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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 1
Writing Business
Writing Business
Reports and
Reports and
Proposals
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 2
Three-Step Writing
Three-Step Writing
Process
Process
Planning
Chapter 12 Planning
Chapter 12
Completing
Chapter 14 Completing
Chapter 14
Writing
Chapter 13 Writing
Chapter 13
•Analyzing
•Investigating
•Adapting •Analyzing
•Investigating
•Adapting
•Organizing
•Composing
•Designing •Organizing
•Composing
•Designing
•Revising
•Producing
•Proofreading •Revising
•Producing
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 3
Organizing Reports
Organizing Reports
and Proposals
and Proposals
Business Document
Business Document
Collected Material
Collected Material
Format
Format
Length
Length
Order
Order
Structure
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 4
Deciding on Format
Deciding on Format
and Length
and Length
Preprinted
Preprinted
Form
Form
Preprinted
Preprinted
Form
Form
Memorandum
Memorandum
Memorandum
Memorandum
Letter
Letter
Letter
Letter
Manuscript
Manuscript
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 5
Choosing an Approach
Choosing an Approach
Direct
Approach
Direct
Approach
Approach
Indirect
Indirect
Approach
Receptive
Receptiv e
Open-Minded
Open-Minded
Hostile
Hostile
Skeptical
Skeptical
Audience
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 6
Structuring
Structuring
Informational Reports
Informational Reports
Sequence
Sequence
Chronology
Chronology
Spatial Orientation
Spatial Orientation
Geography
Geography
Category
Category
Importance
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 7
Structuring
Structuring
Analytical
Analytical
Reports
Reports
Structuring
Structuring
Analytical
Analytical
Reports
Reports
Receptive
Receptive
Audiences
Audiences
Receptive
Receptive
Audiences
Audiences
Skeptical
Skeptical
Audiences
Audiences
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 8
Structural Approaches
Structural Approaches
for Analytical Reports
for Analytical Reports
Focus on Focus on Conclusions Conclusions
Focus on Focus on
Recommendations Recommendations
Focus on Focus on
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 9
Logical Structures for
Logical Structures for
Analytical Reports
Analytical Reports
2 + 2 Approach
Scientific Method
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Prentice Hall , 2003
Business Communicat ion Today
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 11
Drafting Reports and
Drafting Reports and
Proposals
Proposals
Purpose
Length and Depth
Structure
Formality
Introduction
First Draft
First Draft
Audience Author
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 12
The Introduction
The Introduction
Report
Report
Context
Context
Report
Report
Context
Context
Main Ideas
Main Ideas
Main Ideas
Main Ideas
Subject
Subject
or Purpose
or Purpose
Subject
Subject
or Purpose
or Purpose
Overall Tone
Overall Tone
Overall Tone
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 13
The Body Chapters
The Body Chapters
Present
Analyze
Interpret
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 14
The Closing Section
The Closing Section
Emphasizes the Main Points
Emphasizes the Main Points
Emphasizes the Main Points
Emphasizes the Main Points
Summarizes the Benefits
Summarizes the Benefits
Summarizes the Benefits
Summarizes the Benefits
Reinforces the Structure
Reinforces the Structure
Reinforces the Structure
Reinforces the Structure
Brings Action Items Together
Brings Action Items Together
Brings Action Items Together
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 15
Report Content
Report Content
Balanced
Balanced StructuredStructured DocumentedDocumented Accurate
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 16
Report
Report
Introduction
Introduction
•
Authorization
Authorization
•
Problem
Problem
•
Purpose
Purpose
•
Scope
Scope
•
Background
Background
•
Authorization
Authorization
•
Problem
Problem
•
Purpose
Purpose
•
Scope
Scope
•
Background
Background
•
Sources
Sources
•
Methods
Methods
•
Definitions
Definitions
•
Limitations
Limitations
•
Organization
Organization
•
Sources
Sources
•
Methods
Methods
•
Definitions
Definitions
•
Limitations
Limitations
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 17
Report Body
Report Body
•
Explanations
Explanations
•
Evidence
Evidence
•
Results
Results
•
Analyses
Analyses
•
Procedures
Procedures
•
Explanations
Explanations
•
Evidence
Evidence
•
Results
Results
•
Analyses
Analyses
•
Procedures
Procedures
•
Methods
Methods
•
Criteria
Criteria
•
Conclusions
Conclusions
•
Recommendations
Recommendations
•
Support
Support
•
Methods
Methods
•
Criteria
Criteria
•
Conclusions
Conclusions
•
Recommendations
Recommendations
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 18
Report Closing
Report Closing
Report Closing
Report Closing
Direct-Order
Direct-Order
Organization
Organization
Direct-Order
Direct-Order
Organization
Organization
Indirect-Order
Indirect-Order
Organization
Organization
Indirect-Order
Indirect-Order
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 19
Proposal
Proposal
Content
Content
Proposal
Proposal
Content
Content
Solicited
Solicited
Proposals
Proposals
Solicited
Solicited
Proposals
Proposals
Unsolicited
Unsolicited
Proposals
Proposals
Unsolicited
Unsolicited
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 20
Strategies for
Strategies for
Successful Proposals
Successful Proposals
•
Demonstrate your knowledge
•
Provide concrete examples
•
Research the competition
•
Prove that your proposal is workable
•
Adopt a “you” attitude
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 21
Proposal
Proposal
Introduction
Introduction
Background
Background
or Problem
or Problem
Background
Background
or Problem
or Problem
Scope or
Scope or
Delimitations
Delimitations
Scope or
Scope or
Delimitations
Delimitations
Proposed
Proposed
Solution
Solution
Proposed
Proposed
Solution
Solution
Organization
Organization
Organization
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Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 22
Proposal Body
Proposal Body
Proposed
Proposed
Approach
Approach
Proposed
Proposed
Approach
Approach
Qualifications
Qualifications
Qualifications
Qualifications
Work Plan
Work Plan
Work Plan
Work Plan
Detailed
Detailed
Costs
Costs
Detailed
Detailed
Costs
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 23
Proposal Closing
Proposal Closing
Key Points
Key Points
Key Points
Key Points
Qualifications
Qualifications
Qualifications
Qualifications
Benefits
Benefits
and Merits
and Merits
Benefits
Benefits
and Merits
and Merits
Final
Final
Decision
Decision
Final
Final
Decision
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 24
Choosing the
Choosing the
Degree of Formality
Degree of Formality
Audience
Audience
M
e
s
s
a
g
e
M
e
s
s
a
g
e
Format
FormatFormat
©
Prentice Hall , 2003
Business Communicat ion Today
Chapter 13 - 25
Revealing the Structure
Revealing the Structure
•Words
•Sentences
•Paragraphs
•Readability
•Frameworks
•Relationships
•Introductions
•Summaries
•Overviews Previews and Reviews Transitional