CANKAYA UNIVERSITY FOREIGN LANGUAGES UNIT

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CANKAYA UNIVERSITY FOREIGN LANGUAGES UNIT
CHAPTER II FOR RTW 405 COURSE WEEK 2
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CHAPTER II
RECOMMENDATION REPORT

• OUTLINE
• Report Basics
• Types of reports
• Recommendation report

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REPORT BASICS
Functions of Reports
Basic Categories of Reports on the Basis of Their Functions Basic Categories of Reports on the Basis of Their Functions Basic Categories of Reports on the Basis of Their Functions
Informative reports offer data, facts, feedback, and other types of information, without analysis or recommendation. Business Plans, Lab Reports, Manuals, Brochures
Analytical reports offer both information and analysis, and they can also include recommendations. Market Analysis Reports, Recommendation Reports
Proposals offer structured persuasion for internal or external audiences. Grant Proposals, Investment Proposals, Sales Proposals, General Project Proposals
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REPORT BASICS
Functions of Reports

• TASK Match these report types with their
  functions. Write A for analytical and I for
  informative reports . (p. 25)
•  
• Report type Function of the report
• Practicum Reports _________________
• Feasibility Reports _________________
• Summaries _________________
• Minutes of meetings _________________
• Troubleshooting Reports _________________
• Progress Reports _________________

I
A
I
I
A
I
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REPORT BASICS
Formality of Reports


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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 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.

• if you are trying to sell your new antivirus
  program to companies, you write a formal,
  informative, and external report.

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REPORT BASICS
Informal Reports

• Informal reports tend to
• 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.

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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.

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REPORT BASICS
Informal Reports

• Informal reports have 5 basic elements, arranged
  in a fairly standard form.
• Introduction
• Summary
• Background
• Conclusions Recommendations
• Discussion

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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.

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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.

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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 Recommend
ations 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.
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REPORT TYPES
Common report types

• Information reports
• Progress reports
• Recommendation reports
• Feasibility reports
• Trip reports
• Instructions
• Emprical research reports

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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.

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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.

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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.

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TYPES OF REPORTS
3. Progress Reports

• 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?
  (How are you doing?)
• Are corrective measures needed? (What have
  you done?)
• What activities are next?
  (What are you going to do next?)

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TYPES OF REPORTS
3. Progress Reports

• 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.

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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.

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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

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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?
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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 readers aims and needs.

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TYPES OF REPORTS
7. Recommendation Reports

•  
• Similar to information reports present
  information
• Different from information reports offer
  analysis in addition to data
• Attempt to solve problems by evaluating options
  and offering recommendations
• Often solicited

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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 dont reveal
  your recommendation in the introduction.

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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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NEXT WEEK
Choose Your Topic

• What other topics can you write about?
• Choosing the Best Career Opportunity
  Comparisons Between State and Private Sector Jobs
• Choosing the Best Erasmus Country Comparisons
  Between Spain and Germany
• Choosing the Best Trip for the University
  Comparisons between Antalya and Istanbul
• Choosing the Best Country to Learn English
  Comparisons between England and the US
• Choosing the Best Country for MA Comparisons
  between Finland and France
• Choosing the Best Smartphone for the Company
  Comparisons between Iphone 6 and Samsung S5