Writing Business

Reports and Proposals

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 1

Three-Step Writing Process

• Planning
• Writing
• Completing

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 2

 Adapting to the Audience

• Be sensitive to their needs

• Build strong relationships
• Control style and tone

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 3

 Composing Reports
and Proposals
• Type of document
• Purpose of document
• Structure of document
• Length and depth of material
• Degree of formality
• Audience relationship

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 4

 The Introduction

• Report context
• Subject or purpose
• Main ideas
• Overall tone

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 5

 The Body Chapters

• Present
• Analyze
• Interpret
• Support

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 6

 The Closing Section

• Emphasizes main points

• Summarizes benefits
• Reinforces structure
• Brings together action items

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 7

 Drafting Report Content

• Accurate
• Complete
• Balanced
• Structured
• Documented

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 8

 Report Introduction

• Authorization • Sources
• Problem • Methods
• Purpose • Definitions
• Scope • Limitations
• Background • Organization

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 9

 Report Body

• Explanations • Methods
• Evidence • Criteria
• Results • Conclusions
• Analyses • Recommendations
• Procedures • Support

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 10

 Report Closing

• Conclusions
• Recommendations
• Action plans
• Schedules
• Responsibilities

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 11

 Proposal Content

• The AIDA plan

– Solicited proposals
– Unsolicited proposals
• Introduction
• Body
• Conclusion
© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 12
 Strategies for
Successful Proposals
• Demonstrate your knowledge
• Provide concrete examples
• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively
© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 13
 Proposal Introduction

• Problem or background
• Proposed solution
• Scope or delimitations
• Organization

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 14

 Proposal Body

• Proposed approach
• Work plan
• Qualifications
• Detailed costs

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 15

 Proposal Closing

• Key points
• Benefits and merits
• Qualifications
• Final decisions

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 16

 Consistent Perspective

• Time frame
• Verb tenses
• Chronology

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 17

 Guiding the Readers

• Headings and subheadings

• Transitional devices
• Previews and reviews

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 18

 Technology for
Reports and Proposals
• Templates
• Linked files
• Embedded files
• Electronic forms
• Electronic documents
• Multimedia documents
© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 19