Technical Writing: Recommendation Reports
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Questions and Answers

What is the primary purpose of the introduction section in a report?

  • To give the purpose of the report and explain the problem. (correct)
  • To present detailed findings from investigations.
  • To provide extensive research data.
  • To list the items in order of importance.

How should the recommendation section of a report be structured?

  • By making the recommendation and using criteria to summarize reasons. (correct)
  • By summarizing reasons based only on personal preference.
  • By listing all options without criteria.
  • By offering multiple unrelated suggestions.

What is the focus of the scope section in a report?

  • To explain why the ranked criteria were chosen and their significance. (correct)
  • To discuss individual opinions on the criteria.
  • To present a general overview with no specific criteria.
  • To list criteria in ascending order based on importance.

What is the purpose of the discussion section in a report?

<p>To analyze each criterion thoroughly and draw conclusions. (B)</p> Signup and view all the answers

In a recommendation report, what is typically favored when presenting comparisons?

<p>A point-by-point organizational plan. (B)</p> Signup and view all the answers

Which statement best describes what should be included in a criteria list?

<p>Criteria that are specifically chosen and ranked by importance. (D)</p> Signup and view all the answers

What is the main benefit of describing the investigation method in a report?

<p>It enhances the credibility of the report's findings. (D)</p> Signup and view all the answers

Which of the following best represents a common structure used in the discussion of criteria?

<p>Using each criterion as a sub-heading for analysis and conclusions. (B)</p> Signup and view all the answers

What is the first step in writing a recommendation report?

<p>Define the problem (A)</p> Signup and view all the answers

What does the brainstorming step involve?

<p>Generating possible solutions to the problem (A)</p> Signup and view all the answers

When should you limit the number of criteria for decision-making?

<p>If more than four or five criteria are initially identified (A)</p> Signup and view all the answers

In an unsolicited report, what may need more clarification?

<p>The problem being addressed (D)</p> Signup and view all the answers

What is the purpose of devising criteria in the recommendation report process?

<p>To base effective decisions on important factors (B)</p> Signup and view all the answers

What action should be taken after brainstorming solutions?

<p>Narrow choices down to two or three solutions (A)</p> Signup and view all the answers

Why is it important to involve stakeholders when devising criteria?

<p>To gather diverse perspectives on what is important (D)</p> Signup and view all the answers

Which step comes directly after defining the problem?

<p>Brainstorming solutions (B)</p> Signup and view all the answers

What is the primary purpose of a point-by-point organizational plan?

<p>To compare or contrast specific aspects of items (B)</p> Signup and view all the answers

In a recommendation report, what is the role of appendixes?

<p>To provide supplementary materials for better understanding (D)</p> Signup and view all the answers

Which of the following represents an essential step in criteria analysis when comparing two items?

<p>Identifying and establishing specific criteria for comparison (C)</p> Signup and view all the answers

What should be included in the criteria for comparing two choices in a recommendation report?

<p>A diverse range of criteria covering various aspects (D)</p> Signup and view all the answers

When writing a recommendation report, how should the findings be presented?

<p>By presenting a clear comparison based on established criteria (D)</p> Signup and view all the answers

What is a common misconception about the length of a recommendation report?

<p>It can be concise, focusing on the essentials (B)</p> Signup and view all the answers

What is crucial for effective comparison and contrast in a recommendation report?

<p>Utilizing the same criteria for each item being compared (D)</p> Signup and view all the answers

What is an important consideration when defining the scope of a recommendation report?

<p>Limiting the focus to a manageable number of items (D)</p> Signup and view all the answers

Flashcards

Report structure

The basic framework of a report, typically includes problem definition, solution brainstorming, and criteria development steps.

Solicited report

A report written in response to a specific request from someone or a group.

Unsolicited report

A report written without being specifically asked for.

Define the problem

Clearly state the issue that needs addressing in the report.

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Brainstorm solutions

Generate a list of potential answers or approaches to the identified problem.

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Devise criteria

Establish the key factors that will be used to evaluate and compare the proposed solutions.

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Stakeholders

Individuals or groups who have an interest or influence in the decision-making process.

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Limit criteria

Keep the number of criteria for evaluating solutions to a manageable number (usually no more than five).

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Point-by-Point Organization

A method of comparing or contrasting two items by discussing one aspect at a time for both items.

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Criteria

Standards or factors used to evaluate or compare items in a point-by-point organization.

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Item

A specific element or feature being compared or contrasted within a criteria.

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Conclusion (in Point-by-Point)

A summary of the findings for each criteria, highlighting the key differences or similarities between the items.

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Appendix

Supplementary materials placed at the end of a document, providing additional information or supporting materials.

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Recommendation Report

A report that analyzes a situation and presents suggested solutions or actions based on findings.

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Memo Format

A concise, formal communication style used for internal business communications.

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Compare Two Choices

The task of analyzing two options using a point-by-point method and selecting the most suitable option based on specific criteria.

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Report Introduction

The opening section of a report that sets the context. It includes the report's purpose, a brief problem description, narrowed choices, criteria list, preview of the report, and potentially the investigation method.

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Recommendation Section

The section where the report proposes a solution or course of action based on the analysis. It summarizes the reasons supporting the recommendation using established criteria.

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Report Scope

A section that lists and prioritizes the criteria used for the report. It explains the selection and ranking of these criteria in descending order of importance.

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Discussion Section

The section where each criterion is analyzed in detail. It compares the chosen options and draws conclusions about which option performs better according to each criterion.

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Criteria for Reports

The standards or principles used to evaluate the different choices or options presented in a report.

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Report Length Factors

Factors that influence the length of a report, such as the number of criteria and options being compared.

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What is the purpose of the introduction section in a report?

The introduction section establishes the purpose of the report, outlines the problem, narrows down the options, presents the criteria for evaluation, previews the report's structure, and may describe the investigation method used.

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Study Notes

Technical Writing for Success: Recommendation Reports

  • Recommendation reports are problem-and-solution reports, providing answers to workplace needs.
  • Examples of workplace needs include choosing new computers or locating a new building.
  • The reports compare and contrast possible solutions to identify the best option.
  • The intended audience is typically management or decision-makers.
  • Solicited reports are requested and have a receptive audience. Recommendations can be mentioned early.
  • Unsolicited reports are not requested, requiring more research and supporting information before recommendations. Unsolicited reports target an unreceptive audience.

Audience

  • Persuasive reports attempt to convince the audience.
  • This is done using researched facts, expert opinions, logical thinking, and a well-structured format.

Structure

  • Typically, recommendation reports include four sections: Introduction, Recommendation, Scope, and Discussion.
  • The order of these sections can change based on whether the report is solicited or not.
  • A solicited report may prioritize direct recommendations upfront.
  • An unsolicited report will likely dedicate space to explain the problem and explore possible solutions.

Variations in Structure

  • Different sections can be prioritized based on the audience's receptiveness.
  • Receptiveness influences how much detail is required in the discussion section.
  • A receptive audience allows for limited detail while an unreceptive audience requires more detailed discussions.

Steps

  • First, define the problem clearly. This step is important for both solicited and unsolicited reports.
  • Second, brainstorm potential solutions to the problem. Research is likely necessary in reaching viable solutions..
  • Third, develop criteria for evaluating the best solutions. These criteria should be established based on organizational importance.

Detailed Organization

  • Introduction: State the report's purpose, briefly describe the problem, focus selection to two or three items, present a summary of the evaluation criteria, and a description of the investigation method.
  • Recommendation: Present a clear recommendation. Supporting information showing why this recommendation is best
  • Scope: List criteria, prioritized, explaining choice of criteria and prioritization.
  • Discussion: Discuss the provided criteria in details, presenting an analysis of each option and the results in a comparison/contrast format.

Appendixes

  • Appendices are supplemental material found at the end of the report.
  • They can include supporting information to assist the reader in their understanding.

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Recommendation Reports PDF

Description

Explore the intricacies of writing recommendation reports through this quiz. Gain insights into the different types of reports, their intended audiences, and the structure that makes them effective. This quiz will enhance your technical writing skills and understanding of workplace communication.

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