Business Communication

Lecture 11: PROPOSAL, FORMAL REPORTS AND INFORMAL REPORTSBy Ms. Glynnis

1. Minutes of meeting Record summaries of old business,

new business, announcements, and

reports as well as the precise

wording of motions.

What you need to write in your minutes :

provide the name of the group,

date, time, and place of meeting

identify the name of attendees

and absentees if appropriate

describe the disposition of previous

minutes.

record old business, new business,

announcement and reports.

include the precise wording of the

motions ; record the vote and action

taken.

conclude with the name and signature

of the person recording the minutes.

NAME OF GROUP

VENUE OF MEETING

DAY, DATE, TIME

PRESENT : _________

ABSENT : _________

( describe disposition of previous minute )

OLD BUSINESS

( summarize discussion ; does not record every word )

REPORTS

( highlight motions, showing name of person making motion and person seconding it )

NEW BUSINESS

( summarize new business and announcement )

(SHOWS NAME AND SIGNATURE

OF PERSON RECORDING MINUTES )

2. SUMMARIES

a summary condenses the primary ideas, conclusions, and recommendations of a longer publication General guidelines :

present the goal or purpose of the document being summarized. Why was it written? highlight the research methods ( if appropriate ), findings, conclusions, and recommendations.

omit illustrations, examples and references organize for readability by including headings and bulleted or enumerated lists. include your reactions or an overall evaluation of the document if ask to do so.

An executive summary presents an overview of a longer report and focuses on key point.

EXECUTIVE SUMMARYTITLE

( summarize purpose of longer report )BUSINESS PROFILE ( provides overview of main points )FIRST REPORT( follows sequence of longer report )SECOND REPORT( focuses on most important parts of business plan, including marketing, finances and payback)

INFORMAL PROPOSALS

Contain :

a) Introduction

b) Background Information

c) Proposal

d) Staffing Requirements

e) Budget

f) Authorization Request

A.) INTRODUCTION

hint an extraordinary results, with

details to be revealed shortly

promise low costs or speedy results

mention a remarkable resource ( well-

known authority, new computer program,

well-trained staff), available exclusively to

you

identify a serious problem, and

promise a solution, to be explained

later

specify a key issue or benefit that you

feel is the heart of proposal.

B. ) BACKGROUND, PROBLEM AND

PURPOSES

aim is to convince the reader that you

understand the problem completely

c.) PROPOSAL , PLAN , SCHEDULE

the proposal section must give

enough information to secure the

contact but not so much detail

that the services are not needed.

d.) STAFFING

describe the credentials and

expertise of the project leaders.

e.) BUDGET

because a proposal is a legal

contract, the budget must be

researched carefully.

f.) AUTHORIZATION

the closing should remind the

reader of key benefits, and

motivate actions.

FORMAL REPORTS

respond to big projects and may contain 200 or more pages. the primary differences between formal and informal reports are tone, structure, and length.

PREPARING TO WRITE FORMAL REPORTS the beginning of every reports begin with a statement of purpose explaining the goal, significance, and limitations of the report.

RESEARCHING SECONDARY DATA

Primary data come from firsthand experience and observation ; secondary data from reading secondary data are cheaper and easier to develop. reviewing secondary data can save time and effort. secondary material available either in print or electronically.

a.) Print Resources although researchers are increasingly turning to electronic data, much data is only available in print. books provide historical and in- depth data periodicals* provide limited but current coverage

* magazines, pamphlet, and journals

b.) ELECTRONIC DATABASE

Most researchers today begin by looking in electronic database.

A database stores information so that it is accessible by computer and digitally searchable.

PARTS OF A FORMAL REPORT

1. PREFATORY

title page

letter of transmittal

deliver the report

present an overview of the report

suggest how to read or interpret it

describe limitations, if they exist

acknowledge those who assisted you. suggest follow-up studies , if appropriate

offer to discuss the report personally express appreciation for the assignment

Table of Content executive summary, abstract, synopsis

2. BODY

Introduction of background

explanation of how the report

originated and why it was authorized

description of the problem that

prompted the report and the specific

research

sources and methods of collecting

data

summary of findings, if the

report is written deductively

preview of the major sections of

the report to follow , thus

providing coherence and

transition for the reader.

Discussion of findings

summary, conclusions,

recommendations 3. SUPPLEMENTARY

footnotes or end notes

bibliography

appendix