13 Proposals, Business Plans, and Formal Business Reports Business Communication: Process and Product, 8e Mary Ellen Guffey and Dana Loewy Instructor PowerPoint Library, 8e Ch. 13, Slide 1
Learning Objective 1 Understand the importance and purpose of proposals, and name the components of informal proposals. Ch. 13, Slide 2
Developing Informal Proposals Importance: Proposals can mean life or death for an organization. Definition: Kinds: A proposal is a written offer to solve problems, provide services, or sell equipment. Internal proposals are often justification and recommendation reports. External proposals usually respond to Requests for Proposals (RFPs). Ch. 13, Slide 3
Components of Informal and Formal Proposals Informal Proposals Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Ch. 13, Slide 4
Components of Informal and Formal Proposals Formal Proposals Copy of RFP (optional) Letter of transmittal Abstract or summary Title page Table of contents List of figures Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Appendix Ch. 13, Slide 5
Developing Informal Proposals Introduction Explain why the proposal is being written. Highlight the writer s qualifications. Strive for persuasive hook such as Extraordinary results Low costs, speedy results Your remarkable resources Serious problem (a worry item) Key issue or benefit Ch. 13, Slide 6
Developing Informal Proposals Background, Problem, and Purpose Identify the problem and your goals. For unsolicited proposals, describe an existing problem. For solicited proposals, use the language of the RFP and show that you understand the problem. Ch. 13, Slide 7
Developing Informal Proposals Proposal, Plan, and Schedule Present your plan for solving the problem. Describe implementation and evaluation. Outline a schedule of activities with a timetable. Ch. 13, Slide 8
Developing Informal Proposals Staffing Explain the specific credentials and expertise of the key personnel for the project. Show how your support staff and resources are superior. Give clients exactly what they requested regarding staff, number of participants, and details. Ch. 13, Slide 9
Developing Informal Proposals Budget, Authorization Itemize costs carefully because proposals are contracts. Present a deadline for the bid figures. Ask for approval, and make it easy to reply. Ch. 13, Slide 10
Learning Objective 2 Discuss the components of formal and grant proposals. Ch. 13, Slide 11
Preparing Formal Proposals Formal proposals respond to big projects. They may range from 5 to 200 pages. Components in addition to the six basic parts: Copy of RFP Letter of transmittal Abstract or executive summary Title page Table of contents List of illustrations Appendix Ch. 13, Slide 12
Grant Proposals Definition: A grant proposal is a formal proposal submitted to a government or civilian organization that explains a project, outlines its budget, and requests money in the form of a grant. Ch. 13, Slide 13
Emir Simsek/Fotolia, Sam/Fotolia Grant Proposals Grants of funds are made from foundations, private companies, and governments to Charities Educational facilities Other nonprofit organizations Ch. 13, Slide 14
Grant Proposals Grants support many causes such as School bands Health initiatives Well-baby clinics Ch. 13, Slide 15
Grant Proposals Successful grant proposals include a(n) Abstract or needs statement the grant plans to address Body explaining problem plus short- and long-term goals Action plan that establishes time frame Means for measuring progress toward goal Ch. 13, Slide 16
Learning Objective 3 Identify the components of typical business plans. Ch. 13, Slide 17
Creating Effective Business Plans Definition: A business plan is a description of a proposed company and how it expects to achieve its marketing, financial, and operational goals. Ch. 13, Slide 18
Components of Typical Business Plan Letter of transmittal Mission statement Executive summary Table of contents and company description Product or service description Market analysis Operations and management Financial analysis Appendixes Ch. 13, Slide 19
Learning Objective 4 Describe the components of the front matter in formal business reports, and show how they further the purpose of the report. Ch. 13, Slide 20
Writing Formal Business Reports Definition: A formal report is a document in which a writer analyzes findings, draws conclusions, and makes recommendations intended to solve a problem. Formal reports are similar to formal proposals in: 1. Length 2. Organization 3. Serious tone However, unlike proposals, formal reports do not make an offer or respond to an RFP. Ch. 13, Slide 21
Components of Informal and Formal Proposals Informal Proposals Introduction Body Conclusions Recommendations (if requested) Budget Authorization Ch. 13, Slide 22
Components of Informal and Formal Proposals Formal Proposals Cover Title page Letter of transmittal Table of contents List of figures Executive summary Introduction Body Conclusions Recommendations (if requested) Appendix(es) References Ch. 13, Slide 23
Formal Report Components: Front Matter Cover and title page Choose a professional binder or cover. Balance the following parts on the title page: o Name of report in all caps o Receiver s name, title, and organization o Author s name, title, and organization o Date submitted Ch. 13, Slide 24
Formal Report Components: Front Matter Letter or memo of transmittal Announce the topic and explain who authorized it. Briefly describe the project. Highlight the findings, conclusions, and recommendations (if the receiver is supportive) Close with appreciation for the assignment, follow-up actions, acknowledgment of help from others, or offers of assistance in answering questions. Ch. 13, Slide 25
Formal Report Components: Front Matter Table of contents Show the page number where each report heading begins in the text. List of illustrations Include tables, illustrations, or figures showing the title of each and its page number. May place the list on the same page with the table of contents if both are small. Ch. 13, Slide 26
Formal Report Components: Front Matter Executive Summary To prepare an executive summary: o o o o Look for strategic words and sentences. Prepare an outline with headings for the purpose, findings, conclusions, and recommendations. Fill in your outline. Begin with the purpose: The purpose of this report is to Ch. 13, Slide 27
Formal Report Components: Front Matter Introduction Describe events leading to the problem or needs. Explain the report topic and why it is important. Clarify the scope and boundaries of the report. Identify who commissioned the report. Include a literature review, especially in academic and scientific reports. Explain secondary and primary sources; define key terms. Ch. 13, Slide 28
Learning Objective 5 Understand the body and back matter of formal business reports and how they serve the purpose of the report. Ch. 13, Slide 29
Formal Report Components: Body Present your research findings or a solution to the initial problem. Discuss, analyze, and interpret the findings in logical segments. Use clear, descriptive headings. Ch. 13, Slide 30
Formal Report Components: Conclusions Explain what the findings mean in relation to the report. Draw conclusions based on the findings. (See Chapter 12 for more information on drawing conclusions.) Ch. 13, Slide 31
Formal Report Components: Recommendations In enumerated lists, make recommendations (if requested). Strive for practical, reasonable, feasible, and ethical recommendations. Ch. 13, Slide 32
Formal Report Components: Back Matter Appendix Include incidental or supporting materials not relevant to all readers. Include such items as survey forms, copies of other reports, tables, large graphics, and correspondence. Ch. 13, Slide 33
Formal Report Components: Back Matter Works Cited or References List all references in Works Cited (MLA style) or in References (APA style). Optionally include a bibliography showing all the works cited and perhaps consulted, arranged alphabetically. Ch. 13, Slide 34
Formal Report Components: Final Writing Tips Allow sufficient time. Finish collecting data before beginning to write. Work from a good outline. Provide a proper writing environment. Use your computer features wisely. Write rapidly; revise later unless you prefer more deliberate style. Ch. 13, Slide 35
Formal Report Components: Final Writing Tips Save difficult sections until you have gained confidence. Use verb tenses consistently (the survey showed; the respondents said). Generally avoid I and we. Let the first draft sit. Revise for clarity, coherence, and conciseness. Proofread the final copy three times. Ch. 13, Slide 36
END Ch. 13, Slide 37