Week 7 writing and completing reports and proposals

1. LIB300 WEEK 7
WRITING AND
COMPLETING
REPORTS AND
PROPOSALS
DR. RUSSELL RODRIGO

2. DRAFTING
REPORT
CONTENT
Your credibility and career advancement
are on the line with every business
report you write, so make sure your
content is
• accurate
• complete
• balanced
• clear and logical
• documented clearly

3. TITLE PAGE
• The title of the report
• Whom the report is prepared for
• Whom it is prepared by
• Release date

4. LETTER OR MEMO OF
TRANSMITTAL
• Tell when and by whom the report was authorized and the
purpose it was to fulfill.
• Summarize your conclusions and recommendations.
• Indicate minor problems you encountered in your investigation
and show how you surmounted them.Thank people who
helped you.
• Point out additional research that is necessary, if any.
• Thank the reader for the opportunity to do the work and
offer to answer questions.

5. TABLE OF CONTENTS
• List the headings exactly as they appear in the body of the
report.

6. LIST OF
ILLUSTRATIONS
• Tables
• Figures (bar graphs, pie charts, maps,
drawings, photographs, computer
printouts, and so forth.

7. EXECUTIVE
SUMMARY
First paragraph:
Identify the report’s recommendations or main
point (thesis). Provide background of the problem only if
needed to explain the goal of the recommendations.
Body:
Identify major supporting points of your argument.
Include all the information decision makers will need. Make
the summary clear as a stand-alone document.
If you have conducted surveys or interviews, briefly
describe your methods.

8. REPORT INTRODUCTION
- Depends on the nature and length of the report, the circumstances
under which you’re writing it, and your relationship with the
audience.
q Authorization
qProblem/opportunity/purpose
qScope
qBackground
When, how, and by whom the report was authorized; who
wrote it; and when it was submitted
The reason the report was written and what is to to accomplished
as a result of you having written it
What is and what isn’t covered in the report.
The historical conditions or factors that led up to the report.

9. q Sources and Methods
qDefinitions
qLimitations
qReport Organization
A description of the primary and secondary research
that provided information for the report.
A list of terms that might be unfamiliar to your audiences, along
with brief definitions.
Factors beyond your control that affect report quality,
such as gadgets, schedule constraints, or limited access to
Information or people.
This ‘road map’ helps readers understand what’s
Coming in the report and why this information
is included.

10. REPORT BODY
• Should contain only enough information to convey your message in a convincing
fashion; use an appendix for less important details.The following are commonly
covered in a report body:
uExplanations of a problem or an opportunity
uFacts, statistical evidence, and trends
uResults of studies or investigations
uDiscussions and analyses or potential courses of action
uAdvantages, disadvantages, costs, and benefits of a particular course of action
uProcedures or step in a process
uMethods and approaches
uCriteria for evaluating alternatives and options
uConclusions and Recommendations
uSupporting reasons for conclusions or recommendations

11. REPORT CLOSE
• Direct Approach – end with a summary of key
points, listed in the order which they appear in the
report of the body
• Indirect Approach – present your conclusions or
recommendations.
• If your report intends to prompt others – use
the close to spell out exactly what should happen
next

12. DRAFTING PROPOSAL CONTENT
• USE AIDA Model
A gain attention
I build interest
D create desire
A motivate action

13. OTHER STRATEGIES TO
STRENGTHENYOUR ARGUMENT
• Demonstrate your knowledge
• Provide concrete information and examples
• Research the competition so you know what other proposals your
audience is likely to read.
• Prove that your proposal is appropriate and feasible for your audience.
• Relate your product, service, or personnel to the reader’s exact needs.
• Package your proposal attractively.

14. PROPOSAL CONTENT
I. Introduction
qBackground or statement of the
problem
qSolution
qScope
qOrganization

15. II. PROPOSAL BODY
qProposed Solution
qWork Plan
qStatement of Qualifications
qCosts
Describe what you have to offer.
Explain the steps you’ll take, their timing, the methods or resources you’ll
Use, and the person(s) responsible.
Describe the organization’s experience, personnel and facilities as they relate
to audience.
Covers pricing, reimbursable expenses, discounts, and so on.

16. PROPOSAL CLOSE
• Summarize the key points, emphasize
the benefits, summarize the merits of
our approach, restate why you and your
firm are a good choice, and ask for a
decision from the reader.
• Keep this section brief and use a
confident, optimistic tone.

17. COMPONENTS
Prefatory Parts
• Title Page
• Letter of Transmittal
• Table of Contents
• List of Illustrations
• Synopsis or
Executive Summary
Text Parts
• Introduction
• Body
- report/proposal
• Close
Supplementary
Parts
• References

18. Distribute the sample Report &
Proposal

19. LETTER OF TRANSMITTAL

20. FINAL REPORT/PROPOSAL TOPICS
Topic 1:
Your challenge is to identify opportunities to increase the number
of students of STIU --- any kind of marketing strategies.The
following suggestions may help.
q Research recent most popular colleges or universities and try to identify why
they have been popular.
q Research the growth of their population. Show some graphs and figures.
q Consider location, school campuses, facilities, programs offered , lecturers, play
essential roles
q Conduct surveys and interviews to find out why they like pursuing their
education in those universities or colleges.
q Summarize your findings in a formal report.
q Propose Marketing strategies to help increase RUI’s student population
considering those things you have found out.

21. TOPIC 2 EMPLOYEE ENGAGEMENT
AND MOTIVATION DURING THE
PANDEMIC
In the HR point of view, employee engagement and motivation have been
challenging during the pandemic. What do you think can be done to keep
employees motivated and engaged especially those who work from home?
Select an industry you want to focus (e.g.Airline, Logistics, Finance,
Education,Tourism, etc.)
q Research companies (at least 2) which have the fastest turn over. Show some graphs
and figures.
q Identify the causes
q Propose some solutions

22. TOPIC 3
In the HR point of view, quick turn over of
employees nowadays has been an issue. What do
you think can be done to retain employees
especially the good ones? Select an industry you
want to focus (e.g.Aviation, Logistics, Finance, etc.)
qResearch companies (at least 2) which have the fastest turn
over. Show some graphs and figures.
qIdentify the causes
qPropose some solutions

23. PROPOSAL ASSIGNMENT
• Proposal Outline – Due in week 8
• Final Draft – Due in week 10 (20%)
• Final Presentation – Due in weeks 11-12 (10%)