Kashfah Khan Chowdhury

BUS 251
Short Reports and Proposals
Report structure
Length and formality determine report structure.
- Long problems and formal contexts have a complex
structure
- Short problems and informal contexts have a simpler
structure

A long formal report mainly has three parts:
1. Prefatory part
2. Body of the report
3. Appendix



Prefatory part:
1. Title fly: carries only the report title.
2. Title page: identification of the writer and
reader and date.
3. Letter of transmittal: a personal message from
the writer to the reader.
4. Table of contents: report outline. May also
include list of illustrations.
5. Executive summary: summarizes the important
parts of the report.
Report structure
Changes in report structure
3rd Step
4th Step
Title
Fly
Title
Page
Title
Page
Title
Page
Title
Page
Title
Page
Combination
Transmittal/
Exec.Sum.
Letter
of
Trans.
Letter
of
Trans.
Table
of
Contents
Table
of
Contents
Table
of
Contents
Executive
Summary
Executive
Summary
Combination
Transmittal/
Exec.Sum.
MEMO
REPORT
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
LETTER REPORT
1st
Step
5th Step
6th Step
7th Step
Low formality
High formality
2nd Step
Characteristics of Short Reports
1. Little need for introductory information: some short
reports have no introductory materials.

2. Predominance of direct order: usually begins directly
with conclusions and recommendations.
- Use direct order when the conclusion or
recommendation will serve as a basis for action.
Structure of short report in direct order: the main
message, introductory material (if any), findings,
analysis, conclusions and recommendations.

- Use indirect order when the readers needs to go
through the analysis. Structure: introduction, facts,
analyses, conclusions and recommendations.

3. More personal writing style: it involves- personal
relationships, concern a personal investigation and
are routine.
- Write impersonally when the reader prefers it and
when the situation is formal.

4. Less need for a structured coherence plan.

Characteristics of Short Reports
Forms of short reports
Short Report
Letter Report
Email Report
Special Report

Less formal
Consists of a title page and the report text
Usually in direct order
Structure:
1. Conclusion
2. Introduction
3. Findings and analysis
4. Conclusions.
The short report
In letter form
Cover short problems
I, you and we are used. Exceptions: when the
subject matter is important.
Has a subject line which is in direct order.
Organizational plans of letter reports are similar to
long reports.
Letter reports
Most email reports are informal but some tend to
be formal, factual and problem related.
Follow letter form.
Email reports
Special report forms
1. Staff Report: routine, provides information about
company operations, should be clear and on time.

2. Meeting Minutes: written record of a groups
activities. Mainly are distributed by email/memo.

3. Progress Report: reviews progress on an activity,
should emphasize on the positive, narrative.

4. Audit Report: Sarbanes-Oxley Act has increased the
need for audit reports.
Persuasive
Require considerable research
Can be either external or internal and solicited or
unsolicited.
Internal- for what you need or what you want from
your department.
External- to acquire business for the company or
external funding for a project.
Solicited- written in response to an invitation.
Unsolicited- written without an official invitation to do
so.

Proposals