Unit 13 – Reports (pp92-97) Professional Writing

In this lesson you will learn how to… plan a report write a short report give reasons for past actions describe graphs and charts make recommendations

Report Structure Title Introduction Main Body (important facts) Conclusion

Report 1, p93 Linen Reuse Program: a Progress Report Introduction I present below an overview of the linen reuse program. Further details can be found in the attachment. Findings We found that the program cut laundry costs by up to 24% and improved our image among guests. Conclusion I recommend that we continue the program, and encourage other hotels to do the same.

Report 2, p93 The Future of the V602 Camcorder Introduction I have now completed my inquiry into the poor sales of the V602 Camcorder. Findings I found that 90% of consumers in our survey think that the V602 model is too large and too heavy. Conclusion Based on my research, I strongly suggest that we replace the V602 model.

Consumer v. customer They are often used interchangeably, but: A customer is someone who buys services or goods from someone else. A consumer is someone that uses a certain product or commodity. The lady (or man) who buys clothes for her baby is the customer, but the actual consumer of those clothes is her son or daughter. If she (or he) is shopping for her own clothes she is both customer and consumer.

Now, you have to report your findings: Final Exam: write a report & email (20%) Since the beginning of the semester you have been interviewing your classmates on your chosen topic. Now, you have to report your findings:

***But, it should be double-spaced for OWL*** So, write a report that: summarizes the findings of your interviews includes a title, body (with an appropriate heading – e.g. “Main Findings”. It should not be titled “Body”), and conclusion **You may want to include sub-headings in the body section** is professionally presented is no longer than 1 page of A4 (when single spaced) ***But, it should be double-spaced for OWL***

Option 1 – OWL (Highly recommended): 1st - Write your report 2nd - Send it to OWL for feedback 3rd - Print the Email you send to OWL (This will be graded too) 4th - Wait for feedback, and revise your report 5th - Submit report with the email you sent to OWL to Mike in class on Dec 13th ***Your report should be double-spaced for OWL*** ** When you submit it to me, single spacing please!

Option 2 – No OWL feedback: 1st - Write your report 2nd - Send your report to Mike as an attachment in an email by Friday Dec 8th 3rd - Print off the email & report 4th - Submit the email and the report in class on Dec 13th ** You will notice, if you take this option you get no feedback. This is your final exam assessment** ** Don’t forget, when you submit it to me, single spacing please!**

2. An appropriate salutation Your email to Mike (Option 2): Include: 1. An email subject 2. An appropriate salutation 3. A sentence or two identifying yourself (name, class & student I.D) 4. A sentence stating you have attached the report. - “Please find attached…” 5. A suitable closing 6. A signature 7. A professionally presented signature file

Final Exam: report structure Title: - this should be short, and make clear what the report is about Introduction: a summary of the report (i.e. what the report was about) how and when you collected the data who the subjects/respondents of the survey where how many people participated in your surveys the purpose of the report (don’t write, ‘It was for an assessment.’) Main Body: don’t include quotes of what people said (i.e. no direct speech) - write generally about the key or common themes/findings **See next slide** Conclusion: your opinions based on the facts in the body of the report interpret the themes/findings that emerge and discuss their implications/significance you can make some recommendations if appropriate

Reporting peoples opinions/answers Almost all the interview subjects The majority of people A minority of respondents Only a few people Some A few Several reported that… said that… thought that… complained that…

Reported Speech

Linking Words Sequence Firstly, … Secondly, … Finally, … Talking generally In general, … Usually, … On the whole, … Contrast However, … Nevertheless, … On the other hand, … Adding another point In addition, … Moreover, ... Examples For example, For instance, … Alternatives Either … or … Alternatively, … Instead of, … Real (surprising) situation In fact, … Actually, … As a matter of fact, … Something is obvious Clearly, … Obviously, … Of course, … Most important point Especially, … Above all, … In particular, … Rephrasing In other words, … Result/consequence As a result, … Therefore, … For this reason, … New topic In relation to… Regarding… With reference to…