1. INTRODUCTION TO
REPORT WRITING
Writing in the Work Place

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 Communication--the human connection--is the
key to personal and career success. ~
Paul J. Meyer

3. Objectives
 Identify the varieties of work place writing
 Explain how writing is used in the work place
 Develop techniques for occupational writing
 Write in occupational formats
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4. Deficiencies in Basic Knowledge
Writing in English—46.4 percent of employer
respondents report new workforce entrants with a two-
year college diploma as “deficient,” and over a
quarter (26.2 percent) report that new workforce
entrants with a four-year college diploma are
“deficient.” Almost two-thirds of employer
respondents (64.9) say Writing in English is “very
important” for two-year college graduates; almost 90
percent (89.7 percent) say these skills are “very
important” for four-year college graduates.
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5. Written Communications—47.3 percent and 27.8 percent
of employer respondents, respectively, report new
entrants with two-year and four-year college diplomas as
“deficient.” Almost three-quarters of the employer
respondents (71.5 percent) say Written Communications
is “very important” for two-year college graduates. For
four-year college graduates, 93.1 percent say Written
Communications is “very important.” …
Write memos, letters and complex technical reports clearly
and effectively
From Are they really ready to Work? Employers’ perspectives on the basic
knowledge and applied Skills OF new entrants To the 21st century
U.S.Workforce (2007)
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6. Comp Vs. Report Writing
Workplace writing is not the same as college writing!
 Collegiate
 Meets the writer’s needs
 Expansive
 Continuous text
 Organized from least to
most important
 Visuals limited
 APA style
 Occupational
 Meets the reader’s needs
 Succinct
 Use bullets and headings
 Organized from most
important to least
 Visuals required
 Referencing laxer
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7. Definition–Occupational Writing
Occupational writing is writing that takes place
in the work setting. The purpose is to
communicate effectively and efficiently ideas
that individuals and groups can use to make
decisions.
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 The learned fool writes nonsense in better
language that the unlearned - but it's still
nonsense.
Benjamin Franklin
From BrainyQuote http://www.brainyquote.com/

9. Range of Occupational Writing
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• Meeting Agendas
• Presentations
Oral
• Email Letters
• Memorandums
Correspondence
• Progress Investigative
• Feasibility Proposal
Reports
• Policies Handbooks
• Expense
Maintenance

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 If you are writing about baloney, don't try to make
it Cornish hen, because that is the worst kind of
baloney there is. Just make it darned good
baloney.
Leo Burnett
From BrainyQuote http://www.brainyquote.com/

11. Types for Report Writing
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Report Writing

12. Correspondence – E-mail
 Develop skills to
write professional
emails
 Learn how to
manage emails
 Understand email
security risks
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Report Writing

13. Correspondence -- Letters
 Demonstrate the
parts of a letter
 Develop skills to
write varied kinds of
professional
correspondence
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Report Writing

14. Correspondence – Memorandum
 Develop skills to
write a wide variety
of memorandums
 Adjust content
according to
purpose
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Report Writing

15. Correspondence – Fax
 Develop skills to
write a wide variety
of facsimile
 Adjust content
according to
purpose
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Report Writing

16. Report
 A report is written
communication that
conveys information
to a group of
people for them to
make decisions from.
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Report Writing

17. Ancillary Report
 Abstract
 Executive Summary *
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Report Writing

18. Visual Effectiveness
 Understand the
appearance reflects
not only on you but
the employer
 Use of visuals
 Effective design
according to
purpose
 PowerPoint
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Report Writing

19. 21st Century Communication
 Identify the
importance of social
media in today’s
world
 Facebook
 Twitter
 Linkedin
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Report Writing

20. Four Key Considerations
Purpose
Audience
Message
Format
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21. Purpose
 If you don’t know
why, don’t do it!
 Stated in reports
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Report Writing

22. Audience
 Must meet the needs
 Realize decisions will
be made
 Adjust approach
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Report Writing

23. Message
 Clear and concise
 Brief
 Logical organization
 Simple direct
language
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Report Writing

24. Format
 Easy to read
 Key ideas easy to
find
 Looks professional
 Effective graphics
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Report Writing

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 Decide what you need to say before you write,
then clearly state your message in as few
words as possible.
Beth Aleridge, Director, Internal Communications,
Home Depot, Inc. As quoted in The Business Style
Handbook, Cunningham & Greene, page 197.

26. Summary
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 Writing in the work place is
 Wide-ranging
 Frequent
 Demanding
 Constant
 The work place disintegrates without good
communication
 Workplace communication reflects on everyone

27. Resources
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 Handbook of Technical Writing by Alfred,
Brusaw & Oliu
 Stevens, B. (2005, March 1). What
communication skills do employers want? Silicon
valley recruiters respond [electronic version].
Journal of Employment Counseling
 Polk, C. (2009). Workplace Writing Skills
http://sabes.org/curriculum/instruction/workpla
ce-writing-skills1.pdf