REPORT WRITING (PART I)

Understanding Graphic Aids

Graphic aids present information in pictorial form or in other specific formats in order to
consolidate, clarify, or prove the written material they go with. Different types of graphic aids
emphasize data in different ways.

The following are examples of graphic aids that you might come across in your daily lives:

1) Tables:

It emphasizes the data. This is great for presenting data without comparing it.

A table shows relationships between facts and figures by arranging information in rows and
columns.

Table 1: Average starting salaries

Department Year of Employment

  1998 1999 2000 2002

R&D 33,000 39,000 42,000 41,000

Accounting 28,000 29,000 29,000 29,000

Sales 22,100 28,000 27,500 27,000

2) Graphs:

It is easy to show comparisons over time.

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A line graph is a diagram whose points are connected to show the relationship between two or
more variables (it shows how one thing changes in relation to a change in something else).

Figure 1: Comparison of starting salaries from 1998 – 2001 for the R&D, Accounting and Sales
Departments.

A bar graph is a chart that compares the relative amount of items by using parallel rectangular bars
of varying lengths.

Figure 1. Comparison of starting salaries from 1998 – 2001 for the R&D, Accounting, and Sales
Departments.
*Note: A bar graph like this emphasizes a comparison of the data.

Bar graphs can be vertical or horizontal.

3) Charts:

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A pie chart is a circle graph that uses various sized “slices” to represent relative parts of the whole.

Figure 3. Amount each department spent on Phase 1 of the project.

*Note: A pie chart works to compare items to the whole (percentages).

A flowchart is a diagram that uses connected boxes, circles, and other shapes to show the steps in a
process or procedure.

TRENDS, PATTERNS AND GENERAL DIRECTIONS

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For each source (tables, graphs, charts, etc.), there is a few useful verbs and nouns to express the
movement or trend.

Describing trends

Trends are changes or movements in facts and figures over a period of time. Three basic trends are:

There are a number of useful verbs and nouns that can be used to express the trend for each source
(graphs, tables, charts, etc.).

For example:

The number of bullying cases fell.

Or we can use a related noun, for example:

There was a fall in bullying cases.

Direction Verbs Nouns

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 Rose (to) A rise
Increased (to) An increase
Went up (to) Growth
Climbed (to) An upward trend
Boomed A boom (a dramatic rise)

Fell (to)
Declined (to) A decrease
Decreased (to) A decline
Dipped (to) A fall
Dropped (to) A drop
Went down (to) A slump (a dramatic fall)
Slumped (to) A reduction
Reduced (to)

Levelled out (at)

Did not change A levelling out
Remained stable (at) No change
Remained steady (at)
Stayed constant (at)
Maintained the same level

Fluctuated (around)
Peaked (at)
Plateaued (at) A fluctuation
Stood at (we use this phrase to focus on Reached a
a particular point, before we mention the peak (of)
movement, for example: Reached at
In the first year, unemployment plateau (at)
stood at … )

Sometimes, we need to give more information about a trend as follows:

*There has been a slight increase in the value of Ringgit Malaysia. (degree of change)

*Bullying cases fell rapidly last two years. (the speed of change)

In these sentences, we modify a noun with an adjective (a slight increase) and a verb with an adverb
(to increase slightly).

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Describing the degree of change

Adjectives Adverbs
dramatic dramatically
sharp sharply
huge  
steep steeply
substantial substantially
considerable considerably
significant significantly
moderate moderately
slight slightly
small  
minimal minimally

Describing the speed of change

Adjectives Adverbs
rapid rapidly
quick quickly
swift swiftly
sudden suddenly
steady steadily
gradual gradually
slow slowly

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 TUTORIAL DISCUSSION

Practice 1

Words for describing graphs:

The verbs in the box on the right can all be used to describe changes commonly represented on line
graphs. Use your dictionary to look up the meanings of the verb and then answer the following
questions:

plummet increase
1. Which five verbs mean go up?
peak soar
2. Of these, which 3 mean go up suddenly/ a lot?
3. Which 5 verbs mean go down? rocket fluctuate
4. Which verb means reach its highest level?
level out drop
5. Which verb means stay the same?
6. Which verb means go up and down? decrease decline

rise fall

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Practice 2

Now, using the verbs above, complete the sentences using the information shown on the graph.

Book sales 1990 - 1999

70000
60000
50000
40000
30000
20000
10000
0
1990 1991 1992 1993 1994 1995 1996 1997 1998 1999

1. Sales rocketed between 19____ and 19____.

2. From 1992 to 1993, sales of the book __________.
3. Sales started to fall for the first time in 19____.
4. Book sales __________ from 1994 to 1997.
5. However, from 1997 to 1999, sales __________.

Practice 3

Now, using the verbs above, complete the sentences using the information shown on the graph.

Book sales January - December 2000

18000
16000
14000
12000
10000
8000
6000
4000
2000
0
ry ry ch ril ay ne ly st be
r
be
r
be
r
be
r
nua r ua ar Ap M Ju Ju u gu m to m m
Ja b M A e Oc ve ce
Fe pt De
Se No

1. In the year 2000, sales __________ at the beginning of August.

2. Book sales fluctuated between __________ and __________ 2000.
3. Sales __________ between September and November 2000.

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Practice 4

Changes can also be described in more detail by modifying a verb with an adverb. Using a verb from
the box on the left, and an adverb from the box on right, make sentences describing the changes
represented on the above graphs.

The first one has been done for you as an example.

increase fall slightly slowly sharply

decrease rise rapidly steadily gradually

decline drop moderately dramatically

1. 1990 – 1992
Sales increased / rose dramatically / sharply.

2. 1992 – 1994
__________________________________________________________________

3. 1994 – 1997
__________________________________________________________________

4. 1997 – 1999
__________________________________________________________________

5. July – August 2000

__________________________________________________________________

6. November – December 2000

__________________________________________________________________

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Practice 5

Look at the following ways of expressing the same idea:

- (Sales) (increased) (dramatically) from 1990 to 1992.

subject + verb + adverb

- There was a (dramatic) (increase) in sales from 1990 to 1992.

There was/were + adjective + noun + in + sth

Now, change the rest of the sentences you made in Practice 3 into similar sentences with an
adjective + noun.

Practice 6

Look at the chart and complete the sentences describing the data.

ringgit 120
(RM)
100 cost

80

60
profit
40

20

0
2004 2005 2006

Between 2004 and 2006, costs (1) _______ dramatically, (2) ________ 50 ringgit to 100 ringgit.

There was a sharp (3) ________ in profit, which fell from 100 ringgit to 50 ringgit over the same (4)
_________.

By 2006, costs were (5) ________ as high as profit.

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 REPORT WRITING (PART II)

Analysing and Presenting Information in Linear Form

There are few steps need to be taken in presenting information in linear form effectively.

1. Read the question and get all the relevant information from the non-linear texts.
2. Find out the types of writing that you are required to produce (report, letter, and article).
3. Skim and scan the non-linear texts. Pay attention on the titles, labels and notes.
4. Integrate all the information that have been gathered.
5. Write the outline of the report. The following is the recommended structure for writing the
outline.

 Title
Introduction  Provide an overview of the information presented

 Highlight significant and relevant data

Body  Indicate and examine the trends shown

 Draw a conclusion from the information

Conclusion

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Example:

40
35
Percentage of commuters

30
25 1990
20 2000
15 2010
10
5
0
Train Car Motorcycle Bus

Mode of transport and years (Kuala Lumpur)

Write a report describing the information shown. Your report should be between 150 to 200 words.

Introduction Title Different Modes of Commuter Transport in Kuala

Lumpur

Provide an overview bar chart – changing patterns in commuting by train, car,

of the information motorcycle or bus for commuters – Kuala Lumpur – 1990,

presented 2000 and 2010.

Body  Highlight train – rose from just under 20% in 1990, – fell back to about

significant and 23% in 2010.

relevant data
motorcycle – relatively stable, falling from around 28% of
 Indicate and
commuters in 1990 to 22% in 2000, – climbing back to reach
examine the
25% by 2010.
trends shown

Cars – increased steadily from just over 5% in 1990 to 23%

in 2000, – almost 40% by 2010

buses has declined since 1990, – under 35% in 1990 to 27%

in 2000 and only 15% in 2010.

Conclusion Draw a conclusion bar chart – growing use of cars for commuting to work

from the information between 1990 and 2000,

corresponding decline – buses from – most popular mode

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 of transport in 1980 to the least popular in 2010.

The report:

Different Modes of Commuter Transport in Kuala Lumpur

The bar chart shows the changing patterns in commuting by train, car, motorcycle or bus for commuters in
Kuala Lumpur in 1990, 2000 an d 2010.
The number of people using train at first rose from just under 20% in 1990, but then fell back to about
23% in 2010.
The use of motorcycle has been relatively stable, falling from around 28% of commuters in 1990 to 22%
in 2000, but climbing back to reach 25% by 2010.
On the other hand, the use of cars increased steadily from just over 5% in 1990 to 23% in 2000, reaching
almost 40% by 2010, whereas the popularity of buses has declined since 1990, falling from just under 35%
in 1990 to 27% in 2000 and only 15% in 2010.
The bar chart indicates the growing use of cars for commuting to work between 1990 and 2000, and the
corresponding decline in the popularity of buses from being the most popular mode of transport in 1980 to
the least popular in 2010.
(168 words)

*WRITING TIPS!

 Carefully analyse the table / chart before you start writing. What are the topics and the time
frame? What do the numbers and labels represent?
 Be clear about what you are describing: A number? A percentage? A price?
 Start by describing the overall situation.
 DO NOT describe every single detail. Find only important trends and highlight the most
significant data.
 Try NOT to keep repeating the same language and sentence structure.
 DO NOT describe the reasons or give your own opinions – stick to the facts.

TUTORIAL DISCUSSION

Practice 1

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Study the graph and answer the following questions.

Reported Offences in Cities with a Population of 100 000 and

Over
40000

35000

30000
No. of Crimes (000)

25000

20000

15000

10000

5000

0
A B C D E F
City

Rape Robbery Aggravated Assault

1. What is the purpose of the graph?

2. What is the trend for every reported offence?
3. Which city had a similar number of aggravated assaults and robberies?
Practice 2

Based on the answers that you have provided in Practice 1, write a short report in between 150 to
200 words.

Practice 3
Using the data given below, analyse the information about the size of the area of deforestation in
three forest reserves in 2015, 2017 and 2019.

Use only the information given and write a report in 150-200 words.

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 Figure 1: Size of the area of Deforestation in Three Different Reserves

Outline

i. Introduction

________________________________________________________________________
________________________________________________________________________

ii. General Trend / Overview

___________________________________________________________________________
___________________________________________________________________________

iii. Analysis

1. ___________________________________________________________________

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 ___________________________________________________________________

2. ___________________________________________________________________

___________________________________________________________________

3. ___________________________________________________________________

___________________________________________________________________

4. ___________________________________________________________________

___________________________________________________________________

5. ___________________________________________________________________

___________________________________________________________________

6. ___________________________________________________________________

___________________________________________________________________

7. ___________________________________________________________________

___________________________________________________________________

8. ___________________________________________________________________

___________________________________________________________________

9. ___________________________________________________________________

___________________________________________________________________

10. ___________________________________________________________________

___________________________________________________________________

iv. Conclusion

__________________________________________________________________________
___________________________________________________________________________

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Report:

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

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