Professional Documents
Culture Documents
Unit 3
Writing Skills for
University Studies
Writing Reports
and Proposals
Unit Overview
What is a report? A report is information gathered and organised in response to a
request. This factual information is the result of research, analysis and investigations
which you arrange in an appropriate and orderly format and present objectively in
written form. Interpretations and conclusions should be a part of reports and they
are always supported by facts.
There are different types of reports. The classification is usually made based
on the style, the purpose, and the format of the report. Informal reports
(sometimes referred to as short reports) are obviously shorter
and less formal, while formal reports or long reports are longer
and divided into different parts. The company report you
receive from public listed companies is an example of a formal report while
the weekly report you submit to your supervisor would usually be an
informal report.
Unit Objectives
Objectives
By the end of this section, you should be able to:
1. Identify the differences between informal and formal reports.
2. List the steps involved in planning informal reports.
3. Choose the most appropriate way of organising informal reports.
4. Select the most appropriate writing style for informal reports.
5. List the various formats for presenting informal reports.
6. Write informal reports for a variety of situations.
Introduction
Written reports are usually classified into two broad
categories " the informal or short report, and the formal
or long report. There are some differences between the
two categories of reports. It is generally true that formal
reports are lengthier and informal reports are shorter
though it is not necessarily related to the length of the
documents.
The table below shows the differences between an informal and a formal
report
Informal report
Can be prepared in a day or a few
weeks.
Use an informal and personal
style.
Are usually made up of just a few
parts.
Are usually short (1 5 pages).
Formal report
Take months or years to prepare.
Use a formal and impersonal
style.
Are made up of many parts.
Are lengthier.
Both categories of reports are audience-driven as they are prepared because someone
has asked for them.You do not write a report just because you feel like doing so.
Your report should therefore be focused on your audience and the context.
Activity 3.1
Study the following situations and identify the purpose or goal of
the reports that have to be written.
1. A worker in the factory has been injured in an accident while at
work. The worker had to be hospitalised. As his immediate
superior, you are asked to write a report for the manager as
well as for the insurance company which will pay for the hospital
charges. Decide on the purpose of each report.
Report for the manager:
_________________________________________________
Report for the insurance company:
_________________________________________________
2. The organisation you work for is unable to manufacture enough
vehicles to meet orders which have been accepted. During
the last six months, the organisation has been faced with staffing
problems as well as with a shortage of parts. As the head of the
production department, you have been asked to write a report
for the manager. Decide on the purpose of this report.
_________________________________________________
3. Your company would like to market a new line of sports products
some time during the year but is uncertain about the most
suitable time for the launch. You have been asked to write a
report. What would be the purpose of your report?
_________________________________________________
Some routine weekly reports (e.g., reports on sales figures or reports on staff
performance) should obviously be prepared over a shorter time frame.
The following is an example of a schedule for the writing of a report.
The research you conduct and the sources of information you use will
determine the quality of the report. Carefully collected data can enhance
the credibility of your report.
Remember that the preliminary outline you choose is not necessarily the
format you will be using when you present your report. The preliminary
outline is just to help you organise whatever information you gather in
the course of your research.
Collecting data
Research is a process where you work to discover
interesting and rewarding information regarding the
subject you are writing on.
Research is classified into two categories:
1. Secondary research
2. Primary research
Secondary research
Secondary research is based on information collected by
others and probably published in books or periodicals. It is
the least costly and most accessible source of information.
However, secondary research is only useful if you know
what to look for and where to look.
Primary research
Primary research is firsthand research which results
in new findings and original information. Data based
on actual tests or on personal observations are
more reliable and will enable you to write more
effective reports.
Cleanliness of rooms
Hotel facilities
Food
Service
Activity 3.2
Analyse the situations below and decide on the methods you would
adopt to conduct research for the reports you have to write.
1. Your company, which runs a chain of fast food outlets, plans
to open another three outlets in Penang and Kuala Lumpur. You
have been asked to write a report so that the company can decide
on suitable locations. What methods would you use to conduct
research?
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
Activity 3.2
1. I would firstly conduct secondary research to find out the
location of the most densely populated areas in Penang and
Kuala Lumpur. I would also conduct secondary research to find
out the number of fast food outlets in these areas and how
successful these outlets are. I would then follow up by
interviewing a sample group in each of these areas regarding the
need for another fast food outlet there.
2. I would consult the Labour Department of Malaysia about
government regulations on employee welfare.
Activity 3.3
You work for an airline. Prepare a questionnaire for distribution to
all passengers who board flights on your airline. The questionnaire
is meant to help you prepare a report on how to improve the services
provided by the airline. Decide on the type of questions you would
ask and make sure that they are worded in simple correct English.
Activity 3.3
Please rate the services of this airline so that we can make our
flights even more pleasant for you.
xcellent Good Moderate Poor
Check-in process
Boarding procedure
In-flight entertainment
Punctuality
Analysing data
Information you collect is only useful if you analyse and present it correctly. A
person who interprets data effectively needs to have good analytical skills as well
as be objective.
Bias in the interpretation of results should be avoided at all costs. Bias may arise
due to preconceived ideas which may be either favourable or unfavourable. The only
remedy is to be constantly aware of the possibility of bias that is usually related to
race, gender, age, religion or other forms of prejudice.
Make sure that you compare only data that is logically related. For example, you
cannot compare property prices today to property prices twenty years ago if you do
not take inflation into consideration.
View your own analysis from a critical point of view. No matter how much time
you have spent analysing the data collected, always try to be a critic of your own
analysis as well. It would be wise to discuss your analysis with others to make sure
that your interpretation is sensible and objective
.
Reliable statistics can help to make your report more credible and convincing but
pages of statistics will only confuse the reader. It is the duty of the person writing
the report to analyse the general meaning of the figures and then to present only
necessary statistics to give credibility to your report.
Several interpretations of data collected may be possible. So, it is necessary to select
the interpretation with the most merit and draw conclusions from that interpretation.
Recommendations are only made if they are asked for.
Indirect order
This order is only used when you expect a negative response
from the reader. In this case, you present the supporting data
and reasons first, followed by the main idea.
For instance, it would be wise to use this approach if you are
proposing an idea which you believe your superiors may not
respond positively to.
1. Introduction
This report will determine if the new staff incentive programme is
successful and identify measures to further improve the
programme.
2. Main ideas
2.1 The new staff incentive programme is working well.
2.2 Staff development programmes should be introduced.
3. Findings and supporting details
3.1 The salary scale of all categories of workers is favourable as
compared to those in other organisations.
3.2 Overtime incentives for all categories of workers are well
accepted.
3.3 85% of staff interviewed are interested in educational and
development opportunities.
4. Conclusion/Closing
Activity 3.4
Prepare an outline for an informal report to determine the reasons
for the fall in consumer sales in the organisation over the months of
July to September in 2014. Identify steps to overcome the problem.
Assume you are the sales manager and that the report is for the
general manager.
Organise the information according to categories.
1. Introduction
_________________________________________________
_________________________________________________
_________________________________________________
2. Reasons for the fall in consumer sales
_________________________________________________
_________________________________________________
_________________________________________________
3. Steps to overcome the problem
_________________________________________________
_________________________________________________
_________________________________________________
4. Conclusion
_________________________________________________
_________________________________________________
_________________________________________________
Activity 3.4
1. Introduction
The purpose of this report is to determine the reasons for the
fall in consumer sales in Zen Corporation over the months of
July to September in 2014 and to identify steps to overcome
the problem.
2. Reasons for the fall in consumer sales
a. Prices of twenty of the most popular consumer products
were increased by 5% in July 2014.
b. No new consumer products were introduced in the months
of July to September in 2014.
c. No festive
Writing style
A report written in the appropriate style and one that fits the
readability ability of the
reader is a report which will be well received. Choice of words,
length of sentences
and arrangement of paragraphs all contribute towards an
effective report.
The following are some aspects to consider in the writing of
reports:
1. Use of pronouns
2. Choice of words
3. Sentence structure
4. Placement of topic sentence
Use of pronouns
Informal reports can be written in a more personal style where you can use the
first person pronoun I and the second person pronoun you when you are writing
for readers of the same rank. However, in an impersonal report, it would be
more appropriate to use the third person pronoun like he, she or they when
writing to someone of a higher rank or someone in another organisation.
Examples:
Informal
1. I suggest that we consider better pay for the staff.
2. We should purchase more computers for the company.
Formal
1. They (The staff ) would like their salary scale to be revised.
2. The company (It) would benefit from the purchase of more
computers.
Choice of words
Use words which you are sure the reader will understand. Avoid unfamiliar words
and heavy expressions which may make your writing difficult to read. If using
specialised terms, make sure your reader can understand them; otherwise, explain
the terms.
Use concrete words and avoid abstract terms like a majority and a sizable profit.
Avoid words which show any form of bias towards race, gender, or religion.
Examples:
Sentence structure
Keep sentences short. This does not mean that you write only sentences with four
to five words. There should be variety in the length of sentences. Most importantly,
the sentence length must cater to the reading level of the audience you are writing
for. Ensure that there is no repetition or redundancy, and the sentences follow
grammatical rules.
Examples:
Poor sentence structure
1. Modern, up-to-date technology will be used. (Repetition)
2. After reaching a deadlock in the negotiation an independent arbitrator was
employed. (Grammar)
Correct sentence structure
1. Modern technology will be used.
2. An independent arbitrator was employed because the parties had reached a
deadlock in the negotiation.
The introduction
The body
The conclusion
As in most forms of writing, the conclusion is your final opportunity
to reinforce your idea and to impress or convince the reader. If you
are using direct order, this is the place to re-emphasise your main
idea(s).
If you are using indirect order, then your conclusion is based on the
findings or data presented in the body.You may choose to state your
recommendations here instead of in the body of the report. If you
have several recommendations, you may want
to present them as a list.
Letter reports
If the report is meant for someone outside your organisation, you will usually
use the letter report. As the term implies, a letter report is a report written using
the letter format. Letter reports usually deal with shorter problems that can be
presented in 1 5 pages. However, this does not mean that longer reports
cannot be written using this format.
Letter reports are usually more personal, and pronouns such as I, you, and
we are often used, although there are always exceptions to the rule. As with
other reports, the writing style should be clear and meaningful.
Letter reports may be arranged in both direct order and indirect order. Indirect
order is usually preferred if the report has to be mailed, as it will be an initial
reminder to the reader as to how it originated.
Example:
As authorised by your board of directors on 18 July 2014, this report reviews the
training opportunities for your employees.
If you choose to use direct order, you should begin with a subject line
which includes keywords to identify the problem.
Example:
Irrespective of the order you select to write the letter report, remember that all
components of reports should be included. You will need the introduction to
explain the purpose of the report, and to mention who asked for the report. You
proceed to write the body of the report where you can present your main
idea(s) and your findings. The conclusion may mention some expected followup action from the reader and must always end on a goodwill note. Include
headings (and if necessary, subheadings), for each part of the report.
The following is an example of a short informal report, presented in a fullyblocked letter format:
Memorandum reports
Memorandum or memo reports are widely used within organisations. Most
memo reports are between people who know one another, and are therefore
written informally. However, if you are writing to someone of a higher rank in the
organisation, then a more formal writing style may be required.
Memo reports normally need no introduction. Most memo reports are written on
standardised formats that are usually stipulated by the organisation. All the
required information can be easily identified immediately as most standard
formats place the subject at the top of the page.
Example of a standard format for a memo:
MEMORANDUM
To:
From:
Date:
Subject:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Manuscript reports
Manuscript reports are usually longer and can be used either within the
organisation or sent to external parties. The main reason these reports
are not written as memos or letters is due to its length. It would be easier
to read lengthy reports with lots of information when they are written in
manuscript form under several headings and subheadings.
The components of a manuscript report are essentially the same as
those of other reports with an introduction, a body and a conclusion. The
only major difference would be that the body of the report will include
much more information that is normally presented under several
headings and subheadings.
Activity 3.6
Decide on the format you would use for each of the following reports
and provide a reason for your choice.
1. A weekly report on the performance of sales personnel to the
sales manager of your organisation.
_________________________________________________
2. A report to explain a delay in the delivery of goods to the
manager of another company.
_________________________________________________
3. A report on customer expectations commissioned by an airline
company.
_________________________________________________
4. A report to justify purchases of each of fifty items on the
inventory for the general manager of your company.
_________________________________________________
5. A report by the officer-in-charge of traffic offences for the chief
police officer on the number of traffic violations in the month
of August 2014.
_________________________________________________
Activity 3.6
1. A memo report.
2. A letter.
3. A manuscript.
4. A letter or a manuscript.
5. A memo report.
Summary
Self-test 3.1
1. Explain the differences between a formal report and an informal
report.
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
2. Explain when you need to use direct order and when you need
to use indirect order when writing informal reports.
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
3. Name the three formats that are used in the writing of reports
and explain when you would use each format.
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
4. Why are headings an important part of formal reports?
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
5. Why do we need to state the purpose of the report in the
introduction?
______________________________________________________
______________________________________________________
______________________________________________________
________
Self-test 3.1
1. The formal report normally comprises many parts " starting
from a title page to a table of contents and finally a summary.
It is very complex in structure. A lot of time and effort needs
to be spent in the preparation. The informal report is shorter
and usually simpler in structure. It is not made up of so many
parts. Informal reports are usually more personal and direct.
They are usually routine reports written on a daily or weekly
basis for specific purposes which concern the organisation.
2. Direct order is used when the report is lengthy. Since time is
valuable at the workplace, a report with the main idea at the very
beginning helps the reader to get the main idea at once. Indirect
order is used when you expect a negative response from the
reader. In this case, you present the supporting data and reasons
followed by the main idea.
3. Letter reports are meant for parties outside your organisation.
Memo reports are used within the organisation. Manuscript
reports are used when the report is made up of many pages and
needs to be divided into several sections and subsections.
4. Headings are an important part of formal reports which are
usually lengthy because readers can select to read what they
want based on the headings.
5. The readers need to know what the report is about before they
proceed to read the details.
Introduction
Formal reports are usually quite lengthy, and they are concerned with major
issues and investigations. Formal reports are sometimes required by top
management or agencies. Although the steps involved in the planning of a
formal report and an informal report are the same, the formal report can be the
result of weeks or even months of hard work.
It is neither possible nor practical to discuss in detail the writing of a formal
report in this short unit as this topic is a subject by itself. However, it is useful
to know the basics of formal reports so that you will know what it involves
when reference is made to formal reports in the course of your work. For all
you know (without your realising it), you might even be in one of the
committees or sub-committees set up by your company to prepare a formal
report.
2. Research
A formal report requires comprehensive research which will provide
readers with required detailed documentation. Research can be
conducted using a combination of the methods we have discussed earlier,
and the findings analysed by specialists in the area. This is both a timeconsuming and expensive process. Research conducted for informal
reports are usually much less complex and normally do not involve much
expenditure.
3. Format
It does not make sense to present a lengthy formal report in
the form of a memo or a letter. The formal report is normally
divided into various sections with many headings,
subheadings, and appendices. The headings and
subheadings make it easy for the readers to go straight for
the parts which they wish to read. We will be discussing the
format of the formal report later in this subsection.
4. Time-schedule
The formal report may be commissioned by an agency or a
company, and the findings may become a record for future
reference. Because of the amount of research and other
related work that have to be put in, the formal report
may take months or even years to complete while an
informal report may be written sometimes in a few hours.
5. The audience
The people reading the formal report will be higher up on the
hierarchy while those reading informal reports will normally be
your immediate superiors or your other colleagues. Company
directors and ministers may read formal reports.
6. Collaborative effort
While the informal report can be researched and prepared
by an individual or a small group, the formal report normally
requires collaborative effort involving several committees.
Activity 3.7
Listed below is a list of objectives of different people or organisations
asking for reports to be prepared. Indicate against each objective
whether a formal report or an informal report is required.
1. To determine whether a new factory should be set up in China.
________________________________________________
2. To decide whether the working hours of civil servants should
be reduced.
________________________________________________
3. To check if employees in the company are happy with
remuneration benefits.
________________________________________________
4. To determine whether the company should employ foreign
workers.
________________________________________________
5. To decide whether every employee should have access to a
computer.
________________________________________________
Feedback
Activity 3.7
1. Formal report
2. Formal report
3. Informal report
4. Informal report
5. Informal report
2. Body
Introduction
Findings usually presented in several
major divisions
Summary, conclusion and/or
recommendations
3. Supplements
Appendix
Bibliography
Preliminary section
The preliminary section provides information about the body of the
report. It
comprises the following:
1. A transmittal letter or memo of transmittal which you would
send together with the report to the person who asked for it. This is
usually a direct message " something like Attached is the report ...
2. A title page showing the title of the report and other information
which will give identity to the report. You should include complete
identification of the writer and the recipient of the report. You should also
indicate the date the report is prepared.
The body
The body of the report is made up of the following parts:
1. The introduction explains the purpose of the whole report. It prepares
the reader for the report proper. The objective is usually phrased as a question
or in the infinitive form.
Example:
To assess the consumer market for canned durians in China.
What advertising devices should be controlled?
You may include the scope of the report, the history and limitations in this
section of the report.
Supplements
Supplements can include one or both of the following:
1. An appendix normally includes information related to the report.
It provides supplementary information that supports the report. Sample
questionnaires or a glossary explaining terms may appear in this
section. Charts and graphs which directly support the report should be
in the body of the report and not in the appendix.
2. A bibliography (sometimes called references or works cited)
acknowledges the sources of information mentioned in the report. This
is especially necessary if the research has involved library research.
2. Indirect approach
The indirect approach starts with the findings and then comes to a
conclusion. This approach usually has a longer introduction.
Example:
Writing style
Most formal reports are professionally written, and the writing style adopted is
impersonal and objective. Here are the most important rules to follow:
1. Avoid personal pronouns
In grammar, the first person and second person refer to pronouns. The first
person pronouns are I, we, me, us, my, mine, our, and ours. The second person
pronouns are you, your, and yours.
Writing in the first and second person makes the writing sound personal
and informal. A formal report should not be personal. Avoid referring to
yourself in a formal report:
Reference to yourself
No reference to yourself
Expressing opinions
Objective
I think
In my opinion
I believe that
It is my view that
It appears that
Research shows that
The statistics reveal that
It is clear that
Activity 3.8
Rewrite the following parts of reports so that they are more objective,
impersonal and more suitable for a formal report.
1. We observed that sales in your Kuala Lumpur outlets increased
by 5% over the last month while sales in your other regional
outlets fell by over 6%. We think your company should reduce
the number of outlets in other regions.
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
2. After studying the unemployment rate of graduates from this
institution, I have come to the conclusion that you need to
upgrade the facilities, the staff and the reputation of the college.
If you can improve on the reputation of your college, then your
graduates will be more marketable.
________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
3. I think that a lot needs to be done by your government. Firstly,
you should allocate a budget to upgrade and maintain public
washrooms. Secondly, you should impose a penalty on members
of the public who vandalise public washrooms. Thirdly, you
should conduct regular spot checks.
________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Activity 3.8
1. A study on sales of Caesars Shoes showed that sales in Kuala
Lumpur outlets increased by 5% over the last month while sales
in other regional outlets fell by over 6%. Caesars Shoes should
reduce the number of outlets in other regions.
2. A study of the unemployment rate of graduates from Green
College leads to the conclusion that Green College should
upgrade its facilities and its staff. These steps will improve the
reputation of the college and contribute towards more
marketable graduates.
3. A study of public washrooms in the state leads to the conclusion
that the government should allocate a budget to upgrade and
maintain public washrooms. The authorities should conduct
regular spot checks and impose a penalty on members of the
public who vandalise public washrooms.
1. Cover
Choose a cover that is suitable for the report you have written. Reports are
usually read by a large number of people and a sturdy cover with proper
binding would be more practical.
2. Paper
Paper usually comes in various sizes. A4-sized paper (i.e., 8.5 inches
by 11 inches) is more commonly used for formal reports. White paper is
normally used for most reports, but certain organisations may prefer to
use coloured paper to identify work from different departments.
3. Layout
Top and side margins are usually one-inch for double-spaced texts.
Sometimes, a wider top and side margin may be used to give the page
more white space when the text is written in single-spacing. Enough
white space in every page makes the document easier to read.
4. Headings
Headings are titles to various parts of a report. Headings lead the reader
through the report. First-level headings are used to start off major
sections, and second-level headings deal with sub-topics under each
first-level heading. The arrangement of first-level and second-level
headings should be consistent so that readers can distinguish at a glance
the major headings and subheadings.
Ensure that you start all headings with the same part of speech and that
the headings are parallel in structure. For example, if you use a noun for
one first-level heading, then you should use a noun to start all first-level
headings. Similarly, if you use a verb to start a second-level heading,
then make sure all your second-level headings start with a verb.
Example:
Measures to improve cleanliness
Engage the services of a cleaning agency.
Arrange for daily garbage disposal service.
Steps to improve staff productivity
Allocate a larger budget for staff benefits.
Ensure better staff promotion prospects.
Activity 3.9
Rewrite the following headings and subheadings of a report so that
they are parallel in structure.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Activity 3.9
Summary
Self-test 3.2
A formal report can be divided into three major sections, with each
section comprising several headings. Identify the headings for these
three sections:
1. Preliminary section
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
2. Body
______________________________________________
______________________________________________
______________________________________________
3. Supplements
______________________________________________
______________________________________________
Self-test 3.2
1. Preliminary section
Letter of transmittal or memo of transmittal
Title page
Acknowledgements
Table of contents and table of illustrations
Executive summary
2. Body
Introduction
Findings usually presented in several major divisions
Summary, conclusion and/or recommendations
3. Supplements
Appendix
Bibliography
Introduction
All reports are written for a special purpose and they are categorised according
to the purpose for which they are prepared.
The table below gives you an idea of how reports can be categorised.
Although most informational reports fall within the category of informal reports,
there may be exceptions to the norm. Informational reports are usually direct and
to the point. They tend to be more personal and are usually written in the past
tense as they tend to refer to events which are over or completed. The present
tense should be used for something that is still in progress and the future tense is
used when referring to actions which need to be taken in the future.
Example:
Activity 3.10
Decide if each report is to be analytical or informational for the
following situations.
1. An organisation deciding on the most appropriate piling system
to be used for the building of a bridge.
_________________________________________________
_________________________________________________
2. A drug company studying the side effects of a drug to treat
diabetes.
_________________________________________________
_________________________________________________
3. An organisation deciding whether to employ more staff.
_________________________________________________
_________________________________________________
4. A company deciding whether to promote some staff members.
_________________________________________________
_________________________________________________
5. A hotel checking on occupancy rates for the month.
_________________________________________________
_________________________________________________
Feedback
Activity 3.10
1. Analytical report
2. Analytical report
3. Informational report
4. Informational report
5. Informational report
Informational reports
Informational reports are regularly written workplace
documents. You may have
written a progress report, a report on a member of the staff,
or a report on an incident at the workplace. You may be one
of those who have to write periodic reports " daily, weekly or
monthly. A good working knowledge about the writing of
informational reports is therefore necessary to function
effectively at the workplace.
Irrespective of the names given to the reports, they share basically the
same formats and outline. The difference lies in the purpose and therefore
in the content of the reports.
1. Report format
Informational reports can be written as memos or letters. They are
sometimes written on standard company forms or following a standard
format that has been decided on by the organisation. As discussed, a
memo format is usually used for internal reports, and a letter format is
normally used for external reports. A report that is that is longer than six
pages are normally prepared in as a manuscript.
If the organisation has a standard form for the report, blank spaces are
usually provided so that the information gathered can be added in. Some
organisations have different report forms for different purposes. For
example, there may be a form to report incidents, and another form to
record daily sales figures. If you work for an organisation which has ready
forms for reports, make sure you use them.
An example showing the format of a letter report was given in the
subsection on the formats of informal reports. You will notice that in letter
reports there are several headings within the letter.
2. Report content
Many informational reports are written for people within the
organisation.
Reports on progress in a project and periodic reports written to
provide information at regular intervals are the more commonly
prepared informational reports. These reports are usually
written using direct order and presented under the following
headings:
Introduction
Summary
Objectives
Findings
Analysis
Conclusion
Recommendation
Introduction
The first part of any report is the introduction. Sometimes,
just completing the template of the memo provided by
most word processing software is enough. The template
normally shows the words To, From, Date and
Subject. The information given would be adequate
introduction especially for regular reports written on a
daily or weekly basis.
Summary
The most important part of the report (i.e., the summary or the abstract)
normally comes after the introduction. Most busy executives do not have
time to read every word in the many reports they receive. A summary
gives a shortened version of the objective, the major findings, the
conclusion and the recommendations (if any). Unlike in essays, the
summary is placed at the beginning of a report and not at the end.
Objective
The purpose or the objective of the report is clearly stated in usually a single
sentence. This should be a very clear statement showing the reader what the
report is attempting to do.
Example:
Findings
Your findings are revealed under the heading Findings or Details. Because
we usually collect more information than required, there tends to be a
temptation to include unnecessary data here. Be very careful to present only
data and information that are relevant to the objective.
Arrange your findings in an appropriate order. Avoid vague or extreme terms
when you report your findings.
Example:
Vague
Specific
90% of the staff members are satisfied with the new working
hours.
Analysis
An analysis of the results is presented. This section is
sometimes combined with the findings as it may be easier
to relate your analysis to your findings as you write the
report.
Conclusion
A conclusion is drawn, and this is based on the findings
and the analysis.
Recommendation
This section is sometimes coupled with the conclusion as recommendations
are made based on the conclusion. This is a very important part of the
report. Do remember that recommendations should only be given when
they are asked for.
Be specific in your recommendations. Also, make sure your recommendations
are grammatically correct and phrased to show confidence. Use of words
such as should and could will give the impression that you are confident
of your suggestions.
Examples:
Vague
Specific
Activity 3.11
Rephrase each of the suggestions below so that they are grammatically
correct, specific and show confidence.
1. I think that you may want to add more computers to the office.
_________________________________________________
2. We suggest that planes may not take off when the Air Pollution
Index is too high.
_________________________________________________
3. Each worker may be asked to work overtime.
_________________________________________________
4. We think you may buy a new water dispenser for the office
instead of repairing the old one.
_________________________________________________
5. Somebody can be appointed to check all office equipment
weekly.
_________________________________________________
Activity 3.11
1. I think that you should add ten computers to the office.
2. We suggest that planes should not take off when the Air
Pollution Index is 9 or above.
3. All workers should be asked to work overtime.
4. We recommend that you buy a new water dispenser for the
office instead of repairing the old one.
5. The technical chief should be asked to check all office equipment
weekly.
Activity 3.12
The four paragraphs below are parts of a report under the headings
Introduction, Finding, Conclusion, and Recommendation.
Identify which part of a report the paragraphs belong to.
3. Pagination
Most informational reports are usually short and no pagination is
required if the report is only a one-page document. Do note that it is
necessary to number the pages if there is more than one page to the
report.
Where you decide to place the page numbers depends on whether the
organisation you work for has any preference. Look at the reports you
receive or ask your superiors. Page numbers are usually placed on the
upper right hand corner or at the bottom centre of the page.
The five Ws " Who, What, Where, When and Why " will
have to be covered in the report. In the introduction, you
need to mention who went as well as where and why you
went.
In the findings, you will need to show what you found. In
the conclusion, you may need to explain what action was
taken and why such action was taken.
Example of a field trip report written in a memo format:
Activity 3.13
Go on a field trip to hawker centres or food outlets in your area and
write a field trip report on cleanliness for the Head of the Health
Department of your area. You can use the following questions as a
guideline to help you in the writing of the report.
1. Where, when and why did you go?
2. What did you see?
3. What conclusion did you reach?
4. What suggestions do you have based on your findings?
Summary
Progress on the paintings commissioned for the National Museum and
Art Gallery is proceeding on schedule. The paintings should be ready for
viewing by 30 October 2014.
Details
We encountered problems obtaining permission from some owners of the
heritage buildings initially as some of them would not allow the artists into
their homes. This problem has been solved as they have come to realise the
huge benefits this project will bring to them.
Conclusion
Work is nearly complete and all the fifty paintings should be ready on
schedule. I expect to deliver the entire lot of fifty paintings to the National
Museum and Art Gallery on 30 November 2014.
Sincerely,
Reagan
Reagan Ang
Activity 3.14
Think of a task your manager or supervisor has asked you to
complete. Write a progress report on the project. The following
questions can be used as a guide to help you in preparing your report.
1. When will the task be completed?
2. What does the task involve?
3. What has been achieved so far?
4. What problems have been encountered?
5. What will be achieved in the future?
The summary should include what you think of the procedure or the
equipment you are inspecting. The introduction should mention the
purpose of the report. You can describe the procedure or equipment and
analyse the steps or parts in your findings. Finally, you may wish to make
recommendations in your conclusion.
Example of an inspection report written in a memo format:
Activity 3.15
Analyse any equipment or mechanical device used in your office.
You may look at the personal computer, the photocopy machine or
any other equipment. Using the following questions as a guideline,
write an inspection report for your superior.
1. What is your opinion of the equipment?
_________________________________________________
2. What is the purpose of the inspection?
_________________________________________________
3. What are your findings?
_________________________________________________
4. What are your recommendations?
_________________________________________________
Activity 3.16
Answer the following questions on informational reports.
1. What is the purpose of writing an informational report?
_________________________________________________
2. Name the three formats that are used in the writing of
informational reports.
_________________________________________________
3. Name the basic parts of an informational report and explain
the types of information you would include in each part.
_________________________________________________
4. Explain the type of information you would expect to find in
the summary of a field trip report.
_________________________________________________
Activity 3.16
1. An informational report provides information required by the
reader so that a decision can be made or so that action can be
taken.
2. The informational report can be written as a memo or a letter.
It can also be written on prepared report forms.
3. The basic parts of an informational report are the introduction,
summary, findings, analysis, conclusion or recommendation.
The introduction shows who the report is from, when it is
written, for whom it is written and the subject of the report.
The summary gives a shortened version of the objective, the
major findings, the conclusion and the recommendations (if
any). The findings usually provide information collected
during the study and is sometimes combined with the analysis.
The conclusion is drawn based on the findings and the analysis.
A recommendation is made where relevant
4. The summary of a field trip report should indicate whether any
action needs to be taken.
Analytical reports
The analytical report (sometimes referred to as the technical report or
scientific report) covers a very wide scope, and would usually involve
collaborative work involving a group of people. A technical report involves
extensive research, investigation and analysis. It is usually formal.
An analytical report normally defines a problem, presents data and
information to support an analysis. It also draws conclusions and makes
recommendations based on the data.
1. Report outlines
Means (2001) suggests that you use a preliminary outline to help you at the
early stage. You can use one of the following preliminary outlines to help
you analyse information you have collected.
Preliminary outline
Hypothesis
Using this method, you can identify possible causes to a problem and pose
them as hypotheses. You proceed to formulate a series of questions to prove
or disprove each hypothesis.
For example, if you are writing a report on why there is a large turnover of
staff in your organisation, you may come up with a series of hypotheses and
questions which can serve your purpose.
Examples:
1. Staff salary is too low (Hypothesis 1)
a. What is the salary scale of our staff?
b. What is the salary of staff in similar organisations?
c. How important is salary to staff members?
2. The organisation does not place enough emphasis on staff
welfare
(Hypothesis 2)
a. What welfare benefits do we give to our staff members?
b. What welfare benefits do staff members in other organisations
receive?
c. How does the workforce rate staff welfare benefits?
Alternatives
You can arrange your preliminary outline this way if you
have several alternative solutions to your problem.
For example, you need to write a report on which
department should get a bigger budget.
One alternative would be to look at the number of staff
members in each department. Another alternative perhaps
would be to look at the productivity of each department.
Examples:
1. Number of staff
a. Supermarket division
b. Fast food division
c. Fine dining division
2. Income generated
a. Supermarket division
b. Fast food division
c. Fine dining division
Staff benefits
1. Salary
a. Low compared to those in similar organisations.
b. Increment small compared to those in other organisations.
c. No payment given for overtime work.
2. Health benefits
a. Limited to RM100 per month.
b. No dental benefits.
c. Hospitalisation and surgical charges fully paid by the insurance
company.
When you are ready to write your report, you can decide on one of two
outlines:
1. Alphanumeric outline
2. Decimal outline
Alphanumeric outline
The alphanumeric outline divides a topic into sections marked with
Roman numerals, capital letters, numerals, and lowercase letters:
Decimal outline
The decimal outline is now popularly used in business and scientific
writing.
Instead of Roman numerals and alphabets, decimal outlines separate topics
by decimal numbers.
The above report using the alphanumeric outline can be rewritten using
the decimal outline as in the example below. Note that if there appears
to be a lot of subdivisions, it may be neater to have some parts combined.
REPORT ON THE SUITABILITY AND RELEVANCE OF THE TRAINING
MATERIALS
1.0 INTRODUCTION
2.0 FINDINGS
2.1 Suitability and relevance of the training materials
2.1.1 Materials that were suitable and relevant
2.1.2 Materials that were unsuitable and irrelevant
2.1.3 Quality of the training materials
2.2 Effectiveness of the training personnel
2.2.1 In-house trainers
2.2.2 Part-time trainers
3.0 RECOMMENDATION
3.1 Cost effectiveness of the course
3.2 Parts of the course to be retained or changed
3.3 Parts of the materials to be retained or revised
3.4 Changes to the training personnel
4.0 CONCLUSION
Activity 3.17
Revise the following outline so that there is consistency. Rewrite the
report below using both the alphanumeric and decimal outline.
High protein diet
1.1 Diet varieties
1.1.1 High protein, high fat and low carbohydrates.
1.1.2 Eat a lot of high protein, low fat and moderate carbohydrates.
1.2 Advantages
1.2.1 Leaves the person feeling full.
1.2.2 You lose weight faster.
1.3 What are the disadvantages
1.3.1 Weight lost is from water.
1.3.2 Causes a high intake of saturated fats and leads to coronary
heart problems.
Activity 3.17
Alphanumeric outline
High protein diet
A. Diet varieties
1. High protein, high fat and low carbohydrates.
2. High protein, low fat and moderate carbohydrates.
B. Advantages
1. The person feels full easily.
2. The person loses weight faster.
C. Disadvantages
1. Weight loss is from water.
2. Coronary heart problems are caused by a high intake of
saturated fats.
Decimal outline
High protein diet
1.0 Diet varieties
1.1 High protein, high fat and low carbohydrates.
1.2 High protein, low fat and moderate carbohydrates.
2.0 Advantages
2.1 The person feels full easily.
2.2 The person loses weight faster.
3.0 Disadvantages
3.1 Weight loss is from water.
3.2 Coronary heart problems are caused by a high intake of
saturated fats.
Alphanumeric outline
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Decimal outline
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Letter of transmittal
This is the short letter that is sent together with the
report itself to the person who has requested for the
report.
Table of contents
The topics in the report and the pages on which
they appear are shown clearly on this page so that
the reader can more easily refer to the topics
that they wish to.
Summary or abstract
The purpose of the report, the research methodology, the
major findings, and the conclusions or recommendations are
summarised here. The summary normally does not exceed
one page and is written in paragraphs. The points
are not bulleted or listed so as not to create a fragmented
effect. Most busy executives who have no time to read the
entire report will at least read the
summary.
Body
The body gives a brief introduction of the topic and states
the purpose of the report. It also explains the scope of the
project and the research methods used. Again, depending
on the purpose of the report, there may be sections
devoted to experimental results and problems encountered.
Headings and subheadings are always used in the body of
the report to help break up long paragraphs and to show a
flow in the content. Analytical reports are objectively written
in the third person and do not contain any bias.
Activity 3.18
Rewrite the following sentences so that they are objective and
unbiased.
1. We tested the drug on people of three age groups from our
country.
_________________________________________________
2. You may be interested to know that there is a chemical reaction
when this solution is applied to leather products from your
company.
_________________________________________________
_________________________________________________
3. They decided it would be better for you to take the product off
the shelf.
_________________________________________________
4. We think you will have to inject further capital into your
company by asking your shareholders to take up rights issues.
_________________________________________________
_________________________________________________
5. We discovered that the fault lies in the contaminated fat that
you add to your product.
_________________________________________________
_________________________________________________
Activity 3.18
1. The drug was tested on people of three age groups in Malaysia.
2. There is a chemical reaction when this solution is applied to
leather products from your company.
3. It would be better to take the product off the shelf.
4. Further capital should be injected into your company by asking
the shareholders to take up rights issues.
5. The fault lies in the contaminated fat that has been added to
your product.
Summary
In this section of Unit 3, we discussed the differences between
informational reports and analytical reports. We also looked at
different types of informational reports, the outlines as well as the
format of informational and analytical reports. You were reminded
of the writing style used in the preparation of these reports.
You attempted several activities related to the writing of
informational and analytical reports. You also wrote different types
of informational reports.
Considering that reports play a big role in workplace writing, you
obviously cannot avoid reading or writing reports. We do hope
you will approach report writing with a positive attitude now that
you know how informational and analytical reports are prepared.
Self-test 3.3
Answer the following questions.
1. What is a letter of transmittal which accompanies reports?
_________________________________________________
_________________________________________________
2. What should be included in the conclusion of an informational
report?
_________________________________________________
_________________________________________________
3. To a busy executive, which part of an analytical report would
be most important? Why?
_________________________________________________
_________________________________________________
4. Rewrite the following sentences so that they are suitable for
inclusion in reports.
a. We think there is little accuracy in the 30-day sales forecast.
_____________________________________________
b. The new building is three stories high, solid brick
construction and a corner lot.
_____________________________________________
Self-test 3.3
1. A letter of transmittal is a short letter sent together with the
report itself to the person who has requested for the report.
2. The conclusion should include the findings, an analysis of the
findings, and recommendations (if any).
3. The summary would the most important part of a long report to
a busy executive as it summarises the most important findings
and ideas. Thus, a summary makes the long report more easily
readable for a busy executive.
4. a. Based on our analysis, there is little accuracy in the 30-day
sales forecast.
b. The new building is a three-storey corner lot made of solid
brick.
Introduction
Policy statements indicate company policies and provide guidelines that
employees may refer to in the day-to-day operation of the organisation.
Proposals provide a detailed plan of action submitted to readers for
approval. A good working knowledge of these workplace documents is
necessary to function effectively at the workplace.
Policy statements are normally written for a purpose and formulated after
much research. They have been included in this section because new
policy statements are normally formulated as a result of reports or
proposals.
Some organisations compile all their policy statements into manuals which prove
very useful to employees as a source of reference. You will obviously give your
superiors a better impression if you refer to policy manuals to find out about the
appropriate course of action regarding routine matters rather than asking them
repeated questions every time you encounter a problem.
New policies are introduced from time to time. These are presented as policy
statements which are circulated to all staff members and added on as a
supplement to the policy manual of the organisation. You will have to read and
understand policy statements at your workplace. You may be asked to compose
policy statements if you are in a management position.
Policy statements
Many organisations keep a policy manual where guidelines on
company operations are clearly recorded. Company policies in the
manual are regularly updated and employees refer to the manual to
check certain policy statements so that they canmake decisions.
1. Purpose
Policy statements are usually written to standardise procedures and issues in
organisations. For example, there may be a policy statement on dress code,
working hours, and overtime pay.
The board of directors or the owners of an organisation decide on the policies,
and usually the work of writing the policy statements is assigned to someone
in the management team or to a technical writer. As all policies must comply
with the laws of the country, lawyers are sometimes engaged to review the
policy statements prepared to ensure that they do not violate any laws.
Most policy manuals contain information on the organisation as well
as information related to personnel. The company goals and objectives,
department responsibilities as well as personnel duties, and benefits are
normally included in the policy manual.
Some organisations will give new employees a copy of the policy manual.
Some will leave it to new employees to refer to the manual themselves when
they are unsure of certain matters.
Positive
Activity 3.19
Rephrase each of the following policy statements so that they sound
positive.
1. Please be sure to dress smartly when you are in the office and
when attending an official function. We do not want to have
to ask you to leave the office because you are not properly attired.
_________________________________________________
_________________________________________________
2. Make sure you park in the lot allocated to you. Otherwise, we
will tow your car away.
_________________________________________________
_________________________________________________
3. There must be no eating and drinking in the office. You can
only eat and drink in the cafeteria.
_________________________________________________
_________________________________________________
4. Medical expenses will only be paid by the company if you are
hospitalised. All other medical and dental expenses will be paid
by employees.
_________________________________________________
_________________________________________________
Activity 3.19
1. Employees should be dressed smartly when they are at the office
and attending official functions.
2. Employees are to park their cars only in the lots allocated to
them.
3. Food and drinks are not allowed in the office.
4. The company will pay all medical expenses incurred during
hospitalisation. Other medical and dental expenses are to be
paid by employees.
Example 1:
New Policy No. 321: Dress Code
All employees are expected to be in smart office-wear during working hours at the
office from Mondays to Fridays.
Men are expected to wear long-sleeve shirts and dark long pants. Ladies are
expected
to wear dresses with long sleeves, and below-the-knee-length skirts or pants.
Employees may be more casually dressed in jeans and T-shirts during work after
office hours or on Saturdays.
Policy effective: 2 January 2015
If the policy is to replace an old one, indicate this clearly at the top of the page.
Example 2:
Activity 3.20
Write a policy statement to inform staff members of a new policy
that the company will reimburse them a petrol subsidy of 50%.
The company used to subsidise staff for all petrol used. Since this
is not a policy which will be welcome, include a short statement
to justify the policy.
Replacement for Policy No.:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Activity 3.20
Replacement for Policy No. 62: Petrol Subsidy
As a result of rising petroleum prices, and in an effort to cater to the
welfare of employees, the Board of Directors has adopted the policy
that the company will subsidise staff with a petrol subsidy of 50%.
Policy effective: 1 September 2014
Proposals
At some time or other, you will also need to write proposals whether they are
solicited or unsolicited. Proposals can lead to improved working conditions and
a more efficient business environment. Your superiors will definitely appreciate
your proposal if you have a suggestion which will benefit the organisation. As
proposals are plans that are presented to decision makers, you will need to
write effective
proposals which can convince your readers to accept your ideas.
1. Purpose
Proposals are usually written to offer a solution to a problem. Proposals require
persuasive writing skills as you need to show the readers that conditions will
improve if the proposal is accepted and implemented. Readers will only
accept the proposal if they are thoroughly convinced that the benefits far
outweigh the money, time and effort which will have to be spent.
Proposals are plans submitted to people who have the authority to make
decisions. Proposals must be detailed and practical.
They must be audiencecentred since they are persuasive in nature. Write with
your readers in mind and view budgets and other issues from their perspective
when you write.
Most people are not immediately receptive to change. Hence, you must show
the readers how the changes will benefit them as well as the organisation.
2. Types of proposals
Proposals are normally classified into two main categories " unsolicited
and solicited proposals:
Writing proposals
1. Unsolicited proposals
There are two types of unsolicited proposals:
a. Internal unsolicited proposals
b. External unsolicited proposals
Before you write your proposal, consider the effect your plan will have on
your superior(s) and to other departments. Never submit a proposal
without
sufficient supporting details. Internal unsolicited proposals are normally
written in the form of a memo and may include certain elements of a
report:
Title
Introduction
Recommendation or Solution
Conclusion
Title
A title indicates clearly that the document is a proposal. The title should be
specific and limiting.
Example:
Broad unspecific title
Introduction
An introduction explains the problem clearly. The introduction should be
concise and also provide sufficient background information so that your
audience can appreciate the rationale of your proposal. Remember to be
objective and not to offend the reader.
Example:
Lengthy
introduction
Concise
introduction
Activity 3.21
Write a title and a brief introduction for each of the following
situations.
1. The factory workers need new uniforms. Except for the new
workers who are given three sets of uniforms when they join, the
rest are using the uniforms given to them five years ago. Many of
the uniforms are faded and many are torn. This gives our factory
a bad image. As a result, when they have to attend meetings,
workers change into their own casual attire which may
sometimes not be appropriate.
Title
______________________________________
Introduction
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
Introduction
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
Recommendation or solution
A recommendation or solution describes the steps that can be taken to solve
the problem or improve a procedure. Be specific and mention exact figures
where they are relevant. Depending on the situation, this may be presented
under several subheadings such as Staffing, Budget and Schedule.
Since the proposal is unsolicited, do remember to be as objective as possible.
Never challenge the ability of the reader in any way. Do not try to show that you
have done something which obviously your superior should have done.
Example:
Poorly worded
recommendation
Objective
recommendation
Activity 3.22
Compose a recommendation or solution to each of the situations
listed in Activity 3.21.
1. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
2. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Activity 3.22
1. Supplying factory workers who have been with us for over two
years with three sets of new uniforms will solve the problem.
As new workers are supplied with uniforms when they join the
company, those who joined during the last two years are still
able to use their uniforms. This will incur an expenditure of
RM1,500.
2. Asking the maintenance department to check office machinery
and equipment weekly will rectify the problem. No additional
expenditure will be incurred.
Benefits or justification
Benefits or justification explains how the proposal will benefit the reader or
the organisation. If expenditure is involved, this will need to be justified. Be
specific, thorough and objective.
Example:
If we lease the council land for use as a car park, parking problems would
be solved. Other benefits include:
An additional 300 parking spaces will be created.
Senior management staff can use the car park on the factory grounds.
The other 250 workers can use the car park on council land.
Visitors will be able to park in the extra 50 spaces.
Activity 3.23
Compose the benefits for each of the solutions you gave to the
situations listed in Activity 4.21.
1. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
2. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Activity 3.23
1. If we supply three sets of uniforms to each of the factory
workers,
the problem of improper attire will be solved.
Properly attired workers project a good image of the
company.
Employees can wear their uniforms when they are attending
meetings.
2. If the maintenance department were to check the office
machinery and equipment weekly, there will be greater
efficiency
amongst the staff.
Staff members will be able to complete their duties promptly.
Staff members will have time to attend to additional duties
as they do not need to wait for equipment to be repaired
before they can do their work.
Conclusion or summary
A conclusion or summary summarises your proposal and includes a request
to carry out the proposed action. As you are asking for your plan to be
approved, be polite.
Example:
Activity 3.24
Compose the conclusion for each of the solutions listed in Activity
4.21.
1. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
2. ________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Activity 3.24
1. The old uniforms are a major cause of concern among the
factory workers. I believe the benefits to the staff and the
company in general far outweigh the expenditure that will be
incurred. I hope you will consider supplying factory workers
who have served over two years with new uniforms.
2. The faulty machines are a major cause of concern amongst
the staff. I believe the benefits to the staff and the company
are tremendous. I hope you will consider asking the maintenance
department to conduct weekly checks on the machines and
other office equipment.
Readers need to be persuaded to accept the fact that there is a need which you
can meet. You must also be able to convince the reader that your organisation
can provide the best service and/or product.
Unsolicited external proposals consist of several sections and the content
you include in your proposal depends on each specific situation.
Introduction
The introduction normally comes in one or two paragraphs and should
prepare the readers for the proposal proper. You need to indicate your
purpose. You may explain (where applicable) how you learnt of the
problem.
You can also briefly mention your solution in the introduction
Example:
While servicing the photocopier in your department last week, it occurred
to me that you might be interested in purchasing a new photocopier which
is more efficient and reliable. Since you purchased your photocopier five
years ago, new technology has made available energy-saving photocopiers
with many new features at reasonably low costs.
Based on our servicing records, we believe that the A12Riscophotocopier
will satisfactorily meet your needs for the present and well into the future.
Body
The body of the proposal should give a description of the service and/or
product you are selling. This is the most important part of your proposal
because readers need to know all the facts before they make a decision.
Show the cost and explain to customers what they are getting for the money.
Special features and advantages should be included here. If it will make your
document easier to read, you can include subheadings as well.
Example:
Features
The A12Risco photocopier prints 100 copies per minute. It has multiple
feeder trays which will allow the use of different paper sizes.
The A12Risco photocopier has a keypad which allows only authorised users
with special codes to use the copier.
The A12Risco photocopier offers top quality colour print in addition to black
and white. It also has an enlargement and reduction function which will
allow you to increase or decrease the size of your document by 50% to 200%.
The A12Risco photocopier measures 3' by 3' by 3' and will occupy half the
space of your present copier.
Your cost for each copy will be reduced to 1 sen compared with the current
cost of 3 sen.
Maintenance
We provide a three-year warranty on the product. Our service centre is open
24 hours a day, six days a week.
Cost
The product is priced at RM3,500.We will install the photocopier for free.
Conclusion
The conclusion may stress the major benefits of your service and/or product
or the reliability of your organisation. You may suggest for the reader to
contact you and you then encourage him/her to approve your proposal.
A proposal is persuasive by nature. At the same time, it is important not
to make the readers feel that you are trying to rush them into a decision.
Example:
Risco has been supplying and servicing copiers for 50 years. We are
dedicated to giving our customers fast and efficient service.
We hope you will find this proposal acceptable. Please do not hesitate to
contact me for information on the A12Risco photocopier.
Activity 3.25
Your company conducts training courses covering a variety of
areas. Your company has conducted courses at Merci Multimedia
Corporation. You noticed during a recent training session that
Merci Multimedia Corporation has brought in a lot of foreign
factory workers who cannot speak English. Write a proposal to
Merci Multimedia Corporation suggesting that your company be
engaged to conduct English conversation classes for these workers
Activity 3.25
Ace Training Consultants
323 Grane Avenue
12300 Penang
Tel: 04-2263421
The Manager
Merci Multimedia Corporation
Kulim Free Trade Zone
09000 Kedah
15 October 2009
Dear Mr Lim
Proposal to conduct English conversation classes for foreign
workers
While conducting training courses at your company recently, I
noticed that you have recruited many foreign workers who cannot
speak English. It occurred to me that you might be interested in
engaging us to conduct English conversation classes for these
foreign workers so that they can communicate with your other
staff members and understand instructions more easily and
accurately.
2. Solicited proposals
A solicited proposal is written in response to a request. The
request can be
made over the phone, at a meeting, through a letter or a
memo.
There are two types of solicited proposals:
a. Internal solicited proposals
b. External solicited proposals
Internal solicited proposals
Some solicited proposals are within the organisation. For
instance, your
superior notices a problem and asks you to write a
proposal in relation to
that problem.
You obviously need to check on the background of the issue, conduct some
research, analyse your findings and come up with a solution which you
think is best.
Usually, the person asking for the proposal is aware of the problem. There
will therefore be no scepticism on the part of the reader when the proposal
is presented.
These proposals are normally written in the form of a memo and would
normally include certain sections.
Title
The title will show exactly what the proposal is related to.
Example:
In response to your request on 15 November 2014, I have
prepared a proposal to repaint the factory.
Body
The body of the proposal will explain your plan. You may mention the
expenditure that will be incurred as a result of your proposal.
Example:
The factory was last repainted eight years ago for RM30,000.
The paint has peeled over the years and a fresh coat of paint
would incur an expenditure of RM300,000 RM310,000.
Painting of the factory will take about 30 days and workers
may have to work shifts while painting is in progress.
Production will not be affected.
An advertisement calling for tenders to take on the project
will be in all the dailies (i.e., daily newspapers).
Conclusion
The conclusion will be a request for you to proceed with the plan.
Example:
I hope you will approve the proposal so that I can proceed
with the necessary action.
Activity 3.26
You have been asked by your manager to submit a proposal to
relocate senior managers to three new branches overseas. Write the
solicited internal proposal in the form of a memo.
Memorandum
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Activity 3.26
Memorandum
To : Andy Lopez (Managing Director)
From : Jason Lim (Human Resources Manager)
Date : 15 September 2014
Subject : Proposal to relocate senior managers to new branches
In response to your request on 10 September 2014, I have
prepared a proposal to relocate senior management staff to our
new branches in Dubai, Perth, and Zimbabwe.
Background
Our company set up three new branches in Dubai, Perth, and
Zimbabwe in July 2014, and we still do not have senior managers
in all three branches.
Recommendation
We have five senior managers in Penang, three of whom have
indicated an interest in serving in overseas branches. Aileen Tan,
Ali Hassan and Ranjit Singh have been with our company for over
ten years and are eager to contribute their services.
Expenditure
Expatriate benefits based on current market trends will cost the
company USD30,000 monthly. The initial expenditure for travel,
freight and housing will amount to a total of USD20,000.
The three senior managers should be able to take on their duties
by 1 December 2014. In accordance with the Employment Act,
they have to be given two weeks notice to prepare for the exercise.
I hope you will approve the proposal so that the senior managers
can be informed and given sufficient time to prepare for the move.
Similarly, a fast food outlet can post an RFP to determine the beverage
they will supply with a standard meal to customers. Companies producing
beverages like Coca-Cola or orange juice can submit proposals. The proposals
will be thoroughly studied before a decision is made and the contract
awarded.
External solicited proposals are written for a wide variety of purposes. They
can vary from a proposal on aircraft maintenance to a proposal for web
development.
Visual or graphic aids can be included in proposals. For instance, you are
submitting a proposal to landscape a garden. You can have photographs
showing an artists impression of the project when it is completed. You may
also include photos of flowers you will be growing in the garden.
Activity 3.27
Answer the following questions.
1. What is the purpose of writing proposals?
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2. What is the purpose of writing an internal unsolicited proposal?
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3. Name the different types of proposals.
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4. What attitude should the writer adopt when he/she writes
proposals?
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Activity 3.27
1. Proposals are written to offer solutions to problems.
2. The primary purpose of writing an internal unsolicited proposal
is to offer a realistic and constructive plan to help your
organisation function more efficiently.
3. The different types of proposals are the internal unsolicited
proposal, the internal solicited proposal, the external unsolicited
proposal and the external solicited proposal.
4. The writer should be persuasive and objective when he/she
writes proposals.
3. Parts of a proposal
Proposals are usually made up of many parts or sections. Each section will
usually have a heading. There is no fixed rule as to what headings and
subheadings must be included in a proposal. There is usually a title, an
introduction, a body and a conclusion. What comes under each of these
headings depends on the nature of the proposal.
The following table shows possible parts of a proposal. The components
and the contents may vary.
4. Proposal format
Proposals can be presented as memos, letters or as formal manuscripts
with accompanying transmittal letters.
A rough guideline to follow would be to write internal proposals as memos,
and external proposals as letters or formal manuscripts (if necessary).
Internal proposals
memo
External proposals
letter, manuscript
Tips
Describe the problem(s) and the proposed solution(s) clearly.
Demonstrate your strengths and expertise. Support with examples of
completed projects in your external proposals.
Stress benefits of your proposal to your organisation and/or to the client.
Be prepared to deal with scepticism towards unsolicited proposals.
Convince readers that your solicited proposal is superior to those of
others.
Provide sufficient details to help the audience make an informed decision.
Be as concise as possible.
Make sure your solution is practical and financially viable.
Check the accuracy of your message and ensure proper grammar and
spelling.
Activity 3.28
The following internal proposal is vague and unconvincing. It has
grammatical, spelling and structural errors. Rewrite this proposal
so that it is more objective, effective and receiver-oriented.
Memorandum
To : Jane Tan (Division Manager)
From : Tony Lopez (Junior Management Executive)
Date : 15 September 2014
Subject : Office documents
Since I start work six months ago, I have noticed a problem with
the way our division handles its documents. Files are everywhere
and it is sometimes difficult to search for letters which are left
unfilled. It took me more than 20 minutes to find a report for the
Human Resources Manager last week. Many people are unhappy
with this problem.
You should have a proper filing system. I suggest that you can buy
some filing cabinets and ask your secretary to file the documents
and to label them properly.
You can ask one of the other division head how they do it. I notice
that there is a proper system in other divisions.
As for the cost, you may be can check our budget. It should not
cost very much.
Please follow my plan.
Memorandum
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Activity 3.28
Memorandum
To : Jane Tan (Division Manager)
From : Tony Lopez (Junior Management Executive)
Date : 15 September 2014
Subject : Proposal to introduce new filing system for division
documents
As you are aware, the filing system used in our division is rather
confusing. Locating documents takes quite some time and this
tends to lead to delays.
Recommendation
Buying two filing cabinets and adopting a new filing system where
the documents are labelled and filed should solve the problem.
Budget
Two filing cabinets cost about RM550.
With the filing cabinets and labelled files, the problem of locating
documents will be solved.
I believe the advantages to the staff, the division and the
organisation far outweigh the expenditure. I hope you will
approve the proposal.
Summary
In this final section of Unit 3, we discussed the role of policy
statements and proposals at the workplace.You learnt how to phrase policy
statements.You were introduced to the different types of proposals as well
as to the various formats used in the writing of these proposals.You were
also reminded about the importance of writing style in the preparation of
these documents.
You attempted a number of activities related to the writing of policy
statements and proposals.You also answered some questions on a case
study.
An understanding of policy statements will help you function better
at the workplace. Similarly, the ability to write effective proposals
will create a positive impact. Use the skills you have learnt to write
proposals you can be proud of.
Self-test 3.4
1. Rephrase the following policy statements so that they are
grammatically correct and positive.
a. All staff member have to clock in before 8.00 a.m. by swiping
your employee card on the new machine. If you do not do
so, you will be considered absent.
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b. You are all not allowed to surf the Internet during office
hour.
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2. Rephrase the following extracts from proposals so that they are
grammatically correct, objective, and clear.
a. The toilets in the office have not been clean regularly. The
flush system is not working. Some staff members use the
public toilets on the ground floor.
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Self-test 3.4
1. a. All staff members are to clock in before 8.00 a.m. by swiping
their employee cards on the new machine.
b. Employees are not to surf the Internet during office hours.
2. a. As you are aware, the toilets in the office are not cleaned
regularly. The flush system is also not working. As a result,
some staff members have to use the public toilets on the
ground floor.
b. We have prepared an attractive and practical interior design
for your showroom. The unit will be furnished with imported
furniture and the built-in cabinets will be made from fine
quality teak wood.
Summary of Unit 3
Summary
This unit has discussed in detail the process of writing reports
and proposals. You learnt about different kinds of reports and
proposals, and the variety of formats that you can use in writing
these documents at the workplace. We stressed the importance of
knowing your purpose when you write these documents. We also
emphasised the way you should phrase these documents. Policy
statements were also discussed.
You have attempted a variety of activities related to the writing
of reports, proposals, and policy statements. You prepared a
questionnaire for research purposes. You have also written a variety
of reports and proposals in memo and letter formats.
It is a fact that reports and proposals are very important workplace
documents. We write these documents so often that they are part
and parcel of our working life. Now that you are familiar with the
technicalities of report writing and the writing of proposals, we
hope you will make use of what you have learnt when you write
these documents at your workplace.
We hope you have found Unit 3 useful and practical, and that
you will apply what you have learnt when you write reports and
proposals at your workplace. We all take pride in our work. You
will definitely feel good when you know you have written a good
report or proposal.
References
Bovee, C V and Thill, J V (2013) Business Communication Essentials: A
Skills-Based
Approach, 6th edn, New Jersey: Prentice Hall.
Bovee, C V and Thill, J V (2012) Business Communication Today, 11th edn,
New
Jersey: Prentice Hall.
Dostal, J and Vincent, D S (1997) Technical Communication: A Guided
Approach,
Minnesota: West Publishing Company.
Enson, B (1995) Writing Technical Documents, Queensland: John Wiley and
Sons.
Fox, R F (1994) Technical Communication, New York: Harper College
Publishers.
Ingre, D (2003) Survivors Guide to Technical Writing, Ohio: South Western,
Thomson
Learning, Inc.
Kolin, P C (1994) Successful Writing at Work, DC: Heath and Company.
Lesikar, R V and Pettit, J D (1998) Report Writing for Business, 10th edn,
Singapore:
Irwin/McGraw-Hill.
Means, T L (2001) Communication for the Workplace, Ohio: South Western
Educational Publishing, Thomson Learning, In
4.
5.
6. Etc, Etc
TMA 2
WANNA DISCUSS?
Instructions:
1. TMA 2 covers unit 2 on Different types of Texts and Unit 3 Writing Reports
and Proposals. You must answer both questions.
2. The first question requires you to write a 6 paragraph essay of 600-800
words,
double-spaced, Times New Roman, Font 12. For writing references follow the
spacing used by the Chicago style. The second question requires you to write a
report of about 600-800 words.
3. This is an individual assignment. No duplication of work will be tolerated. Any
plagiarism or collusion may result in disciplinary action, in addition to ZERO
mark being awarded to all involved.
4. Your TMA 2 deadline is Friday, 21st October 2016 by 2400 hours.
5. It will contribute 25% towards the total grade.
6. You DO NOT need to submit your Turnitin Originality Report to OAS anymore.
However, you are highly encouraged to passage your TMAs to the Turnitin
system before submission, to encourage honest academic writing but it is not
mandatory except for Project courses. Bear in mind that when you submit your
TMA in Turnitin the second time the system will usually take at least 24 hours to
send you the report.
7. The cover page and answers for both questions 1 and 2 must be done on
ONE
Microsoft Word document.
8. Finally zip the folder that contains your TMA file before submitting it to
the Online Assignment Submission (OAS).
Question 1(50%)
Given below is the topic for a problem solution essay.
Many people today believe that having tourists from foreign countries brings
about adverse effects. What are the reasons for this belief? What can be done to
change this negative attitude?
Write an essay of about 600-800 words.
Use 6 paragraphs for your essay:
Introduction, 2 paragraphs identifying the reasons, 2 paragraphs explaining what
can be done to change this negative attitude and finally the conclusion.
Give your essay an appropriate title.
In-text Citation
[In the text of the article]
(Chicago style)
(4 marks) Students must provide 4 citations
References
[At the end of the article]
(Chicago style)
4 marks)
Question 2(50%)
Your department has recently introduced some new equipment. Your manager
has asked you to write a report, analysing the effects this equipment has had on
the department.
Write a report, including the following information:
a brief description of the new equipment
the two reasons it was introduced
the benefits it has brought to the department
any problems it has caused.