Business Communication

Communication Today
Today

Chapter 15
Writing and Completing Reports and
Proposals

Copyright © 2016 Pearson Education, Inc. 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, Inc. 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
request for proposal (RFP).
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 3
 Writing Reports
Writing Reports and
and Proposals:
Proposals:
Adapting to Your
Adapting Your Audience
Audience
(LO 15.1) Explain how to adapt to your
audiences when writing reports and
proposals.

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 4

 Being Sensitive to Your
Audience’s Needs
The “You” Sense of
Attitude Etiquette

Positive Bias-Free
Emphasis Language

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 5

 Guiding the Readers

•Headings and Links

•Clear Transitions

•Previews and Reviews

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 6

 Building Strong Relationships
with Your Audience

Style
Style Language
Language

Content
Content Credibility
Credibility

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 7

 Controlling Your
Style and Tone
Information

Informal
Informal Formal
Formal
Audience Situation
Tone
Tone Tone
Tone

Report Length

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 8

 Summary of Discussion
• In this section, we discussed the following:
– Being Sensitive to Audience’s 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, Inc. 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.

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 10

 The Structure of Reports

Three Main Sections

The
The Body The Closing
Introduction

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 11

 Effective Report Content

Accurate Complete

Clear and Documented

Balanced
Logical Properly

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 12

 Introduction to a Report
(see Table 15.1)

Establish Authorization for the Report

Context
********** Problem/Purpose of Report
Identify
Subject
**********
Scope of the Report
Preview Main
Ideas Background of the Report
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 13
 Introduction to a Report
(see Table 15.1)

Establish Sources/Methods of Research

Context
********** Key Terms and Definitions
Identify
Subject
**********
Limitations of the Report
Preview Main
Ideas Organization of the Report
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 14
 The Body of a Report
(see Table 15.1)

Explain Problem, Project, or Idea

Facts, Stats, Evidence, and Trends

Analysis of Potential Action

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 15
 The Body of a Report
(see Table 15.1)

Advantages and Disadvantages

Procedures or Processes

Methods and Approaches

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 16
 The Body of a Report
(see Table 15.1)

Criteria or Benchmarks

Conclusions/Recommendations

Statements of Support
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 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, Inc. 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, Inc. Chapter 15 ̶ 19
 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, Inc. 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, Inc. Chapter 15 ̶ 21

 Drafting Proposal Content

•The Introduction

Three Main
•The Body
Sections

•The Conclusion

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 22

 Introduction to a Proposal
(see Table 15.1)

• Background Information
• Problem Statement
Problem or • Proposed Solution
Opportunity
• Scope of the Proposal
• Proposal Organization

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 23

 The Body of a Proposal
(see Table 15.1)

• Facts and Evidence

Proposed • Proposed Approach
Solution and • Work Plan Schedule
Anticipated
Results • Qualifications Statement
• Proposed Costs

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 24

 The Close of a Proposal
(see Table 15.1)

• Review Your Argument

• Review Reader Benefits
Summary
and Bottom • Review Your Approach
Line • Restate Your Qualifications
• Request a Decision

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 25

 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, Inc. 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.

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 27

 Revising Reports
and Proposals
Evaluate Organization, Style, and Tone

Improve the Report’s Readability

Assemble the Report in Its Final Form

Review the Final Report Thoroughly

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 28
 Producing Formal Reports
and Proposals

Supplementary
Supplementary
Prefatory
Prefatory
Elements
Elements
Elements
Elements

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 29

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

Title Page Letter of Authorization

Letter of Transmittal Table of Contents

Synopsis or Executive
List of Illustrations
Summary
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 30
 Supplementary Elements of
Formal Reports (see Table 15.2)
Appendixes
Appendixes

Information for
Information for
Readers Who
Readers Who Seek
Seek Bibliography
Bibliography
More Details
More Details
Index
Index
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 31
 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 Summary Transmittal

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 32

 Supplementary Elements of
Formal Proposals (see Table 15.2)

Résumés of Key
Appendixes
Players

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 33

 Distributing Reports
and Proposals
Physical Electronic Online

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 34

 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, Inc. 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, Inc. Chapter 15 ̶ 36

 Writing Requests for Proposals
Proposals

(LO 15.5) Identify the elements to include in a

request for proposal (RFP).

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 37

 Writing RFPs
• Company background
• Project description
• Overall requirements
• Decision-making criteria
• Proposal requirements
• Submission and contact information
Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 38
 Managing RFPs

1 Identify Decision Criteria

2 Allow Enough Response Time

3 Establish an Online System

Copyright © 2016 Pearson Education, Inc. 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, Inc. Chapter 15 ̶ 40

 Business Communication
Communication Today
Today

Chapter 15
Writing and Completing Reports and
Proposals

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 41

Copyright © 2016 Pearson Education, Inc. Chapter 15 ̶ 42