Components of Report Text Paper

Answer questions below (short answers)

It is a BCOM9 book.

1. Explain the components of report text. (1st pic)

2. What is addenda? Explain the components of addenda (2nd pic)

3. Differentiate between an internal proposal and an external proposal (3rd pic)

page and to
for several weeks and become familiar with the software, acceptably accurate
transcription, and instantly available medical records should be possible with
NaturallySpeaking Medical Suite; thereby, solving some of the record-keeping
problems faced by your medical practice.
Thank you for the opportunity to provide this information concerning voice
recognition software for medical transcription. Please let us know how we can
assist
you further with this project or with other related matters.
• Uses deductive approach
to present main idea to
recipient.
• Uses heading to denote
major division of body.
• Uses bulleted list to
emphasize important
information.
Sincerely,
Francis Williams, Consultant
del
e carefully designed input screen. If the patient has
en admitted previously, the patient’s name, address,
d telephone number are displayed automatically for
clerk to verify. When the clerk inputs the patient’s
te of birth, the computer calculates the patient’s age,
minating the need to ask a potentially sensitive ques-
on and ensuring accuracy when patients cannot remem-
er their ages. All data are stored in a computer file
nd retrieved as needed to generate numerous reports
equired during a patient’s stay, such as the admissions
ammary sheet, admissions report, pharmacy profile, and
wen the addressograph used to stamp each page of the
atient’s record and the identification arm band.
Using the computer to prepare each report in the previ-
us example leads to higher efficiency levels and minimizes
errors because recurring data are entered only once. Pre-
paring error-free form reports is a critical public relations
cool because even minor clerical errors may cause patients
or customers to question the organization’s ability to deliver
quality service. The “Check Your Communication” section
on the Chapter 11 Review Card provides a comprehensive
checklist for use in preparing effective reports.
telecommuting or other flexible work schedules, or
reorganizing the company into work groups. An external
proposal, as described in Chapter 9, is a written descrip-
tion of how one organization can meet the needs of
another by, for example, providing products or services.
Written to generate business, external proposals are a crit-
ical part of the successful operation of many companies.
Proposals may be solicited or unsolicited. Solicited
proposals are invited and initiated when a potential cus-
tomer or client submits exact specifications or needs in
a bid request or a request
for proposal, commonly internal proposals
referred to as an RFP. proposals used by managers to
Governmental agencies, justify or recommend purchases
such as the Department of
or changes in the company
Education, solicit proposals external proposal a
and place orders and con- proposal written to generate
tracts based on the most
business; one organization
describes how it can meet the
desirable proposal. The bid
needs of another by, for example,
request or RFP describes
providing a product or service
a problem to be solved
solicited proposals
and invites respondents to
proposals generated when a
describe their proposed potential buyer submits exact
solutions.
specifications or needs in a bid
request
unsolicited
unsolicited proposal
proposal is prepared by
a proposal prepared by an
an individual or firm who
individual or firm who sees
a problem to be solved and
and submits a solution.
9 An
11-5 PROPOSALS
sees a problem to be solved
proposes a solution
Managers prepare internal proposals to justify or
recommend purchases or changes in the company; for
instance, installing a new computer system, introducing
For example, a business
CHAPTER 11: Organizing and Preparing Reports and Proposals 205
The survey (Appendix A) was distributed to employees
on May 4, 2015. The tabulated results (Appendix B)
were delivered to management on June 1.
INDEX
11-1c Report Addenda
The addenda to a report may include materials used in
the research that are not appropriate to be included in
the report itself. The three basic addenda parts are the
references, appendixes, and index. Addenda parts con-
tinue with the same page numbering system used in the
body of the report
REFERENCES
The references (also called works cited or bibliography)
section is an alphabetical listing of the sources used in pre-
paring the report. Because the writer may be influenced by
any information consulted, some reference manuals require
all sources consulted to be included in the reference list.
When the reference list includes sources not cited in the
report, it is referred to as a bibliography or a list of works
consulted. If a report includes endnotes rather than in-text
parenthetical citations (author and date within the text), the
endnotes precede the references. Using word-processing
software to create footnotes and endnotes reduces much of
the effort of preparing accurate documentation.
The index is an alphabetical guide to the subject mat-
ter in a report. The subject and each page number on
which the subject appears are listed. Word-processing
software can generate the index automatically. Each
time a new draft is prepared, a new index with revised
terms and correct page numbers can be generated
quickly and easily
garagestock/Shutterstock.com
11-2 ORGANIZATION OF
FORMAL REPORTS
The authors of certain types of publications, known as
tabloids, typically have no valid documentation to sup-
port their claims, so they make up their own support.
Hopefully, absolutely no one believes them. The purpose
of such publications is to entertain, not to inform. The
writer of a bona fide report, however, must do a much
more convincing and thorough job of reporting.
e
e
a
3
t
APPENDIX
An appendix contains supplementary information that
supports the report but is not appropriate for inclusion
in the report itself. This information may
include questionnaires and accompanying
transmittal letters, summary tabulations,
verbatim comments from respondents,
complex mathematical computations and
formulas, legal documents, and a variety
of items the writer presents to support the
body of the report and the quality of the
research. Placing supplementary material
in an appendix helps prevent the report
body from becoming excessively long,
If the report contains more than one
appendix, label each with a capital letter
and a title. For example, the two appen-
dixes (or appendices) in a report could be
identified as follows:
mrmohock/Shutterstock.com
Appendix A:
Appendix B:
Employee Benefits Survey
Results of Employee Benefits
Survey
11-2a Writing Convincing and
Effective Reports
As discussed in Chapter 9,
reports often require you addenda may include all
to conduct research to find materials used in the research but
quotes, statistics, or ideas not appropriate to be included in
from others to back
the report itself
the
up
Each item included in the appendix must be men-
tioned in the report. A reference within the report to the
appendixes mentioned in the previous example might
appear as follows:
two
CHAPTER 11: Organizing and Preparing Reports and Proposals 195
***
***
SUMMARY
summary is prepared with the needs
of specific executive readers in mind.
For instance, a technically oriented
executive may require more detail,
whereas a strategist may require
more analysis. An executive sum-
mary should “boil down” a report
to its barest essentials without mak-
ing the overview meaningless. Top
executives should be able to glean
enough information and understand-
ing to feel confident about making a
decision.
Preliminary pages are numbered
with small Roman numerals (i, ii,
iii, etc.). Figure 11.1 provides more
information about the
purpose
of
each preliminary part.
MONI..
garagestock/Shutterstock.com
11-1b Report Text
The report itself contains the intro-
duction, body, summary, and any conclusions and
recommendations. Report pages are numbered with
Arabic numerals (1, 2, 3, etc.).
INTRODUCTION
The introduction orients the reader to the problem.
It may include the following information:
• What the topic is
Why it is being reported on
• The
scope
and limitations of the research
Where the information came from
. An explanation of special terminology
• A preview of the major sections of the report to
provide coherence and transitions:
How the topic is divided into parts
• The order in which the parts will be presented
ANALYSIS
A good report ends with an analysis of what the
reported information means or how it should be
acted upon. An informational report ends with a
brief summary
that adds unity to a report by review-
ing the main points presented in the body. A summary
includes only material that is discussed in a report.
Introducing a new idea in the summary may suggest
that the study was not completed adequately or that
the writer did not plan the report well before begin-
ning to write.
An analytical report is designed to solve a spe-
cific problem or answer research questions. It will end
with an “analysis,” which may include a summary
of
the major research findings, particularly if the report
is lengthy. Reviewing the major findings prepares the
reader for the conclusions, which are inferences that
the writer draws from the findings. If required by the
person/organization authorizing the report, recommen-
dations follow the conclusions. Recommendations pres-
ent the writer’s opinion on a possible course of action
based on the conclusions. Review the examples of find-
ings, conclusions, and recommendations presented in
Chapter 9.
For a long report, the writer may place the sum-
mary, the conclusions, and the recommendations in
three separate sections or in one section referred to as
analysis. For shorter reports, all three sections are often
combined.
O
BODY
The body, often called the heart of the report, presents
the information collected and relates it to the problem.
To increase readability and coherence, this section con-
tains numerous headings to denote the various divisions
within a report. Refer to the section titled “Organization
of Formal Reports” in this
analytical report a type of report chapter for an in-depth
designed to solve a specific problem or
discussion of preparing
answer research questions
the body.
194 PART FOUR: Communication Through Reports and Business Presentations
***
***
SUMMARY
summary is prepared with the needs
of specific executive readers in mind.
For instance, a technically oriented
executive may require more detail,
whereas a strategist may require
more analysis. An executive sum-
mary should “boil down” a report
to its barest essentials without mak-
ing the overview meaningless. Top
executives should be able to glean
enough information and understand-
ing to feel confident about making a
decision.
Preliminary pages are numbered
with small Roman numerals (i, ii,
iii, etc.). Figure 11.1 provides more
information about the
purpose
of
each preliminary part.
MONI..
garagestock/Shutterstock.com
11-1b Report Text
The report itself contains the intro-
duction, body, summary, and any conclusions and
recommendations. Report pages are numbered with
Arabic numerals (1, 2, 3, etc.).
INTRODUCTION
The introduction orients the reader to the problem.
It may include the following information:
• What the topic is
Why it is being reported on
• The
scope
and limitations of the research
Where the information came from
. An explanation of special terminology
• A preview of the major sections of the report to
provide coherence and transitions:
How the topic is divided into parts
• The order in which the parts will be presented
ANALYSIS
A good report ends with an analysis of what the
reported information means or how it should be
acted upon. An informational report ends with a
brief summary
that adds unity to a report by review-
ing the main points presented in the body. A summary
includes only material that is discussed in a report.
Introducing a new idea in the summary may suggest
that the study was not completed adequately or that
the writer did not plan the report well before begin-
ning to write.
An analytical report is designed to solve a spe-
cific problem or answer research questions. It will end
with an “analysis,” which may include a summary
of
the major research findings, particularly if the report
is lengthy. Reviewing the major findings prepares the
reader for the conclusions, which are inferences that
the writer draws from the findings. If required by the
person/organization authorizing the report, recommen-
dations follow the conclusions. Recommendations pres-
ent the writer’s opinion on a possible course of action
based on the conclusions. Review the examples of find-
ings, conclusions, and recommendations presented in
Chapter 9.
For a long report, the writer may place the sum-
mary, the conclusions, and the recommendations in
three separate sections or in one section referred to as
analysis. For shorter reports, all three sections are often
combined.
O
BODY
The body, often called the heart of the report, presents
the information collected and relates it to the problem.
To increase readability and coherence, this section con-
tains numerous headings to denote the various divisions
within a report. Refer to the section titled “Organization
of Formal Reports” in this
analytical report a type of report chapter for an in-depth
designed to solve a specific problem or
discussion of preparing
answer research questions
the body.
194 PART FOUR: Communication Through Reports and Business Presentations
The survey (Appendix A) was distributed to employees
on May 4, 2015. The tabulated results (Appendix B)
were delivered to management on June 1.
INDEX
11-1c Report Addenda
The addenda to a report may include materials used in
the research that are not appropriate to be included in
the report itself. The three basic addenda parts are the
references, appendixes, and index. Addenda parts con-
tinue with the same page numbering system used in the
body of the report
REFERENCES
The references (also called works cited or bibliography)
section is an alphabetical listing of the sources used in pre-
paring the report. Because the writer may be influenced by
any information consulted, some reference manuals require
all sources consulted to be included in the reference list.
When the reference list includes sources not cited in the
report, it is referred to as a bibliography or a list of works
consulted. If a report includes endnotes rather than in-text
parenthetical citations (author and date within the text), the
endnotes precede the references. Using word-processing
software to create footnotes and endnotes reduces much of
the effort of preparing accurate documentation.
The index is an alphabetical guide to the subject mat-
ter in a report. The subject and each page number on
which the subject appears are listed. Word-processing
software can generate the index automatically. Each
time a new draft is prepared, a new index with revised
terms and correct page numbers can be generated
quickly and easily
garagestock/Shutterstock.com
11-2 ORGANIZATION OF
FORMAL REPORTS
The authors of certain types of publications, known as
tabloids, typically have no valid documentation to sup-
port their claims, so they make up their own support.
Hopefully, absolutely no one believes them. The purpose
of such publications is to entertain, not to inform. The
writer of a bona fide report, however, must do a much
more convincing and thorough job of reporting.
e
e
a
3
t
APPENDIX
An appendix contains supplementary information that
supports the report but is not appropriate for inclusion
in the report itself. This information may
include questionnaires and accompanying
transmittal letters, summary tabulations,
verbatim comments from respondents,
complex mathematical computations and
formulas, legal documents, and a variety
of items the writer presents to support the
body of the report and the quality of the
research. Placing supplementary material
in an appendix helps prevent the report
body from becoming excessively long,
If the report contains more than one
appendix, label each with a capital letter
and a title. For example, the two appen-
dixes (or appendices) in a report could be
identified as follows:
mrmohock/Shutterstock.com
Appendix A:
Appendix B:
Employee Benefits Survey
Results of Employee Benefits
Survey
11-2a Writing Convincing and
Effective Reports
As discussed in Chapter 9,
reports often require you addenda may include all
to conduct research to find materials used in the research but
quotes, statistics, or ideas not appropriate to be included in
from others to back
the report itself
the
up
Each item included in the appendix must be men-
tioned in the report. A reference within the report to the
appendixes mentioned in the previous example might
appear as follows:
two
CHAPTER 11: Organizing and Preparing Reports and Proposals 195
page and to
for several weeks and become familiar with the software, acceptably accurate
transcription, and instantly available medical records should be possible with
NaturallySpeaking Medical Suite; thereby, solving some of the record-keeping
problems faced by your medical practice.
Thank you for the opportunity to provide this information concerning voice
recognition software for medical transcription. Please let us know how we can
assist
you further with this project or with other related matters.
• Uses deductive approach
to present main idea to
recipient.
• Uses heading to denote
major division of body.
• Uses bulleted list to
emphasize important
information.
Sincerely,
Francis Williams, Consultant
del
e carefully designed input screen. If the patient has
en admitted previously, the patient’s name, address,
d telephone number are displayed automatically for
clerk to verify. When the clerk inputs the patient’s
te of birth, the computer calculates the patient’s age,
minating the need to ask a potentially sensitive ques-
on and ensuring accuracy when patients cannot remem-
er their ages. All data are stored in a computer file
nd retrieved as needed to generate numerous reports
equired during a patient’s stay, such as the admissions
ammary sheet, admissions report, pharmacy profile, and
wen the addressograph used to stamp each page of the
atient’s record and the identification arm band.
Using the computer to prepare each report in the previ-
us example leads to higher efficiency levels and minimizes
errors because recurring data are entered only once. Pre-
paring error-free form reports is a critical public relations
cool because even minor clerical errors may cause patients
or customers to question the organization’s ability to deliver
quality service. The “Check Your Communication” section
on the Chapter 11 Review Card provides a comprehensive
checklist for use in preparing effective reports.
telecommuting or other flexible work schedules, or
reorganizing the company into work groups. An external
proposal, as described in Chapter 9, is a written descrip-
tion of how one organization can meet the needs of
another by, for example, providing products or services.
Written to generate business, external proposals are a crit-
ical part of the successful operation of many companies.
Proposals may be solicited or unsolicited. Solicited
proposals are invited and initiated when a potential cus-
tomer or client submits exact specifications or needs in
a bid request or a request
for proposal, commonly internal proposals
referred to as an RFP. proposals used by managers to
Governmental agencies, justify or recommend purchases
such as the Department of
or changes in the company
Education, solicit proposals external proposal a
and place orders and con- proposal written to generate
tracts based on the most
business; one organization
describes how it can meet the
desirable proposal. The bid
needs of another by, for example,
request or RFP describes
providing a product or service
a problem to be solved
solicited proposals
and invites respondents to
proposals generated when a
describe their proposed potential buyer submits exact
solutions.
specifications or needs in a bid
request
unsolicited
unsolicited proposal
proposal is prepared by
a proposal prepared by an
an individual or firm who
individual or firm who sees
a problem to be solved and
and submits a solution.
9 An
11-5 PROPOSALS
sees a problem to be solved
proposes a solution
Managers prepare internal proposals to justify or
recommend purchases or changes in the company; for
instance, installing a new computer system, introducing
For example, a business
CHAPTER 11: Organizing and Preparing Reports and Proposals 205