2. Completing Reports and Proposals
Chapter 13
Completing Reports and Proposals
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3. Learning Objectives
Describe the process of revising formal reports and proposals
Identify the major components of formal reports
Identify the major components of formal proposals
LEARNING OBJECTIVES
After studying this chapter, you will be able to do the following:
Describe the process of revising formal reports and proposals
Identify the major components of formal reports
Identify the major components of formal proposals
Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall

4. Learning Objectives
Describe an effective plan for proofreading reports and proposals
Describe the decision process for distributing reports and proposals
LEARNING OBJECTIVES
After studying this chapter, you will be able to do the following:
4. Explain how to modify your approach when writing promotional messages for social media
5. Identify steps you can take to avoid ethical lapses in marketing and sales messages
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5. Process for Completing Formal Reports and Proposals
As the last step in the three-step writing process, completing reports and proposals involves four tasks: revising, producing, proofreading, and distributing. Although the tasks covered in this chapter are similar in concept to those you studied in Chapter 6, the amount of work involved in completing reports and proposals can vary dramatically from the work described earlier for short message formats. Few reports or proposals require every component described in this chapter, but be sure to select with care the elements you want to include in each of your workplace documents.
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6. Revising Formal Reports and Proposals
The revision process is essentially the same for reports as for any business message, although it may take considerably more time, depending on the length of your document. Evaluate your organization, style, and tone, making sure that you have said what you want to say and that you have said it in the most logical order and in a way that responds to your audience’s needs. Then work to improve the report’s readability by varying sentence length, keeping paragraphs short, using lists and bullets, and adding headings and subheadings. Keep revising the content until it is clear, concise, and compelling. Revising for clarity and conciseness is especially important for online reports because online reading can be difficult and online readers are impatient. Therefore, review online content carefully; strip out all information that does not meet audience needs, and condense everything else as much as possible.
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7. Report Components Prefatory Parts Text of the Report
Length of
Report
Type of
Company
Prefatory Parts
Text of the Report
Supplementary Parts
Needs of
Audience
The parts included in a report depend on the type of report you are writing, the requirements of your audience, the organization you are working for, and the length of your report. The components fall into three categories, depending on where they are found in a report: prefatory parts, text of the report, and supplementary parts.
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8. Prefatory Parts
Prefatory parts provide key preliminary information for readers.
Many companies have standard covers for reports. If your company has not set design standards for corporate reports, look for a cover that is appropriate.
The title fly is a plain sheet of paper with only the title of the report on it. You do not really need one, but it adds a touch of formality.
The title page includes four blocks of information: (1) title of the report; (2) name, title, and address of the person, group, or organization that authorized the report; (3) name, title, and address of the person, group, or organization that prepared the report; and (4) date on which the report was submitted.
The letter or memo of authorization is a document you received asking or directing you to prepare the report. If you wrote a letter of acceptance (or a memo), you might include it in the prefatory parts.
The letter or memo of transmittal conveys your report to your audience.
The table of contents indicates in outline form the coverage, sequence, and relative importance of the information in the report.
Some reports refer to all visual aids as illustrations or exhibits; some label tables and figures separately. In all cases, the list of illustrations gives the titles and page numbers of visuals.
A brief overview of a report’s most important points is called a synopsis. It is often included in technical, professional, or academic reports, and may be called an abstract.
An executive summary is a fully developed “mini” version of the report, intended for readers who lack the time or motivation to read the entire document.
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9. Report Executive Summary Sample
The title identifies the report and labels the section as an executive summary.
The opening paragraph offers
historical perspective on the
Model Ports program.
Figure 13.2 Executive Summary
This executive summary lists the major points uncovered in a survey of travelers entering the United States.
With brief bullet points and simple tables and charts, the summary lets a reader get all the report highlights in
a matter of minutes. The title identifies the report
and labels the section as an
executive summary.
The opening paragraph offers
historical perspective on the
Model Ports program.
The next paragraph discusses
the survey that was conducted
to assess travelers’ experiences
under the program.
Starting here, the major points
uncovered in the research are
listed, along with quick-read
tables and charts.
The major points uncovered in the research are listed, along with quick-read tables and charts.
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10. Report Text Introduction Body Close
Although a report may contain a variety of components, the heart of a report is the text, with its introduction, body, and closing.
A good introduction invites audience members to continue reading by telling them what the report is about, why they should be concerned, and how the report is organized. If you have a synopsis or an executive summary, minimize redundancy by balancing your introduction with the material in your summary section. If you believe the introduction must repeat information already covered in one of the prefatory parts, vary the wording to minimize unnecessary repetition.
The body of the report contains the information that supports your conclusions and recommendations, as well as the analysis, logic, and interpretation of the information. Include only the essential supporting data in the body; put any additional detail in an appendix.
The close of the report should summarize your main ideas, highlight your conclusions and recommendations, and list any courses of action that you expect readers to take or that you will be taking yourself. In a long report, the close may be labeled “Summary” or “Conclusions and Recommendations.” When using the direct approach, the close is relatively brief. When using the indirect approach, you may use the close to present your recommendations and conclusions for the first time, so this section could be more extensive.
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11. Report Content Elements Introduction
Authorization
Problem/Purpose
Scope
Background
Sources and methods
Definitions
Limitations
Report organization .
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12. Report Content Elements Body
Explanation
Facts, statistical evidence, trends
Analysis of action
Pros and cons
Procedures
Methods and approaches
Criteria
Conclusions and recommendations .
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13. Report Content Elements Close
Direct Approach
Summarize key points, briefly restate conclusions or recommendations
Indirect Approach
Conclusions/Recommendations
Motivating Action
Identify next steps with a schedule for completion .
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14. Supplementary Parts Appendixes Bibliography Index
Supplementary parts follow the text of the report and provide information for readers who seek more details and discussion. Supplements are more common in long reports than in short ones, and typically include the appendixes, bibliography, and index.
An appendix contains materials related to the report but not included in the text because they are too lengthy or bulky or because they lack direct relevance. Frequently included in report appendixes are sample questionnaires and cover letters, sample forms, computer printouts, statistical formulas, financial statements and spreadsheets, copies of important documents, and complex illustrations or graphics; a glossary may be put in an appendix or may stand as a separate supplementary part.
You have an ethical and legal obligation to give other people credit for their work. A bibliography is a list of secondary sources consulted when preparing the report.
An index is an alphabetical list of names, places, and subjects mentioned in the report, along with the pages on which they can be found. An index is rarely included in unpublished reports.
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15. Proposal Components Prefatory Elements Textual Elements
Formal proposals contain many of the same components as other formal reports (see Figure 13.3). The difference lies mostly in the text, although a few of the prefatory parts are also different. With the exception of an occasional appendix, most proposals have few supplementary parts. As always, if you’re responding to an RFP, follow its specifications to the letter, being sure to include everything it asks for and nothing it doesn’t ask for.
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16. Prefatory Elements
The cover, title fly, title page, table of contents, and list of illustrations are handled the same as in other formal reports. However, other prefatory parts are handled quite differently, such as the copy of the request for proposals (RFP), the synopsis or executive summary, and the letter of transmittal.
Instead of having a letter of authorization, a formal proposal may have a copy of the RFP, which is a document soliciting a proposal or a bid for a particular project.
A synopsis or an executive summary is often less useful in a formal proposal than in a formal report. If your proposal is unsolicited, your transmittal letter will already have caught the reader’s interest. It may also be pointless if your proposal is solicited, since the reader is already committed to studying your proposal to find out how you intend to satisfy the terms of a contract.
The way you handle the letter of transmittal depends on whether the proposal is solicited or unsolicited. If the proposal is solicited, the transmittal letter follows the pattern for positive messages, highlighting those aspects of your proposal that may give you a competitive advantage. If the proposal is unsolicited, approach the transmittal letter as a persuasive message, which must convince the reader that you have something worthwhile to offer, something that justifies the time required to read the entire proposal.
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17. Textual Elements
Just as with reports, the text of a proposal is composed of three main parts: the introduction, the body, and the conclusion. The content and depth of the parts depend on whether the proposal is solicited or unsolicited, formal or informal.
Introduction. This section presents and summarizes the problem you intend to solve and your solution to that problem, including any benefits the reader will receive from the solution.
Body. This section explains the complete details of the solution: how the job will be done, how it will be broken into tasks, what method will be used to do it (including the required equipment, material, and personnel), when the work will begin and end, how much the entire job will cost (including a detailed breakdown), and why your company is qualified.
Closing. This section emphasizes the benefits that readers will realize from your solution, and it urges them to act.
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18. Proofreading Reports and Proposals
Inconsistencies
Errors
Missing Components
Proofreading the text portions of your report is essentially the same as proofreading any other business message—you check for typos, spelling errors, and mistakes in punctuation. However, reports often have elements that may not be included in other messages, so don’t forget to proof your visuals thoroughly and make sure they are positioned correctly. If you need specific tips on proofreading documents, look back at Chapter 6 for some reminders on what to look for when proofreading text and how to proofread like a pro.
Whenever possible, ask for proofreading assistance from someone who has not been involved in the development of your proposal; he or she might see errors that you have been overlooking.
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19. Distributing Reports and Proposals
Physical
Electronic
Web-Based
For physical distribution, consider spending a few extra dollars for a professional courier or package delivery service, if that will help your document stand apart from the crowd. On the other hand, if you have prepared the document for a single person or small group, delivering it in person can be a nice touch. Not only can you answer any immediate questions about it, but you can also promote the results in person—reminding the recipient of the benefits contained in your report or proposal.
For electronic distribution, unless your audience specifically requests a word processor file, provide documents in PDF format. Most people are reluctant to open word processor files these days, particularly from outsiders, given their vulnerability to macro viruses and other contaminations. Moreover, the PDF format lets you control how your document is displayed on your audience’s computer, ensuring that your readers see your document as you intended.
If your company or client expects you to distribute your reports via a web-based content management system, an intranet, or an extranet, be sure to upload the correct file(s) to the correct online location. Verify the on-screen display of your report after you have posted it, too; make sure graphics, charts, links, and other elements are in place and operational.
After submitting your document, your next task is to wait for a response. If you do not hear from your readers within a week or two, you might ask politely whether the report has arrived. You could also offer to answer any questions or provide additional information.
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20. Summary of Objectives
This concludes the PowerPoint presentation on Chapter 13, “Completing Reports and Proposals.” During this presentation, we have accomplished the following learning objectives:
Described the process of revising formal reports and proposals
Identified the major components of formal reports
Identified the major components of formal proposals
Described an effective plan for proofreading reports and proposals
Described the decision process for distributing reports and proposals
For more information about these topics, refer to Chapter 13 in Excellence In Business Communication.
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21. Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall