Page 6 - Business Communications

Reports (continued)
• Due to their scope and depth, long reports have a much General guidelines for well-written reports:
more complex format than short reports; in addition to the
information listed previously, long reports may also include: Make sure there is a clear purpose: Identifying the goal of your report beforehand will help
- Title page: Includes the title of the report, the names of you to carefully plan and organize the contents of the document; have a clear purpose
the authors and their job titles, the date of the report, statement in mind as you begin to write your report
and the name of the individual or organization to Know your audience: Consider all the people who may read the report; typically, a report is
whom the report is being given read by several audiences, such as management, marketing, and peer group members; it is
- Table of contents: Appears after the cover memo to important to keep each group of readers in mind as you decide what information should or
outline the information in the report should not be included in the report
- List of figures: Lists the page numbers on which any Write clearly: Information should be presented to your audience in a clear and
figures, charts, or graphs appear straightforward manner; you will likely need to write several drafts of the report to make
- Executive summary/abstract: Gives a concise overview sure that it is as coherent as possible
of the report, including its purpose, the major findings, Provide support: Research is a key aspect of report writing; however, knowing the report’s
and the conclusion and/or recommendation audience and purpose will enable you to select what information is needed to help your
- Appendixes: Appear at the end of the report; they audience understand the issue you are presenting and to make a decision; make sure that
should include any documents or other supplementary all information you include is accurate and reliable; your sources should be reputable and
materials that readers might need to reference as part free of bias
of the report (e.g., interview transcripts, photographs, Use clear headings: Avoid using ambiguous or general headings and subheadings within
or pertinent laws) a report; your audience should have a clear sense of what appears in each section of your
- Glossary: Includes any technical terms in your report document based on the headings
that not all readers may understand Choose strong visuals: Visuals can help to illustrate information for your audience and
- Works cited: Lists any outside sources included in make data easier to understand; however, they should be used wisely; visuals should
the report, following your organization’s preferred appear shortly after the text in which they are referenced and have a title and number
reference-style format; should be the final page in (Figure 1, Figure 2, etc.)
your report Number all pages: Beginning with the cover memo, number all pages in your report;
all front matter (memo, executive summary) should be labeled with lowercase roman
numerals; use arabic numerals for the report and back matter

Proposals Handling Sensitive Business Correspondence
• Proposals are persuasive documents that are used to get an audience to do something— • Examples of sensitive business correspondence include refusal
buy a product, take action on a particular problem, or approve a project messages and complaint letters
• Proposals may be written for individuals inside or outside of your organization; types of • Writers must be able to state their points clearly, without ruining the
proposals include grant proposals, planning proposals, or sales proposals professional relationship
• Proposals may be long or short, following the same general formats of a short or long • Refusal messages are written in response to a request that you
report; other key components of proposals include: cannot or will not fulfill; complaint letters seek to get a resolution
- Introduction: The introduction outlines the purpose of the proposal, what you for an issue or problem
are proposing, the length of time the proposed plan will take, and any costs • Tips for writing refusal letters:
associated with the project - Do not begin with the bad news: The last thing you want
- Purpose statement: Although you may not be able to summarize it in one sentence, to do is to make your reader feel slighted; begin by
the purpose and objective of the proposal should be clear to your audience establishing the subject of the correspondence, using a
friendly yet professional tone
- Costs: Any costs associated with the proposal should be outlined clearly and - State the reasons for your refusal: Before stating your
concisely within the document refusal, explain the reasons behind your decision; stick to the
• General guidelines for well-written proposals: facts, but be sensitive to the reader
- Write clearly: Make sure your writing is clear and to the point; your audience - End on a positive note: After delivering the bad news, close
should understand exactly what you are proposing and be able to make an the message in such a way as to show you want to preserve
informed decision based on the information given the relationship; wish the reader well and thank him/her for
- Highlight the benefits: Because this is a proposal, you want your audience to know the offer
exactly how your proposed plan will benefit them • Tips for writing complaint letters:
- Support your ideas: It is important to support your claims with research, facts, - Be polite and professional: Even though you may be angry or
visuals, and other information that will convince your audience to agree to frustrated, you want to write a letter that ensures that your
your proposal; however, be honest request will be taken seriously; give the reader the benefit
and truthful; being upfront with of the doubt and assume that he/she has every intention of
your audience about any drawbacks resolving the issue for you
or shortcomings in your proposed - Explain the problem: Tell the reader what the problem is
plan will gain their trust and make sure to provide any relevant information that
- Be persuasive: Since this is a will help him/her to understand and resolve the issue (the
persuasive document, it is important product name, a copy of your receipt, the date when the issue
to sound convincing; the language occurred, etc.)
of your proposal should drive your - State what you need from the reader to make the situation
audience to act in the way in which right: Make clear to the reader what needs to be done to
you want resolve the issue and preserve the relationship

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