Principles of Composition. Principles of Business Writing. The Structure. The Outline Process of business writing. The Draft The Topic Sentence Organizing Ideas The Business Letter Proposal and Report Writing Formal Proposal and Formal Report Business Proposals Components of a Formal Proposal Business Reports Components of a Formal Report Memo Reports Executive Summaries

1. By : Moustafa El-hadidi

2. Content
 Proposal and Report Writing
 Formal Proposal and Formal Report
 Business Proposals
 Components of a Formal Proposal
 Business Reports
 Components of a Formal Report
 Memo Reports
 Executive Summaries
 Principles of Composition.
 Principles of Business Writing.
 The Structure.
 The Outline Process of business writing.
 The Draft
 The Topic Sentence
 Organizing Ideas
 The Business Letter

3. Principles of Composition
“Language is the dress of thought.”
Samuel Johnson

4. Principles of Composition
 Grammar.
 Precise vocabulary.
 Syntax (the arrangement of words to form a sentence).
 Sentence structure (the arrangement of sentence elements).
 Paragraph construction.

5. Principles of Composition RULES
 Use plain English and avoid jargon.
 Vary the length of your sentences.
 Divide your written message into unified paragraphs.
 Keep each paragraph to a single topic.
 Introduce each paragraph with a strong topic sentence.
 End each paragraph with a concluding thought.
 Use transitional words and phrases to unify sentences and paragraphs.
 Select the communication format that best suits your message.
 Use a professional tone at all times.

6. Principles of Composition
TypesofSentence
Simple
compound
Complex
compound-

7. The simple sentence
 A subject (performer of the action).
 A verb (the action).
 Descriptors (adverbs and adjectives).
 An object (receiver of the action).
 Example : The accounting department will conduct a detailed audit.
 subject: accounting department
 verb: will conduct.
 object: audit.
 adjective: detailed

8. The compound sentence
 The compound sentence consists of two independent but related clauses.
 1) Sales were up this year at the European office and the marketing staff from that region will
receive a bonus.
 2) The main plant will be hiring this spring, but it is not yet known how many new positions will
be offered.

9. The complex sentence
 Consists of one independent clause and one or more dependent clauses.
 Example: Although there was disagreement, a consensus was reached.

10. The compound-complex sentence
 The compound-complex sentence consists of two or more independent clauses and at least one
dependent clause.
 Example:
 1) Although it will be costly at first, expansion into global markets is necessary and the firm will
investigate this option.
 2) Employees will be moved to the fifth floor and they will share workspace because their regular
office is under renovation.

11. The whole picture
 The decision of the board of directors regarding expansion to North
America was pending further investigation. Although the facts originally
presented seemed conclusive, there was concern that costs were too
high. However, cost was not all that was standing in the way of a final
decision and the board knew this. Even though the expansion needed to
be initiated in a timely fashion, the board of directors decided to hire a
consulting firm to do a feasibility study and then they intended to discuss
the findings with North American affiliates.

12. The whole picture
 (1) The decision of the board of directors regarding expansion to North America was pending
further investigation. (2) Although the facts originally presented seemed conclusive, there was
concern that costs were too high. (3) However, cost was not all that was standing in the way of a
final decision and the board knew this. (4) Even though the expansion needed to be initiated in a
timely fashion, the board of directors decided to hire a consulting firm to do a feasibility study
and then they intended to discuss the findings with North American affiliates.
 Sentence (1) is simple.
 Sentence (2) is complex.
 Sentence (3) is compound.
 Sentence (4) is compound-complex.

13. Principles of business writing
Prepare define purpose audience Scope medium
Arrange create order Structure Layout design
Draft write first copy
from outline
Revise add / delete
information
Proofrea
d
polish final
copy

14. Principles of business writing
elaborationmain idea
The Topic
Sentence

15. Principles of business writing
 Examples (effective topic sentences) :
 1) The collective effort of all employees was the reason for our company’s success this year.
 topic sentence = collective effort + company’s success
 2) To facilitate our global initiatives, three new locations—Singapore, Hong Kong, Seoul—have
been identified for business expansion.
 topic sentence = three locations + global initiatives

16. Principles of business writing

17. Principles of business writing

18. Proposal writing
Elements in the proposal

19. Proposal writing
1. Start with a firm introduction.
2. State the problem.
3. Propose solutions:
A-State the larger impact of your ideas.
B-Addressing why you will do something is as important as stating what you will do.
C-Research your proposal extensively.
4. Include a schedule and budget.
5. Wrap up with a conclusion.
6. Edit your work.
7. Proofread your work.

20. Proposal writing case study

21. Business reports types
Business reports
Semi-Formal
Short Informal Long Informal
Formal

22. Business reports
 Short informal / semi-formal report :
 less than four pages or 1200 words in length.
 Structure:
1-Title.
2-Introductory statement – what the report is about and why it is being written.
3-Body of the report – findings and discussion.
4-Conclusions and recommendations.

23. Business reports
 Longer informal / semi-formal report :
 More structured and has more sections than the short report.
 Headings and sub-headings are used to guide the reader through the sections and sub-sections.
 Structure:
1-Title page.
2-Summary.
3-Introduction.
4-Body of the report – findings and discussion.
5-Conclusion & recommendations.
6-Appendices.

24. Business reports
 Formal report:
 Ranges from 10 pages to 100 pages.
 Written for a large audience, and most likely sent outside the organization.

25. Business report activity

26. Business reports - Formal
 Structure:
 Cover letter.
 Cover.
 Title page.
 Summary.
 Table of contents.
 Table of illustrations, figures, tables, etc.
 Introduction.
 Body of the report – methodology, findings and discussion.
 Conclusions.
 Recommendations.
 Closure

27. Business reports - Cover letter
 Type your name and return address, date at the top of the page.
 Explain in your first paragraph that the report is attached, and include the topic of the report.
 Provide an overall summary of the report in the second paragraph.
 Include a brief mention of people who assisted you with the report in the following paragraph, if
their names don't appear on the document itself.

28. Business reports
Cover

29. Business reports – Title page
 Title of the report.
 Name and position of the person who wrote the report.
 Name of the person (or organization) for whom the report was written.

30. Business reports – Title page
 Title of the report.
 Name and position of the person who wrote the report.
 Name of the person (or organization) for whom the report was written.

31. Business reports - Summary
 The summary is a quick overview of the aim, conclusions and most important aspects of the
report.
 The summary is designed to be read by people who are too busy to read the whole report. It is
therefore essential that it be brief, comprehensive and interesting.
 The summary is usually written last.

32. Business reports – Table of contents
 The table of contents is a systematic list, in page order, of all the parts of a report.
 Page numbers are listed next to each heading and sub-heading.

33. Business reports - Table of illustrations, figures,
tables, etc
 Include separate tables of illustrations, figures (i.e. graphs and diagrams) and/or tables if the
report is four or more pages long and contains a number of graphics, figures or tables.
 Under each figure a number must be given to and its title.

34. Business reports - Introduction
 The introduction is the beginning of the major part of the report. Its aim is to provide all the necessary information
so that the reader can understand the main discussion and the body of the report.
 Is the place for a broad, general view of your material. Avoid details that belong properly to the body of the report
or the appendices
 Authorization or terms of reference: What is the problem or issue being reported on? Who asked for the report?
 Purpose: Why is the report being written?
 Background information: What was the sequence of past events leading to the present problem or issue?
 Scope: What aspects of the topic will be dealt with? What will be excluded? What kind of information will be
presented?

35. Business reports - Body of the report –
methodology, findings and discussion
 Methodology:
 Outline the method of investigation or research: When and how was the information obtained?
 Outline the sources of information: Where was the information obtained?
 Findings:
 Present the facts and results that were obtained through the investigation or research.
 Restrict the content of this section to factual information of high credibility. Opinions should be
located in the discussion section of the report.
 Divide the section into sub-topics and use sub-headings.
 Arrange the sub-topics in accordance with a basic plan or logical progression. For example:
Order of time
Order of location
Order of importance

36. Business reports - Body of the report –
methodology, findings and discussion
 Discussion:
 Analyze and evaluate the facts already presented.
 Present your expert opinions. Avoid emotional statements or opinions expressed in a “parent”
tone.
 Based on the results of your research, argue the case for and against various courses of action,
estimate the possible effects, and then recommend a suitable course of action.
 If you wish, briefly include some additional material to support your argument, e.g. graph,
diagram, table, picture.
 Throughout the discussion, refer to any appendices you have attached to supplement the
information in the body of the report.

37. Business reports - Conclusions
 Summaries the discussion.
 Summaries your findings and inferences.
 Emphasize the significance of your subject matter.
 Refer briefly to any wider consideration, outside your terms of reference, on which your report
may have a bearing.

38. Business reports - Recommendations
 Make recommendations based on your findings and inferences
 Be as specific as you possibly can
 State clearly what action should be taken as a result of your recommendations, and by whom
 Set your recommendations out step by step and in a logical sequence
 Do not put more than one step in each recommendation
 Always number your recommendations
 Keep your explanations out of the recommendations. If it needs explaining, do so in the
discussion section of the report.
 Don't be afraid to recommend further investigation if you feel you still don‟t have the answer
when it is time to write the report.

39. Business reports - Closure
 Signature.
 Printed name.
 Position.
 Name of organization or committee.
 Date that the report was completed or signed.

40. Memo reports
 Informal written brief, note, record, reminder, or summary used as a means of communication.
 No longer than 1 page.
 Memo structure:
1. Header
Memo to :
From :
Date :
Reference :
2. Introduction : no loner than 4 lines.
3. Body : stick to the point.
4. Concluding / Recommendation Sections

41. Executive summaries
 An executive summary, or management summary, is a short document or section of a
document, produced for business purposes, that summarizes a longer report or proposal or a
group of related reports.

42. Executive summaries – Structure
 Be approximately 5-10% of the length of the main report.
 Be written in language appropriate for the target audience.
 Consist of short, concise paragraphs.
 Begin with a summary.
 Be written in the same order as the main report.
 Only include material present in the main report.
 Make recommendations.
 Provide a justification.
 Have a conclusion.
 Be readable separately from the main report.

43. THANK YOU FOR YOUR ATTENTION
 E-mail : k.moustafa@gmail.com
 FB: Moustafa El-hadidi
 Tel: 01017000218