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© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 13, Slide 1 Chapter 13Proposals, Business Plans, and Formal Business Reports Business Communication:Process and Product, 8e Mary Ellen Guffey & Dana Loewy

Developing Informal Proposals Importance: Proposals can mean life or death for an organization.Definition: A proposal is a written offer to solve problems, provide services, or sell equipment. Kinds: Internal proposals are often justification and recommendation reports. External proposals usually respond to Requests for Proposals (RFPs). Ch. 13, Slide 2

Components of Informal and Formal Proposals Informal ProposalsIntroductionBackground, problem, purpose Proposal, plan, scheduleStaffingBudgetAuthorization Ch. 13, Slide 3

Components of Informal and Formal Proposals Formal ProposalsCopy of RFP (optional)Letter of transmittal Abstract or summaryTitle pageTable of contentsList of figuresIntroductionBackground, problem, purposeProposal, plan, scheduleStaffingBudgetAuthorizationAppendix(es ) Ch. 13, Slide 4

Developing Informal Proposals IntroductionExplain why the proposal is being written.Highlight the writer’s qualifications. Strive for a persuasive “hook.” Ch. 13, Slide 5

Developing Informal Proposals Background, Problem, and PurposeIdentify the problem and your goals.For unsolicited proposal, describe an existing problem. For solicited proposal, use the language of the RFP and show that you understand the problem. Ch. 13, Slide 6

Developing Informal Proposals Proposal, Plan, and SchedulePresent your plan for solving the problem.Describe implementation and evaluation. Outline a schedule of activities with a timetable. Ch. 13, Slide 7

Developing Informal Proposals StaffingExplain 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 8

Developing Informal Proposals Budget, AuthorizationItemize 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 9

Formal Proposals Components in addition to the six basic parts:Copy of RFPLetter of transmittal Abstract or executive summaryTitle pageTable of contentsList of illustrationsAppendix(es) Ch. 13, Slide 10

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 11

Grant Proposals Grant of funds are made from foundations, private companies, and governments to CharitiesEducational facilities Other nonprofit organizations Ch. 13, Slide 12

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 goalsAction plan that establishes time frameMeans for measuring progress toward goal Ch. 13, Slide 13

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 14

Components of Typical Business Plan Letter of transmittalMission statementExecutive summary Table of contents and company descriptionProduct or service descriptionMarket analysisOperations and management Financial analysisAppendix(es) Ch. 13, Slide 15

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. Ch. 13, Slide 16

Writing Formal Business Reports Formal reports are similar to formal proposals inLengthOrganization Serious toneHowever, unlike proposals, formal reports do not make an offer or respond to an RFP. Ch. 13, Slide 17

Components of Informal and Formal Reports Ch. 13, Slide 18Informal ProposalsIntroductionBody ConclusionsRecommendations (if requested)BudgetAuthorization

Components of Informal and Formal Reports Ch. 13, Slide 19Formal ProposalsCoverTitle page Letter of transmittalTable of contentsList of figuresExecutive summaryIntroductionBodyConclusions Recommendations (if requested)Appendix(es)References

Formal Report Components: Front Matter Ch. 13, Slide 20Cover and title pageChoose a professional binder or coverBalance the following parts on the title page: Name of report in all capsReceiver’s name, title, and organizationAuthor’s name, title, and organizationDate submitted

Formal Report Components: Front Matter Ch. 13, Slide 21Letter or memo of transmittalAnnounce 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, acknowledgement of help from others, or offers of assistance in answering questions.

Formal Report Components: Front Matter Ch. 13, Slide 22Table of contentsShow the beginning page number where each report heading appears in the text. List of illustrationsInclude tables, illustrations, or figures showing the title of each page and its page number.

Formal Report Components: Front Matter Ch. 13, Slide 23Executive summaryTo prepare an executive summary: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…

Formal Report Components: Front Matter Ch. 13, Slide 24IntroductionDescribe events leading to the problem or need. 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.

Formal Report Components: Body Ch. 13, Slide 25Present your research findings or a solution to the initial problem.Discuss, analyze, and interpret the findings in logical segments.Use clear, descriptive headings.

Formal Report Components: Conclusions Ch. 13, Slide 26Explain what the findings mean in relation to the report.Draw conclusions based on the findings.

Formal Report Components: Recommendations Ch. 13, Slide 27In enumerated lists, make recommendations (if requested). Strive for practical, reasonable, feasible, and ethical recommendations.

Formal Report Components: Back Matter Ch. 13, Slide 28Appendix(es)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.

Formal Report Components: Back Matter Ch. 13, Slide 29Works Cited or ReferencesList 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.