Business communication

Chapter 15
LO15.1 Explain how to adapt to your audience when writing reports and
proposals
Adapt to your audience
• Audience needs
• Building a strong relationship
• Control your style and tone
Guiding your readers
• Headings
• Transitions
• Preview and review section
Building strong relationship
• Style
• Language
• Content
Controlling your style and tone
Informal tone
• Know your audience
• Message needs your audience’s approval
• Use first and third-person style
Formal tone
• Complex and longer reports
• Message sent to outside
• Use an objective journalism style
LO15.2 Name five characteristics of the effective report content and list the
topics commonly covered in the introduction, body, and close of formal
reports
Report structure
Three main sections:
• The introduction
• The body
• The close
The introduction
 Helps readers understand the content of the report
 Introduces the subject matter and why it is important
 Preview the main idea
The body
 Presents information
 Analyzes
 Interprets
 Supports
The close
 Summarizes key points
 Emphasizes benefits
 Brings all action items together
Five effective report content
1. Accurate
2. Complete
3. Balanced
4. Clear and logical
5. Documented properly
LO15.3 List six strategies to strengthen a proposal arguments and identify the
topics commonly covered in the introduction, body, and close
Six strategies:
 Demonstrate your knowledge
 Provide concrete information and examples
 Research the competition
 Prove that your proposal is workable
 Adapt ‘you attitude’
 Package your proposal attractively
Three main section of proposal
 The introductio
 The body
 The close
The introduction
 Follow instructions for solicited proposal
 Present and summarize the problem you want to solve’
 Propose solution
The body
 Give details on the proposed solution
 Specifies anticipated results
The close
 Restate why you perfume job
 Ask for a decision from reader
LO15.4 Summarize the four tasks involved in completing business reports and
proposals
Revising reports and proposals
 Evaluate organization, style and tone
 Ensure content is clear
 Improve readability
Prefatory elements
 Cover
 Title page
 Letter of transmittal
Supplementary elements
 Appendixes
 Bibliography
 Indexes
Distributions
 Physical
 Digital
 Online
LO15.5 Identify the elements to include in a request for proposals
Writing request proposals
 Company background
 Project description
 Requirements
 Decision criteria
Managing request for proposals
 Identifying decision criteria
 Allow sufficient response time
 Establish an online system

Waxaa qoray: Luqman Abdinur Caseyr