Technical Writing

Rules in Technical Writing and
Qualities of an Effective Report

Rules to be Followed in
Technical Writing

Get to the point

• Since the main objective of a report is to inform the reader

about a thing, a matter, a project, a problem, the best way to
start would be to go straight to the point.

• A reader who gets bored with a long-winded introduction,

usually quits reading before he gets to the main topic.

Use familiar words

• Choose the common, familiar words because if the reader does

not understand some of the words, he will not be able to
comprehend what is being communicated to him.

• Avoid the use of jargons or puzzles in your report; words that

confuse or words that are vague.

• The rule is, use simple, familiar words.

Omit verbal deadwords

• Verbal deadwords are long-winded expressions that are

already considered obsolete.

• Some of these are the following:

Poor: At the present time, we are sailing at a speed of…
Better: Now we are sailing at the speed of….

Poor: I would like to render my resignation effective….
Correct: I would like to resign effective….

Keep sentences short

• As much as possible, sentences must be short and limited to

one-idea one-sentence guidelines.

• clarity increases if there is one idea to a sentence
• An ideal sentence should contain at least 26 to 30 words. More

than that, may greatly reduce the level of understanding of a
reader.

• Example:
"When I learned about it, I informed my officer about the matter and
we discussed the possible solution to it while the other officers were
also thinking of ways to be undertaken in solving that similar problem.

Corrected form:
"When I learned about it, I informed my officer about the matter. We
discussed possible solutions to it. On the other hand, the other officers
also thought of ways on how to solve that similar problem.“

Keep paragraphs short

• Short paragraph are better because:
а. they are easy on the eyes;
b. enable the reader to comprehend ideas or facts faster
and easier;
c. easy reference materials.

• An ideal paragraph should contain at least 6 to 10 sentences.

However, a paragraph with only one sentence would not mean
that it is no longer ideal. A paragraph may consist of a single
sentence or several sentences expounding the main idea or
subject matter.

Use specific, concrete language

• Give exact measurements, dates, precise figures, complete

data and details of the event.

Prefer the simple sentence to complex
sentence

• Long-winded sentences give the reader a limited mental ability

and it deviates the purpose of giving a clear and
understandable message.

Use positive words instead of negative ones.

Example:
• The job applicant who says, " Unfortunately I have no

experience in this position. My school did not dwell so much on
the use of this machinery. Probably I will do better in a less
complicated one."

• Show a positive attitude whenever you write. Negative words

show a sign of inadequacy on the part of the writer.

Use adjectives properly

• Use adjective to describe extent of damage, extent of decrease

or increase in size, volume, capacity, description of objects or
situations under study.

Example:
Know what is the difference when you write:
Several
A great number
Plenty

Revise and improve

• The best way to improve one's writing is to revise what he has

written.

• A good writer makes a first draft, sets it aside and after a few

days read it again and make necessary revision on it.

• The revision will help eliminate superfluous words, phrases,

sentences and even whole paragraphs.

• Some words may have to be changed while others may have to

be deleted.

Qualities of an Effective Report

Unity

• A unified report expresses and supports a single thesis.
• A report with unity contains one subject matter and each

section, paragraph and sentence has a clear function of
advancing that subject matter.

• A report with unity contains a major idea and a minor idea.
• The major idea is place in the first portion of the report while the

minor ideas at the middle or at the end.

Clarity

• Clarity means that your reader can comprehend or understand

your message. Clarity makes use of definition of terms to avoid
question or confusions. It elaborates ideas for a better
understanding.

• Clarity also means correct sentence structures, correct

punctuations, good usage and coherent paragraphs.

• A report with clarity gives complete and accurate data, subject

matter thoroughly discussed; solutions and recommendations
properly given.

• A report with unity has clarity.

Economy

• Economy means comprehensiveness and no unnecessary use

of words. There should be no redundancies.

• Clarity means no use of verbal deadwoods, no stereotyped

expressions and no superfluous language in your report. A
letter that does not have clarity, does not practice
economy.

• Avoid unnecessary expressions and long sentences that will

only make understanding difficult. Avoid hackneyed
expressions.

• Example of hackneyed expressions or verbal deadwoods found

in business reports and how to improve them.

1) According to our records - you always obtain information from

office records. It is better to say, ‘"Our record show that" or
better rephrase your statement.

Multiple Choice

Which statement is better?

• According to our records, you have not renewed your license for the past three years.​

• Our records show that, you have not renewed your license for the past three years​.

2) Acknowledging receipt of the 1st instant.
• Avoid using a participle as the first word of your letter. Using

participle word is already obsolete. They are weak, hackneyed
and uninteresting. Go direct to the point.

Multiple Choice

Which is better?

• It is evident from your letter that dated November 2022 that…​

• Acknowledging receipt of the 1st instant wherein you mention that..​

3) As per your instruction/as per our long distance call/per-
•

per is only use in measurements - e.g. per kilo, per yard, per
liter.

•

In maritime business reports, instead of using per, use "as
indicated", "as stated", "pertaining to".

•

The word PER is lifeless and meaningless word in business
letters“.

Multiple Choice

Which of the following is poorly constructed?

• As per your instruction, we are now..

• As stated in your instruction, we are now...​

• As instructed, we are now.​

• Pertaining to your instruction...​

4) At all times - it is usually meaningless and unnecessary

Example:
Poor: We shall be glad to be of service to you at all times.
Better: We shall be pleased to serve you.

5) At an early date; at your earliest convenience - it is not natural
and is unnecessary. It is a weak expression.

Multiple Choice

Which statement is better?

• Please notify us at your earliest convenience.​

• Please notify us within ten days after receiving this letter.​

6) Attached herewith you will find/attached hereto/attached find -
it is redundant and unnecessary.

Poor: Attached herewith you will find the certificates
and documents that you requested from us.
Better: Attached are the certificates and documents that
you requested from us.
Attached is the xerox copy of the agreement signed by
your agent with us.

7) Awaiting your reply - it is a weak close and it lacks originality.

Example:
Poor: Awaiting your reply on this letter,
Better: We shall be pleased to receive your reply on this letter.

8) I beg to remain/I beg to advice/I beg to inform you - 11 should
be avoided in business letters. You don't need to beg just to relay
your message.

Multiple Choice

Which is better?

•  I would like to inform you that your request was not granted.​

• I beg to inform you that your request was not granted.​

9) Claim - do not use this word when you mean "assert"
or "maintain."
• Avoid using "you claim" , "you say," "you state" etc.

Example:
Poor: You claim in your report dated August 7, 2022, that
there was a delay in the repair of the damage.
Better: You mentioned in your report dated August 7, 2022,
that there was a delay in the repair of the damage.

10) Contents carefully noted/contents duly noted - they should be
omitted in all business letters. It is obvious that you cannot
answer the letter if you have not noted the contents.

Example:
Poor: I received your letter dated November
3, 2022 and contents carefully noted.
Better: I received your letter dated November 3, 2022 and I
have followed your instructions in every detail.

11) Enclosed herewith you will find - this is similar to attached
herewith you will find.
• It is better to say Enclosed are/is the…

12) In re our long distance call/Re: - avoid these expressions in
your business letters.
• Re is the abbreviation of regarding and abbreviations should be

avoided in formal business reports.

• Instead of using re use the word regarding, concerning,

confirming.

Poor: In re our long distance call..
Better: Confirming our long distance call wherein you
mentioned that...

13) In due course/In due time - these are expressions considered
indefinite and weak. specify the time or date instead.

Multiple Choice

Which is better?

• You will receive my report on or before August 30, 2023.​

  You will receive my reply within ten days.​

• You will receive my report in due time.

Example:
Poor: You will receive my report in due time.

Better: You will receive my report on or before August 30, 2023.
You will receive my reply within ten days.

14) I remain, regards - this expression seems to be overused but
several users do not even know what they are trying to say.
•

They often see this and they copy it, not knowing that "I
remain" means "I remain loyal and faithful to you always." The
expression is artificial. This should be avoided since it is
unnecessary and meaningless.

15) In compliance to your request/in response to your favor -
these expressions are corny and hackneyed. It is better to use
"as requested"

Example:
Poor: In compliance to your request we are now forwarding
the documents pertaining to..
Better: As requested, we are now..

16) Kind favor/kind order/kind attention - be discreet in the use of
kind. Some letter may be kind but not every letter is kind. This
expression is quite overused.

Example:
Poor: Your kind attention to this matter is highly appreciated.
Thank you for your kind attention.

Better: I will appreciate your efforts on this matter.

17) Kindly - this word means "with kindness", "graciously"

Multiple Choice

Which is better?

• You are kindly requested.

• We would like to request you to...

Multiple Choice

Which is better?

• Kindly let us know when you are coming.

• Please inform us if you are coming to the party.​

Poor:
1.

You are kindly requested.

2.

Will you kindly ship my order by express.

3.

Kindly let us know when you are coming.

4.

We thank you kindly for your letter.

Better:
1.

We would like to request you to...

2.

Please deliver my order before the end of the month.

3.

Please inform us if you are coming to the party.

4.

We thank you for replying immediately.

18) Permit me to say - it is unnecessary to ask permission to say
something in business writing.
• This should be omitted.

Example:
Poor: Permit me to say that I am the officer that you have
been requesting to be sent on board.
Better: I am the officer that you have been requesting to be
sent on board.

19) Please be advised that - it is wholly unnecessary; go direct to
the point. This expression is very common among maritime
letters. It is considered hackneyed.

Example:
Poor: Please be advised that when you reach the port of
Japan coordinate with the authorities at once.
Better: You are instructed to coordinate with authorities at
once when you reach the port of Japan.

20) We take the pleasure - it is considered awkward. It is better to
use the phrase "We are glad", ;, "We are pleased"

Poor: We take the pleasure of informing you that...
Better: We are glad to inform you that...
We are pleased to inform you that..

21) Upon investigation - it is not necessary to talk about your
investigation, say what your examination revealed.

Example:

Poor: Upon investigation we found out that.
Better: Our examination showed that...

22) We take this opportunity/We have the pleasure to advise you
- This is meaningless expression.
A writer should go ahead and tell the reader the subject matter of
his letter, which will indicate that he is already taking advantage
of the opportunity.

Example:

Poor: We take this opportunity to tell you that your salary will be
increased effective December 1, 2023.

We take the pleasure to advise you that you will be promoted in your next vessel.

Better: Effective December 1, 2023 your salary will be increased to $700.00.

We are glad to inform you that you will be promoted in your next vessel.

23) Your letter received - obviously you wouldn't answer the letter
if you did not receive it. Present your reply immediately.

Poor: Your letter received 10th August and the documents
are properly noted.

Better: I received the documents you attached in your letter
dated August 10, 2022.

24) Your good office - avoid the use of "good" when referring to
office. It is unnecessary and meaningless; quite artificial.

Poor: I am sending your good office...
Better: I am sending your office..

Readability

• This is the last quality that an effective report should possess.
• Readability means ease in reading. Your letter report should not

be an eye-sore to the reader. It should create attention,
generate interest, promote desire and action on the part of the
reader. It should follow the correct format in business writing. It
should be neat and clean, typewritten or computerized and uses
the standard quality paper.

• An effective report has unity, clarity, economy, and readability.

Dear Radio Officer Cruz,
This is to acknowledge receipt of your letter of the Sth instant, in the
connection with the above subject wherein you requested a substantial rise
in remuneration.
We regret to inform you that your request has failed to meet with our
approval, due to the reason that the new rate proposed by the guild this time
was not accepted by the Board of Directors.
We must point out to you, that due to your long and faithful service rendered
to our vessels under our group of companies, your pay has always been
adjusted from time to time irrespective to the guild rate: and the rate you
received at present we can tell you is the highest among all the radio officers
serving in our vessels.
Hoping the above will make the situation very clear to you and best regards.
Yours faithfully,

• Present the letter-report in a brief and concise manner using the

principles, rules, and qualities of an effective report.