Chapter 24

Basic Principles of

Writing Reports

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Accuracy is absolutely essential and the only way to ensure it is to be meticulous and

painstaking in collecting and recording facts; and handling them. Information and facts

can be collected from library, subject catalogue, people working in areas related

to subjects and personal observation.

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The art of speaking and listening to people, the skills of note-taking,

summarizing and looking up reference material, are invaluable in

preparing for writing report.

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The English language is capable of many different styles which must be suitable to the

purpose and the readership of the report..The report should be simple, concise and

straightforward.

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Understanding the report depends on its preparation, layout and step by step presentation. Words,

phrases, sentences, paragraphs and chapters are the units of expression which must be handled

skillfully in order to have a good and appropriate style.

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Short and simple words are commonly used and easily understood. Long words are used

for fine, subtle effects which give life and flair to the style. Besides meaning, the usage and context must be taken into

account

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It’s a discrete statement which expresses one idea and sometimes several ideas which need

to be combined in a proper relationship. Sentence can be simple, compound and

complex

Phrase is a cluster of words which is a unit of meaning

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A simple sentence is used for giving instructions, making observations; compound sentences are

used to convey coordinate ideas which imply progression, balance, comparison or contrast;

complex sentences are used for the expression of fine, subtle and complicated ideas. In repots it

is better to write simple and compound sentences.

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It is used for introducing, developing, explaining, classifying, describing, comparing,

summarizing and concluding.

It’s a group of associated sentences defining and developing an aspect of a

subject

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The length of chapter depend on the length of the report, the number of

aspects investigated, the layout and the style of presentation. Its plan should be

logical

It is the main division

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Technical writing needs the facts, logical sequencing of facts and arguments,

statement of facts in plain, grammatically correct and properly punctuated English and adequate

information and illustration to support the facts

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Business writing requires a bare, clear style for statement of facts. Clarity

and concise are the most important qualities of style.

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•Always keep the reader and his needsin mind

•Choose simple words, short sentences,short paragraphs

•Avoid adverbs, adjectives, emphaticwords unless necessary

Working principles to be followed which are:

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Working principles to be followed which are:

•Be specific and precise

•Never exaggerate

•Write to inform not to impress

•Observe the 3 fys (Simplify, justify and Quantify)

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Working principles to be followed which are:

The 3 fys (Simplify, justify and Quantify)

Simplify : keep the essentialsJustify : support every statement/assertion with

factsQuantify : give dimensions, weights, amounts,

volumes as required

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The writing should be in order as main body, conclusion,

recommendations, introduction, ancillary parts, summary or

synopsis

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The impact of the presented facts on

members of the organization must be

considered.

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Tact, diplomacy and persuasiveness will be needed.

Stating defects and shortcomings requires careful

handling especially if they reflect on a person’s ability

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Human sensitiveness

must be respected.