MBA C431

BITS Pilani
Pilani | Dubai | Goa | Hyderabad

Lecture 11
JAYASHREE MAHESH

BITS Pilani
Pilani | Dubai | Goa | Hyderabad

REPORTS & PROPOSALS

Objectives
What are business reports and proposals
Types of reports and proposals
The various components of reports and
proposals
Format and layout of reports and proposals

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Reports
Derived from Latin word- reportare- meaning
to bring back
It is usually a piece of factual writing, based
on evidence, containing organized information
on a particular topic.
Its a logical presentation of facts and
information
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Purposes Of Writing Reports

To present a record of accomplished work (Project
Report)
To record an experiment (Primary Research Report/
Laboratory Report)
To record research findings or technical specifications
(a report on the details of a new product)
To document schedules, timetables, and milestones (a
report on a long term plan)
To document current status (an inspection report)
To record and clarify complex information for future
reference (a report on policies and procedures)
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Contd
To present information to a large number of people
(annual report)
To present organized information on a particular topic
(a report describing the working of various divisions of
an organization)
To recommend actions that can be considered in
solving certain problems (recommendatory report)

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Characteristics Of A Report
Precision
Factual Details
Relevance
Reader Orientation
Objectivity of Recommendations
Simple and Unambiguous Language

Clarity

Brevity

Grammatical Accuracy
Special Format
Illustrations
Homogeneity
Documentation
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Importance Of Reports
A report is the only tangible product of a professional.
Reports enable decision making and problem solving in
organizations.
Reports help the authorities in planning new ventures
and in evaluating men and material.
Reports are an important means of information
dissemination within and outside the organization.
Reports serve as a measure of the growth, progress, or
success of an organization.
Reports serve as a valuable repository of information.
Reports reveal gaps in thinking.
Reports develop certain skills in the writer.
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Types of Reports
Based on Purpose:
INFORMATIVE and RESEARCH / ANALYITCAL
(interpretive or investigative)

Based on Frequency:
PERIODIC (Routine) and SPECIAL

Based on Mode of Presentation:

ORAL and WRITTEN
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Steps In Writing a Report

1.
2.
3.
4.
5.
6.

Determine the scope of the report

Consider the audience
Gather information
Analyze the information
Determine the solution
Organize the report

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Kinds of Audience
Primary People who have to act or make
decisions on the basis of the report
Secondary - People affected by the actions the
primary audiences would take in response to the
report
Immediate People responsible for evaluating
the report and getting it to the right people

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Types and Sources of Information

Type

Source

Secondary

Books, internet, reports,

newspapers,
magazines,
pamphlets, journals

Primary

Questionnaires,
surveys,
observations, experiments,
historical information and
raw data

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Personal Observation
Seeing with a purpose
Chief source of 1st hand inf.
Recognizing & Recording inf.
Forming Mental Impression

Controlled / Uncontrolled

(create an environment) (view things as they are)

Memory, sensory perception
Expensive, slow, cant be used for all
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Telephone Interview
Information is of routine nature
Only brief answer is required
Small no. of people to be contacted
Saves time on traveling
Some feed back possible (not effective)
Inf. May not be representative
Expensive (Long distance)
Misinformation hard to defect
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Personal Interview
Conversation with a purpose
To obtain qualitative data
To supplement the inf. collected through other
methods
To get exact details
To have a feel of the answers so as to draw
better inferences
Large no. of people cant be contacted
Time consuming
Analysis difficult
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Personal Interview Preparation

Get an appointment
Be clear with purpose
Pen, tape etc.
Visualize opening
Dress appropriately
Reach on time
Get prior permission for recording
Be ready with a strategy
Prepare a list of questions (open end)
Last question
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Guidelines For Conducting Interview

Briefly explain the purpose
Be alert while Listening
Be accurate in recording
Dont enter into an
argument
Assume a subordinate
position
Avoid too many
interruptions

Avoid embarrassing
questions

Be tactful

Be flexible

Dont get unnerved

Finish in time

Assure confidentiality

Thank

Keep the lines of

communication open
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Formats Of A Report
Memo Report
Standardized form report
Formal report

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Memo and Letter Reports

Memo Report:
Is prepared to send to somebody within the organization.
Is used to handle routine business matters like passing
information from one department to another, making changes,
alerting employees, solving a problem, etc.
Helps the administration in making decisions or solving some
problems.
Includes analysis, conclusions and recommendations in
addition to all the items of the inter-office memorandum.
Differs from a letter report in structure and style (more
informal).
Is shorter than a letter report and adopts a matter-of-fact style.
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Letter Report
Is used for sending reports of a few pages to
outsiders.
Includes all the routine parts of a business letter
and may also include headings, illustrations and
footnotes.
Differs from a business letter in terms of
organization of content and writing style (factual).
Does not contain inside address.

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Memo And Letter Reports

Should contain
Authorization

Summary of Findings
Statement of Problem
Development of the report
Conclusions and Recommendations

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Corporate Reports
Special kinds of reports brought up by public or
listed companies
Either for compliance or for transparency
Statutory report
Directors Report
Auditors Report
Cost Audit Report

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Structure Of A Report Should Be Based On:

Usefulness
Terms of Reference
Existing Practice

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Structure Of A Report
Prefatory Parts:
Cover
Title Page
Certificate
Acknowledgements
Contents
List of Illustrations
Abstract

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Contd
Main Text:
Introduction
Summary
Discussion
Conclusion

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Contd
Supplementary Parts:
Appendix /Appendices
References / Bibliography
Glossary

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Contd
Optional Elements:
Frontispiece
Letter of Transmittal
Copyright notice
Preface
Summary
Index

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Structure Of A Report
Prefatory Parts:
Cover
Title Page
Certificate
Acknowledgements
Contents
List of Illustrations
Abstract

Main Text:
Introduction
Summary
Discussion
Conclusion

Supplementary
Parts:
Appendix /Appendices
References /
Bibliography
Glossary

Optional Elements:
Frontispiece
Letter of Transmittal
Copyright notice
Preface
Summary
Index
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Preface
Factors that led to the report
Organization of the report
Highlights
Significance
Acknowledgements

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Letter Of Transmittal
Objectives / Terms of reference
Scope
Methodology adopted
Highlights of the analysis
Important results
Significance of the study
suggestions
Any other details which may enable the audience
to understand the report better
Acknowledgements
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Abstract And Summary

ABSTRACT

SUMMARY

Essence of the Report

Entire report in a nutshell

2-5% of the Report

5-10% of the report

More relevant in
specialist to specialist
communication

Meant for all readers

Do not include
illustrations

May include certain

illustrations

Information is both
Qualitative and
Information is Qualitative
Quantitative

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Introduction Of An Analytical Report

Background of the report
Purpose and Scope
Authorization
Basic principles or theories involved
Methods of gathering data
General plan in developing the solution (Brief
outline of Methodology)
General Structure of the report
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Organizational Patterns
Chronological
Spatial / Directional
Logical
Comparative
Cause Effect
Problem Solution
Categorical / Topical
Psychological
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Outline ( Sample )
Incidents of Diseases in Rural India
1.
2.
3.

Introduction
Diseases in Rural India- An Overview
Major Diseases
3.1. AIDS
3.2. Cardiovascular
3.3. Tuberculosis

4.Minor Diseases
4.1. Gastritis
4.2. Infective diseases
4.3. Others

5.
6.

Conclusions
Recommendations

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Business Proposals - Definition

Written document to persuade the reader to
accept a suggested plan of action
Persuasive presentation for consideration of
something
A written sales offer to sell ideas or services

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Reports Vs. Proposals

Proposals offer to solve
problems,
provide
services
or
sell
equipment

Reports
present
information to decision
makers in business,
industry, government
and education

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Business Proposals - Types

Internal : within organization, less voluminous
than
external, not all details required, memo /
manuscript
External : written to person / organization outside,
detailed, letter / manuscript form
Solicited : arises out of specific demand,
understanding of customers needs important
Unsolicited: sent without the recipients demand,
should persuade the reader

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Components of a Proposal
Title page
Executive summary
Introduction
Statement of need
Project description
Project management

Budget
Qualifications
Conclusion
Appendix
Special section if any

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Component

Content

Lengt
h

Title Page

Title, Proposal Writer, Receiver, Orgn. date

1 pg.

Ex. Summary

Umbrella Statement of the case & summary

1 pg

Introduction

Overview of the entire proposal

2 pgs

Statement of Need

Problem statement

1 pg

Project Description Details of how the project will be implemented

and evaluated

3 pgs

Project Mgt

Schedules

3 pgs

Budget

Financial description of the project &

explanatory notes

1 pg

Orgn. Info.

History, governing structure, primary activities, 1 pg

audiences & services

Conclusion

Summary of proposals main points

2 paras

Appendix

Additional material

4-5 pgs

Special
Section
3

Any other section specific to the project in

question

2 pgs

Contents of Executive Summary

Problem
Solution
Funding Requirements
Organization and its experience

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Business Proposals - Format

Cover letter / Memo with separate proposal
Proposal built within memo
Business letter plus proposal
Proposal within business letter

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Simple Proposal Formula

Who: who will do the work, manage, whom to call in
case of problem and who is responsible for what
What : what needs to be done / delivered, what can
customer expect & what will it cost
Where : where will the work be done / delivered
How : how work will be done, deployed, managed, risks
mitigated
When : when is the start, key milestones, completion &
payment due
Why: why the chosen approaches & alternatives, why
customer should select the proposal writer
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Business Proposals Winning Elements

Solutions : best amongst many, implementation
Benefits : confidentiality, gain
Credibility: convince, testimonials
Samples : small sample in similar area
Targeted:

intended

audience,

appropriate

language
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