Effective Writing

Prof. Binod Mishra

Department of Humanities and Social Sciences
Indian Institute of Technology, Roorkee

Lecture - 19
Style of Report Writing

Good morning friends, and welcome back to NPTEL online lectures on Effective
Writing. You are listening to these lectures by Binod Mishra, and presently, we are in the
report writing section. If you remember well in the previous lectures, we have talked
about the report formats, report definitions, the differences between reports and other
forms of writing. And then we have also talked about the report structure and the report
strategies.

Now, is the time we talk about report style, you might be thinking that when you talk
about report style will we be confined only to the style that is maintained while writing
reports, no my dear friends. This can also apply to other scientific writings which are
actually written for specific purposes in your organization, but the more focus will be on
writing the reports because we are discussing reports presently.

When you talk about style what exactly we mean by style? When you talk about the
style, we actually mean the elements to make your writing effective in a particular
format, in a particular manner that actually helps readers to take some action. Because if
you remember well we have already talked about in the previous lectures that report
writing helps to take some decision, and a report also provides a solution to a problem.

So, if the report is not written effectively then how can we provide a solution, that is why
it comes to be discussed as to what report style is and in what way reports can be written.
In a brief way, we can say that the style of report is actually telling you the various
nuances of writing reports.

Now, when we talk about writing the reports our concern is towards language, I mean the
effective use of language in reports, we have already talked about the effective use of
language in letters, memos, then in academic writings, but then report writing is a bit
different as you might have observed through previous lectures.
Now, there are certain things that we shall be discussing about the language part here in
the section and that is the very first thing that comes to our mind is, as we said language
and what language comprises, language actually comprises off choice of words and
phrases, redundancies, jargons, cliche use of foreign words fashionable words and
metaphorical expressions.

(Refer Slide Time: 03:33)

My dear friends, since report writing aims to persuade, to convince is actually to draw
home our points, points of our observation points of our findings that is why we actually
need to draft our report in a manner that the reader not only comes to understand it but
then the reader is prepared to take some action.

So, in that very first section, while discussing vocabulary we ought to understand what
exactly we mean by vocabulary. My dear friends the entire report is actually woven by
sentences and paragraphs, imagine if you are going to read a report which is very
cumbersome because as you have already learnt in the previous lectures that an
interpretive report will be longer than informative reports.

So, when you are going to find some solution about a problem you are going to discuss
and the way you discuss the way you convince will enable the readers to take some
action that is why the use of language plays a very important role in report writing.
(Refer Slide Time: 04:59)

Now, when you talk about words, words can be both long, words can be short, words can
be ordinary, words can be extraordinary words can be exceptional words can also be
those that can be used just to familiarize. Now when we are using words we find most of
the time that many readers I mean many indiscreet readers while writing their reports
what they do is they actually do not bother much about the use of words and they use
longer words and they tire the readers.

So, there are certain precautions to be taken when you are going to use words because all
forms of writing including report writing actually aims at the clarity and clarity can be
ensured only when you use words very discretely. One must almost try to use short
words and long words also, but not only the long words, long words people often use
when they do not find an exact word, when they are trying to convince something, but
then there are words which even though they are short they can be understood.

So, please try to use short words, try not to use grand words, but ordinary words by
ordinary words we mean those words which our audience or our readers are familiar
with, and then when you are writing a report naturally it becomes a sort of technical
writing. And in technical writing, there is a tendency among writers to use over technical
words, because they are not exposed to other forms of writing. And suppose this
technical writing or report writing when the report goes to a person who is not much
exposed to technical words naturally he will not be in a position to take decisions.
(Refer Slide Time: 06:59)

So, please use non-technical words rather than technical words, and then one has also to
see that one can use concrete words and not abstract words. We shall have certain
examples which have been taken just to drive home our points, but before that let us find
out what a very eminent poet named Matthew Arnold says about the style of writing. “If
you have something to say, say it as clearly as you can that is only the secret of style.”
Meaning thereby, when you have to say something please say it very clearly in a very
lucid manner in a manner that everyone can understand.

Now, we have already said that you have to use familiar words what is actually the
difference between familiar and unfamiliar words. Unfamiliar words are those words for
which a reader has either to consult the dictionary or the thesaurus and naturally the
smooth flow of reading is blocked. For example, here you can find the list of difficult
words suppose somebody uses a word for comradery it will be difficult if he can use a
word like friendship that will be an easier word decipher, I mean sometimes you will
find many people writing I have already deciphered no why cannot they say I have
already discovered.

So, these are the words that tire the readers that actually irritate the readers, and then the
words like euphoria, impassive, terminate, validate, veracity, kindred, synergy, emanate,
even though all these words not only are correct standard, but then they are not familiar
every reader cannot understand this word.
So, instead of euphoria if you can simply say happiness that will do instead of impasse
one can say deadlock in instead of terminate one can say end instead of validate why do
not we say prove instead of veracity let us say truth instead of kindred let us say the same
instead of synergy let us say cooperation cooperate instead of emanate let us say issue.

I mean simply by providing an easy synonym to these words you can make your writing
effective and not only effective, but understandable my dear friends, because when a
reader is bound to read your report what actually he finds is that he wants an ease of
reading and the ease of reading also depends upon the relationship between the reader
and the writer, and most of the time as a writer of a document you do not know who your
readers are, that is why you have to go an extra mile.

Sometimes people also use many foreign words and unfamiliar words these foreign
words once again irritate the readers and may be that they will not be able to read the
entire document. In the box you can find a list of foreign words which may be difficult
because most of these foreign words either are Latin or those which we do not come
across in our everyday lives and that is why it can pose a difficulty.

When somebody says the reason they try it is always better to substitute that and say the
most important reason to adjust. Many people often say it is an infra dig for me to
discuss things with you it could always better be said it is below dignity.

(Refer Slide Time: 10:51)

Then tete-a-tete then status quo ante, vide supra, op cit, loc cit, ab initio, I mean all these
words are foreign words and they actually irritate the reader's mind, there are examples
also given for one we can take.

Scientific writing aims to validate the description clearly, now when you say this it is
very clear it is very lucid, but instead of it if a writer says the art of scientific writing is to
validate the description in an immaculate manner. So, you find there are three words
which have been used and all these three words are difficult my dear friend; description,
validate and then immaculate. So, it is always better to substitute these words and huge
words which actually can be used to make people understand.

Now, since you are and many of you might be trying to enter a job or a profession you
will find that once in a profession you actually get used to the use of words which are
very familiar in your profession, but when the same word is used for a person who is not
from your profession then it becomes a difficulty, this we term as jargon.

(Refer Slide Time: 12:13)

And this jargon is a language which is over technical too much of technical words
special words. In a particular profession, it is ok, but then only the people of your
profession can understand and every profession will have jargon whatever way you are
working in whatever organization you are working in if you are working in an
organization where business is being dealt a business of computers say sometimes in
another institution or organization where you are working with other things naturally you
pick up the very technical words, but then it can cause a lot of difficulty to others when
they have to read it out. And in the box you can find that some jargons have been used
you can find out some more jargons from your own field.

Canonical instead of saying canonical it is better to say accepted, instead of saying

generic why can't we say general maybe people will not understand a computer person
will most often use spam many people will always use output input. A teacher or
somebody who is in education may be familiar with a word like a pedagogue, but others
cannot that is why one has to change and to change for the betterment of others we can
take an example here. And one must also understand why we actually fall back upon the
use of jargons.

Sometimes either to create your own position or to make certain show-offs, actually it is
a sort of pretension you know as a writer you actually try to pretend that you know more,
but then this is not going to do any benefit to the reader.

So, jargons actually produce a sort of lumpy effect, I mean a sort of effect which is very
difficult it is it just like a lump a sort of thickness law which actually blocks the meaning,
and creates a sort of pretences effect on readers are not able to understand and maybe
they will form a different sort of opinion about the writer. Because the writers never
know who are going to read their works and writing as I have been saying time and again
writing actually represents the writer in his absence. Hence there should be an aim and
aim for making things clear, for making things better, making things lucid. Another
category of words that people often fall back upon is called cliché.

Now, what is the cliché? In any organization whenever you are working you know it’s
sometimes or the other you have to draft something you have to draft a report or
something like that, but then when you fall back upon the use of words which have
become obsolete, which actually have been abandoned, which actually have lost their
effectiveness because of overuse such words are actually called cliché.

So, a cliché can be defined as a faded word or phrase which has lost its effectiveness
because of overuse. Now there can be quite a good number of clichés I have simply
picked some of them for you have often heard many people saying, ‘was there some food
for thought’ in what he said now food for thought is a cliché.
(Refer Slide Time: 15:47)

Many people often say crowning glory, part and parcel, fine level best some people often
say overriding considerations spare no efforts and one thing that is very common among
people are saying last but not the least. Sometimes people also carve out some new
technical clichés, for example, even they can also say things like prediction, writing on
the wall, instead of saying writing on the wall why cannot they say predict. Because
when they say writing on the wall actually not only does it become metaphorical, but
then it also becomes a sort of cliché. So, a cliché can also be called a sort of metaphoric
writing where you unnecessarily tire the mind of the readers.

So, here are some examples given. For example, see ‘scientist world over have left much
food for thought’ so, food for thought is a cliché the writing on the wall it is better to say
prediction then writing on the wall. Those who do not work heart and soul I mean these
are needless now. So, it is only to be substituted by a familiar world now sometimes you
will often hear people saying the sum and substance of what I want to say, why cannot
they say ‘the essence of all that I want to say.’

So, the question is we unnecessarily and this is you know this in a way can be considered
to be a sort of lethargy on the part of writing, because the writer should think for and
about the background of his readers only then he can make his writing clear. Another
important ingredient that can tire the mind of readers is called redundancy, you have
always heard people saying you have become redundant what actually does he mean he
actually means that you have become useless. Likewise, redundancy is also a device
which is actually needless repetition to define it properly will be to say it is a sort of
needless repetition.

So, redundancy is that part of the message which can be eliminated, which can actually
be sacrificed, which can be controlled without any loss of information I mean even if
there is no redundancy if you do not make use of redundant expressions even though the
sentence is not going to be ineffective.

So, we can come across a good number of redundant expressions you have often heard
many people saying, the basic fundamentals of all is. Now the basic and the
fundamentals those actually are the two words actually mean the same. So, it is simply a
sort of needless repetition.

Some people often say ‘the past memory’ so, if it is a memory it is always past my dear
friend, you have often heard many people saying the ‘true facts of life.’

(Refer Slide Time: 18:53)

So, is there also the possibility of false facts of life? Many people often say I am strongly
certain and strongly convinced if you are convinced there is no question of being
strongly you are already convinced. You have also heard many people saying the final
decision will be taken so, is there going to be a semi-final decision as well my dear
friends.
So, you actually need to think over it and then you will find that people can avoid it.
Have you not heard people saying oh it was such a humorous joke can there be a joke
which can make you weeping also?

So, a humorous joke is a needless repetition likewise many people often say there is an
advanced warning about this tsunami, there is an advanced warning about the
earthquake, there is advanced warning about heavy rains, fine I mean a warning is a
warning there is no question of saying advance and all that. So, these unnecessarily not
only make your sentences cumbersome repetitive but then also add to the length of the
paragraph which will actually cause difficulty to a reader when he is reading your report.

Hence one should always aim at controlling the use of redundant expressions. While
writing a report one should always think about the aim, why are you writing this report?
If you think that you are writing this report because you have to provide a solution to a
problem naturally you would be thinking that what would be the best way so, that I can
drive home my points.

And of course, you have to say things clearly we have been saying state a thing as clearly
as you can, there is no need of saying things in an indirect manner because we are not
discussing literature my dear friend in literature you will find that there are so, many
ways to say things, but then here you are talking about something very specific.

Hence when some people start making use of roundabout expressions which you can also
call circumlocution expression, I mean an expression that keeps moving on and on yet
saying nothing. So, one has to avoid the use of roundabout expressions and unusual
phrasing. You will find that your report itself is longer and one makes one report thicker
even by making one sentences longer, making one sentences as long as they can be and
in that what happens you actually lose the meaning you lose the purpose.

So, some people think that instead of doing that why cannot we say things in a
roundabout expression? Well you can say that, but only in literature, not when you are
writing something very objectively because report writing actually aims at objectivity.
So, when you make use of roundabout expressions naturally you are not facilitating
rather irritating the readers.
(Refer Slide Time: 22:11)

Here are some examples you can find out, let us look at the first example. ‘It was
reported that the batches experienced a colour change during storage.’ now see the
sentence is a small even though the sentence is a small or the use of the word
experienced, now the use of the word experience actually makes it a sort of
circumlocution. So, it can be made easier by saying it was reported that the batches
changed.

Now, what did you do instead of these experienced words you simply brought a word
that can facilitate meaning and you simply said changed. Likewise, the second sentence
also we can have a look at, ‘storage consists of cylindrical steel bottles’ there is no
problem with this. The bottles linked by a header tubes are buried beside the compressor
building we have already been saying that instead of using abstract words please use
concrete words.

So, the word buried here it actually is going to camouflage the expression, it is going to
hide the expression. So, it is better we change that and we can say storage can build
consists of cylindrical steel bottles the bottles linked by heated tubes are sited near the
compression building, that is what actually you wanted to say did not you yes.

So, what one should do is one should actually see how one achieves clarity because even
when you are writing technically you are actually writing for somebody whom you are
not seeing, who does not have the chance to seek explanations that is why let us try to
make our writings as a specific as we can. The second the third sentence also is like that
we can come to the last sentence which is actually, I have taken this sentence very
willingly because this sentence is you see this is very shorter you know speed of
diffusion is the rate determining.

Now, what are you doing you are actually adding to the meaning, but then making it
complicated by saying rate determining. So, it is better to make it say directly speed of
diffusion determines the rate. I mean instead of bringing an objective that actually goes
to say the meaning let us try to come to the verb I mean you have already understood
earlier when we said, instead of nouns you can develop the habit of using verbs because
verbs actually are action words and they help understand the meaning.

Next sometimes as you have been saying you are in an organization or you are going to
join an organization, and after some time you will find that there are people who might
be using certain abbreviations, it is fine in the organization because people know that.

(Refer Slide Time: 25:19)

But then what about others would not be able to understand when you are going to use
abbreviations or you are going to use short acronyms. Look at these words all these
words are abbreviated once, but then do we know all of them no we do not, even when
we guess we guess according to our own. So, it is always better if you are using it in your
report so, you use it, but when you are using it for the first time please explain it.
For example, the one is using CVR this is actually you know very technical Cockpit
Voice Recorder fine, OTP even though it is very common most of the people might not
be knowing it so, it is better to explain that ABM Anti Ballistic Missile ATR fine FIG
Faculty Initiation Grants that is very popular here people here in our institution say fig.
Have you got a grant from the fig, again this is another word STC are you doing an STC
Short Term Course. Oh this is actually a report on SEZ a Special Economic Zone.

Now, all these words even though they appear very nice to hear, but then they may
actually be very unpleasant when it goes to a reader who is not familiar with it, and if he
starts searching for these words the reading will be blocked, my dear friends. Likewise,
on the right-hand side, we have written certain acronyms which are actually mostly used
in organizations and people of organizations only understand.

For polymer, our students say ‘poly’, institute they call it ‘insti,’ enthusiasm becomes
‘enthu’, ‘audie’ is very famous all around the campus for ‘auditorium’, ‘prof’ for
professor, ‘prop’ for proprietor, ‘langski’ for language skills, ‘repri’ for report writing,
‘bio’ for biology fine. So, these are actually even though they appear to be very easy, but
maybe not easier for others to understand because they are not exposed to such sorts of
writing.

My dear friends when you are writing a report as I said earlier you are writing it for your
readers, and a decision will be taken based on the findings of your report. And how can
and the decision may be affected also, because a reader’s familiarity with words often
helps him or her to understand what is in the report. And that is why we have been trying
to achieve a sort of consistency, a sort of clarity, a sort of unity, a sort of coherence and
that can be done when you are not only writing sentences, but you are also making
paragraphs.

You will find that complex sentences often pose difficulty level and these complex
sentences add to breathless paragraphs.
(Refer Slide Time: 28:13)

What do we mean by breathless paragraphs? A breathless paragraph is a paragraph

where a reader when he starts reading is not in a position to take a breath and he is
actually gasping for breath would you do this my dear friend, no not at all.

So, hence what should we do we should actually learn readability formula, this
readability formula was coined by Robert Gunning in 1960s of course, nowadays
because of the advances of technology computers and other things this readability
formula also ought to change, but then we can in order to make our task easier
understand what is our readability formula. A readability formula a Robert Gunning says
he is actually based on fog index and he provides a formula of fog index and he says if
the fog index is below twelve then any piece is considered readable.

Now, how to aim at it how to get it for that he provides the formula they take a piece of
writing and try to gaze or measure the number of sentences total number of words and
you should try to find out the average sentence length which can be found out by getting
number of words divided by number of sentences, and when you get the average
sentence length fine. Then you have to find out the percentage of the sentence length and
that has to be multiplied by 0.4, and then you will get the readability then you will get
the fog index.

So, this fog index if it is below 12 your piece is going to be readable you can aim at it my
dear friends with some of the examples that I have told you. And unnecessarily enough
people not only make their sentences clumsy, but they also make their paragraphs
lengthy, how compound sentences as we have been saying not only irritate the readers it
actually blocks the readers comfort zone, comfortability, comfortability in terms of
reading isnt it. That is why one has to go for writing simple sentences which can not only
provide variety as well as flexibility. Here there is an example you can read it at your
own laser and you can find the sentence appears to be very longer.

(Refer Slide Time: 30:31)

But then if you can divide their sentence because this sentence can also be considered to
be a sort of breathless, because the sentence does not have an end it is only one sentence,
but what we can do is we can break the sentence into two split the sentence into two and
then see that if there are repetitions those repetitions are said a goodbye to and we can
make our sentence effective.
(Refer Slide Time: 30:59)

Not only sentences become cumbersome, but paragraphs also become cumbersome, how
to have a look at it. This is an example from scientific writing. ‘The degree of
dependence of this pattern on bed structure and/or on production of wetted paths through
the packing by randomly moving particles of the initial liquid is of interest, as in any
specified packing arrangement, complete bed overload by high liquid flow rate’, I mean
the writer has unnecessarily made it packed.

What actually he wants to say, he wants to write is not clear. So, what can be done, it can
actually be made simpler not only by splitting, but by keeping those words intact because
their technical terms which you cannot remove, and one should not remove the technical
terms, but one can always try one's best to make the technical information easier.

So, if one says ‘we thought it would be interesting to know’ now see’ we thought it
would be interesting to know how this actually incites the readers interest, to what extent
this flow pattern depends on bed structure and to what extent it depends on the random
movement of the initial liquid particles making wetted paths through the packing.

In any given package packaging arrangement, repacking of stirring or stirring might be

expected to change the structure of the bed complete overloading of the bed with a high
liquid flow rate might be expected to alter a flow pattern depending on which paths
through the pattern wetted. Sometimes it so, happens that this can be divided into two or
three, for example, you can say it also consists off it also divides so, but then that will
become too ordinary.

So, one should neither sacrifice the comfortability, but one should also see that sentences
are standard and if sentences are standard brief simple and it actually facilitates the
reading the paragraphs also will become readable my dear friends. And in order to make
your paragraphs readable also you should try to make use of transitions.

Now, what are these transitions you might be thinking transitions actually are made use
of in the paragraph. It actually because as we have been saying that any paragraph will
become effective only when there is a sort of unity we have already discussed earlier you
remember well unity coherence and then sequence.

(Refer Slide Time: 33:31)

So, one sentence should be connected to the other subordination, coordination we have
been talking about, and this can be provided by making use of transitions. I mean one
sentence you have already said, but you want to say something more so, there are
additional details you can always say moreover, furthermore ,beside, besides, finally.

Then you want to show some relationship because every paragraph in the sentence is
related it actually there is a sort of relationship between the sentences. Sometimes you
want to make a sentence based on cause and effect sometimes there can be a condition
and you can say if, in case, subject to, provide it like that. Sometimes you also want to
create a sort of time sequence so, later, after in the beginning in the end in the middle
like that and then sometimes you also can repeat in other words, that is, in addition.

Now, what these do these transitions when you are making use of they actually lessen the
burden of readers and this provides also a sort of relief to the readers. And you want your
writing to be read, and if you want your writing to be read naturally because you are
going to make use of a technical document and you are going to make it readable hence
make use of transitions, that will actually make your task easier.

My dear friends as I have been saying writing is not one-day affair is not it has actually
to be practiced, and one who is writing and especially writing for a purpose, writing with
a purpose and writing to make others understand should see that meaning is reflected the
way he is writing, his meaning is reflected the way he is writing and having the purpose
in mind the purpose is that you have to provide a solution to a problem.

So, let us come to see what the veteran English writer of eighteenth-century Doctor
Johnson, Doctor Samuel Johnson says, “a man who uses a great many words to express
his meaning is like a bad marksman who instead of aiming a single stone at an object
takes up a handful and throws at it in hopes he may hit.”

(Refer Slide Time: 35:47)

Now, when you want to hit something, you actually have an objective and this objective
can be met only when the aim is concentrated, likewise when you have planned to make
your things understood by others you actually have to bear in mind the clarity. You
actually have to bear in mind the background of the reader and to ensure that everyone
can understand it is always better to use a language that is familiar, to use a language that
can be understood by everyone, to use a language for which people do not have to
struggle, because when they struggle they are going to block or you are going to block
their thought.

My dear friends, I hope by this lecture you might have been able to understand how you
can aim at clarity. And most of the technical writing can be understood and can enable
people to take action based on what has been found and not only found but what is
feasible, any conclusion that you provide through your report can enable a person to take
action based on if he is convinced or if he is not.

And I hope you are actually trying to convince people with the help of your clear crystal
and lucid writing. So, aim at clarity aim at lucidity and aim at meaning and meaning lies
with you, and as a writer of whatever documents, you will try to keep all these things
into consideration and write effectively.

Thank you very much.