Fall Semester
2025-2026
Technical Report Writing
-
Dr. Yasser Mohammed
Chapter
2 Writing
Technical report writing
Effective
continued…
3
ssive Voice
Writing in the Active Voice
The Active Voice Strengthens Your Writing
Writing in the active voice means building sentences where the subject
"acts“
🞑 I threw the balloon.
🞑 You are making too much noise.
🞑 Aly will eat popcorn and will watch a movie tomorrow evening.
Lesson 03: Active and Passive Voice
4
Why is the Active Voice Important?
Sentences in the active voice have energy and are direct.
Sentences written in the active voice are also less wordy than
those in the passive voice and cutting unnecessary words.
Use the active voice when you want your writing to be simple,
direct, clear and easy to read.
If you're not very certain about your writing, using the active
voice can be an easy way to improve a boring writing style.
Lesson 03: Active and Passive Voice
5
Writing in the Passive Voice:
Writing in the passive voice means constructing sentences where the
subject is "passive" acted upon.
🞑 The ball was thrown by me.
🞑 Too much noise is being made by you.
🞑 Tomorrow evening, popcorn will be eaten and a movie will be watched by Aly.
Lesson 03: Active and Passive Voice
6
When to Use the Passive Voice?
Sometimes the passive voice is the best choice.
To emphasize an object.
Passive: A 100 votes are required to pass the election.
Active: The election requires 100 votes to pass
To de-emphasize an unfamiliar subject/actor.
Passive: Over 120 cars were hit in the accident.
Active: A truck hit over 120 cars in the accident
If the readers don't need to know who's responsible for the action.
Passive: The device was broken
Active: Ahmed broke the device
Lesson 04: How to Express Bad-News Messages
7
Bad News Message:
While you cannot turn bad news into good through smart wording,
the way that you deliver bad news in writing can shape how it is
received in the same way that it does when speaking.
Some speakers know how to deliver bad news, and others only make
it worse. The same is true in writing.
Lesson 04: How to Express Bad-News Messages
8
The introduction is very significant.
The bad news itself should go in the middle of your message.
If there are 5 paragraphs, the bad news should hide in the middle
of the third.
The goal is not so much to hide or minimize the fact of the
bad news, but it is to place it in context and make it part
of an overall message.
Lesson 04: How to Express Bad-News Messages
9
Bad News Message:
Once delivered, the bad news should be followed by the remedy,
lesson learned, or course of action that will result in future
avoidance or improvement.
You should consider making a promise to turn a weakness into
strength.
However, your answer must be convincing and provable.
Lesson 04: How to Express Bad-News Messages
10
Bad News Message:
Conclude by showing that you care.
It could be nothing more than an apology, but it should show some
real understanding.
You have mastered the art when your treatment of the situation
earns you respect and you are seen as someone who can be
relied on when things go bad.
Lesson 04: How to Express Bad-News Messages
11
The key to delivering bad news is trust
When you have bad news to deliver, it often means that your trust
has already been damaged.
If your message is not credible or you fail to live up to your promises
to make positive changes, the result can make things worse
instead of better.
If your delivery of bad news is lying or lacks credibility, it will be
like pouring gasoline on the fire.
If the reader's trust in you is damaged, it can be earned back, but
only if you are willing to make the effort.
Lesson 04: How to Express Bad-News Messages
12
How to Form Bad News Message?
Rather than bringing it in the first paragraph, which is likely to
annoy the reader and damage the possibility of an objective
reading of the rest of your letter, break up your bad news into
portions.
Lesson 04: How to Express Bad-News Messages
13
Basic Steps to Make the Best of a Bad Situation:
1. With a plan for each paragraph, follow these basic steps to make
the best of a bad situation:
🞑 Begin with a positive or at least a neutral opening.
🞑 Highlight past good affairs.
Positive: "Our company has enjoyed a positive relationship for many years.“
Neutral: "I visited your restaurant with a friend to have lunch."
Lesson 04: How to Express Bad-News Messages
14
Basic Steps to Make the Best of a Bad Situation:
2. Present background information about the nature of the bad news.
🞑 This provides useful information that will allow the reader to have a
more complete picture of the condition and respond correctly.
Lesson 04: How to Express Bad-News Messages
15
Ex.,
When we arrived at your restaurant, the hostess seated us quickly, but we
then waited approximately 20 minutes for the server to arrive at our table.
When she arrived, she seemed troubled and got our beverages confused.
After giving our meal order, we waited approximately thirty-five minutes.
When I got her attention, she told us quickly it would be another five
minutes for our steaks to come out, but we ended up waiting another fifteen
minutes. Mine was burnt, though I had asked for medium well, while my wife's
was bloody, though she had asked for medium. When we asked her to have
our steaks re-cooked, she angrily took our plates. After 20 minutes of
additional waiting, we finally left, paying the cashier for our beverages."
Lesson 04: How to Express Bad-News Messages
16
Basic Steps to Make the Best of a Bad Situation:
A paragraph like this gives examples of the "poor service" which
was the center of this bad news letter.
Also included are the length of time spent waiting, the type of
cooking errors, and the server's attitude.
The reader doesn't have to guess any of these.
Lesson 04: How to Express Bad-News Messages
17
Basic Steps to Make the Best of a Bad Situation:
3. In the next paragraph, mention exactly what you want the manager
to do with your bad news:
"I just wanted to bring this situation to your attention so you
can train servers to be more careful with customers' cooking
preferences."
Lesson 04: How to Express Bad-News Messages
18
Basic Steps to Make the Best of a Bad Situation:
4. In the final paragraph, close on an optimistic note with a positive
look to the future, suggesting assurance in the ability to bring back
good relations:
"I am sure this incident can be quickly considered to make sure that
future visits will be comfortable and enjoyable."
"We hope that this incident is only an accident, and that future will be
performed as easily as in the past."
Lesson 04: How to Express Bad-News Messages
19
Basic Steps to Make the Best of a Bad Situation:
5. Avoid negative words like "can't," "bad," "unfortunate,""regret,"
"mistake," "terrible," and similar. Use neutral terms when possible.
• No, you will not get your loan. || The loan application was not approved.
• No, you aren't being hired. || The position has been filled by another candidate
• No, you didn't get the scholarship.|| The scholarship was awarded to another applicant
• No, you aren't accepted into the college of business.|| Admission to the college was not granted
• No, I can't give a donation. || The donation budget has been fully allocated
• No, I can't help you. || We are unable to provide assistance in this situation.
Lesson 04: How to Express Bad-News Messages
20
The Components of a Negative Message:
🞑 The Subject
🞑 Buffers
🞑 Reasons
🞑 Refusals
🞑 Alternatives
🞑 Endings
Lesson 04: How to Express Bad-News Messages
21
The Subject:
Many negative messages put the subject in the subject line, but not the
specific negative message.
Others put focus on solving the problem in the subject line, also when the
reader needs the information to make a choice or to act.
Ex.:
Subject: The elevator will be out of service today and tomorrow.
Subject: Scheduled Elevator Maintenance
Lesson 04: How to Express Bad-News Messages
22
Buffers:
Usually, researchers suggested that negative messages open with
buffers.
A buffer is a helpful statement that allows you to postpone the negative
message so that you may put the reader in a good mood.
Lesson 04: How to Express Bad-News Messages
23
Buffers:
The kinds of statement frequently used as buffers are:
🞑 Facts.
🞑 References to Attachment.
🞑 Good News.
🞑 Statement of Values.
(Respect for the worth and dignity of individuals / Transparency, integrity and honesty/Commitment to
excellence and to maintaining the public trust)
Lesson 04: How to Express Bad-News Messages
24
Reasons:
A clear and convenient reason prepares the readers for the negative
message and so the result is that they accept this message.
If you don't have a good reason, exclude the reason rather than using a
weak one.
Refusal
Don't highlight the refusal, put it in the same paragraph as the reason; do
not put it in a separate paragraph.
Be sure that the indirect refusal is clear; any message can be
misunderstood.
Lesson 04: How to Express Bad-News Messages
25
Alternatives:
To give your readers an alternative is good for many reasons:
🞑 It suggests to them another way to get what they want.
🞑 It means that you care for them and want to fulfill their needs.
🞑 It ends positively being friendly and helpful.
🞑 An alternative allows the reader to react in a way that doesn't hurt by letting
them decide whether they want the alternative; you allow them to reestablish
their psychological freedom.
26
Endings
The best endings look optimistically to the future.
“We are very happy to be at your service”
“We will try our best to assist you in the future, Please contact us”
Lesson 04: How to Express Bad-News Messages
24
Ex.
(Reason): Due to the overwhelming response this year and limited seating
capacity in the main hall, selection was based on a first-come, first-served basis.
(Refusal): Consequently, we regret to inform you that your registration could not
be accepted for the workshop at this time. (Alternative): However, we would like
to invite you to attend the workshop’s live stream online for free.
(Ending):We hope you find the online sessions beneficial and enjoyable, and
we look forward to welcoming you in person at our future events.
الدرس الخامس :الكتابة بفاعلية
27
االسلوب الفعال للكتابة اإلدارية:
يجب أال تظن أن الكتابة االدارية موضوع إنشاء .ألن موضوع اإلنشاء عبارة عن فكرة يقوم
كاتبها بتنظيمها والتعبري عنها بلغة صحيحة ويتحكم ذلك ويؤثر يف وجهة نظره إىل
الموضوع وعواطفه الشخصية تجاهه .ويتفاوت الناس يف أساليب حياتهم ومعيشتهم ومن
اسلوبهما يتطابق تخيلهم و تصورهم لألشياء ومن هنا ال نجد كاتبني ثم يتفاوتون
يف ًا ًا يف
موضوع واحد فكل له اسلوبه الخاص ويعد ذلك النوع من األسلوب أسلوب أدبي .
أما بالنسبة للكتابة اإلدارية فإنها تتناول فكرة ما ،ويتم صياغه تلك الفكرة بشكل منط وىف
ًا يق ًا
لغة سهلة وعبارات صحيحة ال يتم الحشو فيها ويسىم هذا النوع أسلوب علمي .وتجدر
االشارة اىل أنه يوجد هناك فرق كبري جدا بني أسلوب الكتابة اإلدارية من ناحيه وبني
األسلوب األديب من ناحية اخري .فأسلوب الكتابة اإلدارية هدفه اإلخبار بالحقائق
والمعلومات اما األسلوب األديب فهدفه التأثري ونقل المشاعر.
الدرس الخامس :الكتابة بفاعلية
أسلوب الكتابة اإلدارية:
ومما سبق يتضح أن أسلوب الكتابة اإلدارية هو أسلوب تقريري يسيطر عليه من خالل المنطق
وتفصيالت االحداث الواقعية يف اطار من اللغة الدقيقة البعيدة عن احتماالت التأويل مع تجنب
الحشو الذى ال داىع له.
ًا
وتعد الكتابة اإلدارية فن له أصوله وقواعده (كما سبق االيضاح يف الدرس االول) ويحتاج إىل اللباقة
والدقة وسعة األفق وكرث ة المران واالتزان والرث وة اللغوية اليت تعني الكاتب عىل توضيح أفكاره يف شكل
عبارات دقيقة سهلة واضحة مخترصة خالية من الركاكة والرتابة والتطويل المبالغ فيه.
الدرس الخامس :الكتابة بفاعلية
اللغة العربية:
ومن هنا تتضح أهمية دراسة اللغة العربية وأهمية التعامل معها يف كتابة الرسائل
االدارية .إن اللغة العربية لغة حية وغنية ،ويميل أغلب الناس اىل التحدث باللغة
العامية منها إىل الفصىح ،وقد يكون ذلك مقبوال يف الممارسات اليومية الشفهية
للناس ،ولكنه غري مقبول بالمرة ومطلقا يف ممارسة ذلك يف الكتابة الرسمية.
يجب ان تصف اية رسالة حالة معينة ،وقد يتم كتابة تلك الرسالة يف بضعة أسطر،
وقد تحتاج اىل دراسة مطولة ،يف كال الحالتني السابقتني يشرت ط أن يتم استيفاء اللغة
السليمة والكتابة بطريقة صحيحة .ويكون نتيجة ذلك أن يعرض الكاتب المعىن
المطلوب وإال أصبحت الفاظا غامضة ال تعرب عن يش ء .فكلما كانت لغة وصياغة
ًا
الكتابة صحيحة كان التقرير واضح ويؤدي الغرض منه..
الدرس الخامس :الكتابة بفاعلية
عنارص الكتابة السليمة والرصينة الواضحة
.1الخط الحسن (يف حالة الكتابة باليد وعدم استخدام الكمبيوتر).
.2تفادي األخطاء اإلمالئية.
.3االلزت ام بقواعد النحو.
ًال
.4تجنب التكرار والمط بدون داع فمث :أن تبدأ كل فقرة بكلمة :الحقيقة أو الواقع ..ألن ذلك يؤدى إىل
ملل القارئ.
.5االبتعاد عن األلفاظ الصعبة أو غري الشائعة عند الكتابة ،واستخدام ما يناظرها من الكلمات البسيطة
الشائعة.
.6تناسب الكالم مع مقتىض الحال بما يشمل الفصاحة (الوضوح التام بحيث ال يلتبس معىن بمعىن )
والبالغة (وضع الكالم يف مكانه المناسب).
.7الطول المناسب للرسالة فيجب أن يكون لكل جملة وظيفتها اليت تؤديها ولكل كلمة معناها.
الدرس الخامس :الكتابة بفاعلية
تجنب االخطاء الشائعة مثل:
عدم إرجاع الضمائر إىل أصحابها كأن تقول :أن أحمد وعمرو قد تقابال فقال له حدث كذا وكذا ..هنا ▪
يظهر السؤال من قال لمن؟
عدم وضع نقطتني عىل تاء التأنيث المربوطة ،فان تلك النقاط تمزي ها عن الهاء اليت يه ضمري الذكر ▪
ًا
المفرد .مثل( :أعطيت فالنا األمر كتابة) تختلف كلية عن (أعطيت فالن كتابه).
استبدال حرف بأخر قريب منه يف النطق ولكنه يبتعد عنه يف المعىن ،مثال كلمة ( زىك ) وكلمة ( ذىك). ▪
(يعتذر عادل عن حضور االجتماع) والصحيح أن يقال( :يعتذر عادل عن عدم حضوره االجتماع) ألن ▪
عدم الحضور هو السبب يف االعتذار وليس الحضور نفسه.
البعد عن الصياغة االنفعالية غري الدقيقة مثل :كارثة ،ضخمة ،فادحة ،رهيبة. ▪
الدرس الخامس :الكتابة بفاعلية
عالمات الرت قيم والوقف وأهميتها يف الكتابة
تعترب عالمات الرت قيم من العنارص الهامه اليت تؤثر يف فعالية الكتابة باللغة العربية .وقد تم
وضع تلك العالمات الخاصة لتفصل بني أجزاء الكلمات لتمزي بعضه البعض.
الفاصلة ( )،تقوم بتميزي الكالم عن بعضه و ذلك يف الجمل المتصلة .مثال :اشرت ى محمود
سيارة ،ثم قادها اىل مزن له ،بعد أن قام بدفع ثمنها .. ،وهكذا.
الفاصلة المنقوطة (؛) يتم وضعها بني الجمل الطويلة ،خاصة بني جملتني تكون أحداهما
ًا
سبب يف حدوث األخرى .مثال :وأرص أحد المالك عىل عدم التوقيع عىل العقد قبل أخذ
ًا
الضمانات الكاملة ؛ حفاظ عىل حقوقه .
النقطة ( ).توضع يف نهاية الجمل التامة وتعىن الوقف و ذلك داللة عىل تمام المعىن .
الدرس الخامس :الكتابة بفاعلية
ما قبلهما .مثال: النقطتان ( ):يتم وضعهما لتوضيح ما بعدهما وتميزي وتفسري
قال المدير لمرؤوسه .....:كتب إىل إدارة الجامعة يقول.....:
عالمة االستفهام (؟) يتم وضعها يف نهاية الجمل االستفهامية مثال :كم عدد
الطلبة المتقدمني للدراسة ذلك العام؟
عالمة التعجب (!) يتم وضعها يف نهاية الجمل اليت يعرب بها عن تعجب أو
ًا
فرح ،أو خوف :عجب لما تقول ! هل تم رصف كل هذه المبالغ خالل ذلك
الوقت القصري !
القوسان ( ) يتم وضعهما بني الجمل المعرت ضة خارج السياق .مثال :طلب محمد
من زوجته (حنان) أن تعد له الطعام