Unit 4 writing proposals and reports

This is the step in which we actually apply the
things decided in planning either in collecting
the data or writing the reports and proposals.
Before you start writing, review your outline
one more time and verify he wording of your
headings and subheadings. There are mainly
3 parts of any reports and proposals such as
introduction, body and close. While writing
reports and proposal all those three parts
should be effective and useful to the readers.
5/13/2019By Chhetra Timilsena

Introduction: As introduction gives the motivation
and reasons to the audience and convince them
that it is important for them.
The effective and good introduction of must have
the following things.
1. It needs to provide the context for the readers,
2. It should introduce the subject
3. Preview the main ideas and subject matter
4. Establish the tone (formal/informal) of
language to maintain the relationship with the
audience.

The introduction however depends on the nature,
length and the relationship with your audience, it
must of the time should have the following
aspects/ elements.
-Authorization: When, how and by whom the
report was authorized, who wrote it, when it was
submitted etc should be mentioned for the
authorization.
- Problem/opportunity/purpose should be
mentioned.
- Scope, background, definitions (list of items) and
limitations play vital role in your introduction.

The body of your report should present,
categorize and analyze the data gathered
during your investigation from the the
sources.
Data analysis can be quantitative (based on
statistical tools like mean, median, mode an
various other tools such as t-test, z-test) or
qualitative (based on linguistic descriptions)
Note: Most of the time, the detailed and long
reports are of mixed method, using both type
of analysis.

-Explanations of a problem or an opportunity.
-Facts, statistical evidence
-Results of studies or investigation,
-Discussion and analyses of potential courses of
action,
-Advantages, disadvantages, cost and benefits of a
particular course of action.
-Steps in process
-Method and approaches
-Criteria for evaluating alternatives and options
- Supporting reasons for conclusions or
recommendations.

This section of your report mainly has 3 functions:
1. Emphasizes the main points of the message
and briefly draws the logic behind any
conclusions or recommendations you’ve made.
2. Summarizes the benefits to the reader if the
document suggests a change or some other
course of action.
3. Bring all the action items together and give
details about who should do what, when,
where, and how.

Your credibility for the future are on the line with every
business report you write, so make sure your content
is:
a. Accurate: It must be factually correct. While writing
the report check fact and references.
b. Complete: All the necessary information should be
provided to make your readers understand the
situation, problem. Similarly gather sufficient
information and analyze it properly so that it gives
the clear and detail picture of you report.
c. Do not be biased and prejudice by omitting relevant
information or facts. (eg, Yubraj’s comment on the
MBA orientation in Hotel Suva)
d. Last but not least your report should be clear and
logical as well as documented properly

a. A statistical study of the pattern of violent crime in a
large city during the past five years.
b. A report prepared by a seed company, demonstrating th
benefits of its seed corn for farmers
c. A report prepared by an independent testing agency,
evaluating various types of nonprescription cold
remedies
d. A trip report submitted at the end of a week by a
traveling salesperson.
e. A report indicating how 45 acres of undeveloped land
could be converted into an industrial park.
f. An annual report to be sent to te shareholders of a large
corporation.
g. A report from a US National Park wildlife officer to
Washington, DC, headquarters showing the status of the
California condor (an endangered species)

The introduction presents and summarizes thee
problem you want to solve or the opportunity you
want to pursue along with your proposed
solution.
The following topics simply cover the introduction
of your proposal’s introduction.
1. Background or statement of the problem or
opportunity
2. Solution
3. Scope (your boundaries; what you do and what
you don’t do)
4. Organization (the major divisions of
information)

 In addition to providing the facts and
evidence to support our conclusions, an
effective body covers as follows:
 Purposed solution
 Work plan
 Statement of qualification
 Cost

 The close is your last chance to convince the
reader of the merits of your proposal, so
make especially sure it’s clear, compelling,
and audience oriented.
 Both in formal and informal type of
proposals, make this section relatively brief,
assertive and confident.

I will send you the
samples of various
reports and proposals to
your mail.
Thank You

Unit 4 writing proposals and reports

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