Business Reports and Proposals

Why Reports and Proposals

DM???? Informing??? Selling???

Business Reports
Logical and Orderly presentation of facts and information Compilation of information that has been sought, collected, organized and written to convey a specific message

Purpose

Convey information Assist decision-making Solve a business problem Record historical information

Business Reports Characteristics

Accuracy : In information, writing reporting : factual information, reliable sources Objectivity: Free from personal prejudices : distinguish between facts and opinions, present both positive and negative information

Kinds of Report
Research Report: Concerned with
analyzing info., problem solving

Information Report:
Records of previous events

Business Reports - Types

Directors / Boards report Auditors report Cost Audit report

Steps in Writing Business Reports

Be clear with purpose and scope Determine audience Collect information Analyze data Identify solutions Organize the report

Writing Style
Brief writing style
Omit needless words Combine sentences Rewrite Campus Jewelers main objective is to increase sales. Specifically, the objective is to double sales in the next five years by becoming a more successful business. Campus Jewelers objective is to double sales in the next five years.

Words, Words, Words

UK English and US English
International English and Indian English

Denotation and Connotation Let me know when youre free next week for a meeting. Could you let me know what times you have free? Tone Terry is hung up on trivial details. Terry is meticulous and takes care of details that others sometimes ignore.

Anatomy of a Report
Cover Page Title Page Letter of Transmittal Table of Contents List of Illustrations Executive Summary Report Body

What is a Letter of Transmittal?

A letter of transmittal, also called a transmittal letter, introduces a second document, such as a proposal, a draft or a report. Often less formal than the document being introduced, a letter of transmittal contains information related to but not necessarily a part of the accompaniment.

Report Body
Introduction
Purpose and Scope;Limitations, Assumptions, and Methods

Background/History of the Problem Body

Presents and interprets data

Conclusions and Recommendations References or Works Cited Appendixes

Interview transcripts, questionnaires, question tallies, printouts, and previous reports

Business Proposals

 Written document to persuade the reader to accept a suggested plan of action Persuasive presentation for consideration of something

Business Proposals - Types

Internal : within organization, not all details required External : written to outside person/ organization, detailed Solicited : arises out of specific demand, understanding of customers needs important Unsolicited: sent without the recipients demand

Business Proposals - Components

Title page Executive summary Introduction Statement of need Project description Project management Budget Qualifications Conclusion Appendix Special section if any

Business Proposals - Format

Cover letter / Memo with separate proposal Memo Proposal Business letter proposal

Business Proposals Winning Elements

SOLUTIONS : Best amongst many, implementation BENEFITS : Confidentiality, deadlines CREDIBILITY: convince, testimonials SAMPLES : small sample in similar area TARGETED: intended audience, appropriate language

References
Business Communication: By Meenakshi Raman, Prakash Singh Effective Business Communication: By Murphy, Hildebrandt, Thomas

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