12.1 to accompany excellence in business communication, 5e, thill and bovée © 2002 prentice-hall...

12.1

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall

Chapter 12Completing Formal

Reports and Proposals

12.2


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


Revising Formal Reports and Proposals

To complete a successful report, you need to carefully Revise your report (evaluating content

and organization, reviewing style and readability, and editing and rewriting for conciseness and clarity)

Produce your report in appropriate form Proofread your final version

12.4


Producing Formal Reports and Proposals

More and more employees are expected to handle most or even all of the formatting and production of their own reports.

Computer tools are generally easy enough for businesspeople to use effectively: Software suites (such as Microsoft Office)

allow you to produce reports that include graphics, tables, spreadsheets, and more.

Desktop scanners and color printers allow you to include even high-quality photographs in business reports.

12.5


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.

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Components of a Formal Report

Prefatory parts Text parts Supplementary parts

12.7


Prefatory Parts for a Report

1. Cover

2. Title fly

3. Title page

4. Letter of authorization

5. Letter of acceptance

6. Letter of transmittal

7. Table of contents

8. List of illustrations

9. Synopsis

10.Executive summary

12.8


Prefatory Parts

Some prefatory parts are easier to prepare after the text has been completed.

The cover may be of standard company issue or you may purchase it from an office supply store.

When putting a title on the cover, Give readers all the information they need

(include the who, what, when, where, why, and how of a subject)

Be as concise as you can (avoid phrases such as A Study of, A Report on, or A Survey of)

12.9


Prefatory Parts

The title fly is a plain sheet of paper with only the title of the report on it: It isn’t necessary to include this component in your

report. The title fly does add a touch of formality.

The title page includes four blocks of information: The title of the report The name, title, and address of the person, group, or

organization that authorized the report The name, title, and address of the person, group, or

organization that prepared the report The date on which the report was submitted

12.10


Prefatory Parts

The letter (or memo) of authorization Is a document requesting that a report be prepared Follows the direct approach Specifies the problem, scope, time and money

restrictions, special instructions, and due date The letter (or memo) of acceptance

Is a document acknowledging the assignment to conduct the study and prepare the report

Follows the direct approach Confirms time and money restrictions and other

pertinent details Is rarely included in reports

12.11


Prefatory Parts

The letter of transmittal Conveys your report to your audience Says what you would say if you were personally

handing the report over to the individual who authorized it

Has a style that is less formal than the rest of the report

Usually appears right before the table of contents May be included only in selected copies of the report Follows the direct approach May acknowledge help given by others Concludes with a note of thanks for having been given

the report assignment May summarize the major findings, conclusions, and

recommendations (if the report does not have a synopsis)

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Prefatory Parts

The table of contents Is an outline of the coverage, sequence, and relative

importance of the information in a report Uses the headings that appear in the text of the report May show only the top two or three levels of headings

(or perhaps only the first level of headings) Is prepared after the other parts of the report so that

page numbers can be shown Words headings exactly as they are worded in the

report Also lists those prefatory parts that follow the contents

page, as well as all supplementary parts May list visual aids (if you have fewer than four)

12.13


Prefatory Parts

The list of illustrations Includes the titles and numbers of all visual aids and

the page numbers where they appear May refer to all visual aids as illustrations or exhibits May refer to tables separately from other types of

visuals, which are called figures Appears directly beneath the table of contents (if you

have enough space) Appears on the page after the contents page (if the

table of contents doesn’t leave enough room) Groups tables and figures separately if they are

numbered separately Shows both the list of tables and the list of figures on

one page (if they fit) or on two separate pages (if they run more than a page)

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Prefatory Parts

The synopsis Is a brief overview (one page or less) of a report’s

most important points Is designed to give readers a quick preview of the

contents Is often included in long informational reports dealing

with technical, professional, or academic subjects (when it may be called an abstract)

May be distributed separately to a wide audience (so that interested readers may request the entire report)

May use either informative or descriptive phrasing (depending on report’s use of direct or indirect order)

Presents an accurate picture of the report’s contents

12.15


Prefatory Parts

The executive summary May be used instead of a synopsis or an abstract Is a fully developed “mini” version of the report itself Is more comprehensive than a synopsis May contain headings, well-developed transitions, and

even visual aids Is organized the same way as the report Uses the same direct or indirect approach as the

report uses Is a popular shortcut for busy executives Must contain all the important points

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Text of the Report

The text of a report includes The introduction The body The summary, conclusions, or

recommendations Source documentation

12.17


Text of the Report

The introduction serves a number of important functions: Putting the report in a broader context Telling readers the purpose of the report Previewing the contents and organization of

the report Establishing the tone of the report and the

writer’s relationship with the audience The length of the introduction depends on the

length of the report.

12.18


Text of the Report

When preparing your introduction, consider covering these topics: Authorization Problem/purpose Scope Background Sources and methods Definitions Limitations Report organization

12.19


Text of the Report

The body of your report contains the major sections that present, analyze, and interpret the information gathered during your investigation.

When writing the body of your report, you must decide How much detail to include Whether to put your conclusions in the

body, in a separate section, or in both

12.20


Text of the Report

The final section of the text of your report tells readers what has been said: A short report may summarize your report in only a

paragraph or two. A long report may have separate sections labeled

“Summary,” “Conclusions,” and “Recommendations.” Keep in mind the differences between summaries,

conclusions, and recommendations: Summaries present the key findings of your report. Conclusions present an analysis of what the findings

mean. Recommendations present opinions about the course

of action that should be taken.

12.21


Text of the Report

Where you present your summary, conclusions, and recommendations depends on the organization of your report: When using the direct approach, present your

summary, conclusions, and recommendations before the body, and review them only briefly at the end of the report.

When using the indirect approach, present your summary, conclusions, and recommendations for the first time at the end of your report, and discuss them in detail.

12.22


Text of the Report

When your report is intended to lead to action, your recommendation section Spells out exactly what should happen next Brings all the action items together in one

place Gives details about who should do what,

when, where, and how Provides a schedule and specific task

assignments May be presented in a bulleted or numbered

list

12.23


Text of the Report

Documenting your sources enhances the credibility of your report, demonstrating Your ethical and legal obligation to give

other people credit for their work That you have thoroughly researched

your topic The credibility of your message by

mentioning the names of well-known or important authorities on the subject

12.24


Text of the Report

Handle source references as conveniently and as inconspicuously as possible: Simply mention a source in the text. Use a citation scheme such as that of

the Modern Language Association (MLA), the American Psychological Association (APA), or The Chicago Manual of Style

12.25


Supplementary Parts

After the text of your report, place any supplementary parts, which may include Appendixes Bibliography Index

12.26


Supplementary Parts

Materials frequently included in appendixes are Questionnaires Cover letters Sample forms Computer printouts Statistical formulas A glossary (which may also stand as a

separate supplementary part) Graphics that are too large to fit on one page

or that are only indirectly relevant

12.27


Supplementary Parts

The bibliography is a list of secondary sources consulted when preparing the report.

Possible titles for the bibliography include “Works Cited”—listing only the works

mentioned in the report “Sources”—listing works mentioned in the

report as well as works consulted but not mentioned in the report

“References”—listing works mentioned in the report as well as works consulted but not mentioned in the report

12.28


Supplementary Parts

The index is an alphabetical list of names, places, and subjects mentioned in the report, along with the pages on which they occur.

An index is rarely included in unpublished reports.

12.29


Proposals

Certain analytical reports are called proposals, and they May include bids to perform work under

a contract May include pleas for financial support

from outsiders Are nearly always formal

Formal proposals contain many of the same components as other formal reports, with a few differences.

12.30


Proposals

Several prefatory parts for proposals are quite different from prefatory parts for other reports: A copy of the request for proposal (RFP)

– replaces letter of authorization Letter of transmittal – direct if solicited,

indirect if unsolicited Synopsis or executive summary – rarely

included

12.31


Proposals

The text of a proposal performs two essential functions: Persuading readers to award you a

contract Spelling out the terms of that contract

When writing the body of your proposal, the trick is to sell your audience on your ideas without making promises that you can’t keep.

12.32


Proposals

In addition to what’s covered in the body of other reports, the body of a proposal must also cover specific information such as Proposed approach Work plan Statement of qualifications Costs

12.33


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?

12.34


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.

12.35


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

12.36


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

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