University of Foreign Languages and International Studies DIVISION OF ENGLISH FOR SPECIAL PURPOSES Student’s name: …………………………………………………… Chapter 9 Informal Reports Date of birth: ………………………………………………………. Fill the gap with a suitable word or phrase. Use textbook as a reference. Outcome 1: Understanding Report Basics 1. Functions § (1)_______reports: Reports that present data without analysis or recommendations are primarily informative. Although writers collect and organize facts, they are not expected to analyze the facts for readers. § (2)_______ reports : Reports that provide data, analyses, and conclusions are analytical. If requested, writers also supply recommendations. These reports may intend to persuade readers to act or to change their beliefs. 2. Patterns § (3)_____pattern: If readers are informed/ supportive/ eager to have results first § (4)_____pattern: If readers need to be educated/ persuaded/ may be disappointed or hostile § The direct pattern places (5)_______ and recommendations near the beginning of a report. § The indirect pattern is appropriate for analytical reports that seek to persuade or that convey (6)_____ news. Such reports usually begin with an introduction or description of the problem, followed by facts and interpretation from the writer. They end with conclusions and recom mendations. 3. Report Formats § Use (7)_____ format for short (usually eight or fewer pages) informal reports addressed outside an organization. This report format usually is longer and shows more careful organization than most letters. § For short informal reports that stay within organizations, (8)____ format is appropriate. These reports begin with essential background information, using standard headings: Date, To, From, and Subject. § For longer, more formal reports, use (9)____ format. These reports are usually printed on plain paper instead of letterhead stationery or memo forms. § (10)____ are often used for repetitive data, make similar information easy to locate and ensure that all necessary information is provided. § Some reports are not primarily meant to be printed but will be projected or viewed and edited in (11)_____ format. Outcome 2: Guidelines for Developing Informal Reports § Begin the report-writing process by determining your (12)____ for writing the report. § The next important steps in the process of writing a report is that of researching and gathering (13)____. The facts for reports are often obtained from company records, observation, surveys, interviews, printed material, and electronic resources. § Developing an Appropriate Writing Style: • An (14)_____ writing style includes first-person pronouns, contractions, active-voice verbs, short sentences, and familiar words. • A (15)_____ writing style includes use of passive-voice verbs (the study was conducted), complex sentences, long words; absence of contractions (cannot, do not); absence of humor and colorful adjectives and verbs. § Using effective Report Headings: Good headings are helpful to both the report reader and the writer. You may choose functional or talking headings: • (16)_____ headings describe functions or general topics. They show the outline of a report but provide little insight for readers. • (17)_____ headings describe content and provide more information to the reader. Outcome 3: Typical Informal Reports § (18)____ 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. § (19)____ monitor the headway of unusual or nonroutine activities. Such reports usually answer three questions: (a) Is the project on schedule? (b) Are corrective measures needed? and (c) What activities are next? § (20)____ are similar to information reports in that they present information. However, they offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. § When a company must decide whether to proceed with a plan of action, it may require a (21)____. This report would examine the practicality of implementing the proposal. § A record of the proceedings of a meeting is called (22)____. This record is generally kept by a secretary or recorder. § A (23)____condenses the primary ideas, conclusions, and recommendations of a longer report or publication. Outcome 4: Determines Structure for Justification/Recommendation Reports based on Reader Response 1. Direct Pattern: For nonsensitive topics and recommendations that will be agreeable to readers, you can organize directly according to the following sequence: 1) In the introduction (24)____ the problem or need briefly. 2) Announce the recommendation, solution, or action concisely and with action verbs. 3) Explain more fully the (25)____ of the recommendation or steps to be taken to solve the problem. 4) Discuss pros, cons, and costs. 5) Conclude with a (26)____ specifying the recommendation and necessary action. 2. Indirect Pattern: When a reader may oppose a recommendation or when circumstances suggest caution, don’t be in a hurry to reveal your recommendation. Consider using the following sequence for an indirect approach to your recommendations: 1) Make a general reference to the problem, not to your recommendation, in the (27)_____. 2) Describe the problem or need your recommendation addresses. 3) Discuss alternative (28)_____, beginning with the least likely to succeed. 4) Present the most promising alternative (your recommendation) last. 5) Show how the advantages of your recommendation outweigh its disadvantages. 6) (29)____ your recommendation. If appropriate, specify the action it requires. 7) Ask for authorization to proceed if necessary. Outcome 5: What should the minutes of a meeting include? § Provide the name of the group, as well as the date, time, and place of the meeting. § Identify the names of (30)______and absentees, if appropriate. § State whether the (31)______were approved or revised. § Record old business, new business, announcements, and reports § Include the precise (32)_______; record the vote and action taken. § Conclude with your name and signature.
