reports except they go further, requiring the writer to offer suggestions about what the reader should do next. Recommendation as questions (---) Answers to questions can range from do nothing to study this some more to take the following actions immediately (Markel 513) Recommendation reports can ask many questions. Some examples include: What should we do about Problem X? Should we do Function X? Should we use Technology A or Technology B to do function X? We currently use Method A to do Function X. Should we be using Method B? Recommendation reports often come after the proposal and progress reports of a major project, but they can also be standalone documents (i.e. if your company asks you to recommend whether your company should offer employment comp pay vs. overtime pay)-you would be asked to research the subject and write a recommendation report This last report is also called a final report, a project report, a completion report, or simply a report. Most rec reports discuss questions of feasibility Remember to always be honest in your report (even if the results are disappointing)
Planning-Analyze your audience, determine your purpose, and visualize the deliverable: the report you will submit. Conduct appropriate secondary and primary research Drafting-Write a draft of the report Revising-Thing again about audience and purpose and make necessary changes Editing-Improve the writing in the report, start with the largest issues of development and emphasis and working down to the sections, paragraphs, sentences, and individual words. Proofreading-Go through the draft slowly, making sure you have written what you wanted to write. Get help from others. Identify the problem
Establish criteria for responding to the problem
Determine the options
Study each option according to the criteria
Draw conclusions about each option
Formulate a recommendation What is not working?
i.e. any solution to our problem must reduce defects by 50% and cost under $50,000 List the possible courses of action
Analyze each option and ensure it meets the criteria
Determine whether each option meets the criteria
Based on the conclusions, present recommendation Introduction-the introduction helps readers understand the technical discussion that follows. Consider these questions: What is the subject of the report?-if the report follows other documents (proposals, etc.) you can copy this info from one of those documents, modifying as necessary What is the purpose of the report?-not the same as the purpose of the project-this is about the report What is the background of the report?-Include this info even if you have presented it before because some readers might not have read previous documents What are your sources of information?-briefly describe primary and secondary research to prepare your readers for a more detailed discussion of sources in other sections of the report What is the scope of the report?-indicate the topics you are including, as well as those you are not What are the most significant findings?-summarize the most significant findings of the project What are your recommendations?-in a short report containing a few simple recommendations, include those recommendations in the introduction. In a lengthy report containing many complex recommendations, briefly summarize them in the intro, then refer readers to the more detailed discussion in the rec section What is the organization of the report?-indicate your organizational pattern so that readers can understand where you are going and why What key terms are you using in the report?-the intro is an appropriate place to define new terms. If you need to define many terms, place the definitions in a glossary and refer readers to it in the intro. The methods section answers What did you do? Consider your readers knowledge of the field, their perception of you, and the uniqueness of the project and their reason for reading the report. Provide enough info to help readers understand what you did and why you did it that way. This section answers the question: What did you see? Results are the data you have discovered and compiled. Present the results objectively, without comment. Consider how much your audience knows about the subject. Conclusions answer the question What does it mean? They are the implications of the results. You need to weigh the results carefully and decide if they point clearly to a single meaning.
Recommendations answer the question, What should we do? They do not always flow directly from conclusions. Remember to always consider recommending that the organization take no action, or no action at this time. Letter of Transmittal-This introduces the primary reader to the purpose and content of the report-remember to include info about the project, but you are primarily addressing the necessity of the report. Cover Title Page-Includes the title of the report, the name of the writer, and the date of submission. More complex pages include a project number, additional personnel who contributed to the report, and a distribution list (a standard title page will suffice for this assignment) Abstract-An abstract is a brief technical summary of the report, usually no more than 200 words. It addresses readers who are familiar with the technical subject and who need to decide whether they want to read the full report. They often contain a list of half a dozen or so keywords. There are two types of abstracts: Descriptive-describes the kinds of info contained in the report. It does not provide major findings (results, conclusions, or recommendations). It just lists topics covered. Informative-presents major findings. Table of Contents-A guide to navigating the report. It has two functions: to help readers find the information they want and to help them understand the scope and organization of the report. It uses the same headings as the report itself. Sometimes you must be more specific when making a table. For example, if you have a methodology section that is ten pages long, it would be a good idea to separate methodologies (see example on next page) Introduction.1 Materials.4 Methods..6 Surveys.9 Samples..17 List of illustrations-It is a table of contents for figures and tables in your report Executive Summary Glossary and List of Symbols-A glossary is an alphabetical list of definitions and is particularly useful if readers are unfamiliar with the technical vocabulary in your report. In the report, you can use boldface in order to indicate to the reader that they need to check the glossary (make sure that you footnote to let the reader know that boldface indicates a glossary definition). Is usually placed before the appendix and references. A list of symbols defines symbols and abbreviations rather than terms (will likely not need this for your project) References-comes after the glossary and before the appendix Appendix-They include extra info to help readers better understand different parts of your report (optional)