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Formal reports and proposals WTW11e


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Formal reports and proposals WTW11e

  1. 1. Preparing Formal Reports and Proposals p. 378 – 410 & p. 444 – 490
  2. 2. Proposal  The proposal is persuasive in purpose  You must convince your audience using evidence and argumentative techniques  Internal proposals are intended to persuade someone within the company and external proposals are intended to persuade someone outside the company  Depending on your scenario, you are being asked to make recommendations that will involve large sums of money
  3. 3. Front Matter:  Essential Elements for this assignment:  Transmittal letter or memo (p. 381)  Title Page (p. 382)  Abstract (p. 383)  Table of Contents (p. 387)  Optional Elements:  List of Figures (if used, p. 387)  List of tables (if used, p. 387)  Forward (unnecessary for this assignment)  Preface (unnecessary for this assignment)  List of abbreviations and symbols (if used, p. 389)
  4. 4. Cover or Transmittal Letter/ Memo (p. 381)  In the introduction paragraph:  Identify report topic  Explain why the report has been prepared  In the body paragraph:  Summarize the report’s contents  Emphasize important features  Mention any special limitations  In the conclusion paragraph:  Acknowledge help received  Express hope for the project and goodwill  Provide contact information
  5. 5. Title Page (p. 382)  Full title of report  Names of the writers/ team members  The date  The name of the organization for which the team works  The name of the organization and/or the person to whom the report is submitted  Check formatting and numbering guidelines
  6. 6. Abstract (p. 383)  Summarizes main points  Very short – approximately 250 words  Descriptive or informative  Write the abstract last  See checklist on p. 387
  7. 7. Table of Contents (p. 387)  All headings  Page numbers  Does not include cover letter, title page, or table of contents itself  Headings should be identical to those in the text
  8. 8. Executive Summary (p. 391)  Identifies the purpose of the study/ proposal  Provides major findings from research  Provides background on issue  Provides conclusions and recommendations  If primary research is conducted, such as surveying employees, the methodology used should be discussed here  Best to write after the report is finished  Approximately one page in length  Follow organization and formatting guidelines  See checklist on p. 393
  9. 9. Body: Headings  Titles and subtitles in the body of the report/ proposal  Levels of headings should be observed and consistent (p. 396)
  10. 10. Body: Introduction (p. 393)  Be sure to state the  Subject  Background on the subject  Purpose  Scope  Plan for development of the subject  Exclude specific details from the report  Use bulleted lists and subheadings for easier reading  Follow formatting guidelines
  11. 11. Body: Issue  Detailed background of issue, including:  History  Definitions  Description of problem
  12. 12. Body: Relevant Information and Available Options  This is where you will place:  Findings from research  Figures and tables  Possible, logical solutions and discussions of these, including what has been successful or unsuccessful elsewhere and why  Overview of costs (financial, labor, energy, time, etc.) associated with each solution
  13. 13. Conclusion: Recommendation and Justification  This is where you suggest the best course of action to solve the problem  Justify this with evidence from your research and with logic
  14. 14. Back Matter  Reference page (APA style)  Appendices  Schedule  Budget  Follow formatting guidelines for APA style using the online Documentation Guide (in web links)  Follow formatting guidelines for appendices on p. 408
  15. 15. Writing Proposals Checklist  P. 489 of Writing That Works