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A STYLE GUIDE TO GOOD REPORT WRITING

ROYAL UNIVERSITY OF PHNOM PENH. INSTITUTE OF FOREIGN LANGUAGES. English Department. Report Writing 401. A STYLE GUIDE TO GOOD REPORT WRITING. CLASS E 4.9 LECTURER: OR VITOU.

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A STYLE GUIDE TO GOOD REPORT WRITING

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  1. ROYAL UNIVERSITY OF PHNOM PENH INSTITUTE OF FOREIGN LANGUAGES English Department Report Writing 401 A STYLE GUIDE TO GOOD REPORT WRITING CLASS E 4.9 LECTURER: OR VITOU GROUP MEMBERS 4: CHAN RACHNA, ING RAMY, MEAS SA IM, CHEA VISITHYRO, HENG SOPHEAKTRA, LEAK LYDO, YANN VANDA

  2. Contents • Introduction • Body Report • Report Style • Achieving a Good Style • Choosing Your Words Carefully • Principles for Effective Report Writing • Summary

  3. Introduction • Highly subjective • Mentally demanding process of effective written communication • Considers that elusive concept known as • Style

  4. Introduction • Style is : • Most confuse area of report writing • Very easy to Criticize a writer’s style as “poor” or “inappropriate” • How is not so easy to specify the stylistic • improvements

  5. Introduction • A Style Guide to good report writing : • Report Style • Achieving a good style • Choosing your words carefully • Principles for effectives report writing

  6. Report Style • To be completely successful, Report which make recommendations must ensure that the reader willbe : • Read it without unnecessary delay • Understand everything in it without undue effort • Accept the facts, findings, conclusions and recommendations • Decide to take the action recommended

  7. Report Style • To get achieving that relevant facts accurately and do the communicating in a way to the reader can be : • Acceptable • Intelligible • How this can be achieved : • For example on appendix 1 Sample reports on page 181

  8. Report Style • Message across each time you write • Message is conveyed accurately and quickly • Message is easy to read and understand • It is the good manners. • - The writing should be easy to read. • - The word should be appropriate. • - The sentence and paragraph should be constructed. * Good styleof the report : the best way to get your

  9. Report Style The most important good styles • A good literary style  The literary style • A good academic writing style  The style using by the students for their degree • A good style in business writing

  10. Report Style • *Good Style • Your constant aim, should be to make the readers’ task easier. • The message should be conveyed accurately and quickly to the reader. • - What the readers understand when they read the report is what the writer intended them to understand.

  11. Report Style • *Good Stylein business communication: • Clarity • Conciseness • Directness • The factors that most affect readability are: • - an attractive appearance • - non-technical subject matter • - a clear and direct style • - short sentences short and familiar word • A bad style may make the reader get the wrong meaning, or perhaps no meaning at all.

  12. Achieving a Good Style • Selectivity • Accuracy • Objectivity • Conciseness • Clarity and consistency • Simplicity • Keeping technical writing simple • Benefits of simplicity

  13. Choosing Your Words Carefully • Prefer plain words •  The ready availability of computer-based tutorials associated with applications software has become prevalent since the development of Microsoft Windows. •  Computer-based tutorials associated with applications software have become readily available since the development of Microsoft Windows. • Avoid pointless words • Basically, actually, undoubtedly, each and every one, during the course of our investigation

  14. Choosing Your Words Carefully • Avoid overwriting and padding •  Accounts Receivable is not concerned with the follow-up of any of the items with exception of delinquent accounts. •  Accounts Receivable follows up delinquent accounts only. • Avoid redundant words •  Past history suggests that our futures prospects are bright • History suggests that our prospects are bright • Prefer the positive •  We do not believe the backup files are adequate. •  We believe the backup files are inadequate.

  15. Choosing Your Words Carefully • Avoid the careless positioning or words •  The head teacher was urged to take a strong line on • absenteeism by the board of governors. •  The board of governors urged the head teacher to take a • strong line on absenteeism. • Try to avoid qualifying introductions •  While repayment of these amounts is provided for, the ten percent interest is not included. •  Repayment of these amounts is provided for, but the ten per • cent interest is not included.

  16. Choosing Your Words Carefully • Place emphasis at the end of the sentence •  With a little clarification, the subcontractor would have • solved the difficulties occasioned by the specification changes • more readily. •  With a little clarification, the subcontractor would more • readily have solved the difficulties occasioned by the • specification changes. • Prefer English to foreign words and phrases • Avoid foreign-language term like inter alia, per se, sine die

  17. Choosing Your Words Carefully • Avoid sexist language •  Policeman, fireman, businessman •  Police officer, fire fighter, businessperson • Use warm words •  Quick, time-saving and efficient •  Aroma, fresh and tasty

  18. Principles for Effective Report Writing • The importance of reports • Drafting the report • Keep working on draft • Well prepared for writing time • Know what you intend to achieve • Be flexible • Do not sit still at your desk • Keep continuing • Read a passage aloud to yourself

  19. Principles for Effective Report Writing • The need for explanation • Keep saying what you have been asked to do, who asked you and when, how where and when you did it, with whose help. • Consolidate highly factual reference into related point. • Always make it clear what you have accepted. • Explain the present with the past • Be specific

  20. Principles for Effective Report Writing • Differentiate between important facts and details • Avoiding too many figures • Restrict figures to those which are meaningful. • Make sure they are consistently produced and interpreted • Layout – be consistent • Do not change name or descriptions • Write dates the same way throughout • Larger numbers look better in figures, one to ten look better in words • Layout of headings, pages and paragraphs should not changes

  21. Summary • Aim should be to write reports which are: • Read without unnecessary delay • Understood with undue effort • Accepted and, where appropriate, acted upon • The Factors that most affect readability are : • An attractive appearance • Non-technical subject matter • A clear and direct style • Short sentences • Short and familiar word

  22. Summary • Achieving a Good Style: • Selective, accurate, objective, concise, clear, consistent and simple • A report is an important document • Draft it in short, concentrated bursts. • Pay particular attention to the need for explanation • Differentiate between important facts and details • Avoid too many figures • Be consistent throughout

  23. Thank you very much for your attentionQs & As

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