BUSINESS REPORT WRITING

101 DATA? INFORMATION?

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DATA? INFORMATION?

QUALITIES OF2. OBJECTIVITY
A GOOD REPORT
▪ Data has to be evaluated
QUALITIES OF honestly without any bias or
A GOOD REPORT prejudice

▪ Conclusions should only be made
based on the facts presented

▪ Any opinions of the writer must be
clearly stated

▪ Any weaknesses in the
methodology must be mentioned

▪ Assumptions and possi
bilities of errors should be
pointed out

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3. CLARITY

▪ The author of the report must
convey the intended meaning to
the reader in a clear and
unambiguous manner

▪ Texts must be clear and not
subject to any doubts

▪ Illustrations and tables
should be easily understood

▪ Make sure the readers can
understand straight away

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QUALITIES OFCLARITY
A GOOD REPORT
▪ If photos are attached in a
QUALITIES OF report - make sure a scale
A GOOD REPORT is used - to give a
perspective of the actual
size

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4. CONCISENESS

▪ Readers don’t have much
time!

▪ Write as briefly and
concisely as possible

▪ Include all the necessary
details as needed - but try to
be as brief as you can

▪ Conciseness is very
important - especially in the
abstract (executive
summary) and conclusion

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QUALITIES OF5. CONTINUITY
A GOOD REPORT
▪ Arrange the information in a
QUALITIES OF logical sequence : to make
A GOOD REPORT it easy for the reader

▪ OUTLINE - TOPIC - CONTENT
- CLOSING

▪ INTRODUCTION (Tell the
readers what THEY will read)

▪ CONTENT (Tell the readers what
YOU want them to know)

▪ CONCLUSION (The outcome and
finding - Tell them the main content)

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CONTINUITY

▪ Make sure every information
is put in the proper
section

▪ Don’t put new information
in the conclusion

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QUALITIES OF6. WRITING STYLE
A GOOD REPORT
▪ A formal writing style
should be used

▪ The writer should also try
and make the report
interesting and
attractive to read

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CHARACTERISTICS OF EFFECTIVE 1 CLARITY ▪ It is easily understood by
TECHNICAL WRITING your intended audience

2 COMPREHENSIVE ▪ All of the necessary
NESS information is present

3 CONCISENESS ▪ It is clear without any
excess verbiage

4 CORRECTNESS ▪ It is grammatical and
follows conventions

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OTHER CHARACTERISTICS FORMAL AND
A SERIOUS

B IMPARTIAL AND
OBJECTIVE

C FACTUAL AND
ACCURATE

PRACTICAL AND
D POWERFUL

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PROPERTIES OF TRUTH is Good technical
TECHNICAL WRITING the SOUL writing never
of
science MISLEADS

or
MISREPRESENTS

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PROPERTIES OF ACCURACY Checking the whole statement and
TECHNICAL WRITING how they are put together

BREVITY Making the report short, readible and
easy to comprehend for the busy
people

COHERENCE Arranging of materials together. All
sentences and groups of paragraph
must hold together

CONFIDENCE The writer must be sure of what he is
writing - through using exact words
(avoid perhaps/maybes!)

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PROPERTIES OF DIGNITY Formality with respect to the use of
TECHNICAL WRITING EMPHASIS words. Grammar must check and use
straightforward expressions.

This is making an idea stand out
among the rest in the text. Use
illustrations and transitional devices.

FACILITY Making the report easy to read. Use
short, familiar words and sentences.

GRAMMATICAL Check sentences for its logic and
clarity. Statements must have a
CORRECTNESS “sense.”

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PROPERTIES OF HONESTY Acknowledging the use of other
TECHNICAL WRITING writers’ works/ideas

ILLUSTRATION The use of graphs, visuals, charts,
diagrams and photos - to
clarify/support the text.

JUDGMENT Judicious weighing of the evidences
used in the report.

KNOWLEDGE Collection and interpretation of the
data - and formulation of conclusions

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LOGIC It is thinking straight.
A process of putting things in their
PROPERTIES OF proper places.
TECHNICAL WRITING ▪ Statements must not contradict

each other
▪ Consistency of using words
▪ Statements must move in one

direction
▪ Statements must make sense
▪ Judgments must not be based on a

few data
▪ Cause-and-effect must be clearly

used
▪ Conclusions must not be inferred

117

PROPERTIES OF MECHANICAL Putting the report in perfect shape.
TECHNICAL WRITING NEATNESS Neatly typed and well-margined. Use
of HEADINGS/SUB-HEADINGS.

OBJECTIVITY The writer is assuming a detached,
impartial point of view. Avoid using “I”,
“me” and “my.”

This refers to the background of the

QUALIFICATION writer. Readers need to decide

whether the report is valid or not.

STRAIGHT Sentences must contain the right idea
SENTENCES what the writer wants to say.

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PROPERTIES OF THOROUGH- Making the report as you want it from
TECHNICAL WRITING NESS the beginning until you finish the
report - use CHECKLIST
UNITY
This refers to the oneness of the
VERACITY details and facts in the report. They
must be relevant to the discussion.

This refers to reporting of the facts
only. No shifting of the issues.

VIEWPOINT The viewpoint of the “voice” must be
consistent throughout the report.

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PROPERTIES OF WORD CHOICE Proper use of words and expressions
TECHNICAL WRITING that the readers understand. Avoid
jargons/vague words.

YOU-POINT Writing through understanding the
reader’s comprehension level,
experience and needs.
▪ Technical to Non-Technical
▪ Familiar to Unfamiliar
▪ Avoid “overwriting” (“decorative”

writing.)

ZEST The writer must enjoy what he is
writing.

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FORMAT AND LAYOUT

REPORT HOW a You want your report
PRESENTATION report is to be EASY TO
READ
presented
is very You want your report
important to look
ORGANISED,
PROFESSIONAL
and
AUTHORITATIVE

121

FORMAT AND LAYOUT GENERAL DESIGN

Make sure your report Make sure the headers
is TIDY and SIMPLE -
n are BRIEF and
n so that readers will not SIMPLE - and
lose interest when CONSISTENT
reading it and lose
track of the contents

Do not use more than Nobody likes to read

n TWO font types: One LENGTHY and
for TEXT and one for
HEADERS n WORDY reports!
They just don’t have

the time!

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FORMAT AND LAYOUT GENERAL DESIGN

n Make sure your report Give your readers the
is CONCISE
n MAJOR FACTS in the
body of your report

Your reader wants

n QUALITY not
QUANTITY

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REMEMBER!

ALWAYS WRITE
WITH THE
READER IN MIND!

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