© prentice hall, 2008 business communication today, 9echapter 14 - 1 writing reports and proposals

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 1

Writing Reports and Writing Reports and ProposalsProposals


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


Audience AdaptationAudience Adaptation

• Be sensitive to their needs

• Build strong relationships

• Control style and tone


Reports and ProposalsReports and Proposals

• Introduction

• Body sections

• Closing section


The IntroductionThe Introduction

• Report context

• Subject or purpose

• Main ideas

• Overall tone


The Body SectionsThe Body Sections

• Present

• Analyze

• Interpret

• Support


The Closing SectionThe Closing Section

• Emphasizes main points

• Summarizes benefits

• Reinforces structure


Drafting Report ContentDrafting Report Content

• Accurate

• Complete

• Balanced

• Clear and logical

• Documented properly


Report IntroductionReport Introduction

• Authorization• Problem/purpose/opportunity• Scope• Background• Sources and methods• Definitions• Limitations• Report organization


Report BodyReport Body

• Explanations of problem/opportunity

• Facts, statistics, and trends

• Results of studies or investigations

• Discussion and analysis

• Advantages, disadvantages, costs, and benefits


Report BodyReport Body

• Procedures or steps in a process

• Methods and approaches

• Criteria for evaluating options

• Conclusions and recommendations

• Supporting reasons for conclusions and recommendations


Report CloseReport Close

• Summary of key points

• Conclusions and recommendations

• Action plans


Proposal ContentProposal Content

• The AIDA plan

– Solicited proposals

– Unsolicited proposals

• Introduction

• Body

• Conclusion


Strategies for SuccessStrategies for Success

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Prove that your proposal is workable

• Adopt a “you” attitude

• Package your proposal attractively


Proposal IntroductionProposal Introduction

• Background or statement of problem

or opportunity

• Proposed solution

• Scope or delimitations

• Organization


Proposal BodyProposal Body

• Proposed approach

• Work plan

• Statement of qualifications

• Detailed costs


Proposal ClosingProposal Closing

• Summarizes key points

• Emphasizes benefits

• Restates your qualifications

• Asks for a final decision


Drafting Online ContentDrafting Online Content

• Build trust with intended audiences

• Adapt content for global audience

• Compose web-friendly content

• Use in a concise, skimmable format

• Include effective links


Help Readers Find Their Help Readers Find Their WayWay

• Headings and subheadings

• Transitional devices

• Previews and reviews


Technology for Technology for

Reports and ProposalsReports and Proposals

• Templates

• Linked and embedded documents

• Electronic forms

• Electronic documents

• Multimedia documents

© prentice hall, 2008 business communication today, 9echapter 14 - 1 writing reports and proposals

Documents