Lecture 5a. Reports, Proposals, and Instructions For The Workplace
Lecture 5a. Reports, Proposals, and Instructions For The Workplace
Reports, Proposals,
and Instructions for the
Workplace
Slide 1
Learning Objectives
Identify sources of primary and secondary information.
Identify the parts and characteristics of formal reports
and informal reports.
Discuss variations of informal reports.
Explain the characteristics of instructions.
Prepare reports, proposals, and instructions by
following the timely guidelines, implementing the
CBO approach, and incorporating the six Cs.
Slide 2
Section 1: Report Overview
Updates receivers
Makes recommendations
Gives results
Provides operational data
Slide 3
Report Types
• Formal (Long) Report • Informal (Short) Report
Slide 4
Report Functions
An informational report presents the facts but does
not analyze the information, draw conclusions, or
make recommendations.
Slide 5
Report Functions (continued)
An analytical report presents information, analyzes
the information, draws conclusions, and sometimes
includes recommendations.
Slide 6
Compose a Draft
Style and vocabulary
Formal versus informal
Technical versus nontechnical vocabulary
Slide 7
Complete a Report
Slide 8
Section 2: Formal Reports
Slide 9
Preliminary Parts
Slide 10
Report Body
Slide 11
Supplementary Parts
Slide 12
Report-Writing Mechanics
Margins
2-inch top margin on first page of report body, each
preliminary part, and each supplementary part
1-inch top margin on all subsequent pages
1-inch bottom margin on all pages
1-inch side margins or 1.5-inch side margin for left-
bound reports
Slide 13
Report-Writing Mechanics (continued)
Spacing
Double space and indent paragraphs or single space
and double space between paragraphs.
Center title page vertically and horizontally; provide
equal white space between elements.
Double space table of contents.
Align first line of each reference at left margin and
indent subsequent lines of each reference.
Slide 14
Report-Writing Mechanics (continued)
Slide 15
Report-Writing Mechanics (continued)
Pagination
Preliminary parts numbered with lowercase roman
numerals (ii, iii, iv, etc.)
Report body and supplementary parts numbered
with arabic numerals (2, 3, 4, etc.)
Transmittal message neither numbered nor counted
Slide 16
Section 3: Informal Reports
Slide 17
Memo and Letter Reports
Memo Report
Distributed internally
Prepared using a memo template
Written in personal language
Arranged in direct pattern
Letter Report
Distributed externally
Prepared on company letterhead
Formatted as a business letter
Written in direct or indirect pattern
Slide 18
Fill-in Report Forms
Slide 19
Agendas and Minutes
Agendas
Structure of the meeting
Minutes
Items for discussion
Group, and date,
meeting time, actionlocation
People present and absent
Presenters
Status
Length of of previous
time devoted minutes
to each item
Old and new business, reports, announcements
Motions, initiator, outcome of vote
Adjournment remarks
Name and signature of person taking minutes
Slide 20
Section 4: Proposals
Slide 21
Proposal Format and Content
Format
Lengthy formal report for complex, large-scale problems
Short informal reports for simple problems
Content
Introduction—problem, solution, benefits
Text—background, details, qualifications
Terminal section—summary of solution, results, benefits
Slide 22
Section 5: Instructions
Slide 23
Instructions (continued)
Slide 24