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Proposals and Formal Reports

Successful Reports

1. Content:• Purpose:

• Select and include the information necessary for actions to be taken or decisions to be made.

• Consider the reader’s needs and background knowledge.• Organize the material logically for the reader.

Successful Reports, cont’d.

2. Clarity:• Use correct grammar and spelling.• Include overviews, transitions, and topic sentences.• Cite your sources.• Use visual aids.• Outline the criteria for options and conclusions.

Successful Reports, cont’d. 3. Skimmability:

• Use easy-to-read fonts and font sizes

• Use clearly distinguishable headings and sub-headings to organize data.

• Use white space and avoid a cluttered format.

Reports should be reader-centered and user friendly.

Informal vs. Formal Reports Informal reports

• are 1–10 pages in length,

• follow a letter or memo format,

• use personal pronouns and contractions,

• include some visual aids, and

• are routine and internal.

Formal reports:• are 10–100 pages;• don’t use personal pronouns

or contractions;• include a title page, cover

letter, table of contents, and abstract; - formal style

• Indicative of the organization• are based on extensive

research or study;• include many visual aids; and• are distributed to external or

internal superiors.

Short Reports • PURPOSE – TYPES of Information Reports Cont`d:

• To-File Reports• record decisions, discussions, and directives; and• are filed for future reference.

• E.g., Board of Director Meeting Records

• Summary Report• High level report – condenses information for management

• Proposals• Directed Externally or Internally• address how problems can be solved,• sell goods and services, and• suggest changes to policy or spending for future improvements.

• E.g., Selling goods or suggesting that management support researching a company fitness plan

Proposals

Proposals suggest solutions to problems.

• The direct approach is most commonly used.

• The goal is to persuade readers to follow, agree to, or approve of a request for action, business, or funding.

• Used internally or externally

Internal Proposals – formal or informal

They respond to questions such as:

• How can money be saved? How much?

• When will the savings start?

• Will sales or productivity be boosted?

• Will the company be more competitive?

External Proposals – informal or formal

They seek to create new business and generate income:

• Solicited - responds to Request for Proposal [RFP]

• Unsolicited (must convince the reader that a need or problem exists)

Elements of Informal ProposalsIntroduction:

• Overview• Scope• Qualifications• Start and

completion dates• Previous work

completed

Background:Problem details Purpose and goalClient needs and benefits

Proposal, Method, Schedule:• Detailed solutions:

• Product or service• Feasibility• Procedure and timeframe• Project timeline

Staffing, Qualifications:Expertise and credentialsResources/facilities

Benefits:Benefits or advantages to the reader

Request for Authorization:• Expiry date for the proposal• Request for permission to

proceed• Additional information

• Contacts, etc.

Costs/Budget:• Cost breakdown

Elements of Formal Proposals

Front Matter:• Copy of the

Request for Proposals

• Cover letter• Abstract or

summary• Title page• Table of contents• List of figures

Are optional in an Informal Proposal

Body of Proposal:• Introduction• Background or

problem statement• Detailed proposal,

method• Schedule• Budget or cost

analysis• Staffing• Authorization• Benefits,

conclusion

Back Matter:• Appendix• References

Additional Notes The Front Matter for Formal Proposals

Cover Letter or Letter of Transmittal:

• Address to the decision maker• Refer to the RFP or the client’s needs• Explain the proposal’s purpose, major features, and

benefits• Close courteously

Executive Summary or Abstract:

• One page summary of highlights • Non-technical language (executive summary)• Technical language (abstract)

Additional Notes The Front Matter for Formal Proposals

Title Page:• Proposal title• Client/decision maker• RFP #• Name and title of writer and company name• Date submitted

Table of Contents – longer proposals

List of Tables, Figures, or Illustrations

Additional Notes The Front Matter for Formal Proposals

Appendix:• Graphics, statistical analyses, tables, generic résumés, photographs, and samples

• De-clutters the proposal body• Labelled A, B, C

References:• Bibliographic list of sources• APA, MLA

Additional Notes The Front Matter for Formal Proposals

Common Proposal Mistakes

• Doesn’t follow RFP instructions• Project solution ≠ purpose• Not reader-focused• Inaccurate budget• Not credible• Similar to competition• No clear plan/solution

Researching and Collecting Data • What are you looking for?• How much time do you have?• Is it important for the report?

Sources of Information:• Paper, human, electronic:

• In-house, Publicly available, Restricted

• Secondary research:• Library or online research

• Primary research:• Your thoughts, observations, and experiences• Your interviews, surveys, and ideas

Research, cont’d.Print sources:

• Periodical guides and indexes• In-house documents and reports

Interviews:• Who? Why? What? Where? When? and How?• Open-ended questions

Observations:• Subjective• Specific and measurable?

Formal Reports

Based on: • Major projects• In-depth analysis• Extensive research

Prescribed structure:• Often a “house” style and “house” manual to be followed• Can be a wide variation in styles

Report Planning

Before you write, consider the following:

• Purpose

• Content and organization

• Audience

• Status

• Length

• Formality

Writing Style Tips • Use a more impersonal tone.• Avoid using “I” and “we.”• Refer to company name and department• Mix sentence and paragraph lengths.• Use consistent verb tenses.• Place angle brackets <> around shortened URLs.• Follow a style guide or the house style.• Don`t use contractions – shortened version of a sentence. • Create a work plan when working in teams

Creating a Work Plan

A work plan is especially important when working with team or group.

It outlines for the team:• How the work will be done,• who will do it, and• when it will be done.

A work plan should include:• A statement of the problem and

purpose.

• Details of the strategies and responsibilities for data collection and research.

• A preliminary outline of the report.

• A schedule for writing and submission.

Time Management Tips

• Determine how and when you work best.

• Set priorities.

• Start early and plan extra time for problems.

• Break tasks into smaller parts.

• Ask for help when needed.

• Inform your team or client if you will miss deadlines.

Peer-Reviewing and Team Writing

Agree on style points relating to:

• formality/informality,

• use of personal pronouns, and

• verify that all team members are satisfied with

the final draft before you edit

• editing sharp contrasts in writing style.

Elements of Formal Reports

Front Matter:• Cover• Title page• Letter of

Transmittal• Table of contents• List of figures• Executive

Summary

Are optional in an Informal Proposal

Body of Proposal:• Introduction• Discussion of

findings• Conclusion• Recommendations

Back Matter:• Appendix• References

or works cited

• Glossary

Front Matter for Formal Reports

Cover:• Durable, protective cover showing the Company name

and REPORT TITLE

Title Page:• REPORT TITLE• Prepared for, or Submitted to• Prepared by, or Submitted by• Date Submitted (title case)

Front Matter for Formal ReportsLetter of Transmittal (external) or memo (internal):

• Report topic

• Report’s purpose and who authorized it• Description of report highlights, conclusions, and

recommendations

• Expression of appreciation and special help• Conclusion with follow-up action, question assistance,

and future discussion(s)

Front Matter for Formal Reports

Table of Contents (TOC):

• Sections, leaders, and initial page numbers• Introduction …………… 5• List of Figures, List of Tables, List of Illustrations:

• Separate sheet• Can be combined with TOC

Front Matter for Formal Reports

Executive Summary:

• Uses non-technical language

• Highlights conclusions and recommendations

• 1/10th of the report length

• Read by managers

Body of the Formal Report

Introduction:• Purpose or Problem• Scope – how broad or detailed coverage will be• Background – helps to put the report in perspective• Organization – maps the structure of the report• Sources and methods – outline procedures for

collecting primary data; or describe secondary sources• Defines key terms• May restate or repeat information from other sections

Body of the Formal Report

Discussion of Findings:

• Interpretation and analysis of data/research

• Discussion of results/findings

• Logically, chronologically, order of importance, by region, or by topic

• Functional or descriptive headings

Body of the Formal Report

Conclusions:

• Interpretation or explanation of the findings• Pulls together the report

• Solution to problem

• No new information

• Follows the same order as the findings

Body of the Formal Report

Recommendations:• Suggests specific actions, how they can be implemented, and timetables (optional)

• Financial feasibility and appropriateness

• Numbered

Back Matter for Formal Reports

• Sources for research• Additional information (too lengthy or detailed for Findings)

• Definitions of technical terms

• Indexes sources

Back Matter for Formal ReportsWorks Cited/References:

• APA• MLA

Appendix:• Specialized or lengthy information• Clarifies and supplements information in

report• One type of information per Appendix (tables,

raw data, questionnaires)

APA Citations

• APA:• Used primarily in the Social Sciences

• Helpful tips and guidelines:• Your college library website• Purdue University - APA Style• APA Guide (Seneca College)

MLA Citations

• MLA:• Used primarily in the Humanities and Literature

• Helpful tips and guidelines:• Bedford St. Martin's Citation Styles - MLA• MLA Guide (Seneca College)