Week 13-15

PROGRESS REPORT
1. Progress Report
2. Guide Questions in Writing Progress Report

PROPOSAL REPORT Recognize and illustrate the

1. A Proposal Report guidelines on preparation of
2. Nature and Characteristics the different types of
3. Types of Proposals
4. Guidelines on SPECS Preparation
technical reports;
5. Parts of a Formal Proposal Report
6. Parts of an Informal Proposal Report

E-MAILS AND MEMOS

1. E-mails
▪Guidelines on Using E-mail Effectively
2. Memorandum or Memo
 What is a progress report?
The spoiler's in the name "progress," which means 'forward or onward
movement towards a destination'. Since most projects usually have a final
target destination, the journey getting there has to be described in some way
to apprise other people of the status.

A progress report is a type of business writing designed to update

someone on various tasks of someone else. It's written for managers,
project stakeholders, leadership, or company-wide updates. It doesn't
merely show progress or successes but also drawbacks, obstacles, and
recommendations for improvement.
Reporting project progress is a formal, documented, and structured way of
keeping people in the know. There are many types of progress reports out
there, email wrap ups, memos, PDFs, business letters, project summaries,
Google docs, and the list goes on.
A progress report is a straightforward
document that provides an update on what has
been accomplished and what remains to be
done in a project. It serves as a status update
before the final project report, outlining
completed tasks, milestones reached, and the
next steps. Whether you need to provide daily,
weekly, or monthly progress reports, they are
typically written for supervisors, colleagues,
or clients.
A progress report is a document that provides
a status update on a project. It outlines what has
been accomplished, what is currently in progress,
and what remains to be done.
1.Whether you’re reporting daily, weekly, or at
specific project milestones, a progress report
helps track activities and milestones vis-à-vis the
project plan.
2.The audience for a progress report typically
includes supervisors, colleagues, or clients.
1.Definition: A progress report explains in
simple language what has been achieved and
what else is needed for project completion.
2.Audience: It is typically written for
supervisors, colleagues, or clients.
3.Frequency: Depending on the project’s scope,
complexity, and milestones, progress reports can
be provided weekly, monthly, or at specific
project completion percentages (e.g., every 25%
milestone).
3. Content: A progress report outlines
completed activities, tasks, and milestones
vis-à-vis the project plan.
4. Purpose: It ensures transparency, keeps
stakeholders informed, and helps track
project progress.
5. Templates: To save time, consider using
progress report templates. They streamline
the reporting process and allow you to focus
on the essential aspects of your project.
1. Key Questions to Address in a
Progress Report:
▪ How much work is complete?
▪ What part of the work is currently
in progress?
▪ What work remains to be done?
▪ When and how will the remaining
work be completed?
▪ Have any changes, problems, or
unexpected issues arisen?
2. Structure of a Progress Report:
▪ Introduction: Briefly introduce the project and
its purpose.
▪ Accomplishments: Detail tasks completed,
milestones reached, and progress made.
▪ Current Activities: Describe ongoing work
and any challenges faced.
▪ Remaining Tasks: Outline what still needs to
be done.
▪ Timeline: Specify deadlines and completion
dates.
▪ Conclusion: Summarize overall progress and
highlight key points.
3. Visual Elements:
•Consider using charts, graphs,
or visual representations to
Piktochart is a versatile platform that empowers you to create

enhance clarity. professional-looking visual content with ease. Whether you’re

designing infographics, reports, presentations, posters, or even
videos, Piktochart has got you covered.

•Tools like Piktochart offer

templates to create visually
appealing progress reports.
A well-structured progress report not only
informs but also ensures transparency and
accountability throughout the project.
 PROPOSAL REPORT

A proposal report is a type of document that will let a

particular writer to propose an idea or a method to solve an
issue. This contains any sort of an idea that would help
contribute in solving the main problem. This could be
within a company or within an organization.
The primary purpose of a proposal report is to
outline the objectives and requirements of a
project, aiming to gain buy-in from decision-
makers.
1. Definition: A proposal report defines the
objectives and requirements of a project. It
serves as an initial project planning framework
and helps stakeholders agree on the project’s
direction.
2. Audience: Proposal reports target both
internal and external project stakeholders. They
aim to grab attention, sell value, and get
decision-makers excited about the project.
3. Types of Proposals:
●Solicited Project Proposal: Responds to a formal
request for proposal (RFP) following RFP guidelines.
● Unsolicited Project Proposal: Sent without a specific
request, often in open bids for construction projects.
● Informal Project Proposal: Created when a client
asks for an informal proposal without an RFP.
● Renewal Project Proposal: Reaches out to past
customers, highlighting past results and future benefits.
● Continuation Project Proposal: Communicates
project progress to investors and stakeholders.
● Supplemental Project Proposal: Requests additional
resources during project execution.
4. Difference from Other Documents:

● Project Charter: A project proposal

convinces the sponsor to invest time, money, and
effort in the project, while a project charter
formally authorizes the project.

● Business Case: A business case justifies the

project from a financial perspective.

● Project Plan: A project plan outlines the

detailed steps for project execution.
Proposal reports must be practical, user-oriented,
and serve as the basis for decision-making. They
present ideas and solutions that contribute to
solving real-world problems.
Guidelines related to SPECS preparation:

1. Define the Purpose:

•Clearly articulate the purpose of the project or
product. Understand what you are building and
why it is needed.

2. Describe the Product:

• Provide a detailed description of the product,
including its features, functionality, and intended
use. Consider both technical and non-technical
aspects.
3. Detail the Requirements:
• Specify the functional and non-functional
requirements. These may include performance,
security, usability, and compatibility criteria.

4. Approval Process:
• Once the SPECS document is complete, submit
it for approval. Ensure that all stakeholders
review and agree on the requirements.
Parts of a Formal Proposal Report
When preparing a formal proposal report,
it’s essential to structure it effectively to
convey your ideas clearly. Here are the key
components you should include:
1. Introduction:
►Purpose and Significance: Begin with a
concise overview of the problem or opportunity
you’re addressing. Explain why it matters.

► Background/Context: Provide relevant

information to help readers understand the
situation. What led to this proposal?
2. Objectives/Goals:
► Clearly state the specific objectives or goals
your proposal aims to achieve. What outcomes
are you targeting?
3. Methodology/Approach:
► Describe the approach or methodology you’ll
use to address the problem. How will you
execute the proposal?
► Consider including a detailed timeline or
schedule outlining key milestones
4. Budget/Resources:
► Specify the financial and other resources
required for implementing your proposal. Be
thorough and realistic.
5. Evaluation/Success Metrics:
► Explain how you’ll measure the success or
effectiveness of your proposal. What criteria will
you use?
6. Conclusion:
► Summarize the main points and restate the
benefits of your proposal.
A well-structured formal proposal report
enhances clarity and ensures that your ideas are
effectively communicated to your audience.
Parts of an Informal Proposal Report
When preparing an informal proposal report, it’s
essential to structure it effectively to convey your ideas
clearly. Here are the key components you should include:
1. Introduction:
● Purpose and Significance: Begin with a concise
overview of the problem or opportunity you’re addressing.
Explain why it matters.
● Background/Context: Provide relevant information to
help readers understand the situation. What led to this
proposal?
2. Objectives/Goals:
● Clearly state the specific objectives or goals your
proposal aims to achieve. What outcomes are you
targeting?
3. Methodology/Approach:
● Describe the approach or methodology you’ll
use to address the problem. How will you execute
the proposal?
● Consider including a detailed timeline or
schedule outlining key milestones.

4. Budget/Resources:
● Specify the financial and other resources
required for implementing your proposal. Be
thorough and realistic.
5. Evaluation/Success Metrics:

● Explain how you’ll measure the success or

effectiveness of your proposal. What criteria will
you use?

6. Conclusion:

● Summarize the main points and restate the

benefits of your proposal.
A well-structured informal proposal report
enhances clarity and ensures that your ideas
are effectively communicated to your
audience.
E-MAILS AND MEMOS
Some popular email services:

Yahoo Mail:

■ Yahoo Mail offers an organized inbox where

you can integrate your Gmail, Outlook, AOL, or
Yahoo Mail accounts. It automatically
categorizes emails, including receipts and
attachments, making it easier to find what you
need. Features include one-tap unsubscribe, free
trial expiration alerts, and package tracking.
Google Mail (Gmail):

■ Gmail provides an intuitive and efficient email

experience. With 15 GB of storage, it offers
features like spam filtering, labels, and mobile
access. Sign in to your Gmail account to manage
your emails.
Remember to choose the email service that best suits your
needs! 📧
1.GUIDELINES FOR USING EMAIL
EFFECTIVELY

1. Clear Your Inbox:

■ Regularly clear out your inbox to reduce
clutter and stress. Move emails into folders
instead of leaving them in the inbox. A cluttered
inbox risks overlooking important items.
GUIDELINES FOR USING EMAIL
EFFECTIVELY

2. Organize Emails:
■ Create folders to organize your emails. Avoid
letting any folder become too large. Regularly
remove messages you no longer need.
■ Manage how often you check your email. Set
specific times to deal with email, allowing
uninterrupted work on other tasks.
3. Choose Communication Channels Wisely:
■ Use email for non-urgent matters. For urgent
issues, opt for alternative methods like phone
calls or in-person conversations.
■ Walk and talk to colleagues in the same office
or building instead of relying solely on email.
4. Subject Lines Matter:
■ Use informative subject lines when starting a
new email. Recipients should know which
messages to read first.

5. Avoid Urgency Flags:

■ Reserve urgent flags for genuinely critical
matters. Overusing them creates an
unpredictable workday.
6. Privacy Considerations:

■ Be mindful of privacy when composing

emails. ■ Choose appropriate communication
methods based on sensitivity.
■ Remember, effective email management
enhances productivity and reduces stress. Use
these guidelines to develop good practices!
A memo, short for memorandum, serves as a
concise means of internal communication within
an organization. It conveys essential information
or updates to colleagues, tenants, volunteers, or
other members of the organization.
1. Definition: A memo is a written message that
informs a group of people about a specific
problem, solution, or event. It should be brief,
straightforward, and easy to read. Memos
provide recipients with an action plan, outlining
specific next steps.
2. Purpose:
●Memos are designed for official internal
communications within a business or organization.
● They can be sent to an entire organization or targeted at a
single department, team, or smaller group.
● Common purposes for memos include:
•Broadcasting internal changes.
• Disseminating news.
• Sharing details about upcoming events.
• Updating public safety guidelines.
• Raising awareness about specific issues.
• Addressing problems.
• Making requests.
• Sharing project updates
3. Format:
● Memos should be professional and polite, regardless of the
topic.
● Avoid using emojis in business memos.
● Format your memo as follows:
• Heading: Includes sender, recipient, and date.
• Subject: Clearly states the purpose of the memo.
• Opening Statement: Introduces the topic.
• Context: Provides relevant background information.
• Call to Action and Task Statement: Specifies what
recipients need to do.
• Discussion: Elaborates on the topic.
• Closing: Summarizes key points.
Optionally, you can include attachments to support your
message.
Remember, memos are a valuable tool for
efficient internal communication, ensuring that
important information reaches the right audience
promptly. 📝
TYPES OF PROPOSALS
There are various types of proposals, each serving different purposes.
Let’s explore some common ones:
1.Formally Solicited Proposal:
These proposals are requested by a specific organization or individual.
They follow a structured format and respond to a specific call for
proposals.
Examples include RFPs (Request for Proposals) from government
agencies or businesses.
2. Informally Solicited Proposal:
While not explicitly requested, these proposals are submitted in response
to an identified need or opportunity.
They are less formal than formally solicited ones and may not adhere to
strict guidelines.
3. Unsolicited Proposal:
These proposals are initiated by the proposer without any prior request.
They aim to present a new idea, solution, or project to potential
stakeholders.
4. Internal Proposal:
Intended for internal use within an organization.
Often used to propose process improvements, new initiatives, or
changes within the company.
5. External Proposal:
Targeted at external entities such as clients, investors, or partners.
Commonly used for business development, sales, or collaboration
opportunities.
6. Formal Proposal:
Follows a structured layout with specific sections (e.g.,
executive summary, methodology, budget).
Typically used for significant projects or funding requests.
7. Informal Proposal:
Less rigid in structure and may be presented as a letter or
brief document.
Suitable for smaller-scale proposals or internal
communication.
8. Renewal Proposal:
Seeks to extend an existing contract, agreement, or project.
Demonstrates the value of continuing the current arrangement.
9. Revised Proposal:
An updated version of a previously submitted proposal.
Incorporates feedback or changes based on initial reviews.
10. Extension Proposal:
Proposes an extension of time, resources, or funding for an
ongoing project.
Often used when additional work is needed beyond the original
scope.
Remember that the specific sections and layout of a
proposal may vary based on the context and recipient’s
requirements.
Whether you’re writing a business proposal, research
proposal, or grant proposal, tailoring your approach is
essential to effectively convey your ideas and gain support.
1.What are the types of proposals?
Define each. 30 pts.
Thank You!