Chapter 12: Proposals and Formal Reports

Question 1

What is a proposal?

Answer 1

A proposal is a business document that suggests a method for solving a problem or seeks approval for a plan.

Question 2

What is an internal proposal?

Answer 2

An internal proposal is a persuasive document that attempts to convince management to spend money or implement plans to improve the organization.

Question 3

What are some common questions addressed in internal proposals?

Answer 3

Internal proposals address questions such as how an idea can save money, when the savings will occur, how much can be saved, how a new procedure can boost productivity or sales, and how a plan can make the company more competitive.

Question 4

What is an external proposal?

Answer 4

An external proposal is a proposal issued to governmental or private industry clients outside an organization as a means of generating income.

Question 5

What is a request for proposals (RFP)?

Answer 5

A request for proposals (RFP) is a detailed document requesting proposals and bids on specific projects.

Question 6

What approach is commonly used in most proposals?

Answer 6

Most proposals use a direct approach.

Question 7

What qualities should good proposals possess?

Answer 7

Good proposals should be persuasive, use words that communicate strength, confidence, and credibility, and avoid unnecessarily tentative, doubtful, or defensive language.

Question 8

What determines the elements included in a proposal?

Answer 8

The audience, purpose, and contents of the proposal determine the elements that should be included.

Question 9

What are the elements of an informal proposal?

Answer 9

Introduction

Background

Proposal, Method, and Schedule

Costs and Budget

Staffing and Qualifications

Benefits

Request for Authorization

Question 10

What should be included in the introduction of an informal proposal?

Answer 10

The introduction should offer an overview of the proposal and its scope, highlight your qualifications to do the job, and for external proposals, mention previous positive associations your company has had with the client.

Question 11

What is the purpose of the background section in an informal proposal?

Answer 11

The background section defines the problem or opportunity you aim to solve or address. It identifies the purpose and goals of the project, conveys your understanding of client needs, and explains how the client will benefit from the implementation of your proposed plan.

Question 12

What should be explained in the proposal, method, and schedule section of an informal proposal?

Answer 12

In this section, you should explain the products or services you are offering, the feasibility of the proposed method, how your company intends to proceed with the project, the special materials and resources you will use, and create a timeline for each phase of the project.

Question 13

Why is the outline of costs and budget important in an informal proposal?

Answer 13

The outline of costs and budget provides a breakdown of costs for the entire project, including each stage if applicable.

It is a key aspect of the proposal and should be carefully prepared.

It is important to be realistic about the figures submitted and mention any costs that cannot be estimated at the time

Question 14

What is the purpose of the staffing and qualifications section in an informal proposal?

Answer 14

The staffing section demonstrates the credibility and competence of you, your team, and your company. It briefly mentions the expertise and credentials of project leaders and highlights any special resources and facilities that equip them to outperform the competition.

Question 15

What is the purpose of the benefits section in an informal proposal?

Answer 15

The benefits section summarizes the reasons for accepting the proposal and highlights the value of your plan. Its purpose is to motivate the client to take action and maximize the benefits of the proposed solution.

Question 16

What are the elements of formal proposals?

Answer 16

The elements of formal proposals include front matter, body of the proposal, and back matter

Question 17

What are the elements of the front matter in a formal proposal?

Answer 17

Front Matter:

Copy of the RFP (if applicable)*
Cover letter/Letter of transmittal*
Abstract or summary*
Title page*
Table of contents*
List of tables/figures/illustrations*

Question 18

What are the elements of the back matter in a formal proposal

Answer 18

The back matter of a formal proposal includes elements such as the appendix and references.

Question 19

Elements of the body of a formal proposal

Answer 19

Body of the Proposal:
Introduction
Background or problem statement
Detailed proposal and method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits and conclusion

Question 20

What is the purpose of a cover letter or letter of transmittal in a formal proposal?

Answer 20

The cover letter or letter of transmittal introduces the proposal, explains its purpose and major features, and addresses the recipient responsible for the final decision. It may refer to the request for proposals (RFP) or describe how the client needs were identified. It should mention the proposal’s expiration date and provide assurances of authorized bidding.

Question 21

What is the purpose of an executive summary or abstract in a formal proposal?

Answer 21

An executive summary is intended for decision-makers and presents the proposal’s highlights in persuasive, non-technical language. An abstract, on the other hand, provides a summary of the highlights in specialized, technical language. The type of summary written depends on the intended audience of the proposal.

Question 22

What should be considered when checking a proposal?

Answer 22

Does the proposal align with the specifications and requirements outlined in the request for proposals (RFP)?

Does the proposal include a clear summary of what is being proposed and the purpose behind it?

Does the proposal demonstrate an understanding of the problem or challenge the client is facing?

In the case of an unsolicited proposal, does it effectively convince the client of the existence of the problem or need?

Are all the details and information in the proposal complete?

Is the plan and its implementation thoroughly explained?

Does it provide specific timelines, staffing requirements, cost breakdowns, and evidence of your capability to complete the job?

Does the proposal address the client’s needs and offer a customized solution that sets you apart from competitors?

Does it showcase the qualifications, equipment, and resources that make your company superior?

Does the proposal highlight potential benefits for the reader?

Does the conclusion of the proposal leave a positive impression of your company and ideas? Does it specify a deadline for bid validity?

Is the tone of the proposal positive and forward-looking?

Is the organization of the proposal reader-friendly?

If authorization is required, is it easy to obtain sign-off?

Does the proposal adhere to industry standards in terms of format and disclosures?

Question 23

What are the different types of information sources available for research?

Answer 23

In-house sources: These include internal files, memos, reports, company databases, or records that are available within your own organization.

Publicly available sources: These include consultants, experts, websites, books, magazines, and other publicly accessible information that can be obtained either online or in print.

Restricted sources: These sources may have limited access, such as websites with paywalls or research conducted by other companies and organizations, which may require permission or authorization to access.

Question 24

What are the two main types of research methods?

Answer 24

Primary research: This involves collecting first-hand data based on your own ideas and observations. It often includes conducting interviews and surveys to generate the specific data needed for your report.

Secondary research: This involves retrieving existing information that has been observed and experienced by others. It typically involves conducting a library or online search to gather information from existing sources.

Question 25

How can you conduct effective online research?

Answer 25

**Use search engines**: Enter specific keywords related to your research topic and use Boolean operators (e.g., AND, OR, NOT) to refine your search and get more accurate results. **Evaluate sources**: Assess the quality, relevance, and credibility of each website you come across. Look for information about the site sponsor, recent updates, author credentials, and supporting evidence. **Utilize online databases**: Reference libraries and businesses often subscribe to comprehensive databases that provide access to a wide range of information. Examples include Ovid, Dialog, LexisNexis, and ABI/INFORM.

Question 26

What are some other research methods and sources?

Answer 26

**Print materials**: This includes physical books, periodical indexes, encyclopedias, directories, almanacs, and catalogs. Many print materials are also available electronically through computerized indexes and online resources. **In-house sources**: Explore internal files, records, and previous reports within your own organization. Networking with in-house experts can also provide valuable insights and information. **Interviews**: Conducting interviews with experts or experienced individuals in person or over the phone can provide valuable information for your research. Proper preparation and organization are key to productive and informative interviews. **Observations**: While subjective, observations can be quantified to provide measurable results and outcomes, making them more objective and credible.

Question 27

TABLE 12.1: Informal vs. Formal Reports: Quick-Reference Chart

Answer 27

Question 28

What are some characteristics of formal reports?

Answer 28

Formal reports are business documents that are generally longer (ten pages or more) and more complex than informal reports. They typically address major projects, such as the development of new products or services, departmental or company-wide reorganization, or analysis of competing products or alternative methods. Formal reports follow a prescribed format or pattern and have a structured approach to presenting information.

Question 29

What factors should be considered when preparing to write a formal report?

Answer 29

When preparing to write a formal report, it is important to consider the following factors: **Purpose**: Clearly define the purpose of the report and what it aims to achieve. **Content and Organization**: Determine the details and information to include, as well as how to present it effectively. Consider the level of detail required and whether visual materials can enhance understanding. **Audience**: Identify the intended readers of the report and their skills, concerns, and knowledge of the subject. Understand their background and tailor the report to their needs. **Status**: Determine if the report is periodic/interim or a one-time special project, as this can impact the content and format. **Length**: Consider the expected length of the report and the level of detail expected by readers. Set deadlines for each phase of report preparation. **Formality**: Understand the formality requirements of the report based on the setting and audience. Consider the post-report usage and the tone appropriate for the intended readership.

Question 30

What are some tips for writing style in formal reports?

Answer 30

**Check organizational style guidelines**: Familiarize yourself with the style guidelines provided by your organization before you start writing. **Use an impersonal tone**: Maintain an objective and professional tone in your writing. Avoid using personal pronouns like "I" and "we" as much as possible. **Use third-person pronouns**: Instead of using the second-person pronoun "you," refer to the company or department to which the report is directed. **Avoid contractions**: Do not use contractions in formal reports. Write out words in their full form. **Vary sentence lengths**: Aim for a mix of sentence lengths to maintain reader engagement. Keep paragraphs concise, usually less than seven lines. **Maintain consistent verb tenses**: Use past tense for completed actions and citing references, and present tense for current actions and recommendations.

Question 31

What is a work plan and what does it include?

Answer 31

A work plan is a document that outlines the approach, responsibilities, resource needs, and schedule for a major project, such as preparing a formal report. It helps in setting priorities, allocating resources, and ensuring progress throughout the project

Question 32

A work plan typically includes the following elements...

Answer 32

**Statements of problem and purpose**: Clearly define the problem or issue that the report aims to address and state its purpose. **Strategy for conducting research**: Outline the research methods and sources you will use to gather information for the report. **Preliminary outline**: Create a preliminary outline of the report, identifying the main sections and their order. **Work schedules**: Develop schedules for writing and submission, setting deadlines for different stages of the report preparation process.

Question 33

What are some tips for time management in report writing?

Answer 33

**Understand your work style**: Identify when you are most productive and when you tend to waste time. Design a system that works best for you based on your strengths and weaknesses. **Set priorities:** Determine the importance and urgency of different tasks and prioritize them accordingly. Focus on the task at hand and try to ignore distractions. **Start early:** Avoid procrastination and begin working on your report as soon as possible. Leaving it until the last minute can lead to rushed and lower-quality work. Allow for unexpected events or challenges by leaving some buffer time. **Break tasks into smaller parts:** Divide the report into manageable components and allocate specific time slots for each part. This helps in organizing your work and ensures steady progress. **Seek additional resources:** If you need more information or resources to complete your report, don't hesitate to ask for them. It's better to address any gaps in knowledge or materials early on. **Communicate delays:** If you find yourself falling behind schedule, notify the relevant parties as soon as possible. This allows for adjustments and avoids last-minute surprises.

Question 34

How can teams collaborate effectively in writing a report?

Answer 34

**Establish style guidelines**: Agree on style preferences, including the degree of formality, use of personal pronouns, and other writing conventions, before beginning the drafting process. This ensures consistency throughout the report. **Ensure consistency in writing styles: **Review and edit the draft to minimize sharp contrasts in writing styles between different sections. The report should flow smoothly and maintain a cohesive tone. **Seek consensus on the final draft:** Make sure all team members are satisfied with the final version of the report before proceeding with the editing process. Address any concerns or differences of opinion to achieve a unified document. **Use collaborative tools:** Utilize programs like Microsoft Word or other collaborative software that allow team members to make signed changes and comments on the document. This promotes efficient communication and coordination within the team.

Question 35

Elements of a Formal Report

Answer 35

Question 36

What elements are included in the front matter of a formal report?

Answer 36

**Title Page**: It contains the full title of the report, the name of the person or organization for whom the report was prepared, the name(s) of the writer(s) or compiler(s), and the date of submission or distribution. **Letter of Transmittal**: This letter or memo officially introduces the report and provides a record of document delivery. It includes the topic of the report, its purpose and authorization, a brief description of the report, expressions of appreciation, and offers of assistance. **Table of Contents (TOC)**: The TOC outlines the structure of the report by listing all the sections or headings in order of appearance, along with their corresponding page numbers. Main sections are listed in a column on the left, and subsections are indented with leaders (spaced dots). **List of Tables/Figures/Illustrations:** If the report contains tables, figures, or illustrations, they can be listed separately either at the bottom of the TOC or on a separate page. Each table or figure is numbered independently and consecutively using Arabic numbers. **Executive Summary:** The executive summary is a concise overview of the most important information in the report. It is roughly 10% the length of the report and highlights the key conclusions and recommendations. The executive summary can be read independently of the report and is often the only part that management reads.

Question 37

What are the key sections in the body of a formal report?

Answer 37

**Introduction**: The introduction provides an overview of the report and prepares readers for what they will find in the rest of the document. It includes the purpose or problem statement, scope of the report, background information, organizational structure, and sources and methods used. **Discussion of Findings:** This section presents the substantial analysis and interpretation of the data and research findings. It provides a detailed discussion of the results and their implications, often organized in a logical or chronological order, or by importance, region, or topic. Functional or descriptive headings can be used to guide readers through the discussion. **Conclusions:** The conclusions section summarizes and synthesizes the main points made in the report. It explains the meaning of the findings and offers insights into the problem or topic. Conclusions should be unbiased and justified by the information presented in the report. They should not introduce new material but tie back to the purpose and methods of the report. **Recommendations:** The recommendations section provides specific suggestions for actions to be taken based on the information presented and the conclusions drawn. Recommendations should be financially feasible and relevant to the problem at hand. They should flow logically from the findings and conclusions and be supported by the information in those sections. Recommendations are often numbered and written as actionable commands.

Question 38

What is the purpose of the back matter in a formal report?

Answer 38

The back matter of a formal report serves several objectives, including identifying sources consulted during research, providing additional detailed information, defining unfamiliar technical terms, and indexing individual topics for easy reference.

Question 39

What is the function of an appendix in a formal report?

Answer 39

An appendix is an optional section located at the end of a formal report. It contains specialized and supplementary information that clarifies and enhances the essential information presented in the report's body. Each appendix focuses on a specific type of information, such as tables, charts, diagrams, raw data, or interviews.

Question 40

How are appendices labeled in a formal report?

Answer 40

Appendices in a formal report are typically labeled alphabetically, starting with Appendix A, followed by Appendix B, and so on. This labeling system helps organize and distinguish multiple appendices within the report.

Question 41

What types of information can be included in an appendix of a formal report?

Answer 41

The appendix of a formal report can contain various types of information, such as tables, charts, diagrams, illustrations, raw data, computer printouts, interviews, questionnaires, statistical analyses, or technical support. Each appendix focuses on a specific type of supplementary material relevant to the report's content.

Question 42

Why is the back matter of a formal report given separate pages and appropriate labels?

Answer 42

The separate pages and appropriate labels for the back matter, including the appendix, help maintain clarity and organization within the report. By starting each part of the back matter on a new page and providing labels, readers can easily locate and refer to specific sections, sources, or supplementary information when needed.