1. Proposals and Formal Reports11
Proposals and
Formal Reports

2. 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.

3. 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.

4. 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.

5. 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.

6. 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

7. 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

8. 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?

9. 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)

10. Elements of Informal Proposals
Introduction:
Overview
Scope
Qualifications
Start and completion dates
Previous work completed
Proposal, Method, Schedule:
Detailed solutions:
Product or service
Feasibility
Procedure and timeframe
Project timeline
Staffing, Qualifications:
Expertise and credentials
Resources/facilities
Benefits:
Benefits or advantages to the reader
Costs/Budget:
Cost breakdown
Background:
Problem details
Purpose and goal
Client needs and benefits
Request for Authorization:
Expiry date for the proposal
Request for permission to proceed
Additional information
Contacts, etc.

11. 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

12. 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

13. Additional Notes The Front Matter for Formal Proposals
Executive Summary or Abstract:
One page summary of highlights
Non-technical language (executive summary)
Technical language (abstract)

14. 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

15. 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

16. 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

17. 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
Online:
Keywords:
Search engines
Library databases
Web sources:
Use more than just Wikipedia.
Consider the quality, relevance, and value of the source.

18. 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?

19. 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
Adidas Formal Report on Sustainability

20. Report Planning Before you write, consider the following: Purpose
Content and organization
Audience
Status
Length
Formality

21. 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

22. 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.

23. 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.

24. 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.

25. 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

26. 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)

27. Front Matter for Formal Reports
Letter 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)

28. 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

29. Front Matter for Formal Reports
Executive Summary:
Uses non-technical language
Highlights conclusions and recommendations
1/10th of the report length
Read by managers

30. 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

31. 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

32. 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

33. Body of the Formal Report
Recommendations:
Suggests specific actions, how they can be implemented, and timetables (optional)
Financial feasibility and appropriateness
Numbered

34. Back Matter for Formal Reports
Sources for research
Additional information (too lengthy or detailed for Findings)
Definitions of technical terms
Indexes sources

35. Back Matter for Formal Reports
Works 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)

36. 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)

37. 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)