Writing Business Reports and Proposals

Three-Step Writing Process

Planning

Writing
Completing

Adapting to the Audience

Be sensitive to their needs Build strong relationships Control style and tone

Composing Reports and Proposals

Type of document Purpose of document Structure of document Length and depth of material Degree of formality Audience relationship

The Introduction
Puts the report in broader context, ties it with problem or assignment
Introduces the subject or purpose, establishes its importance Previews the main ideas and the order Established the tone and the overall relationship with the audience

The Body Chapters

Present, Analyse, Interpret, Support the information gathered during investigation
Support the recommendations or conclusions discussed in document THE BODY CONTAINS THE PROOF

The Closing Section

Emphasizes main points
Summarizes benefits Reinforces structure Brings together action items

Drafting Report Content

The content and quality of report shows how well you:
Think Gather information Analyse data Draw conclusions Develop and support your recommendation

CHARACTERISTICS OF EFFECTIVE REPORT CONTENT

Accurate
Complete Balanced Structured Documented

Report Introduction
Authorization
Problem Purpose

Sources
Methods Definitions

Scope
Background

Limitations
Organization

Report Body
Explanations
Evidence Results

Methods
Criteria Conclusions

Analyses
Procedures

Recommendations
Support

Report Closing
Conclusions
Recommendations Action plans Schedules Responsibilities

Proposal Content
The AIDA plan
Solicited proposals Unsolicited proposals

Introduction Body

Conclusion

Strategies for Successful Proposals

Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable

Adopt a you attitude

Package your proposal attractively

Proposal Introduction
Problem or background
Proposed solution Scope or delimitations Organization

Proposal Body
Proposed approach
Work plan Qualifications Detailed costs

Proposal Closing
Key points
Benefits and merits Qualifications Final decisions

Consistent Perspective
Time frame
Verb tenses Chronology

Guiding the Readers

Headings and subheadings
Transitional devices Previews and reviews

Technology for Reports and Proposals

Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents