Completing

Reports and Proposals

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 1

 The Three-Step Process

Planning Writing Completing

Analyze Situation Revise

Adapt to
the Audience
Gather Information Produce

Select Medium Proofread

Compose
the Message
Get Organized Distribute

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 2

 Finalizing Formal Reports
and Proposals

Revising Producing

Proofreading Distributing

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 3

 Revising
Reports and Proposals
Content
Content

Readability
Readability

Organization
Organization

Style and
Style and Tone
Tone

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 4

 Producing
Reports and Proposals
Design Elements

Report-Writing Tasks

Computer Resources

Audience Expectations
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 5
 Components
of Formal Reports
Type of Report
Audience Needs

Report Length
Prefatory
Prefatory Text
Text of
of the
the Supplementary
Supplementary
Parts
Parts Report
Report Parts
Parts

Type of Company

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 6

 The Prefatory Parts
Letter
Letterof
of List
Listof
of
Cover
Cover Acceptance
Acceptance Illustrations
Illustrations

Title
TitleFly
Fly Letter
Letterof
of Synopsis
Synopsis
or
orTitle
TitlePage
Page Transmittal
Transmittal or
orAbstract
Abstract

Letter
Letterof
of Table
Tableof
of Executive
Executive
Authorization
Authorization Contents
Contents Summary
Summary

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 7

 The Text of the Report

Introduction
Introduction

Body
Body

Closing
Closing

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 8

 Supplementary Parts

Appendixes
Appendixes

Bibliography
Bibliography

Index
Index

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 9

 Components
of Formal Proposals

Proposal
Proposal Table
Table
Title
TitleFly
Fly Title
TitlePage
Page
Cover
Cover of
of Contents
Contents

List
List of
of Request
Request Executive
Executive Letter
Letterof
of
Illustrations
Illustrations for
forProposal
Proposal Summary
Summary Transmittal
Transmittal

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 10

 The
The Text
Text of
of the
the Proposal
Proposal
Solicited

Introduction Body Closing

Informal
Formal

Unsolicited

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 11

 Proofreading
Proofreading
Reports
Reports and
and Proposals
Proposals
Errors
Errors Missing
Missing
Inconsistencies
Inconsistencies and
andOmissions
Omissions Components
Components

Spelling Text Placement Punctuation Visual Aids

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 12

 Distribution of
Reports and Proposals
Physical Electronic Web-Based

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 13 - 13