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Recommendation Report

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Recommendation Report

  1. 1. Writing Formal Reports The Recommendation Report Adapted a presentation from http://www.ais.msstate.edu/AEE/
  2. 2. Objectives • Define recommendation reports. • Describe the elements in a recommendation report. • Write recommendation reports.
  3. 3. 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.
  4. 4. 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
  5. 5. Sections in a Recommendation Report Front Matter Body Back Matter
  6. 6. Possible Elements in a Recommendation Report Front Matter • Letter of transmittal • Cover • Title page • Abstract • Executive Summary • Table of contents • List of illustrations
  7. 7. Elements in a Recommendation Report Body • Introduction • Methods section • Results section • Conclusion(s) • Recommendation(s)
  8. 8. Elements in a Recommendation Report Back matter • Glossary • List of Symbols (if any) • Appendices • Reference list • Index
  9. 9. 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
  10. 10. 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
  11. 11. From http://www.af.mil/shared/media/document/AFD-080207-048.pdf
  12. 12. Title page Provides the • Title • Author(s) • Intended recipients • Date the report was submitted • Make the title as descriptive as possible
  13. 13. 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
  14. 14. Descriptive Abstract Provides • Purpose • Methods • Scope Dose not provide • Results • Conclusions • Recommendations • Introduces the subject to the readers • Brief (< 100 words)
  15. 15. Informative Abstracts Communicate 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)
  16. 16. 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
  17. 17. 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
  18. 18. List of Illustrations • Illustrations along with page numbers • Two categories ▫ List of figures ▫ List of tables
  19. 19. http://www.rrcc.edu/english/samplereport.html#Introduction
  20. 20. BODY Introduction Methods Results or Discussion Conclusion Recommendations
  21. 21. 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
  22. 22. 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
  23. 23. Methods • Tells what you did • Tells how your research was set up and why
  24. 24. Results or Discussion • Key data that were found or created • Analysis of that data • Must be organized and objective
  25. 25. 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
  26. 26. Conclusion Must stand on its own Does not include ▫ Equations ▫ Tables ▫ Figures ▫ References ▫ Appendixes ▫ Undefined symbols ▫ Any new information
  27. 27. Recommendations • Actions to be taken based on the conclusions of the report
  28. 28. 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
  29. 29. 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.
  30. 30. References • List of sources • Use the recommended style ▫ For this report APA but it may differ in the workplace
  31. 31. 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

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