CHAPTER 9

BUSINESS REPORTS
AND PROPOSALS
 OBJECTIVES
- Distinguish between formal and
informal reports
- Describe the components of a formal
report
- Types of business proposals
 DIFFERENCE BETWEET FORMAL
AND INFORMAL REPORTS
Head Short Report (Informal)
Length  As the name implies, a short
report is very short in length
short report writing is usually
completed in a page or two.
Nature  A short report deals with the
routine matters.
Reader  Written for someone within the
organization. It is used when
the reader’s time is very limited
and the full detail of the subject
is not needed.
Format  Written in memorandum and
letter formats.
Long Report (Formal)
 Never possible to be completed
in a page or two.
 Includes some special pages that
do not appear in short reports.
 Subjects of the long report are
not routine type. It deals with
major complex problems.
 Written for someone within the
organization or outside the
organization.
 Written in a manuscript (narrative
style) format.
Formality  Do not require extended planning
and contain varieties of formats.
Use of  Does not include prefatory parts.
Supplement  Not appended once because it
present only day-to-day event.
Writing  Follow deductive writing styles.
 Highlights facts and specific
recommendations.
 It avoids analysis and inclusion of
supporting information.
Style  Using personal writing styles.
Coherence  With the lessening of the length of  The formal (long) report displays
the report, the need for
coherence aid is lessened.
 Needs a careful planning before it
is written because planning
focuses on your readers.
 Includes these special parts.
 As long report deals with major
complex problems and it is kept on
the file for posterity, inclusion of
the supplement will increase the
reliability and validity of the report.
 After analyzing and interpreting
the draws conclusion and makes
recommendations.
 Using interpersonal styles.
summaries, introductory, forward-
looking.
 FORMAL REPORT SECTIONS

Prefatory part
Body or text of a report
Supplementary parts
 PREFATORY PART
The cover
Gives report a professional appearance
Includes title and subtitle (author’s name and date are optional)

Title fly
Contains only the report title and is optional, follows cover page

Title page
A little page is the front page of report
Contains title and subtitle
“Prepare for” name, title, address of person for whom report is intended
“Prepared by” author’s name, title, company, dept., address, phone, fax
Date of submission
Letter of authorization
A document requesting for preparation of report
Specifies problems scope and time, money special instruction and due
date.

Letter of acceptance
It confirms time, money, restrictions and other detail.

Letter of transmittal
It explain the report directly to the reader
It present an over view to reader
Written in informal tone
Generally close with goodwill messages
Table of content
Number and list of all section and sub section
It include heading and sub heading along with page number
It reveals overall structure of report

List of illustration
Appears on a separate page immediately following the table of contents
Title and page number of every illustration must be included
List all figures and pictures.

Synopsis or Executive summary

It is a condensed version of the report
It include important feature, results and conclusion
 BODY OR TEXT OF A
REPORT
Introduction

i. Explanations of how the report organized

ii. Description of the problem
iii. Purpose of the report
iv. Scope (boundary) and limitation of the report
v. Sources and methods of collection of
information
 Discussion / Body

i. It is the largest part of the report

ii. I contain all the data that reader need
iii. It contain information that support conclusion and
recommendation
 Recommendation

i. Specific actions you suggest as a result of the

information you have presented in the report
 SUPPLMENTARY PART
Bibliography

i. It is list of sources e.g. books, that are

consulted during the preparation of report
ii. A list of references used in researching the
report
 Conclusion

i. It is draw from main body of the report

ii. New ideas not presented
iii. Logical results of the evidence presented in the
report
iv. Must be linked to purpose and methods described
in the introduction
 Appendixes

i. It contain any further material for

understanding
ii. E.g. charts, pictures, tables etc.
 Glossary

i. An alphabetized list of words with definitions or

explanations that are unfamiliar or technical in nature
 Index

i. A alphabetized list of report topics that

includes the page on which the topic appears
ii. Reserved for long, complex reports.
 TYPES OF BUSINESS
PROPOSALS
a) External Proposals

- Go outside an organization to current or

prospective customers, government agencies, or
to private agencies and foundations.
 b) Internal Proposals

-Proposal sent to others within an organization are

internal proposals.
-Can be proposals to solve problems or to meet needs
by improving procedures, changing products, adding
personnel, reorganizing departments, expanding
facilities, reducing budgets, or making other changes.
 c) A Solicited Proposal

- Prepared in response to a request for proposal (RFP).

- The solicitation may be face-to-face, by telephone, or in
writing.
- Solicited proposals are generally submitted externally.
 d) An Unsolicited Proposal

-Prepared at the writer’s initiative rather than in

response to an RFP are called unsolicited proposals.
-these proposals represent an independent analysis of
problems faced by other or needs and the creation of
possible solutions.
 e) Informal Proposals

-Generally take the form of letters (external) or memos

(internal).
-Some foundations, corporations, and government
agencies encourage or require proposal writers to
submit pre-proposals or letter of inquiry.