Here is a list of the most common errors to be avoided in the future:
- Neglecting to put a name and date on an attachment
- Neglecting to correctly name attachments
- Neglecting to put initials belong beside your name on memos
- Avoiding the word ‘it’ – use nouns in place of verbs. Nouns name things – verbs talk about actions: ** see examples below
- The purpose of a Formal Report always includes -“to provide recommendations for ….. ” – see examples below.
- Avoiding unnecessary words: take out the verbs and the pronouns and replace with noun phrases ** see examples
Example: “when a senior member left and will now have to be replaced by a new graduate”
- How can you name the above problem?
- First take out verbs and people and use nouns:
-
- This report provides recommendations for management replacement training for new graduates.
- Note how there is a single verb in the above sentence: “provides.”
- This report provides recommendations for management replacement training for new graduates.
- One more time: the trick is; take out verbs, take out the ‘people’ and replace with noun phrases.
Please ensure that all future work is carefully proofread with a focus on creating noun phrases and removing verbs.
An Example of an excellent Progress Report Memo:
MEMORANDUM
To: Dr. Erika Paterson, Instructor ENGL 301 Technical Writing UBC
From: Excellent Student, Student ENGL 301 Technical Writing UBC ES
Date: October 10, 2014
Subject: 301 Formal Report Progress
As requested, here is my progress report for my formal report regarding improving pedestrian crossing safety at L’École Bilingue Elementary School. My progress to date is outlined along with the challenges and proposed methods for obtaining the most reasonable and effective outcomes within the allotted time.
Purpose of Report
The purpose of this report is to provide recommendations for effectively and economically increasing pedestrian crossing safety at L’École Bilingue Elementary School.
Intended Audience
L’Ecole Bilingue school administrators: Robert Smith, Lucy Sage & Doreen Little
For any project that directly impacts traffic flow and pedestrian safety, approval will be determined by city and police officials. This report is intended to provide school administrators adequate information to positively influence these decisions.
Report Objectives
The objectives of this report are to:
- identify unsafe pedestrian crossing areas at L’École Bilingue Elementary School
- establish the most effective method for improving pedestrian safety at these crossing
- confirm economic feasibility within city and traffic safety guidelines
- provide recommendations for ensuring maximum student safety effectively and economically
Report Outline
Please see attached document,
301 Formal Report Outline.
Research Plan
In order to present a reasonable and effective outcome, I plan to:
- identify and photograph high pedestrian crossing routes thru observation
- observe traffic at these routes during drop off pick up times, over 1 week, keeping track of incidents of unsafe practices
-
survey parents, administrators and neighbours arriving on foot and by car
-
research City of Vancouver & Vancouver Police Traffic Safety policies and protocols to determine guidelines
- observe other schools in the neighbourhood for alternate crossing safety methods
- review previously complete bike safety survey
- compile cost analysis
- data analysis from surveys
- produce visuals based on survey analysis
Writing schedule
A detailed breakdown of my writing schedule is attached.
301 Formal Report Research Writing schedule.
Challenges
- I have asked for but not yet received a copy of a report regarding bicycle safety at the school. A copy of this report is due to me on Tuesday.
- I will create my survey questions with the assistance of the results found in this report and post at that time
- I have contacted the City of Vancouver and Vancouver Police Department regarding guideline but have not received confirmation yet.
Thank you in advance for your review and professional insights that will assist me in strengthening this report.
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