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1、Reports Pages 265-287,Chapter Sixteen,Contents,Structure of Reports Steps and tips of writing formal and informal reports Sample Analysis Useful Sentence Patterns Exercises,Formal Reports,QUESTIONS What does a formal report consist of? What does a prefatory part consist of? What are they used for?,W
2、hat does a formal report consist of? Basically a formal report consists of three parts: prefatory, text of report and supplementary. . What does a prefatory part consist of? What are they used for? Half-title page (Title fly) Title page Letter or memo of transmittal Table of contents List of figures
3、 Executive summary or abstract.,Formal Reports,QUESTIONS What elements does the text of report include? What is the introductory part about?,What elements does the text of report include? Four elements: Introduction, Body, Recommendations, and Conclusion. What is the introductory part about? Backgro
4、und Problem or purpose Significance Scope Organize Besides, you can consider adding 1) authorization, 2) literature review, 3) sources and methods, and 4) definitions of key terms.,Formal Reports,QUESTIONS What are body and conclusion about respectively? Body The principal section in a formal report
5、 is the body. It discusses, analyzes, interprets, and evaluates the research finding or solution to the initial problem. This is where you show the evidence that justifies your conclusions.,Conclusion This important section tells what the findings mean, particularly in terms of solving the original
6、problem. You may intermix conclusions with the analysis of the findingsinstead of presenting the conclusions separately or you may place the conclusions before the body so that busy readers can examine the significant information immediately. Still, you may also combine the conclusions and recommend
7、ations.,What are recommendations about? When requested you should submit recommendations that make precise suggestions for actions to solve the reported problem. They should evolve from the findings and conclusions. Do not introduce new information in the conclusions or recommendations. As with conc
8、lusions, the position of recommendations is somewhat flexible. They may be combined with conclusions, or they may be presented before the body, especially when the audience is eager and supportive. Generally, though, in formal reports, they come last.,Formal Reports,What are the supplementary parts
9、of a formal report? Appendix: sample questionnaires and cover letters, sample forms, computer printouts, and statistical formulas. Bibliography or references: an alphabetical list of sources including the author, publication, date of publication, page number, and other significant data for all ideas
10、 or quotations used in your report.,Formal Reports,Tips of writing a formal report: Create an outline, including the major headings and subheadings. Prepare the materials carefully and present the facts objectively. Draw conclusions or make recommendations from the information you have gathered. Con
11、struct a list of references (bibliography) as you research, plan and write the report.,Short Reports,What are the characteristics of short reports? Little need for introductory information Predominance of the direct order More personal writing style,Short Reports,What are the principles of organizin
12、g short reports? The design of informal reports moves from the most important to the least important ideas. Most informal reports begin with a short introduction followed by a summary and then by the discussion. Whether you use a summary or a confined summary / introduction or an introductory follow
13、ed by a separate summary depends on what your audience will need.,How to decide the use of summary and introduction? Use a combined summary / introduction, if your readers need a brief orientation to the report and then a presentation of highlights. Use summary only, if your readers are familiar wit
14、h the subject and are expecting the report. Use an introduction and a summary if a) you expect a variety of readers, only some of whom are familiar with the subject. Include a well-developed background section with a heading to indicate that this is, in fact, background. This will allow readers who
15、do not need background on the topic to skip that information.,Short Reports,Tips of writing an informal report: Indicated your purpose clearly. Give accurate and objective information. Organize clearly so that the report highlights the main points and leads logically to your conclusions.,Questions f
16、or Comprehension,What are the major parts of a formal report? What are the major differences between formal and informal reports? What are the characteristics of shorter reports? Discuss the relative importance of the title fly and the title page in a report. Describe the role and content of a letter of transmittal.,Why is personal style typically used in the letter of transmittal? Discuss the construction of the executive summary. Some reports need little or no introduction; others need a very
