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Audience, Purpose, & Style
Audience, Purpose, & Style
Audience
Audience
Owners/Design Team
All levels of management
Purpose
Purpose
Formal accounting of an inspection providing an accurate and timely report of inspection results (who, what, where, when, how, why).
Factual report of all aspects of the subject inspected.
Style
Style
Systematic, accurate, understandable, and retrievable
Written clearly and in a formal business style
Avoid using acronyms or jargon
Checklist
Checklist
I. Analysis
What is the report meant to communicate?
How and when is the report to be 1.) formatted, 2.) stored, and 3.) retrieved?
How long does the report need to be kept?
II. Evaluation
Content
Is the report closed to multiple interpretations?
Does the report contain all required information in a concise form?
Tone
Is the report written in a formal, business-like tone?
Style
Is the report written in language needed to satisfy the purpose of the documentation?
Are sentences clear, short and direct?
Has the report been completed in a timely manner?
Attitude
Is the report honest and accurate?
Appearance
Is the report written in the required format?
Source: Betty Ricks and Kay F. Gow’s Business Communication: Systems and Applications (1987).
Examples
Examples
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