Chapter 13 – Proposals, Business Plans, and Formal Business Reports – Flashcards

•Importance: Proposals can mean life or death for an organization. •Definition: A proposal is a written offer to solve problems, provide services, or sell equipment. •Kinds: Internal proposals are often justification and recommendation reports. External proposals usually respond to Requests for Proposals (RFPs).

I.e. -Introduction -Background, problem, purpose -Proposal, plan, schedule -Staffing -Budget -Authorization request

I.e. -Copy of RFP (optional) -Letter of transmittal (addresses the person who is designated to receive the proposal or who will make the final decision) -Abstract or summary -Title page -Table of contents -List of figures -Introduction -Background, problem, purpose -Proposal, plan, schedule -Staffing -Budget -Authorization -Appendix(es)

In addition to the six basic components of informal proposals, formal proposals often include additional sections, such a letter of transmittal, an executive summary, and an appendix. Formal proposals *do not include a section consisting of the writers' résumés.*

Big projects and many external projects require formal proposals. Use informal proposals for smaller projects and shorter proposals. Most externally supported grants and initiatives require a formal proposal.

should address the person who is designated to receive the proposal or who makes the final decision, describe how you learned about the problem, briefly present major features and benefits, and assure the reader that you are authorized to make the bid.

The appendix. The abstract or executive summary is a brief summary of a proposal's highlights, is written for managers, and should be less technically oriented. A table of contents should include a list of all headings and their beginning page numbers.

-Explain why the proposal is being written. -Highlight the writer's qualifications. -Strive for a persuasive "hook."

Informal proposals begin by briefly explaining the reasons for the proposal and by highlighting the writer's qualifications. However, you can make your proposal more persuasive by providing a "hook" that promises low costs or speedy results. Analyze your audience and evaluate what will engage it immediately in your report. Sometimes it is a good idea to put off writing your introduction until after you have completed other parts. You can then better connect your introduction to the content of your message and to your reader.

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-Identify the problem and your goals. -For unsolicited proposal, describe an existing problem. -For solicited proposal, use the language of the RFP and show that you understand the problem.

-Present your plan for solving the problem. -Describe implementation and evaluation. -Outline a schedule of activities with a timetable.

-Explain the specific credentials and expertise of the key personnel for the project. -Show how your support staff and resources are superior. -Give clients exactly what they requested regarding staff, number of participants, and details

present a list of project costs. Remember that you need to prepare this section carefully because it represents a contract. In other words, if your proposal is accepted, you must stick to the costs you identify in the budget section.

Whenever you write a proposal in response to an RFP, your proposal has been solicited. -Unsolicited proposals, which are less common than solicited ones, are proposals you submit without having received a request for them. - A request for proposal, or RFP, is what a government organization or business creates to identify a problem or project, seek proposals, and establish requirements for proposals.

Is a formal proposal submitted to a government or civilian organization that explains a project, outlines its budget, and requests money in the form of a grant.

-Grant of funds are made from foundations, private companies, and governments to -Charities -Educational facilities -Other nonprofit organizations

-Abstract or needs statements the grant plans to address -Body: explaining problem plus Short/long term goals -Action plan: that establishes time frame -Means for measuring progress

Should demonstrate that a problem exists and that the proposal can solve the problem.

Is a description of a proposed company and how it expects to achieve its marketing, financial, and operational goals

-Letter of transmittal -mission statement -exec summary -table of contents -product or service description -market analysis -operations and management -financial analysis -appendix(es)

Goals should be: -easily understandable -free of complex words and buzz words -concise, memorable, and simple -unique in distinguishing a business or program

should contain contact information for all principals and explain your reason for writing the plan. Describe your idea and identify what's in it for the reader. Include a summary of the market, a note about the competition, and an explanation of why your plan is worthy of investment.

-Market characteristics -outline a realistic start-up budget -present an operating budget that projects costs

readers expect to find any number of necessary extras, such as promotional materials, photos, sales forecasts, personnel plans, and balance sheets

Unlike proposals, formal reports don't make an offer; instead, they represent the end product of a thorough investigation and analysis. They provide an ordered way to present info to decision makers and are divided into segments to make info understandable and accessible.

•Formal reports are similar to formal proposals in Length Organization Serious tone •However, unlike proposals, formal reports do not make an offer or respond to an RFP.

-Introduction -Body -Conclusions -Recommendations (if requested) -Budget -Authorization

-Cover -Title page -Letter of transmittal -Table of contents -List of figures -Executive summary -Introduction -Body -Conclusions -Recommendations (if requested) -Appendix(es) -References

In the executive summary, you should summarize the key points, including the purpose of the report, the problem addressed, and the findings, conclusions, and recommendations. Use headings to organize the executive summary, and use minimal technical language.

-The *sources and methods* section describes secondary resources (periodicals, books, databases) and explains how you collected your primary data, including survey size, sample design, and any statistical programs used. -*The significance section* explains why the topic is important. The scope clarifies the boundaries of the report and what is included or excluded

is the place to identify who commissioned the report. If a letter of transmittal is not included, also use this section to tell why, when, by whom, and for whom the report was written. -the background section describes events leading up to the problem or need.

The BODY. So you want to compose the body with care to effectively convey your research. The body is to show the evidence that justifies your conclusions. Here, you discuss, analyze, interpret, and evaluate your findings or solutions.

Conclusions explain what the findings mean in terms of solving the original problem. You can combine your conclusions and recommendations if doing so will improve your reader's comprehension. To further improve readability and comprehension, you may consider presenting your conclusions in a numbered or bulleted list. This formatting clearly organizes the conclusions for the reader, making them easier for the reader to understand.

The works cited or references section should contain a list of all the sources you used for your report. For each source, you should include the author, title, publication, date of publication, page number, and any other data you think is significant.

-Choose a professional binder or cover -Balance the following parts on the title page: name or report in all caps; receiver's names, title, and org; author's name, title, and org; date submitted.

-Announce the topic and explain who authorized it. -Briefly describe the project. -Highlight the findings, conclusions, and recommendations (if the receiver is supportive). -Close with appreciation for the assignment, follow-up actions, acknowledgement of help from others, or offers of assistance in answering questions.

Show the beginning page number where each report heading appears in the text.

Include tables, illustrations, or figures showing the title of each page and its page number.

-To prepare an executive summary: •Look for strategic words and sentences. •Prepare an outline with headings for the purpose, findings, conclusions, and recommendations. •Fill in your outline. •Begin with the purpose: The purpose of this report is to...

-Include incidental or supporting materials not relevant to all readers. -Include such items as survey forms, copies of other reports, tables, large graphics, and correspondence.

-List all references in Works Cited (MLA style) or in References (APA style). -Optionally include a bibliography showing all the works cited and perhaps consulted, arranged alphabetically.

The white space between the title of the report and the recipient information on the title page needs to be balanced and divided equally. There is not a specific number of spaces you should use between each.

-Include the full name of the web page, the URL, and the date you accessed the information. You want your readers to easily find your references if they want to review your sources; therefore, provide accurate information and do not abbreviate the name of the web page. -Provide the date you accessed the information rather than the day you printed it because online content changes often. Because the information is found online, geographical information about the source is unnecessary. Because web pages are technically not published and bound, there is no publication date.

Alphabetical Order. Don't place them in order of importance or chronology.

Insiders. Use a memo to introduce the report to insiders and a letter to introduce the report to outsiders.

Leaders. Leaders are the spaced or unspaced dots that help guide the eye from the heading to the page #

They both have six main parts in common: Introduction, background, proposal, staffing, budget, and authorization request.

Items that appear before the table of contents are the copy of the RFP, letter of transmittal, abstract and title page. These items typically do not appear in the table of contents.

Many investors consider the most important factor in assessing business potential to be *whether the company can implement its business plan*

The budget section, and the actual proposal section