© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 1

Writing Business Writing Business Reports and Reports and ProposalsProposals

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 2

Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 3

Adapting to the Adapting to the AudienceAudience

• Be sensitive to their needs

• Build strong relationships

• Control style and tone

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 4

Composing Reports Composing Reports and Proposalsand Proposals

• Type of document

• Purpose of document

• Structure of document

• Length and depth of material

• Degree of formality

• Audience relationship

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 5

The IntroductionThe Introduction

• Report context

• Subject or purpose

• Main ideas

• Overall tone

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 6

The Body ChaptersThe Body Chapters

• Present

• Analyze

• Interpret

• Support

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 7

The Closing SectionThe Closing Section

• Emphasizes main points

• Summarizes benefits

• Reinforces structure

• Brings together action items

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 8

Drafting Report ContentDrafting Report Content

• Accurate

• Complete

• Balanced

• Structured

• Documented

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 9

Report IntroductionReport Introduction

• Authorization

• Problem

• Purpose

• Scope

• Background

• Sources

• Methods

• Definitions

• Limitations

• Organization

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 10

Report BodyReport Body

• Explanations

• Evidence

• Results

• Analyses

• Procedures

• Methods

• Criteria

• Conclusions

• Recommendations

• Support

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 11

Report ClosingReport Closing

• Conclusions

• Recommendations

• Action plans

• Schedules

• Responsibilities

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 12

Proposal ContentProposal Content

• The AIDA plan

– Solicited proposals

– Unsolicited proposals

• Introduction

• Body

• Conclusion

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 13

Strategies for Strategies for Successful ProposalsSuccessful Proposals

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Prove that your proposal is workable

• Adopt a “you” attitude

• Package your proposal attractively

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 14

Proposal IntroductionProposal Introduction

• Problem or background

• Proposed solution

• Scope or delimitations

• Organization

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 15

Proposal BodyProposal Body

• Proposed approach

• Work plan

• Qualifications

• Detailed costs

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 16

Proposal ClosingProposal Closing

• Key points

• Benefits and merits

• Qualifications

• Final decisions

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 17

Consistent PerspectiveConsistent Perspective

• Time frame

• Verb tenses

• Chronology

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 18

Guiding the ReadersGuiding the Readers

• Headings and subheadings

• Transitional devices

• Previews and reviews

© Prentice Hall, 2005 Business Communication Today 8e Chapter 13 - 19

Technology for Technology for

Reports and ProposalsReports and Proposals• Templates

• Linked files

• Embedded files

• Electronic forms

• Electronic documents

• Multimedia documents