Guffey and Loewy EBC 12e PPT Ch10 Final

Chapter 10
Proposals and Formal

Reports
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 1
Icebreaker: Plagiarism Past
• In 5-10 minutes, write about a past experience you had with plagiarism. Here
are some questions to consider:
− Have you ever committed plagiarism? If so, was the plagiarism intentional or
accidental? What consequences, if any, did you face? How might this have
been avoided?
− Have you ever been plagiarized? In other words, has someone ever copied
your work and submitted it as their own? If so, what consequences, if any,
did the two of you face?
− Have you ever received misinformation about plagiarism? If so, what
information were you given and by whom?
Learning Objectives
By the end of this chapter, you should be able to:

10-1 Explain the purpose of informal and formal proposals and their basic
components.
10-2 Outline the steps in the process of writing formal business reports.
10-3 Describe primary and secondary research and how to evaluate its credibility.
10-4 Discuss the importance and methods of ethically documenting information
from business report sources.
10-5 Incorporate meaningful visual aids and graphics in business reports.
10-6 Identify the components of typical formal business reports.
10-1
Crafting Winning Business Proposals
10-1 Crafting Winning Business Proposals (1 of 12)
• Proposals can mean life or death for an organization.

• A proposal is a written offer to solve a problem, provide a service, pitch a
project, or sell equipment.
• A well-written proposal can generate billion-dollar contracts for big companies.
Types of Business Proposals

• All types of proposals share two significant characteristics:
− They use easy-to-understand language.
− They show the value and benefits of the product or service being
recommended.
• Proposals may be classified as
− Informal or formal
− Internal or external
− Solicited or unsolicited
• Informal proposals are short reports, often formatted as memos or letters.

• Proposal sections can vary, but an informal proposal might include the following
parts:
− An introduction or description of the problem
− Pertinent background information or a statement of need
− The proposal benefits and schedule for completion
− The staffing requirements
− A budget analysis
− A conclusion that may include an authorization request
• Formal proposals respond to big projects and may range from 5 to 200 or more pages.
• In addition to the six basic parts of informal proposals, formal proposals may contain
some or all of these additional parts:
− A copy of a request for proposal (RFP)
− A letter of transmittal
− An abstract or executive summary
− A title page
− A table of contents
− A list of figures
− An appendix
• Proposal writers may submit internal proposals to management when they see
benefits in changing a company policy, purchasing equipment, or adding new
products and services.
• Most proposals are external and addressed to clients and customers outside the
company.
• A grant proposal is written to obtain funding from agencies that support
worthwhile causes.
• When government organizations or businesses have a specific need, they

prepare a request for proposal (RFP), a document that specifies their
requirements.
• A solicited proposal is the response to an RFP.
• Government agencies and private businesses use RFPs to invite competitive
bids from vendors.
• RFPs ensure that bids are comparable and that funds are awarded fairly, using
consistent criteria.
• Enterprising companies looking for work or special challenges might submit
unsolicited proposals, that is, bids that have not been explicitly requested.
• Effective proposals must

− Get the reader’s attention
− Emphasize how the proposed methods and products will benefit the reader
− Showcase the bidding firm’s expertise and build credibility
− Present ideas clearly and logically, making it easy for the reader to
understand
Components of Informal Proposals

• Informal proposals may be presented in manuscript format (usually no more than ten
pages) with a cover page, or they may take the form of short (two- to four-page) letters.
• Sometimes called letter proposals, they usually contain six principal components:
− Introduction
− Background
− Proposal
− Staffing
− Budget
− Authorization
• To make a proposal introduction more persuasive, strive to provide a hook, such

as the following:
− Hint at extraordinary results with details to be revealed shortly.
− Promise low costs or speedy results.
− Mention a remarkable resource (e.g., well-known authority, new computer
program, well-trained staff) available exclusively to you.
− Identify a serious problem (worry item) and promise a solution, to be
explained later.
− Specify a key issue or benefit that you feel is the heart of the proposal.
• The background section identifies the problem and discusses the goals or
purposes of the project.
− In an unsolicited proposal, your goal is to convince the reader that a problem
exists.
− In a solicited proposal, your aim is to persuade the reader that you
understand the problem completely and that you have a realistic solution.
• In the proposal section itself, you explain your plan for solving the problem,
without giving away so much information that your services will not be needed.
− The proposal section often includes an implementation plan.
− If research is involved, state what methods you will use to gather the data.
− The proposal might even promise specific deliverables—tangible things
your project will produce for the customer.
− To add credibility, specify how the project will be managed and how its
progress will be audited. Most writers also include a schedule or timetable of
activities showing the proposal’s benchmarks for completion.
• The staffing section of a proposal introduces all participating staff members and
a summary of their qualifications.
− Each summary might describe that person’s expertise, certifications, and a
few examples of experience on similar projects.
• A central item in most proposals is the budget, a list of proposed project costs.
− This section should be prepared carefully because it represents a contract;
project costs cannot be raised later—even if your costs increase.
• The closing section should remind the reader of the proposal’s key benefits and
make it easy for the reader to respond.
Self-Assessment
1. Divide a piece of paper into two columns.

2. Label one column “Informal Proposals” and the other column “Formal
Proposals.”
3. In the first column, label the common parts of an informal proposal.
4. In the second column, label the additional elements that might be found in a
formal proposal.
10-2
Preparing Formal Business Reports
10-2 Preparing Formal Business Reports (1 of 8)
• A formal report may be defined as a document in which a writer analyzes

findings, draws conclusions, and makes recommendations intended to solve a
problem.
• Formal reports are the product of thorough investigation and analysis.
• They present ordered information to decision makers in business, industry,
government, and education.
Steps to Follow in Writing Formal Business Reports

• Determine the Purpose and Scope of the Report.
− Formal reports begin with a purpose statement that defines the focus of the
report and provides a standard that keeps the project on target.
− Next, the scope statement prepares the audience by clearly defining which
problem or problems will be researched and analyzed.
− As part of the scope statement, the limitations further narrow the subject by
focusing on constraints or exclusions.
Anticipate the Needs of the Audience

− Present key findings that are relevant to your audience.
− Keep in mind that the audience may or may not be familiar with the topic.
Decide on a Work Plan and Appropriate Research Methods

− A work plan is a tentative schedule that guides the investigation.
− This plan includes a clear problem statement, a purpose statement, and a
description of the research methods to be used.
Conduct Research Using Primary and Secondary Sources

• Secondary sources provide information that has been previously compiled,
analyzed, and, in most cases, published.
− Books and e-books, news and scholarly articles, podcasts, videos,
correspondence, and annual reports are examples of secondary sources.
• Primary sources include information and data gathered by researchers from
firsthand experience.
− Interviews, observations, surveys, questionnaires, and meetings are
examples of primary research.
Organize, Analyze, and Draw Conclusions

− When organizing your ideas, start with an outline, a way of arranging your ideas
into main topics and subtopics.
− Arrange your ideas using one of the following formats:
 Chronological
 Geographical
 Topic/Functional
 Compare/Contrast
 Importance
 Simple/Complex
 Best Case/Worst Case
− Conclude the report by summarizing your findings, drawing conclusions, and

making recommendations.
 The way you conclude depends on the purpose of your report and what
the reader needs.
− A well-organized report with conclusions based on solid data will impress
management and other decision makers.
Design Graphics to Clarify the Report’s Message

− Presenting numerical or quantitative data visually helps your reader
understand information readily.
− Visual elements in reports draw attention, add interest, and often help
readers grasp information quickly.
− Visuals include drawings, graphs, maps, charts, photographs, and tables.
Reviewing and Editing Formal Business Reports

• Pay particular attention to the following elements:
− Format
− Consistency
− Graphics
− Heading levels
− Accuracy
− Mechanics: check the grammar, vocab,…
Knowledge Check 1
True or False:
1. Formal reports are drafts; writers of formal reports jot down ideas as they
come and organize them later.
2. Formal reports begin with a purpose statement that defines the focus of the
report and provides a standard that keeps the project on target.
3. A work plan is a tentative schedule that guides the investigation.
4. While outlines are often required in academia, they are generally considered a
waste of time in the business world.
10-3
Conducting Primary and Secondary Research
10-3 Conducting Primary and Secondary Research
(1 of 14)
• Research may be defined as the methodical search for information relevant to

the report topic.
• As we have seen, research is usually divided into two categories.
− Primary research is the act of generating or gathering firsthand data by
conducting interviews, surveys, or systematic observation.
− Secondary research involves the use of existing data that result from
reading what others have published, experienced, or observed.
(2 of 14)
Collecting Information Through Secondary Research

• Library Databases
− A database is a collection of searchable information stored digitally so that it
is accessible by computer or mobile devices.
− Libraries subscribe to databases that provide bibliographic information (titles
of documents and brief abstracts) and links to full-text documents.
− Databases accessed through libraries contain a rich array of magazine,
newspaper, and journal articles, as well as newsletters, business reports,
company profiles, government data, reviews, and directories.
(3 of 14)
• Books and E-Books

− Print and e-books provide excellent historical, in-depth data.
− Check the book’s table of contents or index to find information relevant to
your project.
− You may also find helpful citations to other resources in the book’s
bibliography.
− Although books can become swiftly outdated, they provide a broad
background.
(4 of 14)
• Periodicals
− Periodicals are publications produced on a set schedule.
− Three kinds of periodicals may be helpful in your research:
 Scholarly journals publish peer-reviewed articles usually written by
academics, experts, or researchers.
 Trade publications offer practical articles written to appeal to individuals
interested in a specific trade or industry.
 Newspapers, magazines, and other popular periodicals’ primary purpose
is to produce a profit, entertain, persuade, or inform the general public.
(5 of 14)
Searching the Internet

• When searching the Internet, researchers usually do so in a browser such as
(Google) Chrome, (Mozilla) Firefox, (Apple) Safari, or (Microsoft) Edge.
• A browser is a software application that connects to servers and displays their
webpages.
• When you enter keywords or search terms into a browser, a search engine
scans hundreds of millions of webpages to locate the desired content.
(6 of 14)
• Web Search Tools

− The Google Advanced search feature resembles the query fields in research
databases and allows researchers to narrow searches more effectively than
using a simple search which returns only the most popular results that
Google displays first.
(7 of 14)
• Internet Search Strategies and Techniques

− Define your search question.
− Use natural language.
− Bookmark useful references.
− Choose effective keywords.
− Try scholarly web searches.
− Put quotes around keywords.
− Try boolean operators.
− Keep trying.
(8 of 14)
• Wikipedia and Other Encyclopedias

− You should not cite or copy from Wikipedia, general encyclopedias, search
engines, or similar reference works in your writing.
− Because most online encyclopedias are crowdsourced, their information is
too uneven in quality and too general.
− However, these information-packed sites often provide their own references
(bibliographies) that you can employ in your research.
− Locate the original sources of information rather than condensed reference
articles.
(9 of 14)
Evaluating the Credibility of Internet Sources

• Unlike library-based research, information at many sites has not undergone the
editing or scrutiny of scholarly publication procedures.
• Information on the Internet is much less reliable than information from traditional
sources.
− They change constantly and may disappear fast, so that your source can’t
be verified.
− Many don’t provide any references, or they list sources that are either
obscure or suspect.
(10 of 14)
Conducting Primary Research

• Problems that require current information often make primary, firsthand data
necessary.
• Writers typically generate primary data through surveys, interviews, observation,
or experimentation.
(11 of 14)
• A survey is a method of gathering information from a sample of people, usually with
the goal of generalizing the results to a larger audience.
• In preparing surveys, consider these pointers:
− Choose the best media channel for your survey.
− Select the survey population carefully.
− Prepare a cover letter or introductory paragraph explaining the survey purpose.
− Limit the number of questions.
− Use questions that produce quantifiable answers.
− Avoid leading or ambiguous questions.
− Make it easy for respondents to return the survey.
(12 of 14)
• Interviews, or the questioning of subject experts, can generate excellent
information, particularly on topics about which little has been written.
• To elicit the most useful data, researchers should try these techniques:
− Locate an expert.
− Prepare for the interview.
− Maintain a professional attitude.
− Make your questions objective and unbiased.
− Watch the time.
− End graciously.
(13 of 14)
• Observation is a way of gathering primary data through firsthand observation
and investigation.
• To observe, researchers should arrive early enough to:
− Introduce themselves.
− Set up any equipment.
− Secure recording permissions beforehand.
• In addition, researchers should take notes, not only of the events or actions but
also of the settings.
(14 of 14)
• Experimentation produces data suggesting causes and effects.
• Informal experimentation might be as simple as a pretest and posttest in a
college course.
• Valid experiments require sophisticated research designs with careful matching
of control and experimental groups.
Group Activity
1. Pair up with another student.

2. Together, create a list of interview questions you might ask an expert of
business communication.
3. Taking turns, interview each other, using the questions you created.
Group Activity Debrief
1. Which role did you struggle with the most?

2. What did this activity teach you about your interview skills?
3. What did this activity teach you about your knowledge of business
communication?
10-4
Documenting Information
10-4 Documenting Information (1 of 10)
The Purposes of Documentation

• Documentation is giving credit to information sources.
• Document report data properly for the following reasons:
− To strengthen your argument.
− To protect yourself against charges of plagiarism.
 Plagiarism, which is unethical, and in some cases illegal, is the act of
using others’ ideas without proper documentation.
− To instruct the reader.
− To save time.
Intellectual Theft: Plagiarism

• Plagiarism of words or ideas is a serious offense and can lead to loss of a job.
• Commercial plagiarism detection service such as Turnitin cross-references
much of the information on the Web, looking for documents with identical
phrasing.
• The result, an “originality report,” shows the instructor whether students have
been accurate and honest.
• Writers can avoid charges of plagiarism as well as add clarity to their work by
knowing what to document and by developing good research habits.
Academic Documentation and Business Practices

• In the academic world, documentation is critical.
− College term papers require full documentation to demonstrate that a
student has become familiar with respected sources and can cite them
properly in developing an argument.
− Students who plagiarize risk a failing grade in a class and even expulsion
from school.
• Business communicators on the job may find that much of what is written does
not follow the standards they learned in school.
− Employees may write for the signature of their bosses, teams turn out
unsigned group documents, and internal business reports, which often
include chunks of information from previous reports, also don’t give credit.
− Even information from outside sources may lack detailed documentation.
• However, if facts are questioned, business writers must be able to produce their
source materials.
− In the workplace, stealing the ideas of others and passing them off as one’s
own can be corrosive to the business because it leads to resentment and
worse.
− Moreover, copyright and trademark violations are criminal offenses and can
lead to severe punishment.
What to Document
• To avoid plagiarism, you must give credit whenever you use the following:
− Another person’s ideas, opinions, examples, or theory
− Any facts, statistics, graphs, and drawings that are not common knowledge
− Quotations of another person’s actual spoken or written words
− Paraphrases of another person’s spoken or written words
− Visuals, images, and any kind of electronic media
The Fine Art of Paraphrasing

• Paraphrasing means restating an original passage in your own words and in your
own style.
• To do a good job of paraphrasing, follow these steps:
− Read the original material intently to comprehend its full meaning.
− Write your own version without looking at the original.
− Avoid repeating the grammatical structure of the original and merely replacing
words with synonyms.
− Reread the original to be sure you covered the main points but did not borrow
specific language.
When and How to Quote

• Use direct quotations for three purposes only:
− To provide objective background data and establish the severity of a problem
as seen by experts
− To repeat identical phrasing because of its precision, clarity, or aptness
− To duplicate exact wording before criticizing
• When you must use a long quotation, try to summarize and introduce it in your
own words.
− According to Evans, . . .
− Evans argues that . . .
− In her book, Evans reported . . .
• Use quotation marks to enclose exact quotations, as shown in the following:
− The Internet, a “technology that began as a networked hypertext system for
particle physicists,” writes Clare Evans, “became the world’s gossip page,
multimedia art gallery, and library, in a feverish burst of cultural activity the
likes of which the world has never seen” (2018, p. 204).
Citation Formats
• Citation formats direct readers to your sources with parenthetical notes
inserted into the text and with bibliographies.
• The most common citation formats are presented by:
− The Modern Language Association (MLA)
− The American Psychological Association (APA)
− The Chicago Manual of Style (CMS)
Writing Improvement Activity
1. Review the responses you received to the interview questions in the Group
Activity.
2. Practice your paraphrasing skills by re-writing those responses, using your
own words and writing style.
10-5
Creating Meaningful Graphics
10-5 Creating Meaningful Graphics (1 of 9)
Matching Graphics and Objectives

• In developing the best graphics, you must decide what data you want to
highlight and which graphics are most appropriate given your objectives.
• A table presents quantitative or verbal information in systematic columns and
rows.
− Although tables do not readily display trends, they enable you to effectively
organize raw data collected from surveys or interviews.
• To produce effective tables:

− Place titles and labels at the top of the table.
− Arrange items in a logical order (alphabetical, chronological, geographical, highest
to lowest), depending on what you need to emphasize.
− Provide clear headings for the rows and columns.
− Identify the units in which figures are given (percentages, dollars, units per worker
hour) in the table title, in the column or row heading, with the first item in a column,
or in a note at the bottom.
− Make long tables easier to read by shading alternate lines or by leaving a blank line
after groups of five.
− Place tables as close as possible to the place where they are mentioned in the text.
• Bar charts enable writers to make emphatic visual comparisons by using horizontal or
vertical bars of varying lengths.
• Techniques for constructing bar charts include:
− Keep the length and width of each bar and segment proportional.
− Include a total figure in the middle or at the end of the bar if the figure helps the
reader and does not clutter the chart.
− Start dollar or percentage amounts at zero.
− Place the first bar at some distance (usually half the amount of space between bars)
from the y-axis.
− Avoid showing too much information, to avoid clutter and confusion.
− Place each bar chart as close as possible to the place where it is mentioned in the
text.
• Line charts show changes over time, thus indicating trends.

• Multiple line charts compare items, such as two or more data sets, using the
same variable.
• Segmented line charts, also called area charts, illustrate how the components
of a whole change over time.
• To prepare a line chart, follow these tips:

− Begin with a grid divided into squares.
− Arrange the time component (usually years) horizontally across the bottom;
arrange values for the other variable vertically.
− Draw small dots at the intersections to indicate each value at a given year.
− Connect the dots and add color if desired.
− To prepare a segmented (area) chart, plot the first value (e.g., streaming media
income) across the bottom; add the next item (e.g., motion picture income) to
the first figures for every increment; for the third item (e.g., theme park
income), add its value to the total for the first two items. The top line indicates
the total of the three values.
• Pie charts, or circle graphs, enable readers to see a whole and the proportion of
its components, or wedges.
• For the most effective pie charts, follow these suggestions:
− Make the biggest wedge appear first.
− Include, if possible, the actual percentage or absolute value for each wedge.
− Use four to six segments for best results; if necessary, group small portions into
a wedge called “Other.”
− Draw radii from the center.
− Distinguish wedges with color, shading, or cross-hatching.
− Keep all the labels horizontal.
• Flowcharts are a simplified and clarified way of diagramming procedures.

• Traditional flowcharts use the following symbols:
− Ovals to designate the beginning and end of a process
− Diamonds to designate decision points
− Rectangles to represent major activities or steps
• Organization charts provide such information as who reports to whom, how

many subordinates work for each manager (the span of control), and what
channels of official communication exist.
• Photos add authenticity and provide a visual record.
• Maps enable report writers to depict activities or concentrations geographically,
such as dots indicating sales reps in states across the country.
• Illustrations and diagrams are useful in indicating how an object looks or
operates.
• An infographic is a visual representation of complex information in a format
that is easy to understand.
Incorporating Graphics in Reports

• To incorporate graphics into reports:
− Evaluate the audience.
− Use restraint.
− Be accurate and ethical.
− Introduce a graph meaningfully.
− Choose an appropriate caption or title style.
Knowledge Check 2
Fill in the Blank:
1. A ________________ presents quantitative or verbal information in systematic

columns and rows.
2. ________________ show changes over time, thus indicating trends.
3. ________________ are a simplified and clarified way of diagramming
procedures.
4. ________________ provide such information as who reports to whom, how
many subordinates work for each manager (the span of control), and what
channels of official communication exist.
10-6
Assembling and Completing Formal Business
Reports
10-6 Assembling and Completing Formal Business
Reports (1 of 14)
Front Matter Components of Formal Reports
• The front matter of a formal report refers to the preliminary sections before the body
section.
• Some front matter components are optional, but they typically appear in the following
order:
− Report cover (optional)
− Title page
− Letter or memo of transmittal (optional)
− Table of contents
− List of figures or tables (optional)
− Executive summary
Reports (2 of 14)
• Writers often number front matter sections with lowercase Roman numerals; the
title page, however, is normally not numbered.
• The format of title pages may vary, but title pages often include the following
elements:
− Name of the report, often in uppercase letters (no underscore and no
quotation marks)
− Presented to (or Submitted to) followed by the name, title, and organization
of the individual receiving the report
− Prepared by (or Submitted by) followed by the author’s name and title
− Date of submission
Reports (3 of 14)
• A memorandum of transmittal, or letter, is generally written on organization
stationery and introduces a formal report.
• The transmittal document follows the direct strategy and typically:
− Announces the topic of the report and tells how it was authorized
− Briefly describes the project
− Highlights the report’s findings, conclusions, and recommendations
− Closes with appreciation for the assignment, acknowledgment of help from
others, or instruction for the reader’s follow-up actions
Reports (4 of 14)
• The table of contents shows the headings in the report and their page
numbers.
• It gives an overview of the report topics and helps readers locate them.
• The table of contents includes front matter items, the body section’s main
headings and subheadings, and back matter sections, such as the appendix.
• Major headings are left-aligned, and leaders (spaced dots) help guide the eye to
the page numbers.
Reports (5 of 14)
• For reports with many figures or tables, writers should include a list to help
readers locate them.
− This list may appear on the same page as the table of contents, space
permitting.
− For each figure or table, include a title and page number.
Reports (6 of 14)
• An executive summary presents an overview of a longer report to people who
may not have time to read the entire document.
− The writer’s goal is to summarize the report’s major sections, such as the
purpose, background, conclusions, and recommendations.
− Readers often go straight to the executive summary and look for the
recommendations before glancing at the full report.
Reports (7 of 14)
Body Components
• A good report introduction typically covers the following elements, although not
necessarily in this order:
− Background: Describe events leading up to the problem or need.
− Problem or purpose: Explain the report topic and specify the problem or need that
motivated the report.
− Significance: Tell why the topic is important. You may wish to quote experts or cite
newspapers, journals, books, Internet resources, and other secondary sources to
establish the importance of the topic.
− Scope: Clarify the boundaries of the report, defining what will be included or excluded.
− Organization: Orient readers by previewing the structure of the report.
Reports (8 of 14)
• Beyond these minimal introductory elements, the following information may be
relevant to readers:
− Authorization: Identify who commissioned the report. If no letter of transmittal is
included, also tell why, when, by whom, and to whom the report was written.
− Literature review: Summarize what other authors and researchers have
published on this topic, especially for academic and scientific reports.
− Sources and methods: Describe your secondary sources (periodicals, books,
Internet sources). If applicable, explain how you collected primary data.
− Definitions of key terms: Define words that may be unfamiliar to the audience.
Reports (9 of 14)
• The body, or main section in a formal report, discusses, analyzes, interprets,
and evaluates the research findings or solution to the initial problem.
• The body should be organized into main categories following the original outline.
• The body section contains clear functional or talking headings that explain each
major section.
− Functional heads help readers identify the purpose of the section but do not
reveal what is in it and are useful for routine reports or for sensitive topics
that may upset readers.
− Talking heads are more descriptive and informative.
Reports (10 of 14)
• The conclusion section tells what the findings mean, particularly in terms of solving
the original problem.
− Some writers prefer to intermix their conclusions with the analysis of the findings
—instead of presenting the conclusions separately.
− Other writers place the conclusions before the body so that busy readers can
examine them immediately.
− Still other writers combine the conclusions and recommendations.
− Most writers, though, present the conclusions after the body because readers
expect this structure.
• To improve readability, you may present the conclusions in a numbered or bulleted
list.
Reports (11 of 14)
Back Matter Components
• The back matter of most reports includes a reference section and one or more
appendixes.
− The reference section includes a list of sources, and an appendix contains
supplemental information or source documents.
− Standard Arabic numerals should be used to number pages and organize
back matter sections.
Reports (12 of 14)
• Appendixes contain incidental or supplemental materials and belong at the end
of a formal report.
− Appendixes may include survey forms, copies of other reports, tables of
data, large graphics, and related correspondence.
− If multiple appendixes are necessary, they are named Appendix A, Appendix
B, and Appendix C.
Reports (13 of 14)
• MLA Style (Modern Language Association) is an organization determining the
format of using and listing sources of research in the humanities.
− The Works Cited section lists all sources of MLA formatted information
alphabetically.
• APA Style (American Psychological Association) is an organization determining
the format of using and listing sources of research in the social sciences.
− The References section lists all sources of APA formatted information
alphabetically.
• Regardless of the documentation format, you must include the author, title,
publication, date of publication, page number, and other significant data for all
ideas or quotations used in your report.
Reports (14 of 14)
Model Formal Report With MLA Format
• Formal reports in business generally aim to study problems and recommend
solutions.
• To see a complete formal report illustrating nearly all the parts, visit the Student
Companion Website at www.cengage.com.
• Although it is a good example of the typical report format and style, wide
variation exists in business and academic reports, and it should not be viewed
as the only way to present a report.
Class Discussion
1. What are the dangers of plagiarism?

2. How do documentation rules differ between academia and the business
world?
Class Discussion Debrief
1. Did you learn anything new about plagiarism and documentation?

2. Did this new information surprise you? Why or why not?

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Guffey and Loewy EBC 12e PPT Ch10 Final

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Chapter 10

Proposals and Formal

By the end of this chapter, you should be able to:

• Proposals can mean life or death for an organization.

Types of Business Proposals

• Informal proposals are short reports, often formatted as memos or letters.

• When government organizations or businesses have a specific need, they

• Effective proposals must

Components of Informal Proposals

• To make a proposal introduction more persuasive, strive to provide a hook, such

1. Divide a piece of paper into two columns.

• A formal report may be defined as a document in which a writer analyzes

Steps to Follow in Writing Formal Business Reports

Anticipate the Needs of the Audience

Decide on a Work Plan and Appropriate Research Methods

Conduct Research Using Primary and Secondary Sources

Organize, Analyze, and Draw Conclusions

− Conclude the report by summarizing your findings, drawing conclusions, and

Design Graphics to Clarify the Report’s Message

Reviewing and Editing Formal Business Reports

• Research may be defined as the methodical search for information relevant to

Collecting Information Through Secondary Research

• Books and E-Books

Searching the Internet

• Web Search Tools

• Internet Search Strategies and Techniques

• Wikipedia and Other Encyclopedias

Evaluating the Credibility of Internet Sources

Conducting Primary Research

1. Pair up with another student.

1. Which role did you struggle with the most?

The Purposes of Documentation

Intellectual Theft: Plagiarism

Academic Documentation and Business Practices

The Fine Art of Paraphrasing

When and How to Quote

Matching Graphics and Objectives

• To produce effective tables:

• Line charts show changes over time, thus indicating trends.

• To prepare a line chart, follow these tips:

• Flowcharts are a simplified and clarified way of diagramming procedures.

• Organization charts provide such information as who reports to whom, how

Incorporating Graphics in Reports

Fill in the Blank:

1. A ________________ presents quantitative or verbal information in systematic

1. What are the dangers of plagiarism?

1. Did you learn anything new about plagiarism and documentation?

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