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Writing
Business Report
Pre Writing
Analyzing:
Examine your purpose( entertain, persuade, inform)
Determine your goals
Anticipating:
Consider your audience
Adapting:
Communication channel
Writing Process
Writing
Researching
Organizing
composing
Re Writing
Revising
Proofreading
Evaluating
The Report-
Writing Process
Phase 1: PREPARE
Identify & define the problem
Analyse the audience
Phase 2: RESEARCH
Determine the methodology
Collect the information
Evaluate
Phase 3: ANALYSE
work at
Organise & evaluate the information
every step
Draw conclusions & make
recommendations
Phase 4: WRITE
Draft, revise & edit the report
Package the report
Audience
Recognition and
Involvement
Audience
Recognition
Types of Audience
Audience Recognition
Determine whether your audience is
1. High tech
2. Low tech
3. Lay
4. Multiple
1. High Tech Audience
Work in your field of expertise
Include
Bosses
Subordinates
Co-workers in other departments.
Colleagues in other companies.
Characteristics of Low-tech
Audience
1. Familiar with your field’s technology
without knowing details.
Include
Customers
Clients
End users
Writing
to lay audience is difficult and
demanding.
Characteristics of Lay
Audience
1. Unfamiliar with your field’s technology.
4. Multiple Audience
Correspondence is not always sent to
just one type of audience.
3. Lay Audience
Use jargon, acronym or abbreviation with
extended definition.
Extended definition = Term + Type +
Distinguishing Characteristics.
HTTP (Hypertext Transfer Protocol) is a
computer access code providing secure
Biased
Language
Issues of Diversity
1 Avoid Sexist Language
Radium was discovered by a woman,
Marie Curie.
Radium was discovered by Marie Curie.
31
3 Avoid Stereotyping
The manager is responsible for the
productivity of his department.
Management is responsible for
departmental productivity.
A good lawyer will make sure that his
clients are aware of their rights.
A good lawyer will make sure that
clients are aware of their rights.
Words to avoid
Mankind People
Manpower Workers , personnel
Businessmen Business people
Policemen Police officers
Firemen Firefighters
Chairman Chairperson
Waiter / Waitress Server
Audience
Involvement
Keep your reader
interested !!
Achieve Audience Involvement
Through
1. Personalized Tone(use of pronouns,
names & contractions)
Modern technical writing is person to
person communication.
2. Reader Benefit
Motivate your readers by giving them
what they want or need.
1. Personalized Tone
1. Pronoun Usage
Upon receipt of form, the company will issue
a replacement policy.
As soon as we get the form, we’ll send you
your replacement policy.
2. Names
3. Contractions
2. Reader Benefit
1. Explain the Benefit
State benefit early or late in the technical
document. We will remain open from 9 AM
till11PM
Now you can shop from 9 AM till 11 PM.
Multicultural Audience
Define Acronyms and Abbreviations
Avoid Jargons and Idioms
Distinguish between Nouns and Verbs
Watch for Cultural Biases( Gestures etc.)
Avoid Humour/ Pun
Avoid Figurative Language
Be careful while using Numbers, Dates,
Measurements & Time etc.
Summary of
Lecture 1
Role of business reports
Writing reports