Ch.11 - Developing Reports and Proposals

subheadings (outlining)

Divide major topics into subtopics with subheadings List the subtopics in logical order, such as by time, importance, or category In a formal outline, use uppercase letters for the first level of subheadings, numbers for the next level, and lowercase letters for the last level

letter of transmittal

A cover letter or memo that provides a personalized introduction to a report.

request for proposal (RFP)

A document that specifies the requirements of a proposal. - Customers use RFPs when they want to purchase a product or service that is too complex or unique to order through traditional channels.

executive summary

A short synopsis of the important ideas, observations, problems, and conclusions contained in your report. - designed for busy managers and other decision makers who might not have time to read the complete report.

external proposals

A type of proposal designed to sell products or services to customers, and usually written in response to a request.

internal proposals

A type of proposal that recommends how to solve problems within an organization.

analytical reports

A type of report that presents data, analysis, and a conclusion by providing different options, identifying pros and cons for alternatives, and including specific recommendations.

informational reports

A type of report that presents information in a clear, objective format, and is appropriate when you want to provide a written summary of a subject for your reader.

report

A written document designed to communicate information about a particular subject. Reports are written objectively, though some can include analysis or recommendations. - usually written after some action has been taken.

proposal

A written document designed to persuade and inform. A proposal provides information about a product, service, or idea and tries to convince the reader to adopt the recommended solution. - normally developed early in the decisionmaking process when it can influence decisions.

appendices

Include a cover page for each appendix Label the first appendix Appendix A, followed by Appendix B, and so on Include a title that identifies the contents of the appendix

reference list (end matter)

List the articles, books, Web pages, and other works used as sources Include the author, title, publication, and date of publication at a minimum Select an accepted reference format and use it consistently

end matter

One or more sections that follow the conclusion in a report or other long document. - typically includes reference material that supports the main document, such as a list of books and other works you cited in the report. - Supporting information helps explain the key ideas in your report, adds to your credibility, and is intended for some readers, but not all

major headings and sections (outlining)

Select the topics and write corresponding headings Use standard headings such as Introduction and Conclusion List in logical order In a formal outline, use Roman numerals for major headings

main idea (outlining)

Start by brainstorming and listing all the ideas you want to include Select one as the main idea List at the top of the outline

solution proposal

Suggest ideas, services, or complex solutions to a problem Describe the benefits of adopting your proposal Provide evidence of your credibility - A type of proposal that suggests ideas, services, or complex solutions, and begins by describing a problem and then defines how you propose to solve it. Also called a service proposal.

product proposal

Suggest your readers buy a product or service Include what you will deliver, offer supporting details about the goods, discuss how the reader benefits, and estimate the cost - A type of proposal that suggests your readers buy a product or service. Also called a commodity proposal.

paraphrasing

To use your own words to state or explain someone else's ideas. - uses a different grammatical structure than the original text and often presents ideas from a different point of view

online collaboration tools

Web-based software designed to help groups work together to achieve their goals, such as completing a project, designing a new product, or writing a long report or proposal. - example: google docs, office 365

solicited proposal

Write when someone asks you for a proposal, often with an RFP Use a formal format similar to formal reports, including a title page, executive summary, and table of contents

unsolicited proposal

Write when you can offer a product or service your audience might not know about Use an informal format similar to short business reports Include an introduction, background information, proposed product or solution, staff requirements, budget, and schedule - need to be particularly convincing because your readers are not anticipating your offer. Quickly explain what you are proposing and why it is of value to them so they continue reading beyond the first page.

body paragraph

the main part of the document and contains all of the material that supports your central idea. The body typically makes up 85% of the overall content, and includes a detailed discussion of research, supporting evidence, and solutions.