Formal Writing Style
Research reports should be written in a formal writing style. You may want to set your word processor’s spelling and grammar checker to a formal writing setting. Formal writing style means:
- Use of third person: Does not use personal pronouns. When identifying one’s own observations, experience, or ideas, typically you refer to yourself in the text as “this author” or “this writer.” In some cases, an instructor may prefer that you use the first person. If not specifically stated by an instructor, assume you will use the third person.
- Do not use contractions. Spell out contractions such as don’t, can’t, isn’t, they’re, etc. Note: the correct way to spell out can’t is cannot.
- Do not abbreviate. This is not absolute as some abbreviations are recognized such as Dr., Mr., etc. In most cases, though, avoid abbreviations. Note: acronyms are not abbreviations and are permissible in formal writing.
- Avoid slang, jargon, and colloquialisms. Conversational terms such as “up front,” “bottom line,” etc. should not be used in formal writing.
- Wherever possible, you should use active voice in formal writing, rather than the passive voice.
- Avoid “there are” and “there is” sentences, which are a form of passive voice.
- Avoid vague modifiers, such a very. Be precise in selecting modifiers.
Defining Terms and Acronyms
You should define any unfamiliar or new words or terms that you encountered in your research. You can define them in your text or you can use a footnote to provide the definition. (Note: footnotes can be used for other purposes besides documentation.)
Acronyms can be used in a research report. However, you should define the acronym before using it. The preferred method is to spell out the term and then place the acronym in parenthesis, i.e., total quality management (TQM).
Use of Numbers
Current usage is that you spell out numbers that can be expressed in one or two words. The exceptions are when you are dealing with technical quantities or amounts, percentages, street addresses, etc. A review of this can be found at:
http://owl.english.purdue.edu/handouts/esl/eslnumber.html
Punctuation and Mechanics of Writing
Commas and hyphens can help minimize reader confusion. The following are two handouts that provide a concise set of situations for commas and hyphens.
Commas at: http://owl.english.purdue.edu/handouts/grammar/g_comma.html
Hyphens at: http://owl.english.purdue.edu/handouts/grammar/g_hyphen.html