University of Foreign Languages and International Studies DIVISION OF ENGLISH FOR SPECIAL PURPOSES ania id Student's name: . Nguyen. Itong Gia. Bao, Formal Reports Date of birth: ....D8.103.12004. WU Tee eee kanes keene Outcome 1: Understanding Business Proposals Proposals may be informal or formal; they differ primarily in length and format. > Informal proposals may contain an introduction, background information, the Proposal, staffing requirements, a budget, and an authorization request. * To make your introduction more persuasive, you need to provide a (1) hook to capture the reader's interest. The background section identifies the problem and discusses the (2)__ of the project. (2) goals or purposes In the proposal section itself, you should discuss your (3), plan, for solving the problem. The (4)Staffincsection is a good place to endorse and promote your staff by describing the credentials and expertise of the project leaders (S)proposed project * A central item in most proposals is the budget, alist of (5)___. Because costs a proposal is a legal contract, the budget must be carefully researched. Bi ig y C) approval or * Informal proposals often close with a request for (6)___. In authorizéction addition, the closing should remind the reader of key benefits and motivate action, > Formal proposals differ from informal proposals not in style but in tone, structure, format, and length = Formal proposals respond to big projects and may range from 5 to 200 or more pages. © Formal proposals include all the (Mask Pf hformal proposals but may contain some or all of the following additional parts: 1) copy of the RFP, 2) letter or memo of transmittal, 3) (8ybbstractand/or executive summary, 4) {itle page, 5) table of contents, 6) list of figures, 7) (9) Appendix. «© Invaddition, the tone used in formal proposals is often more formal than the tone used in informal proposals. Outcome 2: Preparing to Write Formal Reports 1. Researching Secondary Data bi Data fall into two broad categories, primary and secondary. ad MOR) data result from firsthand experience and observation. (11)__data come from reading what Secondary Scanned with CamScannerothers have experienced and observed. fe > Most secondary material is available either in print or (12)¢4e¢tronie ye * Print Resources: Books, Periodical, Bibliographic indexes such as. "S2¥rees Reader's Guide * Electronic Databases: Collections of magazine, newspaper, journal articles, the Web, Blogs, Wikis, and Social Networks > To give a complete picture for a report, you will propably need to generate primary data through: * surveys, * (3)interviews * observation, * or experimentation, 2. Documenting Data > Whether you collect data from primary or secondary sources, the data Rust be documented that is, you must indicate where the data (14) Come.from Os) plagiacism > Report writers document their sources to strengthen an argument, protect themselves from charges of (1 To avoid plagiarism, following: * Another person’: "Any facts, stati '5)___, and help readers locate data. You must give credit whenever you use the ideas, opinions, examples, or theory Common cs, graphs, and drawings that aren’t (16) knowledge Quotations of another person's actual spoken or written words Paraphrases of another person’s spoken or written words You can direct readers to your sources with parenthetical notes inserted into the text and with bibliographies or works-cited lists. The most common (17) ___ formats are those presented by the Moder Language Association (MLA) and the American Psychological Association (APA) (12) citation 3. Organizing and Outlining Data > As you begin the process of organization, ask yourself two important questions: conclusions /recommendarions (a) Where should I place the (18)? And (b) How should I organize the findings? (A@Dinforma) > ‘Inthe (19)__ strategy, conclusions and recommendations come first; in the (20)____ strategy, they are last. (28) formal Three principal organizational pattems: chronological, geographical, and topical (24) Chrono lag oa * (21), : Arrange information in a time sequence to show history or development of topic. Useful in showing time relationships, such as five ‘year profit figures or a series or events leading to a problem. uy Geographic * (22) : Organize information by regions or areas. Appropriate for topics that are easily divided into locations, such as East Coast and West nd Coast, etc. : (2) Topic chin = (23)____: Works well for topics with established categories, such as a report about categories of company expenses. Scanned with CamScanner/ < (25) sinplyrg > By (25)__ complex ideas and (26) _ 4. IMlustrating Data > Ifyour report contains complex data and numbers, using (24)___to clarify data, create visual interest, an data meaningful. (24) graphics emphasizing Prt key tandable a formation in systemati {data in small spaces. The you may want to consider \d make numerical data, well-constructed nd easier to remember. ic columns graphics make key information more unders * A table presents quantitative or verbal in and rows, it can clarify large quantities o} disadvantage is that tables don’t readily display (27). chants af ‘ (28)Bar charts, (99) enable you to make emphatic visual comparisons by using They can be used to horizontal or vertical bars of varying lengths. over time, and compare related items, illustrate changes in data understand how parts relate to a whole. whole and the (3 (9)line charts» (29) illustrate trends and changes in data over time. proportion i of er of Pie, or circle, charts enable readers to see a its components, or wedges. Although less flexil pie charts are useful in showing percentages. ible than bar or line charts, (31) Flowchats = (31)___ use standard symbols to illustrate a process or procedure. Organization charts provide such information as who reports to whom, These charts may illustrate a company’s (32)_, for example, by function, customer, or product. Structury * Photograph, Map, Illustration: To achieve authenticity, to spotlight a location, or to show an item in use. Outcome 3: Pri the Final report Long reports are generally organized into three major divisions: (a) prefatory parts, (b) body, and (c) supplementary parts. 1. Prefatory Parts (Preceding the Body of report) include: = Title page Letter of authorization Letter of transmittal Table of contents = Executive summary, abstract, synopsis, or epitome. 2. Body of report: yep o the problems and find 4s The body of a report includes an introduction; discussion of (33)__; and summary, conclusions, or recommendations. 3, Supplementary Parts of report: » Works Cited, references, or Bibliography: Readers look in the bibliography section to locate the sources of ideas mentioned in a report. ‘Appendix: The appendix contains any supplementary or supporting information needed to clarify the report. Scanned with CamScanner