1. Organizing and Preparing Reports and Proposals
Chapter 11
Organizing and Preparing Reports and Proposals

2. 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, , and letter formats.
5. Prepare effective proposals for a variety of purposes.

3. Parts of a Formal Report
Continued

4. Parts of a Formal Report (cont.)

5. 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

6. 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

7. 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

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

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

10. 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

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

12. 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