Objectives Distinguish between formal reports and proposals. Identify elements of informal and formal proposals Conduct research by generating primary data and collecting secondary data Apply standards for evaluating research material from a variety of sources Apply the writing process to formal reports Develop a report work plan for a formal report Identify elements of formal reports and document sources Draw conclusions and develop recommendations from report data. Types of reports Proposals Announcing the work to be done Formal Report Completion of the work Proposals Proposals suggest solutions to problems. The direct approach is most commonly used. The goal is to persuade readers to follow, agree to, or approve of a request for action, business, or funding. Proposals Introduction: Overview Scope Qualifications Start and completion dates Previous work completed 1st Section Proposals Background: Problem details Purpose and goal Client needs and benefits Proposal, Method, Schedule: Detailed solutions: Product or service Feasibility Procedure and timeframe Project timeline Costs/Budget: Cost breakdown 2nd Section Proposals Staffing, Qualifications: Expertise and credentials Resources/facilities Benefits: Benefits or advantages to the reader 2nd Section Proposals Request for Authorization: Expiry date for the proposal Request for permission to proceed Additional information 3rd Section Formal Report Front matter Body Back matter Formal Report Copy of the Request for Proposals Cover letter Title page Table of contents List of figures Executive summary Front matter Formal Report Copy of the Request for Proposals Cover letter Title page Table of contents List of figures Executive summary Front matter Formal Report Title Page Refer to sample title page on Moodle Table of Content Refer to sample table of content on Moodle List of Figures / List of Tables Only if your report has more then 5 figures or tables combined. Front matter Formal Report Front matter Formal Report Front matter Formal Report Executive Summary or Abstract: One page summary of highlights (10% of report length) Non-technical language (executive summary) Technical language (abstract) Give complete overview of report Highlights conclusions and recommendations Front matter 1/3 Subject Matter Include the problem statement Method of Analysis + Topics covered 1/3 Conclusion Summarize your findings relevant for your recommendations Set the stage for recommendations 1/3 Recommendations You may use bullet points for these. Must relate to the problem statement Your own interpretation Formal Report Front matter Formal Report This report provides an analysis and evaluation of the current and prospective profitability, liquidity and financial stability of Outdoor Equipment Ltd. Methods of analysis include trend, horizontal and vertical analyses as well as .

1. Objectives
Distinguish between formal reports and proposals.
Identify elements of informal and formal proposals
Conduct research by generating primary data and collecting
secondary data
Apply standards for evaluating research material from a variety
of sources
Apply the writing process to formal reports
Develop a report work plan for a formal report
Identify elements of formal reports and document sources
Draw conclusions and develop recommendations from report
data.
Types of reports

2. Proposals
Announcing the work to be done
Formal Report
Completion of the work
Proposals
Proposals suggest solutions to problems.
The direct approach is most commonly used.
The goal is to persuade readers to follow, agree to, or approve
of a request for action, business, or funding.
Proposals
Introduction:
Overview
Scope
Qualifications
Start and completion dates

3. Previous work completed
1st Section
Proposals
Background:
Problem details
Purpose and goal
Client needs and benefits
Proposal, Method, Schedule:
Detailed solutions:
Product or service
Feasibility
Procedure and timeframe
Project timeline
Costs/Budget:
Cost breakdown
2nd Section
Proposals
Staffing, Qualifications:
Expertise and credentials
Resources/facilities
Benefits:
Benefits or advantages to the reader

4. 2nd Section
Proposals
Request for Authorization:
Expiry date for the proposal
Request for permission to proceed
Additional information
3rd Section
Formal Report
Front matter
Body
Back matter

5. Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter
Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter

6. Formal Report
Title Page
Refer to sample title page on Moodle
Table of Content
Refer to sample table of content on Moodle
List of Figures / List of Tables
Only if your report has more then 5 figures or tables combined.
Front matter
Formal Report
Front matter
Formal Report
Front matter

7. Formal Report
Executive Summary or Abstract:
One page summary of highlights (10% of report length)
Non-technical language (executive summary)
Technical language (abstract)
Give complete overview of report
Highlights conclusions and recommendations
Front matter
1/3
Subject Matter
Include the problem statement
Method of Analysis + Topics covered
1/3 Conclusion
Summarize your findings relevant for your recommendations
Set the stage for recommendations
1/3 Recommendations
You may use bullet points for these.
Must relate to the problem statement
Your own interpretation
Formal Report
Front matter

8. Formal Report
This report provides an analysis and evaluation of the current
and prospective profitability, liquidity and financial stability of
Outdoor Equipment Ltd. Methods of analysis include trend,
horizontal and vertical analyses as well as ratios such as Debt,
Current and Quick ratios. Other calculations include rates of
return on Shareholders Equity and Total Assets and earnings per
share to name a few. All calculations can be found in the
appendices. Results of data analyzed show that all ratios are
below industry averages. In particular, comparative performance
is poor in the areas of profit margins, liquidity, credit control,
and inventory management.
The report finds the prospects of the company in its current
position are not positive. The major areas of weakness require
further investigation and remedial action by management.
Recommendations discussed include:
improving the average collection period for accounts
receivable·
improving/increasing inventory turnover·
reducing prepayments and perhaps increasing inventory levels
Formal Report
Introduction
Problem Statement / Purpose Statement
Background
Detailed proposal, method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits, conclusion

9. Recommendation
Body
Formal Report
Introduction
Problem Statement / Purpose Statement
Background
Detailed proposal, method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits, conclusion
Recommendation
Body
Introduction
Bring up the topic of your report.
Give general guidelines as to what will/will not be researched
Formal Report
Body

10. Statement of purpose / Statement of problem
Use what is given to you in the instructions
Background
Puts the report in perspective in terms of the situation it was
written in.
Give overview of your field in Montreal
Data driven section
Provide information for the reader to understand the context of
the report
Formal Report
Body
Detailed proposal (Limitations)
Provide detailed information regarding your findings
What are you looking for?
How much time do you have?
Is it important for the report?
Formal Report
Body
Paper, human, electronic:
In-house
Publicly available
Restricted

11. Secondary research:
Library or online research
Primary research:
Your thoughts, observations, and experiences
Your interviews, surveys, and ideas
Formal Report – Researching and Data
Body
Online:
Keywords:
Search engines
Library databases
Web sources:
Use more than just Wikipedia.
Consider the quality, relevance, and value of the source.
Formal Report - Researching and Data
Body
Print sources:
Periodical guides and indexes
In-house documents and reports
Interviews:
Who? Why? What? Where? When? and How?
Open-ended questions

12. Observations:
Subjective
Specific and measurable?
Formal Report
Body
Conclusion
Summary of the paper
Provide the generic guidelines of the findings
State how this report accomplished it’s goal (Statement of
problem)
Offer a future research
Where does your report stop but would require future research.
Formal Report
Body
Recommendations
Based on the research, what should other students in their first
year looking to get into your field do?
What do you suggest to other wishing to follow a similar career
path as yourself.
Sign this section.
Formal Report
Body

13. Formal Reports
References:
Bibliographic list of sources
APA
Appendix:
Graphics, statistical analyses, tables, generic résumés,
photographs, and samples
De-clutters the proposal body
Labelled A, B, C
Back matter
Formal Reports
Appendix A:
Up-to-date copy of your resume or Linked-in page
Appendix B
Add any additional information you feel is important to put
your reader in context
Appendix X
What did you like about this course / dislike & how to improve
it.
Back matter

14. Formal Reports
What is APA style of referencing?
http://library.concordia.ca/help/howto/apa.php
In-text
Martineau (2013) explains that the average salary for a recently
graduated marketing student should be around …
“The average salary for a marketing graduate should be …”
(Martineau 2013)
Formal Reports
Bibliography – APA style
Entries are arranged alphabetically by the author's last name or
by the title if there is no author
For each entry, the first line is typed flush with the left margin.
Additional lines are indented as a group a few spaces to the
right of the left margin (hanging indent)
Formal Reports
Cooper, A., & Humphreys, K. (2008). The uncertainty is killing
me: Self-triage decision making and information availability. E-
Journal of Applied Psychology, 4(1). Retrieved from
http://ojs.lib.swin.edu.au/index.php/ejap/
There should not be any hyperlinks.

15. See more at:
http://library.concordia.ca/help/howto/apa.php#sthash.net56xLP
.dpuf
Formal Reports
Use an impersonal tone.
Mix sentence and paragraph lengths.
Use consistent verb tenses.
Place angle brackets <> around shortened URLs.
Follow a style guide or the house style.
Don’t use contractions.
Don’t use “I” and “we.”
Formal Reports
Create a work plan
What sections should you begin with
What information are you missing / How will you get it
How will the report be done
When will it be done / Schedule of each section
Make a checklist regarding everything that needs to be done
Do not wait to the last minute for formatting.

16. Formal Reports
Time Management Tips
Determine how and when you work best.
Set priorities.
Start early and plan extra time for problems.
Break tasks into smaller parts.
Ask for help when needed.
Inform your team or client if you will miss deadlines.
COMM 212/2 – Fall 2014
Eric Martineau
Final Business Report (20% total)
The goal of this assignment is to make students aware of their
chosen field of study and its professional community.
Moreover, students will learn to write and submit a report in
standard business format. This report is a complete overview of
what current John Molson students will be expected to produce
upon graduation and should hold instructions as to key actions
individuals beginning their studies should perform to get

17. prepared to enter the job market. Your business report should be
based on Chapter 11 from your textbook.
Deadline:
Week 12: The final business report is required to be printed and
spiral-bonded.
All reports are due at the beginning of class. Late submission
will result in a 5% penalty per day.
Final Business Report:
Instructions
Your final business report should be a complete overview of
your chosen field of study. This report is destined to inform
other first year students about career possibilities, professional
communities and provides an overview into one’s future career
path. Furthermore, you should present your recommendations
as a road map one can take while completing his/her studies to
be fully prepared by graduation time. Your report should
include a minimum of 3 graphs or tables. All sections below
are required in the final report.
• Cover page
o Your report must be spiral bonded with a clear cover page.
Most printing stores, as well as the Concordia Print Store
located in the lobby of the library building, will offer this
service at a very low cost.
• Title page

18. o Please refer to instruction on p.395 of your book.
• Memorandum / Letter of transmittal
• Table of content
o Prepare the table of content once the entire report is
completed,
o Table of content must contain every heading/subheading
within your report. o Table of content must be professionally
made; all columns must be aligned. o Table of content must
showcase hierarchy between sections.
• List of figures / List of tables
o If your report has more the 5 figures or tables combined, this
section should be placed directly under of your table of content.
Make sure to number tables and figures independently, for
example: table 1 and figure 1.
o A list of figures is a “table of content” for your figures. It
indicates on which page to find each figure. It is NOT where
you place all your figures.
• Executive summary
o Written after you have completed the entire report, an
executive summary is roughly
10 percent of the length of the report it summarizes. It can be
read independently of
the report but accurately reflects the report’s most important
information without using any technical jargon. Executive
summaries are used to give managers a complete overview of
the report. For more information regarding executive
summaries, refer to p.396 of the course textbook.
• Introduction (1st level sub-heading)

19. o Your introduction should contain three paragraphs. The first
is a definition of your field of study. Be sure to properly
reference your definition. The second paragraph announces
three major areas one can pursue a career within your chosen
field of study. For example, in marketing, three major areas
can be market research, advertising and sales. Give a brief
description of each. In the third paragraph, select one of these
three areas you will focus on in your report.
• Statement of purpose
o Explain in a single sentence what the purpose of the report is.
Your statement of purpose should be: “The purpose of this
report is to inform me, and those following a similar career
path, with an in-depth study of our professional community”
• Statement of problem
o Explain in very few sentences why such a report is necessary.
Your statement of problem should be: “Although academically
well prepared, [insert chosen field of study] students are
unfamiliar with their professional community.”
• Findings (1st level subheading)
• The field of in Montreal
o Background information puts the report in perspective and
may help to fill in the blanks when a report is consulted years
later. Avoid giving readers more background information then
they really need. Give an overview of your field in Montreal,
enough for someone with very little knowledge of it be able to
understand the context of the report.
• Firms: Give a brief description of 3 firms employing
newly-graduated students. This section should include a brief
overview of the firm and the types of position students can
expect to find.
• Entry-level salaries: What can graduating students in your
field expect as a salary for their first year upon entering the job

20. market.
• Professional Associations: Professional associations are
key to getting a foot in the door with one’s professional
community. Provide an overview of 2 professional associations
a student can join and list the membership costs, member
benefits, location of the association and whether they have
volunteering positions available. Also explain what a student
would gain from getting involved with one of these
associations. I highly encourage you to get in touch with them
to collect this information.
• Professional Journals / Trade Publications: Provide 2
professional journals or trade publications popular within
your chosen field. Give a brief overview of the journal; its
primary audience, student subscription rates and frequency of
publication. Explain what can a student gain from reading these
publications.
• Student Associations: Provide a brief description of 2
student associations a newly admitted student at the John
Molson School of Business can get involved with. Give a brief
overview of their events and their benefits to students.
• Certifications, Accreditations & Skills: What are some
certifications or accreditations either individuals or companies
can receive in your field? Does your field require softer skills?
Explain why companies would be interested in these skills and
how they would be utilized in a professional environment.
Describe two and outline steps to take in order to learn these
skills or earn these additional certifications and accreditations
and the importance they hold within the industry.
• Conferences within 500 km of Montreal: Research a
conference held within 500 km from Montreal a student
interested networking may attend. Provide a history of the
conference, who are the keynote speakers, what are the
networking opportunities and costs for students to attend.
Please note, only professional conferences will be accepted,
student-run conferences, although I highly encourage you to
attend as many as possible, will not count for any points.

21. • Conclusion (1st level subheading)
o Conclusions serve as a summary of the report. Conclusions
are no place to introduce information. Your conclusion should
state the problem that the report attempted to solve. Thus,
highlight the key elements, important points from the report.
State how this report accomplished it’s goal set by the statement
of problem. Offer the reader
future research – where would it have been interesting for you
to get a deeper insight. What information is not present in this
report but could be useful to for the reader to know.
• Recommendations
o Within the recommendations section, make specific
suggestions as to what actions should students in a similar
situation as yourself should be taking as a result of the
information you have presented. Based on your research, bring
recommendations to others looking to get into your selected
field. What are some actions to take concurrently as one is
completing his/her degree to be fully prepared for the job
market?
Sign the end of your recommendations.
• References All your references and citations should be
included in a bibliography. They should be ordered in
alphabetical order and divided by source type (books,
journals, website). In text citations should be in APA style.
You can refer to the Concordia Library’s guide on
http://library.concordia.ca/help/howto/apa.php for the reference
section of your
report
• Appendices

22. Include any additional information you feel pertinent for the
reader in your appendix section. You should have a page with
the “Appendices” title & nothing else written on it.
Page break
o Appendix: Any additional information you feel is pertinent to
this report should be attached here.
Format:
Write a short paragraph on what got out of this course
(Comm 212), what you enjoyed, what you disliked and how to
improve it.
Your writing style should be proper for a formal business
report. You should not include any personal pronouns, such as
I or We. Your writing should be informal. You may refer to
Chapter
11 from the course textbook for a complete description of a
formal business report writing style. Your citations and
references should be done by following the APA guidelines.
The style of formatting of the report should follow APA
guidelines as well – headings, subheadings, title page (etc). For
a sample formal business report, refer to p.403 from the course
textbook
MasterStudent:Comm 212 Individual Written Assignment
Business ReportScoresP = Poor; G = Good; E = ExcellentOne
numerical score per each of the 6 main criteriaMain
CriteriaElementsAdditional CommentsScoreEvaluation
CriteriaPGE1- Letter or Memo of TransmittalFormat, Problem
ID'd, Purpose, CloseLetter or Memo of Transmittal Sub-Total (5

23. Max)2- PresentationCover, Title Page, Table of
Contents,Headings, Sub-Headings, Pagination,Professional
AppearancePresentation Sub-Total (15 Max)3- Executive
SummaryFormat, no fluff, no generalities, all essentials
inclExecutive Summary Sub-Total (10 Max)4-
ContentsIntroduction, Structural OrganizationProblem ID'd &
explained, Background & PreviewTopic Development or
MethodologySecondary Research
(comprehensiveness)Development of Themes or Findings &
AnalysisConclusions (linkage, objectivity, consistency,
clarity)Recommendations (logic, practicality,
relevance)Contents Sub-Total (Max 30)5- Sources &
ChartsReferences and appropriate formatAppendices (clarity,
labels, format, references)Use of Charts, Tables, Graphs etc.List
of Works Cited (number, relevance, format)Sources & Charts
Sub-Total (Max 15)6- Writing QualitySpelling
(Proofreading)Grammar (phrase, sentence & paragraph
construction)Business Style & Tone (objectivity, logic,
flow)Overall Impact (professionalism, creativity,
appeal)Writing Quality Sub-Total (Max 25)Preliminary Total
(Max 100)Penalties (late, etc.)Final Total (Max 100)