Lecture 5a.
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
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
Slide 3
Report Types
• Formal (Long) Report • Informal (Short) Report
– Complex projects – Uncomplicated projects
– Numerous parts – Few parts
– Detailed research – Limited research
– Formal language – Informal language
Slide 4
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
Slide 5
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
Slide 6
Compose a Draft
Style and vocabulary
Formal versus informal
Technical versus nontechnical vocabulary
Visuals and headings
Charts and tables
Headings and subheadings
Slide 7
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.
Slide 8
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.
Slide 9
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
Slide 10
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
Slide 11
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
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)
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.
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
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
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
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
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
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
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
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
Slide 23
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.
Slide 24
