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11 Organizing and Preparing Reports and
Proposals
IN THIS CHAPTER YOU WILL FIND:
LEARNING OBJECTIVES
KEY CONCEPTS
KEY TERMS
CHAPTER OUTLINE
TEACHING SUGGESTIONS
CLASSROOM ACTIVITIES
REVIEW QUESTIONS & SUGGESTED ANSWERS
FEATURED ASSIGNMENTS
ADDITIONAL ASSIGNMENTS
CASE ASSIGNMENTS
LEARNING OBJECTIVES
1Identify the parts of a formal report and the contribution each part makes to the report’s
overall effectiveness.
2Organize report findings.
3Prepare effective formal reports using an acceptable format and writing style.
4Prepare effective short reports in memorandum, email, and letter formats.
5Prepare effective proposals for a variety of purposes.
KEY CONCEPTS
The structure and the preparation of various types of reports are presented including formal
reports, letter reports, memorandum reports, and proposals. The problem-solving, research-based
orientation of reports is emphasized for each of the various types.
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
1
KEY TERMS
TERM PAGE TERM PAGE
Addenda 184 Justification report 186
Analytical report 184 Preliminary parts 181
Executive summary 182 Short reports 189
External proposal 192 Solicited proposals 192
Form reports 190 Unsolicited proposals 194
Internal proposals 192
CHAPTER OUTLINE
11-1 Part of a Formal Report 181
11-1a Preliminary Parts of a Report 181
11-1b Report Text 184
11-1c Report Addenda 184
11-2 Organization of Formal Reports 185
11-2a Writing Convincing and Effective Reports 185
11-3 Choosing a Writing Style for Formal Reports 188
11-3a Enhancing Credibility 189
11-4 Short Report 189
11-4a Memorandum, Email, and Letter Reports 190
11-4b Form Reports 190
11-5 Proposals 192
11-5a Proposal Structure 194
11-5b Proposal Preparation 199
TEACHING SUGGESTIONS
LEARNING OBJECTIVE 1
Identify the parts of a formal report and the contribution each part makes to the report’s overall
effectiveness.
Parts of a Formal Report
Review with students that reports are made up of (a) preliminary parts, (b) the report text, and
(c) addenda. Emphasize that a report might include most or all of the parts shown in each of
the three categories.
Show how a report develops from a simple memorandum to a long, formal report. Indicate
that short reports are presented as memo, letter, and expanded letter reports.
Describe how writers tend to add parts as their work grows in volume. A title page is often
added when the text exceeds two or so pages. It also serves as a transmittal in a short report.
As the report grows, a letter of transmittal might be added. A writer might add a contents page
if headings appear in the report. The writer also may prepare a bibliography to demonstrate
scholarship and to impress the receiver.
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
2
Preliminary Parts
Emphasize that the need for preliminary parts is associated with the length and formality of
the report.
Discuss the purpose for each of the following: (a) title page, (b) table of contents, (f) table of
figures, and (g) executive summary.
Show the visual as you discuss the need for preliminary parts to help introduce the report to
the reader and to provide information that cannot always be provided in the report itself.
Execuve Summary
Refer to other names for this part: abstract, overview, synopsis, etc. Emphasize that the
executive summary gives the reader a “bird’s eye view” of the report and also serves the
distant reader who may want only an overview of the project. Stress the concept of no more
than is needed but sufficient for understanding.
Many new MBA hires receive assignments to prepare for their supervisors abstracts of
business literature and condensations of professional meetings and seminars.
Report Text
The “report text” can be compared to the events of a courtroom trial.
The “introduction” can be thought of as the opening statements.
The “body” can be thought of as the testimony and evidence phase.
The “summary and conclusions” can be likened to the closing arguments.
The “recommendation” can be compared to the verdict, which should not come as a surprise
if careful evidence has been presented.
Reinforce that an informational report will end with a summary; whereas, an analytical report
will typically include conclusions and recommendations.
Addenda
References
Re-emphasize the importance of referencing to avoid plagiarism. Emphasize that although
numerous ways to reference exist, the important requirement is consistent use of the method
selected. Guidelines for preparing citations and references are covered in Chapter 9.
Appendix
Emphasize the criterion for deciding whether to place material in the text or in an appendix:
How closely related is the material to the text discussion? Emphasize that appendix items
should be sequenced in the order mentioned in the text.
To ensure that students understand this concept before attempting to write a report, you might
prepare a matching exercise that requires students to match the report part with its purpose.
LEARNING OBJECTIVE 2
Organize report findings.
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
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Organizaon of Formal Reports
Use the following activities to emphasize the importance of organization.
Display a jigsaw puzzle, with the pieces scrambled in the box. Show the cover of the
box, with the completed picture, and ask students to identify the difference between
the two. (Student comments may mention that the pieces lack order, arrangement, or
organization.)
Give a deck of cards each to two students, one in suit order and the other randomly
arranged. Emphasize that the same is true when identifying the difference between
data and an effective report; the report provides meaningful order, logical
arrangement, and effective organization.
Wring Convincing and E!ecve Reports
Begin with the concept that report preparation takes place after the research has been
completed. Data have been gathered, tabulated, and converted into figures for a report.
Library research (printed and online sources) provided the report writer with information
about research methods and literature related to the subject.
Outlining and Sequencing
Discuss the importance of outlining a report before writing. Remind students that their
outlines will grow into their final tables of contents. Also remind them that thinking through
the outline will help determine whether to use inductive or deductive organizational pattern.
Make sure students can distinguish an informational report that presents objective
information and an analytical report that presents suggested solutions to problems.
Review the definitions of informational and analytical reports presented in the “Types of
Reports” section of Chapter 9 (on pages 149-151). Introduce the term justification report to
designate reports that present conclusions and recommendations for managerial decisions.
Emphasize that the writer should present the information in the report in this same logical
order: the conclusion presented first in a deductive pattern (the solution) and the body
divided into sections that clearly inform the reader of the criteria used (why).
Show that the basic outline of the report expands into the table of contents. Point out that the
divisions reflect the criteria used to make the decision and talking headings reveal the
conclusion drawn in each major section.
Using Headings E!ecvely
Reinforce the idea of using talking headings in parallel form throughout a report. Also caution
against placing two headings consecutively with no intervening text.
LEARNING OBJECTIVE 3
Prepare effective formal reports using an acceptable format and writing style.
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
4
Choosing a Wring Style for Formal Reports
Review the formal-informal continuum of reports. Discuss how formal writing, which is
typical in many business reports, differs from informal writing typically found in letters,
memos, and email messages.
Reinforce the writing style guidelines presented in the text.
Discuss the need for appropriate transitions to create “flow” in a report.
Enhancing Credibility
Lead a discussion as to the importance of appearing credible as a researcher.
Have students identify why each of the suggestions in the slide is important to establishing
credibility.
LEARNING OBJECTIVE 4
Prepare effective short reports in memorandum, email, and letter formats.
Short Reports
Refer to the formal-informal report continuum to illustrate that short reports tend to appear
closer to the informal side of the model than do formal reports.
Review the report-writing principles applied in the following reports:
Short periodic report (memorandum format).
Audit report (letter format).
Short report in expanded format (letter format).
Memorandum and Le)er Reports
Review the short, periodic report in memorandum format.
Lead students in a discussion of why such reports are frequently used in business settings.
As an in-class writing assignment, assign a short report that may be written in about 200
words. The goal of this exercise is to demonstrate how a rapid writing style can produce a
rough draft in a short time. The report should contain two pieces of quantitative data that
must be converted to tables or graphs. Impose a one-hour or one-class-session time restraint.
The idea is for students to assemble the data and write the report as rapidly as possible
without bothering to make minor editorial changes. If at all possible, have students compose
the assignment using computers to simplify composing and revising. Have students prepare
rough tables from the quantitative data. Using these rough tables, they may prepare
computer-generated graphics outside of class to incorporate into their reports later. The
following suggestions will assist students:
Develop an understanding of the problem.
Assume you have conducted whatever research is necessary to gather the data
provided.
Prepare the rough tables.
Arrive at a conclusion to the problem.
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
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Make a rough outline—even a mental one—to get an idea of the sequence of your
report. Keep in mind the four-step, problem-solving process.
Begin writing with the familiar: the analysis of tabular data, the conclusion, the
purpose, and the method of research. Then proceed to another easy portion.
Take a fast look at your work. Add transitions where necessary.
At the end of the allotted time, have students save their work to a computer disk; if students
are handwriting the assignment, collect the papers to be kept until the next class meeting.
Return the disk files or written reports to students for editing and refinement at the next
meeting. Students will also incorporate their graphics. Have students submit the final product
at the end of the class meeting or a time you designate.
Form Reports
Introduce form reports as tools for managerial and organizational control. Forms increase the
likelihood that repetitive information will be reported uniformly. Every piece of data has the
same place to be recorded on identical forms.
Ask the class if they know of form reports (e.g., suggestions include inventory reports from a
variety of businesses, automobile sales and purchases reports to state governments, marriage
license requests, and income tax returns). All are forms used for repetitive occurrences.
Lead a discussion as to why accuracy is so important on form reports
LEARNING OBJECTIVE 5
Prepare effective proposals for a variety of purposes.
Parts of a Proposal
Review the definition of a proposal to make sure students understand the proposal is a
competitive instrument that attempts to convince the reader that the bidding party can do the
work or make a product better than the competition can. You might ask students to reread the
discussion of proposals in the discussion of the types of business reports.
Discuss the structure of proposals and review an example of a short, informal proposal that
includes several of the parts discussed.
Proposal Preparaon
Discuss the steps to preparing proposals.
Review examples of proposals in the text and slides.
CLASSROOM ACTIVITIES
1Outlining an Analytical Report: In small groups, develop an outline for a report that would
explain the criteria for choosing a college major.
See resource or solution slide. A suggested solution follows:
Title: How to Choose a College Major
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publicly accessible website, in whole or in part.
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I. Introduction
A. Why choosing a major is important
B. Some common considerations in selecting a major
II. Student factors
A. Student interests
B. Student aptitudes
C. Personality tests
D. Student experiences
III. Recommendations of mentors
IV. Program availability at college/university
V. Conclusion
1. Critiquing a Report Outline: Analyze the following table of contents. What suggestions do
you have for improving it?
Contents
I. Introduction
II. Findings
A. What Is Retinal Scanning
B. How Is Retinal Scanning Used to Provide Accurate Identification
C. What Are Advantages and Disadvantages of Retinal Scanning
III. Analysis
A. Summary
B. Conclusions
C. Recommendations
IV. References
V. Appendix
© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a
publicly accessible website, in whole or in part.
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