Proposals are persuasive offers to solve problems, provide services, or sell equipment. Both large and small companies today often use requests for proposals (RFPs) to solicit competitive bids on projects.

INFORMAL PROPOSALS

Informal proposals may contain an introduction, background information, the proposal, staffing requirements, a budget, and an authorization request.

INTRODUCTION:

Effective proposal openers “hook” readers by promising extraordinary results or resources or by identifying key benefits, issues, or outcomes.

Background, Problem, Purpose

In the background section of a proposal, the writer discusses the problem and goals of the project.

Proposal, Plan, Schedule

The proposal section must give enough information to secure the contract but not so much detail that the services are not needed.

Staffing

The staffing section promotes the credentials and expertise of the project leaders and support staff.

Budget

Because a proposal is a legal contract, the budget must be carefully researched.

Authorization Request:

Informal proposals often close with a request for approval or authorization. In addition, the closing should remind the reader of key benefits and motivate action. It might also include a deadline date beyond which the offer is invalid

FORMAL PROPOSALS

Formal proposals respond to big projects and may contain 200 or more pages. The primary differences between formal and informal proposals are tone, structure, format, and length.

PREPARING TO WRITE FORMAL REPORTS:

Formal reports discuss the results of a process of thorough investigation and analysis. The planning of every report begins with a statement of purpose explaining the goal, significance, and limitations of the report.

RESEARCHING SECONDARY DATA:

Data fall into two broad categories, primary and secondary. Primary data come from firsthand experience and observation; secondary data, from reading.

GENERATING PRIMARY DATA:

Business reports often rely on primary data from firsthand experience.

SURVEYS:

Surveys yield efficient and economical primary data for reports.

INTERVIEWS

Interviews with experts produce useful report data, especially when little has been written about a topic.

DOCUMENTING DATA

Whether we collect data from primary or secondary sources, the data must be documented.

PURPOSES OF DOCUMENTATION:

Report writers document their sources to strengthen an argument, protect themselves from charges of plagiarism, and help readers locate data.

EXECUTIVE SUMMARY

The purpose of an executive summary is to present an overview of a longer report to people who may not have time to read the entire document. This time-saving device summarizes the purpose, key points, findings, and conclusions. An executive summary is usually no longer than 10 percent of the original document. Thus, a 20-page report might require a 2-page executive summary

BODY OF PART:

The body of a report includes an introduction; discussion of findings; and summary, conclusions, or recommendations.

INTRODUCTION

The body of a formal report starts with an introduction that sets the scene and announces the subject. Because they contain many parts serving different purposes,formal reports have a degree of repetition. The same information may be included inthe letter or memo of transmittal, executive summary, and introduction

A good report introduction typically covers the following elements, although notnecessarily in this order:

• Background.

Describe the events leading up to the problem or need.

• Problem or purpose. Explain the report topic and specify the problem or need that motivated the report.

• Significance.

Tell why the topic is important. You may wish to quote experts or cite secondary sources to establish the importance of the topic.

• Scope.

Clarify the boundaries of the report, defining what will be included or excluded.

• Sources and methods.

Describe your secondary sources. Also explain how you collected primary data.

• Summary.

Include a summary of findings, if the report is written directly.

• Organization.

Preview the major sections of the report to follow, thus providingcoherence and transition for the reader

DISCUSSION OF FINDINGS

This is the main section of the report and contains numerous headings and subheadings.This section discusses, analyzes, interprets, and evaluates the researchfindings or solution to the initial problem. This is where you show the evidence that justifies your conclusions. It is unnecessary to use the title Discussion of Findings; many business report writers prefer to begin immediately with the major headingsinto which the body of the report is divided.

SUMMARY, CONCLUSIONS, RECOMMENDATIONS

The conclusion to a report tells what the findings mean, particularly in terms of solvingthe original problem. If the report has been largely informational, it ends with a summary of the data presented. If the report analyzes research findings, then it endswith conclusions drawn from the analyses. An analytic report frequently poses researchquestions. The conclusion to such a report reviews the major findings andanswers the research questions.

SUPPLEMENTARY PARTS OF REPORTS:

WORKS CITED, REFERENCES, OR BIBLIOGRAPHY

Endnotes, a bibliography, and appendixes may appear after the body of the report.

APPENDIX:

The appendix contains any supplementary or supporting information needed to clarify the report. This information is relevant to some readers but not to all. Extra information that might be included in an appendix are such items as survey forms, a survey cover letter, correspondence relating to the report, maps, other reports, and optional tables.Items in the appendix are labeled Appendix A, Appendix B, and so forth; and theseitems should be referenced in the body of the report.