Sample Invitation Letter To Send To Stakeholders

Impactful Business Writing
© 2017 PETROLIAM NASIONAL BERHAD

(PETRONAS)
All rights reserved. No part of this document may be

reproduced, stored in a retrieval system or
transmitted in any form or by any means (electronic,
mechanical, photocopying, recording or otherwise)
without the permission of the copyright owner.
©Petroliam Nasional Berhad (PETRONAS) 2017 1

Learning Objectives
By the end of this program, you will
1. Understand the key principles in business writing and

communication.
2. Learn how to put words together in order to develop clear and

concise messages.
3. Organize and structure ideas logically.
4. Develop proficiency in using the English language when writing

business messages to meet communication objectives.
5. Focus on readability, tone and style when writing a business

document.
6. Craft a variety of internal and external messages professionally.

Key Learning
1. The 5 Cs of Business Writing
2. The 4 stages of Business Writing
i. Plan
ii. Write
iii. Structure
iv. Review
3. Plan - Define purpose and know your reader(s)
4. Write -
a. Readability, tone and style
b. Clear, concise writing : Guidelines for putting words together in

sentences
5. Structure and layout
a. E- mails and Letters

b. Memos
c. Reports
d. Minutes of Meeting
6. Review and edit

List the various business writing documents

What Makes Good Business Writing?
The 5 Cs of Business Writing

4 Stages of Business Writing
Stage 1 of Business Writing - Planning
i. Define Purpose
Recognize the benefits of clearly defining a purpose before

starting to write:
Importance of a “doing” verb – we cannot know what information to

include unless we know what the reader(s) plan to do with the
information
Define the purpose of your writing:
As a result of reading this letter/report/memo, the Reader will
ii. Know your reader(s)
1.
2.
3.
4.
5.
6.
Stage 2 of Business Writing - Write
Readability
Average sentence length (words) % Readers understand first time

Up to 7
17 – 19
30 or more
Re write the following sentence to make it readable
Physical inventory records can be accurately kept for exchange

transactions by reduction of the inventory from the receiving report and
requiring customer services to prepare a production report on repaired
items going back into the inventory as a replacement for items that have
been sent to the customer in exchange.
(One Sentence—50 words)
Style
What creates style?

Style is not a gloss added afterwards. It comes from the way the
writing is done. Style is created through:
a. The particular words used

b. The construction of the sentence

a. The particular words used
The style you choose will depend on your relationship with your reader:
Informally,
I’d like to get together to talk about this some time.
Formally,
A meeting to discuss this matter would be appreciated.

It would be appreciated if a meeting could be held to discuss the matter.
or
In a neutral style (somewhere in the middle)?
Could we have a meeting to discuss this matter?
I should appreciate a meeting to discuss this matter.
b. The construction of the sentence
Active and Passive Voice
The executive committee approved the new policy
The new policy was approved by the executive committee
When to use the passive:
• To avoid mentioning the doer.

• In speech, to emphasize the doer with a “by” phrase.
• In process descriptions
• In impersonal language.

Formal business writing
 Passives
 Formal sounding words
 Empty ‘it’
 Hardly any personal
pronouns
 No contractions
Choose from the options that are underlined and in italics the
expression you would use in the following memo if you wanted to write
in a formal and impersonal style.
It has been noted / I’ve noticed that the staff have been taking / removing
stock from the stationery store without signing the withdrawals book. As a
result the replacement order which I placed / which was placed / placed
last month was inadequate / short and it now
seems / it’s now likely that we will run out / we’ll run short of some things
/ certain items before the end of the month. In future, employees should
conform strictly to the standard / please follow the normal procedure or
an alternative / another system will have to be introduced / brought in.
Clear and Concise Writing – Sentence Structure

Types of Sentences:
Simple
• Is boring if over used.
Compound
• Saves writing several simple ones.
Complex
• Gives variety- provided it’s not too long.

Be careful about placement of subordinate clauses
Avoid interrupting the main clause with a subordinate clause if the

interruption will cause confusion:
clear (subordinate clause at the end):
Industrial spying is increasing rapidly because of the growing use of

computers to store and process corporate information.
clear (subordinate clause at the beginning):
Because of the growing use of computers to store and process

corporate information, industrial spying is increasing rapidly.
not as clear (subordinate clause embedded in the middle):
Industrial spying, because of the growing use of computers to store and

process corporate information, is increasing rapidly.
Avoid noun strings
• Try not to string nouns together one after the other because a
series of nouns is difficult to understand.
Unclear (string of nouns):
• This report explains our investment growth stimulation projects.
Clearer:
• This report explains our projects to stimulate growth in

investments.
Tone
What is tone of writing?

What kind of tone should we use?
Tone of your writing is the feeling that it leaves with the reader and
results from the choices you make as you write
When we speak, our words account for only a portion of the message
we convey. Our meaning is also interpreted through our body
language and eye contact, as well as the intonation, pitch and speed
of our voice. All affect the meaning of what we say.
We can have the same effect when we write. It’s called tone—that is, the
writing between the lines, the meaning conveyed in the words we choose
rather than just in the message we are sending
Tone is the most difficult part of writing to control because it is

subjective. Two people will often have completely different responses to
the same words. One person might say the tone is friendly and helpful,
while someone else says it is blunt and abrasive
Good grammar and spelling are necessary but not sufficient.
Words must be:
chosen with care and
 tested for their suitability for each particular writing task.
Good writers:
 Communicate upwards and downwards without offending readers.
Therefore, it is extremely important to
analyze your relationship with your
reader(s) and
 choose the appropriate language and tone for your message.

Use the appropriate tone
Upward Communication ( )
Which sentence would you write to a superior? Choose the sentence

which achieves the right tone.
1 a) We shall not achieve the proposed production target.
b) It seems that we may not achieve the proposed production target.
2 a) Could you defer a decision until a later date?
b) I want to defer a decision until a later date.
3 a) Confirmation of this information is required as soon as possible.
b) Confirmation of this information is requested as soon as possible.

4 a) Evidence suggests that a further investigation is necessary.
b) A further investigation is necessary.
5 a) Retain these statistics for future reference.
b) These statistics should be retained for future reference.
Horizontal Communication ( )
Which sentence would you write to a peer?
1 a) I would like you to deal with this matter.
b) Would you mind dealing with this matter?
2 a) I would be grateful if you could come to my office at 10.00 tomorrow.
b) Please come to my office at 10.00 tomorrow.

3. a) Investigate this incident immediately.
b) Would you please investigate this incident immediately?
4. a) I do not agree with your recommendation.
b) I cannot agree with your recommendation.
5. a) We must consider the introduction of a new system of stock control.
b) We should consider the introduction of a new system of stock control.
Downward Communication ( )
Which sentence would you write to a subordinate?
1. a) Your recent performance has been of an unacceptable standard.
b) Your recent performance has possibly been of an unacceptable standard.
2. a) Please let me know your intended course of action.
b) I would be extremely grateful if you could let me know your intended

course of action.
3. a) Is it possible for you to take charge of the orientation programme?
b) I would like you to take charge of the orientation programme.
4. a) Recent claims for travelling expenses have been excessive.
b) I would like to suggest that recent claims for travelling expenses have
been excessive.
5. a) I look forward to receiving your response in the near future.
b) I await your immediate response.

Clear, Concise Writing:
Rewrite the phrases below to eliminate unnecessary words.

Actual experience
Final conclusion
And etc.
First and foremost
Same identical
Following after
For a period of two weeks
At some later date
Foreign imports
Basic fundamentals
Free gratis
Blend/join/merge/mix together
Goals and objectives
Disappear from sight

General consensus of opinion
Circle around
Group meeting
Close proximity/scrutiny
Large/small in size
Collect/combine together
Mutual cooperation
Completely filled
New innovation
Consequent results
Each and every
Continue on
At this point in time
Past experience
Cooperate together
Plan ahead / for the future /
Few in numbers
True facts
Enclosed herewith
Reason is because
Estimated to be about
Recur / repeat again
Exact opposites
Discuss about
Jargon
Words or expression used by a particular group or

profession
Types of Jargons:
i.Abbreviations:
IBM is set to scoop Lloyd’s Value Added Network (VAN)
contract. ii.Technical Terms

Most refractory coatings to date exhibit a lack of reliability when subject to the
impingement of entrained particulate matter in the propellant stream under
extended firing durations.
Concise Writing – Multiple

Negatives
It must not be assumed that there are no circumstances in which improvements

might not be made
Concise Writing – Specific Facts
Keep information specific rather than general.
• Readers want to take specific information from technical documents.
• As long as you guard against going into excessive detail, replacing general
information with specific information will improve your technical documents.
• Just how specific your writing should be depends on the reader and your reason
for writing.
• Remember, you are trying to pitch the information exactly for the needs of the
reader.
• Aim to write and describe concrete information without straying into irrelevant
information

Concise Writing – Pronouns
Write Meaningful Heading
Headings are the titles and subtitles you see within the actual text of technical
and business writing. Headings are an important feature of professional
technical writing:
• they alert readers to upcoming topics and subtopics
• help readers find their way around in long reports and skip what they
are not interested in
• break up long stretches of straight text
Specific guidelines on headings:
• Always capitalize the first word of a title or heading--no

matter what it is.
• Always capitalize the first word of a subtitle--no matter

what it is.
• Always capitalize the last word of a title--no matter what it

is.
Headlines for instant clarity
Subject Line = Purpose + Topic
"Summary of Revisions to 2005 Marketing Plan "
You have been asked to write short reports on the following ideas.
What subject heading would you give to each?
1. You have carried out a safety inspection on the gas production plant, and
found several things wrong. Write a report to outline your findings.
2. You have to submit a monthly progress report on

polyethylene production.
3. There is a problem with the transport bringing and taking shift workers to and
from work. You have been asked to investigate the situation and to make some
recommendations.
4. Lately, there have been a number of accidents at the production plant,

resulting in injuries to some workers. Management is very concerned and your
manager has asked you to review the company’s current health, safety and
environment policy, and to make recommendations.

Multiple Negatives
Follow the usual approach of cancelling out pairs of negatives
It must not be assumed that there are no circumstances in which improvements

might not be made
Putting messages together
Four organizational plans for writing short messages
Audience Organizational Opening Body Close

Plan
Eager Direct requests Begin with the Provide Close
request or main necessary cordially and
or
idea. details. state the
interested specific
action
desired
Pleased Routine, good- Begin with the main Provide Close with a
news, and idea or the good necessary cordial
or
goodwill news. details. comment, a
neutral messages reference to
the good
news, or a
look toward
the future.
Displeased Bad-news Begin with a neutral Give reasons to Close

messages statement that acts justify a cordially.
as a transition to negative
the reasons for the answer.
bad news

Open
Uninterested Persuasive Begin with a Arouse the Request
or messages statement or audience’s action.
question that interest in the
Unwilling Or
captures attention. subject.
Skeptical
Build the
audience’s
desire to
comply.
Stage 3 of Business Writing- Developing Different Presentation

Styles for Business Writing
a. Format: Standard Business Letter

b. Format: Memos
c. Business E-mail
d. Reports
e. Minutes of Meeting
DO:
Address your recipient.
Write an informative subject line.

Change the header to correspond with
the subject. Put the key point of your
message up front.
Be brief.
Use capitalization and punctuation in the same way that you would in any
other document. Make it easy to read.
Upper & lowercase
"Breaths" of white
space Legible font
Skip lines between paragraphs

Open
No fancy text
Personalize by using conversational tone (contractions, pronouns).
Proofread before hitting the "send" button.
Make yourself look good online.
Restrict the message to one topic.
Use attachments sparingly.
Identify yourself clearly.
Respond promptly.
Use BCC instead of CC when sending sensitive information to large

groups.
Do Not
Use e-mail if the message needs to be private or secure.
Leave subject line blank.
Forward a message without a brief comment why you’re forwarding it.
Overrun e-mails with smiley faces or other emoticons.
Let emotions or offensive language detract from your message.
Send without checking.
Leave off your signature.

Open
Technical Report
What is a Report
• Results from investigation
• Objective
• Usually more than one reader
• Provides a record
• Distinctive form and style
Problems with Reports
• Range of Readership
• Style
• Express complex ideas simply and clearly
• Lack of Feedback
10 Laws of Good Report Writing
1. The reader is the most important person.
2. Keep the report at a necessary length
3. Organise for the convenience of the report user.
4. All references should be correct in details.
5. The writing should be accurate, concise and unobtrusive.

6. The right diagram with the right labels should be in the right place for the
reader.
7. Summaries give the whole picture, in miniature.
8. Reports should be checked for technical errors, typing errors and

inconsistency.
9. The report should look as good as it is.
10.The reader is the most important person.
Types of Technical Reports
Reporting Research Findings
 These describe the work done to gather information in the laboratory or

field.
 They can be simple recording of data or more thorough and include the
following:
-the problem or issue examined
-the method or equipment used
-the data collected and the implications
Simple Technical Information Report
 This document explains a technical subject.

 It has no aim other than to make sure readers understand the topicnor
clearly. have
 A simple technical report for information does not put forward a view
recommendations.
Technical Specifications
 Specifications typically consist of descriptions of the features, materials,

uses and workings of new product.
 Good specifications concentrate on graphics, data and illustrations
rather than written descriptions.
Technical Evaluation Reports
 Evaluation reports (also called feasibility reports), present technical

information in a practical and logical way to decide whether something
is possible.
Technical Recommendation Reports
 These reports build on the evaluation report and come to specific

recommendations to help the decision-maker adopt the best solution
Technical Manuals and Instructions
 The emphasis is on using appliances, equipment or programmes.

 The task is to write step-by-step procedures anyone can understand
and follow.
Plan - Purpose
1. Planning your writing
i. Define Purpose
ii. Consider Reader/Knowing your reader(s)
i. Define Purpose
Importance of a “doing” verb – we cannot know what information to

include unless we know what the reader(s) plan to do with the
information
As a result of reading this report the Reader will ……………
What do you want the Reader to DO?
ii. Knowing Your Reader
A variety of audience reads technical reports:
• Specialists in the field – Subject Matter Expert
• SME
• Non- technical specialists
Technical reports should thus be accessible to all these readers and be

responsive to their needs.
ii. Knowing Your Reader
• Specialist understanding
• Background knowledge
• Importance of subject
• Expectations
• Time Available
• Attitude to Write
Overall Structure of Report:
• Preliminaries
• Main Body
• Appendices
Writing the Different Sections of a Technical Report - Title Page
This page gives:
• the title of the report

• name(s) of the writer(s)
• the date of submission
• the report reference number
• classification (‘confidential’, etc) if appropriate,
• the company’s name and logo if desired,
• a statement of copyright if appropriate

The Title
• The title of the report should indicate exactly what the report is about.
• The reader should know not only the general topic, but also the aspect of the topic
contained in the report.
Compare the following pairs of titles:
Bridge Analysis vs. Analysis of a Pre-stressed Concrete Bridge

Internet-based ATIS vs. An Evaluation of Internet-based Automated Traveller Information
Systems
Writing the Different Sections of a Technical Report - Table of Contents
• The contents page sets out the sections and subsections of the report and their
corresponding page numbers.
• Normally written when the document is already complete.
• A reader looking for specific information should be able to locate the appropriate
section easily from the table of contents.
• The contents list is the one place in the document where overall structure can be
examined
• The level of detail should go down to (probably) sub subsections, where the final level
contains one key idea and takes up, at most, two to three paragraphs of text.
• It may even be useful to title each paragraph, though this may not appear in the final
contents list as a formal heading.
The Introduction
The introduction is one of the most important sections of a report but introductions are often
poorly written. One reason may be that people misunderstand the purpose of introductions.
An introduction introduces readers to the report and where appropriate, the subject matter.
The introduction provides the information needed for the rest of your report to be
understood.
 Orients the reader

 It is usually half to three-quarters of a page in length

The purposes of the introduction are as follows:
 to set the context for your report,

 to provide sufficient background information for the reader to be able to
follow the information presented
 to inform the reader about how that information will be presented.
Elements of an introduction may include the following:
i. Topic.
ii. Purpose and situation - a clear statement of the purpose of the report, usually to
present the results of your research, investigation, or design
iii. A clear statement of the aims of the project
iv. Audience
v. Overview of contents
vi. Technical background necessary to understand the report; e.g. theory or

assumptions
vii. A brief outline of the structure of the report if appropriate (this would not be
necessary in a short report)
viii. Avoid the tendency to use the introduction merely to fill space with sweeping
statements that are unrelated to the specific purpose of your report
Ex: Introduction from a report entitled "A Review of Greenhouse Gas

Reduction Actions and Opportunities: the Current Status of the Kyoto
Protocol".
1.0 Introduction
The greenhouse effect is a natural phenomenon that keeps the earth's surface warm.
Greenhouse gases trap heat from solar radiation, analogous to the way glass panes trap
heat in a greenhouse. Due to increasing greenhouse gas emissions from human
activities, the greenhouse effect has been significantly augmented, causing a rise in the
earth's surface temperature. This temperature rise has led to climate change, causing
frequent natural disasters. This has generated increasing awareness of the importance of
reducing greenhouse gas emissions through international and domestic initiatives.

The aims of this project are to examine the Kyoto Protocol and the effect it would have
on participating countries. Another aim is to investigate actions already taken by three
industrialized countries, namely Australia, the United States, and Canada.
Ex: Introduction from a report entitled "Preliminary Design of a Bridge". In this report,
two alternative designs are presented and evaluated according to the given criteria,
and then the better design selected.
1.0 Introduction
A dual carriageway bridge with two traffic lanes in each direction is to be constructed
on the Calder Freeway in Victoria. The bridge is to span 125 metres between man-
made compacted fill embankments, and is approximately 15 metres above the river
surface.
This report presents two possible concept designs for the bridge. In evaluating these
designs, the following criteria are considered: construction method, construction and
maintenance costs, possible disruption to traffic during construction, the durability
and the aesthetics of the bridge.
The two conceptual designs are presented in the form of sketches of the elevations
and cross-sections of the structures.
Ex: Oil and Gas Reality Check 2013 - Deloitte
This report explores the industry fundamentals on the trends of supply, demand,
macroeconomic, regulatory, cost, price and competitive behavior factors which
allow oil and gas companies to draw insights and describe what may unfold over
the short and the long-term. This report presents the following findings:
• Shale gas – a global or regional resource?
• LNG pricing – the end of oil indexation?
• Resource nationalism – entering a period of low tide?
• NOCs – capturing the playing field
• Managing market complexity

Introduction A
The purpose of this project is to introduce our group's two conceptual designs. We have
included the following sketches for each car: 3 dimensional view, elevation, plan, front,
rear and interior view. Also, we have included a discussion of how the designs meet the
criteria given in the project outline. The cars could be suitable for short trips in busy
areas.
Introduction B
1.0 Introduction
With the rise in global warming and increasing pollution levels, it is becoming essential to
find a viable alternative to the internal combustion engine petrol powered car. The aim of
this project was to create two designs for a fuel cell powered car, the main criteria being
environmental friendliness in terms of both emissions and materials. This report presents
the designs for two such cars, each of which includes the following components: engine,
fuel, wheels, accessories, safety features and materials. Car A is aimed at the upper end
of the market, while Car B is a mid-range vehicle suitable for family use. A description of
the design and an analysis of operational efficiency for each car are followed by a
comparison of the two designs. Finally, the most cost efficient design is recommended.
Ex: Accounting & Finance
1.0Introduction
This report provides information obtained through ratio terms of reference & methods
analysis, regarding the profitability, liquidity and financial
stability of Outdoor Equipment Ltd for the years 1993-
1995. Particular attention will be given to the earning terms of reference and
power, liquidity and credit management, inventory outline of report’s structure
management and debt management, and will highlight
major strengths and weaknesses while offering
explanation for observed changes. The report will
comment on the prospects of the company and make
recommendations that would improve Outdoor outline of report’s structure
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.

Open
Writing the Different Sections of a Technical Report - Background
• A description of the history behind a particular problem or subject. It may

cover previous works on the area and previous attempts to solve the
problem.
• Includes problem statement/s
• Background on the topic - minimal background is usually in order for an

introduction— key definitions, historical background, theory, importance
of the subject.
• Background on the situation - the situation that brought about the need for
the report.
Ex: South East Asia Energy Outlook
The ten members of the Association of Southeast Asian Nations (ASEAN) – along with
China and India – are shifting the centre of gravity of the global energy system
towards Asia. Energy demand in Southeast Asia has expanded by two-and- a-half
times since 1990, its rate of growth among the fastest in the world. Economic and
demographic trends point to further growth, lifting the region’s energy use per capita
from just half of the global average today. But how will Southeast Asia’s fuel mix
evolve? And what will the region’s supply and demand balance mean for oil, gas and
coal trade?
Ex: BP Statistical Review of World Energy 2013
Over the years, it has become widely recognized as a key source of data on energy
markets, useful to business, policy, academia, journalists and the public alike. It
seems fair to say that it has become a crucial resource, underpinning discussions
about energy or the environment with facts. Over the years, the Statistical Review
has expanded from a small typed paper document of less than ten pages to a
comprehensive internet database that can be used for very detailed analysis. Behind
the published data are about 700,000 single data entries – and it is growing each
day. The numbers contain the story of energy in the last half of the 20th century and
the beginning of this one.

Ex: Global primary energy consumption accelerated in 2013 despite stagnant global
economic growth. Consumption and production increased for all fuels, reaching record
levels for every fuel type except nuclear power
For each of the fossil fuels, global consumption rose more rapidly than production.
The data suggests that growth in global CO2 emissions from energy use also
accelerated in 2013, although it remained below average.
Emerging economies dominated global growth again, but the increase was below the
ten-year average in these countries, and above average in the OECD. China once
again had the largest growth increment, followed by the US. Consumption in the EU
and Japan fell to the lowest levels since 1995 and 1993 respectively.
Energy price developments in 2013 were mixed, generally rising in North America
(except for coal) and falling elsewhere. The annual average price for Brent, the
international crude oil benchmark, declined for the first time since 2009 but remained
near record levels (in money-of-the-day as well as inflation- adjusted terms). This
was the third consecutive year with the Brent average price above $100 per barrel.
Crude oil prices weakened in early 2013 amid strong growth of oil production in the
US, but rebounded later in the year due to a range of supply disruptions and cold
weather that boosted demand growth.
The differential between Brent and the US benchmark West Texas Intermediate
(WTI) narrowed but remained elevated.
Natural gas prices rose in North America (for the first time since 2010) and the UK,
but fell elsewhere. As with Brent – WTI, differentials between North American and
international gas prices generally narrowed but remained elevated. Coal prices
declined in all regions for a second consecutive year.
Writing the Different Sections of a Technical Report – Summary
• A summary gives a general picture of the report for those who want to be
reminded of what they have already read and also for those who does not
have the time to read the total report.
• Provides a compact statement of introduction, background, results,

conclusions, and recommendations to help managerial readers
make decisions.
• Tells what the writer discovered, the implications of the discovery, and the
recommendations for action based on the writer’s special knowledge.
• Summaries and abstracts are different from one another, and used in different
ways, although they are often confused. The summary is the last part of the
text to be written, and it is perhaps the most difficult.

Purposes:
 Quickly present the main results of the project.

 Quickly present the important recommendations and implications of the
project
Ex: Summary from a report entitled Preliminary Design of a Bridge.
This report presents a design for a bridge to be constructed on the Calder Freeway
in the Shire of Macedon Ranges. Two designs for the bridge were devised and then
compared by considering the cost, construction and maintenance of each bridge.
Design 1 is a super-T beam bridge while Design 2 is a simple composite I girder
bridge. It is concluded that Design 1 is the better design. This design is cheaper,
easier to construct, more durable and easier to maintain.
Ex: Two alternative designs for a fuel cell powered car are presented.
Car A, which uses hydrogen fuel, is a sedan designed for the executive market. It
provides extra luxury for the driver, but is spacious enough for family use. Car B,
powered by hydrogen and oxygen, is a medium sized hatchback which offers a
range of features for the family. While both cars are efficient for short trips, they
lack the range and speed desirable for long journeys. Both cars incorporate similar
safety features and fulfil the design criteria of having low exhaust emissions and
using environmentally friendly materials. However, Car B is recommended as it has
slightly lower power consumption and is more economical to manufacture
Ex This report compares nuclear plants, fossil fuels, and solar generators, in order to
determine which energy source will best meet the nation's needs. The criteria for
comparison were the economic, social, and environmental effects of each
alternative. The study concludes that nuclear energy is the best of these options,
because North America is not self-sufficient in fossil fuels, and solar power is
currently too unreliable for industrial use. Although nuclear plants are potentially
very dangerous, nuclear energy is still the best short-term solution.

Summary from a Design/Feasibility Report
The operation of garden taps can pose a

difficulty for many tap users. This report
describes and evaluates the range of possible
design solutions the design team has
generated. A lack of commercially available
solutions to the problem was identified and
three alternative solutions were subsequently
designed. Evaluation of the alternative
solutions identified a tap handle extension,
named ‘Easy Tap’, as the optimal solution to
the problem. This tap handle extension
consists of a channel-type attachment, onto
which a vertical tube is joined, which in turn
supports a larger handle that is over twice
the length of the existing tap handle. 'Easy
Tap' is able to slide onto the existing tap
handle, its over-size handle providing a
greater torque-moment for the user that
overcomes the difficulty of operating the tap.
A commercial evaluation suggests that ‘Easy
Tap' will not only be a possible design
solution to the problem but will also be a
commercially viable solution to the problem.

Writing the Different Sections of a Technical Report – Findings
The Main Body of the Report
• Presents the information from investigation or research, both real world and
theoretical, or design
• Organises information logically under appropriate headings
• Conveys information in the most effective way for communication:
 uses figures and tables
 can use bulleted or numbered lists
 can use formatting to break up large slabs of text
Findings and Discussion Points:
• Introduction of Finding
• Discussion of finding
• Conclusion of each finding
The vast majority (89%) of senior oil and gas professionals in Asia Pacific is
confident about the industry outlook for 2014, but is showing signs of caution due
to rising operational costs and uncertainty over oil prices, according to new
research published today by DNV GL.
Despite confidence in the sector, less than a quarter (22%) of operators in Asia
Pacific believe they are on track to hit their targets this year, according to a report
published today by DNV GL, the leading technical advisor to the oil and gas
industry.
As a result, operators have to keep a tighter rein on capital expenditure, with

operators under growing pressure to extend the life of existing assets and increase
the return on these investments.

Oil and Gas Industry Workers
In 2006, almost half million people in the US were working in jobs related to the
oil and gas industry and the gas extraction industry employed about 400,000
workers on both offshore and land drilling and workover rigs, comprising the
largest part of the US mining industry. The oil and gas industry is growing but at
the same time increases in oil and gas activity correlate with an increase in the
rate of fatal occupational injuries, particularly when inexperienced workers are
not sufficiently trained in safety and precautionary measures. The most common
types of injuries are burns, brain injury, spinal injury and fractures.
Writing the Different Sections of a Technical Report – Headings – Titles

and Sub titles
Headings are the titles and subtitles within the actual text of technical and
business writing. Headings are an important feature of professional technical
writing:
• They alert readers to upcoming topics and subtopics
• Help readers find their way around in long reports and skip what they are
not interested in
• Break up long stretches of straight text
• Provide informative title, headings and subheadings.
• Help keep you organized and focused on the topic
• Break down information into shorter, easier to handle items
• They should be specific and content-focused rather than just labels
• Write your heading using strong verbs and specific nouns
• Subject Line = Purpose + Topic
• Summary of Revision to 2005 Marketing Plan

Make all headings consistent and parallel in structure.
• This means that headings should follow a similar grammatical form.
Example: Inconsistent headings
• The Company Structure • [ noun phrase]
• Do the Communication Channels Work? [ question]
• Participating in Groups• [ gerund phrase]
• How to Develop an Effective Management Style• [ instruction

heading]
Example: Consistent headings
• Company Structure
• Communication Channels
• Group Participation
• Development of an Effective Management Style
You have been asked to write short reports on the following ideas.
What subject heading would you give to each?
1. You have carried out a safety inspection on the gas production plant, and
found several things wrong. Write a report on your findings.
2. You have to submit a monthly progress report on polyethylene

production.

3. There is a problem with the transport bringing and taking shift workers to and
from work. You have been asked to investigate the situation and to make
some recommendations.
4. Lately, there have been a number of accidents at the production plant, resulting
in injuries to some workers. Management is very concerned and your
manager has asked you to review the company‘s current health, safety and
environment policy, and to make recommendations.
Writing the Different Sections of a Technical Report – Illustrating a Report
The word ‘diagrams’ is used to include tables, graphs, charts,

photographs scanned in, and line drawings, or any other non-verbal
illustrative material.
Diagrams are an essential part of many technical reports, in some circumstances

giving a great deal of information more easily than continuous prose could do.
Clarification of the general situation or of complex details is often most readily

accepted by the reader if it is presented in a way which is both visually attractive
and easy to use
The right diagram with the right labels should be in the right place for the reader
Positioning
• Most people do not like to have their reading interrupted while they search
for the next item. As prose is usually written in a logically ordered format,
so diagrams must be presented when and where the user needs them.
therefore very important that diagrams are positioned in the right place,
that is, where they are needed.
• There is an unfortunate tendency for all diagrammatic material to be put into

an appendix or appendices at the end of the report. It is reasonable to do
this if the diagrams are supplementary only, having no immediate bearing
on the main text. As always, it is the convenience of the reader which
matters.
• The report user is helped also if labels on diagrams are presented

horizontally, so that the report does not have to be angled to enable them
to be read.
• The format chosen for a diagram should be appropriate to the information
which it presents, for instance, a great many detailed figures should be
given in tabular form.
• Comparisons of aspects of one item or of two different items are best seen
in bar chart form, while for both general trends and accurate scientific
results, graphs are used.
• Diagrams may be produced and therefore bound into the report in one of two
ways, either as an upright A4 sheet (‘portrait’ position) or turned through an
angle of 90° for greater width (‘landscape’ position).
• Figures and tables should be placed as close as possible to the point at which
they are referred to in the text.
Give all figures and tables a number and title.
Ex: Table 1: Existing communication channels
Make reference to each figure and table in the text of the report.
Ex: The communication channels in the organization are shown in Table 1.
Tables:
• These are the most common form of diagram in technical reports. Tables
can give a great deal of accurate information if they are effectively
presented.
• The title of a table goes above the table, while the title of a figure goes
below the figure.
Ex:
Table 1: Turning volume of pedal cycles
(1) (2) (3) (4) (5) (6)
8:00 - 8:15am 0 0 1 0 1 0
8:15 - 8:30am 0 0 1 1 0 0
8:30 - 8:45am 0 0 3 1 0 0
8:45 - 9:00am 0 0 2 3 1 0
Total Volume 0 0 7 5 2 0

Graphs
Graphs are used either to show trends or to give accurate
technical information. All graphs must be clearly labelled,
and scales identified.
If graphs are to be compared, the same scale must be used for each; as before, the
detail needed by the reader must be included, and not necessarily all that is
available to the writer.
Reference for illustrations:
Figures that are copied from someone else’s work, published or unpublished, must
be correctly referenced.
Give the source of the diagram or the data if you have taken them from published
sources.
The citation should be placed in brackets after the figure or table
title, and the source included in the References list.
Ex:
The relationship of the speed of propagation and the volumetric tissue fraction is
given by:
Figure 1: Phase shift keying modulation (source: Mercator GPS Systems, 1998

Equations
The conventional style for presenting equations is as follows:
 Centre the equation on the page

 Place the equation number in round brackets at the right-hand margin
 In the text of your report, refer to the equations as either Eq. (1) or
equation (1).
 Use whichever format you choose consistently throughout your report
Ex:
The relationship of the speed of propagation and the volumetric tissue fraction is
given by
V= 1 Eq.(1)
((1-h)K1 + hK2) ((1-h)p1 + p2)
We can see from Eq. (1) that...
Writing the Different Sections of a Technical Report – Conclusion
• The conclusions section provides an effective ending to your report.
• The content should relate directly to the aims of the project as stated in
the introduction, and sum up the essential features of your work.
• Gives a brief summary of the key findings or information in your report
• Highlights the major outcomes of your investigation and their significance.
• May repeat statements that appeared in the previous section.
• As a guide and review for readers
• Should not be confused with Recommendations
• The conclusions should relate to the aims of the work.

Ex: Aim - The aim of this project is to design a mobile phone tower.
Conclusions:
In this report, a design for a mobile phone tower has been presented. The key
features of the tower are... It was found that...
Ex: Aim: The aim of this investigation is to analyse the bus delays at the
intersection of the bus loop and Wellington Road at Monash University.
Conclusions:
In this report, bus delays were analysed. It was found that... Based on
these findings, it is recommended that...
Writing the Different Sections of a Technical Report –Recommendation
Recommendations relate to the future and whilst Conclusions relate to the present.
The recommendations should be clearly connected to the results of the rest of the
report.
Make those connections explicit at this point--your reader should not have to guess at
what you mean. This section may also include plans for how further research should
proceed.
Ex: The following recommendations have been made for the treatment and disposal of
waste-water for a population of 200 000 people on the Sydney/ Wollongong region:
Establishment of a single large scale treatment plant
i. Effluent to be treated to a suitable level for industry re-use

ii. Effluent to be sold to industry
iii. Excess effluent to be re-used for community irrigation
iv. Solid produced through the treatment process be re-used

Ex: The microwave sintering method of producing advanced ceramic material is
recommended as a commercially viable production technique given its superiority
in terms of quality, cost and production rate as compared to the conventional
sintering approach.
In addition, this report recommends further work as follows:
i. make an assessment of the market demand or marketability of this

product;
ii. quantify the market demand for the product;
iii. establish the optimal scale of production by analyzing market demand
against production and set-up costs;
iv. research further the claim that smaller grain sizes resulting from the
short, rapid cycle of the microwave sintering process are mechanically
superior to conventionally-sintered ceramics.
Establishing the validity of this claim will impact on the demand and marketability
of this product.
Conclusion and Recommendation:
• Link back to objectives:
Ex: Two alternative designs for an emission-free fuel cell powered car have been
presented: Car A, a luxury sedan which runs on hydrogen, and Car B, a medium-
sized family hatch which uses hydrogen and oxygen. Each car features recyclable
materials and conforms to Australian design standards in terms of performance and
safety features. However, Car B is recommended as it was found to be more
economical in terms of both manufacturing and running costs
Writing the Different Sections of a Technical Report – Reference
• Plagiarism is an unacceptable breach of copyright, where an author

presents methods, text or results as his/her own, without reference to
the original source.
• References, once gone, are difficult to recall. It is sensible to note full

bibliographical details of all sources as soon as possible.
Reference method:
• Provide enough information to allow the reader to access the source of your
material.
• In the text, references may be shown by a superscript number, 1; they

should then be listed in that order at the end of the report. The
superscript numbers identify the reference, and full details should be
given in one of the approved forms.

Examples of a possible layout are given below, firstly for a book and secondly for a
journal:
 Van Emden, Joan: Writing for Engineers, Palgrave Macmillan, 3rd ed, 2005
 Hawley, Robert: Leadership Challenges in an Engineering

Environment, Engineering Management Journal, vol 6 no 5,
October 1996, pp 217-231
Nowadays, the Harvard system of referencing is popular, and has some advantages
in technical material where the use of a superscript number might be confusing.
In the text, the author’s name, date of publication and page number are given in
brackets, as (Lander, 1993, p25), and at the end of the document the details
are given in full, beginning with the author and date to match what is in the
text:
 Van Emden, Joan, 2005: Writing for Engineers, Palgrave Macmillan, 3rd ed.
 Hawley, Robert, 1996: Leadership Challenges in an Engineering
Environment, Engineering Management Journal, vol 6 no 5, pp 217-
231
Writing the Different Sections of a Technical Report – Glossary of Terms
Non-specialist who has to read the report may need an explanation of some of the
technical terms
Would annoy specialists to have to read these explanations, so a separate

section is the best way of dealing with the problem
If there are only one or two such terms to explain it could be done by a note early
on in the report (after introduction).

Writing the Different Sections of a Technical Report – Appendices
A much misused part of many reports
The acid test is to ask your self what readers need the first time reading the report
Generally, appendices should contain relatively standard derivations and perhaps lists
of parameter values, which would interfere with the continuity of the main body of
the document.
In particular, the appendix section should not contain:
i. All the figures corresponding to the document. Ideally these should appear
alongside the appropriate text.
ii. Photocopies of data sheets, or other easily-accessible material.
iii. Any material which is crucial to the continuity or flow of the `story' in the
main technical sections.
As with the main document sections, the appendices should reference all
material which is not the authors original work.
All appendices should be numbered consecutively, for example Appendix A1, Appendix
A2, etc., in order to allow cross-referencing from the text.
Appendices always appear at the end of a report.

Minutes of Meeting

Meeting - Definition
An event or assembly involving a group of people, getting together for a lawful purpose
to discuss and/or decide
The coming together of at least two persons for any lawful purpose
What constitutes a valid meeting
The following requisites must be

complied with:
• It must be properly convened
• It must be properly constituted
• It must be properly conducted
Minutes - Definition
Minutes are written records of resolutions and business transacted
at a meeting. Minutes of resolutions are records of decisions taken
and resolutions passed.
Legal status of minutes
Section 156 Companies Act, 1965
Minutes are prima facie evidence of the proceedings of a meeting once the chairman
has signed to confirm them.
The participants of a meeting
4 roles in a meeting:

MOM links to structure of a meeting
The key skills for taking minutes are the:
1. Ability to listen to the words someone is saying, absorb them,

evaluate the manner of the delivery and identify the speaker’s
point of view – the message. It is ongoing listening and
simultaneous summarizing.
2. Administration skills if minute-taker is involved in the setting up of

the meeting.

Parts to the minutes:
Heading
i. Paragraph-style
heading
MINUTES OF THE [ Tenth, Eleventh, etc. ] MEETING OF THE [ name of

committee ] COMMITTEEHELD AT THE [ venue ] MEETING ROOM, ON
[ day ], [ date ] [ month ] [ year ]AT [ time ].
ii. Centred layout heading

MINUTES OF THE [ Tenth, Eleventh, etc.]
MEETING OF THE [ name of committee ]
COMMITTEE
HELD AT THE [ venue ] MEETING ROOM,
ON [ day ], [ date ] [ month ][

year ]AT [ time ].
Who attended
Present:
• Chairperson first
• Members in alphabetical orders
• Avoid order of hierarchy or differentiations in positions
• Indicate departments or organizations represented
• Include title and be consistent
• Show first name and surname
• For a one-off general meeting use ‘Attendees’ or

‘Attended’
• Present is used to describe core group
• Have the rights to propose, second and vote a decision

In Attendance
• Show name, position and organization
• May also indicate items attended by
• Secretary or Minutes taker is placed under this section
• Usually have no rights to vote
Observer
• There to watch – internal staff or trainees interested in the subject
• For Public Meeting – to be listed as Members of the public (18)
• Or The Press (2)
• No rights to vote
Substitutions
• Can be listed under ‘In Attendance’
• Preferable to be placed under ‘ Present’ with ‘represented by’ (name)
Absent with Apologies
• Those who have apologized through early notifications, during the

intervening period, on the day via another member
Absent
• Those who did not turn up
• Important not to leave out names
By Invitation
Those invited e.g. To present papers/items

Copy/ for information, Circulation, Distribution
If the minutes are circulated to any individual or group other than those involved in
the meeting (and listed above), they should be detailed in this section.
 All team leaders
 Notice boards
Introduction
• Need not mention general opening of meeting by chairperson
• Note specific opening such as statements referring to welcoming a new

member or thanking a member who has resigned from the committee
Declaration of Interest
• Note any announcement on this subject and the actions or results
Minutes of the previous meeting
If the minutes are correct:
• The minutes of the meeting held on (date) were approved
• The minutes of the meeting held on (date) were accepted
• The minutes of the meeting held on (date) were accepted as an accurate

record
• The minutes of the meeting held on (date) were signed
If the heading includes the dates of the meeting the dates in the samples above can
be removed

Minutes of the previous meeting
If the minutes are incorrect:
• Use subheading of ‘Amendments’ or
• Indicate the changes directly under the main heading
• Avoid putting ‘changed from ….to…’
• End the section with ‘The Minutes of Meeting held on (date) were
subsequently approved….
Matters arising
Minute the purpose of the ‘Matter arising’ and to confirm those actions that were
agreed have been taken - using Table Layout (indicating status of completion) or
Text Layout.
Options for status in ‘Matter arising’:
• Completed (if the action is finished)
• In hand (if the action is very near completion)
• In hand plus a deadline and name/initials (if the action is under way, but not
near completion)
• A new deadline /date (where nothing has been done)
• A reason for lack of action (where nothing has been done for a good reason)
Matters arising
Table Layout
No Item Action
4. Matters Arising
4.1 Flat screen television (3.1) Completed
Dining Hall ceiling fan In hand

4.2
(3.4/05.09) Abu Bakar (15th July
4.3
VP Education visit – timetable 2009) Musa Hassan
4.4
(5.1) VP Education visit -
(30th July 2009)
security

Text Layout
4. Matters Arising
4.1 Flat Screen Television (3.1)
The Flat Screen Television has been

fixed.
4.2 Dining Hall Ceiling Fan

(3.4/05.09)
Ceiling Fan repaired
3. VP Education Visit – Timetable (5.1)
Not finalized as VP Education office will provide details of visit on July 15 2009
Abu Bakar, July 15 2009
4. VP Education Visit – Security (5.3)
Pending detailed timetable from Abu Bakar
Musa Hassan, July 30 2009
Reports
• Items to be received only; not for discussion
• Report with discussion will be placed under Agenda item
• Circulate with Agenda, to be read beforehand.
• Worded as follows:
 The committee received the finance director’s report
 The committee received the finance report
 The finance director gave a report on the first quarter

performance

When the report is tabled
A copy can be attached for non-attenders
When report is verbal
 Ask the member for a copy after the meeting, to be attached to the
minutes
 Or Ask for summary
 If you have to minute the report, cover only the briefest detail
Main agenda items
• Minutes must follow the order, numbering and headings of the

agenda
• Extra headings can be used provided the numbering remains the

same.
Styles of Minutes
i. Traditional style
Minute what the committee did
Written in past tense, looking back at what happened during the meeting.
 The Training Manager explained that the second ‘Education Institute’ visit
has been postponed.
 The committee discussed the postponement of the second ‘Education

Institute’ visit.
ii. Factual style

Report on the situation as it was
discussed Written in appropriate tense
 The second ‘Education Institute’ visit has been postponed.
 The postponement of the second ‘Education Institute’ visit was

discussed.

Recording decisions and actions
• A significant part of the reason for having minutes is to record the

decisions that are taken and to remind the members of what they agreed
to do.
• Need to be sent out promptly and with actions clearly shown.
• People rely on the minutes to remind, if not, inform them of the actions
they agreed to.
• It is essential that you leave the meeting knowing exactly what the
outcomes, the action points are – the action triangle.
The Action Triangle
Consider this unusually clear summary of a discussion on reporting for work:
‘We agreed that Human Resource will not allow anyone clocking in after 9am
from 15 January. Sally, you’ll sort it?’
Is the following sentence correct?
Minutes:
 Human Resource do not allow anyone in after 9.00am – Sally Davis 5

January 2009
Seek clarifications if not sure with any aspect of the triangle
 Please could you confirm the action for the minutes?
 Could you give me a precise action for the minutes?
 Please could you define the action for the minutes?
 Who is responsible for that?
 Whose action is that?
 What is the deadline?
 When is that to be completed?

When there is no outcome
• If the group agreed there was no need for them to take any action, replace
the action with ‘No action necessary’
• If the group did not get as far as taking an action (when one is required),
the term is ‘No decision taken’. Ask the chairperson whether to put it on the
agenda for future meeting
• If the group was arguing and could not reach a decision, use ‘No consensus
reached’. Ask the chairperson whether to put it on the agenda for future
meeting
• If it was agreed to discuss the item in a future meeting, the phrasing is

‘Deferred to meeting on (date)
• If the item had to be passed to another group, the action point should be
replaced with ‘Referred to Board for approval’ or Referred to Health and
Safety Committee’
Layout of action points
• People mostly read headings and actions.
• Actions must be separated into a new paragraph even if it is a short

sentence
• Use table format if necessary – action column
• Avoid typing action point in bold
• When there are several actions for one minute - Split into subheadings and
the resulting action in the appropriate place.
Any other business
• Minuted the same style and format as the main agenda items
• Beware of irrelevant items – should not form part of the

minutes
• Items deferred to next meeting – put on the agenda for the

next meeting
• Items deferred to another group – placed under items

deferred to next meeting

Date of next meeting
• Date, time and place of the next meeting should be noted
• It is helpful to give a deadline for the receipt of agenda items
Adjournment/Close of meeting
• Note the closing time
English for minutes writing
1. Naming names? Attributive minutes

Minutes that identify WHO said WHAT are called
Attributive minutes. Use passive sentence to
avoid naming names for general consensus
2. What personal pronouns to use
Use third person. No reference to ‘I’, ‘We’, ‘you’, ‘your’, ‘Our’ - vague reference
 Our problems stem from the introduction of the new procurement process.
 They are concerned with problems in this area.
3. Inappropriate tone and words
• Minutes must be written from a neutral position, representing discussion in

terms or what was discussed rather than style and manner of discussion
• Avoid biasness (being influenced by the loudest voice)
• Beware of latching on to words that are said in the meeting and using them
• Avoid script-style minutes
• Listen to message and note it in your own words

• Useful words for minutes:
Discussed/debated/deliberated/considered/e
xamined/analyzed
Said/stated/reported/established/confirmed/
verified/declared

Pointed out/explained/suggested/drew attention to/raised/informed/understood
Were reminded that/recalled/clarified/illustrated/defined/
demonstrated/emphasized Agreed/concurred
Disagreed/disputed/not the case
Planned/intended/meant/hoped/proposed
Problems/drawbacks/dangers/uncertainty/disadvantag
es Chose/opted/selected/picked/named/preferred
Benefits of/merits of/advantages of/worth/value of
Potential/possibility/likelihood/prospect/chance/probability
Options/ alternatives/choice/preference/opportunity
Decided/resolved/approved/concluded/determined
4. Sentences:
• Use less than 19 words for each sentence
• When the subject changes, start a new sentence
• Change sentence when the tense or time change.
5. Paragraph
• Maximum of 8 lines.
• Split where logical
• Avoid several one-sentence paragraphs; the reader loses the flow
6. Be accurate with the use of English
• The members agreed that allowance could be paid
• The members agreed that allowance should be paid
• The members agreed that allowance would be paid

7. Use business writing
• Avoid slang and jargon
• Avoid contraction
• Do not end a sentence with preposition
• Use appropriate punctuation mark
• Use correct spelling
• Avoid padding
• Avoid dead-wood
• Use professional presentation
Best Practices:
1. Note points that were made, rather than the words used to write them.
Not appropriate for disclosure:
 It was stressed that asking vendors to shorten the deadline is a ridiculous

idea and the management will be seen unprofessional
Appropriate for disclosure
 It was suggested that requesting vendors to shorten the deadline is

inappropriate
2. Listen to the group as a whole and keep your focus on what is discussed. Don’t
attribute:
 Fatimah suggested a charge of RM6 for each employee dining in the

cafeteria. Sally disagreed and felt it is too expensive for the lower income
group. Jacky agreed and suggested if management could subsidize
employee meals
 The group discussed the amount to be charged for employee meals

3. Group confidential information
Group information for removal on a later date.
4. Define action points
• Ensure that the action is shown as being the responsibility of a defined

member of the group
• State precisely what that person is to do
• Give a clear deadline for the action
5. Avoid personal attack
• Listen for points being made, rather than the style
• Be careful about contentious words
 Employees failure to submit the forms in time was blamed for the
cancellation
 It was suggested that the cancellation was caused by employees not

submitting the forms in time.
6. Don’t use emotive words
Avoid phrases like ‘after heated debate’
7. Don’t judge
Your opinion should not come through in the tone of the minutes with phrases
like ‘the committee eventually decided to…..’ or ‘after lengthy/brief discussion’
8. Don’t name names unless essential
 This was the result of Pn Halimah’s report
 This was the result of the report on absenteesim…

Stage 4 of Business Writing - Review and Edit
Approach it with a critical attitude.
Review and Edit Checklist:

Sample Invitation Letter To Send To Stakeholders

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Impactful Business Writing

© 2017 PETROLIAM NASIONAL BERHAD

All rights reserved. No part of this document may be

©Petroliam Nasional Berhad (PETRONAS) 2017 1

By the end of this program, you will

1. Understand the key principles in business writing and

2. Learn how to put words together in order to develop clear and

3. Organize and structure ideas logically.

4. Develop proficiency in using the English language when writing

5. Focus on readability, tone and style when writing a business

6. Craft a variety of internal and external messages professionally.

©Petroliam Nasional Berhad (PETRONAS) 2017 2

1. The 5 Cs of Business Writing

2. The 4 stages of Business Writing

3. Plan - Define purpose and know your reader(s)

a. Readability, tone and style

b. Clear, concise writing : Guidelines for putting words together in

5. Structure and layout

a. E- mails and Letters

6. Review and edit

©Petroliam Nasional Berhad (PETRONAS) 2017 3

©Petroliam Nasional Berhad (PETRONAS) 2017 4

The 5 Cs of Business Writing

©Petroliam Nasional Berhad (PETRONAS) 2017 5

Stage 1 of Business Writing - Planning

Recognize the benefits of clearly defining a purpose before

Importance of a “doing” verb – we cannot know what information to

Define the purpose of your writing:

As a result of reading this letter/report/memo, the Reader will

ii. Know your reader(s)

Average sentence length (words) % Readers understand first time

Re write the following sentence to make it readable

Physical inventory records can be accurately kept for exchange

(One Sentence—50 words)

What creates style?

writing is done. Style is created through:

a. The particular words used

©Petroliam Nasional Berhad (PETRONAS) 2017 7

I’d like to get together to talk about this some time.

A meeting to discuss this matter would be appreciated.

In a neutral style (somewhere in the middle)?

Could we have a meeting to discuss this matter?

I should appreciate a meeting to discuss this matter.

b. The construction of the sentence

Active and Passive Voice

The executive committee approved the new policy

The new policy was approved by the executive committee

When to use the passive:

• To avoid mentioning the doer.

©Petroliam Nasional Berhad (PETRONAS) 2017 8

Clear and Concise Writing – Sentence Structure

• Is boring if over used.

• Saves writing several simple ones.

• Gives variety- provided it’s not too long.

©Petroliam Nasional Berhad (PETRONAS) 2017 9

Avoid interrupting the main clause with a subordinate clause if the

clear (subordinate clause at the end):

Industrial spying is increasing rapidly because of the growing use of

clear (subordinate clause at the beginning):

Because of the growing use of computers to store and process

not as clear (subordinate clause embedded in the middle):

Industrial spying, because of the growing use of computers to store and

Avoid noun strings