Lesson 15: Completing Formal Reports and Proposals

Overview

The main point of this lesson is that producing the final polished version of a formal report or proposal requires following an accepted format and sequence of parts. As you read and study this chapter, think about how the parts correspond to the parts for reports you have written for school. When you finish reading, check the guidelines in this chapter against a few formal business reports.

Objectives

After reading and studying Chapter 15 you will be able to:

1. list the seven prefatory parts of a formal report.

2. explain the function of an executive summary

3. describe four important functions of the introduction to a formal report.

4. identify eight topics you might include in the introduction of a formal report.

5. define the goal of most formal proposals.

6. name the four types of information that must be covered in the body of a proposal.

The seven prefatory parts of a formal report are the cover, title fly and title page, letter of authorization and letter of acceptance, letter of transmittal, table of contents, list of illustrations, and synopsis or executive summary.

An executive summary is generally included in long reports (over 30 pages) as a convenience for readers. This mini-report highlights the essentials of the full report and gives readers enough information to make a decision. Those who want more detail can refer to the complete report.

Four important functions of introductions are putting the report in a broader context by tying it to a problem or assignment, telling readers the report’s purpose, previewing the report’s contents and organization, and establishing the tone of the report and the writer’s relationship with the audience.

The topics that could be included in an introduction include authorization, problem/purpose, scope, background, sources and methods, definitions, limitations, and report organization.

The goal of formal proposals is to impress the potential client or supporter with the report writer’s professionalism, accomplished through a structured and deliberate approach.

The body of a proposal must cover four types of specific information: the proposed approach, a work plan, a statement of qualifications, and the costs involved.

Assignment

Read and study Chapter 15 paying particular attention to Sharpening Your Skills on pages 524-542. Complete the self-study quiz to determine if you understand the concepts presented. To reinforce the concepts learned answer the Critical Thinking Questions on page 545, email your responses to your instructor.