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Language Tone and Style of a Report

The document outlines the language, tone, and style necessary for effective report writing, emphasizing clarity, formality, and objectivity. It provides guidelines on structuring reports, including the importance of organized sections and concise language. Additionally, it details the format to follow depending on the intended audience and specific instructions given in the writing prompt.

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saptorshi1221
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15 views

Language Tone and Style of a Report

The document outlines the language, tone, and style necessary for effective report writing, emphasizing clarity, formality, and objectivity. It provides guidelines on structuring reports, including the importance of organized sections and concise language. Additionally, it details the format to follow depending on the intended audience and specific instructions given in the writing prompt.

Uploaded by

saptorshi1221
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Daris English Centre

Name: Date:

Language, Tone and Style of a Report Wri ng


Mahamud Sir
In a report, the language, tone, and style should align with the purpose of the report and
the intended audience. Here’s how each element is typically approached:
1. Language

 Clear and Formal: The language in a report should be straigh orward, professional,
and free of jargon or slang. It is important to avoid complex or ambiguous sentences
that may confuse the reader.

o Example: Instead of "The results were kind of disappoin ng," say, "The results
were unsa sfactory."

 Impersonal: Reports generally use third-person language, focusing on the facts rather
than personal opinions or feelings.

o Example: "It was observed that..." instead of "I no ced that..."

 Specific: Use precise language to ensure clarity. Avoid vague words like "things" or
"stuff."

o Example: "The data shows a 12% increase in efficiency" instead of "Efficiency


went up."

 No ques. or contrac on : We will not use any ques on or contrac on in a report


o Example: ‘We can see that…’ instead of “Can’t we see..?”
2. Tone
 Objec ve and Neutral: The tone should remain impar al, presen ng facts and
analyses without emo onal bias. Even when making recommenda ons or expressing
conclusions, maintain an even-handed tone.
o Example: "The study indicates a decline in sales," rather than "Unfortunately,
the sales declined."
 Formal: The tone should reflect professionalism, especially in academic contexts.
Avoid casual or conversa onal language.
o Example: "It is recommended that the company revisits its marke ng strategy"
instead of "I think the company should look at its marke ng strategy again."
3. Style
 Structured and Organized: Reports are typically well-organized with clear sec ons and
headings. Common sec ons include an introduc on, evalua on, development of the
ideas and conclusion or recommenda on.
4. The Structured Procedure of a Report:
a. Read the text/s
b. Highlight the main point
c. Consider how convincing each point is
d. Decide which overall viewpoint to support
e. Think of some your own ideas to add
f. Plan a sequence for your points
5.Format : If in the ques on, it is just men oned ‘Write a report’ only and to whom we will
write the report if it is not men oned, you will make subheadings(signpost different sec ons)
and follow the following format:
Date :
A report on…
(Subheadings) before each paragraph
4 paragraphs with 4 subheadings
[in the 4th/5th/final paragraph, clearly state your view straigh orwardly and conclude report
with clear recommenda ons]

***If it is told to write to the Principal, Class Teacher, Editor , we will follow the format of the
formal le er . In the ‘Subject’ sec on , we will write : A report on…
*** If it is men oned in the ques on about how to start or end a report , we will follow the
instruc on of the ques on.
***In the 4th /5th / last paragraph clearly men on your stand/viewpoint , keep one/two of
the strongest ideas ( which you have not used before) to support your view. A er that give
reasonings/arguments to support your view. Then , you can give your own example in
support of your argument.
****Before you start wri ng decide on the subheadings you want to use
 Concise: Be brief and to the point, elimina ng unnecessary words or repe on. Each
sentence should serve a clear purpose.
o Example: "The survey results suggest a need for improvement" is be er than
"According to the results of the survey that we conducted, there seems to be a
need to improve things."

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