Writing Reports and Proposals

Writing Principles: Words and Sentences Once you've gathered your information and planned your approach, it's time to write. Strong report writing follows a set of clear principles that keep your content focused and accessible. Use Familiar Words Avoid unnecessarily complex vocabulary. Instead of writing *"The preponderance of businessmen envision signs of improvement from the current siege of economic stagnation,"* say simply: *"Most business leaders see signs of economic recovery."* Plain language communicates faster and more effectively. Prefer Short, Simple Words Don't use a complex word when a simple one works just as well. *"Unidirectional flow"* can simply be *"one-way flow."* Simplicity is not a sign of weakness — it's a sign of respect for your reader's time. Use Concrete Words Vague language weakens your writing. Avoid expressions like *"He makes good grades"* or *"Profits were exorbitant."* Replace them with specific, verifiable details: *"He maintains a 3.8 GPA"* or *"Profits increased by 42% over the prior year."* Prefer Active to Passive Verbs Active voice is stronger and clearer. Instead of *"It is recommended that the machines be purchased,"* write *"We recommend purchasing the machines."* Active constructions are more direct and easier to read. Avoid Camouflaged Verbs Camouflaged verbs turn strong action words into weak noun phrases. Instead of *"make a determination,"* write *"determine."* Instead of *"bring about a change,"* write *"change."