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PREPARING BUSINESS REPORTS CoB Center for Professional Communication

Proposals, Business Plans, and Formal Business Reports

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Page 1: Proposals, Business Plans, and Formal Business Reports

PREPARING BUSINESS REPORTSCoB Center for Professional Communication

Page 2: Proposals, Business Plans, and Formal Business Reports

Appendix(es)

References

Business Report: Components

ConclusionBody

Introduction

Table of contents

Executive SummaryTransmittal Document

Title Page

Page 3: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Title page

Balance the following parts on the title page: Name of report in all caps Receiver’s name, title, and organization Author’s name, title, and organization Date submitted

Page 4: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Transmittal

document Announce the

topic and explain who authorized it.

Briefly describe the project and preview the conclusions – if the reader is supportive.

Date: January 12, 2012 To: Flagstaff City Council Members From: Sylvia Hernandez, Del Rio Industrial Consultants Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:

Current and projected tax and other revenues accruing to the city from Coconino Industrial Park

Current and projected employment generated by the park

Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report.

SH

Page 5: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Transmittal

document Close by

expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Page 6: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Executive

summary Summarize the

report purpose, findings, conclusions, and recommendations.

Include strategic words and sentences.

Prepare an outline with headings.

Fill in your outline.

Page 7: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Executive

summary Begin with the

purpose. Follow the report

sequence. Eliminate

nonessential details.

Restrict the length to no more than 10 percent of the original document.

Page 8: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Table of contents

Show the beginning page number where each report heading appears in the report.

List of figures Include a list of tables, illustrations, or

figures showing the title of each and its page number.

Place the list of figures on the same page with the table of contents if possible.

Page 9: Proposals, Business Plans, and Formal Business Reports

Report Components: Front Matter Introduction

Discuss purpose and significance of report. Preview main points and order of

development.

Page 10: Proposals, Business Plans, and Formal Business Reports

Report Components: Body Body

Discuss, analyze, and interpret the research findings or proposed solution to the problem.

Arrange the findings in logical segments that follow your outline.

Use clear, descriptive headings.

Page 11: Proposals, Business Plans, and Formal Business Reports

Report Components: Back Matter Conclusion

Recap the purpose and review the main points.

Tie the main topics together, and, when appropriate, ask for action and/or goodwill.

Page 12: Proposals, Business Plans, and Formal Business Reports

Report Components: Back Matter References

List all references cited in the paper. References should be arranged alphabetically.

Appendix(es) Include items of interest to readers, such as

data-gathering tools like questionnaires (these are originally created items).

Each appendix item should be in its own appendix

Page 13: Proposals, Business Plans, and Formal Business Reports

Selecting the best method for delivering your message is key.

Business Reports: Format

Page 14: Proposals, Business Plans, and Formal Business Reports

Selecting a Report Format

Primarily Text

Text and Graphics

Memo or Email

Formal Reports

Informal Reports

Page 15: Proposals, Business Plans, and Formal Business Reports

Talking heading

Mix of text and

graphics

Page numbers

Detailed, explanatory

text

Main points

reinforced(optional)

White background

Bullets or text in

graphics

Business Reports Are Graphical

Page 16: Proposals, Business Plans, and Formal Business Reports

Style Focus on providing narrative with strong

graphical elements: Tables Charts Images Strong graphical design Do not ignore text altogether

Every page should contain 25-75% text Narrative text font size 11 or 12 pt.

Page 17: Proposals, Business Plans, and Formal Business Reports

Style Remember: The report is intended to be

read, not listened to

You will not be present to explain what a graph or table means

Thus, the report must be more explicit than slides accompanying an oral presentation

Page 18: Proposals, Business Plans, and Formal Business Reports

Style Rule of Thumb

Each page should have: 25%

white space (margins)

25 to 75% text

25 to 50% graphics

Page 19: Proposals, Business Plans, and Formal Business Reports

Format & Layout Create a design template

4 rules for designOrganization Elements

Navigation Headings

Portrait versus landscape?

Page 20: Proposals, Business Plans, and Formal Business Reports

Create the Design Template Use the 4 Rules of Design

Contrast Repetition Alignment Proximity

Make a few basic decisions and stick to them

You may use company colors and logo

Page 21: Proposals, Business Plans, and Formal Business Reports

Portrait or Landscape

More familiar reading style

Easier to present textual blocks

Better for double duty (stand-up presentations)

Can be better for graphical elements (complex graphics are often horizontal)

Portrait Landscape

Page 22: Proposals, Business Plans, and Formal Business Reports

Final Thoughts Think through your design Think through your structure Be consistent Be professional Business Reports are meant to be read:

explain the take away from your graphical elements

EDIT, EDIT, EDIT!

Page 23: Proposals, Business Plans, and Formal Business Reports

Time for Examples