Formal reports

PROPOSALS AND FORMAL PROPOSALS AND FORMAL REPORTSREPORTS

Amna A. Rehman

Understanding Business ProposalsDefinitionA proposal is a persuasive document designed

to motivate the reader to spend, make, or save money.

Proposals are written offers to solve problems, provide services, or sell equipmentKinds

Internal – May take the form of justification/recommendation report

External – Solicited (responding to RFP) or unsolicited (prospecting for business)

Formal – long, many parts Informal – shorter, six main parts

Important Terms A request for proposal (RFP) is a solicitation, often made through a bidding process, by an agency or company interested in procurement of a commodity, service or valuable asset, to potential suppliers to submit business proposals.

A request for proposal (RFP) is a solicitation, often made through a bidding process, by an agency or company interested in procurement of a commodity, service or valuable asset, to potential suppliers to submit business proposals.

Proposals may be solicited or unsolicited. In a solicited proposal, a company or agency advertises that it desires the solution to a problem. In most cases, this company or agency sends out a request for proposals, often called an RFP, that presents a problem which needs addressing.

A solicited proposal is when the customer asks for a proposal. They may ask verbally or they may issue a written Request for Proposals (RFP). An unsolicited proposal is when you send them a proposal they haven't even asked for because you think they should buy from you or take some action.

Informal proposalsare usually

presented in 2- to 4-page letters or memos and havesix main parts.

Introduction Background Proposal Staffing Budget Authorization

request

Informal Proposals

Introduction◦ Explain why the proposal is being made.◦ Develop a persuasive “hook.” Suggest excellent results,

low cost, or exclusive resources. Identify a problem or name a key issue or benefit.

Informal Proposals

Mary Ellen Guffey, Business Communication: Process and Product, 5e

CH. 14, SLIDE 6

Background, Problem◦ Discuss the significance of the proposal and its goals or

purposes.◦ For unsolicited proposals, convince the reader that a

problem exists.◦ For solicited proposals, show that you fully understand

the problem and its ramifications.

Informal Proposals

Informal Proposals Proposal, Plan

◦ Present your plan for solving the problem.◦ Describe implementation and evaluation.◦ Outline a schedule showing dates.

Staffing◦ Explain the specific credentials and expertise of

the key personnel for the project.◦ Show that your support staff and resources are

superior to those of the competition.

Informal Proposals

Budget◦ Itemize costs carefully. Proposals are contracts.◦ Present a deadline for the bid figures.

Informal Proposals

Introduction should provide “hook” to capture reader’s interest.

Background section identifies problems and goals of project.

Proposal discusses plan and schedule for solving existing problem.

Staffing section describes credentials and expertise of project leaders.

Budget indicates project costs. Authorization asks for approval to proceed.

Summary - Informal Proposals

Formal proposals include all the basic parts of informal proposals but may have additional parts.

Possible additional parts:◦ Copy of RFP◦ Letter or memo of transmittal◦ Abstract and/or executive summary◦ Title page◦ Table of contents◦ List of figures◦ Appendix

Formal Proposals

Researchsecondary

data

Generateprimary

data

Illustratereportdata

Organizereportdata

Documentdata

Presentthe finalreport

Formal Reports

Researching Secondary Data

Electronic Databases

Collections of magazine, newspaper, journal articles

Examples◦ EBSCO Business Source Premier ◦ Factiva◦ ABI/Inform ◦ LexisNexis

Print Resources Books Periodicals Bibliographic

indexes such as Reader’s Guide

Researching Secondary Data

The Web Product data Mission statements Staff directories Press releases Company news Article reprints Employment information Facts of all kinds Blogs (weblogs) for consumer reviews and

opinions

Web Search Tips and Techniques

Use two or three search tools.

Know your search tool. Understand case sensitivity in keyword searches.

Use quotation marks. Omit articles and

prepositions. Proofread your search

words. Keep trying. Consider searching

blogs, wikis, and social networks.

Generating Primary Data

Surveying

InterviewingObserving

Experimenting

Generating Primary DataSurveying Develop questions, conduct trial. Work in person or online.Interviewing Locate an expert. Consider posting an inquiry to an Internet newsgroup. Prepare for the interview. Maintain a professional attitude. Prepare objective, friendly questions. Watch the time. End graciously.

Generating Primary DataObserving Be objective. Quantify observations.

Experimenting Develop rigorous research design. Pay careful attention to matching

experimental and control groups.

Documenting DataWhat to document

Another person's ideas, opinions, examples, or theory

Any facts, statistics, and graphics that are not common knowledge

Quotations of another person's actual spoken or written words

Paraphrases of another person's spoken or written words

Organizing Report Data

Organizing Report Data

Levels of Headings in Reports The main points used to outline a report often become the main headings of the written report.◦ Major headings are centered and typed in bold font.◦ Second-level headings start at the left margin.◦ Third-level headings are indented and become part of

the paragraph

Click the icon to view a document with headings.

Illustrating Report DataReasons to use visual aids To clarify data To summarize important ideas To emphasize facts and provide focus To add visual interest

Illustrating Report DataMost common types of visual aids

Tables

Charts

Graphs

Photographs

Matching Visual Aids With ObjectivesTable

To show exact figures and values

Matching Visual Aids With Objectives

Bar Chart

To compare one item with others

2009

Matching Visual Aids With Objectives

Line Chart

To demonstrate changes in quantitative data over time

Matching Visual Aids With Objectives

Pie Chart

To visualize a whole unit and the proportions of its components

Matching Visual Aids With Objectives

Flow Chart

To display a process or procedure

Matching Visual Aids With Objectives

Organization Chart

To define a hierarchy of elements or a set of relationships.

Matching Visual Aids With Objectives

Photograph, Map, Illustration

To achieve authenticity, to spotlight a location, or to show an item in use.

Tips for Effective Use of Visual Aids Choose an appropriate visual aid to illustrate your objective. Clearly identify the contents of the visual aid with a meaningful title and appropriate labels. Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.

Tips for Effective Use of Visual Aids Locate the visual aid close to its reference in the text. Strive for vertical placement of visual aids. Give credit to the source if appropriate.

Parts of a Formal ReportIntroductory Parts Title page Letter of authorization Letter of transmittal Table of contents Executive summary, abstract, synopsis, or epitome.

Parts of a Formal ReportBody of Report Introduction or background Discussion of findings Summary, conclusions, recommendations

Supplementary Parts of a Formal Report Footnotes or endnotes Bibliography Appendix

Title page◦Balance the following lines:

◦ Name of the report in all caps◦ Receiver’s name, title, and organization◦ Author’s name, title, and organization◦ Date submitted

Formal Report Components

Letter or memo of transmittal◦ Announce the topic and explain who authorized it.◦ Briefly describe the project and preview the conclusions –

if the reader is supportive.◦ Close by expressing appreciation for the assignment,

suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Formal Report Components

Table of contents◦ Show the beginning page number where each report

heading appears in the report.◦ Connect page numbers and headings with dots.

Formal Report Components

List of illustrations◦ Include a list of tables, illustrations, or figures.◦ Place the list on the same page as the table of

contents if possible.

Formal Report Components

Executive summary or abstract◦ Summarize the report purpose, findings, conclusions, and

recommendations.◦ Gauge the length of the summary by the length of the

report and by the organization’s practices.

Formal Report Components

Introduction◦ Explain the problem motivating the report.◦ Describe the problem’s background and significance.◦ Clarify the scope and limitations of the report.◦ Consider reviewing relevant literature.◦ Consider describing data sources, methods, and key terms.◦ Close by previewing the report’s organization.

Formal Report Components

Body◦ Discuss, analyze, and interpret the research

findings or proposed solution to the problem.◦ Arrange the findings in logical segments that

follow your outline.◦ Use clear, descriptive headings.

Formal Report Components

Conclusions and recommendations◦ Explain what the findings mean in relation to the

problem.◦ Make enumerated recommendations, if

requested.◦ Suggest actions for solving the problem.

Formal Report Components

Appendix◦ Include items of interest to some, but not all, readers,

such as data-gathering tools like questionnaires.

Formal Report Components

References and bibliography◦ If footnotes are not provided, list all references in a

section called “Notes,” “Works Cited,” or “References.”◦ Optionally, include a bibliography showing all the works

cited (and perhaps consulted) arranged alphabetically.

Formal Report Components