Effective Recommendation
Reports
What to say and how
to say it
Part One: What to include
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A recommendation report is a detailed report
that a writer submits to a reader or group of
readers who have the authority to endorse or
reject the plan, such as:
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Department heads
Managers
Elected officials
Civic leaders
Audience
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Direct the report to the decision-makers
Envision the report read by others in the
organization
Explain the report so that anyone can
understand it
Format
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Use report format (not letter or memo), 10-12 pages
in length
Include the following sections:
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An introduction
A Methodology section
The Literature Review
Analysis of primary and secondary research
Recommendations
Closing
Appendices (reference page and other relevant materials)
What should recommendations do?

Help your readers transform findings into
actions, by recommending that the reader:
Perform certain actions
Refrain from performing certain actions
Choose from various strategies, methods,
or options
Part Two: Hints for Writing Effectively

Write clearly
“Have something to say, and
say it as clearly as you can.
That is the only secret to
style.”
Matthew Arnold
Write Clearly
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Begin with point (topic) sentences
Use major and minor headings to distinguish
primary and secondary ideas
Eliminate words and ideas that are repetitive
or unnecessary
Use transitional words and phrases
effectively
Write for Emphasis
By
 Using the active voice
 Subordinating less important ideas
 Using parallel structures
 Breaking normal word order
 Making lists
 Using emphatic punctuation
 Using emphatic typographical devises
Use the active voice
In the passive voice, the subject is acted
upon. In the active voice, the subject does
the action. The active voice is usually clearer
and more emphatic.
passive: The design was prepared by
Sheila.
active: Sheila prepared the design.
TRY USING THE ACTIVE VOICE:
Rewrite this paragraph from the
passive voice into the active voice
The following action must be taken when a
serious burn is treated. Any loose clothing on
or near the burn is removed. The injury is
covered with a clean dressing, and the area
around the burn is washed. Then the
dressing is secured with tape. Medication is
not applied unless it is prescribed by a
doctor.
In the active voice,
the paragraph reads:
Take the following action when treating a
serious burn. Remove any loose clothing
on or near the burn. Cover the injury with a
clean dressing and wash the area around
the burn. Then secure the dressing with
tape. Do not apply medication unless a
doctor prescribes it.
Subordinate less important ideas

Subordination eliminates monotonous
sentence structures and stresses the most
important ideas.

Since the beginning and endings of
sentences are the most emphatic positions,
subordination involves moving less important
information to the middle.
You can move words, phrases, or
clauses
No Subordination: The landscape designer’s report
was extensively illustrated. It covered ten pages.
Subordinating a word: The landscape designers tenpage report was extensively illustrated.
Subordinating a phrase: The landscape designer’s
report, covering ten pages, was extensively
illustrated
Subordinating a clause: The landscape designer’s
report, which covered ten pages, was extensively
illustrated.
Example of subordination for
emphasis

Blast furnaces, in use all over the world, are
employed mainly in the smelting of iron.
(emphasizes the purpose of the furnaces)
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Blast furnaces, used mainly in the smelting of
iron, are employed all over the world.
(emphasizes the extent of their use)
TRY USING SUBORDINATION
Combine the following three monotonous sentences
into one sentence. Use subordination to shift the
emphasis. In the first sentence, emphasize Neil’s
brusqueness. In the second, emphasize his genius.
Neil Weasel was in my class. He was often
moody and brusque. He is surely a genius.
With effective subordination
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Although Neal Weasel is surely a genius, he
was often moody and brusque in my classes.
(emphasizes his brusqueness)
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Although Neal Weasel was often moody and
brusque in my classes, he is surely a genius.
(emphasizes his genius)
Using parallel structures
“Parallel structure can produce an
economy of language, clarify meaning,
indicate the equality of related ideas,
and, frequently, achieve emphasis.”
Oliu, Brusaw, and Alred
When to use
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Wherever coordination exists
Wherever elements are connected by
coordinating conjunctions
Wherever elements are compared or
contrasted
Wherever items are arranged in a list
How to use
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Repeat the word (or words) that introduces
the first unit to make the relationship among
the units clear.
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Examples:
Not: The advantage is not in the pay but the
greater opportunity.
But: The advantage is not in the pay but in
the greater opportunity
Another example…
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Practice parallel construction by using // before the
parallel units
Not: You should take care of
//your physical self as well as
being able to read or write.
But: You should take care of
//your physical self as well as
your intellectual self.
Using lists
Lists
 Break up blocks of dense text and complex
sentences
 Allow key ideas to stand out
 Show the relationship of parallel or
sequential ideas.
TRY USING PARALLEL STRUCTURES
AND LISTS: Rewrite the text below
into a list using parallel structure
An organization needs to decide whether to
do a special event. They can ask whether the
event will boost its visibility in the eye of the
public. Another criteria is whether it will raise
more money. Some special events thank
people who have helped in the organization.
At the beginning or end of a fund-raising
campaign it can be a celebration.
Revised into a list using parallel
structure
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Consider the following criteria when deciding
whether or not to do a special event. Ask
whether the event will:
Boost visibility in the eye of the public
Raise more money
Honor one or more people who have helped
in the organization
Celebrate the start of the end of a campaign.