INTRODUCTION TO

REPORT WRITING

Writing in the Work Place

Rev 10/2010Report Writing

2

Communication--the human connection--is the

key to personal and career success. ~

Paul J. Meyer

Objectives

Identify the varieties of work place writing

Explain how writing is used in the work place

Develop techniques for occupational writing

Write in occupational formats

Rev 10/2010Report Writing

3

Deficiencies in Basic Knowledge

Writing in English—46.4 percent of employer

respondents report new workforce entrants with a two-

year college diploma as “deficient,” and over a

quarter (26.2 percent) report that new workforce

entrants with a four-year college diploma are

“deficient.” Almost two-thirds of employer

respondents (64.9) say Writing in English is “very

important” for two-year college graduates; almost 90

percent (89.7 percent) say these skills are “very

important” for four-year college graduates.

Rev 10/2010Report Writing

4

Written Communications—47.3 percent and 27.8 percent

of employer respondents, respectively, report new

entrants with two-year and four-year college diplomas as

“deficient.” Almost three-quarters of the employer

respondents (71.5 percent) say Written Communications

is “very important” for two-year college graduates. For

four-year college graduates, 93.1 percent say Written

Communications is “very important.” …

Write memos, letters and complex technical reports clearly

and effectively

From Are they really ready to Work? Employers’ perspectives on the basic

knowledge and applied Skills OF new entrants To the 21st century

U.S.Workforce (2007)Rev 10/2010Report Writing

5

Comp Vs. Report Writing

Workplace writing is not the same as college writing!

Collegiate

Meets the writer’s needs

Expansive

Continuous text

Organized from least to

most important

Visuals limited

APA style

Occupational

Meets the reader’s needs

Succinct

Use bullets and headings

Organized from most

important to least

Visuals required

Referencing laxer

Rev 10/2010Report Writing

6

Definition–Occupational Writing

Occupational writing is writing that takes place

in the work setting. The purpose is to

communicate effectively and efficiently ideas

that individuals and groups can use to make

decisions.

Rev 10/2010Report Writing

7

Rev 10/2010Report Writing

8

The learned fool writes nonsense in better

language that the unlearned - but it's still

nonsense.

Benjamin Franklin

From BrainyQuote http://www.brainyquote.com/

Range of Occupational Writing

Rev 10/2010Report Writing

9

• Meeting Agendas

• PresentationsOral

• Email Letters• Memorandums

Correspondence

• Progress Investigative• Feasibility Proposal

Reports

• Policies Handbooks

• ExpenseMaintenance

Rev 10/2010Report Writing

10

If you are writing about baloney, don't try to make

it Cornish hen, because that is the worst kind of

baloney there is. Just make it darned good

baloney.

Leo Burnett

From BrainyQuote http://www.brainyquote.com/

Types for Report Writing

Rev 10/2010

11

Report Writing

Correspondence – E-mail

Develop skills to

write professional

emails

Learn how to

manage emails

Understand email

security risks

Rev 10/2010

12

Report Writing

Correspondence -- Letters

Demonstrate the

parts of a letter

Develop skills to

write varied kinds of

professional

correspondence

Rev 10/2010

13

Report Writing

Correspondence – Memorandum

Develop skills to

write a wide variety

of memorandums

Adjust content

according to

purpose

Rev 10/2010

14

Report Writing

Correspondence – Fax

Develop skills to

write a wide variety

of facsimile

Adjust content

according to

purpose

Rev 10/2010

15

Report Writing

Report

A report is written

communication that

conveys information

to a group of

people for them to

make decisions from.

Rev 10/2010

16

Report Writing

Ancillary Report

Abstract

Executive Summary *

Rev 10/2010

17

Report Writing

Visual Effectiveness

Understand the

appearance reflects

not only on you but

the employer

Use of visuals

Effective design

according to

purpose

PowerPointRev 10/2010

18

Report Writing

21st Century Communication

Identify the

importance of social

media in today’s

world

Facebook

Twitter

Linkedin

Rev 10/2010

19

Report Writing

Four Key Considerations

Purpose

Audience

Message

Format

Rev 10/2010Report Writing

20

Purpose

If you don’t know

why, don’t do it!

Stated in reports

Rev 10/2010

21

Report Writing

Audience

Must meet the needs

Realize decisions will

be made

Adjust approach

Rev 10/2010

22

Report Writing

Message

Clear and concise

Brief

Logical organization

Simple direct

language

Rev 10/2010

23

Report Writing

Format

Easy to read

Key ideas easy to

find

Looks professional

Effective graphics

Rev 10/2010

24

Report Writing

Rev 10/2010Report Writing

25

Decide what you need to say before you write,

then clearly state your message in as few

words as possible.

Beth Aleridge, Director, Internal Communications,

Home Depot, Inc. As quoted in The Business Style

Handbook, Cunningham & Greene, page 197.

Summary

Rev 10/2010Report Writing

26

Writing in the work place is

Wide-ranging

Frequent

Demanding

Constant

The work place disintegrates without good

communication

Workplace communication reflects on everyone

Resources

Rev 10/2010Report Writing

27

Handbook of Technical Writing by Alfred, Brusaw & Oliu

Stevens, B. (2005, March 1). What communication skills do employers want? Silicon valley recruiters respond [electronic version]. Journal of Employment Counseling

Polk, C. (2009). Workplace Writing Skills http://sabes.org/curriculum/instruction/workplace-writing-skills1.pdf