Business.

Report writing comes in different shapes and styles, depending on your topic and your supervisor’s requirements. Some reports contain all of the common report writing components, while others contain only a few.

Here, we’ll give you the full list of requirements for successful report writing, as well as some professional help on writing a report.

A report is a relatively simple type of assignment with an easy and understandable structure. But to avoid any misunderstandings, we’re still going to break it down for you step by step.

So, here we go – let’s dive into the ultimate guide to successful report writing:

the-letter-of-transmittal

  1. How to write a report: The letter of transmittal

A letter of transmittal is a separate, usually brief, document that accompanies your report. By sending a transmittal letter, you’re letting your recipient know that you are sending a report, and you’re also providing an idea of what is being sent and what the basic requirements were.

Our advice on writing the letter of transmittal:

  • This document has to be written in accordance with business letter etiquette. Be sure to include the name and address of your recipient. End your transmittal letter with a one-sentence paragraph that establishes goodwill by thanking or complimenting the recipient.
  • Do not include a transmittal letter unless specifically requested to do so.

the-report-writing-title

  1. How to write the report title page

There are four main pieces of information that must be present on the title page:

  1. The report title
  2. The name of the person, company, or organization for whom the report has been prepared
  3. The name of the author and the company or university that originated the report
  4. Report completion date

A title page might also include a contact number, a security classification, or a copy number depending on the nature of the report you are writing.

Our advice on writing the title page:

  • Title page requirements have a lot of variation. Ask your tutor for more specific requirements for your title page.

the-report-acknowdleges

  1. How to write the report acknowledgments

A good report includes a page of gratitude to those who helped the writer in the process: supervisors, teachers, professors, librarians, family members, etc.

Our advice on writing acknowledgments:

  • Make your acknowledgments sincere. Don’t just say, “Thank you…” and then give a list of names—instead, refer to each person separately and thank him or her for something specific.

the-report-summary-abstract

  1. How to write the report summary abstract

The abstract communicates to your reader the scope of your paper and the topics discussed. By doing so, the abstract plays an important role in facilitating future research. When writing a summary of your report, go over its main parts (introduction, body, etc.), and summarize each one in a single sentence.

Our advice on writing the summary abstract:

  • It’s better to write the summary abstract at the end. By that time, you will know the content of your report and will be able to outline its most important features.
  • To make a good outline, ask yourself why another researcher would be interested in this research or what a potentially interested reader should know about the research.

the-report-table-of-contents

  1. How to write the report table of contents

The table of contents is a reflection of the report writing structure. Sections and subsections should be numbered and titled properly and logically to help the reader find his or her way through your report.

Here are simple guidelines to follow for your table of contents:

  1. List all headings and subheadings (excluding the title page, table of contents, and other preliminary materials), giving page numbers for the first page of each section.
  2. Reproduce the headings and numbering exactly from the body of the report.
  3. Include the full titles of the appendices.

Our advice on writing the table of contents:

  • Make a draft table first to help you organize your materials and thoughts. Remember that it can be altered during the writing process.
  • Dot leaders from the heading to its page number make navigation around the table of contents easier for you and your readers.

the-report-list-of-figures-tables

  1. How to write the report list of figures, tables, illustrations

All figures, tables, and illustrations should be numbered in accordance with the chapter number and the figure, table, or illustration position within that chapter. If you have six or more figures, tables, and illustrations, list them on a separate page with their corresponding page numbers. If you have fewer than six, you can just list them in the table of contents.

Our advice on writing the list of figures, tables, illustrations:

  • In some reports, having the correct sequence is essential:
    1) List of figures
    2) List of tables
    3) List of illustrations
    Don’t place a page break between them.

the-report-executive-summary

  1. How to write the report executive summary

This part of a report is usually no more than one page in length, and it includes:

  1. The purpose of the report
  2. The background of the report
  3. Sources of information
  4. Main findings
  5. Conclusions and recommendations

Our advice on writing the executive summary:

  • While abstracts are brief summaries that address a technical audience, executive summaries represent report writing in such a way that it could stand on its own and would make sense to a non-technical audience.

the-report-introduction

  1. How to write the report introduction

The introduction should be a brief but thorough discussion of the problem’s context. A typical introduction is about 1½ to 2 pages long, and it includes:

  1. The purpose or objective of the report
  2. Background information (e.g., a brief history of the organization, context of the topic or the problem)
  3. A literature review (what research has already been done in this field)
  4. The scope of the study, which may include the size or extent of study, amount of data collected, time frames, the focus of data collection or discussion (e.g., a single department or a whole organization)
  5. Methodology, including the kind of data used (e.g., who was interviewed, what types of materials were referred to)
  6. Assumptions and limitations
  7. A plan that briefly overviews the argument, framework, or logical structure of the report

Our advice on writing the introduction:

  • Don’t begin your introduction with a sentence that is too broad or too narrow. Be specific.
  • If possible, include illustrations in your introduction to help readers get a better understanding of the context.
  • Before writing about the purpose, make sure you understand it clearly. If you don’t, your reader won’t either.
  • For a literature review, try to make comparisons. Introduce two different opinions on a particular topic, and lead up to your point of view or conclusion by using those arguments.

the-report-body

  1. How to write the report body

The body of the formal report is the main part that includes all the facts and materials essential for understanding the problem. It usually has three sections:

  1. Theories, models, and hypotheses: This section is optional, but by providing it, you introduce the theoretical basis for your project.
  2. Materials and methods: This section is where you describe (and illustrate) the materials used and give a step-by-step report on how you completed your task.
  3. Results: This section summarizes your efforts and gives information about what you discovered, invented, or confirmed through your research.

Our advice on writing the body of the report:

  • If you made a mistake during any of your steps, write about it, too. Doing so will show the depth of your research and demonstrate how you corrected the errors.
  • Results should be presented in a straightforward manner.
  • Tables and illustrations are the best way to display your materials and results and secure your reader’s understanding of the problem.
  • To make the parts of your body paragraphs fit together, give a short summary of every sub-section, leading with a smooth transition from one part to another.

the-report-conclusion

  1. How to write the report conclusion

The conclusion is the last part of your report writing. Sum up the main points and refer to any underlying theme. If any questions or issues remain unresolved, mention them in the conclusion. Write in a brief, concise manner because your readers are already familiar with your points.

Our advice on how to write the report conclusion:

  • Don’t introduce any new information.
  • Before writing your conclusion, make a draft. Go over your research report, and underline all the important information to be repeated. Your conclusion has to stress the importance of the research.
  • Write a smooth transition from the body to the conclusion.

the-report-reccomendations

  1. How to write the report recommendations

Give directions or suggestions as to how the problem you’ve investigated can be solved. List them clearly, and rely on the materials that you’ve used and explained in your report.

Our advice on writing the report recommendations:

  • A numbered list is always a good idea. It gives quick access to your recommendations and doesn’t send your readers wandering around the section.

the-report-references

  1. How to write the report references

List all of the sources of information that you used during your research report writing. Use alphabetical order.

Our advice on writing the report references:

  • To keep track of numerous sources, begin writing them down at the very beginning of working on your research report. There is nothing worse than having to go back to look desperately for a certain piece of information.

the-report-appendices

  1. How to write the report appendices

In your appendices, include data tables, background calculations, specification lists for equipment used, details of experimental configuration, and any other information that is necessary for completeness but would bog down discussion in the body of the report. Your appendices must each have a footer with a page number.

Our advice on writing the report appendices:

  • In the appendices, include any supporting pieces of evidence, such as tables or figures, that do not easily fit in the main body of the report.

We hope that you found these report writing tips to be useful! Even though there are many variations of report writing, these tips form a solid foundation for you to start writing any report.

Good luck with your report writing, and be sure to check out our blog for other writing tips and ideas for your next assignments!

Report writing 101: Expert tips, tricks and examples

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Comments (120)

  • mwajuma hussein Posted: April 20, 2008 in 7:47 am

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  • mamta Posted: April 28, 2008 in 3:24 am

    This is a complete guide to teach the students how to write a report.

  • Wong Posted: September 4, 2008 in 11:25 pm

    Hi, i’m having problem in writing report because my thought is
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    I tried to attend English course in British Council but it seems not
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    I would greatly appreciated it if you could give me an advice how
    i can improve in very short time.

    Thank you.

    From,
    Wong

  • Ravi Shankar.G Posted: September 12, 2008 in 9:07 am

    Respected sir,

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    Kind of You
    With Regards
    Ravi Shankar.G

  • shubah Posted: December 12, 2008 in 4:34 am

    hi this has helped me alot!

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  • Arbab Posted: January 14, 2009 in 4:19 am

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  • sayo Posted: October 12, 2009 in 11:27 am

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    Thanks

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  • Kolawole Moses Sunday Posted: February 20, 2011 in 11:22 am

    I found it helpful. My basket of knowledge was added to.

  • Timoth Posted: April 12, 2011 in 1:17 am

    I’m now confident. I can write a standard report because of this. Thank you very much.

    • Julia Reed Posted: April 12, 2011 in 10:27 am

      Great to hear, that you find our tips useful 🙂

    • david Posted: April 24, 2014 in 6:16 am

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      • Jack Milgram Posted: April 24, 2014 in 11:08 pm

        Lol, thanks for pointing that out. There’s some technical problem due to which the profile is displayed like that. Our IT guys will fix it soon.
        Have a nice day;)

  • Dhane Posted: May 11, 2011 in 8:12 pm

    Give me some examples

    • Julia Reed Posted: May 11, 2011 in 10:48 am

      Hello Dhane,
      Sorry, but at this time examples are not available. We are working to offer you them in the future! 🙂

  • petermarley Posted: September 18, 2011 in 1:11 pm

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  • fazli malik Posted: September 24, 2011 in 11:15 am

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    • Julia Reed Posted: September 25, 2011 in 10:38 am

      We’re glad to hear that you found our blog to be useful 🙂

  • silas Posted: September 26, 2011 in 3:30 am

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  • Hanifa Posted: September 26, 2011 in 5:18 am

    Well detailed. Thanx

  • thesweetkhan Posted: October 15, 2011 in 12:58 am

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  • pramila Posted: November 15, 2011 in 7:29 pm

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    • Jack Milgram Posted: November 15, 2011 in 11:40 pm

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  • Kristin Posted: February 22, 2012 in 8:01 pm

    You’ve done great work! These tips on report writing are real helpful! Think using them I’ll be able to cope with my report myself! Thanks a lot!

  • Berta K. Higgins Posted: March 5, 2012 in 11:15 am

    Hi there! I would love to say thanks to the author of the post! He shares so useful tips for report writing! I’m sure now with the help of these tips I’ll be able to compete my report myself!

  • Kaarite.Boorau Posted: March 11, 2012 in 2:16 pm

    those tips are useful 4 me to write down my report…it’s help me well to organize my infor…thanks alot to you Mr/Mrs…

  • Joe Young Posted: April 6, 2012 in 12:38 am

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  • Ajmal Sultani Posted: April 12, 2012 in 1:19 am

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  • isabel mado Posted: April 14, 2012 in 9:03 pm

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    • Jack Milgram Posted: April 16, 2012 in 11:25 pm

      Thank you for your feedback, Isabel! We’re glad that you found our tips to be useful:)

  • kayuza musa Posted: April 18, 2012 in 2:29 am

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    • Jack Milgram Posted: April 18, 2012 in 6:34 am

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    • Jack Milgram Posted: April 19, 2012 in 7:22 am

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  • viho Posted: April 28, 2012 in 10:28 pm

    i have great problem in written report like i am doing my practical work at dispensary unity at pharmacy department so if you can give me some ideas on how to pen it

    • Jack Milgram Posted: May 2, 2012 in 10:30 pm

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  • deo muzungu Posted: May 9, 2012 in 1:28 am

    Hello hi? any of you who can help me to write a good report in some of these areas, production department, account manager department, media department, will help me achieve my target. i thank you for the help your providing to me.

    • Jack Milgram Posted: May 17, 2012 in 3:22 am

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      • oywekemma@gmail.com Posted: November 28, 2014 in 7:55 am

        writting a daily security report

        • Jack Milgram Posted: November 30, 2014 in 11:48 pm

          Good luck to you!
          If you need some help, please let us know!
          Regards,

  • geeta giri Posted: May 29, 2012 in 4:34 am

    hi,still i’m having problem on write analyzing report writing.please can you give ideas on it.
    thank you.
    from
    geeta

    • Jack Milgram Posted: May 29, 2012 in 9:52 pm

      Hello Geeta!
      Yes, sure – we can help! But could you please clarify if you need help analyzing a report or writing the analysis part, or anything else? We’ll be waiting for your response!

      Thanks

  • Dr Bonnah Koomson Posted: June 22, 2012 in 8:50 am

    Very succint presentation on report writing. Include variations of reports to compensate for purely narrative, non research tpes of reports

  • michael faraday Posted: July 9, 2012 in 7:46 am

    fantastic work.can you send me any past report on any interesting subject under the the sun?

  • STEPHEN Posted: September 3, 2012 in 8:38 am

    I find the page and the aerticle good and useful to both students and researchers alike. I enjoyed reading this page. Thanks a lot.

  • ERIC ADI Posted: September 13, 2012 in 4:14 pm

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  • ERIC ADI Posted: September 13, 2012 in 4:25 pm

    GUYS, on liaison report writing,facts comments only, being more careful with personal info { of the source and affected individuals} verifying of solid info, determining classification the restricted,confidential and secret.

    Hopes it will be useful for some

  • betababy Posted: November 21, 2012 in 1:52 am

    This piece is really been helpful and timely…

    • Jack Milgram Posted: November 21, 2012 in 2:04 am

      We are happy to hear that. We hope to see you at our blog again.

  • Christopher Adawo Ochieng' Posted: November 22, 2012 in 5:17 am

    Thank you so much for this clear outline and way of writing a formal report I’ve really learned a lot of new stuff from this.

  • Yeremi Akpan Posted: November 28, 2012 in 2:32 pm

    Wow!

    Julia this is one mammoth of a guide! I wish I had resources like this in my school days.

    I really appreciate the tip on writing about mistakes you made on the way. Reminds me of the honesty bible writers displayed when they recorded detailed accounts of their sins as well as their successes. Great job!

    • Julia Reed Posted: November 30, 2012 in 5:31 am

      Hi Yeremi,
      It’s so nice of you to stop by and leave your kind comment. To be honest, we all wish we had these resources when we were at school)) Thanks for visiting, we hope to see you again. Have a nice weekend!

  • Shivani Singh Posted: January 29, 2013 in 5:14 am

    These tips had helped me a lot while doing my homework

  • Samuel Owusu Walter Posted: February 14, 2013 in 4:42 am

    I find your tips on how to write a report very useful.I am a mechanical engineering student(HND)in Ghana.I would be very grateful if you could help me come out with a report on the topic CAUSE EFFECT OF A REFRIGERATOR.

  • samita dickson Posted: February 20, 2013 in 6:26 am

    It has proved to be the best report to me.

  • danzo kloud Posted: April 18, 2013 in 12:36 am

    this is one of the best lessons i have ever had on internet but also show some examples in a full written report to help quicken our understanding. thanks

    • Jack Milgram Posted: April 18, 2013 in 6:11 am

      We highly appreciate your feedback. We’ll do our best to provide a clear example in one of our future posts. Until then, you might want to check out our free essays section at http://custom-writing.org/free-essays

  • Mikey Posted: April 23, 2013 in 6:07 pm

    your input have made an impact on my report writing skills, thanks

    • Jack Milgram Posted: April 29, 2013 in 10:25 pm

      Dear Mikey,
      Great to hear that! Thank you for being our reader!

      Have a great weekend! 🙂

  • Rupshi Posted: May 7, 2013 in 5:09 am

    Excellent writing. It is not a pare it is a full guide for writing. I absolutely love your blog and find many of your post’s to be exactly I’m looking for.

    • Jack Milgram Posted: May 7, 2013 in 5:22 am

      Dear Rupshi,
      We are happy to hear that. Thank you very much indeed for taking your time to leave this comment. We highly appreciate your feedback.
      Sincerely yours, Custom-Writing.Org’s Team.

  • wilson simiyu Posted: July 14, 2013 in 6:22 am

    kindly help me know how to write a good report of recomending someone

    • Jack Milgram Posted: July 15, 2013 in 12:56 am

      Hi,
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  • Bumba Jimex Posted: August 7, 2013 in 8:58 am

    Excellent work pliz

  • Monib Posted: November 3, 2013 in 4:14 am

    I’m very grateful to you for these useful tips on report writing.

    • Jack Milgram Posted: November 3, 2013 in 11:58 pm

      Hi Monib,
      Thanks for taking your time to leave this kind comment. We’re happy to know that it helped

  • ANNETTE KANYEMBA Posted: November 15, 2013 in 3:33 am

    A sample of a report on a three days meeting.

    • Jack Milgram Posted: November 18, 2013 in 1:06 am

      Hi Annette,
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  • socheat Posted: November 20, 2013 in 4:40 am

    Dear Mr./Madam,

    Could you please help me in writing the field activity report? I responsible for one project and carry out at field target sites and when I come back and I have to write the report what I had done at field sites include what happened that I met at my working locations.

    Then I would appreciate you very much if you can help me by giving format or guidelines in your convenience.

    Best wishes,
    Socheat

    • Jack Milgram Posted: November 20, 2013 in 11:54 pm

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  • Clifford Detro Posted: December 1, 2013 in 1:05 pm

    .. Anyways, wonderful blog!

  • kisira samuel Posted: December 11, 2013 in 5:10 am

    u really made my life easy coz i can write any report being asked tnx

  • M.S.Jowzakiyun Posted: January 3, 2014 in 9:05 am

    As a teacher of English I find it very useful to teach my students, how to write a report.

  • Shyam Malla Posted: January 10, 2014 in 2:31 am

    please How to write report writing

    • Jack Milgram Posted: January 10, 2014 in 10:56 pm

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    i appreciate your services u continue to empower mi day by day .ifounded wrters club in my institution.am a pychiatric student nurse, god bless u hope to keep in touch.

    • Jack Milgram Posted: January 30, 2014 in 12:18 am

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  • Gotrieb Abed Posted: February 7, 2014 in 7:20 am

    What are purposes of reports writing?

    • Jack Milgram Posted: February 7, 2014 in 7:48 am

      Hi,
      thanks for stopping by and trusting in our resource.
      The purpose of the most reports is to give summary of a research procedures and findings. Teachers use reports to evaluate your effort in doing a research on a certain topic. Don’t hesitate to contact us in case of any questions. And feel free to browse our blog – it’s jam packed with useful resources.
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  • adane dessie Posted: April 9, 2014 in 5:22 am

    So many thanks for your support. because; I have no any clues about report writing techniques.
    If you have additional technical report templates please forward it!!

    • Jack Milgram Posted: April 9, 2014 in 5:52 am

      Hey there!
      Thank you very much indeed for stopping by and taking your time to leave this comment. Have you downloaded the free ebook at the bottom of this post? It contains loads of useful examples. Have a nice day!

  • thanks soooo i love every bit of it. its so expiering Posted: June 3, 2014 in 9:24 am

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  • Emmanuel Josiah Posted: May 28, 2015 in 6:28 am

    Thks a lot its helpful

  • Emmanuel Josiah Posted: May 28, 2015 in 6:30 am

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  • Kebirungi christine Posted: May 30, 2015 in 1:56 am

    Greetings.I need help on how to make reports,research projects and dissertations.
    Kind regards.
    Christine.

    • Jack Milgram Posted: June 1, 2015 in 12:57 am

      Hello there Christine,
      You’re welcome to use the search button on this blog or even subscribe to our bimonthly updates to receive new educational tips directly to your inbox. Please let us know if you have some questions.
      Kindest regards,

  • Ceia Posted: June 25, 2015 in 1:44 pm

    Add a comment…Iam confused on how to write a report,and i cant differentiate between types of report i need more explaination

    • Jack Milgram Posted: June 28, 2015 in 11:19 pm

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  • kuek Posted: August 6, 2015 in 9:18 am

    i am busy all the time to try my level best writing report but not easy to know.

  • Vivian Posted: September 28, 2015 in 2:29 pm

    Nyc tips it has realy givn me a headway 2 strt m reprt.buh pls cn ah get a report on water analysis

    • Jack Milgram Posted: September 28, 2015 in 11:11 pm

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  • sharon barasa Posted: July 20, 2016 in 7:59 am

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    • Julia Reed Posted: July 21, 2016 in 9:58 am

      Hi Sharon,

      Glad you liked the post and we hope you visit our blog again!

  • Fikirte Zewdu Posted: August 26, 2016 in 7:36 am

    Dear Sirs/Madam,

    I am having problem in writing report because I can’t organized at all. I have serious problem in grammar as well.
    I tried to attend English course in different school but it seems not
    helping much. How can I improve my self? I can pay for an essay writing you. Please help me!

    • Jack Milgram Posted: August 27, 2016 in 6:41 am

      Well, first you have to determine – you can’t complete the work, because you’re lazy; or because you’re simply bad at organizing?! Each answer has its approach: if you’re lazy 🙂 , than you simply need to get over yourself: no one can help you about that and that is the truth.
      If you are simply bad at organizing, than I suggest you at little harder: maybe create a schedule for your activities, put some reminders into your phone – to help you stay on track. As for your English – I’m sure it’s pretty good and with languages – practice almost always makes perfect. Of course, all of these suggestions are pretty basic and you have find some additional help online. Maybe you simply have a medical issue – ADHD (Attention deficit hyperactivity disorder), so you might want to test for that. Thank you for visiting our blog. Have a great day!

    • nick Posted: August 27, 2016 in 8:34 am

      what problem with grammer, you’ve just written something long enough to be a paragraph with no grammertical errors? guess you are just not corfident of your ability.

      • Jack Milgram Posted: August 28, 2016 in 10:04 pm

        Well, actually, there is a couple of grammatical problems, which we can see in this message. But I’m sure that Fikirte already got over them:)

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