Writing Reports and Proposals

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Business Communication Today, 9e

Chapter 14 - 1

ThreeThree-Step Writing Process

Planning
Analyze Situation Gather Information Select Medium Get Organized
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Writing

Completing
Revise Produce Proofread Distribute
Chapter 14 - 2

Adapt to the Audience

Compose the Message

Business Communication Today, 9e

Audience Adaptation
Learn Their Needs

Build Relationships

Control Style and Tone

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Business Communication Today, 9e Chapter 14 - 3

Reports and Proposals

The Introduction Body Sections Closing Section
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Business Communication Today, 9e Chapter 14 - 4

The Introduction
Report Context Subject or Purpose

Main Ideas
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Overall Tone
Chapter 14 - 5

Business Communication Today, 9e

The Body Sections

Present Analyze Interpret Support
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Business Communication Today, 9e Chapter 14 - 6

The Closing Section

Emphasize Main Points

Summarize Benefits

Reinforce Structure
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Business Communication Today, 9e Chapter 14 - 7

Drafting Report Content

Accurate Complete

Balanced

Clear and Logical

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Documented Properly
Chapter 14 - 8

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Report Introduction
Authorization Scope Sources and Methods Limitations
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Problem/Purpose Background Terms and Definitions Report Organization

Chapter 14 - 9

Business Communication Today, 9e

The Report Body

Explanations of problem/opportunity Facts, statistics, and trends Results of studies or investigations Discussion and analysis Advantages, disadvantages, costs, and benefits
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Business Communication Today, 9e Chapter 14 - 10

The Report Body

Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Supporting reasons for conclusions and recommendations
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Business Communication Today, 9e Chapter 14 - 11

The Report Closing

Key-Item Summary Conclusions Recommendations Action Plans
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Business Communication Today, 9e Chapter 14 - 12

Drafting Proposal Content

Attention Proposal
Introduction

Interest

Solicited Proposal

Body Closing

Unsolicited Proposal

Action
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Business Communication Today, 9e

Desire
Chapter 14 - 13

Strategies for Success

Demonstrate Your Knowledge Research the Competition Adopt a You Attitude
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Provide Concrete Examples Offer a Workable Proposal Present an Attractive Package

Chapter 14 - 14

Business Communication Today, 9e

Proposal Introduction
Problem or Opportunity Proposed Solution

Scope of Delimitations
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Organization
Chapter 14 - 15

Business Communication Today, 9e

The Proposal Body

Proposed Approach Work Plan

Qualifications
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Detailed Cost
Chapter 14 - 16

Business Communication Today, 9e

The Proposal Closing

Summarize Key Points Emphasize Benefits

Restate Qualifications
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Obtain Commitment
Chapter 14 - 17

Business Communication Today, 9e

Drafting Online Content

Build trust with intended audiences Adapt content for global audience Compose web-friendly content Use in a concise, skimmable format Include effective links
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Business Communication Today, 9e Chapter 14 - 18

Help Readers Find Their Way

Headings and Links Transitional Devices Previews and Reviews

Readability Frameworks Relationships

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Words Sentences Paragraphs

Business Communication Today, 9e

Introductions Summaries Overviews

Chapter 14 - 19

Technology for Reports and Proposals

Templates Linked Files

Embedded Files Electronic Documents

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Electronic Forms Multimedia Documents

Chapter 14 - 20

Business Communication Today, 9e