1. Chapter 13 Proposals, Business Plans, and Formal Business Reports
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Chapter 13 Proposals, Business Plans, and Formal Business Reports
Business Communication:
Process and Product, 8e
Mary Ellen Guffey & Dana Loewy

2. 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).

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

4. 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)

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

6. 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.

7. 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.

8. 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.

9. 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.

10. 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)

11. 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.

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

13. 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

14. 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.

15. 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)

16. 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.

17. 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.

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

19. 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

20. 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

21. 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.

22. 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.

23. 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…

24. 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.

25. 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.

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

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

28. 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.

29. 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.