the kind of information being
conveyed. This topic, however, focuses on three short report formats commonly
adopted at the workplace ă the formal report, letter and memo.
The letter and memo formats have been discussed in Topics 6 and 8 respectively,
so the discussion here will focus only on the formal report.
A formal report comprises:

Ć A title page containing the title of the report, the recipientÊs name, his/her
position and/or organisation, the writerÊs name and position (and
organisation if appropriate) and the date;
Ć An introduction;
Ć Sections with headings in the body;
Ć Conclusion;
Ć Recommendations (if any); and
Ć Attachments (if they contain useful information).

170  TOPIC 10 BUSINESS REPORTS
A sample title page is given in Activity 10.1.
ACTIVITY 10.1
Study this sample of a title page in a formal report and use the checklist
to note the information found on the title page.
Sample title page of a formal report
RECOMMENDATIONS FOR DEPRECIATING MACHINERY
Prepared for
Henry Tan, Director
Speed Construction
35-37, Jalan Taman Overseas
25000 Kuantan
By
Gerald Nathan, CPA
Kassim and Chong Accounting Services
300 Jalan Selat Baru
25300 Kuantan
4 October 2010
Checklist:
Title page Details (“ )
Title of report
RecipientÊs name
 position
 organisation
WriterÊs name
 position
Date

10.3 TYPES OF SHORT REPORTS

There are three widely used types of short reports:
(a) Justification report;
(b) Progress report (and completion report); and
(c) Periodic report.
Sometimes, descriptive headings are used to guide the reader through these
reports.
10.3.1 Justification Report

This report highlights a course of action or idea, and then presents evidence to
support why something should, or has been done. Basically, the format is as
follows:
Ć Introduction ă Presents purpose of report and describes proposal / course of
action.
Ć Body ă Describes the present situation, need for change, costs and benefits.
Ć Conclusion ă Evaluates changes and provides recommendations.
10.3.2 Progress Report

This report provides information on the progress of a project and forecasts
future development.
Ć Introduction ă Identifies the reportÊs purpose with a subject line and
describes the current status of the project.
Ć Body ă Presents positive features of the operation, describes problems that
arose and how they were solved, and includes schedule and costs.
Ć Conclusion ă Points to the future.

10.3.3 Periodic Report

This report keeps management informed at regular intervals by providing
information on some aspect of the organisationÊs operations over a specific
period.
Ć Introduction ă Identifies the reportÊs purpose with a subject line and then
presents relevant facts and figures.
Ć Body ă Presents objective information on achievements and problems.
Ć Conclusion ă Summarises the findings and closes with a recommendation if
appropriate.
ACTIVITY 10.2
1. Refer back to the outlines of the justification, progress and periodic

reports.
(a) Do the reports include recommendations at the end? Why?
(b) In each case, do you think the report was written upon
request or as a regular exercise?
2. Now, read the sample justification report below and answer the
questions that follow.
To: Sinnathamby M., General Manager

From: Charlotte Soong, Head of Research
Date: 21 June 2010
Subject: Appointment of Ms Norlaila Yakub to the position of Laboratory

Supervisor
Ms Norlaila was appointed to the position of Laboratory Supervisor on 20 May 2010

because she was clearly the best applicant for the position, even though several of
the other applicants were more experienced and had greater seniority.
During the interviews, we shortlisted three applicants: Ms Norlaila Yakub, Mr

Edward Lee and Mr Idrus Mohd Ngah. All three were equally well trained at a
technical level and seemed equally diligent and productive. Ms Norlaila, however,
was the only applicant who had pursued further studies. She has completed a
special course on the ACOL computer analysis system which we propose to buy
next year and she has completed the first two years of a management diploma.
These extra studies exactly fit Ms Norlaila for the new position.

Furthermore, she impressed us during the interview with her communication skills
and understanding of her colleagues. In her annual appraisal for the last three
years, she scored higher than any other applicant in communication skills,
interpersonal relationships and leadership.
From the above, it can be seen that Ms NorlailaÊs promotion was not based on any
discrimination against her male counterparts. If she had simply been as good as the
other applicants, her promotion would have been justified in terms of the
companyÊs affirmative action policy. But in this case, Ms Norlaila was promoted on
the grounds of superior abilities.
(i) What does the subject line contain?

(ii) What is the purpose of the report mentioned in the introduction/
opening paragraph?
(iii) What are the justifications given for Ms NorlailaÊs appointment?
(iv) How does the concluding paragraph support the decision?
(v) Evaluate the justification report. Is it effective in achieving its
purpose?
10.4 PREPOSITIONS
Prepositions may be defined as any word or group of words that relate a noun or
pronoun to another word in the sentence.
Imagine you have two nouns: report and supervisor.
How many ways can you connect the two nouns to express ideas?
The report about the manager

The report by the manager
The report for the manager
The report in front of the manager
The words in bold relate two nouns to each other. These relationship words are
called prepositions. However, it can sometimes be difficult to know what
preposition comes after a noun or a verb so it is good to familiarise yourself with
some of them.

Look at the following examples. Note how the prepositions connect the two
nouns. The prepositions are underlined.
Some common prepositions are shown in Table 10.1.
Table 10.1: Common Prepositions
about before despite of to

above behind down off toward(s)
across below during on under
after beneath for out until
against beside from over up
along besides in since upon
among between into through with
around beyond like throughout within
at by near till without
An important element of English sentences is the prepositional phrase. This

consists of a preposition (PREP) and its object (O). The object of a preposition is a
noun or pronoun.
Table 10.2 provides examples of prepositional phrases.
Table 10.2: Prepositional Phrases
the alternative to job cuts interest in my idea a rise in prices

attention to detail a need for change a rise of 5%
an application for a grant an order for goods the solution to the problem
a cheque for RM3,500.00 a fall of 4% the reason for the change
the return on investment value for money a vote of confidence

ACTIVITY 10.3
Read the sample justification report given in Activity 10.2. Identify the
prepositions used in paragraphs 2 and 3. Use these prepositions in
sentences of your own.
The following are exercises to help you further understand the topic.
ACTIVITY 10.4
Read the following periodic report and answer the questions below.
To: David Tham, Plant Manager

From: Mohd Azman bin Che Wan, Personnel Manager
Date: 23 February 2010
Subject: Monthly Absenteeism Report
Overview
The absenteeism rate for January was 6%, an improvement of 1.5% over January
last year. For the last 12 months, the mean absence rate has been 6.8%.
Breakdown of absences by shift and department
*Medical certificates produced per department
Shift Assembly Production Transportation
1st 8 of 202 1 of 28 1 of 20
2nd 10 of 202 2 of 28 2 of 20
3rd 19 of 200 N/A 1 of 10
Success of „notification‰ drive
Supervisors are now urging their staff to phone in when they are not able to come
to work. Here is a breakdown of notifications.
Shift Assembly Production Transportation
1st 6 of 8 0 of 1 0 of 1
2nd 10 of 10 0 of 2 2 of 2
3rd 12 of 19
At this stage, it would appear that many staff are letting their supervisors know
when they are unable to work. Occasional reminders from supervisors may be
necessary to make this an ingrained habit for all staff.
BH

(a) Is the report prepared at regular intervals? What is the frequency?
(b) Which part of the report contains the purpose of the report?
(c) What is the current status of the problem?
(d) Which of the following can be found in the body of the report?
Ć Statistics of current situation
Ć Statistics of previous period
Ć Positive features of recommendation
Ć Problems incurred
Ć Measures taken to solve problem
Ć Report on the day-to-day implementation
Ć Summary report on the results of implementation
Ć Costs involved
(e) Does the conclusion make a recommendation, point to the future or

both?
ACTIVITY 10.5
Fill the gaps in these sentences with a suitable verb or noun + preposition
from the list given in the box. You may need to change the verb form so
that the sentence is grammatically correct. The first one has been done for
you.
account for advertise for apply to approve of backlog of

base on benefit from bid for blame for bring up ✓
(a) In the middle of the meeting, our client brought up the subject of
compensation.
(b) All reports need to be carefully written and above all facts.

(c) The managing director was very satisfied; he my

recommendations.
(d) If we want to fill the post, we will have to ________ a qualified

technician.
(e) The clerk managed to the two missing packages.
(f) Computer operators wanted. Please the manager within.
(g) The whole company is going to the China experience.
(h) The management and the workers each other the

strike.
(i) The clerks had to work long after five to deal with the orders.
(j) Our agent RM2,000 to replace the merchandise destroyed in

the fire.
ACTIVITY 10.6
The following report was written by a student who had a work stint with
a large accounting firm during the holidays. The student has been asked
to write a progress report on his studies because his employment during
the next holiday depends on the successful completion of his
coursework. His studies have also been interrupted due to illness.
1. Read the report and write the sub-headings in the appropriate

space numbered (1) to (4).
Overview Second Semester Conclusion First Semester
2. Complete the body of the report by correctly filling the spaces (a)
to (i) with the words provided in the box.
during in at periods of of
available for in from in

95, SS3/21, Taman SEA

46100 Petaling Jaya
Selangor
20 December 2012
Mr Kenneth Au
Student Coordinator
Human Resources Department
DÊLloyds Accounting Consultants
53050 Kuala Lumpur
Dear Mr Au,
(1) ___________
By the end (a)__________November 2012, I had completed 24 credits of the Bachelor of

Business at Open University Malaysia. There are 28 credits (b)__________this course.
(2)_________
(c)________March, I was diagnosed as having hepatitis and consequently was granted

leave of absence for the first semester. (d)_________this time I undertook some study-
related reading but was too ill to maintain extended (e)_________concentration.
(3)_________
In the second semester, I enrolled (f)________Financial Accounting, Management of

Organisational Performance, International Accounting and Accounting Systems. For these, I
received a credit, distinction, credit and pass respectively. Many of these subjects contain a
practical component which I believe will be very useful in my work with DÊLloyds.
(4)_________
With only another four subjects to complete the course, I expect to gain the Bachelor of
Business by June 2011. These subjects are Strategic Financial Accounting, International
Trade, Strategic Management and Strategic Information Systems.
My health is excellent and I will be (g)_________work from 3 January 2013. Please call
me (h)_________63505021 to let me know if holiday work is available this year. I look
forward to hearing (i)_________you.
Yours sincerely,
Calvin Lim

10.5 WRITING LONG REPORTS

Formal reports are major documents written to provide comprehensive
information and expert opinions. They are written for specific purposes, for
example, to investigate the suitability of a particular site or to analyse
achievements over a set period. They are therefore usually long and require
careful organising.
At the writing stage of preparing a long report, your first task is to produce the
main text ă the part which contains an introduction to the findings, the body of
your findings, your conclusions and recommendations. You will later need to
prepare additional parts which can appear either before or after the main text.
Details about each of these additional parts and a suggested writing sequence are
given below.
10.5.1 Sequencing a Long Report

The following is the sequence to follow when writing a long report:
(a) Develop an outline with main headings and sub-headings;
(b) Begin with the purpose statement and introduction;
(c) Write the main body of the report;
(d) Draw conclusions from the information you have presented in the body of
the report and relate it to the purpose;
(e) Write the conclusions, then your recommendations;
(f) Optional ă Prepare the preface, abstract, synopsis or executive summary
after presenting facts and findings;
(g) Add a list of references (bibliography) if you include researched material in
your report;
(h) Include a table of contents and a table of graphics (diagrams, charts,
graphs). Each item is to be placed in the order it appears;
(i) Write the letter of transmittal; and
(j) Prepare the title page to complete the report.

10.5.2 Presentation
Presentation is the arrangement of information on a page. It gives the reader an
initial impression of your organisation, so it is important that sufficient attention
be paid to the layout if you wish to project a professional image.
The presentation of information in letters, memos, faxes and reports follows set
conventional rules. However, there is some degree of flexibility allowed,
depending on the formality of the communication. What is most important is the
content, which has to be set out clearly and well spaced. The following are
techniques you can use to make the presentation of information in your
document more impactful.
 Headings
 Underlining
 Indentation
 Shading
 Numbered lists or sections, as in reports
 Space between paragraphs, left and right margins
 Headers and footers
You have already studied about the layout for specific types of letters under
Business Writing 1 and 2.
Please note that proper presentation of a letter, or other business documents, is

important as it helps the recipient understand what the sender wants to say. It is
only when the communication has been clear and effective that the recipient can
take appropriate action promptly.

10.5.3 Parts of a Long Report
(a) Introductory section

Title page
Letter of transmittal
Table of contents
(b) The body (main text)

Introduction
Discussion and analysis of findings
Development of ideas
Conclusions
Recommendations
(c) Final section

References
Appendices
Long reports are similar to short reports as they both comprise three main parts:
(a) Introductory Section

This section starts with the purpose statement that defines the reportÊs main
task or topic. It also presents the terms of reference, which are the
instructions for writing the report. Finally, state the reportÊs scope and
limitations.
NOTE: When writing to an expert reader who is familiar with the content,
you can start with the conclusions and recommendations first.
(b) The body (main text)

This section usually investigates and analyses the findings and proposes
solutions for problems involved.
Present both the advantages and disadvantages.
Use headings to highlight main ideas.
A numbering system helps if the body of the report contains many ideas.

(c) Final Section

This section contains the conclusions and recommendations. Set these out
as separate sections.
The conclusion section summarises and evaluates the reportÊs main facts. It
is short. Do not present new information in the conclusion section.
Recommendations are the writerÊs attempt to provide at least some answers

to questions and issues raised by the report. State clearly the action
required. Recommendations are not needed if the long report is intended as
a database for others who will be responsible for planning and making
recommendations.
The language in a report should be simple, matter of fact, and as objective as

possible. Make sure that the information is relevant and up to date.
10.5.4 Writing Introductions

Read through the extracts given below. These extracts are all examples of the
introductory section in long reports.
You will note that although they share common features, they are either
organised differently, convey different kinds of information, or order their
information differently, based on instructions received to write the report.

EXTRACT A:
Report On Company Attitudes to Safety
(A) Terms of Reference

In response to many complaints and the formation of a Safety and
Security Committee, the Operations Manager requested the Committee
to investigate the current problems regarding safety at work. A report
making recommendations for improvements was to be submitted by
Friday, 25 August 2012.
(B) Procedure
To identify specific sources of complaint, the investigation adopted the
following procedures:
1. Interviews were held with both supervisory and operations personnel.
2. A questionnaire was designed, focusing on current:
 Attitudes to safety;
 Working conditions; and
 Labour problems.
3. A cross-section of accident reports covering 2011 and 2012 was studied.
4. On-the-job attitudes to safety regulations were observed on five
separate occasions, twice on each shift.
5. A study of current theory and practice in safety attitudes and
standards was made.
EXTRACT B
Introduction of Flexitime System
Purpose and Scope

During the management meeting on 7 October 2012, this department was
requested to investigate the feasibility of introducing a flexitime system for all
lower managerial and office workers at company headquarters. The report
was to be submitted by 25 November 2012 and was to discuss:
(a) The organisation of the system;
(b) Financial implications;
(c) The effect on work performance; and
(d) Employee reactions to the scheme.

EXTRACT C
Methods of Clearing Oil Spills at Sea
1. Overview
This report presents the findings of research into three methods of
clearing oil spills at sea as alternatives to the companyÊs current use of
sinking agents. These were: burning, booms and chemical dispersants.
Controlled tests of the alternative methods were held. Burning was
rejected as being unsuitable for deep water conditions. It was therefore
decided to recommend the use of chemical dispersants. Several types of
dispersants were considered and YN 1100X was finally selected.
2. Problem
After a series of accidents involving company tankers at sea, the
company came under severe public criticism for its use of sinking agents
to disperse oil spills. The sinking agents used, although the most
effective available, were found to have contaminated fishing gear and
greatly damaged the flora and fauna. It was therefore decided that this
department should research alternative methods of clearing oil spills,
with the aim of finding an alternative method which, while equally
effective, and within a similar cost range, would be less detrimental in its
side effects.
3. Scope
Three alternative methods were considered: burning, booms and
chemical dispersants. These were discussed in sections 4, 5 and 6
respectively.

ACTIVITY 10.7
Read the explanation given on Parts of a Long Report. Then, go through

the extracts carefully, noting the sub-headings used in each of the
extracts.
Tick () in the appropriate column in the checklist provided if the

information is found in each of the extracts.
CHECKLIST OF CONTENTS FOR INTRODUCTORY SECTION
TYPES OF INFORMATION EXTRACTS

A B C
1. Purpose: reportÊs main task/ topic
2. (a) Terms of reference: instructions for writing the
report
(b) Who requested the report
(c) Background of the request
(d) The deadline for submission
3. Scope of report
4. Conclusions
5. Recommendations
10.5.5 Writing Conclusions

The following activity sums up how conclusions in reports can be written.

ACTIVITY 10.8
Look at the following concluding sections from four reports.

What information does each contain: conclusions, recommendations, or both?
A In conclusion, the accident was caused by the use of outdated and
faulty machinery and not by any negligence on the part of the
operator. We therefore recommend that Mr Yahya CheÊ Long be
reinstated and that the possibility of purchasing new and more
modern machinery be explored.
B Thus, the complaints regarding the quality and quantity of food in

the staff cafeteria would appear to be valid and we have already
taken steps to ensure that matters improve.
C From the findings of the research, it would seem that the use of
chemical dispersants is the only one of the three methods
considered which is:
(a) Completely effective;
(b) Within a satisfactory price range; and
(c) Not harmful to marine life.
Of all the types of chemical dispersants currently in the market,

YN1100X is the least toxic and best meets our requirements.
D Ms Sarah has worked diligently and produced work of

consistently high standard. She started in the credit department
before moving to investment banking last month. She rarely takes
time off and can usually complete her work before deadlines. She
is a reliable and diligent employee and is held in high regard by
both her superiors and subordinates. She has always been loyal to
the company and is willing to accept extra responsibilities.
Besides English, Ms Sarah speaks Mandarin and French rather
fluently. She would have no difficulty in carrying out the duties
of a more demanding position.

10.6 ADJECTIVES
An adjective is a word that describes a noun or pronoun. It adds information
such as number, colour, type and other qualities to your sentence. Most of the
time, you will find adjectives in front of a noun or pronoun but that may not
always be the case.
Adjectives can be used in two positions: before nouns and after verbs such as be,
become, seem, appear and feel.
Examples:

The following sentences are taken from the introductory sections of reports given
earlier. Study the underlined phrases and note the position of the adjectives.
(a) In response to many complaints and the formation of a Safety and Security
Committee, the Operations Manager requested the Committee to
investigate the current problems regarding safety at work.
(b) Interviews were held with both supervisory and operations personnel.
(c) A questionnaire was designed, focusing on current:

 Attitudes to safety;
 Working conditions; and
 Labour problems.
(d) A cross-section of accident reports covering 2008 and 2009 was studied.
(e) On-the-job attitudes to safety regulations were observed on five separate

occasions twice on each shift.
(f) A study of current theory and practice in safety attitudes and standards
was made.
In the examples above, the position of the adjectives is before a noun. It is not
often that we come across link verbs such as seem, feel and appear in business
documents because they suggest uncertainty.
On the other hand, adjectives after link verbs such as be and become are more
common.
E.g. Complaints are many.

The problems are current.
He has become wealthy.
The customer feels cheated.

ACTIVITY 10.9
1. Read Extract B again.

(a) Identify the adjectives and note their position in the
sentence.
(b) Are they all in the same position as those in the examples
above?
(c) What other adjectives can be used for the nouns identified?
Some adjectives are used after the noun. For example:

 The funds allocated to the project did not cover the
expenditure.
 The people questioned during the survey thought the
packaging was good.
 The issues discussed during the meeting were all resolved.
 Can I refer to one of the points raised during the last meeting?
 The goods ordered last week have arrived.
 The warning issued by the authorities was ignored.
2. Fill in the blanks below with the correct adjectives.
favourable furniture past coming future

variable international favourable Asian
Here are the results of my analysis of the (1)_________performance of

Cane-Wood International together with some predictions for the
(2)__________development of the (3)__________market.
Overall, the (4)__________year has been (5)__________for the Cane-

Wood Group in all three (6)__________regions. This has been the case
despite the (7)_________conditions from country to country. The
prospects for the (8)__________years look (9)__________on the whole
and only the situation in the East may give some cause for concern.

ACTIVITY 10.10
Read the following paragraph. The information is not arranged in an

organised manner. Based on the explanation given on introductions,
how would you divide the following introduction into sections and
what heading would you give each section?
Over the past year, short-term absenteeism (i.e. absenteeism for two
days or less) has risen by an average of 20% throughout the company,
with the highest increase (24.3%) occurring in the Production
Department. At the last managerial meeting, the Human Resources
Department was asked to investigate this problem and to determine
the reason(s) for the increase. This report details the findings of the
investigation and suggests ways in which absenteeism may be
reduced. The reasons for the absenteeism were determined in the
following ways:
Ć EmployeesÊ records were checked and interviews were held with
all staff members who showed persistent patterns of short-term
absenteeism;
Ć All departmental and section heads were interviewed; and
Ć Union representatives were consulted.
Once the reasons for absenteeism were established, a survey was

carried out in other companies to see if similar problems existed.
Particular attention was paid to companies which had experienced
high short-term absenteeism in the past but have since been able to
reduce the extent of the problem.
10.7 ADJECTIVE FORMATION

The following sub-sections briefly explain types of adjectives.
10.7.1 Single-Word Adjectives

Many single-word adjectives are not derived from other words e.g. past, section,
similar, high. However, you can recognise some of these adjectives from their
endings, for example:

-ion: Production Department

-al: managerial meeting, departmental heads
-ent: persistent patterns
Other common endings are as follows:

-able: adjustable
-ary: monetary policy
-ed: limited company
-ful: successful career
-ial: industrial sabotage
-ible: deductible income
-ic: economic policy
-ive: competitive market
-ly: costly mistake
-ous: ambitious plans
-y: fussy manager
ACTIVITY 10.11
Complete the following job reference with the correct form of the
word in brackets. Use your dictionary if you are not sure.
As requested, this is an appraisal of Ms Sarah who spent four years

working in my department. Science Corporation is a highly
(1)_________(success) company in precision (2)_________(science)
instruments in a highly (3) _________ (compete) market. During her
time with Science Limited, Ms Sarah was (4) _________ (responsibility)
for translating (5) _________ (promotion) literature into English. This
work requires someone who is (6) _________ (independence) and
capable of producing (7) _________(accuracy) translations of both sales
information and (8) _________ (technique) documentation. Ms Sarah
proved to be an extremely (9)_________(competence) and
(10)_________(loyalty) employee and I fully recommend her for the
position.

10.7.2 Two-Word Adjectives

Many adjectives are formed by joining two or more words together with a
hyphen, for example, short-term absenteeism and on-the-job attitudes.
There are many types of combinations:

Adj + noun: small-scale operation
Adj + noun + ed: short-sighted policy
Adj or adverb + past participle: low-spirited workers
Adj, adv, noun + present participle: problem-solving approach
Noun + adj: tax-free salary
A few compound adjectives consist of three or more words:

day-to-day operation up-to-date information
state-of-the-art equipment down-to-earth approach
ACTIVITY 10.12
Use one word to complete each of these sets of expressions.

1. trouble- __________maintenance
2. lead- __________petrol
3. interest-__________credit
4. __________- earned rest
5. __________-timed intervention
6. __________-service restaurant
7. __________-made man
8. short- __________contract
9. free -__________economy
10. medium- __________investment

10.8 ADVERBS AND ADVERBIALS

Adverbs describe actions. Adverbials are usually adverbs, adverb phrases or
prepositional phrases. Study the following forms of adverbs:
From these examples we can see that the adverb may appear:
1. Before the main verb;
2. Between a modal (e.g. could, will) and the main verb;
3. Between the two auxiliaries for frequency adverbs; and
4. After the direct object (NOT *She speaks very well French).
Uses of adverbs
Adverbs give information about verbs saying how, where, when, how often
something happens or is done.
Ms Sarah walked quickly. how?

to the next office. where?
a few minutes ago. when?
often how often?

ACTIVITY 10.13
Look again at the recommendations given in Extract D of Activity 10.8.

(a) Identify the adverbs in the extract.
(b) Note the positions of the adverbs.
(c) Identify the use of the adverbs: how? where? when? how often?
No Adverbs Position Use
Ć Two forms of reports ă long and short ă may be used at different times and
may be presented using different formats.
Ć This information about reports is accompanied by a number of activities that

focus on grammatical items such as prepositions, adjectives and adjectival
phrases as well as adverbs and adverbials.
 These exercises hone your skills so that you may be better able to write whole
sentences and paragraphs in your reports.

Adjective Progress report

Adverb Report
Adverbial Short report
Justification report Single-word adjective
Long report Two-word adjective
Periodic report

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Topic  Business

10.1 PLANNING AND WRITING REPORTS

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10.2 LAYOUT OF SHORT REPORTS

In a short report, ordering of information is important. Usually, this means

A formal report comprises:

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A sample title page is given in Activity 10.1.

Sample title page of a formal report

RECOMMENDATIONS FOR DEPRECIATING MACHINERY

35-37, Jalan Taman Overseas

Gerald Nathan, CPA

Kassim and Chong Accounting Services

300 Jalan Selat Baru

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10.3 TYPES OF SHORT REPORTS

10.3.1 Justification Report

10.3.2 Progress Report

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10.3.3 Periodic Report

1. Refer back to the outlines of the justification, progress and periodic

To: Sinnathamby M., General Manager

Subject: Appointment of Ms Norlaila Yakub to the position of Laboratory

Ms Norlaila was appointed to the position of Laboratory Supervisor on 20 May 2010

During the interviews, we shortlisted three applicants: Ms Norlaila Yakub, Mr

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(i) What does the subject line contain?

Imagine you have two nouns: report and supervisor.

The report about the manager

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Some common prepositions are shown in Table 10.1.

Table 10.1: Common Prepositions

about before despite of to

An important element of English sentences is the prepositional phrase. This

Table 10.2 provides examples of prepositional phrases.

Table 10.2: Prepositional Phrases

the alternative to job cuts interest in my idea a rise in prices

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To: David Tham, Plant Manager

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(a) Is the report prepared at regular intervals? What is the frequency?

(c) What is the current status of the problem?

(e) Does the conclusion make a recommendation, point to the future or

account for advertise for apply to approve of backlog of

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(c) The managing director was very satisfied; he my

(d) If we want to fill the post, we will have to ________ a qualified

(e) The clerk managed to the two missing packages.

(f) Computer operators wanted. Please the manager within.

(g) The whole company is going to the China experience.

(h) The management and the workers each other the

(j) Our agent RM2,000 to replace the merchandise destroyed in

1. Read the report and write the sub-headings in the appropriate

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95, SS3/21, Taman SEA

By the end (a)__________November 2012, I had completed 24 credits of the Bachelor of

(c)________March, I was diagnosed as having hepatitis and consequently was granted

In the second semester, I enrolled (f)________Financial Accounting, Management of

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10.5 WRITING LONG REPORTS

10.5.1 Sequencing a Long Report

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Please note that proper presentation of a letter, or other business documents, is

Overall, the (4)year has been (5)for the Cane-