Reports,
Proposals, and
Instructions for
the Workplace
Chapter 11 – Slide 1
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
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.
Chapter 11 – Slide 2
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 1: Report Overview
A report is a planned, organized, factual presentation of
information prepared for a specific purpose and for a
specific audience.
Updates receivers
Makes recommendations
Gives results
Provides operational data
Chapter 11 – Slide 3
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Report Types
Formal (Long) Report
Informal (Short) Report
Complex projects
Uncomplicated projects
Numerous parts
Few parts
Detailed research
Limited research
Formal language
Informal language
Chapter 11 – Slide 4
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Report Functions
An informational report presents the facts but does
not analyze the information, draw conclusions, or
make recommendations.
Annual report—summarizes a company’s
accomplishments, finances, and significant events
Progress report—updates status of a project
Travel or trip report—summarizes travel agenda
Minutes—record of proceedings of a meeting
Chapter 11 – Slide 5
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Report Functions (continued)
An analytical report presents information, analyzes
the information, draws conclusions, and sometimes
includes recommendations.
Feasibility report—examines a proposed course of
action
Justification report—explains or recommends an
action
Chapter 11 – Slide 6
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Compose a Draft
Style and vocabulary
Formal versus informal
Technical versus nontechnical vocabulary
Visuals and headings
Charts and tables
Headings and subheadings
Chapter 11 – Slide 7
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Complete a Report
Ensure objective was met, content is correct and
unbiased, and format guidelines were followed.
Confirm incorporation of six Cs of effective messages.
Verify readability.
Evaluate overall effectiveness.
Leave a positive impression.
Chapter 11 – Slide 8
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 2: Formal Reports
A formal report is prepared for a decision-making
audience and typically requires in-depth investigation
and team collaboration.
A formal report includes three parts:
Preliminary parts precede report body.
Report body contains information and visuals to
support the report objective.
Supplementary parts follow the report body.
Chapter 11 – Slide 9
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Preliminary Parts
Title page—title, author, affiliation, date, receiver
Transmittal message—official submission of report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of visuals
Executive summary—summary of key points
Chapter 11 – Slide 10
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Report Body
Introduction—statement of authorization, purpose,
background, scope, limitations, research sources,
order of presentation
Text—details to support objective
Terminal section or conclusion—summary of key
points, conclusions, and recommendations
Chapter 11 – Slide 11
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Supplementary Parts
References (APA) or works cited (MLA) –
alphabetical list of sources cited
Appendix—supplemental information not necessary
to understand the report or too lengthy to include in
the body
Chapter 11 – Slide 12
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
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 leftbound reports
Chapter 11 – Slide 13
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
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.
Chapter 11 – Slide 14
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Report-Writing Mechanics (continued)
Reference and Parenthetical Citations
Enclose direct quotes in quotation marks.
Indent lengthy quotes from the body.
Credit quotes and paraphrases both in the document
and in the References or Works Cited.
Enclose parenthetical citations in parentheses.
Chapter 11 – Slide 15
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
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
Chapter 11 – Slide 16
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 3: Informal Reports
An informal report relays information about routine,
short-term, or uncomplicated situations.
Types of informal reports:
Memos
Letters
Fill-in report forms
Agendas and minutes of meetings
Chapter 11 – Slide 17
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Memo and Letter Reports
Memo Report
Distributed
Letter
Reportinternally
Prepared
using
a memo template
Distributed
externally
Written
in personal
language
Prepared
on company
letterhead
Arranged
in direct
pattern letter
Formatted
as a business
Written in direct or indirect pattern
Chapter 11 – Slide 18
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Fill-in Report Forms
Online or paper fill-in report forms and templates
are used for routine reporting.
Increase likelihood that essential information is
provided
Allow limited space for explanations
Chapter 11 – Slide 19
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Agendas and Minutes
Agendas
Structure of the meeting
Minutes
Items
for discussion
and date,
actionlocation
Group,
meeting time,
People present and absent
Presenters
Status
previous
minutes
Length
of of
time
devoted
to each item
Old and new business, reports, announcements
Motions, initiator, outcome of vote
Adjournment remarks
Name and signature of person taking minutes
Chapter 11 – Slide 20
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 4: Proposals
A proposal identifies a need or problem and offers a
plan to meet the need or solve the problem.
Prepared for internal receivers
Request a change or improvement inside a firm
Work within the chain of command
Prepared for external receivers
Sell a product or service
Solicited or unsolicited
Chapter 11 – Slide 21
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
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
Chapter 11 – Slide 22
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 5: Instructions
Well-prepared instructions save time and money,
promote safety, and increase productivity.
Introduction—reason for instruction, warnings,
completion time
List of supplies—exact sizes, names, and
quantities of tools and supplies in order used
Chapter 11 – Slide 23
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Instructions (continued)
Instructional steps—number required steps in
chronological order; use imperative sentences with
action verbs and concise familiar words; use exact
measures, distances, and times; include warnings;
add visuals; and give helpful tips.
Chapter 11 – Slide 24
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©