Chapter11: Writing Atrategies for the Report and Proposal

Chapter 11: Writing Strategies for the Report and Proposal

A report and a proposal are very similar in organization. Their differences, however subtle, are worth noting: A report: 1. Written to someone with authority (e.g. manager, boss, director, public official, etc.) or peer (e.g. colleague, associate, classmate, etc.) 2. Usually formal in register 3. Writer uses language related with expressing opinion, listing reasons, making recommendations 4. Written to people who can take action or affect outcome 5. May or may not have headings The general purpose of a report is to identify a specific problem, explain it and recommend action that will lead to a solution. A proposal: 1. Written to someone who needs to make a decision usually which involves spending or investing money (e.g. a client or customer, a committee, someone responsible for finances within company or organization, etc.) 2. Usually formal in register, but could also be semi-formal when addressed to a committee of peers 3. Writer uses language in such a way that he is persuasive, besides listing reasons and making suggestions 4. Written to someone whose decision will directly benefit the writer in some way (e.g. writer is a salesperson) or a group writer belongs to (e.g. a local amateur athletic team that needs support) 5. May or may not have headings
The general purpose of a proposal is the identify a particular need, explain it and recommend how this need can best .To prepare a report we usually have a two choices: direct and indirect strategy. The direct strategy is best when nothing is needed and the indirect strategy is best in use when if an investment of some kind is required. Besides, there are different types of reports when strategy is considered they include; informative (direct), persuasive (indirect) and analytical (direct/indirect).Report should be effective and should include more details and explanation so, that unknown audience may understand the purpose of reports easily. In order the report to be more functional, understandable and more manageable the organization of the arguments in the report is also so much important. Basically we can classify the components of reports and design strategy as; executive summary and sample executive summary. In executive summary typical sources of key points in a report are; headings, topic sentences, enumerations, cause and effect statements and essentials. Introduction, background, goal and objectives, solutions and recommendations and conclusion are the more important parts in the sample executive summary.
The Report and the proposals are important for our daily life, especially when the message is negative End the Report on the positive note .