Formatting

Use conventional formatting elements to help readers find what they need:
a table of contents
page numbers
headings and subheadings
summaries and overview sentences
cross-references.

Word headings and subheadings so they describe precisely the contents of their sections.

Make sure that headings are consistent in grammatical structure, format, and type treatment.

Use summaries and overview sentences to preview information for readers.

Use cross-references to point out related information in other parts of the document.

Place in appendices any large, complex, difficult chunks of data that will distract readers from the line of your argument.

Introduce all appendices in the body of your text.

Include a cover and use good quality paper and copying.

Use graphics that enhance the document's readability.

Establish in a cover letter the context of the proposal, business plan, or report, and summarize the contents of the document.

Summaries

Forecast what readers can expect to find in your document, and anticipate and answer readers' key questions in a summary.

Remember that summaries are the most extensively circulated and read parts of proposals, business plans, and long reports; they keep busy executives apprised of what's going on in the organization

Use a descriptive summary if you want to provide an overview of a document but not specific results, conclusions, or recommendations.

Use an informative summary if you want to forecast the document's content and provide key results, conclusions, and recommendations.

Drafting a Summary

To draft an effective summary, reread the document with the goal of summarizing in mind.

Draft your summary without looking back at the document.

Test your summary against the document being summarized, and revise accordingly.

Graphics

Use graphics to organize complex information and clarify its significance; remember that graphics should be integral parts of your arguments.

Present detailed numerical information in tables with easily readable columns and rows.

Use borders, boxing, and shading to enhance the readability of tables.

Types of Graphics

Include a large amount of information from a whole report in a general purpose table in an appendix.

Use bar graphs when you want readers to be able to compare information.

Use line graphs to show changes over time and help readers understand trends.

Use flowcharts to present steps in processes or procedures.

Use organizational charts to show a chain of command and relationships among various people or units within organizations.

Use pie charts to illustrate the component parts of a whole.

Check Your Graphics

Make sure that graphics really illustrate what you want to show and that they help you to make your arguments.

Ensure that graphics are self-explanatory.

Carefully integrate graphics into the text so that the text and graphics work together to make your argument.

Indicate material from other sources through source notations.

For questions and suggestions, please e-mail us at kilbornj@stcloudstate.edu or rinkster@stcloudstate.edu.

The print version of the Instructor's Manual for The Writing of Business
was written by Robert P. Inkster and Judith M. Kilborn for Allyn and Bacon.
This web version of the manual was coded by Judith M. Kilborn.