Proposals, Formal Business Reports and the Business Plan

Lecturer: Nguyen Huu Khoa, M.As

3x3 Writing process

Prewriting

Analyze: what is your purpose? Anticipate: what would like readers to respond? Adapt:
o

What technique(s) should be used to convey the purpose to readers? Developing audience benefits

3x3 Writing process

Research: collect data Organize: identify benefits of this proposal Compose: start writing your first draft

3x3 Writing process

Revise Proofread Evaluate

Components of Formal and Informal Proposals

Appendix Authorization

Table of contents Title Page Abstract or Executive Summary Letter of transmittal Copy of RFP (optional)

Generally appear in both

formal and informal proposals:

Components for the business proposal

10.

Title Page Letter of Transmittal Executive Summary Table of Contents List of illustrations Introduction Literature Review Company Information Methodology Bibliography

1. Title Page

Please avoid using anything unprofessional

Too many type fonts Oversized print Inappropriate graphics

1. Title page (cont)

It should include:

Name of your proposal Name of those who prepared the proposal Name of institution Name of individual(s) you are reporting and presenting to Date of submission

2. Letter of Transmittal (or Memorandum)

Address the person

who is designated to receive the proposal Who will make the final decision

Briefly presents major features and benefits of the proposal. Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions For most proposal in universities, the letter of transmittal usually follows the title page and is bound as part of the report; Letters of transmittal should establish a professional tone

2. Letter of Transmittal

For most proposal in universities, the letter of transmittal usually follows the title page and is bound as part of the report; Letters of transmittal should establish a professional tone Format

The format of a persuasive memo or a letter Use 12-size Time New Roman font, doubled-space with left-indented paragraphs or singled-space with no indented paragraphs

2. Letter of Transmittal

Introductory Paragraph:

Title and purpose (if not clear from the title) of the report Audience for the report (who is it written for?) Authorization Who authorized the project? When? Is the report written for another class? Refer to your proposal Show how the report has met your objectives or how your objectives have changed.

2. Letter of Transmittal

Body Paragraph(s): Methods: briefly mention them, unless they are very important, in which case you could have a short paragraph on methods Results

Give an overview of your results, point out the main results, Or point out surprising results/findings. Conclusions of the final report Recommendations

2. Letter of Transmittal

Conclusion Paragraph (call to action)

Acknowledge assistance you received.

Notes:

The level of technicality low.

3. Executive Summary (or Abstract)

To present an overview of a longer report to people (esp. to managers) who do not have time to read the entire document To let readers know the rest of the report is worth reading Include an introduction that might begin with As you requested, I am submitting this executive summary of _____ . Identify the author, article name, journal, date of publication (if possible). Summarize most important findings (main points) of the interview. Summarize any recommendations made.

3. Executive Summary

How to write a good executive summary

Summarize key points Look for strategic words and sentences First next finally; therefore as a result; central leading principal major; however - consequently Should include 3 parts in an executive summary Purpose Findings - Conclusion Start with the purpose: The purpose of this business report is to _____ Follow the report sequence Present all information in the order in which it is found in the report Include main points only Control the length One or two pages only

3. Executive Summary

Format

No letter head Use 12-size Time New Roman If you use doubled-space paragraphs in your Letter of Transmittal, do so here as well. If you use singled-space paragraphs in your Letter of Transmittal, do so here as well. Please do not be inconsistent

4. Table of Content

Please make sure the order shown here is actually the order of your proposal Please, again, use 12-sized Time New Roman font Please be specific Example

5. List of illustrations

List of figures and tables. May appear on the same page as the table of contents, space permitting. Example

6. Chapter 1: Introduction

Background/ Rationale

Provide background information putting the problem into context such as economical or geographical background Describe events leading up to the problem or need.

A Problem Statement

What is the problem are you going to solve? What is the purpose of the proposal? (It is more like a Vision)

6. Chapter 1: Introduction (cont)

Significance

Establish the importance of your proposal/topic

The research question(s) Objectives

How many objectives is the proposal trying to deal with?

Scope and Limitation Notice:

Again, please use 12-sized Time New Roman font Double-spaced paragraphs are strongly recommended; 11/2-spaced paragraphs are acceptable for the purpose of paper saving. Starting from this part to the end of the proposal, please do not use single-spaced paragraphs

7. Chapter 2: Literature Review

This chapter presents the concepts/ theory that use as foundation for analyses/ suggestions/ solutions in the study This chapter also presents the related studies Avoid to list all related concepts/ theories should focus on the key ones. Discussion on how and why these concepts/ theories are applied for the study You are allowed to copy and paste theories and concepts here. However, please do not forget to accredit their contribution.

Start your sentences like According to

8. Chapter 3: Company Information

Vision Mission Statement Slogan Value Statement (optional) Name of the company Initial capital, if applicable Target market Location(s) Product/service information

Type of product(s)/service(s) Competitive Advantage(s) Future product(s) / service(s), if applicable

9. Chapter 4: Methodology

Method of collecting data

Give me just a quick overview of how you are going to collect data that serves your proposal/business plan

Primary data Secondary data A research model

Example 1 & 2

10. Bibliography

Please use MLA or APA format Recommendations

Use References function of MS Word Go to website: http://citationmachine.net

Tips of writing proposals and reports

Take them SERIOUSLY Allow sufficient time Finish data collection Build a good outline and work from it Provide a proper writing environment Use the features of your computer Write fast, revise later Save difficult sections Be consistent Generally avoid I and We first-person pronouns Revise carefully and thoroughly Proofread the final copy many times

Tips of writing proposals and reports

Use the features of your computer Write fast, revise later Save difficult sections Be consistent Generally avoid I and We firstperson pronouns Revise carefully and thoroughly Proofread the final copy many times

Important Notice

Your final project covers chapter 12, 13, 14 and 15. Except for the Letter of Transmittal, please avoid using first-person pronouns. Please use third-person instead Use passive-voice verbs (the study was conducted _____) Using complex and long sentences is somehow okay. However, please do not make it too complicated and too hard to understand Elimination of editorilizing Reducing the use of colorful adjectives and adverbs

Important Notice (cont)

Again, please be consistent in font, size, English style and so forth Page number format:

Please insert the page number at the bottom of every page (except for the title page, although it is still counted as page i) It is the best if the page number is located in the middle of the page. Please use i, ii, iii, etc. for part 1, 2, 3, 4 and 5 Starting from part 5 (chapter 1: Introduction), please use 1, 2, 3, 4, etc. for the rest of the proposal

Important Notice (cont)

Literature Review is the only chapter you are allowed to copy some theories and concepts and paste them to your proposal/report. I will NOT tolerate any kinds of cheating and plagiarism. This proposal is worth 25 percent of your total grade. Date of presentation: Monday class: December 10 and December 17, 2012 Friday class: December 14 and December 21, 2012 Date of submission: Monday class: December 24, 2012 Friday class: December 29, 2012 Form of submission: both soft and hard copy. There will be NO late submission accepted.

Your in-class assignment

You are having the in-class team meeting.

The primary purpose of the meeting is to brainstorm and to develop your business idea Please have your agenda submitted at the end of the class In a separate sheet, please tell me whether and how your primary purpose has been reached after the meeting.

Your take-home assignment

Based on your business idea presented in class, please write a Letter of Transmittal to describe or to introduce your proposal. The letter should present some key features and benefits of your proposal.