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Business Communication #9 and #10

Your department needs office equipment for faxing, copying, and printing, and your job is to research the options. Based on your research, you have selected an all-in-one machine that you believe will be cost effective and will perform well. What kind of report would you most likely write to inform the department leader of your findings?
Justification/recommendation report

*Because you are to research options and present your findings, you will write a justification/recommendation report.

You can make the introduction of a proposal more persuasive if you
provide a “hook,” such as mentioning a remarkable resource available exclusively to the writer.

*Effective proposal openers are persuasive if they “hook” readers by mentioning a remarkable resource (well-known authority, new computer program, well-trained staff) available exclusively to the writer. Other effective “hooks” include promises of solutions with details to be revealed later, key benefits of the proposal, and a promise of low costs or speedy results.

The Discussion of Findings section of a report should do all of the following except
use first-person pronouns.

*The findings section of a report should not use first-person pronouns.

You are writing a short informal report that will stay inside your organization. Which format is most appropriate?
Memo format

*Memo format would be most appropriate for a short, informal report that will stay within your organization. Use the letter format for short reports addressed outside organization, manuscript formats for more formal reports, and printed forms for repetitive data.

The indirect pattern of organization is appropriate for a business report when readers
must be persuaded.

*The indirect pattern is helpful when readers must be persuaded. The indirect pattern is also useful when readers are unfamiliar with the topic or when they may be disappointed in or hostile toward the report’s findings.

Connor has studied the effect of on-site daycare on employee work attendance. He must present his findings to his supervisor, who is opposed to this service. What should he do?
Use persuasive strategies and an indirect organizational pattern.

*Because his boss may be hostile toward his recommendation, Connor can be more persuasive if he uses the indirect pattern of organization, provides background data, and uses persuasive strategies.

Which of the following reports is an example of an analytical report?
A report recommending an anti-terrorism security system for mass transit

*An analytical report provides data, analyses, conclusions, and recommendations. A report recommending an anti-terrorism system for mass transit is an analytical report. All other examples represent informational reports.

In which part of a solicited proposal would you most likely convince your reader that you understand the problem completely?
Introduction

*The background section of an informal proposal is where you identify the problem, discuss the goals of the project, and convince your reader that you understand the problem completely.

All reports have one common purpose, which is to
answer questions and solve problems.

*Although reports vary greatly in length, content, form, and formality level, they all have one common purpose: to answer questions and solve problems.

When you receive an assignment to write a report, you should begin the report-writing process by
determining your purpose.

*The first step in writing a report is understanding the problem or assignment clearly. This includes coming up with a statement of purpose. You should analyze your audience after you define your purpose. Then, you can begin your research. Looking for someone else to write the report, though tempting, will not help your career.

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