university of Foreign Languages and International Studies DIVISION OF ENGLISH FOR SPECIAL PURPOSES Chapter 9 student’s name: ..Nguypa...Weng A Bata Informal Reports Date of birt! wo ASE. 2004, GK juitable word OF phrase) Use textbook as a reference! Outcome 1: Understanding Report Basics 1.Funetions (4) Informational, 12) Anolytical (), 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. Q) reports : Reports that provide data, analyses, and conclusions al. If requested, writers also supply recommendations. These 2. Patterns are anal tions. reports may intend to persuade readers to act or to change their beliefs. = 3)D\cce pattern: If readers are informed/ supportive/ eager to have results first (Aylndtedpatter: If readers need to be educated/ persuaded may be disappointed or hostile witting The direct pattem places (S)urprie. and recommendations near the beginning of a report. ‘The indirect patter is appropriate for analytical reports that seek to persuade or that convey (6) had. 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 Co)Feems and tonplotes Outcome 2: Guidelines for Developing Informal Reports - Use (7)leHor 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 eters. &-Maz and Memo 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, (4) manuscript (10)___are offen 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. digital Begin the report-writing process by determining your cnt Meter writing the report. Scanned with CamScanner* 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. (43) {ofeemation Developing an Appropriate Writing Style: * An (14)nfernal writing style includes first-person pronouns, contractions, active-voice verbs, short sentences, and familiar words. A (15)formal 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 frbort reader and the writer. You may choose functional or talking headings: + 6 Fonetene ain igs describe functions or general topics. They show the outline of a rep ort but provide little insight for readers, (17)faling headings describe content and Provide more information to the reader. Outcome 3: Typical Informal Reports 48) Tn formation ja!" (18)__ collect and organize information. They may record routine Reports activities such as daily, weekly, and monthly reports of ‘sales or profits, They may investigate options, performance, or equipment. Although they be provide information, they do not analyze that information, A) Progress (19)___ monitor the headway of unusual or nonroutine activities, Such ‘reports Teports usually answer three questions: (a) Is the project on schedule? (b) Are corrective measures needed? and (c) What activities are next? ea * @20)___are similar to information reports in that» they presen Reports information. However, they offer analysis in addition to data, They attempt to solve problems by evaluating options and offering recommendations, 5 When a company must decide whether 10 proceed with a plan of action, it (24) Recommendad ay 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 Minutes of Meetings A 23)___condenses the primary ideas, conclusions, and recommendations ‘ofa longer report or publication. (23) Summar' 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) Inthe introduction (24) _ the problem or need briefly. (24) (dontiy- 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. (15) bene fits Scanned with CamScanner4) Discuss pros, cons, and costs. : 5) Conclude with a (26) specifying the recommendation and necessary action. Suan oay eS 2. Indirect Pattern: When a reader may oppose a recommendation or wl circumstances suggest caution, don't. be in a hurry {0 reveal your recommendation. Consider using the following sequence for an indirect approac to your recommendations: dation, in 1) Make a general reference to the problem, not to your recommendation, the (27)_subjeot 2) Deserts the rae or need your recommendation addresses. 3) Discuss alternative (28)SeMHxs beginning with the least likely to succeed. 4) Present the most promising alternative (your recommendation) last. i 5) Show how the advantages of your recommendation outweigh its disadvantages. a ‘ 6) 09) your 12 eA 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. (30) attendees (34) previous minutcs (32) woreking of motions Scanned with CamScanner