Writing: Genre-Specific Writing (Professional and Academic) (C2) - Lesson 1: Complex Reports, Proposals, and Formal Correspondence

C2 Lesson 1: Complex Reports, Proposals, and Formal Correspondence

Welcome to C2 Genre-Specific Writing. You have mastered the art of the essay; now we will apply those skills to the specific, highly structured documents common in professional and academic life. Understanding the unique purpose and conventional structure of a report¹ versus a proposal² is a critical skill for any advanced communicator.

Genre 1: The Formal Report

Purpose: To present factual information, analysis, and findings in an objective and structured manner, often concluding with recommendations based on the data.

Standard Report Structure

1. Title: Clear and specific.
2. Introduction: States the report's purpose, scope, and methodology.
3. Findings/Body: Presents the data in logical sections with clear headings. The tone is strictly objective.
4. Conclusion: Summarizes the key findings. No new information is introduced.
5. Recommendations: Suggests specific actions based on the conclusion.

Key Language: "The purpose of this report is to analyze..."; "The findings indicate that..."; "Based on this data, it is recommended that..."

Genre 2: The Proposal

Purpose: To persuade a specific audience (e.g., a manager, a client, a funding committee) to approve and support a new project or idea.

Standard Proposal Structure

1. Introduction/Problem Statement: Identifies a problem or opportunity.
2. Proposed Solution: Clearly describes your project or idea and what it will achieve.
3. Methodology/Plan: Explains *how* you will implement the solution, including a timeline.
4. Budget/Resources: Details the costs and resources required.
5. Conclusion/Benefits: Summarizes why your proposal is the best solution and ends with a clear call to action (e.g., requesting approval).

Key Language: "The proposed project will address the issue of..."; "Our approach will involve..."; "The primary benefit of this initiative will be..."; "We request approval to proceed."

Genre 3: Complex Formal Correspondence

This involves using a masterful command of tone and politeness to handle delicate situations, such as negotiating terms or responding to a serious complaint.

Example: Responding to a Major Client Complaint

Key Elements:

• Validate their feelings: "We understand your frustration regarding..."
• Accept responsibility professionally: "There was a breakdown in our internal process which led to this error." (Uses passive voice to be less accusatory).
• Provide a clear solution: "To rectify this, we have already..."
• Rebuild trust: "We deeply value our partnership and are implementing new procedures to ensure this does not happen again."

Practice Quiz: Identify the Genre

Read the excerpt below. Which type of document is it most likely from?

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Excerpt: "Based on the findings that over 70% of staff are dissatisfied with the current software, it is recommended that the company invest in a new enterprise resource planning system before the next fiscal year."

1. An Informal Email
2. A Formal Report
3. A Proposal

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Answer: B. A Formal Report. The excerpt presents a recommendation that is explicitly based on "findings," which is a key feature of a report's structure.

Homework: Outline a Professional Document

Your homework is to practice planning a high-level professional document.

Choose ONE of the scenarios below:

• Scenario A (Proposal): You want to propose a new "English for Hospitality" training program for the staff at the hotel where you work.
• Scenario B (Report): Your manager has asked you to investigate why a recent marketing campaign was not successful and to report on your findings.

Your Task: In your notebook, create a detailed outline for your chosen document. Your outline should list all the standard sections for that genre (e.g., Introduction, Methodology, Findings... for a report) and include brief notes about what you would write in each section.

Vocabulary Glossary

1. Report: (Noun) - Khmer: របាយការណ៍ - A formal document presenting information and analysis on a specific topic in a structured way. ↩
2. Proposal: (Noun) - Khmer: សំណើ - A formal plan or suggestion put forward for consideration or discussion by others. ↩
3. Correspondence: (Noun) - Khmer: ការឆ្លើយឆ្លង - Communication by exchanging letters, emails, or other messages. ↩
4. Executive Summary: (Noun Phrase) - Khmer: សេចក្តីសង្ខេបប្រតិបត្តិ - A short overview of the main points of a long report, intended for a busy executive. ↩
5. Methodology: (Noun) - Khmer: វិធីសាស្រ្ត - The system of methods and principles used in a particular area of study or activity.