February 08, 2022
14. THE
STYLE
A report is the
Verbal structure, and style is the way we select and arrange the elements
of structure. Jonathan
Swift thought that
style is “proper words in proper places”. Lord
Chesterfield said that style is the “dress of
thoughts”.
Importance of Professional Writing: The ability to communicate
effectively is one of the greatest
assets anyone can acquire but the most
common and perhaps
the greatest communication problem
today is that
many people are unaware that
they lack communicative ability.
To be an effective writer:
Visualize
what you wish to
say. If the picture you want
to communicate is clear to you, the words should
automatically follow to express it.
Prepare the first draft without caring much
for the mechanics of w riting. Stop
when you have finished saying what you wanted to say.
Revise the draft
carefully; delete a word, phrase,
sentence or paragraph that does
not add any meaning to point under discussion.
Approach the problems with
scientist’s objectivity, detachment and passion for truth. This will help make
your writing crisp and sharp.
Choice of words and phrases: No two words in
a language convey
exactly the same meaning. For example, pretty’, ‘charming’ and
‘delightful’ are not synonyms they have only a common area of meaning. Sometimes
a wrong choice of words may lead to embarrassment,
confusion and misunderstanding.
Do’s
Prefer concrete to abstract words: A concrete word permits limited interpretation and
conveys more definite meaning. A few
examples are names of
persons. Number, words, dates
etc. (e.g. I, he, she, etc.). Abstract
words have a tendency to be general and vague.
Original Revised
a. Fuel tanks deformation
was present The fuel tank was deformed.
b. The reason for the popularity of slides Slides are popular because they
are is the simplicity of their preparation easy to prepare.
Precision
Prefer specific to general words: The use of
specific words makes writing clearer and immediately creates an image in the
mind of the reader.
1.
She has
developed a new gas lighter
(designed)
2.
Transfer the
liquid into the receptacle (pour, beaker)
Conciseness:
Modifiers of nouns
and verbs tend to be vague
and subjective. Use verbs instead of phrases having
- -‘ation words’ formed from verbs.
Phrases (Modifier) Verbs Make an
investigation investigate Prepare a
formulation formulate
Plainness:
Prefer plain and familiar to
long and unfamiliar
Long and unfamiliar Short and familiar
Expedite hurry up
Optimum best
Residence house
Commence start
Endeavor try Envisage
foresee
Cliches: A cliché is a faded
word or a
phrase, which has
lost its effectiveness because of overuse. When
it is
first coined it is fresh
and vigorous and conveys the meaning vividly. With the passage of time it losses sharpness and
ceases to exercise the desired impact. Very often when you start writing, such
words and phrases come to your mind
and if you
are not alert, find a place in the text of your report and thus weaken it.
Avoid excessive us e of jargon: ‘The technical terminology or characteristic idiom of
a special language or
group’ –
jargon. Every group
of specialists has developed a highly specialized terms,
yet these are the
very words that cause
readers a lot of difficulty.
Avoid using foreign
words and phrases: Foreign
words and phrases also like jargon are often used to impress and mystify the reader or
to parade one’s scholarship. Some
writers believe that their use would make the writing dignified. Thus instead
of ‘see above’ they use ‘vide supra’
but keep
your writing simple, use plain English for foreign words and
phrases. Abbreviations
like e.g. ie.e.,
viz., a.m., p.m., need not be avoided.
Avoid Redundancy: Redundancy
is the part of message that can be eliminated without loss of information. It may be either the use of unnecessary words or needless
repetition of an idea. It has been well said that a sentence should
have no unnecessary words,
just as a drawing
should have no
unnecessary lines, and a machine no unnecessary parts. Here are some of the superfluous words
that the underlined:
1.
Basic fundament
2.
Resume again
3.
Absolutely essential
4.
Completely eliminated
5.
Through out the month
6.
Repeated again
7.
Fast speed-
8.
Refer back
As detailed above, a report was to be prepared in the practical
class room and attempt the following.
1)
Supposing you
are a police inspector and the D.G.P has asked your to submit a report about
the smuggling of drugs from across the border, suggest what can be done to
check this.
2)
Imagine that your
are the Director of a private detective agency and you
have been employed by a client to find out who has been threatening
him on phone.
Prepare a report of your investigation and findings and suggest what he
should do.
3)
Write a report about
the need of the establishment of Medical Colleges in all tribal areas of
the state.
4)
Write a report on the need to use non conventional
energy sources like
the wind and the sun and how these will replace conventional energy
sources in a few decades.
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