1. Chapter 7: Informational & Analytical Report
Lecturer: Qi Danyuan
授课对象：2011级英语（商务方向）本科1-3班

2. Objectives Knowing about informational reports
Write three kinds of informational reports
Learn about analytical reports
Write three kinds of analytical reports

3. Review

4. Review

5. Prefatory part Cover Title fly and title page
Letter of authorization and letter of acceptance
Letter of transmittal
Executive summary
Table of contents
List of illustrations

6. Informal reports 1. introduction subject, background information
2.body
organize the data, and present
3.summary
Summerize your findings, draw conclusion and make recommendation

7. Useful expressions Informational reports Periodic reports
Situational reports
Trip report
Progress report
Investigate report
Analytical report
Recommendation report
Feasibility report
Yardstick report

8. Difference between Informational＆Analytical Reports
Provide information
Analytical:
Analyze data, draw conclusion
Propose recommemdation

9. Informational Reports
Three types:
Periodic reports
trip report
Situational reports progress report
Investigative reports

10. Analytical reports Three types: recommendation reports
feasibility reports
yardstick reports

11. Periodic reports Periodic reports sometimes called, activity reports
Purpose: to describe all the jobs done in the given reporting period, so that management can monitor the operation and verify strategies based on the statistics and the problems found in the reports.

12. Summarize regular activities and events during the reporting period
Report unusual events to which management should pay attention
Describe problems and needs

13. Situational reports They cover nonrecurring situations.
Include trip reports, progress reports, etc.
The tone of these reports is informal.
(1)Trip reports
Many companies require employees to prepare a report after they return from a business trip.

14. (2)progres reports
It provides information about the progress of a project, describing its status, such as whether it is on schedule or within the budget.
It may be for the external use or for the internal use.

15. How to write a trip reports?
①Start the report with a statement
②In the body: why you made the trip
who you visited
what you accomplished
③conclusions and recommendations

16. TRIP REPORT FORMAT
Date:
From:
To: Executive Officer, Marine Corps Base, Camp Lejeune
Via: Director, Marine Corps Community Services, Marine Corps Base, Camp Lejeune
Subj: TRIP REPORT
Ref: (a) BO C
1. Purpose of trip:
2. Duration(持续时间）: to
3. Key person(s) contacted on trip:
4. Place(s)/unit(s) visited:
5. Narrative summary: (continue on a second page, if needed)
6. Problems encountered: a. b. c.
7. Recommended action:
8. Immediate action taken (if any):
______________________________________
(Signature)

17. To : Peter White
From: Lily Smith
Date: March 29,2007
Subject: Trip to Two Operation Sites in China
memo format

18. How to write a progress report?
1.In the introduction of the first progress report, you need to identify the project and in subsequent reports ,you should summarize the progress made the previous one was submitted.

19. 2.In the body of the report（project description, you should describe the project's status under the subheadings of cost ,schedule, etc. that you think your readers need to know.
3.You may end the report with conclusions and recommendations about necessary changes in the project.

20. Investigative reports
are written in response to a request for information.
purpose: to provide data for a specific situation.

21. Example of Informational Reports
How to write an investigation report?

22. You should identify the purpose and the scope of the investigation in the introduction part.

23. The body of the report may include the facts and findings.
You can then end the report with a summary. No conclusions or recommendations are required for investigative reports, unless you are asked to do so.

24. Sample:
An investigation report written by Student Union on student's satisfaction with curriculum.

25. 标准版式 To: Qing Wuping, President From: Student Union Date: memo
Subject: Survey on…
Scope of the Investigation, method （introduction）
Methods of Investigation (body)
Findings
Summary
标准版式

26. The Purpose
At the request of the Academic Affairs Department, the Student Union conducted an investigation to determine whether the students were satisfied with the courses offered by the University. This report gives the result of the investigation.

27. Scope of the Investigation 调查人群
We interviewed 500 from the eight colleges of the University. ...(the number , their school years, sexes, and so on)

28. Methods of Investigation 调查方式
We conducted the investigation through three methods: interviews 采访， questionnaires 问卷调查，and the student’s course evaluations 课程评估.
We sent out 400 questionnaires and 200 students responded to them. 100 students chosen randomly['rændəmli] 任意地,随便地 from student ID numbers were interviewed.

29. Findings
Students commented on the design of the current curriculum and on the individual courses as well.. .
Merits:
More and more instructors are improving their teaching method….
Weakness:
A large number of instructor attach importance to passing knowledge, but ignore improving st’s ability in researching,…

30. Summary
All the students participating the investigation are satisfied with the courses they have taken and they are sure they can do better as the University improves the curriculum.

31. Recommendation reports
You often need to write a recommendation report to seek approval when you want to justify or recommend something.
Main purpose: persuade readers to take action.
Your can choose a direct or an indirect pattern.

32. Organization of Reports
Direct Pattern:
•Identify the problem of need briefly.
•Propose the recommendation, solution, or action.
•Explain the benefits of the recommendation.
•Discuss pros, cons ,and cost.
•Summarize the recommendation and action to be taken.

33. Organization of Reports
Indirect Pattern:
•Describe the problem that the report focuses on. Use the data you have collected to show how serious the problem could be.
•Present the alternative solution to the problem , starting with the one you least want to recommend and ending with the best solution you propose.
•Discuss the advantages and disadvantages of your recommendation.
•Summarize your recommendation.

34. Feasibility reports
A feasibility report presents evidence about the practicality of the proposed project.
They are usually written for the internal use

35. Feasibility Reports The first way of writing feasibility report:
Present your decision at the beginning of the report.
1. Present your decision immediately.
2. Describe the background and problem initiating the propossal.
3. Discuss the benefits of the proposal.
4. Analyze the problems that the proposal may incur.
5. Calculate the costs associated with the proposal.
6. Provide the estimated timetable for implementing the proposal.

36. A yardstick report
A yardstick report is one that looks at a problem that has more than one possible solution. By defining the criteria with which a solution is chosen, each possible solution is then explained and a recommendation is made.

37. Example of an analytical report:
Yardstick report
What is a yardstick report?
How to write a yardstick report?
A sample yardstick report in memo format
(Background , body, Conclusion and Recommendation)
Tips & Warnings

38. What is a yardstick report?
Yardstick reports examine two or more solutions to a problem that needs solving.
The best way to reduce the solutions to the best one is to establish a yardstick to evaluate all of them.
Each alternativeis evaluated against the same standard so that you can select the best solution.

39. You may organize the report in this way:
（How to write a yardstick report?）
Start by describing the problem or need.
Present possible solutions and alternatives.
List the criteria for comparing the alternatives.
Evaluate each alternative against the criteria.
Summarize the evaluations.
Make the recommendation.

40. A sample yardstick report in memo format:
Date : June 24 ,2006
To: Prof. Wang Jianguo, Chairperson of English Dept.
From: Zhao Dong
Subject: Choice of Courseware for listening Class
Here is the report you requested on May 10 about purchasing English teaching courseware for the new Computer-aided English Learning Center . The report evaluates the products of three institutions and establishes criteria for selecting the most suitable one for our Department . It then presents the recommendation based on the evaluation.( 1. problem or need)
Courseware Available
After searching at the market, I found 50 kinds of courseware programs developed by various companies. However , 40 are for beginners or children. Of the rest 10 programs, I selected three that are used at universities and close to our budget. The first is developed by the Education Press, the second by TeaEng, an American company producing English learning materials, and the third by the Technical Center of Zhong Xi University . About 30 universities , according to the figures in the three institutions brochures, are using the courseware. I visited 9 universities, three for each program, and talked to the instructors and students to get some feedback on the programs. (2. present possible solutions)
background

41. (1) Criteria Established for Selecting One (3. list criteria)
I established criteria based on content, record management systems, cost, and services, among which contents take priority ：[prai‘ɔriti]优先.
The content of each program is evaluated from four angles : whether it can motive students, whether it offers a variety of teaching materials, whether it provides sufficient explanation, and whether it designs effective exercise. The following is the comparison between the three programs: (4. evaluate each alternative)
(1)
Motivation
Variety
Explanation
exercises
Edu Press
Interesting ,
Challenging,
Interactive
：[,intə'æktiv]
News stories,
Jokes, flash
Animation, movie extracts
Brief
Sufficient,
interactive
TeaEng
difficult,
Movie extracts,
Lectures, cartoons,
conversation
Insufficient,
Zhong Xi
Test –oriented,
Flash animation,
Detailed
More than
enough,
Body 1

42. Function Stability Safety
A record management system should accurately record students performance in class, including the accumulated time students spend on the program and the grades of quizzes. It should also control the pace of study by unlocking a new lesson when a student finishes every part of a lesson and get a satisfactory score in the quiz of each chapter. The system should be safe, because students may break in and change the records. The three systems vary in terms of functions, stability, and safety. The following chart compares the three systems:
Body 2
(2)
Function
Stability
Safety
Edu Press
Accurate
Stable
Easy to be broken in
TeaEng
Accurate but lacking in effective pace control
Safe with two database whichupdate automatically
Zhong Xi
Stable,slow
Safe

43. (3) Cost Services Edu Press TeaEng Zhong Xi
Cost is another concern, but all the three are beyond the proposed budget. You may have to reconsider the budget. I attach importance to services the companies can provide when we have installed the courseware. The following is the comparison:
(3)
Cost
Services
Edu Press
100,000 RMB,20％ discount for the renewed contract
Free update,
regular check-ups
TeaEng
120,000 RMB,20％ discount for the renewed contract
Free update, free training once a year
Zhong Xi
90,000 RMB,50％ discount for the second contract
Free update
Body 3

44. Conclusion and Recommendation (5.summerzie)
Although Zhong Xi offers the lowest price, its test-oriented content deviates 偏离from our teaching objectives. Therefore ,the choice is between the Education Press and TeaEng.
Because both companies provide good services, the decisive factor lies in contents of the programs. The two programs contain such sufficient, interesting materials as movie extracts, situational conversations, animations, news stories from CNN or CCTV , but TeaEng’s is designed for international learners while the Education Press for Chinese students. 注意连词使用
(1)

45. The explanations and exercises designed by the Education Press are focused on Chinese students questions and errors in learning English.
However , the Education Press program is easy to be broken in. They estimate that in two months they can update the management system.
I recommend the Department buy the Education Press’s program. （6.recommendation）
(2)

46. Homework
Suppose your school is seeking a Canadian university to establish a joint program offering both Chinese and Canadian university diplomas. Three universities have shown their interests in cooperating with your school. Your job is to choose one. You may establish 5 criteria, which are the reputation, the number of professors, tuition, courses, the possibilities of sharing teaching resources.

47. Thank you!