1. Communications for Business
Lecture 5:
Reports and Proposals II - Writing
NCC Education - Title Master

2. Learning Objectives Write an introduction to a report
Write the body of a report
Write the close of a report
Write the content for a proposal
Help readers to navigate content

3. Introduction Reports are an effective means of business communication
Information is sectioned to aid clarity and make it easier for the reader to navigate the document
Use the three-step writing process to help …

4. Apply the Three-Step Writing Process
Plan
Write
Complete
Analyse the situation
Adapt to your audience
Revise the message
Gather information
Establish your credibility
Produce the message
Select the right medium
Control your style
Proofread the message
Organise the information
Compose the message
Distribute the message

5. The Report Introduction
Puts the report into a broader context by relating it to a problem or assignment
Introduces the subject of the report
Indicates why the subject is important
Previews the main ideas
Establishes the tone of the document

6. Example of an Introduction
Introduce the subject
Demonstrate importance
Preview main ideas

7. Introductory Topics An Introduction can include:
Who authorised the report
Problem/opportunity/purpose
Scope
Background
Sources and methods
Definitions
Limitations

8. Body of the Report The middle section:
Presents, analyses and interprets the information
Contains the details necessary to support your conclusions and recommendations

9. Example Section From Report Body
Develop ideas & analysis
Number for clarity

10. Topics Covered by Body – 1
Topics commonly covered by body of report include:
Explanation of problem or opportunity
Facts, evidence and trends
Results of study or investigation

11. Topics Covered by Body – 2
Continued …
Advantages, disadvantages, cost and benefits of proposed action
Method and approach
Criteria for evaluating options

12. Close of the Report Conclusions and recommendations
Emphasises the main message of the report
Summarises the benefits to the reader of a specific action or change
Brings all of the actions together in one place

13. Example of Close of Report
Bullets for clarity
Summarise key points from the report

14. Class Activity Work in groups of about 5
Is it important to define the introduction/scope of the report before starting to write the main body? Why, or why not? Justify your answer.
10 minutes
Feedback to the class
5 minutes

15. Writing Content for a Proposal
Strengthen the proposal argument by:
Demonstrating your knowledge
Providing concrete information and examples
Researching the competition
Showing that your proposal is workable
Packaging your proposal attractively

16. Proposal Introduction
Background or statement of the problem or opportunity
Brief description of proposed solution
Scope
Overview of the main content of the proposal

17. Proposal Body Proposed approach Work plan Statement of qualifications
Costs

18. Proposal Close Summarises the key points
Emphasises the benefits of the proposed approach
Summarises the merits of your suggested approach
Restates why you should be the preferred option

19. Help Readers Navigate Documents
Use headings and links
Create transitions – connecting ideas
Preview important topics
Review information

20. Help Readers Navigate Web Content
Use “links”
“Chunk” similar items together

21. Another Example …
Use tabs

22. Supplementary Parts of a Report
Appendices – materials related to the report but not included in main body
Bibliography – credits sources of information by listing them (such as at the end of these lectures)
Index - alphabetical list of terms and subjects with related page numbers

23. Example of Appendix

24. Example of Bibliography
Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN:
Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN:

25. Example of Index Note alphabetical listing
Source:

26. Proofreading Reports and Proposals
Same as proofreading any business message
Check for typos, spelling errors and punctuation mistakes
Consider having a “fresh pair of eyes” to review it

27. Class Activity Work in groups of about 5
Do you think it is a good idea to ask somebody else to proofread your report/proposal rather than doing it yourself? Why, or why not? Justify your answer.
10 minutes
Feedback to the class
5 minutes

28. Conclusions
Apply the three-step writing process to composing reports and proposals
Ensure the report introduction indicates the overall subject and previews the main ideas
The report body should present, analyse and interpret the information
Use the report close to emphasise the main message and summarise the benefits - use headings and links to help readers navigate
Ensure reports and proposals are proofread prior to distribution

29. References
Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN:
Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN:
Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN:
Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN:

30. Lecture 5 – Reports and Proposals II - Writing
Any Questions?
NCC Education - End Slide Master