Rm 10 Report Writing 2


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Rm 10 Report Writing 2

  1. 1. Chapter 12 Completing Formal Reports and Proposals
  2. 2. Chapter 12 Objectives <ul><li>List the three tasks involved in completing reports and proposals, and briefly explain what is involved in revising them. </li></ul><ul><li>Explain the prefatory parts of a formal report </li></ul><ul><li>Describe four important functions of a formal report’s introduction, and identify the possible topics it might include. </li></ul><ul><li>Discuss the four areas of specific information that must be covered in a proposal. </li></ul><ul><li>List four questions to ask when proofing visual aids. </li></ul>
  3. 3. Revising Formal Reports and Proposals <ul><li>Revise by evaluating both content and organization. </li></ul><ul><li>Review for style and readability. </li></ul><ul><li>Edit and rewrite your message clearly and concisely. </li></ul><ul><li>Refer to Chapter 6 for more tips on revising and proofreading. </li></ul>
  4. 4. Deciding on Report Format <ul><li>Formal reports </li></ul><ul><ul><li>Can be short or long </li></ul></ul><ul><ul><li>Can be direct or indirect </li></ul></ul><ul><ul><li>Can be informational or analytical </li></ul></ul><ul><ul><li>Can be external or internal </li></ul></ul><ul><li>The parts you use depend upon what type of report it is. </li></ul><ul><li>For long reports, prefatory parts should have their own pages. </li></ul>
  5. 5. Components of a Formal Report <ul><li>Prefatory parts </li></ul><ul><li>Text parts </li></ul><ul><li>Supplementary parts </li></ul>
  6. 6. Prefatory Parts for a Report What is contained in each of the following? Cover Transmittal letter Title fly Table of contents Title page List of illustrations Authorization letter Executive summary Acceptance letter Synopsis
  7. 7. A Formal Report’s Introduction <ul><li>Ties the report to a problem or an assignment </li></ul><ul><li>Tells the reader the purpose of the report </li></ul><ul><li>Previews contents and organization of the report </li></ul><ul><li>Establishes tone of the report </li></ul>
  8. 8. Topics to Consider in an Introduction <ul><li>Authorization </li></ul><ul><li>Problem/purpose </li></ul><ul><li>Scope </li></ul><ul><li>Background </li></ul><ul><li>Sources and methods </li></ul><ul><li>Definitions </li></ul><ul><li>Limitations </li></ul><ul><li>Report organization </li></ul>
  9. 9. Body of a Formal Report <ul><li>What three sections are contained in the body? </li></ul><ul><li>What factors should you consider when deciding on amount of detail to include? </li></ul><ul><li>Information, analysis, and interpretation. </li></ul><ul><li>Nature of the information, the purpose of your report, and preferences of your audience. </li></ul>Quick Quiz Quick Quiz Quick Quiz Quick Quiz
  10. 10. Final Sections of the Report Text <ul><li>Summary </li></ul><ul><ul><li>Key findings of your report </li></ul></ul><ul><li>Conclusions </li></ul><ul><ul><li>An analysis of what the findings mean </li></ul></ul><ul><li>Recommendations </li></ul><ul><ul><li>Opinions about the desired course of action </li></ul></ul>
  11. 11. Supplementary Parts <ul><li>Explain what is contained in each of the following: </li></ul><ul><ul><li>Appendix </li></ul></ul><ul><ul><li>Bibliography </li></ul></ul><ul><ul><li>Index </li></ul></ul>Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss
  12. 12. Prefatory Parts of a Proposal <ul><li>Formal proposals may have a copy of a request for proposal (RFP). </li></ul><ul><li>The letter of transmittal should persuade the reader you have something to offer. </li></ul><ul><li>A synopsis or an executive summary provides a preview of your proposal. </li></ul>
  13. 13. A Proposal’s Introduction <ul><li>Background or statement of the problem </li></ul><ul><li>Overview of approach </li></ul><ul><li>Scope </li></ul><ul><li>Report organization </li></ul>
  14. 14. Body of a Formal Proposal <ul><li>The body must cover some specific information: </li></ul><ul><ul><li>Proposed approach </li></ul></ul><ul><ul><li>Work plan </li></ul></ul><ul><ul><li>Statement of qualifications </li></ul></ul><ul><ul><li>Costs </li></ul></ul>You may want to include a summary or conclusion if you need another opportunity for persuasion.
  15. 15. Proofreading Formal Reports and Proposals <ul><li>Check over textual materials. </li></ul><ul><li>Check visual aids: </li></ul><ul><ul><li>Is each visual necessary? </li></ul></ul><ul><ul><li>Are the visuals accurate? </li></ul></ul><ul><ul><li>Are the visuals documented? </li></ul></ul><ul><ul><li>Are the visuals honest? </li></ul></ul>
  16. 16. Getting Feedback <ul><li>You’ll want to get feedback from readers, even if you have to nudge them to do so. </li></ul><ul><li>Be ready for less-than-glowing reactions to your recommendations. </li></ul><ul><li>Be prepared to get no response at all. </li></ul><ul><li>Accept criticism graciously. </li></ul>
  17. 17. <ul><li>What are the tasks involved in revising a report or proposal? </li></ul><ul><li>What are the ten prefatory parts of a formal report? </li></ul><ul><li>How do writers use an introduction in a formal report? </li></ul><ul><li>What four questions do writers need to ask when checking visual aids for a report? </li></ul><ul><li>What information is included on the title page of a report? </li></ul>Let’s Discuss Test Your Knowledge
  18. 18. <ul><li>What is a letter of transmittal, and where is it positioned within a report? </li></ul><ul><li>How does a synopsis differ from an executive summary? </li></ul><ul><li>How does the summary section of a report differ from the conclusions section? </li></ul><ul><li>What are three supplementary parts often included in formal reports? </li></ul><ul><li>Why is the work plan a key component of a proposal? </li></ul>Let’s Discuss Test Your Knowledge continued