Organizing and Preparing Reports and Proposals Chapter 11 Organizing and Preparing Reports and Proposals

Learning Objectives 1. Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness. 2. Organize report findings. 3. Prepare effective formal reports using an acceptable format and writing style. 4. Prepare effective short reports in letter, memorandum formats, email, and letter formats. 5. Prepare effective proposals for a variety of purposes.

Parts of a Formal Report Continued

Parts of a Formal Report (cont.)

Developing a Report Outline Introduction Problem Method Used II. Product Comparison Palm Is Least Expensive Service/Warranties Favor Blackberry Expandability Is Best on Blackberry Availability of Applications Is Equal III. Conclusion: Blackberry Is the Best Buy Problems Method Findings Conclusions

Using Headings Effectively If sections are divided, use at least two subdivisions Treat all headings at the same level consistently Placement on page and appearance Grammatical construction Do not place two headings together without intervening text

Choosing an Effective Writing Style first-person Avoid __________ pronouns Use _____ voice and _________ tense Avoid __________ headings without intervening text Use _________ sentences to link sections Use a variety of _________ techniques active consistent consecutive transition coherence

Improving Transitions Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest

Enhancing Credibility Avoid _________terms Identify ___________ Label _______ Use _____________ emotional assumptions opinions documentation

Writing Techniques for Short Reports Short reports can use . . . A __________ writing style with first- or second-person Contractions for ________ style Graphics to __________ text Heads and subheads to __________ text personal natural reinforce partition

Structure of a Proposal Problem or purpose Scope Method and procedure Materials and equipment Qualifications Follow-up and evaluation Budget and costs Summary Addenda

Process for Preparing Proposals Start with an easy-to-prepare section after determining parts to include Complete all sections and arrange in appropriate order Check transitions between sections Proofread, edit, and check figures thoroughly