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Presented by Group 4

Proposals and
Formal Reports
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PREPARING BUSINESS PROPOSALS Intro
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A proposal is a written offer to solve

problems, provide services, or sell products.
Proposals can mean life or death for a
business. Why are they so important?
Multimillion-dollar aerospace and
engineering firms depend on proposals to
compete for business. People running
smaller businesses—such as electricians,
contractors, plumbers, and interior
designers—also depend on proposals to sell
their services and products.
 TYPES OF BUSINESS PROPOSALS
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Informal proposals are typically brief and often appear as memos or letters. They
are used for simpler or smaller-scale projects. These proposals generally include:
Introduction/Problem Description: Identifies the issue being addressed.
Background Information/Statement of Need: Provides context and explains
why the proposal is needed.
Benefits and Schedule: Describes the benefits of the proposal and outlines a
timeline.
Staffing Requirements: Lists necessary personnel.
Budget Analysis: Estimates costs.
Conclusion/Authorization Request: Wraps up the proposal, possibly
requesting approval
 TYPES OF BUSINESS PROPOSALS
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Formal proposals are more detailed and can range from 5 to 200 pages.
In addition to the sections found in informal proposals, they may also
include:
Request for Proposal (RFP): A copy of the RFP, if applicable.
Letter of Transmittal: A cover letter to introduce the proposal.
Abstract/Executive Summary: A summary of the proposal.
Title Page: Displays the title and relevant information.
Table of Contents: Lists proposal sections.
List of Figures: An outline of included visuals.
Appendix: Contains supplementary information.
 TYPES OF BUSINESS PROPOSALS
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Internal Proposals
These proposals are submitted within a company, usually directed to
management or decision-makers, to suggest improvements or changes.
They might propose:
Policy Changes: Recommending updates to current company policies.
Purchasing Equipment: Justifying the need for new tools or technology.
New Products or Services: Proposing additions to the company’s
offerings.
Since internal proposals aim to persuade company leaders to take action,
they often resemble justification and recommendation reports and include
supporting data to influence decisions.
 TYPES OF BUSINESS PROPOSALS
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External Proposals
These proposals are directed outside the company, usually to clients,
customers, or funding agencies, and generally fall into two main categories:
Sales Proposals: These highlight how the company’s goods or services can
solve a client’s problem or meet their needs.
Grant Requests: These seek funding from agencies or organizations that
support specific projects. For example, Project C.U.R.E. successfully
submitted a grant request to Ronald McDonald House Charities to help
combat infant mortality in remote areas globally.
External proposals are critical for business development and partnerships,
aiming to show value or seek financial support for meaningful initiatives.
) ) ) ) ) ) ) ) ) COMPONENTS OF INFORMAL
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AND FORMAL PROPOSALS:

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) ) ) ) ) ) ) ) ) COMPONENTS OF INFORMAL PROPOSALS
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The titles, or headings, of the components of informal proposals may vary, but
the goals of the components are standard. Each of the following components of
a typical informal proposal serves a purpose and contributes to its overall
success. Informal Letter Proposal
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CONTINUATION
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 COMPONENTS OF INFORMAL PROPOSALS
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Introduction.
The proposal’s introduction states the reasons for the proposal and highlights
the writer’s qualifications. To grab attention and be more persuasive, the
introduction should strive to provide a “hook,” such as the following:
▪ Hint at extraordinary results with details to be revealed shortly.
▪ Promise low costs or speedy results.
▪ Mention a remarkable resource (well-known authority, new computer
program, and well-trained staff) available exclusively to you.
▪ Identify a serious problem (worry item) and promise a solution, to be
explained later.
▪ Specify a key issue or benefit that you feel is the heart of the proposal.
 COMPONENTS OF INFORMAL PROPOSALS
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Background, Problem, and Purpose
This section identifies the problem the proposal addresses and sets out the
project’s goals.
In an unsolicited proposal (where the reader may not yet recognize the
problem), it's essential to detail the problem clearly, pointing out factors
like revenue losses, regulatory issues, or customer dissatisfaction.
For a solicited proposal (requested by the reader, often via a Request for
Proposal or RFP), the goal is to show that you fully understand the client's
needs and offer a feasible solution. Following the RFP’s terminology (e.g.,
calling a service "maintenance" rather than "customer service") is crucial to
demonstrate alignment with the reader's expectations.
 COMPONENTS OF INFORMAL PROPOSALS
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Proposal, Plan, and Schedule
This core section outlines the approach to solving the problem, detailing
your planned steps.
Balance is key: you should provide enough information to persuade the
reader of the plan's feasibility while avoiding giving away so much detail
that your services might seem unnecessary.
Include an implementation plan with specific methods, timelines, and
deliverables, which are the concrete outcomes of the project, like a website
design or marketing plan.
Adding a project schedule with timelines and benchmarks builds credibility
and shows thorough planning.
) ) ) ) ) ) ) ) ) COMPONENTS OF INFORMAL PROPOSALS
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Staffing
Here, describe the qualifications and expertise of the project team.
Emphasize the experience of project leaders and the specialized skills of
the support staff.
Resumés may be included, but they should be tailored to meet the RFP’s
requirements to reflect relevant experience directly.
Budget
The budget (sometimes called the Statement of Costs) lists project costs,
either as a lump sum or itemized, based on the reader’s needs.
Accuracy is essential since this part often serves as a contractual
commitment—future cost adjustments may not be possible once accepted.
) ) ) ) ) ) ) ) ) COMPONENTS OF INFORMAL PROPOSALS
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Conclusion and Authorization
The conclusion summarizes the proposal’s main benefits and makes it
easy for the reader to approve or authorize the project.
It may also specify a project completion date and a deadline for the
proposal offer, enhancing urgency and clarity. Informal proposals often
close with a simple request for approval, making the next steps
straightforward.
) ) ) ) ) ) ) ) ) Writing and editing formal business reports requires a structured approach to
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effectively present findings, conclusions, and recommendations. Here’s an
overview of the key steps for creating a formal business report:
Determine the Purpose and Scope of the Report
Begin with a purpose statement that clearly defines what the report intends
to achieve. This statement uses action words to outline the report's goals,
such as recommending actions, analyzing data, or proposing policies.
Define the scope by identifying the main problem or questions to address.
Consider any limitations, like time constraints, data availability, or specific
boundaries for research.
Example Purpose Statement: To recommend adding three positions to our
sales team, writing a job description for the sales team leader, and
establishing recruitment guidelines for sales team hiring.
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Anticipate the Needs of the Audience
Understand the audience’s level of familiarity with the topic to present
relevant information and key findings that meet their needs.
Tailor information according to the audience's interests. For instance, if
writing for human resources managers, emphasize data that directly
impacts employee management and satisfaction.
) ) ) ) ) ) ) ) ) Decide on a Work Plan and Research Methods
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Create a work plan that outlines the report’s structure, research methods,
and key deadlines for each stage of the report.
The work plan includes:
Problem Statement: A clear outline of the issue or question being
investigated.
Purpose Statement: A refined focus guiding the report.
Research Methods: Techniques for gathering information, such as
interviews, surveys, or data analysis.
Outline and Schedule: A draft layout of sections and a timeline for
completing major tasks, which keeps the project organized and on
track.
 WORK PLAN FOR A FORMAL REPORT
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 Writing a formal report requires both thorough research and an organized
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approach to presenting data and recommendations.
Here are the essential steps to follow in this stage of formal report
preparation:
1. Conduct Research Using Primary and Secondary Sources
Secondary Sources: Most formal report research relies on secondary
sources, such as books, articles, websites, annual reports, and podcasts.
These sources offer previously analyzed and compiled information that
helps build a foundation for the report.
Primary Sources: Primary research involves gathering firsthand data
directly from sources. Methods include interviews, observations, surveys,
and questionnaires, providing unique insights specific to the report’s focus.
 Organize, Analyze, and Draw Conclusions
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Organization: Begin by organizing information into an outline, establishing
main topics and subtopics for a logical flow (Figure 10.4). Select a strategy
for presenting data, such as compare/contrast, problem/solution, or
cause/effect, depending on the report’s objective (Figure 10.5).
Analysis and Credibility: Focus on analyzing and presenting substantiated,
credible data that aligns with the report’s purpose. For example, if
comparing online survey software for internal use, consider organizing by
key features, costs, and benefits.
Conclusion and Recommendations: Conclude by summarizing findings,
drawing conclusions, and offering recommendations tailored to the
reader’s needs. This helps decision-makers see the value of the report and
understand actionable steps.
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Design Graphics to Clarify the Report’s Message
Visuals like graphs, charts, tables, and infographics simplify complex data,
making it easier to identify trends and comparisons. Graphics add clarity,
capture interest, and enhance the reader’s understanding, especially when
presenting numerical or statistical data.
 When editing and proofreading a formal business report, thorough attention to
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detail is essential to ensure clarity, accuracy, and professional presentation.
Here’s a checklist for what to review:
1. Format
Ensure the report has a professional layout with a visually appealing
format.
Check that page layouts are consistent, and that sections are easy to
navigate.
2. Consistency
Confirm uniformity in margins, page numbering, line spacing, font style,
and indentation throughout the report.
This consistency supports readability and gives the report a polished
look.
) ) ) ) ) ) ) ) ) 4. Graphics
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Verify that all graphics have clear, descriptive titles and are accurately
placed near the corresponding text.
Ensure each graphic effectively supports the report's content and helps
clarify data.
5. Heading Levels
Ensure that heading levels are consistent in both style and placement.
Make headings and subheadings informative so they guide the reader
through the report’s structure logically.
 5. Accuracy
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Review all content for factual accuracy. Check calculations, data points,
and documented sources.
This step is crucial to maintain credibility with the audience.
6. Mechanics
Correct any errors in grammar, punctuation, capitalization, and
language usage.
Mechanical errors can harm the report’s professionalism and may lead
readers to question its reliability.
 MATCHING GRAPHICS TO OBJECTIVES
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 Using tables, charts, and infographics enhances the clarity and impact of business
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reports. Visuals help readers quickly understand data, identify trends, and draw
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comparisons, often more effectively than text alone. Here’s an overview of how different
types of graphics are used and some best practices for each.
1. Tables
Purpose: Tables efficiently display large amounts of data in rows and columns,
ideal for quantitative or verbal information.
Tips:
Title: Place a clear title at the top.
Order: Arrange items logically (alphabetical, chronological, etc.).
Headings: Use bold for row and column headings.
Units: Specify units (percentages, dollars) in headings or notes.
Missing Data: Use "N/A" for missing values.
Readability: Shade alternate lines or leave spaces in long tables.
Placement: Keep tables near their text references.
 2. Charts and Infographics
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Purpose: Charts (such as bar, line, or pie charts) and infographics display
relationships, trends, and comparisons visually. These are useful for highlighting
key points or summarizing complex information in an accessible way.
Design Tips:
Clarity: Ensure that the visual design is simple, with clear labels and a concise
legend if needed.
Color and Contrast: Use color to differentiate elements but avoid overly
complex color schemes that could distract or confuse.
Consistency: Stick to consistent styles and formats throughout the report to
maintain a professional look.
Context: Include a brief description or caption to explain the graphic’s
relevance to the report’s content.
 3. Bar Charts
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Purpose: Bar charts visually compare data using horizontal or vertical bars
of varying lengths, ideal for comparing items, tracking changes over time,
and illustrating parts of a whole.
Tips:
Proportion: Keep bar and segment sizes proportional.
Totals: Add total figures to bars if they improve clarity without
cluttering.
Starting Point: Begin dollar or percentage values at zero for accuracy.
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4. Line Charts
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Purpose: Line charts track changes over time to show trends.
Tips:
Use a rectangular grid with vertical and horizontal axes.
Place time on the horizontal axis and label both axes for clarity.
Multiple lines need a legend to differentiate data sets.
5. Segmented Area (Surface) Charts
Purpose: Surface charts show how parts of a whole evolve over time.
Tips: Stack data by division, and use a top line to show totals. Include a
legend.
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6. Pie Charts
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Purpose: Pie charts depict percentages of a whole.
Tips:
Start with the largest segment near the top and arrange others in
descending order.
Show percentage values for each segment.
Limit to 4-6 segments; group smaller wedges as “Other.”
7. Flowcharts
Purpose: Flowcharts simplify processes and procedures.
Tips:
Use ovals for start/end points, diamonds for decisions, and rectangles
for steps.
 8. Infographics
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Purpose: Infographics display complex data in a visually engaging way.
Tips: Use a mix of images, charts, and diagrams to tell a cohesive story,
especially for online sharing.
) ) ) ) ) ) ) ) ) Simple Line Chart Multiple Line Chart
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) ) ) ) ) ) ) ) ) Segmented Area (Surface) Chart Pie Chart
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) ) ) ) ) ) ) ) ) Flowchart
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Flowcharts simplify complex
processes, improving clarity and
communication. They help
identify bottlenecks, guide
decision-making, and streamline
training by visually breaking
down each step. This makes
them invaluable for analyzing,
refining, and sharing processes
effectively.
) ) ) ) ) ) ) ) ) Infographic Résumé An infographic resume visually
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highlights skills, experience, and
accomplishments, making it more
engaging and memorable than
traditional formats. By using
graphics, icons, and charts, it
allows key information to stand
out quickly, ideal for catching an
employer's attention in a short
time. This creative approach also
demonstrates design skills, making
it especially effective in creative
fields.
) ) ) ) ) ) ) ) ) KEY COMPONENTS OF FORMAL BUSINESS REPORTS
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The preliminary sections, or "front matter," appear before the main content to prepare
readers for what’s to come:
1. Report Cover (Optional): Adds professionalism and is often used for high-importance
reports.
2. Title Page: Typically includes the report’s title, author, submission date, and recipient
details, formatted according to style guides like MLA.
3. Letter or Memo of Transmittal (Optional): Introduces the report, outlines its purpose, and
includes highlights and recommendations.
4. Table of Contents: Lists major sections and subheadings with corresponding page
numbers to help readers navigate.
5. List of Figures: For reports with multiple visuals, this list organizes figures and tables for
easy access.
6. Executive Summary: Summarizes the report’s purpose, main findings, and
recommendations, allowing busy readers to quickly grasp key insights.
) ) ) ) ) ) ) ) ) BODY COMPONENTS OF FORMAL REPORTS
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Introduction
The introduction provides an overview and context, covering elements like:
Background: Key events or issues leading to the report.
Problem/Purpose: Explanation of the central issue or purpose.
Significance: Importance of the topic, possibly with expert quotes or references.
Scope: Defines report boundaries—what’s included or excluded.
Additional elements may include:
Authorization: Who commissioned the report.
Literature Review: Summary of related studies.
Sources/Methods: How data was gathered.
Key Terms: Definitions of specific terminology.
) ) ) ) ) ) ) ) ) BODY COMPONENTS OF FORMAL REPORTS
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Main Body
This section discusses, analyzes, and evaluates findings, supported by evidence.
Organized under clear headings, it may use:
Functional Headings: General section names like "Survey Results."
Talking Headings: Descriptive titles, like "Revenue and Employment Benefits."

Conclusions and Recommendations

The conclusions summarize the findings and implications for addressing the problem,
while recommendations offer specific actions.
) ) ) ) ) ) ) ) ) BODY COMPONENTS OF FORMAL REPORTS
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Back Matter Components
The back matter of most reports includes a reference section and one or more
appendixes. The reference section includes a bibliography of sources, and the
appendix contains supplemental information or source documents. In organizing the
back matter sections, use standard Arabic numerals to number the pages.

Works Cited, References, or Bibliography.

If you use the MLA (Modern Language Association) referencing format, list all sources
of information alphabetically in a section titled Works Cited. If you use the APA
(American Psychological Association) format, list your sources in a section called
References. Your listed sources must correspond to in-text citations in the report
whenever you are borrowing words or ideas from published and unpublished
resources.
) ) ) ) ) ) ) ) ) MLA AND APA CITATIONS IN FORMAL REPORTS
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MLA FORMAT The references page
lists all sources
alphabetically in MLA
format, with titles
italicized. Online sources
include author, title, site,
version, publisher, date,
medium, access date,
and URL if needed.
Business reports are
single-spaced; MLA
suggests double-
spacing for academic
papers.
) ) ) ) ) ) ) ) ) MLA AND APA CITATIONS IN FORMAL REPORTS
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APA FORMAT In APA style, references
are listed
alphabetically, with
book and periodical
titles italicized. Online
sources include the URL
and access date. The
references page is
single-spaced for
business reports, but
APA recommends
double-spacing for
academic papers.
 Thank You
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