CANKAYA%20UNIVERSITY%20OFFICE%20OF%20BASIC%20AND%20ELECTIVE%20COURSES%20-ENGLISH%20UNIT-

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CANKAYA UNIVERSITY OFFICE OF BASIC AND ELECTIVE
COURSES-ENGLISH UNIT-
CHAPTER II FOR ENG 405 COURSE WEEK 4-5-6
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CHAPTER II
TYPES of REPORTS

• OUTLINE
• Report Basics
• Organizational Patterns for Reports
• Report Formats
• Formality of Reports

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REPORT TYPES
Report Basics
Basic Categories of Reports on the Basis of Their Functions Basic Categories of Reports on the Basis of Their Functions Basic Categories of Reports on the Basis of Their Functions Basic Categories of Reports on the Basis of Their Functions
Informative reports offer data, facts, feedback, and other types of information, without analysis or recommendation. offer data, facts, feedback, and other types of information, without analysis or recommendation. Business Plans, Practicum Reports, Progress Report, Lab Reports, Manuals, Brochures
Analytical reports Analytical reports offer both information and analysis, and they can also include recommendations. Market Analysis Reports, Troubleshooting Reports, Feasibility Reports, Justification Reports
Proposals Proposals offer structured persuasion for internal or external audiences. Grant Proposals, Investment Proposals, Sales Proposals, General Project Proposals
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REPORT TYPES
Organizational Patterns for Reports

The readers expectations and the content of a
report determine its pattern of development.
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REPORT TYPES
Direct vs. Indirect Pattern

DIRECT
INDIRECT

• When the conclusions recommendations appear at
  the end
• when readers are unfamiliar with the problem
• when readers must be persuaded
• when they may be disappointed in or hostile
  toward the reports findings
• Introduction or description of the problem-
  facts- interpretation - conclusions and
  recommendations

• when the purpose is presented close to the
  beginning
• When the reader is familiar with the topic
• Introduction- facts/findings/conclusions/recommend
  ations summary

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REPORT TYPES
Report Formats

1. Letter Format

• Use letter format for short (usually 8 or fewer
  pages) informal reports addressed outside an
  organization.
• Prepared on a companys letterhead stationery, a
  letter report contains a date, inside addresses,
  salutation, and complimentary close

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REPORT TYPES
Report Formats

2. Memo Format

• For short informal reports that stay within
  organizations memo format is appropriate.
• Memo reports begin with essential background
  information, using standard headings
• Date,
• To,
• From,
• Subject.
• Like letter reports, memo reports differ from
  regular memos in length, use of headings, and
  deliberate organization

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REPORT TYPES
Report Formats

3. Manuscript Format

• For longer, more formal reports use manuscript
  format.
• These reports are usually printed on plain paper
  instead of letterhead stationery or memo forms.
• They begin with a title followed by
  systematically displayed headings and
  subheadings.
• Proposals and formal reports use manuscript
  format.

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REPORT TYPES
Report Formats

4. Printed Forms

• Prepared forms are often used for repetitive
  data, such as monthly sales reports, performance
  appraisals, merchandise inventories, expense
  claims, and personnel and financial reports.
• Standardized headings on these forms save time
  for the writer.
• Preprinted forms also make similar information
  easy to locate and ensure that all necessary
  information is provided.

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REPORT TYPES
Report Formats

5. Digital Format

• Some reports are not primarily meant to be
  printed but will be projected or viewed and
  edited digitally.
• Increasingly, businesses encourage employees to
  upload reports to the company intranet.
• Firms provide software enabling workers to update
  information about their activities, progress on a
  project, and other information about their
  on-the-job performance.

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REPORT TYPES
Formality of Reports


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REPORT TYPES
Formality of Reports

• The type of report you write depends highly on
  the purpose, audience, and scope of the
  information.
• If you are writing a report for your manager, you
  may provide the information about the latest
  antivirus program for your company benefits via
  an informal, analytical, and at the same time,
  internal report.
• if you are trying to sell your new antivirus
  program to companies, you write a formal,
  informative, and external report.

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REPORT TYPES
Informal Reports

• Informal reports tend to be short (usually eight
  or fewer pages), use memo or letter format, and
  are personal in tone.
• Much of the writing done in industry and
  technical fields fall into the informal report
  category.
• Although the objectives and preparatory steps
  that apply to formal and informal reports are
  similar, the components of informal reports are
  less extensive, the structure is more flexible.
• Informal reports are usually brief (less than 10
  pages) and usually take the form of letter or
  memo.
• Sometimes, as in the case of accident, trip, or
  expense reports, these documents are prepared ob
  a standard, preprinted form.

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REPORT TYPES
Informal Reports

• Information reports
• Progress reports
• Justification / Recommendation reports
• Feasibility reports
• Minutes of meetings
• Summaries
• Trip reports
• Brief Analysis reports
• Laboratory reports

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REPORT TYPES
Informal Reports

• Informal reports have 5 basic elements, arranged
  in a fairly standard form.
• Introduction
• Summary
• Background
• Conclusions Recommendations
• Discussion

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REPORT TYPES
Formal reports discuss the results of a process
of thorough investigation and analysis.
Formal Reports

• Formal reports are different from informal
  reports in length, organization, and serious
  tone.
• They represent the product of thorough
  investigation and analysis.
• They present organized information to decision
  makers in business, industry, government, and
  education.
• Although formal reports in business are seen
  infrequently, they serve an important function.
• They provide management with vital data for
  decision making. As a part of companys
  decision-making process, formal reports
  communicate with many people executive and
  management personnel, senior engineers, perhaps
  legal and financial officers, and other whose
  areas will be affected by the decision.

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REPORT TYPES
Formal reports discuss the results of a process
of thorough investigation and analysis.
Formal Reports

• Formal reports are usually lengthy (10 or more
  pages) and often adhere to a precise format and
  well-defined structure.
• They are often designed to build a case carefully
  and to argue its conclusions and recommendations.
  
• The tone of a formal report is objective there
  is no evidence of the you attitude here.

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REPORT TYPES
Formal Reports
The Basic Elements of a Formal
Report  Cover Title Page Letter of
Transmittal Table of Contents List of
Illustrations Glossary List of symbols Executive
Summary or Abstract Introduction Body
Conclusions Recommendations References Appendice
s
formal reports have more elements than informal
reports because they are more detailed and longer
documents. You need to direct the readers as the
writer to have an impact on the readers. In
formal reports, you have more personal or
practical reasons to persuade the readers, such a
selling your product, signing a contract, raising
a fund for your project, or starting a business.
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REPORT TYPES
1. Information Reports

• Reports that collect and organize information are
  informative or investigative
• They may record routine activities such as daily,
  weekly, and monthly reports of sales or profits.
• They may investigate options, performance, or
  equipment.
• Although they provide information, they do not
  analyze that information.

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REPORT TYPES
1. Information Reports

• information reports provide information without
  drawing conclusions or making recommendations.
• Some information reports are highly
  standardized, such as police reports, hospital
  admittance reports, monthly sales reports, or
  government regulatory reports.
• Information reports generally contain three
  parts introduction, body (findings), and
  conclusion. The body may have many subsections.

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REPORT TYPES
1. Information Reports

• Suggestions For Writing Information Reports
• Explain why you are writing in the introduction.
• Describe what methods and sources were used to
  gather information and why they are credible.
• Provide any special background information that
  may be necessary. Preview what is to follow.
• Organize the facts/findings in a logical
  sequence.
• Consider grouping the facts/findings in one of
  these patterns (a) chronological, (b)
  alphabetical, (c) topical, (d) geographical, (e)
  journalism style (who, what, when, where, why and
  how), (f) simple-to-complex, or (g) most to least
  important.
• Summarize your findings, synthesize your
  reactions, and suggest action to be taken, or
  express appreciation in the conclusion.

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REPORT TYPES
2. Trip Reports

• One distinct type of information report is the
  trip report.
• business travelers identify the event they
  attended or the company they visited objectively
  summarizes three to five main points and, if
  requested, itemizes their expenses on a separate
  sheet.
• Trip reports inform management about new
  procedures, equipment, trends, and laws or
  regulations.
• They may supply information affecting products,
  operations, and service.

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REPORT TYPES
2. Trip Reports

• A good trip report includes an introduction,
  information about the specific concerns of the
  readers, and information on topics of general
  interest to the company. You should provide
• As much relevant, specific information as
  possible
• The significance of those specifics for your
  company.

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REPORT TYPES
3. Progress Reports

• Progress reports monitor the headway of unusual
  or nonroutine activities. For example, progress
  reports would keep management informed about a
  committees preparations for a trade show 14
  months from now.
• Such reports usually answer three questions
• Is the project on schedule? (How
  are you doing?)
• Are corrective measures needed? (What have
  you done?)
• What activities are next?
  (What are you going to do next?)

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REPORT TYPES
3. Progress Reports

• Continuing projects often require progress
  reports to describe their status.
• These reports may be external (telling customers
  how their projects are advancing) or internal
  (informing management of the status of
  activities).
• If it is only a few pages long, write the
  progress report in a letter or memo format.

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REPORT TYPES
3. Progress Reports
Elements included in a progress report
are   Introduction Project description Briefly
describe the work being done, stating the purpose
and scope. Work Completed Tell what you have
accomplished to date. Work Planned for Future
Periods Tell what you expect to accomplish in
the future your goals, expected outcomes, and
schedule. Appraisal of Progress Evaluate your
progress. Indicate where you are ahead of
schedule and where you are behind. If there are
good reasons as to why the work is not going
according to plan, state them clearly.
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REPORT TYPES
3. Progress Reports

• Suggestions For Writing Progress Reports
•  
• Specify in the opening the purpose and nature of
  the project.
• Provide background information if the audience
  requires filling in.
• Describe the work completed.
• Explain the work currently in progress, including
  personnel, activities, methods, and locations.
• Anticipate problems and possible remedies.
• Discuss future activities and provide the
  expected completion date.

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REPORT TYPES
4. Justification/Recommendation Reports

•  
• similar to information reports present
  information.
• offer analysis in addition to data.
• attempt to solve problems by evaluating options
  and offering recommendations.
• often solicited
•  

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REPORT TYPES
4. Justification/Recommendation Reports

•  
• reports that justify or recommend something
• buying equipment,
• changing a procedure,
• hiring an employee,
• consolidating departments, or
• investing funds.
• Organizations may use forms with conventional
  headings.
• When you are free to select an organizational
  plan yourself, audience and topic determine your
  choice of direct or indirect structure.
•  

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REPORT TYPES
4. Justification/Recommendation Reports

•  
•  

• Direct Pattern. For nonsensitive topics and
  recommendations that will be agreeable to readers
•  
• In the introduction identify the problem or need
  briefly.
• Announce the recommendation, solution, or action
• Explain the benefits of the recommendation or
  steps to be taken
• Discuss pros, cons, and costs.
• Conclude with a summary

• Indirect Pattern When a reader may oppose a
  recommendation or when circumstances suggest
  caution
•  
• Make a general reference to the problem, not to
  your recommendation
• Describe the problem or need your recommendation
  addresses
• Discuss alternative solutions, beginning with the
  least likely to succeed.
• Present the most promising alternative (your
  recommendation) last.
• Show how the advantages of your recommendation
  outweigh its disadvantages.
• Summarize your recommendation

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REPORT TYPES
5. Feasibility Reports

•  
•  
• When a company must decide whether to proceed
  with a plan of action
• should a company invest thousands of dollars to
  expand its Web site?
• A feasibility report would examine the
  practicality and advisability of following a
  course of action.
• They answer this question Will this plan or
  proposal work?

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REPORT TYPES
5. Feasibility Reports

•  
•  
• typically internal reports written to advise on
  matters such as
• consolidating departments,
• offering a wellness program to employees, or
• hiring an outside firm to handle a companys
  accounting or computing operations.
• may be written by consultants called in to
  investigate a problem.
• The focus is on the decision of whether to stop
  or proceed with the proposal.
• Since your role is not to persuade the reader to
  accept the decision, you will want to present the
  decision immediately.

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REPORT TYPES
5. Feasibility Reports

•  
•  
• Suggestions For Writing Feasibility Reports
•  
• Announce your decision immediately.
• Describe the background and problem necessitating
  the proposal.
• Discuss the benefits of the proposal.
• Describe any problems that may result.
• Calculate the costs associated with the proposal.
• Show the time frame necessary for implementing
  the proposal.

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REPORT TYPES
6. Minutes of Meetings

•  
•  
• A record of the proceedings of a meeting is
  called the minutes.
• generally kept by a secretary or recorder.
• may be kept for groups that convene regularly,
  such as clubs, committees, and boards of
  directors.
• summarize the proceedings of meetings.

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REPORT TYPES
6. Minutes of Meetings

•  
•  
• Formal, traditional minutes are written for large
  groups and legislative bodies.
• Informal minutes are usually shorter and easier
  to read than formal minutes.
• They may be formatted with three categories
• summaries of topics discussed,
• decisions reached,
• action items (showing the action item, the person
  responsible, and the due date).

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REPORT TYPES
6. Minutes of Meetings

•  
•   Suggestions For Writing Minutes of Meeting
•  
• Provide the name of the group, as well as the
  date, time, and place of the meeting.
• Identify the names of attendees and absentees, if
  appropriate.
• State whether the previous minutes were approved
  or revised.
• Record old business, new business, announcements,
  and reports.
• Include the precise wording of motions record
  the vote and action taken.
• Conclude with your name and signature.
•  

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REPORT TYPES
7. Summaries

•  
•  
• condenses the primary ideas, conclusions, and
  recommendations of a longer report or
  publication.
• FOR INSTANCE
• Employees may be asked to write summaries of
  technical reports.
• Students may be asked to write summaries of
  periodical articles or books to sharpen their
  writing skills.
• Executive summaries condense long reports such
  as business plans and proposals.
•  

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REPORT TYPES
7. Summaries

• Suggestions For Writing Summaries
• Present the goal or purpose of the document
  being summarized. Why was it written?
• Highlight the research methods (if appropriate),
  findings, conclusions, and recommendations.
• Omit illustrations, examples, and references.
• Organize for readability by including headings
  and bulleted or enumerated lists.
• Include your reactions or an overall evaluation
  of the document if asked to do so.
•  

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REPORT TYPES
8. Empirical Research Reports

• investigators gather information through
  carefully planned, systematic observations or
  measurements.
• Sample Situations
• When scientists send a satellite to investigate
  the atmosphere of a distant planet,
• when engineers test jet engine parts made of
  various alloys,
• when pollsters ask older citizens what kinds of
  outdoor recreation they participate in,
• they all are conducting empirical research.

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REPORT TYPES
8. Empirical Research Reports

• Empirical research has two distinct purposes
• Most aims to help people make practical
  decisions
• testingjet engine parts to help designers
  determine which alloy to use in a new engine.
• studying older persons recreational activities
  to help decision makers in the state park system
  determine what sorts of services and facilities
  to provide for senior citizens
• Some aims to extend human knowledge
• to learn how fish remember,
• what the molten core of the earth is like, or
• why people fall in love.

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REPORT TYPES
8. Empirical Research Reports

• READERS QUESTIONS 
• Introduction
• Why is your research important to us?
• Objectives of the research
• What were you trying to find out?
• Methods
• Was your research method sound?
• Results
• What results did your research produce?
• Discussion
• How do you interpret those results?
• Conclusions
• What is the significance of those results?
• Recommendations
• What do you think we should do?

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REPORT TYPES
9.Letters and Memorandums (Memos)

• Both are usually short, two pages or fewer,
  though they may be longer in certain
  circumstances.
• Both are usually written from one individual or
  small group to another.
• Both are used for a wide variety of purposes,
  such as
• making requests,
• providing information,
• giving instructions,
• offering suggestions,
• reporting data,

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REPORT TYPES
9.Letters and Memorandums (Memos)

• 3 conventions that letters and memos share
• Use single spacing.
• Separate paragraphs by a blank line.
• Use short paragraphs.
• Memo Format
• The memos distinguishing feature is the heading,
  which looks like a form with slots for the
  writers name, readers name, date, and (perhaps)
  the memos subject.
• Memos dont include return addresses because none
  is needed for correspondence sent within the same
  company or agency.

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REPORT TYPES
10. Instructions (Manuals)

• come in many lengths, shapes, and levels of
  complexity.
• range from the terse directions on a shampoo
  bottle (Lather. Rinse. Repeat.) to the huge
  manuals that are hundreds or thousands of pages
  long for
• servicing airplane engines,
• managing large computer systems,
• performing biomedical procedures.
• Whether you are developing a new procedure,
  training a new coworker, or preparing to leave
  for vacation, you may need to provide written
  directions to someone else.

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REPORT TYPES
10. Instructions (Manuals)

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REPORT TYPES
10. Instructions (Manuals)
To determine which elements to
include Consider your readers aims and needs
as well as their characteristics that will shape
the way they read and respond to your
communication
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REPORT TYPES
PROPOSALS

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REPORT TYPES
PROPOSALS

• you make an offer and try to persuade your
  readers to accept it.
• You say that, in exchange for money or time or
  some other consideration,
• you will give your readers something they want,
• create something they desire, or
• do something they wish to have done.

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REPORT TYPES
PROPOSALS

• Proposals are written for various purposes, such
  as to
• solve problems,
• get a scholarship, provide services,
• sell equipment.
• Proposals can be divided into 2 categories on
  the basis of the request
• Some of them are internal, often taking the form
  of justification and recommendation reports.
• However, most proposals are external and are a
  critical means of selling equipment and services
  that generate income for many companies.

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REPORT TYPES
PROPOSALS

• External proposals may be divided into two
  categories solicited and unsolicited.
• Enterprising companies that are looking for work
  might submit unsolicited proposals, but most
  proposals are solicited.
• When a firm knows exactly what it wants, it
  prepares a request for proposal (RFP) specifying
  its requirements.
• Government agencies as well as private businesses
  use RFPs to solicit competitive bids from
  vendors.

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REPORT TYPES
PROPOSALS

• Example
• lets say that apparel merchandiser Abercrombie
  Fitch wants to upgrade the computers and software
  in its home office in New Albany, Ohio. If the
  company knows exactly what it wants, it would
  prepare a request for proposals (RFP) specifying
  its requirements. It then publicizes this RFP,
  and companies interested in bidding on the job
  submit proposals. Both large and small companies
  are increasingly likely to use RFPs to solicit
  competitive bids on their projects. This enables
  them to compare apples to apples. That is, they
  can compare prices from different companies on
  their projects. They also want the legal
  protection offered by proposals, which are legal
  contracts.

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REPORT TYPES
PROPOSALS

• Typical Proposal Writing Situations
• You may write to employees in your own
  organization or in other organizations.
• You may write to readers who have invited you to
  submit a proposal, or you may submit it on your
  own initiative.
• Your proposal may be in competition against
  others, or it may stand or fall on its own
  merits.
• You may have to obtain approval from people in
  your organization before you submit it to your
  readers, or you may be authorized to submit it
  directly yourself.
• You may have to follow regulations governing the
  content, structure, and format of your proposal,
  or you may be free to write your proposal as you
  think best.
• After you have delivered your proposal, your
  readers may follow any of a wide variety of
  methods for evaluating it.

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REPORT TYPES
PROPOSALS

• Your goal is to lead your readers through the
  following sequence of thought
• 1. The readers learn generally what you want to
  do. (Introduction)
• 2. The readers are persuaded that there is a
  problem, need, or goal that is important to them.
  (Problem)
• 3. The readers are persuaded that the proposed
  action will be effective in solving the problem,
  meeting the need, or achieving the goal that they
  now agree is important. (Objectives, Solution)
• 4. The readers are persuaded that you are capable
  of planning and managing the proposed solution.
  (Method, Resources, Schedule, Qualifications,
  Management)
• 5. The readers are persuaded that the cost of the
  proposed action is reasonable in light of the
  benefits the action will bring. (Costs)

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REPORT TYPES
PROPOSALS
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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• INTRODUCTION
• At the beginning of a proposal, you announce your
  readers what you are writing about, specifically,
  what you are proposing.
• In proposals, introduction part is usually brief.
  
• By custom, writers postpone the full description
  of what they are proposing until after they
  discuss the problem in detail.
• You may introduce your proposal in a single
  sentence, as follows
• Example
• I request permission to spend two weeks writing,
  testing, and implementing a program for
  scheduling conference rooms in the plant.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• INTRODUCTION
• Most proposals begin by explaining briefly the
  reasons for the proposal and by highlighting the
  writers qualifications.
• To make your introduction more persuasive, you
  need to provide a hook to capture the readers
  interest.
• One proposal expert suggests these
  possibilities
• Hint at extraordinary results, with details to be
  revealed shortly.
• Promise low costs or speedy results.
• Mention a remarkable resource (well-known
  authority, new computer program, and well-trained
  staff) available exclusively to you.
• Identify a serious problem (worry item) and
  promise a solution, to be explained later.
• Specify a key issue or benefit that you feel is
  the heart of the proposal.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
PROBLEM identifies the problem and discusses
the goals or purposes of the project.
In a solicited proposal your aim is to persuade
the reader that you understand the problem
completely. Therefore, if you are responding to
an RFP, this means repeating its language. For
example, if the RFP asks for the design of a
company Web site that can handle multiuser access
with differential permissions to view data, you
would use the same language in explaining the
purpose of your proposal.
In an unsolicited proposal your goal is to
convince the reader that a problem exists. As a
result, you must present the problem in detail,
discussing such factors as monetary losses,
failure to comply with government regulations,
and loss of customers.
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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• OBJECTIVES
•  
• usually presented after the problem is described.
  
• Based on a specific point made in the discussion
  of the problem, you should state each objective
  in order showing the relation to the problem.
• Thus, you prove that you have analyzed the
  problem carefully and came up with a thorough
  proposal to solve each of them.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• OBJECTIVES
•  
• When writing the objectives, you describe what
  your purpose is, but dont give detailed
  information about how you will achieve it.
• For instance, this objective
• -to provide a single, up-to-date room
  reservation schedule that can be viewed by the
  entire company. - can be achieved by many kinds
  of computer programs.
• The objective is clearly presented, yet, the
  details of the program are not provided.
• objectives are presented in a list or stated
  briefly because the expanded explanation of them
  is provided in solutions part.  

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• SOLUTION
• When you describe the solution, you describe your
  plan for achieving your objectives.
• For instance, you may
• explain how a program will be created and used,
• describe the components of an educational
  environment package,
• describe the experiments you wish to conduct for
  cancer research.
• You should offer what you can deliver in this
  part. In order to do that, you should be very
  precise. Its better to identify them as
  possibilities, time, and opportunity permitting,
  not as promises. You should present your capacity
  very honestly and clearly.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• SOLUTION
• Two things to consider while describing the
  solutions are
•  
• That your solution will successfully address each
  of the objectives
• to achieve this, you can include detailed
  descriptions of key terms, the strategy and
  techniques you plan to use to solve the problem.
•  
• 2. That you solution offers a particularly
  desirable way of achieving the objectives
• explaining the type of report you choose will
  help you prove that you follow the correct
  method.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• PLAN of ACTION (METHOD)
•  
• To assure the reader that you can achieve what
  you propose, you need to explain the methods you
  are planning to use, especially, if your proposal
  includes special expertise.
• You may
• describe the steps you will follow,
• give the number of people you will interview,
• define the types of questions you will ask,
• state the criteria you will use to evaluate the
  results,
• Finally, you can link the method to the
  successful outcome of your project.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
RESOURCES   If you need special resources for
your project, you should describe the facilities,
equipment, and resources that you will use. By
doing so, you assure the readers that you are
aware of your needs to achieve your objectives,
and ready to use whatever equipment is necessary
to do your job. If you request equipment, tell
the reader what you need to have and why. If no
resources are required, do not add this part to
your proposal.
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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• SCHEDULE
•  
• Reasons for including schedule
• the readers want to know when they will enjoy the
  final result.
• They also want to see how you structure the work
  so they can be sure that your schedule is
  reasonable and realistic. they may need to plan
  some other works based on your project.
• Therefore, they need to know what will be
  accomplished and when.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• SCHEDULE
•  
• Readers may ask such questions
• When will your project have to coordinate with
  others?
• When will it take peoples attention from other
  work?
• When will other work be disrupted and for how
  long?
• Final reason for adding the schedule is that
  readers can determine whether the project
  proceeds according to the plan or not.
• Using a schedule chart is the common way to
  provide the schedule. You may add a prose
  explanation of its important parts if necessary.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• QUALIFICATIONS
• To assure the readers that you have the
  experience and capabilities to require carrying
  out the project, you include the qualifications
  part.
• This is a standard part of the proposals,
  presenting the qualifications of the personnel
  involved in the project. This section
• describes the credentials and expertise of the
  project leaders.
• identifies the size and qualifications of the
  support staff, along with other resources such as
  computer facilities and special programs for
  analyzing statistics
• The resumes of the key people can be provided in
  the appendix.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS

• MANAGEMENT
• If you propose a project involving more than
  about four people, you can describe the
  management structure to be more persuasive.
• If there are few people in the management
  structure, you can identify the people who have
  management responsibilities and define what their
  responsibilities are.
• If several people have management
  responsibilities, it is better to draw an
  organizational chart and describe the management
  techniques.

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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
COSTS A central item in most proposals is the
budget or cost, a list of project costs. You
need to prepare this section carefully because it
represents a contract you cant raise the price
latereven if your costs increase. You canand
shouldprotect yourself with a deadline for
acceptance. In the cost section some writers
itemize hours and costs others present a total
sum only.
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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
COSTS When you propose a project, you ask the
reader to invest resources- mostly money and
time. So you should state how much your project
would cost. You may also explain any unusual
expenses and the methods used to calculate the
scot to demonstrate how meticulously you prepared
the budget plan. In addition, you may
demonstrate that the costs are reasonable by
calculating the savings that will result from the
project to persuade the reader that your proposal
is the most appropriate one.
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REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
AUTHORIZATION REQUEST   Informal proposals
often close with a request for approval or
authorization. The closing should remind the
reader of key benefits and motivate action. It
might also include a deadline date beyond which
the offer is invalid.
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FUNDAMENTALS of TECHNICAL WRITING
Guidelines for Effective Technical Writing