https://www.dlsweb.rmit.edu.au/lsu..
/content/2_AssessmentTasks/assess_tuts/lang_r
eports_LL/formal.html
Language of Reports
Formal versus informal language
Different types of writing require different levels of formality. A report is generally an analysis,
evaluation or description based on research. Reports are generally written in a formal style.
What makes something formal?
Formal
Informal
Use of passive voice
Use of active voice
Few personal pronouns
Use of personal pronouns, eg. I, you, we
Neutral verbs are used, ie nonemotive verbs
Verbs that show feelings, eg I think, we feel,
I am pleased
Activity 1
Compare the following sentences. Which one is more formal?
Sentence 1: Details of the research methodology are to be found in Appendix 3.
Sentence 2: I am pleased to include a section of our research methodology in Appendix 3.
Yes, Sentence 1 is more formal.
Active versus passive voice
The active voice is direct and lets the reader know who is doing the action. It focuses on the
subject and the action. It is often used in informal communication, eg personal letters.
The passive voice is used to:
1
focus on issues / information / processes rather than the subject or doer of the action
avoid a personal tone and eliminate the use of personal pronouns, eg I, you and we.
Compare the following sentences:
Passive sentences are generally used in formal writing including in reports.
Activity 2
Decide which of the following sentences are active or passive and click on buttons to check.
1.
We suggest that the companies establish a time line for the project. (Active)
2.
Our director is enthusiastic about the new software that we bought. (Active)
3.
It is recommended that the research findings are discussed in the future. (Passive)
4.
The report was commissioned by the university. (Passive)
5.
I recommend that we purchase this telecommunication system. (Active)
6.
The cost will be determined at a later stage. (Passive)
Clear & concise verbs
In reports, it is important that your writing does not sound too casual. The use of clear and
concise verbs instead of verb phrases is one way of making your writing more concise as well as
more formal.
To help improve the clarity and effectiveness of your writing, use clear and concise verbs.
Activity 3
Using the root verbs below, choose a verb that increases the formality of each sentence. Drag the
correct verb to the appropriate sentence.
To establish
To create
To raise
To investigate
To increase
To determine
1.
The research expenditure has gone up to nearly RM35 million. (increased)
2.
Researchers have found out that this drug has serious side effects. (determined)
3.
Researchers have been looking into this problem for 15 years. (investigating)
4.
The issue was brought up during the investigation. (raised)
5.
Engineers can come up with better designs using the CAD. (create)
6.
The program was set up to improve access to medical care. (established)
Pronouns
The use of personal pronouns makes writing more personal and informal. It is as though you are
talking directly to the person yourself which makes the writing informal, eg a personal letter.
Compare the following examples.
Personal pronouns are generally not used. Impersonal third person pronouns are used instead,
eg it.
Activity 4
Rewrite the following sentences eliminating the personal pronouns. Try to keep your answers in
the verb tense and as close as possible to the original. Type your answer into the box provided
and click on 'Compare'. The answer will appear after three tries.
We have analysed the research data.
The research data has been analysed.
We consider price competitiveness as also a key marketing strategy.
Price competitiveness is also considered a key marketing strategy.
We predict significant growth in the agricultural market.
Significant growth is predicted in the agricultural market.
We do not know when we will complete the project.
It is not known when the project will be completed.
Paragraphs
4
What is a paragraph?
A paragraph is a series of sentences about a single topic, idea or theme.
Structure of paragraph
Paragraphs have a clear structure. They must contain the following:
a topic sentence this tells the reader the topic / main idea of the paragraph
supporting sentences these support the main topic / idea, giving additional information
a concluding sentence sums up what the paragraph said.
The topic sentence is generally the first sentence of a paragraph.
How to write a paragraph
Topic sentence
Decide what the parapraph is going to be about, and write a general
statement about it.
Supporting sentences
Outline points that will support the topic sentence. A paragraph should
generally be less than 12 lines. If it has more, check to see if there is more
than one topic, and break the paragraph into 2.
Place each point in a sentence and use evidence, references etc to support
the argument.
Concluding sentence
Write a final sentence that concludes or summarises the paragraph. The main
point can be restated again for emphasis.
