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