Planning, Writing & Completing Reports and Proposals

Background

Reports and proposals must be planned, written, and completed.

Report writing is also referred to as the process of planning, writing, and completing reports and proposals.

Report Writing Procedure

The term "process" refers to the methodical execution of something by arranging various steps.

How should reports and proposals be written?

The word how indicates and refers to the step-by-step process of writing in this context. This step-by-step procedure is the same as the three-step procedure for wiring reports and proposals.

The Importance of Reports and Proposals

Proposals and reports are quite important documents for any kind of business organizations. They generate the birth of any organization by feasibility reports and all the operational activities are documented in different types of reports.

For any corporate organization, proposals and reports are critical written documents. The importance of these documents extends from the beginning to the end of any firm.

Despite the fact that proposals and reports are two different types of business documents, they both go through the same process to be finished. They're also known as the report and proposal development steps.

For any firm, producing successful reports and proposals is always necessary.

The Technical Definitions of Report

Reports are written accounts that objectively present information about a business's various elements.

Analytical reports can include both information and analysis, as well as recommendations.

Proposals are a type of report that is sometimes referred to as a plan or blueprint for the reports.

The purpose and substance of business reports vary greatly; in some circumstances, you will be required to adhere to tight rules, while in others, you will be free to organize and structure your report as you see fit.

Although many of your reports will be created for internal audiences, you will also likely write reports for a variety of external audiences.

Types of Proposals

Proposals are also divided into two categories:

1. Solicited/ Requested: A solicited proposal is one that is requested by a consumer or group. They may make a verbal request or issue a written RFP (Request for Proposal)

2. Unsolicited: A proposal sent to an organization or customer without their demands or requests.

Types of Reports 

Types of reports on the basis of its length or Reports Length-based classifications is presented as follows:

1. Brief Report

2. Medium-Sized Report

3. Extensive Report

Planning Reports and Proposals 

Reports and Proposals on Planning should be handle carefully and professionally because all the remaining steps go and directed on the basis of planning.

You must go through the following sub-steps when planning reports and proposals:

a. Analysis/Examine the Situation

You must clarify the problem/opportunity at hand while analyzing the situation. In this case, the study can be both a problem and an opportunity.

Define your Purpose/Goal

Then you must define your goal. In some cases, you will be told the purpose of the reports; in others, you will have to figure it out for yourself. To plan effectively, begin with a clear statement of purpose that explains why you are preparing the problem or opportunity. 

Create a target audience profile

This sub step of planning reports and proposals should research or study the audience's age, need, and interest, as well as their academic and linguistic backgrounds, location, culture, financial condition, and many other connected factors.

Sometimes reports appear to be useful and effective, but they are rendered useless because the writer failed to do a thorough examination of his or her intended audience.

Make a work schedule.

Making a work plan is something you do for yourself. By listing all of the chores that must be completed, you can ensure that nothing is forgotten. The following elements could be included in a formal work plan.

Problem or opportunity statement

Statement of the investigation's purpose and scope

Tasks to be completed are discussed during this meeting.

Any other actions should be described.

Examine project assignments, timelines, and resource requirements

After delivering the reports, make a plan for follow-up.

b. Data Collection/ Gathering of Data/ Collect Information

You may need to use a variety of techniques to gather the information needed to meet the needs of your audience. For example, a market researcher may collect information in a variety of ways, such as through surveys and one-on-one interviews.

Most reports and proposals require careful planning to include an appropriate and sufficient volume of information—and may even necessitate a separate research project just to collect the data and information before beginning analysis of your research.

C. Choose the Appropriate Medium

In some cases, you may be required to submit your reports on a specific medium.

It is available in print and electronic formats.

Whatever the case may be, it is recommended that you deliver many, if not all, of your reports electronically.

Even the best written reports, for example, might benefit from face-to-face discussion. Kenwood personnel in the United States and Japan discuss their reports frequently via teleconferences and meetings in both countries to promote good communication.

D. Organize the Information/ Information Organization

You must select whether you will take a direct or indirect approach to organizing when in the planning stage.

The direct technique is used in the majority of business reports.

When you need to gain support for your main concept or avoid coming out as pompous, use the indirect method.

Note: In this introduction's direct version (approach), the writer quickly presents the report's recommendation, followed by the conclusion that led to that recommendation. However, they are drawn on the same topic in an indirect manner (the conclusion and ultimate recommendation appear later)

Report Plan/Proposal/Business Plan Components:

Introduction

Problem/Gap/Reason elucidation

The goal and scope of the project

Data Collection Sources and Methods (Methodology)

Outline Preliminary/Results & Discussion

Assignment of Tasks and Timetable

Proposal Components

A Proposal for Reporting on "E-Learning Training for Employees"

Introduction

E-learning allows you to share materials in a variety of formats, including videos, slideshows, word documents, HTMLs, and PDFs. As a result, e-learning training has been beneficial to employees in keeping them up to date with every organizational development.

The Problem is Stated

The Problem/Gap is Described

Organizations must continually move to deliver e-learning trainings not only to develop employees' skills but also to provide them with prospects for growth in today's competitive job market.

The Work's Purpose and Scope

The goal of this research is to see if e-learning trainings may help people be more competitive in the workplace for job stability and advancement chances, or if they can only have negative implications. This research will seek to assess the effects of e-learning trainings at other companies that have assisted employees in reaching their full potential and increasing productivity.

Report-heading examples

A five-year statistical analysis of the pattern of violent crime in a large city.

A seed company's study presenting the advantages of its seed corn to farmers.

An impartial testing firm developed a report analyzing various forms of nonprescription cold treatments.

A traveling salesperson's trip report, submitted at the conclusion of the week.

An analysis of how 45 acres of undeveloped property could be turned into an industrial park.

A significant corporation's shareholders will receive an annual report.

A report to the US National Park Service headquarters in Washington, DC, detailing the status of the California condor (an endangered species)

2. Writing Reports & Proposals

This is the step in which we put the things we decided in planning into practice, whether it's collecting data or creating reports and proposals.

Reread your outline and double-check the phrasing of your headers and subheadings before you begin writing. Introduction, body, and conclusion are the three key sections of any report or proposal. All three elements of the report or proposal should be effective and valuable to the audience.

Reports and Proposals Sections

Introduction: The audience is convinced that it is significant for them because of the motivation and justifications given in the introduction.

The following elements must be present in an effective and decent introduction.

1. It must provide context for the audience.

2. It should include background information about the topic.

3. Give an overview of the important points and topics.

4. Maintain the link with the audience by establishing the tone (formal/informal) of language.

The most crucial aspect/aspects of Introduction

However, depending on the nature, length, and interaction with your audience, the introduction should always include the following aspects/ components.

-Authorization

When, how, and by whom the report was authorized, as well as who wrote it, when it was presented, and so on, should all be noted.

- The problem/opportunity/purpose must be stated.

- Your introduction should include the scope, background, definitions (a list of things), and restrictions.

The Report's Body

The data acquired throughout your inquiry should be presented, categorized and analyzed.

Data analysis can be quantitative (using statistical tools like mean, median, mode, and a variety of additional tests like t-test and z-test) or qualitative (using qualitative tools like t-test and z-test) (based on linguistic descriptions)

Note: Most extensive and long reports are mixed approach, incorporating both types of analysis.

The most common themes or bodily parts

-Instructions about how to deal with the problem or confiscate an opportunity

-Facts and proof based on statistics

-Study or research findings,

-Discussion and evaluation of possible courses of action

-Advantages, drawbacks, costs, and benefits of a specific course of action.

-Process steps -Methods and approaches

-Analysis criteria for alternatives and options

- Justifications for conclusions or suggestions.

Report Closure/Finishing

This component of your report serves three key purposes:

1. Highlights the main points of the message and provides a brief explanation of the logic behind any conclusions or recommendations you've made.

2. Summarizes the reader's benefits if the document suggests a change or another course of action.

3. Gather all of the action items and provide specifics on who should do what, when, where, and how.

Report Content Drafting (Writing)

With each business report you write, you put your future credibility on the line, so make sure your content is:

a. Correct: It must be factually correct. Check facts and references as you write the report.

b. Complete: Provide all relevant facts to help your readers understand the issue or problem. Similarly, acquire enough material and evaluate it thoroughly so that your report presents a clear and detailed image.

c. Avoid being prejudiced and biased by omitting crucial information or facts. (See, for example, Yubraj's remark about the MBS orientation in Hotel Suva)

d. Last but not least, your report must be clear, logical, and fully documented.

Introduction to the Proposal

The problem you want to address or the opportunity you wish to explore, as well as your recommended solution, are presented and summarized in the introduction.

The parts that follow simply cover the introduction of your proposal.

1. Background information or a description of the problem or opportunity

2. Solution

3. Scope (what you do and don't do; what you do and don't do)

4. Organizing (the major divisions of information)

The substance of the proposals

An effective body covers the following topics in addition to giving facts and evidence to support our conclusions:

Solution with a specific goal

Work schedule

Qualifications statement

Cost

The Proposal is now closed.

The conclusion is your last chance which can be best used to persuade the reader/audience of your proposal's merits, so make it as clear, persuasive, and audience-oriented as possible.

Make this component of your proposal, both formal and informal, reasonably brief, aggressive, and confident.

Completing the Reports and Proposals

As we all know, preparing/drafting reports and proposals entails more than just writing.

It's sometimes more vital to do a better job preparing and finishing a project.

For many business people, 'completing' entails writing, although this is not the case with business and professional reports.

Jeff Raikes agrees, stating that the process of preparing a report or proposal does not finish with the first draft. This chapter covers all four steps in the process of finishing larger messages (subject matter): rewriting, generating, proofreading, and distributing.

This (finishing) is more appropriate in formal reports, which have a greater level of polish and production quality and frequently incorporate aspects not seen in informal reports.

It is better to observe at each one separately.

Reports and proposals are revised, edited, produced, and distributed.

The process of revision

The process of revision The majority of the context is similar to that of other business messages, but due to the length of the material, it may take a long time and effort.

You must assess your structure, style, and tome to ensure that this is the message you truly want to convey to your audience. Additionally, you must improve readability by adjusting sentence length, bullet form, and other factors.

Note: When editing a message for online publishing, greater clarity and conciseness are required.

Reporting and Proposal Writing

You must produce your report using the (given) format and design once you are pleased with the quality of your writing.

In some circumstances, or for more significant and high-quality reports, you may require the technician's assistance.

The good news is that most computer products are now simple enough for even the most inexperienced businessperson to use effectively.

Components/Report Formats

The components of a report are also determined by the type and length of the report, as well as the expectations of your audience and the organization's preferences.

A formal report may begin on a new page, but this is not always the case because it requires more paper and space.

The following are the three parts of a good formal report:

a. Prefatory parts: They are the front pages materials also called preliminary information  which actually helps to decide whether or how to read the report.

Prefatory Text parts and Supplementary Parts

The parts of a report

Reports can be segmented into various parts.

1. Cover The report title, the writer's name (optional), and the submission date are all on the cover (optional). Nowadays, many businesses sell ready-made report covers made of heavy paper and imprinted with the company's name and logo.

2. Title page or title fly: It contains four items: the title of the report, the name, title, and address of the person, group, or organization that authorized the report, and the date of the report.

The name, title, and address of the person, group, or organization responsible for the report.

The date that the report was turned in.

3. The authoritative body of the organization for the report is mentioned in the authorization and acceptance letters.

4. The letter of transmittal informs your audience about your report. You can summarize the contents of the report in your letter of transmittal if you don't include a synopsis.

Table of Contents (5)

6. Illustrations List

7. Executive overview or synopsis

Introduction, Main Body, and Conclusion

In this process of producing reports and proposals, these three primary elements of your report should be edited and well arranged.

You just follow Jeff Raikes' suggestion that the writing process for a report or proposal does not end with the first draft. This chapter covers all four steps in the process of finishing larger messages: rewriting, generating, proofreading, and distributing.

Supplementary Parts

Supplementary parts are mentioned in the reports for those readers who wants more detail about the reports and data. In this part, we have appendixes, bibliography and index.

a. Appendices: Appendices should be used for materials that are overly long and not directly relevant to all audiences.

b. Bibliography: It assists you in adhering to your ethical requirement to credit your sources, as well as allowing readers to consult those sources for further information.

c. An index is also called indexing in report writing, which refers to a list of people and subjects stated in a report, with the pages on which they appear, in alphabetical order.

Reports and Proposals Proofreading

Proofreading a report's text is just as vital as proofreading other business messages such as emails and letters. All you have to do is double-check the spelling and word order.

It is preferable to get proofreading assistance from someone who has not been involved in the preparation of your reports because he or she may see errors that you have missed.

Reports and Proposals Distribution

You prepare reports to give to your target audience on a physical level. If your target audience is diverse and large, consider the length and complexity of your message before physically distributing it, as this may incur additional costs by courier or post.

Online distribution: In the case of electronic dissemination, your audience will need a word processing file, a PDF file, and so on.

Writing RFP (Request For Proposals)

In your professional job, you may be required to either receive proposals from clients or to prepare a request for proposals to build, administer, and promote commercial groups.

Writing an RFP is more than just a request; it is a request based on more facts and data that supports your request.

An RPF’s content is:

Company Background,          

Project description,

Requirements (here everything you require),

Decision criteria, (let them to know how you are making the decision for example quality is more important than cost)

proposal requirement and

Submission and contact information.

Conclusion

Report and proposals should be prepared and produced in three step process that constituents Planning, Writing and Completing.

References 

Timilsena (2022). Business Communication Platform

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