The audience of the report should be identified early in the writing process. An audience’s background, knowledge, and need for the information need to be characterized for the report to be usable.
Purpose
Remember when compiling a business report that it needs to hold the interest of the reader. To accomplish this goal, one must be attentive to the overall design.
(Tip: It is beneficial to begin the report with an eye-catching picture or question.)
Graphics
Graphics are visual descriptions of information that can be easily understood by the reader. In many work settings the audience is a business professional with limited time. Various graphics can help to convey the pertinent information quickly.
(Charts and graphs are the common graphics used in reports.)
Factual Detail
A good report includes factual details that support the purpose of the report. Keep the reader in mind when selecting these details because too many technical details may be difficult to understand. The details should support the purpose of the report and be necessary for the reader to be persuaded.
Research Methods
While composing a business report or any report requiring factual information it is important to conduct research. By using credible information you will establish credibility, meet your reader’s needs, and persuade your audience.
Documentation
Information borrowed from another source needs to be cited. Variations of citation methods can be used for the report. The most important part is making sure to include citations. Not only will you lose credibility among colleges for plagiarism, you can be sued and fined by the original author.
Formal Report Layout
1. Cover
2. Title page
3. Letter or memo of transmittal
4. Table of contents
5. List of figures
6. Executive summary
7. Introduction
8. Body
9. Conclusions
10. Recommendations
11. Appendix
12. Works cited / bibliography.
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ALL ABOUT PROPOSALS
2 TYPES OF PROPOSALS
-1. SOLICITED
Solicited proposals are a response to demands made by people, firms or companies, in attempt to fulfill a specific requirement. It is common practice that such entities announce/distribute a RFP (Request for Proposal) or CFP (Call for Proposal), stating what it is they are looking for. Subsequently, a solicited proposal is a document written in reaction to such a demand, hoping to fulfil the prerequisites of the RFP or CFP (Guffey, Rhodes and Rogin, 2006).
Informal Proposals
Usually comprising 2-6 pages, informal proposals are shorter than their formal counterpart. An informal proposal is made up of 6 components labelled Introduction, Background, Proposal, Staffing, Budget and Authorization. It typically used as a response to smaller issues, problems or projects (Guffey et al., 2006).
These types of business proposals is n output of oral conversation between the retailer and the customer. It is also known as the Sole-Source Proposal.
Formal Proposals
Formal proposals are similar to informal proposals accept that they differ in size and format. As per Guffey et al. in Business communication: Process and product, formal proposals are generally a response to big projects and contain components in addition to the 6 included in an informal proposal. Those additional components are listed below and are placed before and after the 6 components of the informal proposal to aid in organisation.
-Copy of RFP
When writing a formal proposal, it is recommended you include a copy of the RFP or CFP that you are responding to. Keep in mind that large companies, government corporations, etc. may send out innumerable RFPs. Accordingly, attaching a copy of the RFP identifies the issue to which you are replying.
Letter of Transmittal
Transmittal letters are letters addressed to the person who is receiving the proposal. The letter confirms that the proposal concerns the issues put forth in the RFP and briefly highlights the major features and benefits of your proposal.
Essentially, as per Guffey et al. (2006) the letter of transmittal in a formal proposal should fulfil the following 2 requirements:
1. Announce the topic of the report and tell how it was authorized
2. Emphasise the key points and benefits of your proposal
RFI (Request for Information)- issued to get the information
RFQ (Request for Quotation)- The RFQ is issued by the customer when there is need of a larger quantity of goods. but other services also matters, such as the availability of commodities, time of delivery and quality of services. An effective proposal might lead the seller to obtain a big project
IFB (Invitation for Bid)- Whenever any customer wants to get the needed services such as construction, then IFBs are issued. The primary goal to issue IFB is only to check the prices. While on the other hand, the quality of the services also has much importance, but prices have more impact than the quality.
-2. UNSOLICITED
An unsolicited proposal is exactly the opposite and is written without a request from an outside party. This type of proposal is used more often than not to offer a service, a solution to a problem, or when trying to sell something (Guffey et al., 2006).
Examples of Business Proposal
-Introduction of product line
-Proposing for function and reservation
-Availing commercial space for rent
-Proposing for partnership in business
-For future enhancement and innovation for the company
-Seeking for sponsorship
-Affiliation with other company or tie-up
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