RECOMMENDATION REPORT ASSIGNMENT
shaqi112
336_ppt_5.pptxToday’s Agenda
In week 2 of this class, we will focus on
Recommendation reports
Letter report format
Block style letter
Modified block style letter
Homework: begin on recommendation report
BEIT 336: Week 2 – Class 1
1
Recommendation Reports
Analyze and interpret data
Draw conclusions
Make recommendations
Unlike the informative report, recommendation reports provide information and recommendation(s). The writer’s tasks when composing a recommendation report include:
BEIT 336: Week 2 – Class 1
Recommendation Reports
Definition of a Conclusion:
An interpretation of the facts, not a restatement of facts.
Definition of a Recommendation:
A suggested action a company should take and how that action should be implemented – based on the conclusion.
BEIT 336: Week 2 – Class 1
From Facts to Recommendations
Case:
What caused employee tardiness and absenteeism and what should we do about the problem?
Here is an example showing the process of (1) analyzing and presenting facts, (2) drawing conclusions, and (3) making recommendations
BEIT 336: Week 2 – Class 1
Present Facts
Facts:
90% of employees have children in childcare age range.
85% of employees who use childcare have difficulty finding adequate facilities.
75% of our employees who use childcare have been absent because of childcare problems.
90% of our employees who use childcare facilities have been late to work at least once a month because of childcare problems.
BEIT 336: Week 2 – Class 1
From Facts to Conclusions
Based on the facts, these conclusions are drawn:
Employees’ childcare problems negatively influenced the company’s overall productivity.
Childcare is one cause of our increase in tardiness and absenteeism rates.
There is a need for helping employees with child care.
BEIT 336: Week 2 – Class 1
From Conclusions to Recommendations
Conclusions tell the reader the meaning of the facts. Recommendations focus on actions :
Company should explore options for aiding employees with childcare.
Option 1: Explore the possibility of operating an on-site childcare program.
Option 2: Investigate flextime and telecommuting options.
BEIT 336: Week 2 – Class 1
Recommendation Report Organization
Introduction (no heading)
Include appropriate elements
Body/Analysis Section
Organize information under subtopics (headings)
Include facts, conclusions and recommendations
You have two options: include conclusions and recommendations within each section of discussion of facts or at the end (more on next slide)
Choose from inductive, deductive or modified deductive order (depending on reader-writer relationship and the subject matter)
Summary and Closing (no heading)
May need to restate main facts
Include appropriate elements
BEIT 336: Week 2 – Class 1
Recommendation Report - Indirect Order
Introduction
Introduction
Message
Heading 1
Facts, Facts, Facts
Conclusion
Recommendation
Heading 2
Facts, Facts, Facts
Conclusion
Recommendation
Message
Heading 1
Facts, Facts, Facts
Heading 2
Facts, Facts, Facts
Summary
Conclusion & Recommendation
Closing
Closing
When content in sections1 and 2 are related, conclusions are based on both sections, and the recommendation applies to both sections, use this structure
Use this structure when the sections are independent of one another, and the conclusion and recommendation only apply to the specific section
BEIT 336: Week 2 – Class 1
Letters
Report Format
BEIT 336: Week 2 – Class 1
Letter Report Format
The following slides provide a quick review of the letter report formats.
A letter contains several standard components.
The layout of the components varies depending on the style:
block style: all components align along the left margin
modified block style: some components align along the left margin while other components are off set (use the tab key so the component begins about midpoint of the page).
BEIT 336: Week 2 – Class 1
Letter Formats - Block Style (p. 37 Study Notes)
All lines start at left margin
Return address or letterhead (letterhead may be left aligned or centered)
Date
Reader’s name, title, company, address
Salutation
Subject line (if use deductive order)
Body
Signature block (complementary close, 3 lines, sender name and title)
Enclosure (if enclosing additional documents)
2. Single space within paragraph, double between
BEIT 336: Week 2 – Class 1
Letter Formats – Modified Block Style (p. 38 SN)
Lines start at left margin
Reader’s name, title, address
Salutation
Subject line (if use deductive order)
Body
Enclosure (if enclosing additional documents)
2. Exceptions: lines start at midpoint of page
Return address (letterhead may be left aligned or centered)
Date
Signature block (complementary close, 3 lines of blank space for signature, typed sender name and title)
BEIT 336: Week 2 – Class 1
Sample Recommendation Reports
BEIT 336: Week 2 – Class 1
Sample Recommendation Reports (direct & indirect order)
Convention Hotel (textbook, Ch.11, p. 215-216)
Parking Lot Problems (Study Notes, p. 32)
Temporary Employee Problem (Study Notes, Appendix B, p. 50-52)
Read the following recommendation report samples. Ask yourself these questions when reading each report:
What is the report’s arrangement of ideas (direct or indirect)?
What is the report format (letter or memo)?
If a letter report, which letter format (block style or modified block style)?
Are the headings topic or talking?
How is the report structured (conclusion & recommendation under each individual heading or together)?
BEIT 336: Week 2 – Class 1
15
Sample Recommendation Reports Answers
1. Convention Hotel (p. 215-216 textbook)
Direct order (recommendations in the first paragraph, followed by intro / “Origin and Plan of the Investigation” then facts)
Letter report in modified block style
Talking headings
Conclusions and recommendations in one paragraph
2. Parking Lot Problems (Study Notes, p. 32)
Indirect order (intro body including recommendation closing)
Memo format
Topic and Talking headings (both versions shown)
Conclusions and recommendations under separate headings since they are independent of one another
3. HR Research International (Study Notes, p. 50-52)
Indirect order (intro body including recommendation closing)
Letter report in block style
Talking headings
Conclusions and recommendations under one heading
BEIT 336: Week 2 – Class 1
Report Assignment
BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Read the Individual Recommendation Report assignment case carefully
Create an outline for your report
BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Here are some questions to help you understand the assignment.
Who authorized this report?
Who is your primary reader?
Is this an internal or external communication?
What is the report about?
Why are your writing the report? Why are you doing this investigation?
How did you gathered the info?
What are the key areas of information?
Preview: ____________________
BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Based on your initial analysis, begin to think about how you want to organize the body of the report
Heading 1: ____________________
Heading 2: ____________________
…
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BEIT 336: Week 2 – Class 1
