This document provides guidance on virtual report writing. It discusses the role of business writing, analyzing the audience, and organizing thoughts. It outlines techniques for effective writing like establishing logical order and following the 7 C's. The document also discusses parts of formal reports, business plans, and white papers including their importance. It provides tips for writing for an international audience and avoiding weasel words. Finally, it poses questions that formal reports and business plans should invoke for the reader.

1. VIRTUAL REPORT WRITING
Melissa Santana
Harun Williams
Comm/470
February 20, 2013
Dr. Roland Chanove

2. YOUR FIRST STEPS TO BECOME A BUSINESS
WRITER
 The Role of Business Writing
 Professionals devote their time writing different documents
 Promote a clear message
 Analyzing the Audience
 Consider the audience
 Understand your audience
 Never Assume
 Organize Your Thoughts with Two Different Techniques
 Jot List
 Idea Bubble

3. BECOMING AN EFFECTIVE WRITER
ESTABLISHING LOGICAL ORDER 7 C’S
 Organize your message in
logical order
 Construct a draft
 Edit and Polish
 Completeness
 Clearness
 Concreteness
 Correctness
 Conciseness
 Courtesy
 Character

4. LETS BE COURTEOUS
PROOF READING
WRITING FOR AN INTERNATIONAL
AUDIENCE
 Double check your work
 Tips for you
 Print a rough draft
 Change your format
 Create a partner system
 Syntax and Style
 Language
 Conventions and
Courtesies

5. FORMAL REPORTS, BUSINESS PLANS, AND WHITE PAPERS
 Importance of Formal Reports
 Educational - easily convey the problem, logic, and
recommendations.
 Presented in an organized format.
 Importance of Business Plans
 Persuasive – define one’s business, identifies set goals, and can
be used to gauge a company’s success.
 Used by financial institutions to determine loan decisions.
 Importance of White Papers
 Persuasive – to educate or reform opinions
 Can also be used to highlight company presence, overshadow
competition, and create sense of thought.

6. PARTS OF A FORMAL REPORT
 Cover Letter
 Title Page
 Letter of Authorization
 Letter of Transmittal
 Table of Contents
 List of Illustrations
 Summary – one page
 Abstract
 Executive Brief ***
 Epitome
 Synopsis
 Introduction
 Background and Problem
 Scope of the Report
 Limitations of the Report
 Sources and Methods of Data Collection
 Organization of Report
 Body or Findings
 Conclusions and Recommendations
 Appendices, Bibliographies or Works Cited
 Style and Format
 Headings
 Paragraphs
 Impersonal Style ***
 Transitions ***
 Tense ***
 Attribution ***
 Graphics
 Tables
 Figures
 Graphs
 Pie charts
 Line Charts
 Bar Graphs
Avoid Weasel Words
 Most, some, several, many, majority
 Use secondary research to back up primary
 Do not use ‘I’ statements

7. PARTS OF A BUSINESS PLAN AND WHITE PAPERS
BUSINESS PLAN WHITE PAPERS
 Title
 Executive Summary
 Company Description
 Product/Service Offering
 Marketing Plan
 Financial Plan,
 Appendices
 Title Page
 Executive Overview/Introduction
 Body
 Conclusion and Recommendations
 Analyze the report and problem
 Anticipate the audience and issues
 Prepare a work plan
 Collect Data
 Document Data Sources
 Interpret and Organize Data
 Prepare Graphics
 Compose a First Draft
 Revise and Proofread
 Evaluate the Product

8. DOES YOUR REPORT INVOKE THE FOLLOWING QUESTIONS?
FORMAL REPORTS BUSINESS PLANS
i. What is the report about and who
wrote it?
ii. What does the report contribute?
iii. What are the implications for me or
my organization?
iv. What are the reports conclusions
and recommendations?
i. What service or product does
your business offer and what
needs does it fulfill?
ii. Who are the potential
customers for your product or
service and why will they
choose your product or service
over someone else’s?
iii. How will you reach potential
customers?
iv. Where will you get the financial
resources to start your
business?

9. REFERENCES
 EBOOK COLLECTION: Roebuck, D. B.
(2006). Improving business communication
skills (4th ed.). Upper Saddle River, NJ:
Pearson Prentice Hall. Chapters 2 and 8.