Composition And Report Writing

COMPOSITION AND REPORT WRITING

What is writing? Writing is the process of defining what we mean to say accurately and without ambiguity.

What is Report? A report is designed to fulfill a need to tell and need to know by communicating a set of ideas from a writer’s mind to a reader’s mind.

APPROPRIATE REPORT WRITING

   

Functional Informative Factual Efficient

THE ABCs OF REPORT WRITING a. b. c. d. e. f. g.

Accuracy Brevity Confidence Dignity Emphasis Facility Emphasis

THE ABCs OF REPORT WRITING a. i. j. k. l. m. n.

Facility Grammatical correctness Honesty Illustration Judgment Knowledge Logic

THE ABCs OF REPORT WRITING o. p. q. r. s. t. u.

Mechanical neatness Normal procedure Objectivity Planning Qualifications Revisions Straight Sentences

THE ABCs OF REPORT WRITING v. w. x. y. z. &

Thoroughness Unity Viewpoint Word Choice You-Point Zest

STEPS IN WRITING TECHNICAL REPORT Planning: (1) Identify the real subject (2) pinpoint purpose (3) aim at an `audience (4) prepare target statement (5) plan a program Collecting information: (1) facts and figures (2) notes taken on books/journals (3) response to direct inquiries

STEPS IN WRITING TECHNICAL REPORT Planning: (1) Identify the real subject (2) pinpoint purpose (3) aim at an `audience (4) prepare target statement (5) plan a program Collecting information: (1) facts and figures (2) notes taken on books/journals (3) response to direct inquiries

STEPS IN WRITING TECHNICAL REPORT

Designing:

(1) brainstorming (2) basic pattern (3) outlines (4) report formats

Step Nr. 4: Rough Drafting

Why Managers Write     

To inform To convince To get action To create goodwill To appraise results

Ways to Plan What to Say  Outline your points;  Jot down ideas, using three-by-five cards or a word processor; then arrange ideas logically;  Make notes on a pad; underline and number major points;  Think in terms of a beginning, a middle, and an end; and  Phrase the question this communication ought to answer.

The Five Ws in Writing Who:

What:

is the primary reader? else will read this communication? are you to the reader? should perform specified actions?

is the scope of this communication? do you hope to accomplish? do you prefer to avoid? criteria are you using? is fact, what opinion? is your solution or conclusion? are the alternatives? must be done to avoid catastrophe? are your real and seeming motives? are the reader’s real and acknowledged motives? is the reader’s response likely to be? questions might the reader ask? does the reader already know about the subject?

The Five Ws in Writing Why:

Where:

When:

are the writing to this particular person or group? are you writing now? have you reached your conclusion? are you issuing warnings? should the reader care about what you are saying? does this communication lead? does it fit into your relationship with the reader? are the reader’s blind spots and biases? are the reader’s points of resistance? will additional information be available? will relevant actions and events ideally occur? are any deadlines involved?

Trust Your Eyes and Ears  Use more six to ten-line paragraphs than longer ones.  Use more ten to twenty-word sentences than longer ones.  Use more one-, two-, and three-syllable words than longer ones.

A passing Nod at Grammar a. Depend heavily on simple sentences because they are the easiest to write and read. b. Use compound sentences for related ideas that are of equal importance. c. Use complex sentences for related ideas that are of unequal importance. d. Incomplete sentences add variety and create emphasis, but if used indiscriminately, they lose their punch.

Keep It Lean a. b. c. d. e.

Shorten clauses to phrases or words. Shorten phrases to words. Use the infinitive instead of a substitute. Eliminate redundant words and ideas. Eliminate irrelevant words and ideas.

Transitions To Amplify accordingly consequently furthermore in the same way moreover specifically without dissension

also eventually in addition for example similarly the next step

because for example in other words formerly simultaneously what’s more

Transitions To Continue again because granted in spite of of course therefore

also even so generally in some markets simultaneously ultimately

another element frequently indeed meanwhile sooner or later unfortunately

Transitions To contrast but however otherwise unless

To emphasize above all as indicated in other words once again without a doubt

despite nonetheless rather than

even so on the contrary yet

another key beyond question most important under no circumstance

Transitions

To conclude accordingly as a result consequence inevitably in spite of the final effect the results

a final consideration cumulatively

in conclusion in

in the last analysis in sum the implications the recapitulate

in other word nevertheless therefore

SAMPLE FORMAT-

MEMORANDUM REPORT

MEMORANDUM FOR

: RANK & NAME DESIGNATION OFFICE ADDRESS

SUBJECT : ___________________________________ DATE

: ___________________________________

==============================================================================

CHIEF/HEAD OF GROUP/UNIT RANK PNP DESIGNATION

PURPOSE OF INVESTIGATIVE REPORT • RECORD

• LEAD • PROSECUTION ACTION

REQUISITES OF A GOOD INVESTIGATIVE REPORT • • • • •

Accuracy Completeness Brevity Fairness Form & Style

POLICE REPORTS • Alarm Report • Advance Information • Crime Report

SAMPLE FORMAT-

ALARM REPORT Letterhead

Case Report No.: _________________

Date: _____________ ALARM REPORT

NNATURE OF CASE CCOMPLAINANT/VICTIM

: __________________________________________ : __________________________________________ (Names, Personal Circumstances

__________________________________________ and residences of all victims)

LLOSSES

: __________________________________________ (Itemized List of Losses of Victims)

__________________________________________ (Value

Recovered

Recovered)

DDATE/TIME/PLACE : __________________________________________ OOF OCCURRENCE : __________________________________________ SSUSPECTS : __________________________________________ (Personal/Physical Description

__________________________________________ of Each Suspect)

REPORTED BY : __________________________________________ DATE/TIME REPORTED : __________________________________________ ----------------------------------------------------------------------

FACTS OF THE CASE

NOTED AND FORWARDED: CHIEF/HEAD OF GROUP/UNIT RANK PNP DESIGNATION

: OFFICER – ON – CASE RANK PNP DESIGNATION

or

Not

SAMPLE FORMAT-

ADVANCE INFORMATION Letterhead

Case Report No.: _________________

Date: _____________ ADVANCE INFORMATION

NNATURE OF CASE CCOMPLAINANT/VICTIM

: __________________________________________ : __________________________________________ (Names, Personal Circumstances of the Victim)

__________________________________________ if injured, diagnosis of the attending physician and name of the hospital)

DDATE/TIME/PLACE : __________________________________________ OOF OCCURRENCE : __________________________________________ SSUSPECTS : __________________________________________ (Names, Personal Circumstances

__________________________________________ Residence and Status - whether) __________________________________________ Suspect/s are Under Arrest or Not)

EVIDENCE WITNESSES

: __________________________________________ : __________________________________________

----------------------------------------------------------------------

FACTS OF THE CASE

NOTED AND FORWARDED: CHIEF/HEAD OF GROUP/UNIT RANK PNP DESIGNATION

: OFFICER – ON – CASE RANK PNP DESIGNATION

SAMPLE FORMAT-

CRIME REPORT Letterhead

Case Report No.: _________________ NNATURE OF CASE CCOMPLAINANT/VICTIM

CCRIME REPORT Date: _____________ : __________________________________________ : __________________________________________ (Names, Personal Circumstances

of

Complainant) __________________________________________ (In Rape Cases, Inclose the Medical Findings) DDATE/TIME/PLACE OOF OCCURRENCE SSUSPECTS

: __________________________________________ : __________________________________________ : __________________________________________ (Names, Personal Circumstances

__________________________________________ addresses if known, and __________________________________________ EEVIDENCE

physical description if at-large) : __________________________________________

__________________________________________ WWITNESSES : __________________________________________ (Names and Addresses) ---------------------------------------------------------------------FACTS OF THE CASE :

NOTED AND FORWARDED: CHIEF/HEAD OF GROUP/UNIT RANK PNP DESIGNATION

OFFICER – ON – CASE RANK PNP DESIGNATION

SAMPLE FORMAT-

PROGRESS REPORT

Letterhead Case Report No.: _________________

Date: _____________

PROGRESS REPORT SUBJECT

: __________________________________________

TO

: __________________________________________

NOTED AND FORWARDED: CHIEF/HEAD OF GROUP/UNIT RANK PNP DESIGNATION

OFFICER – ON – CASE RANK PNP DESIGNATION

Nouns Kinds of Nouns Pronouns

Verbs Qualities of Verbs Voice Tense Mood Adverbs Adjectives

Parts of Speech I.

Nouns: A noun is a name word. It names a person, place, thing or idea Examples: Juan, lad, earth, ink, socialism.

Parts of Speech    

 

Kinds of Nouns: 1. Proper Nouns and Common Nouns a) A proper noun names a particular person, place or thing. Example/s: Mr. Guzman, Ideal Theatre, Marie, President Franco, Quiapo, Newsweek, Shoe Mart, Bulletin, Quezon City b) A common noun names anyone of a class of persons, places, or things. Example/s: man, theatre, lady, president, district, street, store, religion, magazine, newspaper, city

Parts of Speech 

 



Kinds of Nouns:

2. Collective Nouns A collective noun denotes a group of persons, animals or things considered as one. Examples: congregation, country, battalion.

Parts of Speech 

 

Kinds of Nouns:

3. Abstract Noun: -expresses a quality, a condition, or an action. The words culture, knowledge, appreciation, love & beauty do not name persons or things.

Parts of Speech II. 

PRONOUNS:

A pronoun is a word used in place of a noun. A person must always go with antecedent, which is the noun for which the pronoun stands and to which it refers.

Parts of Speech II.  



Pronouns A. Personal Pronoun: - is a pronoun that denotes by its form like: the speaker, the person spoken to, or the person or thing spoken of. Example/s:   

I will come to the market early. Will you go with Delia? She gave it to him.

Parts of Speech II.  





Pronouns Pronouns function in three “persons”. First Person – pronoun referring to the speaker himself. Second Person – pronoun referring to the person spoken to. Third Person – pronoun referring to the person or thing spoken of.

Parts of Speech II.

Pronouns:



Aside from its “persons” a pronoun also has number: it may either be singular or plural.



Person First -

Second-

Singular I, my, mine me, myself You, your, yours yourself, thou, thy thine, thee, thyself

Plural We, our, ours, us ourselves You, you, yours yourselves

Parts of Speech II.

Pronouns: Aside from its “persons” a pronoun also has number: it may either be singular or plural. Person

 

 

Third -

Singular

He, his, him himself; She, her, herself; It, its itself

Plural

They, their them, theirs themselves

Parts of Speech III.

Verbs: A verb is a word used to express action, occurrence, or state of being. A verb is the most important element of a sentence; without it, there can be no sentence. Examples: Action – We respect our superiors. The boy played basketball. (Action) Occurrence – His birth came at noon. State – She is there.

Parts of Speech III.

Verbs: Verb phrases – a verb phrase is a group of words used to do the work of a single verb. Examples: Have you read the life of Julius Cesar? A shrine of General Aguinaldo has been erected in our camp. Have read, and has been erected are Verb Phrases.

Parts of Speech III.

Verbs: Verb phrases – a verb phrase is a group of words used to do the work of a single verb The principal verbs are called, read and erected; is, have and has been are auxiliary verbs. The Common Auxiliary Verbs are: be are has will would am was had may could is were shall can might

Parts of Speech III.

Verbs: A. Division according to form: Kinds of Verbs: Regular verbs – a regular verb is a verb that form its past tense and its past participle by adding “d” or “ed” to the present tense. Present Past Past Participle talk talked talked affect affected affected

Parts of Speech Verbs: A. Division according to form: Kinds of Verbs: Irregular verbs Master these Verbs Present Past Past Participle am, is, are was, were been awake awoke, awaked awoke, awaken beat beat beat, beaten III.

Parts of Speech Verbs: A. Division according to form: Kinds of Verbs: Irregular verbs Master these Verbs Present Past Past Participle III.

begin bet bind blow break

began bet bound blew broke

begun bet bound blown broken

Parts of Speech III.

Verbs: A. Division according to use: Transitive verb – is an action word that has an object (direct/indirect). To determine the direct object, we ask the question “whom” for person or “what” for thing/object after the verb. Example: Director Atienza honored the guests.

Parts of Speech Verbs: A. Division according to use: Transitive verbs Example: . III.

Director Atienza honored the guests Doer - Director Atienza Action-Honored Direct Object-the guests Honored is a transitive verb because the action passes from the doer, Director Atienza, to the direct object, the guests.

Parts of Speech III.

Verbs: A. Division according to use: Intransitive verbs:

An intransitive verb is an action word that has no object at all. Example: The general rose at his chair. The doer is the general; the action is rose; there is no object. The action of the verb rose begins and ends with the doer.

Parts of Speech III.

Verbs: A. Division according to use: Intransitive verbs:

An intransitive verb is an action word that has no object. Example: The general rose at his chair.

There is no object; hence the question “whom” or “what” after the verb will receive no answer. But we ask the question “where” after the verb.

Parts of Speech Verbs: A. Division according to use: Linking Verb: III.

- establishes the coordination between the subject of a noun or pronoun and adjective or complement. A word or group of words used to complete the meaning of a linking verb is called a Subject complement. If the complement is a noun or a pronoun, it is called a predicate nominative, if an adjective, it is called a predicate adjective.

Parts of Speech Verbs: A. Division according to use: Linking Verb: III.

Subject Love Silk

Linking Complement is a sacrament. feels smooth appears becomes continues grows, looks

Parts of Speech Verbs: A. Division according to use: Linking Verb: III.

Examples: The price seems expensive. The price is expensive.

Parts of Speech III.

Verbs: Qualities of Verbs: a. Voice b. Tense c. Mood

Parts of Speech III.

Verbs: Qualities of Verbs: a. Voice Voice – is that quality of a verb which shows whether the subject is the doer or the receiver of the action. 1. Active voice denotes the subject as the doer of the action. Ex: Lily wrote her thesis. (Active voice)

Parts of Speech III.

Verbs: Qualities of Verbs: a. Voice– is that quality of a verb which shows whether the subject is the doer or the receiver of the action. 2. Passive Voice denotes the subject as the receiver of the action. Ex: This thesis was written by Lily. (Passive Voice)

Parts of Speech III.

Verbs: Qualities of Verbs: b. Tense Tense– is that quality of a verb which denotes the time of the being, or the state of being. Two general types of tenses: a. Simple tenses b. Compound tenses

Parts of Speech III.

1. 2.

Verbs: Qualities of Verbs: b. Tense Two general types of tenses: a. Simple tenses Three Simple Tenses Present tense signifies action, being, or state of being in present time Past tense signifies action, being or state of being in past time.

Parts of Speech Verbs: Qualities of Verbs: b. Tense Two general types of tenses: a. Simple tenses Three Simple Tenses 3. Future tense signifies action, being or state of being in future time. III.

Parts of Speech III.

Verbs: Qualities of Verbs: b. Tense Two general types of tenses: 1. Simple tenses Simple Tenses in the active voice

-

Linda speaks to her professor often. (Present tense) Linda spoke to her professor often. (Past tense) Linda will speak to her professor often. (Future tense)

-

Parts of Speech III.

Verbs: Qualities of Verbs: b. Tense Two general types of tenses: 2. Compound Tenses: The Three Perfect Tenses: a. Present Perfect Tense signifies action, occurrence or status completed or perfected in present time. Ex: Linda has spoken to her professor today.

Parts of Speech III.

Verbs: Qualities of Verbs: b. Tense Two general types of tenses: 2. Compound Tenses: The Three Perfect Tenses: b. Past Perfect Tense signifies action, occurrence or status completed or perfected before some definite time. Ex: Linda had spoken to her before you called.

Parts of Speech III.

Verbs: Qualities of Verbs: b. Tense Two general types of tenses: 2. Compound Tenses: The Three Perfect Tenses: c. Future Perfect Tense signifies action, occurrence or status completed or perfected before some specified time in the future. Ex: Linda will have spoken to her before you will call.

Parts of Speech Verbs: Qualities of Verbs: c. MOOD (Indicative/Subjunctive/Imperative) Mood – is the attribute or quality of a verb that denotes the purpose for which the action, the being, or the state of being is expressed. III.

Parts of Speech Verbs: Qualities of Verbs: c. MOOD Indicative mood is used to state a fact, to deny a fact or to ask question. States a Fact: My sister has gone to market. Denies a Fact: She has not gone to school. Ask a question: Who went with him? III.

Note: Subjunctive Mood is used for subordinate clauses.

Parts of Speech III.

Verbs: Qualities of Verbs: c. MOOD Imperative Mood is used to express a command to a second person. A mild command often takes the form of an entreaty or a request. Examples: Command: Stop playing with the gun. Entreaty : Forgive us our trespasses as we forgive those who trespass against us. Request : Kindly pass me the milk.

Parts of Speech IV: ADVERBS An adverb is a word that modifies a verb, an adjective, another adverb, or a sentence. Examples: Clarita dressed beautifully. Clarita wore very beautiful dresses. Clarita dressed unusually well. Always, Clarita dressed well.

Parts of Speech IV: ADJECTIVES An adjective is a word that describes or modifies a noun or a pronoun. Adjectives are usually defined as words that modify a noun. They describe, qualify or limit the meaning of a noun. happy child one book Filipino dish

Parts of Speech IV: ADJECTIVES The position of the adjective is usually before a noun, after a noun, or after a linking verb. Examples: They love to dine in a small, cozy restaurants. The last test is difficult. The chart below shows the order followed by adjective before the noun they modify.

Parts of Speech IV: ADJECTIVES Classes of Adjectives: a. Descriptive; and b. Limiting Two kinds of Descriptive Adjectives are: a. A proper adjective- is formed from a proper noun. b. A common adjective is an indicative that expresses the ordinary qualities of a noun or pronoun.

Parts of Speech IV: ADJECTIVES Classes of Adjectives: a. Descriptive; and Proper Adjectives Filipino flag American flag

Common Adjectives silk flag deep sea

Parts of Speech IV: ADJECTIVES Classes of Adjectives: b.

Limiting Adjective –is the one that points to an object or denotes number. Subdivided into: 1. Numerical Adjectives denote exact quantities; 2. Articles 3. Pre nominal or Attributive Adjectives are adjectives that are placed before the nouns they modify.

Parts of Speech IV: ADJECTIVES The Chart below shows the order followed by adjective before the noun they modify. Determiners Intensifiers Quality Shape or Color Another Head Size Noun: a very lovable stout fair baby boy complexioned the very gloomy big house.

Parts of Speech IV: ADJECTIVES Classes of Adjectives: b.

Modifying Adjective –is the one that points to an object or denotes number. Numerical Adjectives Personal Adjectives six girls another boy third row many people

Parts of Speech PREPOSITION is a word or group of words that shows the relation between a substantive and some other words in the sentence. The most commonly Used Prepositions are: about at down near throughout above before during of to across behind except off toward after beside for on under against between from over until among beyond in past up around by through into with

Parts of Speech The object of a Preposition - is either a noun/pronoun, verbal, phrase, clause, or a group of words used as a noun. A preposition usually pre ceeds its objects. Example/s: The dog walked through the meadow. (noun) Dance with me. (Pronoun) We put the bag under the table. (Phrase) Nita was thankful to whoever helped her. (clause)

Parts of Speech CONJUNCTION - is a word used to connect words, phrases, or clauses in a sentence. Example/s: The night is quiet and refreshing. (It connects words) The day was bright and sunny. (It connects words) Coffee grows in Batangas and in Lucena. (It connects phrases) I will accompany you if I can help you. (It connects clauses)

Parts of Speech PHRASE/CLAUSE - is a word used to connect words, phrases, or clauses in a sentence. Example/s: The night is quiet and refreshing. (It connects words) The day was bright and sunny. (It connects words) Coffee grows in Batangas and in Lucena. (It connects phrases) I will accompany you if I can help you. (It connects clauses)