Reports,

Proposals, and
Instructions for
the Workplace

Chapter 11 – Slide 1 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Learning Objectives
Identify sources of primary and secondary information.

Identify the parts and characteristics of formal reports

and informal reports.

Discuss variations of informal reports.

Explain the characteristics of instructions.

Prepare reports, proposals, and instructions by

following the timely guidelines, implementing the
CBO approach, and incorporating the six Cs.

Chapter 11 – Slide 2 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Section 1: Report Overview

A report is a planned, organized, factual presentation of

information prepared for a specific purpose and for a
specific audience.

Updates receivers
Makes recommendations
Gives results
Provides operational data

Chapter 11 – Slide 3 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report Types

Formal (Long) Report Informal (Short) Report

Complex projects Uncomplicated projects

Numerous parts Few parts
Detailed research Limited research
Formal language Informal language

Chapter 11 – Slide 4 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report Functions
An informational report presents the facts but does
not analyze the information, draw conclusions, or
make recommendations.

Annual report—summarizes a company’s

accomplishments, finances, and significant events
Progress report—updates status of a project
Travel or trip report—summarizes travel agenda
Minutes—record of proceedings of a meeting
Chapter 11 – Slide 5 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report Functions (continued)
An analytical report presents information, analyzes
the information, draws conclusions, and sometimes
includes recommendations.

Feasibility report—examines a proposed course of

action

Justification report—explains or recommends an

action

Chapter 11 – Slide 6 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Compose a Draft
Style and vocabulary
Formal versus informal
Technical versus nontechnical vocabulary

Visuals and headings

Charts and tables
Headings and subheadings

Chapter 11 – Slide 7 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Complete a Report

Ensure objective was met, content is correct and

unbiased, and format guidelines were followed.

Confirm incorporation of six Cs of effective messages.

Verify readability.

Evaluate overall effectiveness.

Leave a positive impression.

Chapter 11 – Slide 8 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Section 2: Formal Reports

A formal report is prepared for a decision-making

audience and typically requires in-depth investigation
and team collaboration.

A formal report includes three parts:

Preliminary parts precede report body.
Report body contains information and visuals to
support the report objective.
Supplementary parts follow the report body.

Chapter 11 – Slide 9 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Preliminary Parts

Title page—title, author, affiliation, date, receiver

Transmittal message—official submission of report

Table of contents—page numbers of report parts

List of illustrations—titles and page numbers of visuals

Executive summary—summary of key points

Chapter 11 – Slide 10 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report Body

Introduction—statement of authorization, purpose,

background, scope, limitations, research sources,
order of presentation

Text—details to support objective

Terminal section or conclusion—summary of key

points, conclusions, and recommendations

Chapter 11 – Slide 11 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Supplementary Parts

References (APA) or works cited (MLA) –

alphabetical list of sources cited

Appendix—supplemental information not necessary

to understand the report or too lengthy to include in
the body

Chapter 11 – Slide 12 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report-Writing Mechanics
Margins
2-inch top margin on first page of report body, each
preliminary part, and each supplementary part
1-inch top margin on all subsequent pages
1-inch bottom margin on all pages
1-inch side margins or 1.5-inch side margin for left-
bound reports

Chapter 11 – Slide 13 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report-Writing Mechanics (continued)
Spacing
Double space and indent paragraphs or single space
and double space between paragraphs.
Center title page vertically and horizontally; provide
equal white space between elements.
Double space table of contents.
Align first line of each reference at left margin and
indent subsequent lines of each reference.

Chapter 11 – Slide 14 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report-Writing Mechanics (continued)

Reference and Parenthetical Citations

Enclose direct quotes in quotation marks.
Indent lengthy quotes from the body.
Credit quotes and paraphrases both in the document
and in the References or Works Cited.
Enclose parenthetical citations in parentheses.

Chapter 11 – Slide 15 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Report-Writing Mechanics (continued)

Pagination

Preliminary parts numbered with lowercase roman

numerals (ii, iii, iv, etc.)
Report body and supplementary parts numbered
with arabic numerals (2, 3, 4, etc.)
Transmittal message neither numbered nor counted

Chapter 11 – Slide 16 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Section 3: Informal Reports

An informal report relays information about routine,

short-term, or uncomplicated situations.

Types of informal reports:

Memos
Letters
Fill-in report forms
Agendas and minutes of meetings

Chapter 11 – Slide 17 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Memo and Letter Reports

Memo Report
Distributed
Letter Reportinternally
Prepared using
Distributed a memo template
externally
Written in personal
Prepared language
on company letterhead
Arranged
Formattedin direct pattern letter
as a business
Written in direct or indirect pattern

Chapter 11 – Slide 18 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Fill-in Report Forms

Online or paper fill-in report forms and templates

are used for routine reporting.

Increase likelihood that essential information is

provided

Allow limited space for explanations

Chapter 11 – Slide 19 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Agendas and Minutes

Agendas
Structure of the meeting
Minutes
Items for discussion
Group, and date,
meeting time, actionlocation
People present and absent
Presenters
Status
Length of of previous
time devoted minutes
to each item
Old and new business, reports, announcements
Motions, initiator, outcome of vote
Adjournment remarks
Name and signature of person taking minutes

Chapter 11 – Slide 20 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Section 4: Proposals

A proposal identifies a need or problem and offers a

plan to meet the need or solve the problem.

Prepared for internal receivers

Request a change or improvement inside a firm
Work within the chain of command
Prepared for external receivers
Sell a product or service
Solicited or unsolicited

Chapter 11 – Slide 21 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Proposal Format and Content

Format
Lengthy formal report for complex, large-scale problems
Short informal reports for simple problems

Content
Introduction—problem, solution, benefits
Text—background, details, qualifications
Terminal section—summary of solution, results, benefits

Chapter 11 – Slide 22 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Section 5: Instructions

Well-prepared instructions save time and money,

promote safety, and increase productivity.

Introduction—reason for instruction, warnings,

completion time

List of supplies—exact sizes, names, and

quantities of tools and supplies in order used

Chapter 11 – Slide 23 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
 Instructions (continued)

Instructional steps—number required steps in

chronological order; use imperative sentences with
action verbs and concise familiar words; use exact
measures, distances, and times; include warnings;
add visuals; and give helpful tips.

Chapter 11 – Slide 24 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©