Module 9: Proposals and Formal Reports, June 28, 2012
Objectives: By the end of this module, you should be able to:
distinguish between formal reports and proposals,
identify the elements of informal and formal proposals, and
develop an outline for a formal report and a proposal.
Readings: Chapter 11 page 358-367
Proposals suggest solutions to problems.
The direct approach is most commonly used.
The goal is to persuade readers to follow, agree to, or approve of a request for action,
business, or funding.
Internal proposals can be formal or informal. They respond to question such as;
o How can money be saved? How much?
o When will the savings start?
o Will sales or productivity be boosted?
o Will the company be more competitive?
External proposals can also be formal or informal. They seek to create new business and generate
o Responds to Request for Proposal -RFP
o Must convince the reader that a need or problem exists
Elements of Informal Proposals
o Start and completion dates
o Previous work completed
o Problem details
o Purpose and goal
o Client needs an benefits
Proposal, Method, Schedule:
o Detail solutions:
Product or service
Feasibility Start and completion date
Previous work completed
o Cost breakdown
o Expertise and credentials
o Benefits or advantages to the reader
Request for Authorization
o Expiry date for the proposal
o Request for permission to proceed
o Additional information
Elements of Formal Proposals
o Copy of the RFP
o Cover letter
o Abstract or summary
o Title page
o Table of contents
o List of figures
Additional Notes about the Front Matter for Formal Proposals:
o Cover letter or letter of Transmittal
Address to the decision maker
Refer to the RFP or the client’s needs
Explain the proposal’s purpose, major features, and benefits
o Executive Summary or Abstract:
One page summary of highlights