1 Reports & Proposals

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BUSINESS REPORTS &PROPOSALS


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Report

A report is a logical presentation of facts andinformation.

Orderly arrangement of some factual

information that is objective in nature. To convey (to) the interested persons the

whole results of the study in sufficient details

and so arranged as to enable each reader tocomprehend the data and so determine for

himself the validity of conclusions (American

Marketing Society)


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A document in which a given problem is

examined for the purpose of conveying

information and findings, putting forward ideas

first and sometimes making recommendations.

-The British Association For Commercial And

Industrial EducationProposalsA special analytical type of report prepared to

get products, plans or projects accepted byothers.

Can lead to significant developments


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Types of reports

InformationReportRecord of

Previous eventsPeriodically madeAbreast with

changeRoutine trips,

compliances andpolicies

Research/AnalyticalReportsProblems to be

solved postgathering data

Arriving at adecision

RecommendingReader would

take decisionbased on the new

information


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Scientific

Research

Letter

Report/Proposal

Periodic

MemoReport

Nonroutin

e MemoReport

Long

Report/Proposal

Short

Report/Proposal

Form

Report

Formal Informal

Report Formality

Continuum


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ElementsAccurate

Unspecified Terms Specific Term

Profits have increased Increase of $100000annually

Improved efficiency 20% increase in efficiency

Staff Reduction One less operator

Unspecific Reference Specific Reference

Procedures have changed. This isthe reason for the delay.

Procedures have been changed.These changes account for thedelay


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Elements (Cont)

ObjectivityDistinction between Facts & Opinions

Report all pertinent information

Objectivity as a Basis for Believability

Having studied the advantages and disadvantages ofusing

coupons, I conclude that your company should not adoptthis

practice. If you use the coupons, you would have to payout

money for them. You also would have to hire additionalem lo ees to take care of the increase in sales volume.


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Steps in Writing

1. Determine the scope of the report

2. Consider the audience

3. Gather information

4. Analyze the information

5. Determine the solution

6. Organize the report


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2. Consider the audience

Primary Who have to act or take decisions onthe basis of the report

Secondary People affected by the actions theprimary audience would take inresponse to the report

Immediate People responsible for evaluating the

report & getting it to the right people


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3 & 4- Gathering and AnalyzingInformation

Primary Data & Secondary Data

Secondary Data: Gathered and recorded byOthers

Primary Data: Information/Facts thatYOUgather

Drawbacks?


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6. Organizing A Report


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Business Proposals

A written document that seeks to persuade thereader to accept a suggested plan of action.

A persuasive presentation to be considered by

the clients/receiver.

Types

RFP

Internal and External (According to TargetAudience)

Solicited and Unsolicited (According to thesource)


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Types-Target Audience

Internal

Written to someone within your organization

May not have bulky information & can be sent in

Memo format

External

For a separate independent organization

Extensive, in the form of letter/manuscript


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Types- According to Source

Solicited Proposals: A specific demand of thecustomer

They may provide a format and evaluation criteria

Unsolicited: You initiate a proposalWithout the recipient asking for it

Can be internal or external


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Appendix

Conclusion

Budget

Project ManagementProject Description

Statement of Need

Introduction

a. Problemb. Solutionc. Funding

Requirementsd. Organization & itsexpertise

Title Page

a. Title, Author

b. Datec. 5 Ws

d. Short (8-10

words)

e. Add H

ExecutiveSummary

Parts of theProposal


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Appendix

Conclusion

Budget

Project ManagementProject Description

Statement of Need

Introduction

a. Problemb. Solutionc. Funding

Requirementsd. Organization & itsexpertise

Title Page

a. Title, Author

b. Datec. 5 Ws

d. Short (8-10

words)

e. Add H

ExecutiveSummary

Parts of theProposal

Documents

1 Reports & Proposals