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REPORT WRITING – HOW TO STRUCTURE AND WRITE REPORTS

(Based on author’s site www.geocities.com/rptwr)

Writing reports: why write reports, structure in report writing, how to write a report.

Report writing skills are sought after. Knowing how to write reports is useful. The techniques of writing reports are simple.

Report writing is in daily use. Writing reports is involved at school and at work. Students have to write reports. Writing reports is part of a teacher’s job. Report writing is routine in the public and civil services. Before a law is passed a select committee writes a report. Business executives write reports.

Employees and students find it difficult to write a report. If they have to write a long report they get confused. Keep your cool ~do not end up as in one of the anecdotes of the Cypriot columnist and teacher the late Orhan Seyfi Ari, about a radio broadcast of a boxing match between Abdi and Bandinelli annoucing the winner as Abdinelli -do not get excited. Learn the techniques of writing reports.The techniques of writing a report are easy to learn. Report writing is not difficult. Writing reports is easy -whether short or long reports.

Here is how to write a report: the techniques of report writing…

In report writing we need to know: What is Report writing… The Object of Writing Reports… How to Write a Report. Then writing a report becomes easy -we can write a report…

What is Report Writing

Report writing begins with being asked to write a report. Reports are almost always asked for, and are documents – short or substantial in size. Writing a report is examining a given problem or issue and suggesting a practical solution.

The Object of Writing Reports

Writing reports is for a purpose. Report writing must not defeat its object. When you are asked to write a report, you are provided information. You are expected to competently analyse that information, draw consistent conclusions, and make sensible and practical recommendations in your report.

Before writing a report you must be clear on your brief. You can not write a report usefully without being sure of its object. In writing reports it helps to also clarify the information provided. Report writing can fail in its object by the assignor assuming that you have some of the needed information. Be absolutely clear of the object of the report, and of the adequacy of the information you have, before writing reports. the object of writing reports is to offer directly related suggestions.

In report writing bear in mind that the assignor may have incomplete information affecting even the object of writing the report. In Britain only after one & a half months of preparations to set up a national lottery to be run by the government was it discovered that in English law it had to be contracted out. You may be told “You should’ve asked!” Beware, in writing reports.

The object of writing reports is so dependent on relevant information that the Xerox corporation had set up a village for years for its researchers to obtain adequate information before writing reports on the future effects of computer data storage media on use of photo copying machines and paper.

When you are asked to write a report, while do not assume the role of a researcher, do be clear on what is wanted and of the information provided. The object of report writing is to find practical solutions to issues of briefs to write reports on.

How to Write a Report

Having clarified the issue on which you are to write a report, and the information necessary for your writing a report, you need to ensure the essential in report writing: consistency.

For this, use the techniques of writing reports. These are: Preparing to Write Reports… Presentation in Writing a Report.

You cannot write reports consistently without data preparation. Presentation in writing a report helps show its consistency.

Preparing to write reports: If the issue is detailed and you are writing a report that is substantial you may choose to use specialist computer software. Else, this is a must in such report writing: List different data on separate sheets of paper in a ring-binder -to arrange or re-arrange easily and logically as the data for the report you are writing accumulates.

The author has a website at: http://www.geocities.com/eoa_uk

Writing Articles: A mini course in article writing: how to write & sell articles

(Based on author’s site www.geocities.com/wriart)

Article writing techniques: how to write articles for prestige, writing & selling freelance articles

Many aspiring article writers are put off by many books on writing articles and writers courses which, with voluminous detail on writing articles and analysis of article writing techniques, cause those aspiring to write articles to be confused about how to write articles, to loose interest in writing articles.

Many columnists earning a living by writing articles did not learn their craft from books on how to write articles or writing courses.

Writing articles to many is a means of earning a living. The field of article writing is one in which it matters not whether you are a writing class graduate or a DLitt., or have no formal exam. pass. To write articles you need only reasonable spelling and general knowledge from reading articles in newspapers or magazines, watching documentaries or news. If you lack the discipline and the patience to write books, novels, movie-scripts, you still can enjoy money and fame writing articles. The article writing market is wide: local or national newspapers, juvenile or teen-age, trade or international magazines all need articles, and writers to write articles. You can write articles on ‘how to’ issues, on issues you feel strongly about and can state opinions.

Freelance Article Writing

Not all possess knowledge or interest to write articles arguing issues. But there are many topics on which anyone can write articles. Many interested in writing articles use files or labelled envelopes to keep magazine or newspaper cuttings, or an exercise book to jot news or ideas in. These help in writing articles; and there are writers’ sources listing important events past, present, or future as topics to write articles on. Reference or quotations books are ideas sources for topics for writing articles. In writing articles, in all article writing, more than the subjects on which writers write articles, how interestingly to the readers they write articles is what sells articles, makes popular.

The trend in writing articles is: biographical, historical; more, on home economics, increasingly philosophical; always human interest articles. You do not have to write articles on these -you may write articles on anything if informative, interesting, and not libellous (e.g., nothing “is not” good but only “I think it is not”).

When you write articles, the copyright is yours -unless also bought. When you write articles normally you sell printing rights. Most buy first publication rights, in the USA some reprint rights. Monies from freelance writing are taxable income.

When writing articles also bear in mind: some publications will not consider unsolicited articles; all want the freelance articles you write to be word-processed, double spaced, with the number of words stated -approx. 1,500 (longer if asked), and your contact details. Submit topical freelance articles at least three months early. If proposing writing a column send at least six articles.

Policies in Article Writing

It is disadvantageous to write articles to submit speculatively. While established writers do write articles to be syndicated, it is advantageous for the newly interested in writing articles to write for newspapers or magazines which they are familiar with, or to familiarise themselves with newspapers or magazines which they wish to write articles for. The USA’s Writer’s Market or even Writer’s Handbook, or the UK’s rather limited Writer’s & Artist’s Yearbook or its Canadian equivalent may help, glancing though the publications one is interested in writing articles for suffices.

Remember when writing articles: newspapers’, magazines’ preferences differ. Cosmopolitan’s emphasis differs than She’s -itself different than in 1970s; policies also change as Ink’s in 1980s. In freelance article writing also style matters: The Sun or Daily Mirror use much shorter sentences than the Times; keep to the ‘fox-index’ -average sentence length. Ask a magazine you want to write articles for, for complimentary copy -college magazines, trade journals aren’t widely available.

Do not offend readers. In writing freelance articles the readership sensitivities matter. “We know Byron’s reason –what’s yours?” wrote the witty Cypriot writer-thinker-poet the late Orhan Seyfi Ari in Birlik in a open letter to a British Prime Minister –whether the author’s stance on the issue in the editor’s opinion from the point of view of the readership would be applauded or frowned upon is a matter entirely of readership sensitivities, generally or on a particular issue at the relevant time and circumstance. More so is language used. Language acceptable to Playgirl is not to Lady magazine. Few publications allow four-letter words; some require above-average inoffensive language. In writing articles bear in mind the sensitivities of the readership your article is for.

In writing articles to freelance remember: what to the American is ‘chips’ to the British is ‘crisps’. In writing articles pay attention to these -it matters: ‘rubber’ in Britain, ‘durex’ in Australia is ‘eraser’ -in the UK ‘durex’, in the USA ‘rubber’ is condom.

If writing articles for teenagers or juveniles do not talk down to them -they like to be treated as grown-ups. The taboos in writing articles for them are: gambling, crime, cruelty, playing on differences of rich and poor, ideologies, politics, war ~subjects considered detrimental to their physical and mental development. What to you may have been ‘groovy, super, divine’ to them is ‘cool’. Some teenage publications concentrate on teenage love, but bear in mind when writing articles for them, more than sexual, it is sympathetic, romantic, idealised love.

Preparation in Writing Articles

1. Subjects in Article Writing

Remember in article writing: most profitable businesses have always been in the fields, in this order, of: money, food, sex.

The most successful soap-operas are about the lives, life-styles, of the wealthy. People like to read about them, copy them ~not everybody purchase at the Ideal Home Exhibition, but many buy the Ideal Home magazine to inexpensively to copy from it. Most magazines and newspapers, even The Times, has cookery columns -cookery books sell ‘like hot cake’. Magazine and newspaper agony or advice columns are often about problems directly or indirectly involving sex -a paperback on how to tell if a man was cheating on a woman, in one single day had to be re-stocked several times by Selfridges and Harrods, on first night went into third print!

It pays in article writing. But article writing can be on, e.g., water.

2. Viewpoint in Writing Articles

If you are writing articles, e.g., for a water-bottling firm’s trade magazine, write from its viewpoint: ‘bottled water better!’ … Or…

Cookery column: how water can be used to make lighter pastry.

Children’s magazine: germinating peas on wetted blotting paper.

The viewpoints of most magazines are at a glance obvious. Article writing does not necessitate detailed study of magazines.

3. Write Articles with Catchy Titles

An example cited can not be bettered: ‘Princess Raped in Canteen’ -money, food, sex! Write articles with interesting titles.

We are writing an article about water -what title for our article?

If for water-bottling trade journal, ‘Healthiest Drink Unhealthy’.

Children’s magazine: ‘Magical Pea Shoots with Water!’

A publisher is quoted to have told a writer: “Just tell me the title and I’ll tell you if I’ll publish it.” Write articles with catchy titles.

How to Write Articles

Article writing are of many kinds. Writing articles of the informative kind there are two kinds of, which differ from most other kinds of article writing: the instructive ‘how to’ articles (e.g., some cookery columns), and the descriptive travel articles. Often they are accompanied by photographs or drawings.

These techniques of writing articles vary. State the title, begin: e.g.: ‘How to Repair a Punctured Bicycle Tire’… 1. Inflate it (illustration)… 2. Place it in a bucket of water (illustration)… 3. Look for air bubbles (illustration)… etc. Or, (unless to attract tourists or praise or criticise), e.g.: ‘Cyprus’… Geographically situated in the Mediterranean (a map)… The history of this little island… Prominent in this district is the St. Hilarion Castle (picture), etc.

Generally, in writing freelance articles, stick to the rules below.

4. ‘The Beginning’ in Article Writing

When writing an article begin by briefly saying what the article is about. Tell readers what your article is going to tell them. Whet their appetite for what you will tell them, in less than 100 words.

In writing articles, at the beginning, create a little ’suspense’…

Cookery: ‘Did you know that you can surprise, amaze, with your baking -make others ask for your recipes? You can, using water ~they’ll ask the secret!’

Children: ‘Can you grow pea shoots without planting them? Here’s how!’

Most freelance articles are rejected within three seconds at a glance at the beginning. Write articles with interesting beginnings.

5. ‘The Middle’ in Writing Articles

In about 1,300 words now tell what you said you were going to…

Cookery: which pastry or cakes, which tars or pies.. How they are normally made with milk, wine or rum -and to substitute water for parts of them.

Children: how, why, peas on wetted blotting paper in box small grows shoots.

In article writing, in the middle you expand the beginning, and also justify the point to be made or emphasised in the ending.

6. Write Articles with Good Endings

When you write articles summarise them at the end. In freelance article writing this is done with a paragraph of not more than 200 words, or two of not more than 100 words each.

Endings of articles are regarded as ‘telling them what you have told them.’ In article writing readers expect a point to be made or emphasised in the ending -make them feel privileged, go “How so, indeed!”, or “Well, if viewed from that point, of course so.” A articles do not have to argue points, but must end satisfactorily.

Bottled-water journal: ‘How unhealthy is tap water! Bless you bottled water!’

Children’s magazine: ‘Is your electronic pet real? Peas you can nurture are!’

Remember when writing articles, in the ending to be consistent. Briefly state conclusion/s based on ‘the middle’, and your point.

What to Expect from Writing Articles

Some write articles to aid cause. Many are interested in writing and selling articles. The former is rare; the latter hardly think of most aspiring writers, wanting simply to see their names in print.

Writing and Selling Articles

One may write and sell an article only to meet a financial need. For those interested in earning their living or regularly supplementing their income by writing and selling articles, the article market is wide and lucrative. You can write a subject from different angles, write and sell articles on the same subject to many publications -e.g., ‘water’, environmentally (boat-house, pools in parks) or as a form of energy (hydro-electricity). Writers sources list magazine payments for freelance articles from $50 to $3,000 each, re-saleable as reprint articles to some others.

Writing Articles for Influence or Prestige

Writing articles sometimes is to influence, or for prestige: e.g., an image building article on a celebrity may be sold not to the Daily Mail, but for less to the Sun read by more; one who may write and sell articles with a scientific flavour for more to the Reader’s Digest may prefer publication in Scientific American.

Feature article writing can be to write creative articles to sell or to influence. ‘The pen is mightier than the sword’? Not immediately, but yes: a black lady’s account in the New Yorker of her treatment at British customs brought from top politicians week long repeated public apologies -of greater importance was to China to a New York Times reporter’s visit than a US president’s.

Creative or inspirational article writing can be for prestige, with literary aspirations: fame. Being a writer, to others, makes one very special. If one is not only published because of the e.g., public, office held, then even merely aspiring to be a writer makes one special to others. In the trial of Lady Chatterley’s Lover as acceptable a literary expert witness as the top columnist of the Times was an unpublished young lady who was writing a novel.

If your article writing ambitions include power, the influence of some columnists’, concentrate on writing socio-political feature articles, perhaps first locally -be inoffensive, factual, logical…

Newspaper -end: ‘Bottled costs money! When will tap water be safe to drink!?’

If you aspire to writing intellectual or literary articles try college magazines -note: they tend to be ‘modern’. Such ‘littles’ often pay in copies, but are regarded as publishers of ‘quality writing’.

Littles titles: ‘Is Global Warming and Melting Icebergs Worth the Expense?’

‘Inspirational Beauty of Water-ways Viewed from a Hill-top in Fall at Sunset’

Is literary article writing beyond some writers? Conrad influenced English literature -he learned English in the merchant-navy.

There is not more than the above to article writing, whether you aspire to writing articles to sell, or to write articles for prestige.

May interest: Teacher, Thinker, Poet, Writer

Before commencement of book review writing, you should distinguish between two terms: book report and book review. Many people use these terms in the same breath, however there are vital differences in the very essence of these notions.

Book Review and Book Report – Is There a Difference?

A book report has a factual emphasize. It is a factual account of the subject matter of the book, which implies to be descriptive rather than persuasive and analytical. Its aim is to present the content and the structure of the book as objectively as possible. The book report includes a plot summary; it doesn’t look into deeper meanings of the book and doesn’t contain the identification of the symbolism.

Book report writing is a good way to structure and articulate the thoughts about the book you’ve just read. In a nutshell, it is simply a summary of the contents of the book.

A book review is a critical evaluation of the book that provides a thoughtful and in-depth analysis, and evaluation of the main idea, and purpose of the book. It is also a kind of reaction paper, which analyses the strengths and weaknesses of the book in terms of accepted historical and literary standards, supporting this evaluation with evidences from the text. In a word, it presents the assessment of the quality, meaning, and significance of the book.

What, in fact, sets book reviews apart from book reports is their personal character. Book reviews are highly personal and reflect the opinions of the reviewer on the given literary work. In the book review the reviewer clearly states his position and impressions regarding the book under consideration.

Structure of Book Review

The structure of book reviews resembles other types of academic writing. Book reviews usually comprise of a thesis statement, a supporting body paragraph, and a conclusion.

Typically, reviews are succinct, they rarely exceed 1000 words. Book reviews usually comprises of two elements: descriptive and evaluative. In the descriptive element you provide the essential information about the title, author, type of book, and general subject matters. While in the evaluative element you should present the assessment of the book, particularly of the perceived ideas and implied purposes, quoting exemplary passages from the text.

A good book review is well organized, and as well as the critical assessment and analysis it elucidates the essence of the literary work. Book reviews may vary in tone, style, and subject; however they share the common structure.

• Begin your Book Review with Introduction

Your introduction will bristle with factual and descriptive data, including the name of the author, some relevant details about his life and creative work, the title of the book, and the main theme of the given piece.

The second component of the introduction is the thesis of the book, which may be very perplexing to uncover since stories, novels, and plays don’t explicitly state the argument. Though, you should reveal this special angle and novelty of the piece that will actually become the ground for your further discussion and evaluation and allow you to make your book review original.

The introduction infers to be descriptive; however it should be catchy to seize the attention of the readers. So you should choose an interesting form of presenting your thoughts and ideas to make sure that the readers will keep on reading your book review up to the end. Many writers begin their book reviews with a quip or an anecdote that delivers their argument.

• Keep on Summarizing

Second, you should give your readers a concise summary of the literary work, where you state the author’s purpose of writing the book, provide its leading idea, compare and contrast main characters.

Here your aim is to plunge the readers into the atmosphere of the book, to make them interested in the ideas discussed in this literary piece, and to uncover them your understanding of the symbolism and implicit themes contained in the book. To reach this goal you should articulate your thoughts clearly, logically, and make your argument persuasive and sound.

In the course of making critical assessment of the literary work, you’ll have to back your arguments and assertions with concrete evidences from the text. Remember that critical assessment implies not only to analyze the literary piece under review, but also to tell your readers what struck you the most in this book, whether or not reading it was effective, persuasive, and exciting, and also your discussion on how it enhanced your understanding of the issue at hand.

Your analysis and evaluation should be organized into separate paragraphs that deal with particular aspects of your argument. You don’t necessarily should work chronologically through the book, though, you should make the structure of your summary logical and comprehensive for the readers.

• Draw a logic conclusion

Sum up and restate your thesis or make the final judgment regarding the book in the conclusion. Don’t introduce any new ideas and evidence for your argument, make up your conclusion copious with the ideas that extend the logic of your thesis statement.

Harnessing these simple and winning strategies of book review writing, you’ll surely turn your work into a writing marvel.

Long before the internet, people have read book reviews. Before spending their time and money on a book, they wanted to find out if a book would be a good investment. Today is no different. People simply have many more choices now that the internet is so commonplace. We have the ability to read numerous reviews about any book that interests us, those written long ago, or bestsellers of today.

A quick search will yield results for numerous online book review websites. A few of the top ones, and most used are Amazon.com, bookstore websites like Barnes and Noble or Borders, and those that have been around long before the widespread use of the internet, like the New York Times book review. Some consumer networking sites like Acobay also has book review category.

Amazon.com is one of the top shopping and review websites. Along with editorial reviews, there are customer reviews. Because of the sheer number of people who use Amazon, there are many customer reviews on most books, especially best sellers, giving the reader a larger number of reviews to base their decision on. This can be good for the reader, giving many different opinions. Once a book has reviews in the thousands though, it can be overwhelming to wade through all of them.

Amazon provides reviews for all types of books, including fiction, non-fiction, bestsellers, and children’s books. Books can be searched by title, author, genre or ISBN. Amazon also gives recommendations of other books the reader might like based on the books they have searched for. It is easy for the reader to find most any book. And Amazon has a useful feature which allows the customer to “look inside” select books, sometimes being able to read a few pages.

Borders.com is another shopping and review website. It, like Amazon, has customer reviews, though not as many. For example, a search on a popular book, “Eat, Pray, Love” turned up 1792 customer reviews on Amazon. The same search on Borders only turned up 21 reviews. The website gives a description of the book, but no editorial review. The customer can use a wide variety of searches including title, author, ISBN or genre. Borders also lists similar books to view based on current searches. If the customer has a Borders store nearby, a quick search can tell if the book is available at their local store. Similar to Amazon, Borders gives the reader the ability to “look inside” select books. Borders also has a large variety and amount of books available, allowing the reader to search for and find most any book they are looking for.

A different, yet well-known book review website is the New York Times book review. It lists the top books, based on sales each week. The New York Times lists the latest books. Not all are reviewed, though they may be in the bestsellers list for the week. The reviews that are listed though, are very detailed and thorough, giving the reader a good idea of what to expect from the book by professional reviewers. Because different works are placed together on the same page, fiction, non-fiction, poetry, it can be difficult to determine what genre each writing is at first glance. Therefore, the website requires more navigation to find books the reader may be interested in. The online database goes back to 1981, giving the reader access only to books reviewed since that time. On some books, the reader can choose to read the first few pages or chapters of a book. This is a nice feature, since sometimes it is in the first few pages that the reader makes the decision whether they would like to continue the book or not.

Overall, each book review website has some unique attributes. If the reader is looking for a place to review and purchase a book in one easy step, a place like Amazon.com is a great place to look. If the reader would rather get an idea of what a book is about before going in to shop at a nearby bookstore, a website like Borders.com might be the top choice, since local availability of the book is also given. For a more thorough and professional look at bestsellers, the New York Times the top place for many to search. Whatever the choice, today’s reader has many options and the ability to find a new book to read in just a few clicks of the mouse.

Every author wants glowing book reviews with quotable sentences to use as testimonials. A good review makes readers flock to the bookstore to buy the book.

But how do authors get their books reviewed? While the process is not difficult, the book review industry is changing. Today’s authors must designate a portion of their marketing budget for book reviews, and they must know how to use those book reviews to sell books.

Why Are Book Reviews Important?

More than 200,000 books are published each year. Less than 2% of those books sell more than 500 copies. We’ve all heard the saying, “So many books. So little time.” People don’t want to waste time or money reading books they won’t enjoy, so they rely on book reviews to help them make buying decisions. Your book will stand out if it receives positive reviews from reliable reviewers.

Where Do I Get a Book Review?

There are five top book reviewers: Publishers Weekly, Kirkus, Library Journal, Midwest Book Review, and The New York Times; however, if you’re self-published, it is unlikely your book will be reviewed by any of them. Reviews from local newspapers and magazines will only help you sell books locally. Furthermore, print publications are phasing out book reviews. So where can an author still get a good book review? The Internet.

Online book reviews are becoming standard, and your book’s review will reach a wider audience on the Internet. Online reviews level the playing field for self-published authors. Today, people are less inclined to read paper magazines and newspapers. They go online for information. Reviews posted at Amazon and other online sites are more accessible than print reviews. Reader Views and RebeccasReads are examples of reliable online book reviewers of both traditional and self-published books.

Free vs. Paid Reviews

Authors generally expect free book reviews; that was standard in the twentieth century—advertisements paid for the book reviews in print media. Today, however, authors must cover the cost of book reviews. A book reviewer may spend hours reading a book and writing a review, and he deserves compensation for his work. Consequently, authors must budget for the cost of book reviews. Authors are recommended to budget for mailing out a minimum of twenty books for review.

How Do Paid Book Reviews Work?

Paid reviews have multiple advantages. Most publications that offer free reviews do not guarantee a book review because of the volume of books submitted. Only by paying for a review can one be guaranteed. Reputable book reviewers will provide a review within a specific timeline—two weeks is standard. They will also provide a review tear-sheet for your use, and give you permission to quote the review, provided you credit them. Many reviewers will also post your review online at such places as their own website, Amazon, Barnes & Noble, Ezine Articles, Goodreads and Authors Den.

Several online book reviewers, such as Reader Views, will give you the option of a free or paid book review. Reader Views will review the book for free provided one of their reviewers is interested in it. If no one opts to review it after three months, the book is returned without a review. If authors do not want to wait three months for a review, an express review can be purchased to guarantee a review within two weeks.

Several book reviewers, including Reader Views, also offer various publicity packages ranging from a single book review, to written and podcast radio interviews, virtual book tours, and book videos. Such packages allow authors the opportunity to get book reviews and publicity within their budget.

Just because you pay for a book review does not mean a good review is guaranteed. It is better to receive an honest review than one that gives false praise. The reviewer’s reputation is at stake here; readers will not appreciate being misled to waste their time and money on a book that does not meet their expectations.

How Do I Use a Book Review to Sell Books?

Before you do anything with your book review, make sure you know what permissions the reviewer has given you for using the review. Are you allowed to use it in whole or only a certain percentage? Can you reprint it or quote from it?

Once you know your rights, some suggestions for using the review to help sell books are:

• Post it to Amazon, Barnes & Noble, Ezine Articles, Authors Den, Goodreads, Myspace etc. if the reviewer has not already done so.

• Quote from the review on your book cover and the inside end papers. (If your book is already printed, use the review when you run a second printing).

• Include the review in your press kit to gain more media attention.

• Post and distribute the review at your book signings.

• Post the review on your website.

• Send copies of the review in your email newsletters.

Final Comments

More information about book reviews will be covered in future articles. But for now, here are a couple closing points:

1. Be professional. Send the reviewer a thank you note. Whether you receive a positive or negative review, the reviewer has done you a favor. The reviewer’s comments will help you improve your next book or the next edition of your book. Even a negative review can be used to build a positive relationship with a reviewer, who will appreciate your professionalism. The book world is a small place and you do not want word to spread that you are difficult. Seek to build long-term relationships with book reviewers, and through them, with your reading audience.

2. Be prepared for the book review to increase your book sales! A good review is worthless if you do not have copies of books to sell. Be prepared to fulfill your book orders so your customers are satisfied. After all, you want your book to be a bestseller!

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