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Final Review (Information Part)

Updated 4 Oct 2026

4️⃣ Mechanism Descriptions (Informative Reports)

Definition & Criteria

Mechanism Definition:

  • A set of parts working together
  • Makes a recognizable functioning whole
  • Must be nameable (tool, appliance, machine, etc.)

Critical Criteria:

  1. Has material/mechanical/electronic parts
  2. Parts work together
  3. Has clear overall function/use
  4. Is recognizable and nameable

Structure Requirements (Primary + Secondary)

Primary Structure:

  1. TITLE (specific, title case)
  2. INTRODUCTION
  3. DIAGRAM
  4. BODY

Introduction Components (ALL Required):

  1. Definition (including function)
    • Subject + General Category + Purpose
    • "A pencil is a tool used for writing"
  2. Overall Appearance
    • Size, shape, general description
  3. List of Parts (in order to be described)
    • "As per Fig 1, it has four main parts: ..."

Diagram Requirements (4 Components):

  1. Graphic (drawing/picture)
  2. Callouts (labels with lines on sides)
  3. Title (Figure 1 + description)
  4. White Space surrounding

Body Requirements (For Each Part):

  • Separate paragraph per part
  • Part name as HEADING
  • Same order as introduction list
  • Four elements to describe:
    1. Function/Purpose
    2. Color and Material
    3. Size and Shape
    4. Location

Grammar: Use passive voice constructions!

Location & Connection Vocabulary

Pattern: be + past participle + preposition

Location Prepositions:

  • above, beneath, beside, inside, on top of
  • to the right/left of, adjacent to, surrounding

Connector Words:

  • attached to, bonded to, connected to
  • fastened to, fixed, mounted on
  • welded to, wired to, wound around

Shape Description

2D Shapes: circle → circular, square → square, rectangle → rectangular

3D Shapes:

  • sphere → spherical
  • cylinder → cylindrical
  • cube → cubic
  • cone → conical

Other Descriptors: hollow (not solid), irregular (not regular)

5️⃣ Process Descriptions

Process vs Mechanism - Key Difference

Process Descriptions:

  • Time dependent
  • Describe things in steps or stages
  • May contain many mechanisms and materials
  • Can be natural or artificial

Memory Tip: Process = Progresses through time!

Structure (No Diagram Step Required)

  1. Title
  2. Introduction and Overview
  3. Body (organized by stages)

Introduction/Overview - Answer These Questions:

  1. Linear or cyclical process?
  2. Where does it start and end?
  3. How many steps/stages?
  4. What materials/mechanisms involved?
    • Ask: "Is there anything made of ___?"
    • If no: It's a mechanism
  5. What is the result?

Template Structure:

"The diagram shows the (linear/cyclical) process of (title). There are ___ stages in the process. The main natural materials are... The main artificial materials are... The main natural mechanisms are... The main artificial mechanisms are... The outcome of the process is..."

Body Organization

Critical Rule: Use each stage as a basis for a paragraph

Number of Body Paragraphs:

  • Usually 2-5 paragraphs
  • Depends on how you group steps into stages
  • Exam Requirement: If there are X stages, write X body paragraphs!

Body Content:

  • More detail on what happens in each step
  • Where it happens
  • Mechanisms/materials involved
  • What steps achieve/produce
  • Link to next stage

6️⃣ Sentence Structure

Core Concept: Finite Verbs are the DRIVERS

Finite Verb:

  • Requires a subject (explicit or implicit)
  • Usually expresses one of 12 tenses
  • The DRIVER of English sentence structure

Non-finite Verbs (secondary position):

  • Gerunds: "Swimming is healthy"
  • Infinitives: "I like to eat"
  • Past participles: "We are disappointed"

Writing Process - CHOOSE VERB FIRST!

  1. Choose your verb
  2. Ask what it needs:
    • Subject (explicit/implicit)?
    • Object or complement?
  3. Add modifiers/connectors
  4. If adding conjunction → start process again

Basic Sentence Patterns (High-yield for exam!)

SVO (Subject-Verb-Object)

  • Most common English pattern
  • "I like ice cream"
  • Object receives the action

SVC (Subject-Verb-Complement)

  • Complement describes/identifies subject
  • "I am a student"
  • "I am happy"

SV (Intransitive Verbs)

  • No object needed
  • "The sun rose"
  • "I will succeed"

SVOO (Two Objects)

  • Indirect object + Direct object
  • "I gave my dog [indirect] the food [direct]"

SVOC (Object + Complement)

  • Complement describes the object
  • "We painted the room [object] yellow [complement]"

SVA / SVOA (Required Adverb/Adverbial)

  • Adverb NEEDED to complete sense
  • "I went there" (not just "I went")
  • "I took him there" (not just "I took him")

Exam Strategy: Practice identifying these patterns in mixed sentences!

Modifiers (Optional Elements)

Adverb: One word describing when/where/how

  • "Yesterday, I kicked the ball"

Adverbial: Phrase doing the same

  • "I kicked the ball against the wall"

Adjective: Modifies nouns

  • "I kicked the huge ball"

7️⃣ Science Lab Reports

Structure - TIMMRDC (Primary Structure)

Mnemonic: "The Intelligent Mouse Made Really Delicious Cheese"

  1. Title
  2. Introduction
  3. Materials and Equipment
  4. Method
  5. Results
  6. Discussion
  7. Conclusion

Detailed Requirements by Section

1. Title

  • NOT a sentence (phrase only)
  • Omit articles (a, an, the)
  • Use title case capitalization
  • Example: "Testing Single-Bevel-Groove Weld"

2. Introduction

  • Standard format: "The purpose of this experiment is {infinitive verb}..."
  • Grammar: Subject + Verb + Object (infinitive)
  • Example: "The purpose of this experiment is to investigate the existence of harmful bacteria"

3. Materials and Equipment

  • List of noun phrases (NOT sentences)
  • Be precise with measurements
  • Use columns to save space
  • Important: "equipment" NEVER has "s"
  • Numbers: Spell out if <20, use numerals if ≥20

4. Method

  • Critical Tense: PAST tense (lab already finished)
  • Critical Voice: PASSIVE voice (objectivity)
  • Formula: was/were + past participle
  • Tell what already happened, not how to do it
  • NO "I" or "we"
  • Include sufficient detail for repetition

Common Errors:

  • ❌ "Fill each pot..." (present, imperative)
  • ✅ "Each pot was filled..." (past, passive)

5. Results

  • Observable results ONLY (facts you see/measure)
  • NO interpretation
  • Include graphics (tables, charts)
  • Maintain objectivity - no emotion/bias

Objectivity Check:

  • ❌ "The plate was very weak and so it broke" (interpretation)
  • ✅ "A crack appeared along the surface" (observation)

Remove Bias:

  • ❌ "Thankfully...", "Unfortunately...", "Omg!"
  • ✅ Just state the facts

6. Discussion

  • Interpretation of data
  • Why you got results
  • Compare to existing theories
  • Comment on methodology
  • Application of knowledge to evidence
  • More detail for unsolicited reports

7. Conclusion

  • Link back to introduction/purpose
  • State what experiment showed
  • Briefly explain reasoning (summary of discussion)
  • Suggest further experiments
  • Consider your audience

Results vs Conclusions:

  • Result: "Temperature ranged from 97.5-98.1°F over 48 hours"
  • Conclusion: "Patient no longer suffering from fever"

9️⃣ Instructions

Structure - Primary & Secondary

Primary Structure (Required):

  1. Title
  2. Steps

Secondary Structure (Optional but Recommended):

  • Introduction (after title)
  • Warnings/Hazard Alerts
  • Graphics

Note: Secondary elements improve content score but don't affect structure score!

Title Requirements

Two Formats:

  1. "How to..." Format
    • "How to Cook an Omelette"
  2. Gerund (-ing) + Object
    • "Cooking an Omelette"

Steps - Critical Characteristics

Must:

  • Contain an action (reader performs)
  • Proceed forward in time
  • Use imperative mood (command verb + object)
  • Use short sentences
  • Include only ONE action per step
  • Include sufficient, precise details

Exception: Two actions OK if occurring simultaneously

Two Ways to Write a Step

Method 1: Begin with Imperative Verb

  • Command verb + object
  • "Push the red button"
  • "Insert the USB cable"

Method 2: Begin with Dependent Clause/Phrase

  • Dependent clause + comma + imperative verb
  • "After the pan gets hot, add the ingredients"
  • "If you need a receipt, press the green button"

Note: Main action still in imperative mood!

Sub-Steps

When to Use: Only when major step too broad to understand

Format:

  • Main Step: "Play a G major chord"
  • Sub-steps:
    • a. Place first finger...
    • b. Place second finger...
    • c. Place third finger...

Depends on: Audience's knowledge and experience

Explanations (Extensions of Steps)

Typical Explanations:

  1. Why step is important
  2. What will happen after
  3. More details on how
  4. What NOT to do and why
  5. Quick definitions

Format: Step (imperative). Explanation (additional sentence).

Example:

  • Step: "Rinse the boiled egg with cold water"
  • Explanation: "The cold water will make the egg easier to peel"

Graphics Guidelines

DO:

  • Correspond to specific steps
  • Let reader know when to look
  • Place next to step or refer in text
  • Include plenty of white space

DON'T:

  • Include useless/confusing graphics
  • Graphics that don't help do a step

Hazard Alerts - THREE LEVELS

LevelUse WhenFormat
CAUTIONReader could damage equipmentBox with bold ALL CAPS
WARNINGReader could get hurtBox with bold ALL CAPS
DANGERLife-threatening situationBox with bold ALL CAPS

Critical Requirements:

  • Write in ALL CAPS
  • Use BOLDFACE FONT
  • Place BEFORE the mistake
  • Explain WHY it's dangerous
  • Use text boxes and white space

Writing Safety Info:

  • Be clear and concise
  • Avoid complicated sentences
  • ❌ "It is required that safety glasses be worn..."
  • ✅ "Wear safety glasses" or "Safety Glasses Required"

Pro Tip: Sometimes a phrase works better than sentence!

Recipe-Specific Structure

Primary Structure:

  1. Title
  2. Ingredients/Equipment list
  3. Steps

Secondary Structure (Optional):

  • Graphic (after title)
  • Introduction (after title/graphic)

Requirements:

  • List of ingredients before steps (REQUIRED)
  • List of equipment (optional but recommended)

Content Score Improved By:

  • Including introduction and graphics
  • Both equipment AND ingredients
  • Warnings and explanations
  • Visually attractive layout
  • Relevant detail

Language Score Improved By:

  • Using imperatives in steps
  • Correct equipment/ingredient vocabulary
  • Correct instruction vocabulary
  • General grammatical accuracy

🔟 Progress Reports

Definition & Purpose

Progress Report:

  • Describes what has been done during specified time
  • On one project that is started but not finished
  • Multiple reports at different stages
  • Covers achievements in current period
  • Plans for upcoming period

Why Important:

  • Keeps team/stakeholders informed
  • Tracks project advancement
  • Identifies problems early
  • Maintains project confidence

Style Tip: Be Specific and Clear

Vague vs Specific:

  • ❌ "Put enough air in your tires"
  • ✅ "Fill your tires to 32 pounds per square inch"

Insufficient vs Sufficient:

  • ❌ "We bought a new machine"
  • ✅ "The marketing department bought a new HP 5000 laser printer for $595 on June 10th for our production room"

Structure (Primary + Secondary)

Primary Structure:

  1. Introduction
  2. Work Completed
  3. Work Scheduled
  4. Problems/Projections

Format: Memo format (if specified)

Section Requirements

1. Introduction

  • NO heading for introduction
  • Report topic
  • Outline of report
  • Report period
  • Purpose of report

Memo Header Required:

  • To: Relevant recipients
  • From: Report writers
  • Date: Date of this report
  • Subject: Report number and subject

Example Subject: "Progress Report 3: Planning for Trip to Disney World"

2. Work Completed

  • Heading: WORK COMPLETED (date range)
  • Report period in heading
  • Past tense verbs (simple past or present perfect)
  • What has been done
  • Use subheadings if 2+ subtopics

Example Heading: "WORK COMPLETED (September 1 – October 21, 2025)"

3. Work Scheduled

  • Heading: WORK SCHEDULED
  • Future tense verbs
  • What needs to be done next
  • May use subheadings

4. Problems/Projections

  • Heading: PROBLEMS / PROJECTIONS
  • Describe actual or potential problems
  • Explain difficulties affecting project
  • Estimated completion date (final sentence)
  • Give revised date if problems caused delay

Critical: Completion date for entire project, not just that problem!

1️⃣1️⃣ Recommendation Reports (Information Part)

Primary Structure (4 Main Parts)

  1. Introduction
  2. Recommendation (summary of discussion)
  3. Scope (what report covers and why)
  4. Discussion (analysis of criteria)

Note: Order varies by solicited/unsolicited!

Steps to Writing

1. Define the Issue

  • What is the problem/need?
  • For solicited: Problem evident but write anyway
  • For unsolicited: Explain problem importance clearly

2. Brainstorm Solutions

  • Seek information
  • Ask others for help
  • May require research
  • Narrow to 2-3 choices

3. Devise Criteria

  • Factors for decision
  • Get input from stakeholders
  • Limit to no more than 5 criteria
  • More criteria = longer report

Exam Tip: Usually use 2-3 criteria for exam!

Criteria Flow

Criteria are:in theSection
INTRODUCEDin theINTRODUCTION
SUMMARIZEDin theRECOMMENDATION
EXPLAINED and RANKEDin theSCOPE
EVALUATED (one by one)in theDISCUSSION

Introduction Section

Must Include:

  1. Purpose of report
  2. Brief explanation of problem
  3. Narrow choice to 2-3 items
  4. Criteria list (in order of importance)

Example:

"The purpose of this report is to recommend which new swing set Tender Care Center should purchase. The old swing set is rusted and poses a safety hazard. We have narrowed our choices to: Play Time Gym Set and Kiddie Swing Set. To determine which set to recommend, we developed the following criteria: 1. Safety, 2. Special features, 3. Cost"

Recommendation Section

Must Include:

  • Makes the recommendation
  • Uses criteria to summarize reasons

Example:

"We recommend that Tender Care Center purchase the Play Time Gym Set. First, the plastic slide makes it safe. Second, it offers more special features. Third, the cost is within budget."

Scope Section

Must Include:

  • Lists criteria in descending order (most to least important)
  • Explains why criteria chosen
  • Explains why ranked as they are

Example:

"The directors have suggested we rank safety as first criterion. Concern for children and federal guidelines require safety consciousness..."

Discussion Section

Organization:

  • Divided FIRST by criteria
  • WITHIN each criteria by item
  • Each criteria as subheading

Pattern:

  1. Criteria name as heading
  2. Describe what's needed
  3. Analyze Item 1
  4. Analyze Item 2
  5. Conclusion (which is better for this criterion)

1️⃣2️⃣ Proposals (Information Part)

Definition

Proposal:

  • Persuasive document offering solution
  • Tries to sell: idea, product, service, concept, plan
  • Persuades audience to accept solution and invest

Proposal vs Recommendation Report

Both: Persuasive, problem-solution focused

Key Difference:

  • Proposal: Does NOT compare alternatives
  • Proposal: Focuses on only ONE solution
  • Result: Proposals usually shorter than recommendation reports

Types of Proposals (High-yield for exam!)

A. Internal vs External

Internal Proposals:

  • Within the organization
  • Usually sell idea or plan
  • Readers inside organization
  • More casual language OK

External Proposals:

  • Outside the organization
  • Sell goods, services, or ideas
  • Readers outside organization
  • More formal
  • More detail required
  • Usually NOT memo format

B. Formal vs Informal

Informal Proposals:

  • Brief (1-8 pages)
  • Flexible organization
  • Less formal language
  • Often letter, memo, or email
  • Internal audience often

Formal Proposals:

  • External/unfamiliar audience
  • Standard elements of formal reports
  • Longer with more parts
  • Additional elements: glossary, appendixes
  • Detached, professional tone
  • Complex outcomes
  • High-stakes issues, large money

C. Solicited vs Unsolicited

Solicited Proposal:

  • Reader asked writer to create
  • Request in RFP (Request for Proposal)

Unsolicited Proposal:

  • Writer "discovers" problem
  • Written independently
  • No request

D. By Purpose

Sales Proposal:

  • Tries to sell product or service

Research Proposal:

  • Asks approval to begin study/investigation

Grant Proposal:

  • Seeks money for specified project
  • Focus on research but primarily funding

Planning Proposal:

  • Tries to persuade action
  • Example: Change office furniture
  • Get authority to do something

Structure - Short Informal Proposals

Primary Structure (Required):

  1. Introduction/Problem
  2. Body
  3. Conclusion

Secondary Structure (Recommended):

  • Background heading + background
  • Solutions heading + solution
  • Benefits heading + benefits

Format: Memo format (for exam)

Detailed Structure:

  1. Problem heading + problem and solution
  2. Background heading + main statistics/evidence
  3. Solutions heading + solution
  4. Benefits heading + benefits
  5. Conclusion heading + conclusion

Structure - Longer Informal Proposals

Note: Information questions only, not for exam writing!

  1. Summary or abstract (optional)
    • Condensed version
  2. Introduction
    • Problem
    • Solution
    • Background information
  3. Body
    • Evidence to convince
  4. Conclusion
    • Wraps up
    • Spurs action

Key Writing Principles

Critical for Content Score:

  • SPEND TIME creating convincing graph/table/pie chart
  • Visual data = major contributor to content score
  • Makes proposal more persuasive

Language Style:

  • Formal and objective
  • Present Simple to describe current problem
  • Modal auxiliaries in solution (would, might, can)

Heading Treatment:

  • Positioning and clarity = CONTENT (spacing, underlining)
  • Presence of heading = STRUCTURE (missing = negative mark)

📝 Study Strategies & Exam Tips

For Multiple Choice Questions

Focus Areas:

  1. Definitions - What is X?
  2. Distinctions - X vs Y
  3. Categories - Which type is this?
  4. Purposes - Why use X?
  5. Examples - Which example shows X?

High-Yield Topics:

  • Audience types and differences
  • Conditional types (zero, first, second, third)
  • Sentence patterns (SVO, SVC, SVOO, etc.)
  • Report types and their uses
  • Proposal categories
  • Tense functions
  • Voice usage rules

For Writing Component

Remember:

  1. Choose appropriate structure for audience
  2. Use correct verb tenses (past for completed, future for scheduled)
  3. Apply passive voice where needed (science labs, formal reports)
  4. Include all primary structure elements
  5. Support with data (graphs, tables, statistics)

Memory Aids

TIMMRDC (Science Lab): "The Intelligent Mouse Made Really Delicious Cheese"

  • Title, Introduction, Materials, Method, Results, Discussion, Conclusion

Primary vs Secondary Audience:

  • Primary = "Powered" to act
  • Secondary = "Support" roles

Good vs Bad News:

  • Good = Get to point
  • Bad = Buffer first

Process = Progresses through time Mechanism = Makes whole from parts

🎯 Final Checklist

Before the Exam

  • Review all audience types and distinctions
  • Know all conditional types with examples
  • Memorize sentence patterns (SVO, SVC, SVOO, SVOC, etc.)
  • Understand tense functions (especially Present Simple, Present Perfect)
  • Know structure order for solicited vs unsolicited reports
  • Remember TIMMRDC for science labs
  • Review all proposal types and definitions
  • Practice identifying report types from descriptions
  • Know when to use passive voice
  • Understand three levels of hazard alerts

During Multiple Choice

  • Read question carefully for keywords
  • Eliminate obviously wrong answers
  • Look for distinctions (vs, compare, difference)
  • Check for examples and match to concept
  • Remember nuances and minor details

During Writing

  • Identify audience type (receptive/unreceptive)
  • Choose appropriate structure
  • Use correct format (memo if specified)
  • Check verb tenses match section purpose
  • Include all required primary structure
  • Add secondary structure for better content score
  • Use appropriate voice (passive for science/formal)
  • Include visuals if creating proposal
  • Proofread for grammar and clarity

📚 Additional Resources

Key Concepts to Master

  1. The difference between results and conclusions
  2. When to use passive vs active voice
  3. How criteria flow through recommendation reports
  4. The distinction between processes and mechanisms
  5. Primary vs secondary audience considerations
  6. Structure variations based on audience type
  7. The role of persuasion in different document types
  8. How to organize discussion sections effectively

Practice Exercises

  • Identify audience types from sample texts
  • Match examples to conditional types
  • Analyze sentence patterns in real documents
  • Convert active to passive voice
  • Reorganize structures for different audiences
  • Create criteria for sample problems
  • Distinguish between report types

Good luck with your final exam! Remember: Focus on the details, nuances, and minor points - not just the main structures! 🎓✨