Although we may instinctively make revisions in the above stages of writing, there should be time devoted after writing to giving the report a final look over.If you adopt a continuous revision policy then the report should be effective.The following two checklists are suggested: one to check the language, the other to evaluate the effectiveness of the report.
Ten Linguistic Guidelines
1.Limit a sentence to a single statement of fact, or one idea.This will produce simple or compound sentences rather than complex ones, in which there are the problems of handling support clauses.
2.The optimum sentence length is approximately 20 words.However, in order to prevent your report from becoming monotonous, occasionally introduce shorter and longer sentences.
3.Ensure that your sentences are property linked.
4.Check your pronouns.Make sure that the identity of the noun to which the pronoun relates is immediately clear.
5.Make a conscious choice between using active or passive sentences.
6.If you are not fully satisfied with a sentence, it may be better to rewrite it completely rather than try to alter parts of the original.
7.Reread everything you write, with the aim of removing ambiguities.Make sure that your words and sentences can only have one possible meaning.
8.Learn to identify and avoid verbiage, jargon, circumlocution, cliches and slang.
9.Check the word order of your sentences.
10.Check all tenses, propositions and subject/verb agreements, spelling and punctuation.(www.xing528.com)
Then use the following Ten Evaluation Questions to help you complete your task of report writing satisfactorily.
1.Does the report relate to the aim?
2.Does the reader get sufficient information?
3.Is the information necessary for the reader?
4.Is the subject heading appropriate?
5.Can the reader get the important details quickly and easily?
6.Can your reader follow the development of your ideas?
7.Is your tone suitable to your reader and your aim?
8.Is your layout correct and consistent?
9.Are any of the words or expressions superfluous?
10.Is your style suitable (formal/ informal, personal/ impersonal, vocabulary, grammar)?
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