Writing Formal Reports

The Recommendation Report

Adapted a presentation from http://www.ais.msstate.edu/AEE/

Objectives•Define recommendation

reports.•Describe the elements in a

recommendation report.•Write recommendation

reports.

Definition

•Analyze a problem, determine the best solution, and then recommend the best solution(s), if any.

•Present data, draw conclusions from the data

•Make recommendations based on the data and conclusions.

Must, at Minimum, have•An introduction•Background to problem•Explanation of Method•Data and visuals•An Evaluation of the data•A summary of the data•A conclusion(s) drawn from

the data•Recommendations based

upon the data and the conclusions

Sections in aRecommendation Report

Front Matter

Body

Back Matter

Possible Elements in aRecommendation Report

Front Matter

•Letter of transmittal•Cover•Title page•Abstract•Executive Summary•Table of contents•List of illustrations

Elements in aRecommendation Report

Body

•Introduction•Methods section•Results section•Conclusion(s)•Recommendation(s)

Elements in aRecommendation Report

Back matter

•Glossary•List of Symbols (if any)•Appendices•Reference list•Index

Transmittal Letter•Explains the purpose and

content of the report

•Precedes the title page

•Acknowledges those who helped with the Report (if any)

•Highlights parts of the report that may be of special interest

•Discuss any problems

•Offer any personal observations

Cover

Purpose is to protect the contents of the report

Presents the•Title•Writer’s name•Date of submission•Company’s name and/or

logo

From http://www.af.mil/shared/media/document/AFD-080207-048.pdf

Title page

Provides the

•Title•Author(s)•Intended recipients•Date the report was

submitted•Make the title as

descriptive as possible

Abstract

•Condensed version of the writing that highlights the major points covered

•Concisely describes the content and scope of the writing

•Reviews the contents in an abbreviated form

•Abstracts can be descriptive or informative

Descriptive Abstract

Provides•Purpose•Methods•Scope

Dose not provide•Results•Conclusions•Recommendations

•Introduces the subject to the readers

•Brief (< 100 words)

Informative AbstractsCommunicate specific

information from the report▫Purpose▫Methods▫Scope▫Results▫Conclusions▫Recommendations

•Allow readers to decide whether they need to read the entire report

•Brief (no longer than 250 words)

Executive Summary

Reviews the essential points of a report▫Subject▫Purpose▫Scope▫Methods▫Conclusions▫Recommendations

•Provides the reader with enough information to make an informed decision

•Usually 10% of the length of the report

Table of contents

•List of headings along with the page numbers

•Helps readers to find what they want and see the overall organization and approach of the report

List of Illustrations

•Illustrations along with page numbers

•Two categories▫List of figures▫List of tables

http://www.rrcc.edu/english/samplereport.html#Introduction

BODY

Introduction

Methods

Results or Discussion

Conclusion

Recommendations

BODY: Introduction

A discussion of the subject, purpose, organization and scope

Strategies•Concisely identify the

subject•Identify the aim/purpose –

Tell why the report was written: why they should read the report; what benefits it will have for them

•Identify how the report is organized and the approach

Introduction

•Give the major sections of the report and the order in which they will be covered

•Give the scope and limitations of the report

Methods

•Tells what you did

•Tells how your research was set up and why

Results or Discussion•Key data that were found or

created

•Analysis of that data

•Must be organized and objective

Conclusion

•A concise interpretation of the facts that are covered in the body of the report

•Covers only what the data the body of the report will support

•There should be no conclusions drawn that are not derived from or built from the data in the body

Conclusion

Must stand on its own

Does not include▫Equations▫Tables▫Figures▫References▫Appendixes▫Undefined symbols▫Any new information

Recommendations

•Actions to be taken based on the conclusions of the report

Glossary & List of Symbols•Glossary- alphabetical

listing of key terms in the report

•The definitions are given in complete sentences with appropriate citations

List of Symbols &Abbreviations•Use standard symbols

•Do not create your own

Appendixes

•Additional material that is useful but not essential to understanding the body of the report▫Usability test plan▫Interview questions, etc.

•Presents the data from which some conclusions were drawn and recommendations made▫Notes taken during usability

test▫Questionnaires filled out (if

any) etc.

References

•List of sources•Use the recommended style

▫For this report APA but it may differ in the workplace

Index

•Contains more detail than the table of contents

•Gives specifics along with page numbers

•May or may not be used; depends on the requirements by client

•Usually for reports which are hundreds of pages long