Writing Reports and Proposals
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Writing Reports and Proposals
How to Use Headings
Headings in a report help both the reader and the writer. Obviously the use of headings for each topic is a convenience to readers, helping them find the information they’re most interested in and showing them how the report is organised. What is less apparent is the help they give to you, the writer.
They force you to plan your organisation and outline your material. Before you can make logical divisions and show relationships to the reader, you have to clarify them for yourself, and that means making some kind of outline.
To be effective, headings should be as descriptive as possible. They should describe what comes next and help make the transition from one subject to another.
The headings in your report come directly from the topic headings in your outline, with only a slight variation for typographical purposes.
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Audience
Who will your audience or who your audiences will be? Can you identify them?
Most of the report writing the average person does is aimed at a specific reader or group of readers. Having a limited audience can be an advantage. It enables the writer to analyse the reader and shape the writing so that it effectively achieves the purpose for that particular reader or group of readers.
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The Stages of Report Writing
There are four stages involved in the production of a report:
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Becoming a Good Writer
Good writers are not born that way. It takes hard work. Remember that good writing is 5% inspiration and 95% perspiration. So, if you want to be a better writer, here are four things you can do to help yourself:
- You must read.
- You must write.
- You should want to write.
- You need a feedback system to judge how you are doing, to know if your writing works.
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Active and Passive Voice
Active verbs are strong verbs that indicate action and energy. They keep writing from sounding dull and boring. However, sometimes we will want to use the passive voice (for example, when we want to de-emphasize our message).
In sentences with active voice verbs, the subject is the doer of the action. In passive voice verbs, the subject is acted upon. Most writers prefer action verbs because such verbs tell the reader clearly who or what is performing the action.
On the other hand, passive voice can be employed to perform certain necessary functions. They are helpful in at least three situations.
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Emphasising an action or the recipient of an action. (You have been selected to represent us.)
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De-emphasising negative news. (Your watch has not been repaired.)
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Concealing the doer of the action. (A major error was made in the estimate.)
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