As a department manager, you see a need to improve the formal business reports generated by your team. You decide to hold a training session to provide important drafting and proofreading tips that can build your team members' credibility and save them time. Identify five writing tips that you will include, and explain each

Answer 1

Allow sufficient time: Develop a realistic timetable and stick to it.

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Finish data collection: Do not begin writing until you have collected all the data and drawn the primary conclusions. Starting too early often means backtracking. For reports based on survey data, complete the tables and figures first.

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Work from a good outline: A big project such as a formal report needs the order and direction provided by a clear outline.

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Create a proper writing environment: You will need a quiet spot where you can spread out your materials and work without interruption.

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Use the features of your computer wisely: Preparing a report on a word processor enables you to keyboard quickly; revise easily; and check spelling, grammar, and synonyms readily.

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Write rapidly; revise later: Record your ideas quickly and save revision until after the first draft is completed.

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Save difficult sections: If some sections are harder to write than others, save them until you've developed confidence and rhythm working on easier topics.

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Be consistent in verb tense: Use past-tense verbs to describe previous actions and present-tense verbs to describe current actions.

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Generally avoid I and we: To make formal reports seem as objective and credible as possible, omit first-person pronouns.

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Let the first draft sit: After completing the first draft, put it aside for a day or two; then return to it with the expectation of revising and improving it.

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Revise for clarity, coherence, and conciseness: Read a printed copy out loud to make sure the sentences make sense and the ideas flow together naturally. Decide if you can cut wordiness and flabbiness.

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Proofread the final copy three times: Proofread the report the first time for word meaning and content. Proofread it a second time for spelling, punctuation, grammar, and mechanical errors. Proofread it a final time to check its formatting and consistency.