Report writing

The above comments represent all the things that can go wrong with an poorly planned and structured report. Here are some tips to make sure your writing achieves the desired effect.

a) Be direct

Use tact but don't use language to avoid an issue because it is difficult.
Instead of restructuring, re-engineering, redeploying, downsizingUse  job losses (this is usually what the above words mean!)

b) Don’t use jargon and clichéd phrases

Jargon and cliché is the enemy of clarity and hides your ideas.

Instead of zero-sum game Write a situation where there is only one winnerInstead of at this moment in time

c) Use the active voice wherever possible

Sentences in the active voice are easier to understand. The active voice also makes it clear who is responsible.

Instead of In a week’s time the decision will be taken.Write We will decide in a week's time.

d) Try personal pronouns

Using first and second person pronouns to make your writing clearer.

Instead of  The British Council wants customers to be informed  that waiting time will be reduced.Write You will be served quicker.

e) Use verbs and try to avoid nouns ending in -ion

Clear English prefers doing words.

Instead of The realisation of cost benefit analysis should lead to a reduction in overall expenditure.Write This will save us money.

h) When you have a choice, use the simpler word

Long words by themselves do not prove that you are smart.

Instead of to access Write to open/use

Instead of to initiate Write to begin/start

Instead of in close proximity toWrite near

i) Use short sentences

Short sentences help people understand new ideas and information.

Guy Perring is Director, Professional Development Unit (PDU), at the British Council Malaysia. The PDU offers a wide range of learning opportunities from management and communication skills training to developing English skills. Visit our website at www.britishcouncil.org.my or email us at guy.perring@britishcouncil.org.my

http://www.britishcouncil.org.mm/teach/resources