Professional

Writing Skills

Additional material

Saxion University of Applied Sciences

International Business School
2019-2020
 Table of Contents
Introduction.................................................................................................................. 2
Formatting …………………………………………………………………………………....3
Format for project final reports.....................................................................................4
 Introduction
Stories about ineffective meetings, missed deadlines, confusing reports, conclusions
that seem to come out of the blue, plagiarism, and more examples of ineffective or
even unlawful communication are abundant. At the end of your IB course, you will be
writing your bachelor’s thesis, on your road towards which you will be handing in
many reports. Each of these, be it a project final report or a report on the business
ethics within a certain market segment, will need to meet certain quality requirements
to pass the test. In other words, all reports you hand in to any of your examiners, will
be assessed in terms of report writing, and all group work you do has to be carefully
planned and monitored by you and your team. Professional Communication Skills
and Writing Skills therefore are an integral part of your first semester.
Every assignment needs to meet the following basic formatting requirements:

FORMATTING REQUIREMENTS
PAPER White, A4
MARGINS 2,5 centimetres
LINE SPACING single
FONT & POINT SIZE 10/12, Times New Roman, Arial or Lucida sans
Unicode
PAGE NUMBERING Pages should be numbered
PRINTING One sided, white paper
CAPITALIZATION Headings should be in capital letters
TABLES, GRAPHS, DIAGRAMS All tables, graphs, diagrams etc. must have a
number, title and a key, according to APA
guidelines. Source reference must also be
given.
REFERENCING All references must be made using the APA
guidelines. This includes references in the text,
including graphs, figures, and tables, and the
bibliography.
PAGE LIMIT Please follow the guidelines listed in the
assignment descriptions.
USE OF IMAGES The use of images in your assignments and in
the final report is limited to graphs, tables and
figures which are content-wise related to your
report. Decorative elements such as flags or
other images whose sole purpose is to add
colour or decoration to the report are not
allowed.
COLOUR Text should be black ink. Colour may be used
for graphs, tables or figures.
IN-TEXT REFERENCING Required, in APA style
BIBLIOGRAPHY AND LIST OF REFERENCES Required, in APA style
 Format for any project/ assignment final report
Any final report which is to be handed in at the end of any semester or assignment should
contain the following structural elements and needs to be organised in a similar fashion:

 Cover

 Title Page

 Preface

 Table of Contents

 Summary

 Explanation of Terms

 1 Introduction

 2 Chapter’s title*

 3 Chapter’s title

 4 Chapter’s title

 5 Conclusion

 6 Recommendation(s)

 Bibliography

 Appendix/ Appendices

Examples of each of the above mentioned components may be found on the pages which
follow. The final report for any project or assignment needs to meet the basic formatting
requirements listed in this material.
*In the list above there are only three chapters; your report may contain more.
THE COVER

It should go without saying that a cover is an essential part of any report. The cover should
be simple, including merely the title and the name of the author(s). Any further information
such as the name of the company or school and date should be given on the title page.
Please be sure that the title covers the contents of the report.

Writing Skills

An Introduction

John Q. Smith
THE TITLE PAGE

The title page should have the format at the cover and include the same information. In
addition to the title, subtitle and author(s) name(s), the name of the company or organisation
responsible for the report should be shown. The place and date of publication should also be
included.
 Writing Skills

An Introduction

THE PREFACE John Q. Smith

Saxion University of
Applied Sciences
The purpose of a preface is to
Enschede, provide
The the reader with relevant information
Netherlands which is not
directly related to the1 September 2018
subject matter covered in the report, such as:

 Why the report was written (project, research, traineeship)

 Background of the author(s)
 Description of the target group
 Acknowledgements for a company, research group, lecturer or staff member who has
been beneficial to the research

The preface should precede the body of the report, and be located after the title page and
before the table of contents. This example from McDonagh and Bordan (2000, p. iv) is
illustrative of a short preface:
 PREFACE

This edition of Form & Style builds substantially on the third version of
Form & Style, published in 1990 by Jack Bordan. It has been revised to
take into account the comprehensive changes that have occurred in
professional communication over recent
years.

Thanks are due to the technical writing faculty members and students who
have contributed their ideas to this report.

Patrick McDonagh
May 2000
THE TABLE OF CONTENTS

The table of contents lists the contents of a report, providing a structural overview of the text.
The sections and subsections are listed here as well as any tables, figures and Appendices.

Here are some guidelines to follow:

 Use the feature of Microsoft Word to automatically generate a table of content and to
apply page numbering. See the Help of Microsoft Word for instructions.
 Numbering should begin with the title page, but the first page number should not be
listed until after the table of contents. Again, use the Help of Microsoft Word or search
for how-to elsewhere.
 Use the “so-called decimal code” system. Apply this only to the Introduction, Body
and Conclusion, This system should represent the hierarchy of the contents
 Do not use more than three numbers, i.e. a maximum of 2.2.2., for example.
 Make sure your headings coincide and try and keep them short, but informative
 Table of Contents
Summary 4

Explanation of Terms5

1 Introduction7

2 Creating a professional report 8

2.1 Introduction 9
2.2 Body10
2.3 Results11
2.4 Conclusions/Recommendations12
3 Presentation13
3.1 Format14
3.2 Tables and Graphs15
3.3 Quotations16
3.4 Referencing17
4 Language18
4.1 Formulation19
4.2 Spelling20
4.3 Punctuation21
5 Conclusion22

6 Recommendation(s)24

Bibliography26

Appendix I APA Guide29

Appendix II Grammar and Report Writing32

THE SUMMARY

The summary is a guide to the report and should highlight the major points, as well as
conclusions and recommendations. It should be concise and follow the structure of the
report which is being summarized. Here are some points to keep in mind:

 The summary is very important as it is usually the first thing readers will look for.
Make sure the outline of the report is clear and that the summary provides some
orientation for the reader.
 The Introduction, Body and Conclusion should be summarized clearly and concisely.
 Explain the subject and/or define the problem, summarise the chapters and provide
the most important conclusions
 Readers of business reports are interested in concrete findings!
 Summary

This report deals with the techniques of report writing.

The following chapters cover relevant aspects of writing reports, such as the planning
of a professional report on the basis of method, results, and conclusions. They also
deal with the presentation, which includes typography, graphs, tables, quotations and
notes, and with the use of language, such as concrete and concise formulation, spelling
and punctuation.

The conclusions drawn are that writing reports can be learned by everybody and that
form and contents are invariably linked and strongly influence each other. A condition
for a successful result is a systematic working method. A thorough report as far as
subject matter is concerned, but which looks poorly does not come across and is
probably hardly read at all. A sloppy report full of stylistic and spelling mistakes is taken
a lot less seriously. A report with a slightly weaker contents can be improved by
adhering to form features. Thinking systematically about what you have written has an
enhancing effect.

In the example above (Hoogland 1992, p.4) we see that the author has used run-on text,
which is something students are strongly advised to mimic.
THE EXPLANATION OF TERMS

Listing the terms used in a report and providing a definition or explanation for them is useful
to the reader. These terms may be new or unfamiliar to the reader. The format should be
consistent, clear and alphabetical in order. Make sure the explanations are concise.

Symbols should be included when a report contains recurring symbols. The first time the
symbol is used in the report , an explanation should also be given. The notation should be in
keeping with national and international standards. Please refer to the British Standards
Institution (BSI) or the American National Standards Institute (ANSI) for more information.

Explanation of Terms & Symbols

Collectivism: societies in which absolute loyalty to the group is

required

G8: an economic and political organization designed to bring about

discussion and effect change among the world’s most powerful
nations

Power distance: the extent to which individuals accept and expect

an unequal distribution of power

$ dollar symbol, symbolizing the unit of money used in the United

States, Canada and Australia among others

5
THE INTRODUCTION

The introduction can be seen as the reader’s map to the report. This is where the What
(subject or problem), the Why (purpose or importance of subject or statement of problem)
and the How (method, approach or structure) of the report are dealt with. These three
elements should be dealt with in the abovementioned order. One paragraph for each
question should be sufficient with respect to the report for project reports. The example
below (Woodward-Kron 1997) is an illustration of a good introduction:

Introduction

This report provides information obtained through ratio analysis, regarding

the profitability, liquidity and financial stability of Outdoor Equipment Ltd
for the years 1993-1995. This report will pay particular attention to the
earning power, liquidity and credit management, inventory management
and debt management, and will highlight major strengths and
weaknesses while offering some explanation for observed changes. The
report will comment on the prospects of the company and make
recommendations that would improve Outdoor Equipment’s Ltd’s current
performance. These observations do have limitations which will be noted.
This report will explain how a cash flow statement and a prospectus could
enhance analysis.

6
CHAPTER’s TITLE

The assignments which make up the research for any project will form the body of the Final
Report. Each assignment can be seen as a future chapter. In order to ease the workload at
the end of the project, the assignments should have the same structure as that of the final
report, though on a smaller scale: Introduction, Body, and Conclusion. From the start of the
project, and thus of the assignments, sources should be cited using the APA guide (see page
19 of this guide for more information). Referencing, in the form of in-text citations and a
bibliography, will be required for every assignment as well as the final report.

Keep the following tips (adapted from Hoogland 1992) in mind as you work on the project:

The planning phase:

 Clearly define the subject, purpose and of your project or the WHAT, WHY and HOW
 Always keep your audience in mind
 Focus on structure

Presentation:

 Lay-out plays a very important role, it is your “calling card”.

 Make sure you are adhering to the formatting requirements
 Pay special attention to how figures, tables and graphs are incorporated into your
report as well as quotations.
 Do not forget to properly cite your sources.
 Always place notes at the bottom of the page

Language:

 Keep your audience in mind; you are not writing for yourself
 Make sure your sentences and paragraphs are balanced, i.e. they should not be too
long or too short
 Make sure your topic sentences are clear and concise
 Always explain difficult terms
 Check your spelling, grammar and mechanics
 Always proofread a hard copy of your work before submitting it
THE CONCLUSION

The conclusion is a gathering of all the main points made in the report. The conclusion
should be bringing all of the “threads” in the report together. Additional things to keep in
mind:

 No new information should be added here, i.e. there should be no surprises for the
reader here.
 The conclusion should be clear to someone who has not read the entire report, i.e.
just like the summary.
 It should be clear and concise
 Conclusions are always followed by recommendations
 The author should do the interpreting, not the reader

The conclusion below (McKinney 2008, p. 4) is brief, but comprehensive.

Sample Conclusion

In conclusion, awareness of cultural diversity and greater understanding of

different concepts and values held by people other than those from western
societies/cultures can only enhance optimal care. Working towards improved
cross-cultural communication skills and improving higher education is
necessary so as to better prepare health professionals for the challenges they
will encounter in their daily interactions with their clients. Though it cannot be
expected that health professionals become expert in the numerous
multicultural concepts, perhaps the time taken to enhance their knowledge of
one ethnic group/community can aid their awareness and sensitivity to other
groups, thus ensuring and maintaining high standards of care and satisfaction
for both client and caregiver.

20

THE RECOMMENDATION

The recommendation follow as a logical and feasible plan of action, logically based on the
conclusion and it is the author’s interpretation of the conclusion.

There is no sample recommendation to illustrate it here, but suffice it to say that it follows the
same lay-out and structure as used in the rest of the report.
BIBLIOGRAPHY

A bibliography is an alphabetical listing of the sources used in the report. The list is
alphabetised by the author’s last name. The system which should be used is that of the
American Psychological Association, formally known as the APA. Please study the example
below. An explanation and more examples of how to use of the APA can be found in the
appendix. The following sample uses the APA style of referencing (Science Buddies 2011):

Bibliography

Battery. (1990). Encyclopaedia Britannica. (pp. 100-101). Chicago:

Encyclopaedia Britannica.

Best batteries. (December 1994). Consumer Reports Magazine, 32, 71-72.

Booth, Steven A. (January 1999). High-Drain Alkaline AA-Batteries. Popular

Electronics, 62, 58.

Brain, Marshall. How batteries work. howstuffworks. Retrieved on 1 August

2006, from http://home.howstuffworks.com/battery.htm

Cells and batteries. (1993). The DK science encyclopedia. New York: DK

Publishing.

Dell, R. M., and D. A. J. Rand. (2001). Understanding batteries. Cambridge,

UK: The Royal Society of Chemistry.

Learning center. Energizer. Eveready Battery Company, Inc. Retrieved on 1

August 2006, from http://www.energizer.com/learning/default.asp

Learning centre. Duracell. The Gillette Company. Retrieved on 31 July

2006, from http://www.duracell.com/au/main/pages/learning-centre-
what-is-a-battery.asp

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APPENDIX

By using an appendix a report becomes clear and readable. The following information may
be included in an appendix: graphs, charts, listings, calculations etc. The appendix contains
additional information related to the report, and the reader should be able to read the report
without having to frequently check the appendix. Always refer to the appendix in the body of
the report. The appendices should be labelled with a roman numeral (I, II, IV, etc.) and a title.
When only using a few appendices, they can be listed separately in the table of contents. If
you have more than 3, the appendix should have its own table of contents.
REFERENCING AND CITATION

During the course of your studies, you will be reading a great deal of other people’s work such
as books, articles and websites. It is important that you include references in your research to
the author of any text, image, or idea you use. These references should include everything
from direct quotes, to graphs, figures and theories.

The difference between paraphrasing and quoting

When you use ideas and information from other people you can do so in two ways, quoting
and paraphrasing. When you quote someone you are using that person’s text or figure without
making any changes or adjustments to it. If you are using someone else’s idea, but you
explain it in your own words it is called paraphrasing and should be indicated as such.

Example of Quoting (Brasley 2011, 2):

Original Text Quote

“Buffy, a small, delicate-looking blonde of According to DeCandido, Buffy "relies on Giles not
superhuman strength, relies on Giles not only only for adult support and coaching, but also for
for adult support and coaching, but also for the the research necessary to do that for which the
research necessary to do that for which the Vampire Slayer has been chosen" (44).
Vampire Slayer has been chosen.”

Example of Paraphrasing (Brasley 2001, 1)

Original Text Paraphrase

In the third season, Giles was officially relieved Despite his termination by the Watcher's Council
from his Watcher duties, but he ignores that and in season three, Giles persists to teach and
continues as Buffy's trainer, confidant, and father- counsel Buffy while playing a "father-figure" role
figure. (DeCandido 44).

When citing a source within the text, the paraphrased or quoted information should be followed

by the author’s name, the date of publication and the page number in parentheses. For this

reader, the citation would read as follows (Wijers & Tucker, 2011). If you are quoting from a

specific page in the document or source, you need to include the page number(s): (Wijers &

Tucker, 2011, p. xx).

APA GUIDELINES

Below you will find the commonest types of sources which are cited in the type of research

you will be doing. A full list of how to cite various resources using the APA will not be given

here. Please see the following site for additional information:

http://libguides.library.curtin.edu.au/content.php

Type of source How to cite it

Article Author, A. B., (Year). Title. Periodical, volume number (issue number),
pages.

Book Author, A. B. (Publication year). Title: Subtitle. Location: Publisher.

Book, no author Editor, A.B. (Editor(s)). (Year). Title. Location: Publisher.

Online periodical Author, A. B. (Publication date). Title of article. Title of Online Periodical,
volume number (issue number if available). Retrieved on [date] from http://

Online periodical with Author, A. B. (Publication date). Title of article. Title of Journal, volume
a publication date number, page range. doi:0000000/000000000000
(DOI)
Online periodical Author, A. B. (Publication date). Title of article. Title of Journal, volume
without a publication number. Retrieved on [date] from http://
date
BIBLIOGRAPHY

Brasley, S. et al. (2011). Carlos and Eddie’s Guide to Bruin Success with Less Stress: Tips
on Paraphrasing. Retrieved on July 12, 2011 from
http://unitproj.library.ucla.edu/col/bruinsuccess/03/11.cfm

Brasley, S. et al. (2011). Carlos and Eddie’s Guide to Bruin Success with Less Stress: Tips
on Quoting. Retrieved on July 12, 2011 from
http://unitproj.library.ucla.edu/col/bruinsuccess/03/09.cfm

Hoogland, W. (1992). The report on report writing. Groningen: Wolters-Noordhoff.

McDonagh, P. and Jack Bordan. (2000). Form & Style. Retrieved from the website of the
Department of Engineering and Computer Science at Concordia University:
http://www.encs.concordia.ca/documents/Form&Style.pdf.

McKinney, S. (2008) CSU Learning Skills. Canberra: Charles Stuart University. Retrieved on
July 12, 2011 from
http://www.csu.edu.au/__data/assets/pdf_file/0011/82748/intro.bdy.concl.guide.pdf

Science Buddies (2011). Sample Bibliography: APA Reference List Format. Retrieved on
July 12, 2011 from
http://www.sciencebuddies.org/science-fair-projects/project_apa_reference_list_exampl
es.shtml.

Woodward-Kron, R. (1997) Writing in Commerce: a guide to assist Commerce Students with

assignment writing, (Revised edition), Centre for the Advancement of Teaching and
Learning, The University of Newcastle. Excerpt retrieved on July 12, 2011 from
UniLearning, a website of the University of Wollongong:
http://unilearning.uow.edu.au/report/4biii1.html.