Professional Writing for Built Environment

Module 1 : Report Writing

 Types of Report
A short report to a client may use a letter format
Formal reports may contain formal elements such as a title page, a transmittal, a table of
contents, and a list of illustrations
Informal reports may be letters and memos or even computer printouts of production or
sales figures

Reports can be called:

1. Information Report if they collect data for the reader: Sales report, Quarterly report.

2. Analytical Report if they interpret data but dont recommend action: Annual reports,
audit reports, make-good or pay back reports.

3. Recommendation Report if they recommend action or solution: Feasibility reports,

justification reports, problem-solving reports.
 Title Page

Contains the following items:

- Title of the report

- Whom the report is prepared for
- Whom it is prepared by
- The release date

The title should be detailed

The release date is normally the date the report is scheduled for
discussion.
Letter or Memo of Transmittal

A Letter or Memo of Transmittal conveys the report to the person requesting it, or the
primary audience for the report. It provides a context for reading the report.

Unlike the report proper, a letter of transmittal may use I and be less formal in tone than
the rest of the report.

Also, it provides a space for pointing out any unusual features of the report, such as
unexpected findings, and for discussing the circumstances surrounding the preparation of
the report, such as any difficulties or unexpected events in its preparation.

A letter of transmittal will typically conclude with thanks to the person requesting the report
 Table of Contents and Illustrations

Table of Contents lists the headings exactly as they appear in the body of
the report

If report is less than 25 pages you may list all the levels in the report

In a very long report pick a level and put all the heading on that level

A list of illustrations enables readers to refer to your visuals

- Tables are words or numbers arranged in rows and columns

- Figures are everything else
- Tables and figures are numbered independently
Executive Summary

An executive summary is basically the report in miniature, including its

conclusions and recommendations.

It typically is no longer than 10% of the total page length of the report.

The executive summary has the same formal tone and factual information of
the rest of the report.
Introduction & Background / History
The introduction of the report always contains a Statement of Purpose and
Scope and may include all of the parts in the following list:

- Purpose
- Scope
- Limitations
- Assumptions
- Methods
- Definitions

Background of the situation or history of the problem

Enable later audiences to understand the basis of the report

Conclusions & Recommendations

Conclusions summarizes points you have made in the body of the report

Recommendations are action items that would solve or ameliorate the

problem

The sections are often combined if they are short

No new information should be included in the conclusions

Conclusions are usually presented in paragraphs; you could also use a

numbered or bulleted list

Number the recommendations to make it easy for people to discuss them

Time Table for Writing Reports

To use time effectively, think about the parts of the report before you begin
writing

Much of the introduction comes from the proposal with minor revisions

You can write six sections even before youve finished your research:
Purpose, Scope, Assumptions, Methods, Criteria, Definitions

The background reading for your proposal can form the first draft of your
list of references

Save a copy of your questionnaire or interview questions to use as an

appendix
Report Structure - Less Formal

Title page

Table of Contents

Abstract / Executive summary

Body:
- Introduction
- Body
- Conclusions
- Recommendations
Report Structure - Informal

Introduction

Body

Conclusions

Recommendations
 Plagiarism and Penalty

What is Plagiarism?

The practice of taking someone else's work or ideas and passing them off as one's own.

According to the Merriam Webster Online Dictionary, to "PLAGIARIZE" means :

to steal and pass off (the ideas or words of another) as one's own
to use (another's production) without crediting the source
to commit literary theft
to present as new and original an idea or product derived from an existing source

In other words, plagiarism is an act of fraud. It involves both stealing someone else's
work and lying about it afterward.
Penalty for Plagiarism

It is best to submit an original work to avoid the possible pitfalls that plagiarism entails. The
consequences can amount to the following depending on the seriousness of the offence.

destroyed reputation as a student

formal warning
public shaming
rejection of assignment
no mark for a work
no opportunity to resubmit
reduced qualification
failed course
loss of degree
expulsion
 Dont Plagiarize

The best way to make sure you dont plagiarize is do the following:

Keep a record of all sources you are using.

Ensure that each in-text citation matches up with bibliography.

Even if you use your own words, acknowledge the author of the idea.

Referencing & Bibliography are important.

Referencing & Bibliography

References usually come at the end of a text (essay or research report)

and should contain only those works cited within the text.

Bibliography is the term used for a list of sources (e.g. books, articles,
websites) used to write an assignment (e.g. an essay).

It usually includes all the sources consulted even if they not directly cited
(referred to) in the assignment.

So, use the term 'References' to cover works cited, and 'Additional
Bibliography' to refer to works read as general background.
Keep it Alphabetical

Both References & Bibliography must be in alphabetical order. Each

entry must be laid out in a strictly ordered sequence.

Examples:
Cuba, L. (1988) A Short Guide to Writing in the Social Sciences.
London: Scott Foresman.Chs. 2, 4 & 6.

Friedman, S. & S. Steinberg (1989) Writing and thinking in the Social Sciences
. Englewood Cliffs, NJ: Prentice Hall.

Hamp-Lyons, L. & K. Courter (1984) Research matters. Rowley, Mass.: Newbury House.
Business Proposals

A business proposal is a request by a business or individual to:

complete a specific job or project
to supply a service
or in some instances to be the vendor of a certain product.

Its generally a document youd send to a prospective client, outlining the

service youre offering, and explaining why youre the best person for the
job.
Solicited & Unsolicited Proposals

A business proposal can be either solicited or unsolicited.

With a solicited proposal, the prospective client will put out a request
With an unsolicited proposal, you are approaching a client in hopes of attracting their
business, even though they did not explicitly request a proposal.

While both are commonplace,

a solicited proposal is an easier sell, as your prospective client has already decided that
they want to make a purchase or use a service, and theyre evaluating possible vendors or
businesses.
With a solicited proposal, your prospective client might have issued an RFP, or request
for proposal. This is exactly what it sounds likethey want you to send over a business
proposal, so they can take a look at it.
3 Ps of Business Proposals

The three Ps of Business Proposals:

Problem Statement
Proposed Solution
Pricing

Address the three Ps, or problem statement, proposed solution, and pricing.

The three Ps are the basic ideas that your business proposal should be addressing. As
youre writing your proposal, keep these elements in mind.

If youre stuck on how to start, try brainstorming first; start with these three points, and
youll have a rough, bare bones version of your business proposal.
Business Proposal Format

Title page : Your business proposal should start with a title page, which should include
your name, the name of your company, the name of the person to whom youre submitting
your proposal, and the date submitted.

Table of Contents : Depending on how long your business proposal is, a table of
contents is a nice touch. Include it after your title page, and before you launch into any
details.

Executive Summary : Introduce your proposal with a great executive summary, one that
really sells your business and the products or services you provide.

Statement of problem, issue, or job at hand : Following your executive summary, go on

to discuss the problem that the client is currently facing. Think of problem or issue
loosely; after all, their main problem may just be finding the right person to complete their
project.
This is the place where you can show your new client that you understand their needs,
and fully grasp the issue they are trying to solve.
Business Proposal Format

Approach and Methodology : This section shows how you plan to tackle your potential
clients problem, and the steps youll take to carry out your plan.
Your client should be able to follow along and get a clear sense of your plan, but you
dont want to drown them in details.

Qualifications : This is the section of your business proposal where you get to convince
your potential client why you are the most qualified person to take on the job.

Schedule and Benchmarks : Be clear with your potential client: How long will your
proposed project take? Making sure you and your prospective client are on the same
page from the outset will help make sure that the relationship stays positive for both of
you, and that you dont set your client up with unrealistic expectations. Dont promise what
you cant deliver!
Business Proposal Format

Cost, payment, and any legal matters : Here is where you state the cost, and payment
schedule if necessary. A section entitled Fee Summary may be sufficient if a one-time
payment is required; otherwise, a Fee Schedule list might be more appropriate.

Benefits : This is your final selldont be afraid to detail for your prospective client all they
have to gain by choosing you to complete the project. Impress upon your clients why you
are the best choice, and all the ways in which their business will benefit from choosing you
and your business as their solution.
How Long Should It Be?

Depends on your industry, the scope of the project, and the clients
specifications in terms of detail and elements included.

Remember to follow the business proposal format as a guide, youll be well

on your way to creating a winning business proposaland securing new
clients.