Week 14 - 1 Freparlrlg Formal and Informal Reports...

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Unformatted text preview: 1. Freparlrlg Formal and Informal Reports Proposals are yltal to a bUSlness's SUccESS. Proposals are ertten offers to solve problems. proylde serylces, equlpn'lent. Proposals can one sollclted or unsollclted, lnternal or external. All proposals haye shc prlnclpal cor 1. IntrodUctlon 2. Background, problem, and purpose 3. Proposal, plan, and schedule 4. Staffan 5. Budget 6. Authorlzatlon Your“hook" can specify a key issue or benefit that is at the heart of the proposal of ln order make your Introductlon more parsuasiye. Ex plan ation: What sEctIon of a proposal dlchssEs hflw you WI" solve the problem? 0 Budget 0 Background, problem, and purpose J E3 Proposal, plan, and schedule Ex plan ation: lIl'llhat should an effectlye letter of transn'Ilttal Include? O A llst of figures of g A doscrlptlon of how you learned about the problem 1. Freparlrlg Formal and Informal Reports Proposals are yltal to a bUslness's suooEss. Proposals are wrltten offers to solye problems, proylde serylces, equlpment. Proposals can be sollclted or unsollclted, lntemal or external. All proposals haye slit prlnclpal cor 1. IntrodUctlon 2. Background, problem, and purpose 3. Proposal, plan, and schedule 4. Staffing 5. Budget B. Authorizatlon Your “hook” can promise low costs. or speedy results if in order make your IntrodUc persuaslye. Ex planation: 'u'u'hat sEctIon of a proposal presents a llst of proJEct costs? 0 Staffing of Q) Budget 0 Authorizatlon request Ex planation: What should an effectlye letter of transmittal Include? Q A I‘EVIEW of the proposals hlghlights O A resume or listing of preyious projects of E) An assurance to the reader that you are authorlzed to make the old 2. Freparlrlg an Effective Business Plan Another form of a proposal is a buslness plan. If you are serlous about startlng a DUslness, you wlll need to comprehensiye, thoughtful bUslness plan. The plan ensures that you have done your homework and know to are doing when launching your oUsiness. The second crltlcal requlrements to secure financlal support. For in you want to start yoUr own boslness. you wlll need financial backing such as a loan or yenture capltal suppli lnyestors. Your plan needs to be accurate, persuaslye, and honest so make sure you spend tlme carefully c: Its dlfferent parts. The executlye summary of a bUslness plan should contain a summary of key points of . Ex plan ation: 2. Preparan an Effective Business Plan Another form of a proposal ls a louslness plan. If you are serlous about startan a ouslness, you wlll need to w comprehEnsive. thoughtful huslness plan. The plan ensures that you have done your homework and know wh are doing when launching your taUsiness. The second crltlcal requlrernents to secure finahclal support. For insl you |o'ant to start your own oIJsIness. you Will need financial backing such as a loan or venture capltal supplie Inuestors. Your plan needs to be accurate, persUasl'ue, and honest so make sure you spend tlme carefully con Its dll‘ferent parts. The executlue summary:r of a bUslness plan should contain a description of the purpose of the report if . E: plan ation: You are wrltlng a misslon statement for a snowboarolng apparEI ouslness you are hoplng to open In Topeka. |ll'u'hat tips should you Follow? Chock all that apply. if E Make It easilyf identifiable by Usan a separate heading. of Make It a sectlon of Its own followlng the table of contents. ‘1’ El Dichss market characterlstlcs. if I:I Dutllne El roallstic start—up budget. E: plan ation: 3. Writlng Formal Reports Unlike proposals. formal reports don't make an offer; instead, they represent the end product of a thorough Inyestlgatloh and analysls. They proylde an ordered way to PI‘ESEI'It information to deolsioh makers and are l Into segments to make information comprehenslble and eEEESsIble. ‘r'ou jUst finished a formal report on a proposed company merger. ~rou are about to finalize yoLJr tltle page. What should he the order of the Information on your tltle page? D Date of suhmlsslon, author's tltle, name of organlzation, who it's presented to, name of report, auth: who It's prepared by, title or Q) Name of report, who It's presented to, name, tltle and organlzatlon of the receiver, who it's prepared author’s name and tltle, date of suomlsslon 0 Title, prepared by, author's name, name of report, who It's presented to, name and organlzatlon of H receiver, author's title, date of submission Explanation: |u'u'hen Iwritlng an executive summary In a formal report, make sure you summarize key points. Ex plan ation: 3. Writing Formal Reports Unlike proposals. formal reports don't make an offer; instead, they represent the end product of a thorough Inyestlgation and analysis. They proylde an ordered way to prosem information to decision makers and are l Into Segments to make information comprehensible and accosslble. You jUst finished a formal report on a proposed company merger. You are about to finalize your title page. 1li'ii'hat should be the order of the Information on your title page? of Q1 Name of report, who It's presented to, name, title and organization of the receiver, who it's prepared author’s name and title, date of submlsslon C) Date of submission, author's title, name of organization, who it's presented to, name of report, authi: who It's prepared by, title 0 Title, prepared by, author's name, name of report, who It's presented to, name and organization of tI receiver, author's title, date of submission E: plan ation: |ii'ilhen Iwriting an executive summary In a Formal report, make sure you eliminate nonessential details 1.! I? all 1H Ilihn - Identll‘y the element olr a report's introduction described below. This describes your seoondary sources and how you collected your data. J E) Sources and methods 0 Scope 0 Significance Explanation: Ident y E EIEH‘IEHE fill El F'EPCI E5- ll'lEl‘Cl-aUCt Dl'i BEEF EEIO'I'I'. This describes events leading up to the problem. y" El Backgrouod O Authorization 0 Scope Explanation: This clarifies the boundaries of the report, defining what will be Included and excluded. 1! El Scope 0 Definitions of key terms 0 Problem or pUrpose Explanation: The body of a formal report shows evidence that justifies your conclusions if . Explanation: 1u'u'hen composing your concIUsions, you can present them after the body if . Explanation: Recommendations should include information describing l'lflllfi' to implement each recommendation of . When composing your concIUsions. you can intermix them with the analysis of your findings «9" . Explanation: Recommendations should include precise suggestions for actions to solve the report problem of . 4. Final l«Writing Tips Formal tILIsli'IEss reports study problems and recommend solutions. They require considerable effort and cah of the 3-x—3 writing procEss. Make sure you alloy.I sufficient time to write your report. and write a good outli will help organize your thoughts. iiilsor make sure to maintain parallelism in your yerb tenses, to ayoid first—i pronourls, and to use the actlyE yolce. You are attending a workshop on how to compose formal reports. ‘fou are required to write down the main problem you had Iwhile composing your report. After everyone has written his or her problem down, the Instructor reads them out loud to the class and asks for adyice for the writer. Choose the best adylce to giye to this writer. I had to backtrack. O lii'u'rlte rapidly and don't go back and reylse. if Q: Do not begin writing until you've collected all the data and drawn primary conclusions. 0 Start writing as you begin to collect your data. E: plan ation: Many of my sentences don't make sense. and my report's body is wordy. of Q) Revise and proofread your copy multiple times. 0 Use consiste nt yerb tense. 4. Final Writing Tips Formal hUSIHEss reports study problems and recommend solutions. They requlre considerable effort and can of the 3-1—3 writing procEss. Make sure you allow sufficlent time to write your report, and wrlte a good outll wlll help organlze your thoughts. Also. make sure to malntaln parallellsm in your yerh tenses, to ayold flrst—l pronouns, and to use the actlye yolce. You are attendan a workshop on how to compose formal reports. ‘rou are required to wrlte down the maln problem you had Iilyhlle composan your report. After eyeryone has wrltten hls or her problem down, the lnstrUctor reads them out loud to the class and asks I‘or adylce for the writer. Choose the best adylce to give to this wrlter. My report lacks clear order. 0 Make your outllne as your wrlte. O erte I‘apldly and reylse as you go. if Q] ||.I'u'ork from a good outllne. Ex plan ation: I have writer's block. I can’t Iwrite my executive summary! v" Q) Saye difficult sections untll you’ye developed confidence workan on easler toplcs. 0 Generally ayold "I" and “we.” Explanation: 5. Flnal ertlng Tlps [oont'tl] Breaklng a long, formal report into smaller segments makes II: more attesslble and easler to Understand. How should the tltle of the report be formatted and arranged? of g) All taps, bolded, wlth the longer line above the shorter Ilne 0 All lowercase, underllned, wlth the longer llne above the shorter Ilne. D All lower case, ltaliclzed, with the longer Ilne above the shorter line Ex plan ation: |w'hat lnformatlon should be Included In the openlng of the letter of transmlttal? Q Identlficatlon of report wrlter v" Q) Announcement of report and identiflcatlon of authoritatlon Q Deserlption of prlmarv and s-Ecbndar'v research Ex plan ation: LIST OF FIGURES Flgure 1 Revenues retelved bv the City of Cupertlno From Raneho Del Sol Park 2 Emplovment Dlstrlbutlon of IndUstrv Groups 3 Average Annual WEIQEE bv IndUstrv Groups Atoordlng to the table of contents above, what areas wlll the report dlseuss? 0 References, economv, and development 0 Role, development, and dlstrlbutlon v" Q) Revenues, emplovment Explanation: Accordlng to the table of contents above, what three areas wlll be revlewed when dlsCUsslng revenue? 0 BackgroUnd, role, and development 0 Distrlbutlon, wages, and proje:tlons v' E3 Sales and vse rEvenUEsr other revenues. and projettlons Explanation: What are the stated benefits of the Land Prize Consultants, Inc. recommendatlons? Check all that apply. J IE Create much-needed Jobs. y" IE Increase tax reyenues. n!" D Reduoe employment rate. y“ El Decrease tax revenues. J E Help stlmulate the economy around the clty. Ex plan ation: What formatting technlque can you Use In an executive summary to Increase readaolllty? of Q) Bulleted Ilsts and headings Q Indented paragraphs. and jLIstiflEd rlght marglns O Italics and dlfferent fonts E: plan ation: What data souroea dld Land Prlze Consultants Inc. Use? Check all that apply. if Suryey of Rancho Del Sol employeeS if E Interviews Wlth managers of D Intewlews Wlth Sandal-Leon Bl Assoclates employees y“ El Dhseoptions of clty cooncll meetlngs of City and state documents Explanation: What can an executlye summary Include? 0 Table of Contents 0 Report tltle if Q) Purpose Explanation: I— lu'n'here tlp graphlcs that sense a reference purpose beleng? J g) In the appentIht O In the bed? 0 In the table of contents Explanatien: What type of spaclng is prefemble fer a refe:*ence page In :- pUsiness report? 0 Trlple 0 new tale J Q1 Single Explanatien: 3. Grammar and Writing Review Thls exercise Is a rewrlew ol‘ the grammar rules you learned as well as a reyley-I of confusan and frequently n words. Choose the answer that complems the sentence oorreuctly. He is wrltlng an informational report; therefore, he has chosen J to use the component organlzatlonal I E: plan ation: Choose the example that Is wrltten correctly. O we wlll be presentan the Halo proposal at the followan ol‘l‘lce sltes Boston. Tokyo. and Sydney. 0 we WI" be presentan the Halo proposal at the followlng office sltes: Boston, Tokyo. and Sydney. of Q] We WI" be presentan the Halo proposal at the followlng ol‘l‘lce sltes: Boston, Tokyo. and Sydney. Ex plan ation: O The epson copler, which ls sold at Home electronics plus. costs $30.95 more than the Kodak copier. of Q] The Epson oopler. whlch ls sold at Home Electronics PIUs, costs $30.95 more than the Kodak copler. O The epson copler, which ls sold at Home Electronlcs Plus. costs $30.95 more than the kodak copier. E: plan ation: 3. Grammar and Writlng Review Thls exercise Is a review ol‘ the grammar rules you learned as well as a reylew of confuslng and frequently n words. Cheese the answer that complems the sentence correctly. I need to take of thls outline to a proposal expert. Ex plan ation: Choose the example that Is written corrEctly. C) II‘ you work From a good outline, “said the proposal expert," you will have a better organized proposa Q “If you work from a good outllne, said the proposal ekpert, you will haye a better organlzed proposal of Q) “If you work from a good outllne," sald the proposal expert, “you will haye a better organlzed propos Ex plan ation: Q I am writing a report wlth a coworker. Slnce we are going to Use the crlterla organizatlon method we examlne each plan by the same Stoddard. or Q) I am writing a report wlth a coworker. Since we are going to Use the crlterla organiZatlon method, we examlne each plan by the same Stoddard. Q I am writing a report wlth a coworker since we are golng to use the crlterla organlzation method, we examlne each plan by the same Stoddard. Ex plan ation: Choose the answer that completEs the sentence corredly. I'm not sure what reaction this proposal will elicit o" from the board members. Explanation: Choose the word that Is spelled correctly. He is a valuable if asset to our company. Explanation: Choose the answer that completes the semence porredly. Please disperse of the formal proposal to the panel. Explanation: The manager acts as though he were of offering the rewmmenclatlons and conclusions. Explanation: Send a staphI of the executive summary to David and me if so we can look it over. Explanation: Choose the answer that complems the sentence correctly. Make sure you are Ilstlng credible J sources ln your referemes page. Explanation: Choose the word that Is spelled oorrectlzr. These organlzatlonal methods are prevalent 9" In looslness environments. Explanation: Choose the answer that complems the sentence correctly. A letter proposal ls shorter than o" a formal proposal. Explanation: Each of the managers is a!" being called into the pI'ESIEIEI'It's oFFioe today. Explanation: I would IIlte Laura and him of to attend the company- meeting next week. Explanation: Choose the eacan'lple that Is wrltten CDI‘I'Ecltl-f. Q We stIII need to wrlte an executlue summary, tltle page. and a table of contents For the proposal due Fall. 0 We stIII need to wrlte an executlue summary tltle page and a table of contents for the proposal due it of Q] We stIll need to erte an executwe summary. tltle page. and a table of contents For the proposal due Fall. Explanation: Choose the answer that complems the sentence correctly. I notlced I Iwas conslstent In my uerlo tense , hut J I clldn’t revlse the proposal for elarlty. Ex plan ation: ...
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This note was uploaded on 09/28/2011 for the course BUS 360 taught by Professor Newman during the Spring '08 term at S.F. State.

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Week 14 - 1 Freparlrlg Formal and Informal Reports...

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