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Slide 1: Title Slide
Report, Language and Images in Communication
Slide 2: What is a Report?
● Derived from the Latin reportare (to carry back).
● A way of sharing information about an event with someone who was not there.
● Written by a person who has the information for someone who needs it.
● Presents facts clearly and is used to explain or analyze a topic or problem.
Slide 3: Report Definition
● A formal statement of:
○ Facts
○ Information
● Written for a specific audience.
● Includes:
○ Procedures for data collection and analysis
○ Significance of the data
○ Conclusions drawn
○ Recommendations (if required)
Slide 4: Importance of Report Writing
● Executives spend a large portion of their time writing or reading reports.
● Many important business or government decisions are based on reports.
Slide 5: Report Categories
Based on Use:
● Informational Report: Presents facts without analysis.
● Analytical Report: Includes analysis, interpretation, and recommendations.
Based on Length:
● Short Report
● Long Report
Slide 6: Informational Report
● Contains detailed information without analysis or recommendations.
● Objective: To carry information from one area to another; presents only facts.
● Typically small in size.
● Types:
○ Conference Report: Summary of topics discussed
○ Progress Report: Shows accomplishments over time or at a stage
○ Periodic Report: Regular reports (weekly, monthly, etc.)
Slide 7: Analytical Report
● Contains analyzed data, interpretation, and recommendations.
● Definition: Presents and interprets information to solve problems.
● Objective: To solve problems with balanced positive and negative aspects.
● Requires: Analytical and interpretative knowledge; may include personal opinion.
● Useful for making quick and informed decisions.
Slide 8: Informational vs Analytical Report
Feature Informational Report Analytical Report
Purpose Present facts only Analyze and recommend
Content Objective, factual Facts, analysis, interpretation
Tone Neutral, descriptive Evaluative, critical
Structure Simple, straightforward Complex with findings, analysis, conclusion
Example Progress report, Meeting Feasibility study, Market analysis
s minutes
Slide 9: Report Characteristics
● Must match the purpose.
● Must suit the audience (language, style, jargon).
● Accurate and complete.
● Logical and easy to understand.
● Clear, concise, and well organized with section headings.
Slide 10: What is Plain Language?
● Clear, concise writing that is easy for everyone to understand.
● Avoids uncommon words and euphemisms.
● Often mandated in public organizations to ensure accessibility.
Slide 11: Plain Language - Acts & Standards
● USA: Plain Writing Act of 2010.
● UK: Plain English required in official statistics.
● Ireland: Draft Plain Language Act (2019) was proposed but delayed.
Slide 12: Principles of Plain Language (I)
● Use Active Voice: Subject first, sentences shorter.
● Use Common Words: e.g., expedite → hurry, utilize → use.
● Avoid Buzzwords and Jargon: Acronyms, slang, overused terms like “paradigm shift.”
Slide 13: Principles of Plain Language (II)
● Use a Positive Tone:
○ Avoid negative words like not, don’t, can’t.
○ Makes writing shorter, friendlier, and clearer.
Slide 14: Principles of Plain Language (III)
● Write for the Reader:
○ Know audience reading level.
○ Use pronouns like you to engage.
○ Anticipate questions and provide clear answers.
○ One idea per paragraph with transitions for flow.
Slide 15: Principles of Plain Language (IV) - Keep it Short & Simple
● One idea per sentence.
● Remove unnecessary words if meaning is unchanged.
● Avoid wordiness:
○ due to the fact that → because
○ completely finished → finished
● Delete empty words: really, very, basically, the fact that.
Slide 16: Principles of Plain Language (V) - Be Concise
● Limit paragraphs to a few short sentences.
● Be clear and simple.
● Avoid complex sentence structures.
● Break large text into sections with headings.
Slide 17: Plain Language Examples
Example 1: Medicaid eligibility
● Before: Long, complex paragraph.
● After: Clear, bulleted list of criteria.
Example 2: Application requirement
● Before: “The application must be completed by…”
● After: “We must receive your application by…”
Slide 18: Plain Language Editing Example
● Wordy: “At the present time, the Agency will conduct random checks on a monthly
basis…”
● Concise: “If the threat level is yellow, the Agency will conduct monthly random
checks.”
Slide 19: Active vs Passive Voice
● Passive: “The problem could not have been foreseen.”
● Active: “We could not have foreseen the problem.”
● Active voice is clearer, direct, and assigns responsibility.
Slide 20: Using Images - Copyright Basics
● Google Images: Cannot use without permission, even if credited.
● Creative Commons: Allowed with proper attribution (e.g., “Photo by: [Username]”).
Slide 21: Using Images - Privacy & Consent
● Personal Photos: Need written consent if people are identifiable.
● Staff Photos: Permission may be granted, but always confirm before posting publicly.
Slide 22: Sourcing Images Responsibly
● Free (with attribution): Creative Commons, Wikimedia, Flickr.
● Paid: Stock photo websites.
● Original: Hire designers, photographers, or create your own.
● Never use images directly from Google search.