Chapter 11 Writing and Completing Reports and Proposals

Chapter 11 Writing and Completing Reports and Proposals 11 -1

Learning Objectives After studying this chapter, you will be able to: • List the topics commonly covered in the introduction, body, and close of informational reports, analytical reports, and proposals • Discuss six principles of graphic design that can improve the quality of your visuals • Summarize the four tasks involved in completing business reports and proposals 11 -2

Writing Reports and Proposals Adapting to Your Audience The YOU attitude is important with long messages. Strike a balance between formal and informal – use first person 11 -3

Drafting Report Content • Introduction • Body • Close 11 -4

Drafting Proposal Content • Solicited or Unsolicited? • Purpose is to persuade reader • Consider using the I-D-A model A- 11 -5

Illustrating Your Reports with Effective Visuals Six principles for effective visual communications: • • • Consistency Contrast Balance Emphasis Convention Simplicity 11 -6

Choosing the Right Visual for the Job 11 -7

Designing Effective Visuals • Avoid too many graphics • Avoid complicated graphics (hard to interpret) • Make sure they are sharp and clear 11 -8

Completing Reports and Proposals Four Tasks: • Revise • Proofread • Produce • Distribute Evaluate your: • Organization • Style • Tone to make sure your content is: • Clear • Logical • Reader-oriented Then improve the readability by: • Varying sentence length • Keeping paragraphs short • Using lists and bullets • Adding headings and sub-headings Remember that even minor mistakes can affect your credibility. 11 -9

Producing Formal Reports and Proposals INTRODUCTION • Presents the problem • Summarizes your proposed solution BODY • Explains complete details • Method (including required equipment, material and personnel) • Timeline • Cost • Why your company is qualified to do the job CLOSE • Emphasizes benefits to the readers • Ends with a persuasive call to action 11 -10

Distributing Reports and Proposals • Consider a courier or overnight delivery • Deliver in person if it is for someone in your office • Make a PDF if it will be sent via e-mail • If using a shared drive or other cloud-based application, double check that you’ve uploaded the correct file(s) and to the correct location 11 -11

Learning Objectives: Check Your Progress • List the topics commonly covered in the introduction, body, and close of informational reports, analytical reports, and proposals. • Discuss six principles of graphic design that can improve the quality of your visuals. • Summarize the four tasks involved in completing business reports and proposals. 11 -12