Plain Language Plus: Plain Language Plus: Audit Report Writing for Easy Reading

Август 31, 2022

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Plain Language Plus: Plain Language Plus: Audit Report Writing for Easy Reading

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3. Why do you write?
4. Your opportunity to convey your message to Management! Show the value add of the internal audit
5. Objective Overview of plain language requirements Discuss how plain language can help you convey your audit
6. House Bill 2702 Use everyday words that convey meanings clearly and directly. Use the present tense
8. Helpful Writing Assumptions No one wants to read it. Almost no one will read all of
9. Criteria for Effective Business Writing Was it read? Was it understood? Did it achieve the desired
11. Three Considerations Audience Who Language How Message What
12. Audience Who are you writing to? Another auditor? Management? Line staff? A stakeholder? Will your intended
13. Organization Facts of your message: who, what, where, when, why, how Include fundamental pieces of an
14. Conciseness Include only the relevant information. Utilize the Executive Summary: Put the most important information at
15. What’s a shorter version? Should I act upon the urgings that I feel, or should I
16. A shorter version is… To be, or not to be...
17. Editing Exercise Editing is a process that removes all those unnecessary words that take up large
18. Editing Exercise Editing is a process that removes all those unnecessary words that take up large
19. Fit Style with Message A policy statement (formal) is different from a thank-you letter (semi-formal), which
20. Clarity Use short, simple sentences; keep most to one thought. Start and end strong! Use words
21. Systematic Jargon Projector
22. Present Tense/Active Voice Be clear and direct DON’T use when it doesn’t make sense: ‘We are
23. Active or Passive Voice? A refund was given to him by the agency. The section achieved
25. Get Help! Utilize technical tools such as Microsoft Word and other online tools which are available
26. Proofreading Exercise Their are eight misstakes in this paregraph. If you can find all eight misstakes,
27. Proofreading Exercise There are eight mistakes in this paragraph. If you can find all eight mistakes,
28. “Comma” Story #1 “…I leave to James, Susan and William, in equal shares…” Woman without her
29. “Comma” Story #1 Woman, without her man, is nothing. Woman, without her, man is nothing.
30. This notice endeavors to substantiate the claim that the new copy machine purchased by the procurement
31. Warning We are having problems with this copier. Black blobs may appear on your photocopies. We
32. Readability Statistics for the Copy Machine Notice
33. Visual Appeal Easy to read type-face On-line: Arial Hardcopy: Times New Roman Use appropriate amounts of
35. Скачать презентацию

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Why do you write?

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Your opportunity to convey your message to Management!
Show the value add

of the internal audit function
Address risks
Grab attention with your title (Is it an audit or a review? Don’t use acronyms!)

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Objective
Overview of plain language requirements
Discuss how plain language can help you

convey your audit message

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House Bill 2702
Use everyday words that convey meanings clearly and directly.
Use

the present tense and the active voice.
Use short, simple sentences.
Use type (font) of a readable size.
Use layout and spacing to separate paragraphs and sections.
Define words and terms as needed.

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Helpful Writing Assumptions
No one wants to read it.
Almost no one will

read all of it.
Almost everyone will misunderstand some part of it.

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Criteria for Effective Business Writing
Was it read?
Was it understood?
Did it achieve

the desired results?
Haunted Forest
Witch’s Castle
1 mile
I’D TURN BACK IF I WERE YOU!

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Three Considerations
Audience Who
Language How
Message What

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Audience
Who are you writing to?
Another auditor?
Management?
Line staff?
A stakeholder?
Will

your intended audience both understand and be able to act upon your report appropriately?

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Organization
Facts of your message: who, what, where, when, why, how
Include fundamental

pieces of an internal audit report: objectives, scope, methodology, audit results, findings (all 5 parts), whether standards were followed, etc.

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Conciseness
Include only the relevant information.
Utilize the Executive Summary:
Put the most

important information at the beginning of the document, then follow up with the details later.
Respect that not all of your intended readers have time to read a 50 page audit report; what message do you want to ensure they receive!

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What’s a shorter version?
Should I act upon the urgings that I

feel, or should I remain passive and thus cease to exist?
_________________________

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A shorter version is…
To be, or not to be...

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Editing Exercise
Editing is a process that removes all those unnecessary words

that take up large amounts of space but add nothing of any real significance to the meaning of a message.

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Editing Exercise
Editing is a process that removes all those unnecessary words

that take up large amounts of space but add nothing of any real significance to the meaning of a message.

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Fit Style with Message
A policy statement (formal) is different from a

thank-you letter (semi-formal), which is different from a newsletter story.
Plain language is important to remember in all forms of communication: from audit reports (formal) to e-mail (informal).
Caution: maintain professionalism; don’t ‘dumb it down’

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Clarity
Use short, simple sentences; keep most to one thought.
Start and end

strong!
Use words your audience understands.
Define technical terms
Use abbreviations and acronyms sparingly
Use everyday words with clear meanings
Someone give me a 3 digit number …

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Systematic Jargon Projector

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Present Tense/Active Voice
Be clear and direct
DON’T use when it doesn’t make

sense: ‘We are auditing’ vs. ‘we audited’; if you are done and writing the report it is appropriate to use past tense.

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Active or Passive Voice?
A refund was given to him by the

agency.
The section achieved a good score.
The permit was approved by Jane.
The agency proposed new rules.
New regulations have been proposed.
The game was won by the Beavers.
The Beavers won the game!

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Get Help!
Utilize technical tools such as Microsoft Word and other online

tools which are available to evaluate clarity and readability.
Have someone read your report who knows nothing about your subject – TONE! (accentuate positives too!)
Never underestimate the power of the human eye.

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Proofreading Exercise
Their are eight misstakes in this paregraph. If you

can find all eight misstakes, your smarter then the average person you’re age.

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Proofreading Exercise
There are eight mistakes in this paragraph. If you

can find all eight mistakes, you’re smarter than the average person your age.

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“Comma” Story #1
“…I leave to James, Susan and William, in equal

shares…”
Woman without her man is nothing.

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“Comma” Story #1
Woman, without her man, is nothing.
Woman, without her, man

is nothing.

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This notice endeavors to substantiate the claim that the new copy

machine purchased by the procurement department contains potential drawbacks. It was found by users during a trial run that there were large amorphous black marks periodically appearing on the paper emitted from the machine. This writer wishes to warn future users of the difficulties associated with utilizing the machine and makes a recommendation that an inquiry be made by the purchasing agent regarding a maintenance evaluation as soon as time permits.

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Warning
We are having problems with this copier. Black blobs

may appear on your photocopies. We have called the service representative. Until repairs are made, use the copier at your own risk.

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Readability Statistics for the Copy Machine Notice

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Visual Appeal
Easy to read type-face
On-line: Arial
Hardcopy: Times New Roman
Use appropriate amounts

of ‘white’ space
Layout should space out paragraphs and sections from each other
Use formatting options such as bold text and bulleted items to highlight important points.