© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 1

Completing Completing Reports and ProposalsReports and Proposals

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 2

Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 3

Finalizing FormalFinalizing FormalReports and ProposalsReports and Proposals

• Revising

• Producing

• Proofreading

• Distributing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 4

Revising Reports Revising Reports and Proposalsand Proposals

• Style and tone

• Organization

• Readability

• Content

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 5

Producing Producing Reports and ProposalsReports and Proposals

• Design elements

• Report-writing teams

• Computer resources

• Audience expectations

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 6

Components Components of Formal Reportsof Formal Reports

• Prefatory parts

• Text of the report

• Supplementary parts

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 7

Prefatory PartsPrefatory Parts

• Report cover

• Title fly and title

page

• Authorization letter

• Acceptance letter

• Letter of transmittal

• Table of contents

• List of illustrations

• Synopsis/executive

summary

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 8

Text of the ReportText of the Report

• Introduction

• Body

• Closing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 9

Supplementary PartsSupplementary Parts

• Appendixes

• Bibliography

• Index

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 10

Components of Components of Formal ProposalsFormal Proposals

• Cover

• Title fly

• Title page

• Table of contents

• List of illustrations

• Copy of RFP

• Synopsis/executive

summary

• Letter of transmittal

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 11

Text of the ProposalText of the Proposal

• Introduction

• Body

• Closing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 12

Proofreading Proofreading Reports and ProposalsReports and Proposals

• Inconsistencies

• Errors

• Missing components

– Spelling

– Text placement

– Punctuation

– Visual aids

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 13

Distributing Reports and Distributing Reports and ProposalsProposals

• Physical

• Electronic

• Web-based

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 15 - 14

Writing Writing Requests for Proposals Requests for Proposals

• Company backgroundCompany background

• Project descriptionProject description

• Overall requirementsOverall requirements

• Decision-making criteriaDecision-making criteria

• Proposal requirementsProposal requirements

• Submission/contact informationSubmission/contact information