Business Communication

JTW 106E/JUW 106E

Writing and Completing Reports and

Proposals
Chapter 15

Dr. Wan Afezah

 Writing Reports and Proposals
Adapting to your audience:
1. Adapt to the needs and interests of the intended
audiences.
2. Be sensitive to the audience’s needs.
3. Build strong relationships with your audience.
4. Control your style and tone.
5. Maintain a strong sense of etiquette.
6. Emphasize on the positive notes.
7. Use bias-free language.
 Writing Reports and Proposals

• https://www.youtube.com/watch?v=WShZBd-gzk0
• 2.05
 Navigate the Readers
For easy and quick browsing, help readers to navigate
through the documents by using:
• Headings
• Links
• Transitions
• Previews
• Reviews
 Build Strong Relationships
1. Style
2. Language
3. Content
4. Credibility

Building relationships by planning to adapt the style

and language to meet their needs and expectations.
Choose your content with care.
Establishing your credibility to enhance successful
business communication.
 Control Style and Tone
1. Formal
2. Informal

Report length (longer report-format)

Audience
Situation
Information
 Drafting Report Content
1. Review the outline, use suitable
headings/subheadings.
2. Structure of Reports
Introduction
Body Section
Closing Section

3. Make sure it is accurate, have complete

information, balanced, clear and logic.
 Drafting Proposal Content
1. Demonstrate your knowledge.
2. Provide concrete examples and information (the
importance).
3. Research your competition (make it yours the best
choice).
4. Prove your proposal is workable (include plan of
action, budget).
5. Adopt the “you” attitude (relate the products,
services).
6. Package the proposal attractively.
 Completing Reports and Proposals

1. Revising
2. Producing
3. Proofreading
4. Distributing

*Producing formal reports/proposals: Prepare

synopsis/abstract and executive summary.
Distributing Reports and Proposals
1. Deliver it by hand.
2. Hire a professional courier or package delivery
service.
3. E-mail.
 Writing Request for Proposals (RFPs)
1. Demands careful consideration/plan.
2. Any mistakes at the RFP stage can cause problems
for everyone involved and business opportunity.
 Writing Request for Proposals (RFPs)
1. Company background
2. Project description
3. Overall requirements
4. Decision-making criteria
5. Proposal requirements
6. Submission and contact information
Managing Request for Proposals (RFPs)
1. Identify decision criteria.
2. Allow sufficient response time (give bidders plenty of
time to respond).
3. Establish an online system.

 Brainstorm the information you need to measure against

the criteria.
 A smart approach to managing RFPs can minimize the work
involved for everyone and maximize the effectiveness of
the RFP.
 If your company generates numerous RFPs, tracking
proposals can become a full-time job. Consider establishing
an automated online system for tracking responses.
 Prefatory Parts
1. Use the standard covers for reports.
2. Use a descriptive title.
3. Use title fly only if you want it to be formal.
4. Include letter of authorization/acceptance.
5. Letter of transmittal-to introduces the report.
6. Table of contents-outline in the report.
7. List of illustrations –if any.
8. Synopsis/executive summary (brief overview).
 Informative or descriptive synopsis.
 Text of the Report

1. Introduction-prepares good introduction for

the readers to continue reading.
2. Body-main ideas, analyze, logic, and
interpretation of the information.
3. Closing-summarize the main ideas, highlight
conclusions/recommendations.
 Supplementary Parts
1. Appendix-use it to relate to report/evidence.
2. Bibliography- list it if you used secondary
sources.
3. Index- provide index if your report contains a
large number of terms.
 Chapter 16
Developing Oral and Online
Presentations
Follow The Three Step Process:-
 Analyze The Situation
1. Purpose -define purpose, develop audience profile, to
inform or to persuade.
2. Audience -needs, expectations, the way to
communicate effectively.
3. Location -where? Is the audience in the room or online?
How many? How will they be seated? Can you control
the environment to minimize distractions?
 Organizing The Presentation
1. Main idea-focus on the needs of the audience.
2. Scope-work within strict time limits.
3. Approach-use the direct approach if good news; use the
indirect approach if bad news/persuasion.
4. Content-storytelling to capture and keep the audience’s
attention.
 Adapting to The Audience
Small Groups Large Audiences
a. Casual style a. Formal style
b. Encourage b. Control participation
participation c. Multimedia
c. Simple visuals
 Online Presentation
1. Plan the outline.
2. Use key words.
3. Choose a compelling title.
4. Deliver cues and reminders.
5. Arrange notes efficiently.
Tips For Developing Oral Presentation

https://www.youtube.com/watch?v=JzwLf6WzpvE
1.43
Questions