EffectiveRecommendationReportsWhattoSayandHowtoSayIt,by.ppt

Effective Recommendation Reports What to say and how to say it Part One: What to include A recommendation report is a detailed report that a writer submits to a reader or group of readers who have the authority to endorse or reject the plan, such as: Department heads Managers Elected officials Civic leaders Audience Direct the report to the decision-makers Envision the report read by others in the organization Explain the report so that anyone can understand it Format Use report format (not letter or memo), 10-12 pages in length Include the following sections: An introduction A Methodology section The Literature Review Analysis of primary and secondary research Recommendations Closing Appendices (reference page and other relevant materials) What should recommendations do? Help your readers transform findings into actions, by recommending that the reader: Perform certain actions Refrain from performing certain actions Choose from various strategies, methods, or options Part Two: Hints for Writing Effectively Write clearly “Have something to say, and say it as clearly as you can. That is the only secret to style.” Matthew Arnold Write Clearly Begin with point (topic) sentences Use major and minor headings to distinguish primary and secondary ideas Eliminate words and ideas that are repetitive or unnecessary Use transitional words and phrases effectively Write for Emphasis By Using the active voice Subordinating less important ideas Using parallel structures Breaking normal word order Making lists Using emphatic punctuation Using emphatic typographical devises Use the active voice In the passive voice, the subject is acted upon. In the active voice, the subject does the action. The active voice is usually clearer and more emphatic. passive: The design was prepared by Sheila. active: Sheila prepared the design. TRY USING THE ACTIVE VOICE: Rewrite this paragraph from the passive voice into the active voice The following action must be taken