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ROYAL UNIVERSITY OF PHNOM PENH. INSTITUTE OF FOREIGN LANGUAGES. English Department. Report Writing 401. A STYLE GUIDE TO GOOD REPORT WRITING. CLASS E 4.9 LECTURER: OR VITOU.

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ROYAL UNIVERSITY OF PHNOM PENH

INSTITUTE OF FOREIGN LANGUAGES

English Department

Report Writing 401

A STYLE GUIDE TO

GOOD REPORT WRITING

CLASS E 4.9

LECTURER: OR VITOU

GROUP MEMBERS 4: CHAN RACHNA, ING RAMY, MEAS SA IM, CHEA VISITHYRO, HENG SOPHEAKTRA, LEAK LYDO, YANN VANDA


Contents
Contents

  • Introduction

  • Body Report

  • Report Style

  • Achieving a Good Style

  • Choosing Your Words Carefully

  • Principles for Effective Report Writing

  • Summary


Introduction

  • Highly subjective

  • Mentally demanding process of effective written communication

  • Considers that elusive concept known as

  • Style


Introduction

  • Style is :

  • Most confuse area of report writing

  • Very easy to Criticize a writer’s style as “poor” or “inappropriate”

  • How is not so easy to specify the stylistic

  • improvements


Introduction

  • A Style Guide to good report writing :

  • Report Style

  • Achieving a good style

  • Choosing your words carefully

  • Principles for effectives report writing


Report style
Report Style

  • To be completely successful, Report which make recommendations must ensure that the reader willbe :

    • Read it without unnecessary delay

    • Understand everything in it without undue effort

    • Accept the facts, findings, conclusions and recommendations

    • Decide to take the action recommended


Report style1
Report Style

  • To get achieving that relevant facts accurately and do the communicating in a way to the reader can be :

  • Acceptable

  • Intelligible

  • How this can be achieved :

  • For example on appendix 1 Sample reports on page 181


Report style2
Report Style

  • Message across each time you write

  • Message is conveyed accurately and quickly

  • Message is easy to read and understand

  • It is the good manners.

  • - The writing should be easy to read.

  • - The word should be appropriate.

  • - The sentence and paragraph should be constructed.

  • * Good styleof the report : the best way to get your


    Report style3
    Report Style

    The most important good styles

    • A good literary style

       The literary style

    • A good academic writing style

       The style using by the students for their degree

    • A good style in business writing


    Report style4
    Report Style

    • *Good Style

      • Your constant aim, should be to make the readers’ task easier.

      • The message should be conveyed accurately and quickly to the reader.

      • - What the readers understand when they read the report is what the writer intended them to understand.


    Report style5
    Report Style

    • *Good Stylein business communication:

      • Clarity

      • Conciseness

      • Directness

      • The factors that most affect readability are:

        • - an attractive appearance

        • - non-technical subject matter

        • - a clear and direct style

        • - short sentences short and familiar word

      • A bad style may make the reader get the wrong meaning, or perhaps no meaning at all.


    Achieving a good style
    Achieving a Good Style

    • Selectivity

    • Accuracy

    • Objectivity

    • Conciseness

    • Clarity and consistency

    • Simplicity

    • Keeping technical writing simple

    • Benefits of simplicity


    Choosing your words carefully
    Choosing Your Words Carefully

    • Prefer plain words

      •  The ready availability of computer-based tutorials associated with applications software has become prevalent since the development of Microsoft Windows.

      •  Computer-based tutorials associated with applications software have become readily available since the development of Microsoft Windows.

    • Avoid pointless words

      • Basically, actually, undoubtedly, each and every one, during the course of our investigation


    Choosing your words carefully1
    Choosing Your Words Carefully

    • Avoid overwriting and padding

      •  Accounts Receivable is not concerned with the follow-up of any of the items with exception of delinquent accounts.

      •  Accounts Receivable follows up delinquent accounts only.

    • Avoid redundant words

      •  Past history suggests that our futures prospects are bright

      • History suggests that our prospects are bright

    • Prefer the positive

      •  We do not believe the backup files are adequate.

      •  We believe the backup files are inadequate.


    Choosing your words carefully2
    Choosing Your Words Carefully

    • Avoid the careless positioning or words

      •  The head teacher was urged to take a strong line on

      • absenteeism by the board of governors.

      •  The board of governors urged the head teacher to take a

      • strong line on absenteeism.

    • Try to avoid qualifying introductions

      •  While repayment of these amounts is provided for, the ten percent interest is not included.

      •  Repayment of these amounts is provided for, but the ten per

      • cent interest is not included.


    Choosing your words carefully3
    Choosing Your Words Carefully

    • Place emphasis at the end of the sentence

      •  With a little clarification, the subcontractor would have

      • solved the difficulties occasioned by the specification changes

      • more readily.

      •  With a little clarification, the subcontractor would more

      • readily have solved the difficulties occasioned by the

      • specification changes.

    • Prefer English to foreign words and phrases

      • Avoid foreign-language term like inter alia, per se, sine die


    Choosing your words carefully4
    Choosing Your Words Carefully

    • Avoid sexist language

      •  Policeman, fireman, businessman

      •  Police officer, fire fighter, businessperson

    • Use warm words

      •  Quick, time-saving and efficient

      •  Aroma, fresh and tasty


    Principles for effective report writing
    Principles for Effective Report Writing

    • The importance of reports

    • Drafting the report

      • Keep working on draft

      • Well prepared for writing time

      • Know what you intend to achieve

      • Be flexible

      • Do not sit still at your desk

      • Keep continuing

      • Read a passage aloud to yourself


    Principles for effective report writing1
    Principles for Effective Report Writing

    • The need for explanation

      • Keep saying what you have been asked to do, who asked you and when, how where and when you did it, with whose help.

      • Consolidate highly factual reference into related point.

      • Always make it clear what you have accepted.

      • Explain the present with the past

      • Be specific


    Principles for effective report writing2
    Principles for Effective Report Writing

    • Differentiate between important facts and details

    • Avoiding too many figures

      • Restrict figures to those which are meaningful.

      • Make sure they are consistently produced and interpreted

    • Layout – be consistent

      • Do not change name or descriptions

      • Write dates the same way throughout

      • Larger numbers look better in figures, one to ten look better in words

      • Layout of headings, pages and paragraphs should not changes


    Summary
    Summary

    • Aim should be to write reports which are:

      • Read without unnecessary delay

      • Understood with undue effort

      • Accepted and, where appropriate, acted upon

    • The Factors that most affect readability are :

      • An attractive appearance

      • Non-technical subject matter

      • A clear and direct style

      • Short sentences

      • Short and familiar word


    Summary1
    Summary

    • Achieving a Good Style:

      • Selective, accurate, objective, concise, clear, consistent and simple

    • A report is an important document

      • Draft it in short, concentrated bursts.

      • Pay particular attention to the need for explanation

      • Differentiate between important facts and details

      • Avoid too many figures

      • Be consistent throughout



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