Chapter 11

Proposals, Business Plans,

and Special Reports

Proposal

A persuasive message that analyzes a problem and recommends a solution

Proposal Types

• Informal or formal

• Internal or external

• Unsolicited or solicited

Request for Proposal (RFP)

• Describes a project, product, or service need

• Invites potential suppliers to propose solutions

RFP Content

• Introduction• Project/Product/Service description• Vendor requirements• Restrictions• Proposal guidelines• Evaluation criteria• Confidentiality statement• Submission and contact information

Qualities of a Successful Proposal

• Purpose is clearly stated• Problem is defined clearly• Solution is innovative and convincing• Benefits outweigh costs• Personnel are qualified• Solution can be achieved on a timely basis• Content is honest, factual, realistic, and

objective• Presentation is professional and attractive

Elements of a Formal Proposal

• Cover letter or memo• Title page or cover• Reference to authorization• Table of contents• List of illustrations• Proposal summary• Purpose• Problem or need• Background

Elements, continued

• Benefits of the proposal• Description of the solution• Evaluation plan• Qualifications of personnel• Time schedule• Cost• Glossary• Appendixes• Reference list

Writing a Proposal

• Plan

• Draft

• Finalize

Business Plan

A special type of proposal, one designed to persuade a financial institution or private party to invest money to support a particular venture.

Business Plan Elements

• Executive summary• Ownership/management/staffing

description• Product/service/market identification• Administration/production factors• Growth and development potential

and plans• Financial information• Appendixes

Special Reports

• Policies

• News releases

• Performance appraisals

Policies

• Provide guidelines for employees, customers, or others to follow.

• Are written in the third person• Provide clear, concise, and

complete information

News Releases

• Are special business reports containing information of interest to the public.

• Report newsworthy information in an accurate, timely, concise, and positive manner

• Are written in the inverted pyramid format

Performance Appraisals

• Are a supervisor’s evaluation of an employee’s job performance.

• Should help employees improve their performance.

• Should contain concise, clear, and concrete statements.

• Follow the direct plan when the evaluation is positive or neutral.

• Follow the indirect plan when the evaluation is negative.

• Should be discussed with and signed by the worker.