TECHNICAL WRITINGDecember 3 , 2014

Progress Report

Another kind of short report.

Purpose: Inform reader about the status of an ongoing project.

Indicates:

- How much work has been done.

- What type of work has been done.

Who has done the work, how well it was done.

- How close the entire job is to completion.

Letterhead

Begins with key information: project status

Concisely summarizes previous work for background

Summarizes current accomplishments.

Identifies problems, how they were solved, and costs involved.

Specifies what work remains and when it will be completed.

Projects successful completion of work.

Promises to keep reader informed

Today

Writing clarity:

- word choice

- Prepositions (collocations – common word groupings)

Word choice

Word choice

i.e., vague terms

The musical was good.

The musical was entertaining. 

 

Word choice

i.e., Word form: Adjective vs. Noun

Carey was quite anger/angry with the results of her job interview.

 

 It is important to put the happiness/happy of family above other things.

 

It was nice to see the animals in their nature/natural environment.

 

I have a sharp pain/painful in my shoulder.

Word choice

i.e., Word form: Adjective vs. Noun vs. Verb

The consultant’s predict/prediction/predictive about our current problems was correct.

 

 

Word choice

i.e., prepositions: to use or not

We discussed about constructing a new cafeteria.

We discussed constructing a new cafeteria.

The current plan is different the previous plan.

The current plan is different from the previous plan.

Correcting Word Choice Errors

1. Avoid useless words

1. Avoid ambiguous/vague/unclear words

i.e., good, well, hard, interesting, pretty, a lot of, a great deal

Vague: When Carol left the firm, she received a good severance package.

More precise: When Carol left the firm, she received a generous severance package (of $100,000).

Correcting Word Choice Errors

2. Check for misused words

a) Because vs. Since

Because = demonstrates cause and effect

i.e., Because of its recent attempts to downsize, the airline’s payroll expenses seem relatively low.

Correcting Word Choice Errors

2. Check for misused words

a) Because vs. Since

Since = signifies relation to time, conditions, or circumstances.

i.e., The firm has not altered its method in any way since the last tax audit.

Correcting Word Choice Errors

2. Check for misused words

b) Affect vs. Effect

Affect = influence or change.

i.e., Production constraints may affect the revenue budget.

Correcting Word Choice Errors

2. Check for misused words

b) Affect vs. Effect

Effect = (noun) a result.

i.e., The economic effects of discrimination against minorities and women take many forms.

Correcting Word Choice Errors

2. Check for misused words

b) Affect vs. Effect

Effect = (verb) cause, make happen, or create.

i.e., The school board effected changes in its testing process.

Correcting Word Choice Errors

2. Check for misused words

c) Amount vs. Number

Amount = a bulk quantity.

i.e., The article discusses the amount of crude oil offered by OPEC.

Correcting Word Choice Errors

2. Check for misused words

c) Amount vs. Number

Number = a countable quantity.

i.e., The report mentioned the number of people who attended the meeting.

A number of students failed the exam.

Correcting Word Choice Errors

2. Check for misused words

d) Fewer vs. Less

Fewer = a smaller number of things, people, etc. (with a countable quantity).

i.e., Spending cuts will mean we’ll be able to hire fewer social workers.

Correcting Word Choice Errors

2. Check for misused words

d) Fewer vs. Less

Less = a smaller amount of something indefinite or uncountable, such as time, money, information, homework, food.

i.e., Sales staff should spend less time traveling and more time selling.

Correcting Word Choice Errors

2. Check for misused words

d) Maintain vs. Keep

Maintain = to make something continue in the same way or at the same standard as before

i.e., The firm has maintained a high level of service for many years.

Correcting Word Choice Errors

2. Check for misused words

d) Maintain vs. Keep

Keep = i) to continue to have something and not sell it, give it away, or throw it away.

ii) to hold something/somebody in place.iii) to store something.

i.e., The company keeps records of all its clients.

Correcting Word Choice Errors

2. Check for misused words

d) Wish vs. Expect

Wish = i) to want to do something,

ii) to want something to happen or want someone to do something (especially when what you want is unlikely or impossible).

i.e., I wish I earned $1,000,000 a year.

Correcting Word Choice Errors

2. Check for misused words

d) Wish vs. Expect

Expect = to believe something will happen because it seems very likely.

i.e., I expect to receive a good return on my investments.

I expect to get an A in this course.

Correcting Word Choice Errors

3. Proofread (edit) to make sure your words accurately communicate your intended meaning.

i.e., The high competition in your area will threaten your expected sales.

The strong competition in your area will threaten your expected sales.

Correcting Word Choice Errors

4. Check any modifying words (adverbs modify adjectives; adjectives modify nouns)

i.e., Since November 2003, Tony is complete self-insured for product liability.

Since November 2003, Tony is completely self-insured for product liability.

Correcting Word Choice Errors

4. Check appropriate prepositions.

Especially collocations.

i.e., Cammie’s Inc. provides outstanding value for its customers through delivering high-quality, authentic Greek food in reasonable prices.

Cammie’s Inc. provides outstanding value to its customers by delivering high-quality, authentic Greek food at reasonable prices.

Practice Exercises

Complete these with a partner.