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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)