Reviewer Cdi 4
Reviewer Cdi 4
Technical writing...
• "is exposition - the act of explaining something; clear explanation
• is using scientific and technical vocabulary
Accounting terms.
ppt Computer Terms.
ppt Legal terms.ppt
Financial terms.ppt
Cont...
• uses conventional report forms
• can be analyzed logically and evaluated scientifically
• leaves no room for conflicting interpretations
(Purpose)
• Analyze events and their implications
• Persuade and influence decisions
purpose Purpose
• Purpose will reflect the activity the audience wants to be able to perform after
reading the document.
Your purpose could be:
To inform-to provide the information without expecting any action on the part of
the reader
To instruct - to give information in the form of directions instructions, procedures, so
that readers will be able to do something
• To propose - to respond to a request for proposals (RFP) or suggest a plan of action
for a specific problem.
• To recommend-to suggest an action or series of actions based on alternative
possibilities that have been evaluated
• To persuade to convince readers to take action, to change their attitudes of
behaviors based on valid opinions and evidence
2. Has structured content
- The structure of the document is an important aspect of the documentation
development. It would depict how one section would flow into another and the
segregation between chapters and appendices.
3. Is objective
- Technical writing is rarely about opinion. Technical writing is grounded in fact.
While writing facts, care is needed to ensure that any assumption, conjecture,
extrapolation, generalization, opinion or possibly mentioned early in the document is
not later referred to as if it were a fact. Technical writers rely on evidence and not
authority.
4. Uses simple and objective language
Technical writers keep sentences as short and simple as is possible and appropriate
for the subject matter and audience. A long and complex sentence can be difficult to
comprehend.
¶
6. Is presented consistently
Technical writers are consistent in use of headings, names, terms, abbreviations and
symbols; in spelling and punctuation.
(Basic Principles...)
• He must use specific, single, concrete words, and familiar language that cannot be
misinterpreted.
• "The Writer Must check every part of his report to see whether he has followed
the principles of, first, "telling the reader what he is going to tell them," second,
"telling them," and third, "telling them what he told them."
• "He mist make his report very presentable in format. The layout must conform
with the standard forms of writing.
WhybTRW?
Reports play major role in business and organization.
The better they are written, the better they are likely to perform their role.
Business wants report to make sound decisions, so it wants good report-writers.
Employees with good writing skills are bound to impress their higher
management and thus rewarded personally.
The ability to write good reports is a requisite for business advancements.
What is TRW?
Technical report writing is the skill of writing a formal/technical document in
order to present facts, finding and sometimes make recommendations.
Technical report writing is one of the best vehicles through which you can share
the results of your research with others. In such case, writing is an invaluable
assistance in the organization of your thoughts.
Writing technical reports require your ability to arrange your thoughts clearly,
concisely, and logically.
After all, a technical report is a formal designed to convey technical information
in a clear and easily accessible format.
It should be written in correct, non-colloquial language with due attention to
style, clarity, conciseness, grammar, punctuation, and spelling.
It is divided into sections which allow different readers to access different levels
of information.
Technical reports present facts and conclusions about your designs and other
projects.
Typically, a technical report includes research about technical concepts as well
as graphical depictions of designs and data.
A technical report also follows a strict organization. The way, when other
engineers read what you write, they can quickly locate the information that
interest them the most.
The major sections of the technical report are: title page, abstract, table of
contents, introduction, results, conclusion, recommendations, references, and
appendices.
Estimate how much they know. If they are advance, they known what terms
mean, and they understand the implications of sentences.
If you are addressing beginners, you have to explain more.
Determine expectations. Expectations are the factors that affect they way in
which the audience interprets your document.
Will conform to their sense of what this kind of document should look and
sound like?
Will help them act in the situation?
Does it reflect a sense of the history of the situation or the consequences acting?
Adaptation to Audience
General define technical terms, use graphics, focus on how to use
Technicians focus on construction, installation and servicing, use graphics.
Experts design or evaluation of technology
Executives costs, personnel, company politics, summary, and conclusions.
Mixed clear summary, non-technical language, details in appendix.
1. To give information.
• To state the history background of a particular project.
• To describe a process or an existing situation.
• To enable a record to be kept for future use.
2. To report findings.
The findings include the information that you have obtained from your investigation
& any experiments that you have conducted. Thus the report may need:
• To provide details on the progress of a project.
• To explain the reasons for accidents, delays, damage etc.
•™To state the results of any experiments, surveys and etc.
3. To put forward ideas ( Purely Your Work )
Obtained information is analyzed objectively to formulate sound and ideas and
logical conclusions, which serve:
• To evaluate a proposal, system, or piece of equipment.
• To propose a solution a problem.
• To recommend improvements and actions to be taken.
Report Ethics
Do's Don’ts
• Consider your reader I • Never start with a question
• Go for easier style & language • Avoid jargon, slang, sexist, remarks
• Use indirect approach to soften the • Writing style should NOT be emotional
affect in some reports or critical
• Explain all terms & formulas in • Writing style should not be extra
appendices ordinary explanatory or persuasive
• Sentence should be of normal length, • No personal views
neither long nor short. • Avoid being bossy ("my" or "I" attitude)
• Fogg index should be considered • Avoid repetition of any kind
• Report should be free of biased views • Don't copy style of other TR's, Be
• Go for completeness but along with Yourself!
conciseness • Etc...
• Etc……………………………………..etc
Executive Summary
for decision makers I
free of technical jargon
one page important
conclusions and recommendations
no reference to body of report
paragraph format
written last
Ctd........stage 2
The next step in data analysis involves organizing the selected data Into
illustrations for the report.
figures and tables usually must be prepared.
Their organization should be carefully considered because illustrations are one
of the best means of emphasizing and supporting conclusions.
After the illustrations have been prepared, write the significant points about
each on an attached sheet of paper.
Ctd........stage 3
In the sorting stage concentration is on what results should be presented in a
report.
In the outlining stage attention is directed to how these results should be
presented.
Often the preliminary outline is used as a starting point for the report outline.
But it should be revised and expanded to emphasize the conclusions drawn in
the analysis and sorting stage.
The revised outline should contain descriptive headings of each significant part
of the report.
Ctd........stage 3
Summary
Introduction
Symbol
Theory
Analysis
Apparatus
Test Specimens
Test Procedure
Sample Calculation
Results and Discussion
Summary of Results
Conclusions
Concluding Remarks
Appendix
References
All these headings need not be used in any single report.
Ctd........stage 3
headings may be combined. For example, Apparatus, Test Specimens, and Test
Procedure can be combined into Experimental Methods.
These commonly used headings may be replaced with more descriptive
headings, reports with more descriptive headings provide a means of ready
reference and aid clarity.
Descriptive headings usually make a report more interesting to read. But
originality must be exercised to make them brief but clear.
They should be consistent in grammatical structure and should not contain verbs
Ctd........stage 3
Headings are not an integral part of the text but are provided to assist the
reader in finding information.
Therefore the paragraph below a heading should begin with a topic sentence
that does not depend on the heading for clarity.
Several methods can be used to arrange the subject matter that will be
represented in an outline.
One of the best ways to start is to write down all the points that you want to
include without regard to their order.
It can be arranged more easily in a logical order.
Ctd........stage 3
Another useful purpose of the outline is to indicate the relative Importance of
headings.
Headings of equal weight, or importance, must be written in the same form.
Main Heading
Subheading
Sub-sub heading
Three levels of headings should be sufficient; more may disrupt your readers
concentration.
Thorough outlining will make both writing and reading the report easier.
ctd stage 4
Concentrate on what to say rather than how to say it.
Keep witting down the thoughts as they flow into the mind, following your
outline.
In the second version of the rough draft, writing style becomes important.
With the technical content in a well-organized form from the first version, this is
the time to concentrate on how we say.
Readers should be kept in mind. Remember, the purpose in wilting the report is
to transmit the information needed to support the conclusions.
To make sure readers understand the conclusions, we must transmit our
Information clearly, logically, concisely, honestly, and tactfully.
ctd........stage 5
This time lag should give a fresh viewpoint and allow to change to the role of
reader.
This change in roles is most important because we must try to see what is
actually written rather than what we think we wrote.
Successful technical writers use a wide variety of methods to review and revise.
One of the best involves three separate reviews of the report.
ctd........stage 5
Three Separate Reviews Of The Report
1. The first reviews of the material in the report. In the check ask yourself these
question:
Are the conclusions valid
Is sufficient information given to support the conclusions?
Is enough background information given to explain the results?
Have all irrelevant ideas been deleted?
Are the illustration pertinent and necessary?
ctd........stage 5
2. The second review is of the mechanics and organization.
Are the subject and purpose clearly stated?
Does the report flow smoothly from topic to topic?
Are the relations between topics clear?
Is the each illustration clear and properly labeled?
Are all required parts of the report included?
3. The third review is of spelling and grammar particularly punctuation and sentence
structure.
Is each sentence written effectively?
Are the sentences varied in length and complexity to avoid monotony?
Are the words specific rather than vague?
Have all unnecessary words been deleted?
ctd........stage 5
Make sure you can truly answer yes to all of these questions before you consider
your draft finished. Do not try to make one review do the work of three.
Trying to cover too many categories in one review usually results in oversights
and error.
Some common faults observed in rough drafts are
A. faulty grammar;
B. clusters of nouns and adjectives modifying a noun and conversely strings of
prepositional phrases after a noun;
C. use of abstract nouns instead of action verbs;
D. Nonparallel construction of words, phrases, and sentences in enumerations;
E. More complicated phrasings than required;
No Words Meaning
1 Abhor hate
2 Bigot Narrow-minded,
prejudiced person
3 Counterfeit Fake; false
4 Enfranchise Give voting rights
5 Hamper Hinder; obstruct
6 Noxious Harmful; poisonous; lethal
7 Placid Calm; peaceful
8 Remunerate Payment for work done
9 Abrasive Rough; coarse; harsh
10 Bilk Cheat; defraud
11 Rigor thoroughness
No Words Meanings
1 Covert Hidden; undercover
2 Engender cause
3 Cover Recoll in fear or servility,
shrink away from
4 Knotty Complex; diffucult to solve
5 Nuance Something subtle; a fine
shade of meaning
6 Plaglarism Taking credit for someone
else’s writing or ideas
7 Harangue Noisy, attacking speech
8 Ornate Highly decorated
9 Abasement Humiliation; degradation
10 Billowing Swelling ;fluttering;
waving
11 Officious Domineering; intrusive;
meddlesome
No Words Meanings
1 Abrogate Cancel; deny; repeal
2 Callow immature
3 Blighted Damage; destroyed;
ruined
4 Enigma Puzzle; mystery
5 Despondent Having no hope, miserable
6 Predicament Dilemma, difficult
situation
7 Procrastinate Delay;put off
8 Reprehensible Shameful, very bad
9 Tardy Slow; late; overdue;
delayed
10 Odious hateful
11 Prevancate Speak misleadingly and
evasively
Writing and Police Work The ability to produce effective written communications is
vital for today's police officer. The reports generated by police are used to prosecute
people accused of crimes and relay intelligence to other components of the police
force and its partners on the state and federal level. Police reports are used by
private citizens and insurance companies to settle civil disputes and to obtain t
compensation for damages from incidents such as vehicle crashes. Nearly every
aspect of the job of police officer requires the ability to write coherently and
effectively It is important for every police officer to continue to improve his written
communication skills to be a more effective public servant.
Officer's reports and the judicial process The judicial process cannot function
without the investigative reports written by the officers who have the direct
knowledge of an event or incident An officer's report must present each event or
incident in a complete and clear mariner. Any investigation, prosecution, arrest, or
other action taken must be initiated, supported or justified by the information
included in the report written by that officer. Because police officer's reports are so
important to the judicial process each one must be able to stand up to critical review
and legal scrutiny.
Statutory requirement State and federal statutes mandate that law enforcement
agencies report certain events and incidents.
Such reports must:
• describe the nature and character of each crime
• note all particular circumstances of that crime.
• include all additional or supplemental information pertaining to the suspected
criminal activity.
Although the statutes are directed at the executive level officers in the field are the
ones who carry out the task of writing the reports. It is those officers reports that
contain the information that will eventually be forwarded to the Department of
Justice.
Failure to file a report Police officers have a legal and moral duty to investigate and
accurately report crimes or incidents that come to their attention. Failure to uphold
this responsibility can have the following negative consequences for officers:
• Deliberate failure to report a crime may be considered a violation of agency
regulations and grounds for disciplinary action.
Any officer who knowingly flies a false report will be guilty of a crime.
Ethics All reports are to be true, unbiased, and unprejudiced These are easy words
to say, but sometimes hard to live by It is not always easy to know or find out the
truth. Clearly it is the police officer's moral obligation to seek the truth, lying is
wrong Truth and public trust cannot be separated
Agency Different agencies vary in their policies, regulations, and policies guidelines
regarding the roles and responsibilities of police officers for writing investigative
reports.
It is the responsibility of each officer to be familiar with and follow that officer's
specific agency policies.
User needs
Investigative reports must take into account the needs of each potential user of a
report. The report must provide not only a clear word-picture of the event or
incident but also the critical information necessary for those users to do their jobs.
Report users
The following table identifies a number of prospective users and how they will use
an officer's investigative report.
Leadership in a free and democratic society, all segments of the criminal justice
system are open to public scrutiny and subject to public record. A police report is
often the first and most significant documented account of a possible crime. As such,
the police report is a fundamental instrument of democratic law enforcement.
Therefore, we place high value on our officers' ability to write good reports. A good
report is one that the officer is proud of and will stand the test of time. It must be
factual, clear concise, and complete. Accuracy and attention to detail will provide
others in the criminal justice system with a clear picture of what happened.
Clear An investigative report must speak for the investigating officer at a time when
that officer is not present. There should be no doubt or confusion on what the
investigating officer is reporting.
Clarity is achieved by the use of appropriate language and logical order. The
following table identifies a number of factors that can affect the clarity of an
investigative report.
Factor Recommendations/Rationales
Organize of information Information is easier for the reader
to understand when facts and events
are presented in chronological order.
Events relating to the incident
should have clear and logical ties to
one another.
Language used Simple, common language will make
the writer’s meaning clear.
Readers do not need to be
impressed; they need to be
informed.
Slang or profanity should not used
unless it is in the form of an exact
quote.
Writing mechanics A poorly written or sloppy report
can imply poor or sloppy
investigative skills.
Proper use of commas and other
punctuation marks can help convey
the writer’s meaning.
Writing in the first-person will help
the reader clearly understand who
did what or who said what.
Pronoun use must leave no doubt in the
reader’s mind as to exactly whom or
what the writer is referring.
Errors in spelling, word, or grammar
can distract readers.
Concise Reports should be brief yet, contain all relevant information the users will
need to do their jobs. Wordiness can make a report less readable and therefore less
effective.
Accuracy, completeness, or clarity should never be sacrificed for the sake of brevity.
The following table identifies a number of factors that can affect a writer's ability to
write concisely.
Factor Recommendation/Rationales
Word selection Statements should be direct and
concrete.
Use of abstract phrases can confuse
or mislead the reader.
Plain English is the most effective
way to convey information.
Do not use a synonym for word,
merely to avoid repeating a word.
Using the exact word may seem less
interesting, but it will eliminate
misunderstanding.
Sentence grammar Sentence should be short yet
complete (subject structure and
verb-object).
Fragments can be misinterpreted or
lead to confusion.
Long drawn out sentences can be
confusing and misleading.
Avoid using passive voice sentence
structure.
Relevance Only the information that will be
needed by the user should be
included in the report.
Complete An officer's report must contain all the relevant information and facts the
user of that report will need if the user must contact the writer to gather additional
information, the report is not complete.
NOTE Report formats used by officers can vary Some jurisdictions require that
certain information be noted on a standardized form that is often used as the
report's face sheet Officers who use such formats must be sure that all relevant
blocks or portions of the standardized forms are completed, even if the same
information is duplicated in a later narrative.
Timely No decisions can be made or actions taken if an officer's report does not
reach the users in a timely fashion Evidence can be lost. suspects or witnesses may
disappear and the support and good will in the community can be lost if action
toward resolving a case is delayed.
NON-STANDARD STANDARD
a n/o of a native of
15 y/o 15 years old
a res, of a resident of
OOA on or about
ICOW in connection with
KIA killed in action
MIA missing in action
DOA dead on arrival
NLT not later than
MM Metro Manila/Metropolitan Manila
can't cannot
isn't ain't is not
it's am not
there's it is
in May 24, 2015 there is
in May 24 on May 24, 2015
on 2013 on May 24
in Monday in 2013
on November on Monday
on November 2014 in November
a resident at Rizal Street in November 2014
a resident on #69 Rizal Street a resident on Rizal Street
Case is terminated a resident at No. 69 Rizal Street
Disposition Investigation is terminated
On case Disposition of the Case
Investigator on Case Investigator-on-Case
trainings Investigator-on-Case
evidences training programs/ training courses
Informations pieces of evidence
equipments pieces/bits of information
pieces of equipment
INCORRECT CORRECT
• 18 years old • 18-year old
• one of the police officer • one of the police officers is
• one of the police officers are • one of the police officers was
• one of the police officers were • one of the police officers
• one of the police officers who is • one of the police officers who are
• one of the police officers who was • one of the police officers who were
• to follows • to follow
• to followed • to follow
• to be follow • to be followed
• will follows • will be followed
• To receive • to receive
• to received a full-pledged police officer • to receive
• PNP P59 Blotter entry no. 1950 Page • a full-fledged police officer
no. • PNPP59 Blotter Entry No. 1959, Page
• volume series of 2013 No.942
• 542 Volume 1, Series of 2013
Rules on Spelling
The Oxford English Corpus, an electronic collection of over 2 billion words of real
English, provides the different rules pertaining to spelling which is a very vital
component in order to write effective police reports.
HOMONYMS
Homonyms are words that sound alike, but have different meanings. They generally
include two categories of word types: homophones and homographs.
Homographs are words that are spelled the same, but have different meanings.
Homophones are words that sound the same when you pronounce them, but
have different meanings. Others say that homonyms are strictly words that are
spelled and sound the same, but have different meanings.
This list contains homonyms, homophones and homographs.
A-
Ade- drink type, as in lemonade aisle-walkway
Aid-to help or assist I’ll- I will
Aide-assistant isle-island
D-
Dear- darling dew- morning mist
Deer- woodland animal do- operate
Die-cease to exist doe- female deer
Dye-color dough- uncooked bread
E and F-
Ewe- female sheep eye- sight organ
You- second person personal pronoun I- me
Fair- equal fairy- elf-like creature with wings
Fare- price ferry- boat
K and G
Knew- did know gorilla- big ape
New- not old guerrilla- warrior
Grease- fat groan- moan
Greece- country in Europe grown- form of grow
H-
Hair- head covering hall- passageway
Hare- rabbit- like animal haul- tow
Heal- mend hi- hellow
Heel- back of foot high- up far
K-
Knot- tied rope know- have knowledge
Not- negative no- opposite of yes
L and M-
Lead- metal lessen- make smaller
Led- was the leader lesson- class
Mail- postage marry- to wed
Male- opposite of female merry- very happy
N and O-
None- not any oar- boat paddle
Nun- woman who takes special vows ore- mineral
Oh- expression of surprise of awe one- single
Owe- be obligated won- did win
P-
Pail- bucket pain- hurt
Pale- not bright pane- window- glass
R-
Rain- water from sky rap- tap
Rein- bridle wrap- drape around
S-
Sail- move by wind power scene- landscape
Sale- bargain price seen- viewed
T and V-
Their- belonging to them to- toward
There- at that place too- also
Vary- differ
Very- much
W and Y-
Waist- area below ribs wail- howl
Waste- squander whale- huge swimming mammal
Your- belonging to you
You’re you are
References:
1. Back to Basics How to write a Good Police Report- Andrew Bell
2. Police- Effective Report Writing- Public Safety Training Academy
ARBITRARY DETENTION - Arbitrary detention begins not merely from the moment a
person is locked up in prison cell but from the moment such person is deprived of his
liberty without legal grounds. And it ends when such person is absolutely freed from
any restraint on his person.
ARREST - is the taking of a person into custody in order that he may be bound to
answer for the commission of an offense.
ASSAULT- the term "assault in Sec87 (b) (2), Judiciary Act, on the original jurisdiction
of Municipal Courts, means physical injuries it does not refer to the crime of direct
assault in Art 148 of the Revised Penal Code.
CHILD-shall refer to person below eighteen (18) years of age or one over said age
and who, upon evaluation of a qualified physician, psychologist or psychiatrist, is
found to be incapable of taking care of himself fully because of a physical or mental
disability or condition or of protecting himself from abuse.
CRIME SCENE - a venue or place where the alleged crime/incident/event has been
committed.
CRIMINAL JURISDICTION- the authority to hear and try a particular offense and
impose the punishment for it.
CRIMINAL LAW - one that defines crime, treats of their nature and provides for their
punishment. Punishment, in this sense, refers strictly to the penalty imposed.
DRAGNET OPERATION- is a police operation purposely to seal off the probable exit
points of fleeing suspects from the crime scene to prevent their escape.
DUE PROCESS OF LAW - the requirement that no person shall be held to answer fro
a criminal offense without "due process of law" simply requires that the procedures
fully protect the life, liberty, and property of the citizens in the state.
E-BLOTTER (Electronic Blotter)- is a computerized system that is now being used and
accepted by the courts, prosecutors; office and the public in general. Coordination
with Supreme Court administrator disclosed that they are amenable to the idea of
using e-for the PNP. This is also known as Crime Incident Recording System (CRS).
HIGH RISK ARREST- is the actual restraint of armed persons following a high risk stop
HIGH RISK STOP is the actual stopping or accosting of armed and dangerous person
or persons, aboard a vehicle or on foot, including the power to use all necessary and
legal means to accomplish such end.
POUCE BLOTTER- a record or log where all types of operational and undercover
dispatches shall be recorded containing the five (5) "W's" (WHO, WHAT WHERE,
WHEN and WHY) and one "H" (HOW) of an information.
REASONABLE DOUBT- is not a mere guess that defendant may or may not be guilty,
it is such a doubt as a reasonable man might entertain after a fair review and
consideration of the evidence.
RECLUSION PERPETUA - the penalty of life imprisonment. However, the offender is
eligible for pardon after serving the penalty for thirty years.
ROBBERY - the taking of personal property belonging to another with intent to gain,
by means of violence against or intimidation of any person, or using force upon
anything.
ROGUES GALLERY (or ROGUES GALLERY) MUG SHOT BOOK- is a police collection of
mug shots and pictures or photographs of criminals and suspects kept for
identification purposes.
SEARCH WARRANT- is an order in writing issued in the name of the People of the
Philippines, signed by a judge and directed to a peace officer, commanding him to
search for personal property described therein and bring it before the court.
References:
1. Police Report Writing-Linked in Slide Share
From:nons&mans