2A. USING APPROPRIATE LANGUAGE IN
REPORT WRITING
01
CONCRETE具体 WORDINGS
.
02
03
04
CONCISE简练 WORDINGS
FORMAL AND INFORMAL LANGUAGE
LANGUAGE FUNCTIONS USED IN REPORT
WRITING
CONCRETE WORDINGS
 Concrete language refers to clarity
and accuracy in writing a report.
 Clarity
assists
the
reader
in
comprehending the exact meaning.
 Correctness refers to being precise in
the choice of words.
 Concrete language is applicable when
using images that reflect quantity,
mass, volume, year, day, date, time,
and amount.
EXAMPLES
a)
The management has spent a large sum of money to
renovate the meeting room to occupy 200 staff at a time.
(abstract)
b) The management has spent RM100 000 to renovate the
meeting room to occupy 200 staff at a time. (concrete)
a) Some non-government organisations in Shah Alam are
willing to donate food for the poor during Ramadhan.
(abstract摘要)
b) Five non-government organisations in Shah Alam are willing
to donate food for the poor during Ramadhan. (concrete)
EXAMPLES
a) It takes many steps to complete the work. (abstract)
b) It take 6/7/8/9 steps to complete the work. (concrete)
a) The board meeting will begin after lunch. (abstract)
b) The board meeting will begin at 2 p.m. (concrete)
a) Most of the customers complained about the quality of the
packaging. (abstract)
b) 70/80/90 percent of the customers complained about the
quality of packaging. (concrete)
CONCISE WORDINGS
 A report should serve reliable information
and focus on the content rather than the
unnecessary sentences and words.
 Use straightforward language and delete
unnecessary words in his writing because
they might distract reading.
 Three ways that conciseness serves as
namely, to reduce wordy phrases, to
eliminate unnecessary words, and to
avoid redundancy.
REDUNDANCIES IN WRITING
1.
There were a total of 20 customers who won free gifts.
20 customers won the gift.
2.
The team cooperate together to complete the project before the
deadline.
The team cooperate to complete the project before the deadline.
3.
The end results were not as what the management expected.
The results were not as what the management expected.
4.
The peak hour at the café starts from 3 p.m. in the afternoon until 5
p.m. in the evening.
The peak hour at the café starts from 3 p.m. until 5 p.m.
5.
The officer went through a lot in his career in the field of law
enforcement.
The officer went through a lot in his career in law enforcement.
CONCISE WORDINGS
PHRASES
as a matter of
fact
as far as I'm
concerned
at the present
time
because of the
fact that
CONCISE SENTENCES
 As a matter of fact, there are more woodlands in Connecticut now
than there were in 1898.
 There are more woodlands in Connecticut now than there were in
1898.
 As far as I'm concerned, there is no need for further protection of
woodlands.
 There is no need for further protection of woodlands.
 This is because there are fewer farmers at the present time.
 This is because there are fewer farmers now.
 Woodlands have grown in the area because of the fact that farmers
have abandoned their fields.
 Woodlands have grown in the area because farmers have
abandoned their fields.
CONCISE WORDINGS
PHRASES
by virtue of the
fact that
CONCISE SENTENCES
 Our woodlands are coming back by virtue of the fact that our
economy has shifted its emphasis.
 Our woodlands are coming back because our economy has shifted
its emphasis.
due to the fact
 Due to the fact that their habitats are being restored, forest
that
creatures are also re-establishing their population bases.
 Because of their habitats are being restored, forest creatures are
also re-establishing their population bases.
for the most part  For the most part, people's suspicions are based on a
misunderstanding of the facts.
 People’s suspicions are based on a misunderstanding of the facts.
for the purpose of  Many woodlands, in fact, have been purchased for the purpose of
creating public parks.
 Many woodlands, in fact, have been purchased as public parks.
CONCISE WORDINGS
PHRASES
CONCISE SENTENCES
have a tendency  This policy has a tendency to isolate some communities.
to
 This policy tends to isolate some communities.
in my opinion
 In my opinion, this wasteful policy ought to be revoked.
 This wasteful policy ought to be revoked.
in the final
 In the final analysis, the state would have been better off without
analysis
such a policy.
 The state would have been better off without such a policy.
in the process of  Legislators are already in the process of reviewing the statutes.
 Legislators are already reviewing the statutes.
in spite of the
 The salary will be reduced in spite of the fact that the workers
fact that
protest.
 The salary will be reduced although the workers protest.
CONCISE WORDINGS
PHRASES
in the event that
CONCISE SENTENCES
 A new marketing strategy will be introduced in the event that there
is still a drop in sales.
 A new marketing strategy will be introduced if there is still a drop in
sales.
In view of the fact  An investigation on the company needs to be made in view of the
that
fact that a report has been made.
 An investigation of the company needs to be made because a report
has been made.
For the reason
 Male drivers involved in a road accident more than female for the
that
reason that they are impatient.
 Male drivers involved in a road accident more than female because
they are impatient.
LANGUAGE FUNCTION
USED IN REPORT
WRITING
LANGUAGE FUNCTIONS
1
2
TO DESCRIBE
TO EXPLAIN
6
7
3
TO JUSTIFY
8
4
TO EXPRESS OPINIONS
9
5
TO PREDICTS
10
TO PROVIDE REASONS
TO PROVIDE EXAMPLES
TO COMPARE AND
CONTRAST
TO SUMMARISE
TO CONCLUDE
TO SUGGEST
LANGUAGE FUNCTIONS
To describe
The data reveals…
The diagram
illustrates…
The chart provides
and overview of…
To explain
This can be
understood by…
This can be
attributed to…
The detailed
analysis reveals
that…
To justify
This is justified by
the fact that…
The evidence
supports the claim
that…
The data is
supported by…
It can be argued
that…
From the
respondents’
perspective, it is clear
that…
The respondents
view this issue as…
To express
opinions
LANGUAGE FUNCTIONS
Based on the
currents trends, it is
likely that…
This trend is
expexted to
continue…
To provide
reasons
The main reasons
behind this
complaint are…
One contributing
factor is…
This can be
attributed to
several factors
namely…
To provide
examples
For instance…
An examples of this
can be seen
A notable example
is…
To compare
and
contrast
A critical
disctinction
between the two
items is…
Conversely…
In contrast to…
Similarly....
To predict
A potential outcome
of this could be…
LANGUAGE FUNCTIONS
To
summarise
In summary…
To recap…
In brief…
To summarise the
main points…
To conclude
In conclusion…
To conclude…
The results
indicate that…
To suggest
It is
recommended…
It is suggested…
Based on the
conclusions, the
company should…
COHERENCE AND
COHESION IN WRITING
写作的连贯性和一致性
TRANSITIONAL MARKERS
TO ADD
TO SHOW CAUSE AND EFFECT
Besides, Furthermore,
Moreover, In addition
Thus, Hence, As a result,
Therefore, Because of,
Consequently
TO SHOW SIMILARITY
TO SHOW CONTRAST
Similarly, Likewise,
Equally, In the same way,
In a similar fashion
However, On the other
hand, In contrast,
Nevertheless, Nonetheless,
On the contrary
TRANSITIONAL MARKERS
TO SHOW TIME
TO PROVIDE EXAMPLES
Meanwhile, Subsequently,
Finally, Then
For instance, For example,
To illustrate, Such as
TO CONCLUDE
TO SHOW EMPHASIS
Similarly, Likewise, Equally
Most of all, The main
reason, A key factor, A
significant factor, Pay
particular attention to
FORMAL AND INFORMAL
LANGUAGE
FORMAL LANGUAGE
 Use less personal reference (I, we,
you, our, us etc.)
 Avoid using contraction in writing
(She’s, don’t, you’re, it’s, won’t etc..)
 Avoid slang, colloquialisms, clichés
EXAMPLE
 The consultants conduct a thorough evaluation professionally.
 The study collected data from 100 regular customers to determine
their product preference.
 The consultant and the study are referring to the writer. Instead of
writing ‘I or We’ the writer addresses himself as the third person.
 The thorough evaluation is conducted professionally
 6 potential candidates were interviewed in order to get a more
profound responses pertaining to the issue.
 The writer uses passive sentence
EXAMPLE
 Her proposal is da bomb. The content looks awesome. (with slangs)
 The proposal is impeccable. The content is excellent. (without slangs)
 Don't sweat it; I'll shoot you an email with all the info. (with slangs)
 Please don't worry; I will send you an email containing all the necessary
information.
 The flash flood at the town area occurred because it was raining cats
and dogs. (with cliché)
 The flash flood at the town area occurred because of heavy rain. (without
cliché)
EXAMPLES
Informal:
Formal:
The patient got over his illness.
The patient recovered from his illness
Informal:
Formal:
Jean said that IT support increased by 12 per cent in January.
Ms Jean Johnsons, IT Support Coordinator, reported a sharp increase
of 12 per cent in support requests in January.
Informal:
What’s your reaction? I’m eager to hear from you. You can reach me at
555-8877.
For further inquiry, please contact Mr William Tan at 555-8877.
Formal:
EXAMPLES
Informal:
Formal:
We can revoke the agreement whenever we want
The agreement can be revoked without prior notice.
Informal:
Formal:
The customer asked the waiter to give the bill.
The customer requested the waiter to issue the bill.
Informal:
Formal:
I'll give you a heads-up once I've nailed down the details.
The update will be provided once the details are finalised.
Informal:
Formal:
I'll ping you when the report is good to go.
You will be notified when the report is ready for distribution.
INFORMAL
FORMAL
Ask
Ask for
Book
Enquire
Request
Reserve
Check
From (company)
Get
Verify
On behalf of
Receive
Give
Help
Provide
Assist
Need
Talk about
Require
Discuss
INFORMAL
Say sorry
FORMAL
Apologise
Say hello to
Tell
Continue
Send my regards to
Inform
Resume
Start
Give back
Thanks
Commence/ initiate
Return
Gratitude
Keep
Retain
Advise
Consult
INFORMAL
I am sorry to say that
FORMAL
I regret to inform you
Eat/ Use
Start
Give back
Consume
Commence/ initiate
Return
Thanks
Keep
Advise
Gratitude
Retain
Consult
Look into
Investigate
Show
Set up
Demonstrate
Establish
INFORMAL
Make sure
Again and again
FORMAL
Ensure
Repeatedly
To turn down
To write a cheque
Whenever we want
Refuse / reject
To issue a cheque
Without prior notice
Nice
About
Hard
Attractive
Regarding/ Concerning
Difficult
Look into
Buy
Investigate
Purchase
INFORMAL
Enough
Wrong
FORMAL
Sufficient
Incorrect
Friendly
Happen
In charge of
Amiable
Occur
Responsible
Cheap
Inexpensive