rm 10 report writing 2
TRANSCRIPT
12.1
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Chapter 12Completing Formal
Reports and Proposals
12.2
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Chapter 12 Objectives
List the three tasks involved in completing reports and proposals, and briefly explain what is involved in revising them.
Explain the prefatory parts of a formal report
Describe four important functions of a formal report’s introduction, and identify the possible topics it might include.
Discuss the four areas of specific information that must be covered in a proposal.
List four questions to ask when proofing visual aids.
12.3
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Revising FormalReports and Proposals
Revise by evaluating both content and organization.
Review for style and readability.
Edit and rewrite your message clearly and concisely.
Refer to Chapter 6 for more tips on revising and proofreading.
12.4
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Deciding on Report Format
Formal reports Can be short or long Can be direct or indirect Can be informational or analytical Can be external or internal
The parts you use depend upon what type of report it is.
For long reports, prefatory parts should have their own pages.
12.5
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Components of a Formal Report
Prefatory parts
Text parts
Supplementary parts
12.6
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Prefatory Parts for a Report
What is contained in each of the following?
Cover Transmittal letter
Title fly Table of contents
Title page List of illustrations
Authorization letter Executive summary
Acceptance letter Synopsis
12.7
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
A Formal Report’s Introduction
Ties the report to a problem or an assignment
Tells the reader the purpose of the report
Previews contents and organization of the report
Establishes tone of the report
12.8
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Topics to Considerin an Introduction
Authorization
Problem/purpose
Scope
Background
Sources and methods
Definitions
Limitations
Report organization
12.9
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Body of a Formal Report
What three sections are contained in the body?
What factors should you consider when deciding on amount of detail to include?
Information, analysis, and interpretation.
Nature of the information, the purpose of your report, and preferences of your audience.
QuickQuiz
QuickQuiz
QuickQuiz
QuickQuiz
12.10
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Final Sections of the Report Text
Summary Key findings of your report
Conclusions An analysis of what the
findings mean
Recommendations Opinions about the desired
course of action
12.11
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Supplementary Parts
Explain what is contained in each of the following:
Appendix
Bibliography
Index
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
12.12
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Prefatory Partsof a Proposal
Formal proposals may have a copy of a request for proposal (RFP).
The letter of transmittal should persuade the reader you have something to offer.
A synopsis or an executive summary provides a preview of your proposal.
12.13
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
A Proposal’s Introduction
Background or statement of the problem
Overview of approach
Scope
Report organization
12.14
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Body of a Formal Proposal
The body must cover some specific information:
Proposed approach
Work plan
Statement of qualifications
CostsYou may want to include a summary or conclusion if you need another opportunity for persuasion.
12.15
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Proofreading Formal Reports and Proposals
Check over textual materials.
Check visual aids: Is each visual necessary?
Are the visuals accurate?
Are the visuals documented?
Are the visuals honest?
12.16
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
Getting Feedback
You’ll want to get feedback from readers, even if you have to nudge them to do so.
Be ready for less-than-glowing reactions to your recommendations.
Be prepared to get no response at all.
Accept criticism graciously.
12.17
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
What are the tasks involved in revising a report or proposal?
What are the ten prefatory parts of a formal report?
How do writers use an introduction in a formal report?
What four questions do writers need to ask when checking visual aids for a report?
What information is included on the title page of a report?
Let’s Discuss
Test Your Knowledge
12.18
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
What is a letter of transmittal, and where is it positioned within a report?
How does a synopsis differ from an executive summary?
How does the summary section of a report differ from the conclusions section?
What are three supplementary parts often included in formal reports?
Why is the work plan a key component of a proposal?
Let’s Discuss
Test Your Knowledge continued