report writing

1. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 1
Writing Reports and
Proposals

2. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 2
Three-Step Writing Process
• Planning
• Writing
• Completing

3. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 3
Audience Adaptation
• Be sensitive to their needs
• Build strong relationships
• Control style and tone

4. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 4
Reports and Proposals
• Introduction
• Body sections
• Closing section

5. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 5
The Introduction
• Report context
• Subject or purpose
• Main ideas
• Overall tone

6. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 6
The Body Sections
• Present
• Analyze
• Interpret
• Support

7. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 7
The Closing Section
• Emphasizes main points
• Summarizes benefits
• Reinforces structure

8. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 8
Drafting Report Content
• Accurate
• Complete
• Balanced
• Clear and logical
• Documented properly

9. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 9
Report Introduction
• Authorization
• Problem/purpose/opportunity
• Scope
• Background
• Sources and methods
• Definitions
• Limitations
• Report organization

10. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 10
Report Body
• Explanations of problem/opportunity
• Facts, statistics, and trends
• Results of studies or investigations
• Discussion and analysis
• Advantages, disadvantages, costs,
and benefits

11. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 11
Report Body
• Procedures or steps in a process
• Methods and approaches
• Criteria for evaluating options
• Conclusions and recommendations
• Supporting reasons for conclusions
and recommendations

12. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 12
Report Close
• Summary of key points
• Conclusions and recommendations
• Action plans

13. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 13
Proposal Content
• The AIDA plan
– Solicited proposals
– Unsolicited proposals
• Introduction
• Body
• Conclusion

14. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 14
Strategies for Success
• Demonstrate your knowledge
• Provide concrete examples
• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively

15. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 15
Proposal Introduction
• Background or statement of problem
or opportunity
• Proposed solution
• Scope or delimitations
• Organization

16. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 16
Proposal Body
• Proposed approach
• Work plan
• Statement of qualifications
• Detailed costs

17. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 17
Proposal Closing
• Summarizes key points
• Emphasizes benefits
• Restates your qualifications
• Asks for a final decision

18. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 18
Drafting Online Content
• Build trust with intended audiences
• Adapt content for global audience
• Compose web-friendly content
• Use in a concise, skimmable format
• Include effective links

19. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 19
Help Readers Find Their Way
• Headings and subheadings
• Transitional devices
• Previews and reviews

20. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 20
Technology for
Reports and Proposals
• Templates
• Linked and embedded documents
• Electronic forms
• Electronic documents
• Multimedia documents