Basic principles of writing a report
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Chapter 24 outlines the essential principles of writing reports, emphasizing the importance of accuracy, clarity, and appropriate style tailored to the audience. It advises on effective research methods, the structuring of sentences and paragraphs, and the use of straightforward language, while also highlighting the need for logical organization and careful presentation of information. Furthermore, it stresses the significance of audience consideration, tact, and the careful delivery of sensitive information.
Basic principles of writing a report
- 1. Basic Principles of Writing Reports Chapter 24
- 2. 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. Chapter 24
- 3. 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. Chapter 24
- 4. 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. Chapter 24
- 5. 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. Chapter 24
- 6. 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 Chapter 24
- 7. Phrase is a cluster of words which is a unit of meaning 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 Chapter 24
- 8. 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. Chapter 24
- 9. It’s a group of associated sentences defining and developing an aspect of a subject It is used for introducing, developing, explaining, classifying, describing, comparing, summarizing and concluding. Chapter 24
- 10. It is the main division 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 Chapter 24
- 11. 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 Chapter 24
- 12. Business writing requires a bare, clear style for statement of facts. Clarity and concise are the most important qualities of style. Chapter 24
- 13. Working principles to be followed which are: •Always keep the reader and his needs in mind •Choose simple words, short sentences, short paragraphs •Avoid adverbs, adjectives, emphatic words unless necessary Chapter 24
- 14. 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) Chapter 24
- 15. Working principles to be followed which are: The 3 fys (Simplify, justify and Quantify) Simplify : keep the essentials Justify : support every statement/assertion with facts Quantify : give dimensions, weights, amounts, volumes as required Chapter 24
- 16. The writing should be in order as main body, conclusion, recommendations, introduction, ancillary parts, summary or synopsis Chapter 24
- 17. The impact of the presented facts on members of the organization must be considered. Chapter 24
- 18. Tact, diplomacy and persuasiveness will be needed. Stating defects and shortcomings requires careful handling especially if they reflect on a person’s ability Chapter 24
- 19. Human sensitiveness must be respected. Chapter 24