Proposals and Formal Reports

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Proposals and Formal Reports CHAPTER 10 Proposals and Formal Reports

Understanding Proposals Proposal: an offer to solve problems, provide services, or sell equipment. Four kinds Internal—may take form of justification/recommendation report External—solicited or unsolicited Informal—shorter, six main parts Formal—long, many parts

Formal Reports Research secondary data. Generate primary data. Document data. Organize report data. Illustrate report data Present the final report.

 Research Secondary Data Print Resources Books Periodicals Print, CD-ROM, and Web-based bibliographic indexes Electronic Databases Collections of magazine, newspaper, and journal articles The Web (see Checklist, pp. 313-314) Weblogs (Blogs)

How to Become a Savvy Web Researcher Use two or three search tools. Know your search tool. Use FAQs and "How to Search" sections. Understand case sensitivity in keyword searches. Use nouns as search words and as many as eight words in a query. Use quotation marks. Omit articles and prepositions. Proofread your search words. Save the best. Keep trying.

 Generate Primary Data Surveys Interviews Observation Experimentation

 Document Data Know reasons for documenting. Learn what to document. Strengthens your argument. Instructs the reader. Protects you from charges of plagiarism. Learn what to document. Develop paraphrasing skills. Know when to use direct quotations. Select citation format.

Select Citation Format See Appendix C for two of the most common citation formats: Modern Language Association (MLA) American Psychological Association (APA)

 Organize Report Data Decide on placement of conclusions/recommendations. Direct strategy (main ideas first) Indirect strategy (facts and discussion first) Organize findings in an appropriate organizational pattern. Use headings to show organization of your report.

 Illustrate Report Data Reasons for using visual aids To clarify data To summarize important ideas To emphasize facts and provide focus To add visual interest

Match Graphics and Objectives Use tables to show exact figures and values.

Use bar charts to compare one item with others.

Use line charts to demonstrate changes in quantitative data over time.

Use pie charts to visualize a whole unit and the proportions of its components.

Use flowcharts to display a process or procedure.

Use organization charts to define a hierarchy of elements or a set of relationships.

   Use photographs to achieve authenticity. Use maps to spotlight a location.  Use illustrations to show an item in use.

 Present the Final Report Prefatory Parts Title page Letter or memo of transmittal Table of contents List of figures Executive summary Body of Report Introduction Discussion of findings Summary, conclusions, recommendations Supplementary Parts Works cited, references, or bibliography Appendix

Grammar/Mechanics Checkup 10 Review Sections 2.20-2.22 in the Grammar/Mechanics Handbook  Complete 15 statements, p. 311.  Check your answers against those provided at the end of the book.