Chapter 13 Proposals, Business Plans, and Formal Business Reports © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Chapter 13 Proposals, Business Plans, and Formal Business Reports Business Communication: Process and Product, 8e Mary Ellen Guffey & Dana Loewy

Developing Informal Proposals Importance: Proposals can mean life or death for an organization. Definition: A proposal is a written offer to solve problems, provide services, or sell equipment. Kinds: Internal proposals are often justification and recommendation reports. External proposals usually respond to Requests for Proposals (RFPs).

Components of Informal and Formal Proposals Informal Proposals Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization

Components of Informal and Formal Proposals Copy of RFP (optional) Letter of transmittal Abstract or summary Title page Table of contents List of figures Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Appendix(es)

Developing Informal Proposals Introduction Explain why the proposal is being written. Highlight the writer’s qualifications. Strive for a persuasive “hook.”

Developing Informal Proposals Background, Problem, and Purpose Identify the problem and your goals. For unsolicited proposal, describe an existing problem. For solicited proposal, use the language of the RFP and show that you understand the problem.

Developing Informal Proposals Proposal, Plan, and Schedule Present your plan for solving the problem. Describe implementation and evaluation. Outline a schedule of activities with a timetable.

Developing Informal Proposals Staffing Explain the specific credentials and expertise of the key personnel for the project. Show how your support staff and resources are superior. Give clients exactly what they requested regarding staff, number of participants, and details.

Developing Informal Proposals Budget, Authorization Itemize costs carefully because proposals are contracts. Present a deadline for the bid figures. Ask for approval, and make it easy to reply.

Formal Proposals Components in addition to the six basic parts: Copy of RFP Letter of transmittal Abstract or executive summary Title page Table of contents List of illustrations Appendix(es)

Grant Proposals Definition: A grant proposal is a formal proposal submitted to a government or civilian organization that explains a project, outlines its budget, and requests money in the form of a grant.

Grant Proposals Grant of funds are made from foundations, private companies, and governments to Charities Educational facilities Other nonprofit organizations

Grant Proposals Successful grant proposals include a(n) Abstract or needs statement the grant plans to address Body explaining problem plus short- and long-term goals Action plan that establishes time frame Means for measuring progress toward goal

Creating Effective Business Plans Definition: A business plan is a description of a proposed company and how it expects to achieve its marketing, financial, and operational goals.

Components of Typical Business Plan Letter of transmittal Mission statement Executive summary Table of contents and company description Product or service description Market analysis Operations and management Financial analysis Appendix(es)

Writing Formal Business Reports Definition: A formal report is a document in which a writer analyzes findings, draws conclusions, and makes recommendations intended to solve a problem.

Writing Formal Business Reports Formal reports are similar to formal proposals in Length Organization Serious tone However, unlike proposals, formal reports do not make an offer or respond to an RFP.

Components of Informal and Formal Reports Informal Proposals Introduction Body Conclusions Recommendations (if requested) Budget Authorization

Components of Informal and Formal Reports Formal Proposals Cover Title page Letter of transmittal Table of contents List of figures Executive summary Introduction Body Conclusions Recommendations (if requested) Appendix(es) References

Formal Report Components: Front Matter Cover and title page Choose a professional binder or cover Balance the following parts on the title page: Name of report in all caps Receiver’s name, title, and organization Author’s name, title, and organization Date submitted

Formal Report Components: Front Matter Letter or memo of transmittal Announce the topic and explain who authorized it. Briefly describe the project. Highlight the findings, conclusions, and recommendations (if the receiver is supportive). Close with appreciation for the assignment, follow-up actions, acknowledgement of help from others, or offers of assistance in answering questions.

Formal Report Components: Front Matter Table of contents Show the beginning page number where each report heading appears in the text. List of illustrations Include tables, illustrations, or figures showing the title of each page and its page number.

Formal Report Components: Front Matter Executive summary To prepare an executive summary: Look for strategic words and sentences. Prepare an outline with headings for the purpose, findings, conclusions, and recommendations. Fill in your outline. Begin with the purpose: The purpose of this report is to…

Formal Report Components: Front Matter Introduction Describe events leading to the problem or need. Explain the report topic and why it is important. Clarify the scope and boundaries of the report. Identify who commissioned the report. Include a literature review, especially in academic and scientific reports. Explain secondary and primary sources; define key terms.

Formal Report Components: Body Present your research findings or a solution to the initial problem. Discuss, analyze, and interpret the findings in logical segments. Use clear, descriptive headings.

Formal Report Components: Conclusions Explain what the findings mean in relation to the report. Draw conclusions based on the findings.

Formal Report Components: Recommendations In enumerated lists, make recommendations (if requested). Strive for practical, reasonable, feasible, and ethical recommendations.

Formal Report Components: Back Matter Appendix(es) Include incidental or supporting materials not relevant to all readers. Include such items as survey forms, copies of other reports, tables, large graphics, and correspondence.

Formal Report Components: Back Matter Works Cited or References List all references in Works Cited (MLA style) or in References (APA style). Optionally include a bibliography showing all the works cited and perhaps consulted, arranged alphabetically.