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Business and Technical English Writing

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Writing Long Reports

In this lecture you will learn to:

•Describe how organizations produce formal reports and proposals

•Prepare all necessary parts of a formal report

•Select and prepare the visual aids to support the text of your report

•Assemble all the parts of a formal report in the proper order and use an appropriate format

•Prepare and assemble all the parts of a formal proposal

•Critique formal reports prepared by someone else

Report Production:

•Planning formal reports and proposals, conducting the necessary research, organizing the

ideas, developing visual aids, and drafting the text are demanding and time consuming


•After careful editing and rewriting, you still need to produce a polished version.

Composing a formal Report:

•A professional report conveys the impression that the subject is important.

•The three basic divisions of a formal report:

–Prefatory parts


–Supplementary parts

Title fly and Title Page:

•The title fly is a plane sheet with only the title of the report on it.

•The title report includes four blocks of information

–The title of the report

–The name, title and address of the person that authorized the report

–The name, title and address of the person that prepared the report

–The date on which th report was submitted


•The introduction to a report serves a number of important function





•Sources and methods



•Report organization


It consists of major sections or chapters that analyze, present and interpret the

material gathered as a result of your investigation

Summary, Conclusions and Recommendations:

•The final section in the text report tells readers ‘what you have told them.’


–The key findings of your report, paraphrased from the body and stated or listed in the key

order in which they appear in the body.


–The writer’s analysis of what the findings mean. These are the answers to the questions

that lead to the report.


–Opinions, based on reason and logic, about the course of action that should be taken.


•When you are writing the text of your report, you decide to acknowledge your sources.

•Give credit where credit is due.

•Plagiarism occurs when one person misappropriate without permission, any ideas, facts or

words that were originated by others

Visual Aids:

•When illustrating the text of any report you face the problem of choosing any specific form

that best suits your message.

•Moreover good business ethics demand you chose a form of visual aid that will not mislead

your audience.


•Line and Surface Charts

Conclude the text of proposals and reports with a summary, and if

appropriate a conclusion and recommendation

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