Week 10

Writing Reports

Descriptions This form of writing is used to organise and record information Its purpose is to describe or classify the way things are or appear to be Format & Style This genre begins with a general statement. Reports then move on to being more specific and technical in nature They describe certain qualities, functions, habits and behaviours, for example, Lift is produced because of the shape of an aircraft wing. Air takes longer to travel over the upper surface of the curved wing. This causes a difference in pressure between the top and the bottom of the wing. Uses the Present Tense. Descriptive language is used that is both factual and accurate. Reports use action verbs such, using the first person (I, we). Examples Newspapers, schools, academic research, etc. Read and understand Read Grandstand Calamity at Ibrox Park and identify parts of the text that are out of date. How would you write this report to appeal to present-day readers? Would you o Make the sentences and paragraphs shorter? o Edit the language to make it more direct, simple, precise? o Change the headline to one more dramatic? o Introduce subheadings where meaningful? Disaster at Ibrox The following report is from the Daily Telegraph on Monday, 7 April, 1902. It describes a tragedy at Ibrox during a Scotland-England football game the previous Saturday. Twenty-six people were killed and hundreds injured when a section of the stand collapsed.
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Grandstand Calamity at Ibrox Park

IBROX PARK, GLASGOW, was on Saturday afternoon the scene of a shocking accident, involving the loss of many lives and injuries to over 100 people. To witness the annual Association football match between England and Scotland fully 70000 people had assembled there, but as the ground is arranged to accommodate 80 000, the presence even of so vast a gathering as that of Saturday occasioned no anxiety. Before the start of the game the pressure became so great that the spectators began to clamber over the iron railing in front of the huge uncovered stand. In this rush several people were hurt and received medical attention. The injuries so far were few and not very severe. The invading spectators, however, spread out in all directions, crowding up to the goal line and the touchline on one side of the ground. It seemed as if no play would be possible, but the efforts of the police eventually resulted in the people being driven back to the cinder path. The game was accordingly commenced, and had been in progress some seven or eight minutes, when from the uncovered stand people swarmed on to the field in thousands, the rush being so tremendous that it stopped play between the forcing of a corner kick and the taking of it. Within a few minutes the scene was one of wild disorder, the police being quite overpowered in their endeavours to keep people off the playing area. Spectators dashed madly across the field and, almost before it could be realized, there must have been 10000 people in the middle of the ground. The white shirts of the English players could still be distinguished, but, clad in dark blue, the Scotsmen were at once swallowed up, and very soon the players on both sides made their way to the pavilion. For fully 20 minutes the field remained in the possession of the crowd. Comparatively few people, apart from those on the stand, knew what had happened to cause such an uncontrollable rush. What had occurred was this. On the highest part of the stand a portion of the planking had proved unequal to the strain to which it was being subjected, and, giving way, had precipitated the spectators standing there to the earth. One or two people were killed outright; others received such terrible injuries that they succumbed during the evening; and a number had their limbs fractured or sustained serious internal damage.

Report Language 1. Write down two facts and two opinions from the passage. Facts : _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ Opinions: _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ 2. The words below are all used in the extract and now seem rather dated. Replace them with words you think would be more likely to appear in a modern newspaper report. calamity occasioned spectators commenced disorder endeavours clad precipitated succumbed fractured _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________

ii. Newspaper Article News Item The purpose of a newspaper article is to present the news clearly and objectively. A reporter must state the facts, rather than his or her own views. A newspaper must also be very careful not to print anything libelous. This could result in the newspaper being taken to court and sued. A journalist must be particularly careful when writing about crimes. People who have been arrested are suspects, since they have not yet been proved guilty. They should not be called robbers, murderers, etc. No facts should be given that cannot be substantiated (given substance, proved). As well as being accurate in content and neutral in tone, newspaper articles must be interesting. Pay particular attention to the beginning of the story, so that people want to read on.

Model SOGO FIRE KILLS TWO Summarise the most important Two people were killed and 15 injured when fire swept facts first through the two basements of the Sogo Department Store in Causeway Bay yesterday. Use adjectives to add detail The up-market Japanese-owned store, which opened only three years ago, was packed with customers attracted by the New Years sales. At about 7.15 p.m. a fire started in a store-room on the lower ground floor.

Use quotations to supply further The fire spread very quickly because of all the cooking detail oil in that area of the store, said Chan, 19, a part -time cook in the fast-food area. Use direct speech to add tension There was absolute chaos, said Mrs. Mak Shukhan, a and excitement Taikoo Shing housewife, who was in the basement at that time. Everything happened so quickly. People started running and shouting and smoke began to fill the air. The stampede for the escalators was frightening. Im surprised more people werent trampled to death.

The fire brigade arrived at about 7.25. At first it was difficult for them to get their men and equipment down to the fire because of the crush of people. By 7.30 the upper basement was also ablaze, and the fire was upgraded to third alarm. State the official position The Senior Divisional Fire Officer (Wanchai), Mr Hu Wai-shing, said that he was afraid for a while that the fire would spread to the ground floor. Basically we started to flood the basements as the quickest way to put out the fire. Luckily, although the flames spread quickly, there was not very much inflammable material around. The stores sprinkler system was also of some help despite its being slow to start working. When firemen finally penetrated to the lower-basement, two badly burnt corpses were found. Fifteen other people were injured in the stampede or suffered burns. Standard formula for such reports They were taken to Tang Shiu Kin Hospital; where seven were treated and discharged. Four people were kept in for observation and four were transferred to the Burns Unit of Queen Mary Hospital. The dead have not yet been named. Avoid making judgements. Its The cause of the fire has not yet been established. The not your job and it could land you police investigating the case have refused at this stage in court. to rule out arson, although faulty wiring in the storeroom is considered a more likely cause. Add any additional facts that are This is the second fire in a department store in Hong relevant Kong this year. Style and Content 1. 2. Avoid the word I. Only a few top journalists are paid to give their views rather than to present the facts. Be impersonal. Give a lot of details peoples ages, the numbers involved, the precise times.

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A newspaper is usually concerned with what happened yesterday. Remember this, and dont just write a short story! Use a fairly exciting style. You are trying to interest the reader. Use adjectives freely a huge explosion, an enormous crowd, dazzling sunlight, etc. Help your readers to imagine what happened and to feel some of the emotions involved. For example, dont write , Mr Chan said . Instead, write something like Mr Chan, with tears in his eyes, begged the kidnappers to return his daughter. Use direct speech. Include short quotations from witnesses, spokesmen, etc. Use short, punchy paragraphs. Give any relevant statistics and information. Your job is to provide the reader with the facts so that he or she can form their own judgement.

Vocabulary The following words and phrases are often used in newspaper articles. a spokesman for witness passer-by established the cause investigations are proceeding in a statement the government said an inquiry will be held Hospital : admitted treated discharged certified dead on arrival in a fair / serious/ critical condition Writing task Write a news item using the following elements Accident involving a bus and a lorry __________________________________________ __________________________________________ __________________________________________ Anyone killed or injured? __________________________________________ __________________________________________ __________________________________________ More information: time, place, was the bus crowded? If so, why? What happened? (Remember not to prejudge!) Eye-witnesses: any? What did they see? (Use direct speech.) __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ Arrival of police, ambulance. Action taken __________________________________________ __________________________________________

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__________________________________________ Comment by hospital. __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ Comment by police spokesman. __________________________________________ __________________________________________ __________________________________________ Action to be taken inquiry etc. __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ Other recent accidents. __________________________________________ __________________________________________ iii. Writing a Report Based on an Event How to write an event report 1. Start thinking on making your report happen as soon as the event is sure happening. 2. 3. 4. Take pictures of all the main parts of the day. Get reaction quotes from people in the crowd during and after the event. Before and after the event, talk to the people responsible for planning and speaking at the event. Make notes of pertinent stats such as the number of people attending, the location, the time, the theme, as well as anything else that stands out or makes the event distinct. Get a close up picture of everyone you get a quote from. 3 hours to 3 days after the event, sit down and compile all the information onto one page. Include the important stats in a prominent location (top right corner). Sprinkle the page liberally with scaled-down pictures of the event. Include 2-4 of the best quotes you found along with pictures of the person who said it. Write out a paragraph length summary of the day, highlighting all the most exciting and meaningful elements so that anyone can get a general overview of the scope and schedule of the day.

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v. Writing Reports based on Graphs Information in Graphs and Charts Information can be derived easily by analyzing charts and graphs. Graphs and charts are often used to: 1. Show changes of things over a period of time 2. Show parts of whole things 3. Make a comparison of things effectively and quickly Guidelines 1. Study the graphs or charts carefully. 2. Pay attention to the following details: (i) title or topic (iv)Years (ii) Key (v) The pattern of the graph (if it is a line graph) (iii) Source 3. A report should include the following points: (i) An introduction - what is the chart about (ii) An analysis of the chart or graph - Interpreting and identifying the pattern of the graph (iii) Classification of the information in the graphs and charts. Then clarify it by giving proof from the charts and graphs as well as logical and appropriate explanation. (iv) Additional notes, if any. (v) Conclusion - This includes opinions, comments and suggestions. If it is a line graph you have to make prediction on the future trend of the graph. The predictions you make need not necessarily be true or accurate. Remember to write in a formal tone or language and always refer to the chart or graph when you are writing your report to avoid writing out of point.