1 Business Communication Process and Product Brief Canadian Edition, Mary Ellen Guffey Kathleen Rhodes Patricia Rogin (c) 2003 Nelson, a division of Thomson Canada Limited

2 Chapter 14 PROPOSALS AND FORMAL REPORTS

3 WRITING PROPOSALS

4 Introduction Explain why the proposal is being made. Develop a persuasive “hook.” Suggest excellent results, low cost, or exclusive resources. Identify a problem or name a key issue or benefit.

5 Background, Problem Discuss the significance of the proposal and its goals or purposes. For unsolicited proposals, convince the reader that a problem exists. For solicited proposals, show that you fully understand the problem and its ramifications.

6 Proposal, Plan Present your plan for solving the problem. Describe implementation and evaluation. Outline a schedule showing dates.

7 Components in Formal and Informal Proposals Optional in informal proposals: Generally appear in both formal and informal proposals:

8 Staffing Explain the specific credentials and expertise of the key personnel for the project. Show that your support staff and resources are superior to those of the competition.

9 Budget Itemize costs carefully. Proposals are contracts. Present a deadline for the bid figures.

10 Authorization Ask for approval. Make it easy to reply.

11 PREPARING FORMAL REPORTS

12 Components in Formal and Informal Reports Optional in informal reports: Generally appear in both formal and informal reports:

13 Analyzing the Report Problem and Purpose Develop a problem question (Are customers satisfied with our service?) and a purpose statement (The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement).

14 Anticipating the Audience and the Issues Consider primary and secondary audiences. What do they already know? What do they need to know? Divide the major problem into subproblems for investigation.

15 Preparing a Work Plan Include problem and purpose statements. Describe sources and methods of collecting data. Prepare a project outline and work schedule.

16 Collecting Data Search secondary sources. Gather primary data.

17 Documenting Data Sources Prepare note cards or separate sheets citing all references (author, date, source, page, and quotation). Use one documentation format consistently.

18 Interpreting and Organizing the Data Arrange the collected data in tables, grids, or outlines to help you visualize relationships and interpret meanings. Organize the data into an outline.

19 Preparing the Graphics Make tables, charts, graphs, and illustrations – but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data.

20 Composing the First Draft Write the first draft at a computer. Use appropriate headings as well as transitional expressions to guide the reader.

21 Revising and Proofreading Revise to eliminate wordiness, ambiguity, and redundancy. Look for ways to improve readability, such as bulleted or numbered lists. Proofread three times for (1) word or content meaning, (2) grammar and mechanics, (3) formatting.

22 Evaluating the Product Ask yourself, “Will this report achieve its purpose”? Encourage feedback so that you can improve future reports.

23 FORMAL REPORT COMPONENTS

24 Title Page Balance the following lines: * Name of the report in all caps * Receiver’s name, title, and organization * Author’s name, title, and organization * Date submitted

25 Letter or Memo of Transmittal Announce the topic and explain who authorized it. Briefly describe the project and preview the conclusions – if the reader is supportive. Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

26 Table of Contents Show the beginning page number where each report heading appears in the report. Connect page numbers and headings with dots.

27 List of Illustrations Include a list of tables, illustrations, or figures. Place the list on the same page as the table of contents if possible.

28 Executive Summary or Abstract Summarize the report purpose, findings, conclusions, and recommendations. Gauge the length of the summary by the length of the report and by the organization’s practices.

29 Introduction Explain the problem motivating the report. Describe the problem’s background and significance. Clarify the scope and limitations of the report. Consider reviewing relevant literature. Consider describing data sources, methods, and key terms. Close by previewing the report’s organization.

30 Body Discuss, analyze, and interpret the research findings or proposed solution to the problem. Arrange the findings in logical segments that follow your outline. Use clear, descriptive headings.

31 Conclusions and Recommendations Explain what the findings mean in relation to the problem. Make enumerated recommendations, if requested. Suggest actions for solving the problem.

32 Appendix Include items of interest to some, but not all, readers, such as data-gathering tools like questionnaires.

33 References and Bibliography If footnotes are not provided, list all references in a section called “Notes,” “Works Cited,” or “References.” Optionally, include a bibliography showing all the works cited (and perhaps consulted) arranged alphabetically.

34 End