Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

Writing Style and Written Language for a Report and Academic

Proposal Writing

For a report or academic proposal writing scholars or researchers adopt a particular style of

expression to define the boundaries of their disciplines and their areas of expertise.

Characteristics of their writing include following key points:

➢ A formal tone

➢ Use of the third-person rather than first-person perspective (usually)

➢ A clear focus on the research problem under investigation

➢ Precise word choice.

➢ Like the specialist languages adopted in other professions such as law, education,

engineering etc.

➢ Academic writing is designed to convey agreed meaning about complex ideas for a

group of scholarly experts.

Main Points for Good Report and Academic Proposal Writing

Tense:

It is pertinent to mention that reports are written in past tense while Research Proposal should be

written in Future Tense.

The Big Picture:

Unlike fiction or journalistic writing, the overall structure of academic writing is formal

and logical. It must be cohesive and possess a logical flow of ideas, which means that the various

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

parts are connected to form a unified whole. There should be links between sentences and

paragraphs so the reader is able to follow your argument.

The Tone:

Throughout your paper, it is important that you present the arguments of others fairly and

with an appropriate tone. When presenting a position or argument that you disagree with,

describe this argument accurately and without loaded or biased language. In academic writing,

the author is expected to investigate the research problem from an authoritative point of view.

You should, therefore, confidently state the strengths of your arguments using language that is

neutral, not confrontational or dismissive.

The Language:

Clear use of language is essential in academic writing. Well-structured paragraphs and

clear topic sentences enable a reader to follow your line of thinking without difficulty. Your

language should be concise, formal, and express precisely what you want it to mean. Avoid

vague expressions that are not specific and precise enough for the reader to derive exact meaning

["they," "we," "people," "the organization," etc.] abbreviations like 'i.e.' ["in other words"], 'e.g.'

["for example"], and contractions, such as, "don't", "isn't", etc.

Academic Conventions:

Citing sources in the body of your paper and providing a list of references are very

important aspects of academic writing. It is essential to always acknowledge the source of any

ideas, research findings, or data that you have used in your paper. To do otherwise is considered

plagiarism.

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

Evidence-Based Arguments:

Your assignments often ask you to express your own point of view on research problem you are

discussing. However, what is valued in academic writing is that your opinions are based on a

sound understanding of the pertinent body of knowledge and academic debates that are currently

being debated in your discipline. You need to support your opinion with evidence from academic

sources. It should be an objective position presented as a logical argument. The quality of your

evidence will determine the strength of your argument. The challenge is to convince the reader of

the validity of your opinion through a well-documented, coherent, and logically structured piece

of writing.

Thesis-Driven Analysis:

The writing is “thesis-driven,” meaning that the starting point is a particular perspective,

idea, or “thesis” on the chosen research problem, such as, establishing, proving, or disproving

solutions to the questions posed for the topic. In contrast, simply describing a topic without the

research questions does not qualify as “academic writing.”

Complexity and Higher-Order Thinking:

One of the main functions of academic writing is to describe complex ideas as clearly as

possible. Often called higher-order thinking skills, these include cognitive processes that are used

to comprehend, solve problems, and express concepts or that describes abstract ideas that cannot

be easily acted out, pointed to, or shown with images.

Strategies for Understanding Academic Writing and Its Jargon

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

The very definition of jargon is language specific to a particular sub-group of people.

Therefore, in modern university life, jargon represents the specific language and meaning

assigned to terms and phrases specific to a discipline or area of study. For example, the idea of

being rational may hold the same general meaning in both political science and philosophy, but

its application to understanding and explaining phenomena within the research work of a

discipline may have subtle differences based on how scholars in that discipline apply the concept

to the theories and practice of their work. It is important that specialist terms [i.e., jargon] must

be used accurately and applied under the appropriate conditions. Subject-specific dictionaries are

the best places to confirm the meaning of terms within the context of a specific discipline. It is

appropriate for you to use specialist language within your field of study, but avoid using such

language when writing for non-academic or general audiences.

Key Problems to Avoid

Excessive use of specialized terminology:

Although academic writing represents a formal style of expression, it does not mean

using "big words" just for the sake of doing so. Overuse of big words and complicated sentence

constructions gives readers the impression that your writing is more style over substance. It leads

the reader to question if you really know what you are talking about.

Inappropriate use of specialized terminology:

Because you are dealing with the concepts, research, and data of your subject, you need

to use the technical language appropriate to the discipline. However, nothing will undermine the

validity of your study quicker than the inappropriate application of a term or concept. Avoid

using terms whose meaning you are unsure of--don't guess or assume! Consult the meaning of

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

terms in specialized, discipline-specific dictionaries. These can be found by searching the library

catalog, by entering, for example, the phrase "sociology and diction

Other Problems to Avoid

In addition to understanding the use of specialized language, there are other aspects of

academic writing in the social sciences that you should be aware of. These include:

Personal Pronouns:

Excessive use of personal nouns [e.g., I, me, you, us, etc.] may lead the reader to believe

the study was overly subjective. Using these words can be interpreted by the reader as being

done only to avoid presenting empirical evidence about the research problem.

Directives:

Avoid directives that demands the reader "Do this" or "Do that." Directives should be

framed as evidence-based recommendations.

Informal, conversational tone using slang and idioms:

Academic writing relies on excellent grammar and precise word structure. Your

narrative should not include regional dialects or slang terms because they are often open to

interpretation. Be direct and concise.

Wordiness:

Focus on being concise, straightforward, and contain no confusing language. By doing

so, you help eliminate the possibility of the reader misinterpreting the research design and

purpose of your study.

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

Vague expressions (e.g., "they," "we," "people," "the company," "that area," etc.):

Being concise in your writing also includes avoiding vague references to persons, places,

or things. While proofreading your paper be sure to look for and edit any vague statements that

lack context.

Numbered lists and bulleted items:

The use of bulleted items or lists should be used only if the narrative dictates a need for

clarity. For example, it is fine to state, "The four main problems with hedge funds are:" and then

list them 1, 2, 3, 4. However, in academic writing this must then be followed by detailed

explanation and analysis of each item. Given this, the question you should ask yourself while

proofreading is: why begin with a list in the first place rather than just starting with systematic

analysis of each item?

Descriptive writing:

Describing a research problem is an important means of contextualizing a study. In fact,

some description is needed because you can't assume the reader knows everything about the

topic. However, the body of your paper should focus on methodology, the analysis and

interpretation of findings, and their implications as they apply to the research problem and not

background information and descriptions of tangential issues.

Personal experiences:

Drawing upon personal experience [e.g., traveling abroad; caring for someone with

Alzheimer's disease] can be an effective way of engaging your readers in understanding the

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

research problem. Use personal experience only as an example, though, because academic

writing relies on evidence-based research. To do otherwise is simply story-telling.

Method of Quoting:

Rules concerning excellent grammar and precise word structure do not apply when

quoting someone. If the quote is especially vague or hard to understand, consider paraphrasing it.

Otherwise, a quote should be inserted in the text of your paper exactly as it was stated. If you

believe the quote is important to understanding the meaning of the work as a whole, consider

inserting the term "sic" in brackets after the quoted word or text to indicate that the quotation has

been transcribed exactly as found in the original source, complete with any erroneous spelling or

other nonstandard presentation.

I. Improving Academic Writing

To improve your academic writing skills, you should focus your efforts on three key areas:

Clear Writing:

Good writers spend sufficient time distilling information and reviewing major points

from their sources before creating their work. Writing detailed outlines can help you clearly

organize your thoughts. Effective academic writing begins with solid planning, so manage your

time carefully.

Excellent Grammar:

Needless to say, English grammar can be difficult and complex; even the best scholars

take many years before they have command of the major points of good grammar. Take the time

to learn the major and minor points of good grammar. Spend time practicing writing and seek

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

detailed feedback from professors. Proper punctuation use and good proofreading skills

measurably improve academic writing.

Invest in and always refer to these three types of resources to help your grammar and writing

skills:

i. A good writing reference book

ii. A college-level dictionary

iii. The latest edition of Roget's Thesaurus in Dictionary Form

Consistent Stylistic Approach:

Whether your professor requires you to use MLA, APA or the Chicago Manual of Style,

choose one style manual and stick to it. Each of these style manuals provide guidance on how to

write out numbers, references, citations, footnotes, and lists. Consistent adherence to one style of

writing helps the flow of your paper and improves its readability. Note that some disciplines

require a particular style [e.g., education uses APA] so as you write more papers within your

major, familiarity will improve

Evaluating Quality of Writing

A useful approach for evaluating the quality of your academic writing is to consider the

following issues from the perspective of the reader. While proofreading your final draft, ctitically

assess the quality of the following elements in your writing.

It is shaped around one clear research problem, and explains what that problem is from the

outset.

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd

Technical Writing BS CHEM 4th Semester Course Code: 422 ENG

Your paper tells the reader why the problem is important and why people should know about it.

You have accurately and thoroughly informed the reader what has already been published [or

not] about this problem or others related to it. You have provided evidence to support your

argument that the reader finds convincing.

The paper includes a description of how and why the particular evidence was collected, and why

specific theoretical arguments or concepts were used,

The paper is made up of paragraphs, each containing only one controlling idea.

You indicate how each section of the paper addresses the research problem.

You have considered counter-arguments or counter-examples where they are relevant.

Arguments, evidence, and their significance have been presented in the conclusion, and

The narrative flows in a clear, accurate, and well-organized way.

Compiled By: Sarfraz Ahmad M.A English, TEFL, MEd