Transcript CANKAYA UNIVERSITY FOREIGN LANGUAGES UNIT CHAPTER II RECOMMENDATION REPORT OUTLINE 1. Report Basics 2. Types of reports 3.

CANKAYA UNIVERSITY
FOREIGN LANGUAGES UNIT
CHAPTER II
RECOMMENDATION REPORT
OUTLINE
1. Report Basics
2. Types of reports
3. Recommendation report
REPORT BASICS
Functions of Reports
Basic Categories of Reports on the Basis of Their Functions
Informative reports offer data, facts, feedback, and other types of Business Plans,
information,
without
analysis
or Lab Reports,
recommendation.
Manuals,
Brochures
Analytical reports
offer both information and analysis, and they Market Analysis Reports,
can also include recommendations.
Recommendation Reports
Proposals
offer structured persuasion for internal or Grant Proposals,
external audiences.
Investment Proposals,
Sales Proposals,
General Project Proposals
REPORT BASICS
Functions of Reports
TASK : Match these report types with their functions. Write “A” for analytical and “I”
for informative reports . (p. 25)
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Report type
Practicum Reports
Feasibility Reports
Summaries
Minutes of meetings
Troubleshooting Reports
Progress Reports
Function of the report
I
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A
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I
I
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A
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I
REPORT BASICS
Formality of Reports
REPORTS
informal reports
informative
internal
formal reports
analytical
external
REPORT BASICS
Formality of Reports
The type of report you write depends highly on the purpose,
audience, and scope of the information.
• if you are trying to sell
your new antivirus
program to companies,
you write a formal,
informative, and
external report.
• If you are writing a report for
your manager, you may
provide the information about
the latest antivirus program
for your company benefits via
an informal, analytical, and at
the same time, internal report.
REPORT BASICS
Informal Reports
• Informal reports tend to
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be short (usually eight or fewer pages),
use memo or letter format,
be personal in tone.
• Much of the writing done in industry and technical fields fall into the
informal report category.
REPORT BASICS
Informal Reports
• Although the objectives and preparatory steps that apply to formal
and informal reports are similar, the components of informal reports
are less extensive, the structure is more flexible.
• Sometimes, as in the case of accident, trip, or expense reports,
these documents are prepared on a standard, preprinted form.
REPORT BASICS
Informal Reports
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Informal reports have 5 basic elements, arranged in a fairly standard
form.
1.
2.
3.
4.
5.
Introduction
Summary
Background
Conclusions & Recommendations
Discussion
REPORT BASICS
Formal Reports
• Formal reports are different from informal reports in
 length,
 organization,
 serious tone.
• They represent the product of thorough investigation and analysis.
• They provide management with vital data for decision making.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT BASICS
Formal Reports
• Formal reports are usually lengthy (10 or more pages) and often
adhere to a precise format and well-defined structure.
• The tone of a formal report is objective; there is no evidence of the
“you” attitude here.
REPORT BASICS
Formal Reports
The Basic Elements of a Formal Report
Cover
Title Page
Letter of Transmittal
Table of Contents
List of Figures
Glossary
Executive Summary or Abstract
Introduction
Body
Conclusions
Recommendations
References
Appendices
formal reports have
more elements than
informal reports
because they are more
detailed and longer
documents.
In formal reports, you have more
personal or practical reasons to
persuade the readers, such as
selling your product, signing a
contract, raising a fund for your
project, or starting a business.
REPORT TYPES
Common report types
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Information reports
Progress reports
Recommendation reports
Feasibility reports
Trip reports
Instructions
Emprical research reports
TYPES OF REPORTS
1. Information Reports
• Reports that collect and organize information
• They may record routine activities such as daily, weekly, and monthly
reports of sales or profits.
• They may investigate options, performance, or equipment.
• Although they provide information, they do not analyze that
information.
TYPES OF REPORTS
2. Trip Reports
• One distinct type of information report is the trip report.
• In these reports, business travelers describe an event they attended
or a company they visited, summarize main points, and itemize their
expenses.
• Trip reports inform management about new procedures, equipment,
trends, and laws or regulations.
• They may supply information affecting products, operations, and
service.
TYPES OF REPORTS
2. Trip Reports
• A good trip report includes ;
 an introduction,
 information about the specific concerns of the readers,
 information on topics of general interest to the company.
TYPES OF REPORTS
3. Progress Reports
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Progress reports monitor non-routine activities.
• Continuing projects often require progress reports to describe their
status.
• Such reports usually answer three questions:
Is the project on schedule?
Are corrective measures needed?
What activities are next?
(How are you doing?)
(What have you done?)
(What are you going to do next?)
TYPES OF REPORTS
3. Progress Reports
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Elements included in a progress report are:
 Introduction
 Project description: Briefly describe the work being done, stating
the purpose and scope.
 Work Completed: Tell what you have accomplished to date.
 Work Planned for Future Periods: Tell what you expect to
accomplish in the future: your goals, expected outcomes, and
schedule.
 Appraisal of Progress: Evaluate your progress. Indicate where
you are ahead of schedule and where you are behind. If there
are good reasons as to why the work is not going according to
plan, state them clearly.
• See sample progress report on page 28.
TYPES OF REPORTS
4. Feasibility Reports
• A feasibility report would examine the advisability of following a
course of action.
• They answer this question: Will this plan or proposal work?
• A company needs it when it must decide whether to proceed with a
plan of action:
 Should a company invest thousands of dollars to expand its web
site?
• See sample feasibility report on page 30.
TYPES OF REPORTS
5. Empirical Research Reports
• Investigators gather information through carefully planned,
systematic observations or measurements.
• Empirical research has two distinct purposes:
 Most aims to help people make practical decisions:
When engineers test engine parts made of various alloys
 Some aims to extend human knowledge :
When scientists send a satellite to investigate the atmosphere
of a distant planet
TYPES OF REPORTS
5. Empirical Research Reports
SUPERSTRUCTURE FOR EMPIRICAL RESEARCH REPORTS
Introduction
Why is your research important to us?
Objectives of the research
What were you trying to find out?
Methods
Was your research method sound?
Results
What results did your research produce?
Discussion
How do you interpret those results?
Conclusions
What is the significance of those results?
Recommendations
What do you think we should do?
TYPES OF REPORTS
6. Instructions (Manuals)
• Whether you are developing a new procedure, training a new
coworker, or preparing to leave for vacation, you may need to
provide written directions to someone else.
• To determine what to include, you need to consider your reader’s
aims and needs.
TYPES OF REPORTS
7. Recommendation Reports
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Similar to information reports: present information
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Different from information reports: offer analysis in addition to data
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Attempt to solve problems by evaluating options and offering
recommendations
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Often solicited
TYPES OF REPORTS
7. Recommendation Reports
Reports that recommend something:
 buying equipment,
 changing a procedure,
 hiring an employee or
 investing funds.
2 patterns to organize recommendation reports:
 Direct: For non-sensitive topics, you can identify the problem
and the need briefly in the introduction.
 Indirect: For sensitive topics, you don’t reveal your
recommendation in the introduction.
TYPES OF REPORTS
7. Recommendation Reports
• See sample recommendation reports on pages 33-35.
• See recommendation report quiz on page 38.
• See report types activity on page 39.
• See term project topics on page 13-15.
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