Teaching Writing Fast and Effectively!

Do’s and Don’ts of Language in Report Writing: How to Use Formal Language

• Do Use Passive Voice - You the author stay hidden. Focus on the facts and issues of the subject you are writing about. What do you think about those facts and issues? Not important. However, the facts and issues are important. The cause and effect of those facts and issues are important. You show others what you think is important by the facts and issues you include, as well as the topics you choose to write about. However, in your report writing… try to keep yourself hidden.

• Don’t Use Personal Pronouns – Rarely if ever, use “I, we, my, mine, our, ours, you, yours.”

• Do Use Third Person – He, she, his, hers, it, its, them, their

• Do Use Correct Academic and Technical Language – When you take notes and when you paraphrase, keep the correct technical words. You may want to define these technical words for your reader, but don’t substitute a lot of simple words for the correct academic and technical language. 

• Don’t Use Casual Language – Casual language includes both the words you use and the way you talk to your reader. Above in “Passive Voice” it says, “What do you think about those facts and issues? Not important.” That is casual. Casual can be fun and can be used to create and maintain interest, however use it very sparingly in report writing.

• Avoid Emotional Power Verbs. Be objective. Be Neutral.
Famous Quote: The Facts, just the facts, ma’am. (Dragnet)

Example:
Objective: The government acted quickly in order to remedy the situation.
Emotional Power Verbs: The government sprang into action in order to save-the-day.