A slide on organizing business proposals

1. ORGANIZING BUSINESS
PROPOSALS
Prepared By: Subedi, Suman
SID: H14025
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2. Contents
1. Deciding on format and length
2. Choosing the direct or indirect approach
3. Structuring informational reports
4. Structuring analytical reports
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3. 1. Deciding on Format and Length
Options for selecting format
Preprinted form
 Used for fill-in-the blank reports
 Deal with routine information and mainly
numerical.
Letter
 Used for reports of five or fewer pages
 Includes normal parts of the letter
 May also have headings, footnotes, tables and
figures.
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4. Memo
 Used for short informal reports
 Has internal headings and visual aids.
Manuscript
 Used for reports that require a formal approach
 No page limit
 Requires more elements before and after the
texts.
Note:
 Length depends upon your subject
 Your purpose and your relationship with
audience.
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5. 2. Choosing the direct or indirect
approach
Direct Approach
i. When audience is considered receptive
or open minded
ii. It saves time and makes rest of reports
easier to follow
iii. Provides complete findings and
supporting details
iv. Produces a more forceful reports
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6. Indirect Approach
i. If junior member of a status-conscious
organization
ii. If audience is skeptical or hostile
iii. Gives a chance to prove your points
iv. Gradually overcome your audience’s
reservations
v. Access to all the facts
Note: Indirect approach is harder to follow
than a direct one.
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7. 3.Structuring Informational Reports
a. Are the easiest to organize
b. They provides nothing more than facts
c. Reader’s reaction is not usually an issue
d. Can be present in the most direct fashion possible
e. Must be presented logically and accurately
f. Can describe the steps in a process
 Informational reports uses a topical organization
according to one of the topics:
Importance Spatial orientation
Sequence Chronology
Geography Category
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8. 4. Structuring Analytical Reports
Choices of structural approaches depends on
Receptive Audience
• For audience to agree with you
• Structure that focuses attention on conclusions
and recommendations
Skeptical Audience
 For audience to disagree with you or be hostile
 Structure that focuses attention on the rationale
behind your conclusions and recommendations
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9. Common structural approaches for
analytical reports:
Focusing on conclusions
o When the reader is concerned with conclusions
o Use them as the main points when asked to analyze a
problem or an opportunity
o Interested readers on conclusions can grasp them quickly
Focusing on Logical Argument
o Is forceful and efficient way to structure an analytical
report
o Not a best solution for every situation
o May be organized around logical arguments with the
audience is unreceptive.
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10. Focusing on recommendation
o Establish the need for action in the introduction
o Briefly describe problem or opportunity
o Introduce the benefit that can be achieved
o List the steps required to achieve the benefit
o Summarize the recommendations
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