CANKAYA UNIVERSITY
OFFICE OF BASIC AND ELECTIVE COURSES
-ENGLISH UNIT-
CHAPTER II
TYPES of REPORTS
OUTLINE
1.
2.
3.
4.
Report Basics
Organizational Patterns for Reports
Report Formats
Formality of Reports
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Report Basics
Basic Categories of Reports on the Basis of Their Functions
Informative reports
offer data, facts, feedback, and other types of Business Plans,
information, without analysis or recommendation.
Practicum Reports,
Progress Report,
Lab Reports,
Manuals,
Brochures
Analytical reports
offer both information and analysis, and they can also Market Analysis Reports,
include recommendations.
Troubleshooting Reports,
Feasibility Reports,
Justification Reports
Proposals
offer structured persuasion for internal or external Grant Proposals,
audiences.
Investment Proposals,
Sales Proposals,
General Project Proposals
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Organizational Patterns for Reports
The reader’s
expectations and the
content of a report
determine its pattern
of development.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Direct vs. Indirect Pattern
DIRECT
INDIRECT
when the purpose is presented
close to the beginning
When the reader is familiar with
the topic
Introductionfacts/findings/conclusions/recomme
ndations – summary
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 report’s
findings
Introduction or description of the problem- factsinterpretation - conclusions and recommendations
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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 company’s letterhead stationery, a letter report
contains a date, inside addresses, salutation, and complimentary close
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Formality of Reports
REPORTS
informal reports
informative
internal
formal reports
analytical
external
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Informal Reports
Information reports
Progress reports
Justification / Recommendation reports
Feasibility reports
Minutes of meetings
Summaries
Trip reports
Brief Analysis reports
Laboratory reports
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Informal Reports
Informal reports have 5 basic elements, arranged in a fairly standard form.
1.
2.
3.
4.
5.
Introduction
Summary
Background
Conclusions & Recommendations
Discussion
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Formal Reports
Formal reports discuss the
results of a process of
thorough investigation
and analysis.
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
company’s 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
Formal Reports
Formal reports discuss the
results of a process of
thorough investigation
and analysis.
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
Appendices
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
committee’s preparations for a trade show 14 months from now.
Such reports usually answer three questions:
Is the project on schedule?
Are corrective measures needed?
What activities are next?
(How are you doing?)
(What have you done?)
(What are you going to do next?)
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
4. Justification/Recommendation Reports
Direct Pattern. For nonsensitive
topics and recommendations that
will be agreeable to readers
Indirect Pattern : When a reader may
oppose a recommendation or when
circumstances suggest caution
•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
•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
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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?
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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 company’s 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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).
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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,
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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 memo’s distinguishing feature is the heading, which looks like a form with
slots for the writer’s name, reader’s name, date, and (perhaps) the memo’s
subject.
Memos don’t include return addresses because none is needed for
correspondence sent within the same company or agency.
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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)
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
PROPOSALS
informal proposals
solicited
internal
formal proposals
unsolicited
external
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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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PROPOSALS
Example:
let’s 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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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 writer’s qualifications.
To make your introduction more persuasive, you need to provide a “hook” to
capture the reader’s 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
PROBLEM
identifies the problem and discusses the goals or purposes of the project.
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.
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
OBJECTIVES
When writing the objectives, you describe what your purpose is, but don’t 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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. It’s better to identify them as possibilities, time, and opportunity permitting, not as
promises. You should present your capacity very honestly and clearly.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
REPORT TYPES
MAJOR ELEMENTS of PROPOSALS
SOLUTION
Two things to consider while describing the solutions are:
1. 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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 people’s 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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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
can’t raise the price later—even if your costs increase.
You can—and should—protect yourself with a deadline for acceptance.
In the cost section some writers itemize hours and costs; others present a total
sum only.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
FUNDAMENTALS of TECHNICAL WRITING
Guidelines for Effective Technical Writing
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT