Chapter 8 Writing Formal Reports, Business Plans, and White Papers

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Chapter 8 Writing Formal Reports, Business Plans, and White Papers Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives Distinguish between term papers and formal reports. Compare and contrast primary and secondary research. List and discuss the parts of a formal report. Describe the differences between a bibliography and a list of works cited. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives Explain the role of headings in a formal report. Differentiate between past and present tense and know when to use each in a formal report. Compare and contrast MLA and APA styles of attribution. Explain the difference between tables and figures. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives List the guidelines for preparing tables. Define pie chart, line chart, horizontal bar graph, and vertical bar graph. Become acquainted with some guidelines regarding writing a business plan. Learn when and where to write a white paper. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Formal Business Reports Use headings to improve readability. Rely mainly on primary research. Incorporate secondary research to support primary research. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 76

Parts of a Formal Report Cover Title Page Letter of Authorization Letter of Transmittal Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 77

Parts of a Formal Report (cont.) Table of Contents List of Illustrations Summary, Abstract, Executive Brief, Epitome, or synopsis Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 78

Executive Summary Discusses the conclusions and recommendations. Provides the implications. Identifies the writer and the purpose. Details the report’s contribution. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Introduction Background and Problem Scope of the Report Limitations of the Report Sources and Methods of Data Collection Organization of the Report Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 79

Bibliography or Works Cited Footnotes or endnotes All sources included Works Cited MLA or APA List of sources cited Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 80

Style and Format Headings Paragraphs Impersonal Style Transitions Tense Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 82

Headings Use headings for easier reading. Always have at least one sentence separating headings. Never place two levels of headings together without text separating them. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 81

Attribution Three Common Forms: Footnotes at bottom of each page Endnotes on separate page following last text page Internal attribution — author and year, or numbers in text Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 83

Graphics Tables Figures Pie chart Line chart Horizontal or vertical bar graph Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Business Plan Defines your business. Identifies your goals. Serves as your organization’s resume. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Parts of a Business Plan Title Page Executive Summary Company Description Product/Service Offering Marketing Plan Financial Plan Appendix Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Business Plan Writing Tips Avoid unnecessary jargon. Economize on words. Use short crisp sentences and bullet points. Check spelling. Concentrate on relevant and significant issues. Break text into numbered paragraphs or sections. Relegate detail to appendices. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

White Papers Standard marketing tool. First external source of information. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Parts of a White Paper Title Page Executive Overview or Introduction Body Conclusion and Recommendations Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.