Business communication 11

Uploaded on


More in: Technology , Business
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads


Total Views
On Slideshare
From Embeds
Number of Embeds



Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

    No notes for slide


  • 1. Business Communication Lecture 11: PROPOSAL, FORMAL REPORTS AND INFORMAL REPORTS By Ms. Glynnis
  • 2. 1. Minutes of meeting  Record summaries of old business, new business, announcements, and reports as well as the precise wording of motions.  What you need to write in your minutes :  provide the name of the group, date, time, and place of meeting  identify the name of attendees and absentees if appropriate
  • 3.  describe the disposition of previous minutes.  record old business, new business, announcement and reports.  include the precise wording of the motions ; record the vote and action taken.  conclude with the name and signature of the person recording the minutes.
  • 4. NAME OF GROUP VENUE OF MEETING DAY, DATE, TIME PRESENT : _________ ABSENT : _________ ( describe disposition of previous minute ) OLD BUSINESS ( summarize discussion ; does not record every word ) REPORTS ( highlight motions, showing name of person making motion and person seconding it ) NEW BUSINESS ( summarize new business and announcement ) (SHOWS NAME AND SIGNATURE OF PERSON RECORDING MINUTES )
  • 5. 2. SUMMARIES  a summary condenses the primary ideas, conclusions, and recommendations of a longer publication  General guidelines :  present the goal or purpose of the document being summarized. Why was it written?  highlight the research methods ( if appropriate ), findings, conclusions, and recommendations.
  • 6.  omit illustrations, examples and references  organize for readability by including headings and bulleted or enumerated lists.  include your reactions or an overall evaluation of the document if ask to do so.  An executive summary presents an overview of a longer report and focuses on key point.
  • 7. EXECUTIVE SUMMARY TITLE ( summarize purpose of longer report ) BUSINESS PROFILE ( provides overview of main points ) FIRST REPORT ( follows sequence of longer report ) SECOND REPORT ( focuses on most important parts of business plan, including marketing, finances and payback)
  • 8. INFORMAL PROPOSALS  Contain : a) Introduction b) Background Information c) Proposal d) Staffing Requirements e) Budget f) Authorization Request
  • 9. A.) INTRODUCTION  hint an extraordinary results, with details to be revealed shortly  promise low costs or speedy results  mention a remarkable resource ( well- known authority, new computer program, well-trained staff), available exclusively to you
  • 10. identify a serious problem, and promise a solution, to be explained later  specify a key issue or benefit that you feel is the heart of proposal. B. ) BACKGROUND, PROBLEM AND PURPOSES  aim is to convince the reader that you understand the problem completely
  • 11. c.) PROPOSAL , PLAN , SCHEDULE  the proposal section must give enough information to secure the contact but not so much detail that the services are not needed. d.) STAFFING  describe the credentials and expertise of the project leaders.
  • 12. e.) BUDGET  because a proposal is a legal contract, the budget must be researched carefully. f.) AUTHORIZATION  the closing should remind the reader of key benefits, and motivate actions.
  • 13. FORMAL REPORTS  respond to big projects and may contain 200 or more pages.  the primary differences between formal and informal reports are tone, structure, and length. PREPARING TO WRITE FORMAL REPORTS  the beginning of every reports begin with a statement of purpose explaining the goal, significance, and limitations of the report.
  • 14. RESEARCHING SECONDARY DATA  Primary data come from firsthand experience and observation ; secondary data from reading  secondary data are cheaper and easier to develop.  reviewing secondary data can save time and effort.  secondary material available either in print or electronically.
  • 15. a.) Print Resources  although researchers are increasingly turning to electronic data, much data is only available in print.  books provide historical and in- depth data  periodicals* provide limited but current coverage * magazines, pamphlet, and journals
  • 16. b.) ELECTRONIC DATABASE  Most researchers today begin by looking in electronic database.  A database stores information so that it is accessible by computer and digitally searchable.
  • 17. PARTS OF A FORMAL REPORT 1. PREFATORY  title page  letter of transmittal  deliver the report  present an overview of the report  suggest how to read or interpret it  describe limitations, if they exist
  • 18. acknowledge those who assisted you.  suggest follow-up studies , if appropriate  offer to discuss the report personally  express appreciation for the assignment  Table of Content  executive summary, abstract, synopsis
  • 19. 2. BODY  Introduction of background  explanation of how the report originated and why it was authorized  description of the problem that prompted the report and the specific research  sources and methods of collecting data
  • 20. summary of findings, if the report is written deductively  preview of the major sections of the report to follow , thus providing coherence and transition for the reader.
  • 21.  Discussion of findings  summary, conclusions, recommendations 3. SUPPLEMENTARY  footnotes or end notes  bibliography  appendix