Business Communication

Business Communication
Today
Today
Chapter 15
Writing and Completing Reports
and Proposals

Copyright 2016 Pearson Education Limited Chapter 15 1

 Learning Objectives
1. Explain how to adapt to your
audiences when writing reports and
proposals.
2. Name five characteristics of
effective report content and list
topics commonly covered in the
introduction, body, and close of
formal reports.
Copyright 2016 Pearson Education Limited Chapter 15 2
 Learning Objectives
3. List six strategies to strengthen a
proposal argument and list the
topics commonly covered in the
introduction, body, and close of
proposals.
4. Summarize the four tasks involved
in completing business reports and
proposals.
5. Identify the elements to include in a
Copyright 2016 Pearson Education Limited Chapter 15 3
Writing Reports
Writing Reports and
and
Proposals: Adapting
Proposals: Adapting to
to
Your Audience
Your Audience
(LO 15.1) Explain how to adapt to your
audiences when writing reports and
proposals.

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Being Sensitive to Your
Audiences Needs
The You Sense of
Attitude Etiquette

Positive Bias-Free
Emphasis Language

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Guiding the Readers

Headings and Links

Clear Transitions

Previews and Reviews

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 Building Strong
Relationships with
Your Audience
Style
Style Language
Language

Content
Content Credibility
Credibility

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 Controlling Your
Style and Tone
Information

Informal
Informal Formal
Formal
Audience Situation
Tone
Tone Tone
Tone

Report Length

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Summary of Discussion
In this section, we discussed the
following:
Being Sensitive to Audiences Needs
Guiding the Readers
Building Strong Relationships with Your
Audience
Controlling Your Style and Tone
The next section will cover Drafting
Report Content.
Copyright 2016 Pearson Education Limited Chapter 15 9
Drafting Report
Drafting Report Content
Content

(LO 15.2) Name five characteristics of

effective report content and list the
topics commonly covered in the
introduction, body, and close of formal
reports.
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 The Structure of
Reports
Three Main Sections

The
The
Introducti The Body
Closing
on

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 Effective Report
Content

Accurate Complete

Document
Clear and
Balanced ed
Logical
Properly

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 Introduction to a
Report
(see Table 15.1)
Establish
Authorization for the
Context Report
********** Problem/Purpose of
Identify Report
Subject
********** Scope of the Report
Preview
Main Ideas Background of the
Report
Copyright 2016 Pearson Education Limited Chapter 15
13
 Introduction to a
Report
(see Table 15.1)
Establish
Sources/Methods of
Context Research
********** Key Terms and
Identify Definitions
Subject Limitations of the
********** Report
Preview
Main Ideas Organization of the
Report
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14
 The Body of a Report
(see Table 15.1)
Explain Problem, Project, or
Idea

Facts, Stats, Evidence, and

Trends

Analysis of Potential Action

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15
 The Body of a Report
(see Table 15.1)
Advantages and
Disadvantages

Procedures or Processes

Methods and Approaches

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 The Body of a Report
(see Table 15.1)

Criteria or Benchmarks

Conclusions/Recommendati
ons

Statements of Support
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17
 The Close of a Report
(see Table 15.1)
Summary, Recommendations,
Action
When Using the Direct
Approach
When Using the Indirect
Approach
When Motivating Action
Copyright 2016 Pearson Education Limited Chapter 15
18
Summary of Discussion
In this section, we discussed the
following:
The Structure of Reports
Effective Report Content
Introduction to a Report
The Body of a Report
The Close of a Report
The next section will cover Drafting
Proposal Content.
Copyright 2016 Pearson Education Limited Chapter 15 19

Drafting Proposal
Drafting Proposal Content
Content

(LO 15.3) List six strategies to

strengthen a proposal argument and
list the topics commonly covered in
the introduction, body, and close of
proposals.
Copyright 2016 Pearson Education Limited Chapter 15 20

 Writing Successful
Proposals
Demonstrate your knowledge.
Provide examples and information.
Research your competition.
Prove your proposal is workable.
Adopt the you attitude.
Package the proposal attractively.

Copyright 2016 Pearson Education Limited Chapter 15 21

 Drafting Proposal
Content
The
Introduction
Three Main
The Body
Sections

The Conclusion

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 Introduction to a
Proposal
(see Table 15.1)
Background
Information
Problem Statement
Problem or Proposed Solution
Opportunit
y Scope of the
Proposal
Proposal
Organization
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23
The Body of a Proposal
(see Table 15.1)

Facts and Evidence

Proposed Proposed Approach
Solution Work Plan Schedule
and
Anticipate Qualifications
d Results Statement
Proposed Costs

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 The Close of a
Proposal
(see Table 15.1)
Review Your Argument
Review Reader
Summary Benefits
and Review Your Approach
Bottom
Line Restate Your
Qualifications
Request a Decision
Copyright 2016 Pearson Education Limited Chapter 15
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Summary of Discussion
In this section, we discussed the
following:
Writing Successful Proposals
Drafting Proposal Content
Introduction to a Proposal
The Body of a Proposal
The Close of a Proposal
The next section will cover
Completing Reports and Proposals.
Copyright 2016 Pearson Education Limited Chapter 15 26

Completing Reports
Completing Reports and
and
Proposals
Proposals
(LO 15.4) Summarize the four tasks
involved in completing business
reports and proposals.

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 Revising Reports
and Proposals
Evaluate Organization, Style,
and Tone
Improve the Reports
Readability
Assemble the Report in Its Final
Form
Review the Final Report
Thoroughly
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 Producing Formal
Reports
and Proposals

Supplementary
Supplementary
Prefatory
Prefatory
Elements
Elements
Elements
Elements

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 Prefatory Elements of
Formal Reports (see
Table 15.2)
Cover Title Fly

Letter of
Title Page
Authorization

Letter of Transmittal Table of Contents

Synopsis or
List of Illustrations
Executive Summary
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 Supplementary
Elements of Formal
Reports (see Table 15.2)
Appendixe
Appendixe
ss
Information for
Information for
Bibliograp
Bibliograp
Readers Who
Readers Who hy
hy
Seek More
Seek More Details
Details
Index
Index
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 Prefatory Elements of
Formal Proposals (see
Table 15.2)
Cover, Title Fly, Copy of or
Title Page Reference to RFP

Synopsis or Letter of
Executive Transmittal
Summary
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 Supplementary
Elements of Formal
Proposals (see Table 15.2)

Rsums of
Appendixes
Key Players

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 Distributing Reports
and Proposals
Physical Electronic Online

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Summary of Discussion
In this section, we discussed the
following:
Revising Reports and Proposals
Producing Reports and Proposals
Prefatory Elements of Formal Reports
Supplementary Elements of Formal
Reports

(Continued on Next Slide)

Copyright 2016 Pearson Education Limited Chapter 15 35

Summary of Discussion
Prefatory Elements of Formal Proposals
Supplementary Elements of Formal
Proposals
Distributing Reports and Proposals
The next section will cover Writing
Requests for Proposals.

Copyright 2016 Pearson Education Limited Chapter 15 36

Writing Requests
Writing Requests for
for
Proposals
Proposals
(LO 15.5) Identify the elements to
include in a request for proposal (RFP).

Copyright 2016 Pearson Education Limited Chapter 15 37

 Writing RFPs
Company background
Project description
Overall requirements
Decision-making criteria
Proposal requirements
Submission and contact
information
Copyright 2016 Pearson Education Limited Chapter 15 38

 Managing RFPs

1 Identify Decision Criteria

Allow Enough Response

2 Time
Establish an Online
3 System
Copyright 2016 Pearson Education Limited Chapter 15
39
Summary of Discussion
In this section, we discussed the
following:
Writing RFPs
Managing RFPs
This concludes our discussion of
Chapter 15: Writing and
Completing Reports and
Proposals.
Copyright 2016 Pearson Education Limited Chapter 15 40

Business Communication
Business Communication
Today
Today
Chapter 15
Writing and Completing Reports
and Proposals

Copyright 2016 Pearson Education Limited Chapter 15 41