Business and Report Writing

By

Dr. Medhat Rabie

 Course Outline
I. Introduction and Overview
II. Technical Writing: How We Transfer Factual
Information and Knowledge
III. Technical Correspondence
IV. Short (Shorter) Reports
V. General Guidelines for Long Reports
VI. General Guidelines for Technical Writing
VII. Guidelines for Effective Meetings
VIII. Proposals: From Concept to Document
IX. Presenting Tables and Graphs 2
 The Communication Process
Sender Receiver

Visual Channel
Vocal Encoding Decoding
Verbal

Feedback

3
 The Writing Process

Writer Reader

Message

4
 The Seven C’s of Effective Business
Communication
 
•Completeness
•Conciseness
•Consideration
•Concreteness
•Clarity
•Courtesy
•Correctness
5
 • Using e-mail well can be a challenge!!
Some ways to improve e-mail writing:

 Meet as a team to review e-mail use.

Identify what works, what doesn’t, and
why. Create a trial period for improvement:
Meet to discuss after a week.

 Use subject-line protocols to speed

communication: a.) No reply needed-NRN;
b.) Thank – TY; c.) Need response by date
and time – NRB 10/30 3:00pm; Use subject
line for a whole message: Meet 10:00 10/30
Okay? END
6
 Determine who needs to be copied on what, what
needs to be read, and what needs to be filed.

 Keep-e-mails short. Most should be no more than 1-

10 sentences. Communicate your main point in the
first sentence or two. Don’t make readers work
because you don’t have time to focus.

 Don’t deliver bad news in an e-mail message. If it’s

urgent, pick up the phone. Use tone of voice to
indicate concern, but not anger.

 After two rounds of problem-solving on e-mail, pick

up the phone.

7
 Don’t hide behind e-mail. Any sensitive
communications should be done in person.

 If you can’t answer a request immediately, let the other

party know when you can respond, or if you can’t.

 NO EMOTIONAL E-MAILS: To resolve a conflict,

schedule a meeting or use the phone. E-mail
arguments tend to be huge time-wasters. Never send a
hasty, irritated response to an annoying e-mail – jobs
have been lost that way.
 
 By keeping messages short and refusing to let circles
of conversation take place in round after round of e-
mail, workers and their colleagues can handle tasks
more effectively.
  8
 E-Mail Etiquette
 
Because e-mail is fairly immediate and generally less
formal than other forms of written communication, you
may be tempted to relax the tone, organization, and
content of your message.

 However, most of the advice applicable to your printed

message is relevant to your electronic messages.
Remember the following:

9
 Be clear, concise, and polite when you send an e-mail
message; the same general guidelines for good
business writing should always apply.

 Watch your tone. Because of the conversational

aspect of e-mail and the fact that you are sitting in
privacy, you may be tempted to be too casual. Your
formality will depend on your relationship with your
receiver.

 Be concise. Long, rambling messages are just as

ineffective on e-mail as they are in print.

 Send a message only if you have something important

to say. It can be daunting to come back to your office
from lunch and see 75 messages waiting for you on e-
mail.
10
Forward the e-mail to the appropriate address if you
receive a message that was not meant for you. You
may want to alert the sender that the message was
sent to the wrong address.

Be polite. Even when you are communicating with a

group of users you have never met, you should not get
involved in a “flame” war. “Flaming” is an e-mail term
meaning to insult, provoke, or comment too much
about something that is irrelevant or tasteless.
 
  11
 The Process of Preparing Effective Business
Messages
 
Five Planning Steps

To communicate effectively, consider the following

steps before you write your message:

Identify Your Purpose

Analyze your Audience

Choose Your Ideas

Collect Your Data

Organize Your Message 12

 Basic Organizational Plans
 Your choice of organizational plan depends on a number
of factors: how you expect your reader to react to your
message, how much this person knows about the topic or
situation, and what his or her cultural conventions are

 For external and internal messages, you can choose one of

four basic organizational plans:

 the direct-request
 good-news
 bad-news
 persuasive-request

13
 The first two plans use the direct approach, which
begins with the main idea; the last two plans use the
indirect approach, which states the main idea later.

 All these plans are flexible guidelines only, not rigid

rules. Your own judgment must help you decide the
best organization and content of your message, taking
into consideration your audience’s views, conventions,
knowledge, and culture.

 Direct (Deductive) Approach

Use the direct approach when the audience is receptive
to your message.

 Indirect (Inductive) Approach

When you expect resistance to your message, choose the
indirect approach, such as in a bad-news message or a
14
persuasive request.
Beginnings and Endings
Two of the most important positions in any business
message are the opening and closing paragraphs.
 “First impressions are lasting” and “We remember best
what we read last.” Whenever possible, place the main
favorable ideas at the beginning and ending of a
message. This advice also applies to paragraphs.

Opening Paragraphs
The opening of a message determines whether the reader
continues reading, puts the message aside, or discards
it.

Closing Paragraphs
Closing should be strong, clear, and polite; they leave a
sense of closure and goodwill with the receiver. 15
Composing the Message

Drafting Your Message

Your first draft is often the most difficult to write. The
important thing is to get the most important information in
your message on paper early.

Revising Your Message

Revision means adding necessary and deleting
unnecessary information, making sure your points are
adequately supported, checking your organizational
approach, and reviewing your language in terms of the
seven c’s.

Editing and Proofreading Your Message

Ensure that your document has no mistakes in grammar,
spelling, punctuation, or word choice. 16
 Memorandum (Memo): Purpose

To circulate information within the organization

To save time for both the writer and the reader

It may be organized into sections and

subsections with headings

17
Cont’d Memorandum (Memo): Format
Memorandum/Memo
Date:--- Or Date:---Or---
To:
From:
Date:
Subject:

No Salutation
No closing Signature
You can just Sign your initials next to your name
or at the end of the memo
18
E-Mail and Letter Writing Styles
 1. Block Style: No Indentation

 2. Semi-Block Style: Five-Characters

Indentation

 3.Simplified: Everything Starts from

the Left
19
 Letter Styles
1. Block Style

2. Semi-Block Style

3. Simplified Style

20
 Block Style
Header and company Logo
Company’s Address
Date:
Data of the Receiver
Name
Job Title
Company Name
Address

The Salutation
The Body of the Letter

The complimentary close

Signature of the Sender
Job Title
Department
21
 Cont’d: Block Style
 Sender’s First and last Name Initials : or / Typist’s
or Secretary’s Initials

 Enclosure (Enclosures)

 CC: Arranged According to Seniority

If They are at the same Level, They will be Arranged
Alphabetically

 You May Use a P.S. or an N.B.

22
 Semi-Block Style
Header and company Logo
Company’s address
Date:
Data of the Receiver
Name
Job Title
Company Name
Address
The Salutation
The Body of the Letter
The complimentary close
Signature of the Sender
Job Title
Department
23
 Cont’d: Semi-Block Style

 Sender’s First and last Name Initials : or / Typist’s or

Secretary’s Initials

 Enclosure (Enclosures)

CC: Arranged According to Seniority

If They are at the same Level, They will be
Arranged Alphabetically

 You May Use a P.S. or an N.B.

24
 Simplified Style
Header and Company Logo
Company’s Address
Date: …………
Name
Job Title
Company name
Address
Subject:……………………………………
The Salutation
The Body of the Letter

The Complimentary Close

Signature of the Sender
Job Title
Department
25
 Cont’d: Simplified Style

 Sender’s First and last Name Initials : or /

Typist’s or Secretary’s Initials

 Enclosure (Enclosures)

CC: Arranged According to Seniority

If They are at the same Level, They will be
Arranged Alphabetically

 You May Use a P.S. or an N.B. 26

 Types of letters/E-Mails
 1. Letter/ E-Mail of Inquiry
2 Answer to Letter/ E-Mail of Inquiry
 3. Claim Letter/ E-Mail
 4. Letter/ E-Mail of Adjustment
 5. Quotation Letter/E-Mail
 6. Answer to Quotation Letter/ E-Mail
 7. Letter/ E-Mail of Instructions

27
 Letter/ E-Mails of Inquiry .1
They are either Solicited or Unsolicited.

Solicited: Based on previous advertising or

publicity

Unsolicited: No previous advertising or

publicity
28
Unsolicited Letter/ E-Mail of Inquiry

It should use the following organization:

First Paragraph:
Who are you? i.e. In what capacity are you inquiring?
What do you need to know (Briefly)?
Why do you need such Information?
Second / Third Paragraph:
Detail your inquiry (the “what” part)
You may use tables
Fourth Paragraph:
A thank you note, e.g., (Your help will be appreciated)

29
Answer to Letter/E-Mail of Inquiry .2

First Paragraph: Acknowledge receipt of

Letter/ E-Mail of inquiry and thank the
sender for his/her interest in your business
(When writing the Subject of the Letter/ E-
mail, there will be no need to write the First
Paragraph)
Second Paragraph: Either Grant or Deny
inquiry

30
Cont’d: Answer to Letter/ E-Mail of Inquiry

When Granting an Inquiry:

Answer all questions asked
You may use a table
You may enclose a brochure
Offer future help, e.g., (I hope I could be of
some help to you. If you need any further
information, please do call on me again.)

31
 Cont’d: Answer to Letter/ E-Mail of Inquiry

When Denying an Inquiry:

Be honest and explain why you cannot give out such information
NEVER say “I am sorry”, but you can say:
“I regret that I cannot provide you with the
information you need because we are not
permitted to give out such information”
Or: “I am afraid that I cannot provide you with such information
because……….”
Third Paragraph:
Offer Future Help, e.g., “While I regret not being able to provide
you with the information you needed, I hope that I can be of help to
you with other matters in the future.”

32
 Claim Letter/ E-Mail .3
First Paragraph:
Make reference to the product or service; mention
the purchase order number, dates, brand, size,
color, …etc. to remind the receiver of the problem.
Second Paragraph :
Explain what happened in detail (Be specific and
explain where the problem took place)
Third Paragraph:
You may resort to their pride or sense of fair play
Fourth Paragraph:
Ask for what you believe is a fair settlement 33
 Letter/ E-Mail of Settlement .4
First Paragraph:
Acknowledge receipt of the Claim Letter/ E-Mail
and thank the sender for his/her calling your
attention to the problem; e.g., “Thank you for calling
our attention to the problem….”
Second Paragraph:
Review the problem with the sender; be specific
and explain where the problem took place.
Third Paragraph:
Either Grant or Deny adjustment 34
 Cont’d: Letter/ E-Mail of Settlement

When Granting an adjustment:

Express your sincere desire in maintaining
successful business relations with the sender; e.g.,
“I hope that this problem will not have a negative
impact on our future cooperation.”
When Denying an adjustment:
Sympathize with the sender; e.g., “I understand
that you have got a problem and I wish that I could
do something about it. If I can be of help in any
way, please do not hesitate to contact me.”
35
 5. Quotation Request Letter/ E-Mail
First Paragraph:
Who are you?
What do you need (Briefly)?
Why do you need the product?

Second Paragraph:
Detail the purpose for buying such product; e.g., usage,
application, machine specifications…etc.
Third Paragraph:
Indicate the quantity you need and inquire about the terms
of delivery and payment.
Fourth Paragraph:
Thank you note 36
 Answer to quotation Request Letter/ E-Mail .6

First Paragraph:
Acknowledge receipt of quotation request and
thank the sender for his/her interest in your
products or services.
Second Paragraph:
Give the quotation in detail and be very specific;
e.g., Whose responsibility is the shipment.
You may include terms of payment.
You may refer the sender to another outlet closer
in location to his/her site.
37
 Letter/ E-Mail of Instructions .7
 Give background information
 Be very specific
 You may use headings and subheadings
 Set deadlines
 Follow a chronological order
 Don’t be too bossy
 Use the imperative form when giving specific instructions
 Use parallel structures; e.g.,
Please abide by the following procedures:
1. Submit the request for a holiday
2. Sign the necessary papers
3. Decide on the day you need to pick your papers

38
 Reports
Short (Shorter Reports) .1

Long Reports .2

39
 Short (Shorter Reports)
They range from one to five pages
Progress Reports .1
Activity Reports .2
Recommendation Reports .3
:They can be presented as follows
1.Memos (Internal)
2.Letter (External)
3.Separate Report + Cover Memo (Internal) or
Cover Letter (External)
4.Attached E-Mail File

40
Short Reports Cover Page Format
The Sixth Monthly Progress
---------- Report on
--------------

:Submitted to
Name
Title

:Submitted by
Name
Title

------------------- :Date
41
 Progress Reports .1
---------- They can be
Daily .1
Weekly .2
Biweekly .3
Monthly .4
Quarterly .5
Semi-annual .6

42
 Cont’d: Progress Reports: Components

Introduction .1
It can be the first and second paragraphs to present the
.whole task or project (briefly)
Work Previously Completed (Past) .2
Present Work (Present) .3
Problems (Present) .4
Discussion (Present) .5
Work Planned for the Next Reporting Period (Future) .6
Completion of Task or Project (Future) .7

43
 Activity Reports .2
Follow a Chronological Order .1
Exception: Significant Events
Group Similar Activities together .2
Use Parallel Structures .3
Provide Recommendations within the .4
…Same Item; e.g., I met with Mr. X to discuss
I recommend Holding a second meeting with
-------------- him to discuss
44
 Recommendation Reports .3
I. Examination of the Present Situation
This is the Major Part of Your Report
You Can Rely on any combination of the Following:
A. Review of the Literature (Manuals . . . Etc.)
B. Testing / Experimentation
D. Previous Similar Case
E. Your Own Experience

II. Recommendations
* No Problem Without a Recommendation
* No Recommendation Without a Problem
45
Long Reports

46
 Long Reports: Components
 1. Cover Page
 2. Abstract
 3. Table of Contents
 4. List of Tables
 5. List of Figures
 6. The Report Body
 7. Bibliography (List of References)
 8. Appendices
47
Abstract/Executive Summary/Summary
:Points to be Included 
 1. Background
 2. Problem(s)
 3. Objective(s)
 4. Methodology
 5. Procedures
 6. Results
 7. Conclusion(s)
 8. Recommendations
Always written in Block Style
Always Use Third Person
Always Written in One paragraph 48
Long Reports: Organization
Cover Page

It’s Page 1 BUT

NOT paginated
49
Cont’d: Long reports: Organization

Abstract

ii 50
 Cont’d: Long Reports: Organization

Table of Contents
Page
I. Introduction………………………………1
A. Background…………………………...5
II. .…………………………………………….
B. Objectives……………………………..7

iii 51
 Cont’d: Long reports: Organization

List of Tables
Page
Table 1: Title………………………………5
Table 2: Title………………………………7

iv 52
 Cont’d: Long reports: Organization

List of Figures
Page
Figure 1: Title……………………………. 5
Figure 2: Title……………………………. 7

v 53
Cont’d: Long Reports: Organization
Report Title

The detailed Report

1 54
Cont’d: Long Reports: Organization

2
55
 Cont’d: Long Reports: Organization

References
Abboud, P. 2012. Mechanical Engineering.
University of Texas Press, Austin, Texas,
USA.

Bordie, J. 2014. Hydraulic Engineering.

Penguin Publishing House, London, UK.
26 56
 Cont’d: long Reports: Organization

Fishman, J. 2016. Mechanical Analysis,

Mechanics; V. II, 13, pp.216-45.

Reilly, R. 2016. Electrical Engineering in

Articles in Electrical Engineering, Chomsky,
N. Editor; 12, pp. 123-56. university of
Michigan Press, An Arbor, Michigan, USA.

27 57
Cont’d: Long Reports: Organization

Appendices

58
Cont’d: Long Reports: Organization

Appendix A

A-1
59
Cont’d: Long Reports: Organization

A-2
60
Cont’d: Long Reports: Organization

Appendix B

B-1 61
Cont’d: Long Reports: Organization

B-2
62
Guidelines for Effective Meetings
The Responsibilities of the meeting leader:
Defining the purpose of the meeting;
Planning and preparation
Attending regularly
Conducting the meeting efficiently
Controlling the discussion without doing all the
talking
Dealing effectively with problem situations and
Individuals

63
 Cont’d: The Responsibilities of the
meeting leader:
 Ensuring the meeting keeps to time
 Making sure everyone participates in the
meeting
 Making sure the purpose of the meeting
is achieved and members know what is
expected of them as a result
 Liaising with the secretary to ensure
that an efficient recording mechanism
exists where required
64
 Agendas
A. Subject matter: Decide what topics need to
be included on the agenda
B. Avoid being vague
C. Be logical
D. Timing
1. The actual time available for the meeting
2. The time of the day
3. The time spent on each item
E. Give guidance
F. Circulate 65
 Minutes
There are two aspects to producing
minutes:

A. Taking the Notes

B. Writing the minutes

66
 Cont’d: A. Taking the notes
1. Listen carefully throughout

2. Take brief relevant notes under each

agenda item

3. Check that you are happy about the

notes after the meeting
67
 Cont’d: B. Writing the minutes
1. Draft the minutes as soon as possible
after the meeting

2. Keep your notes until the minutes

have been approved

3. Be selective—be accurate, brief and

clear with your writing
68
 Cont’d: B. Writing the minutes
4. Put any action to be taken in a
prominent place after each item

5. Structure the minutes so they follow

the structure of the agenda

6. Circulate the minutes as soon as

possible after the meeting
69
 Preparing Proposals: From Concept to Document

What is a Proposal?
Any communication that attempts to sell an idea, a
concept, a service, a piece of equipment, a complex
system, or anything else is a proposal

The proposal delineates a problem and lays out the

essential groundwork or directions for its solution

The “Solution” is the statement of the proposed work:

How it will be done, Who will do it, Where and When it will
be done, and How Much it will cost

The proposal is a sales tool 70

 Types of Proposals
 There are two types of proposals – Solicited and
Unsolicited

 A Solicited proposal is written to respond to an

advertised request, to an invitation, or to a
directive from a superior

 The Unsolicited proposal is initiated by an

individual or organization seeking support for the
solving of an identified problem of interest to a
funding source or agency
71
 Letter Proposals
Proposals on relatively simple matters, problems,
equipment, or services require simple documentation,
and are frequently and efficiently housed in a letter
format.

Letter Proposals contain the following elements:

Introduction: Why the proposal was written
Technical presentation: The proposal plan for doing
the work
Technical Description: The creative contribution by
the proposer for solving the problem
72
 Cont’d: Letter Proposals

 The proposer’s capabilities in personnel,

facilities, and experience are presented

 Programming of the work should be carefully

blocked out or charted; to include scheduling of
work, personnel, facilities, and time

 Cost schedules should include wages and

salaries, equipment, and miscellaneous costs

73
 The Formal Proposal

 The usual structure of a proposal is a formal

document, which may materialize into a
multibillion dollar source of new and continued
activities.

 The proposal represents the combined efforts of

personnel in management and sales, as well as
people from the scientific/technical, legal,
accounting, and publications areas

74
 Cont’d: The Formal Proposal

 The first step in preparing a proposal is to state

the problem clearly

 The second step is to write out the objectives to

solve the problem.
 An objective is an action, usually measurable, to
be accomplished for a purpose
 If the objectives are well thought out, carefully
developed, and clearly stated, the rest of the
proposal should flow nicely.
75
 Preparing an Abstract
 It is the first step in writing a project proposal for
funding

 It is an abbreviated representation of the

contents of a document

 It is a practical instrument to test a funding

source’s potential interest in a concept aimed to
provide a solution to a problem in which it may
have an interest

76
 Cont’d: Preparing an Abstract

The abstract should cover the following points, as

are appropriate to the situation:
1.The problem or situation
2.The objectives of the proposal
3.Brief set of procedures to implement the
objectives
4.Estimated costs and resource required
5.Personnel needed to do the work
6.Significance of the results

77
 Elements of the Proposal Document

The Elements are:

1.Letter of Transmittal
2.Abstract/Summary of the Project
3.Cover/Title Page
4.Table of Contents
5.Body of Proposal

78
 Body of Proposal
I. Introduction
A. Nature of the problem or situation requiring proposed

work
B. Magnitude and significance of problem
C. Review of relevant literature (as appropriate)
D. How the results of the proposed work would
solve/alleviate the problem
E. Who would benefit (How the results would be used)
F. Justification for addressing the problem at this time
G. Relation of the proposed program to the mission of the
funding agency
79
 Cont’d: Body of Proposal
II. Technical Work
A. Objectives to be accomplished. (Sometimes
these are translated into tasks)
B. Procedures or methods to achieve the
objectives (Includes theory behind
methodology)
C. Scope
D. Evaluation of techniques (to check validity of
work performed)
E. Recommended dissemination procedures

80
 Cont’d: Body of Proposal
III. Management
A. Staffing and resources
1. Resumes of proposed personnel
2. Statement of facilities, capability, and
financial status
3. Management plan
4. Similar experience
B. Costs
1. Direct
2. Indirect
3. Other
C. Project time requirements (timeline chart) 81
 Cont’d: Body of Report

IV. Appendix (as appropriate)

Backup materials; e.g., company brochures,
financial statements, documentation of related
work

82
 Why are Many Proposals Rejected?
1. The problem is not within the scope of interest
of the potential sponsor or it has low priority
based on the funds available
2. The objectives are vague
3. The solution to the problem isn’t feasible or seems
unfeasible from the approach suggested
4. The proposed program is too complex
5. The written document is poorly presented and
disorganized; the language is ambiguous and unclear
6. The overall project is not adequately detailed
7. The proposal contains errors and is slovenly in
appearance
83
 Letter of Transmittal
 It is the formality for presenting the proposal to
the recipient
 It reminds the funding source of the
circumstances that called for the proposal (the
specific RFP or the interest expressed by the
recipient in previous interactions such as receipt
of an abstract)
 It may call attention to certain aspects of the
proposed work or the responder’s past
experience in the problem involved
 However, the transmittal letter’s major duty is to
present the proposal 84
 Cover/Title Page
 Proposals of ten or more pages are bound to
ensure that pages do not become loose
 Identifying information is listed on the cover
The title of the proposal
 The organization and address to whom the
proposal is submitted
 If appropriate, the RFP or announcement which
the proposal addresses
 The date of submission
 Full name and address of the presenting
organization
85
 Abstract or Project Summary
 It is an abbreviated representation of the
proposal
 In proposals responding to RFPs, the abstract
should include a statement that requirements in
the specifications were met
 If there are any exceptions to specifications,
these are clearly indicated
 The abstract identifies the problem to be
investigated or the work to be performed, the
methodology to be used, and the proposed
solution to be accomplished
86
 Table of Contents

 A proposal of six or more pages should have a

Table of Contents to list its divisions and parts

 Headings should be used to make the document

easier to read and follow

 The various items previously identified in the

outline become sections and subdivisions of the
proposal document

87
 One Last Word

The Journey of a Thousand Miles Starts with

One Step

Good Luck

88
Thank You

89