1. ENGL316 Business and Professional Writing (26 slides)
Writing the Report
ENGL316 Business and Professional Writing
(26 slides)

2. Writing the report Draft the report body and supplementary pages.
Determine an appropriate report structure and organization.
Draft the report body and supplementary pages.
Use an effective writing style.
Provide appropriate documentation when using someone else’s work.
Revise, format, and proofread the report.
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3. Organizing the report Basis Time Location Importance Criteria
Known to unknown
Simple to complex
Heading Format
Noun phrases
Participial phrases
Partial statements
Statements
Questions
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4. Making use of the data
Findings: Dana frequently misses work He rarely reaches his quota He doesn’t get along well with his coworkers.
Conclusion: Dana is not an effective worker.
Recommendation: Dana should be fired.
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5. Report outline THE STATUS OF WORKING MOTHERS IN MANAGEMENT
Janice Bellevue
I. INTRODUCTION
A. Purpose and Scope
B. Procedures
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6. A. Number of Working Mothers
II. FINDINGS
A. Number of Working Mothers
1. National Labor Force
2. State Labor Force
B. Effects on Labor Productivity
1. Absenteeism
2. Rate of Turnover
3. Commitment to the Job
C. Special Needs of Working Mothers
1. On-Site Child-Care Centers
2. Flexible Working Hours
3. Family Leave
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7. ENGL316 Business and Professional Writing
SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS
A. Summary and Conclusions (This is what has been written and what that probably means.)
B. Recommendations (So, this is what we should do about it.)
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8. Body of the report Introduction Background Need for the study
Authorization for the report
Hypotheses or problem statement and sub-problems
Purpose and scope
Procedures
Introduction
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9. Body of the report Findings
Presentation, analysis, and interpretation of the data
Tables and figures
Report headings
Documentation
Findings
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10. Body of the report Final Section Summary Conclusions Recommendations
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11. Supplementary sections
Report title
Names of reader and writer
Transmittal date
Other relevant information
Title page
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12. Supplementary sections
Transmittal Document
Letter or memorandum conveying the completed report
Executive Summary
Synopsis or abstract
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13. Supplementary sections
Identification of report headings
Page numbers on which the report headings are found
Part of introductory material in Roman numeral section
Table of Contents
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14. Supplementary sections
Appendix
Supplemental information
Definition of terms, acronyms, abbreviations, etc.
Glossary
Complete citation of all sources referred to in the text
References
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15. Writing style Tone: Not: The auditor did not buy the supplier’s story.
But: The auditor did not believe the supplier.
Clichéd, too informal
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16. Writing style Use of metalanguage: Informal: Formal:
I believe the cause of the problem is low morale.
The cause of the problem is probably low morale.
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17. Writing style Control the focus:
Informal: I mailed the questionnaire to nearly customers.
Passive: This questionnaire was mailed to nearly 300 customers.
Active: Nearly 300 customers received the questionnaire.
Focus on self
Focus on questionnaire
Focus on customers
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18. Writing style Verb tense: Present/Future
Unless the history is specifically being discussed
Verb tense: Present/Future
Not: The issue will be discussed in the next section.
But: The issue is discussed in the next section.
Not: The president thought the project should be canceled.
But: The president thinks the project should be canceled.
Directive: Cancel the project.
Opinion: The project should be canceled.
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19. ENGL316 Business and Professional Writing
As a professional, plagiarism can get you and your firm sued. ALWAYS CITE YOUR SOURCES
ENGL316 Business and Professional Writing

20. ENGL316 Business and Professional Writing
When to cite sources
When you directly quote material either in the text or as translated into graphic form (chart, table). If you quote even a few words from a sentence, put quotation marks around them and cite the source.
When you paraphrase what has been said in your own words.
When you summarize what has been said by someone else.
ENGL316 Business and Professional Writing

21. Author-date documentation
If several lines are being cited, put the parenthesis outside the closing punctuation.
Parenthetical citation goes with alphabetized bibliography at end of report.
Smith (2002) found that . . .
In a recent productivity study (Smith, 2002), . . .
As Smith and Jones (2001) demonstrated, . . .
As has been shown (Smith & Jones, 2004), . . .
Several studies (Abel, 2001, 2004a, 2004b; Brooks, 1998; Curtin, 2006), . . .
His answer was, “Not in your lifetime” (Dye, 2003, p. 230).
The president noted, “This will, perhaps, not occur in our professional lifetimes. It is still worthy of active pursuit. (Conger, 2007, p. 30)
Medco sold its Akron plant for $2.4 million (“Medco Lights Up,” 2005, p. 14B).
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22. ENGL316 Business and Professional Writing
Key terms
conclusions
direct quotation
documentation
executive summary
generic heading
paraphrase
plagiarism
talking heading
transmittal document
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23. LAB 12 test Even on the brightest of evenings navigating your garden
can be a challenge at best. At worst, the cause of a nasty spill.
Today, alot of people are discovering the benifits of low voltage
lighting as an economical effective and energy-efficient source
of exterior lighting.
evenings, (INTRO)
best or, at (FRAG)
a lot (WORD)
Benefits (SPELL)
low-voltage (COMP)
economical, effective, (SER)
ENGL316 Business and Professional Writing

24. Many Lighting Systems are sold in kits for do-it-yourself
installation, many folks who would’nt otherwise fool with an
electrical outlet is now installing a lighting system.
lighting systems (COMMON NOUNS)
installation. Many (RUN-ON)
wouldn’t (SPELL)
are (AGREEMENT WITH folks)
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25. Essentially, there is only 3 basic types of fixtures spot
lighting, path lighting, and general lighting. Spot lighting
consist of a floodlight that is used to direct light to a spe-
cific location so as to illuminate a tree, decorative shrub, or
architectural element of the homes exterior. Path lighting and
accent lighting is the most popular styles used by homeowners’
today.
Are (AGR)
Three (NO.-FIGURE)
fixtures: (EXP)
Consists (AGR)
home’s (SING POSS.)
are (AGREEMENT: two kinds of lighting)
homeowners (PLURAL)
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26. One aspect of design that deserves creative ideas are the
maximum distance that the wire will travel. The further the wire
travels, the more the voltage drops. Which, in turn, creates a
drop in illumination. To avoid this condition experts advice us-
ing several wires of varying lengths.
Is (AGR)
Farther (WORD)
drops, which, (FRAG)
condition, (INTRO)
Advise (WORD)
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27. Some transformers are equiped with a photoelectric cell
that automatically turn the lights on and off. Another poplar ac-
cessory is a dimmer to control the lights’ intensity.
Equipped (SPELL)
Turns (AGR)
Popular (SPELL)
light’s (SING POSS)
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28. ENGL316 Business and Professional Writing
The end
ENGL316 Business and Professional Writing