Writing Business Reports and Proposals Prentice Hall 2003
Writing Business Reports and Proposals © Prentice Hall, 2003 Business Communication Today 1
Three-Step Writing Process Planning Writing Completing Chapter 12 Chapter 13 Chapter 14 • Analyzing • Organizing • Revising • Investigating • Composing • Producing • Adapting • Designing • Proofreading © Prentice Hall, 2003 Business Communication Today 2
Organizing Reports and Proposals Format Collected Material Length Order Business Document Structure © Prentice Hall, 2003 Business Communication Today 3
Deciding on Format and Length Preprinted Form Letter Memorandum Manuscript © Prentice Hall, 2003 Business Communication Today 4
Choosing an Approach Receptive Audience Hostile Direct Indirect Approach Open-Minded © Prentice Hall, 2003 Audience Skeptical Business Communication Today 5
Structuring Informational Reports Importance Sequence Chronology Spatial Orientation Geography Category © Prentice Hall, 2003 Business Communication Today 6
Structuring Analytical Reports © Prentice Hall, 2003 Receptive Audiences Skeptical Audiences Business Communication Today 7
Structural Approaches for Analytical Reports Focus on Conclusions Focus on Recommendations Focus on Logical Argument © Prentice Hall, 2003 Business Communication Today 8
Logical Structures for Analytical Reports 2 + 2 Approach Scientific Method Yardstick Approach © Prentice Hall, 2003 Business Communication Today 9
Structuring Proposals Indirect Unsolicited Proposals Solicited Proposals Receptive © Prentice Hall, 2003 Type of Approach Type of Audience Unreceptive Direct Business Communication Today 10
Drafting Reports and Proposals Purpose Structure First Draft Introduction Audience Author Body Closing Length and Depth © Prentice Hall, 2003 Formality Business Communication Today 11
The Introduction Report Context Subject or Purpose Main Ideas Overall Tone © Prentice Hall, 2003 Business Communication Today 12
The Body Chapters Present Analyze Interpret Support © Prentice Hall, 2003 Business Communication Today 13
The Closing Section Emphasizes the Main Points Summarizes the Benefits Reinforces the Structure Brings Action Items Together © Prentice Hall, 2003 Business Communication Today 14
Report Content Accurate Balanced © Prentice Hall, 2003 Complete Structured Business Communication Today Documented 15
Report Introduction • Authorization • Sources • Problem • Methods • Purpose • Definitions • Scope • Limitations • Background • Organization © Prentice Hall, 2003 Business Communication Today 16
Report Body • Explanations • Methods • Evidence • Criteria • Results • Conclusions • Analyses • Recommendations • Procedures • Support © Prentice Hall, 2003 Business Communication Today 17
Report Closing Direct-Order Organization © Prentice Hall, 2003 Indirect-Order Organization Business Communication Today 18
Proposal Content Solicited Proposals © Prentice Hall, 2003 Unsolicited Proposals Business Communication Today 19
Strategies for Successful 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, 2003 Business Communication Today 20
Proposal Introduction Background or Problem Proposed Solution Scope or Delimitations Organization © Prentice Hall, 2003 Business Communication Today 21
Proposal Body Proposed Approach Work Plan Qualifications Detailed Costs © Prentice Hall, 2003 Business Communication Today 22
Proposal Closing Key Points Benefits and Merits Qualifications Final Decision © Prentice Hall, 2003 Business Communication Today 23
Choosing the Degree of Formality Format Length Organization Message Audience © Prentice Hall, 2003 Business Communication Today 24
Revealing the Structure Headings and Subheadings Transitional Devices Previews and Reviews • Readability • Words • Introductions • Frameworks • Sentences • Summaries • Relationships • Paragraphs • Overviews © Prentice Hall, 2003 Business Communication Today 25
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