Module 21

Module 21: Proposals and Progress Reports
This module focuses on the first of five basic steps to writing reports:
1. Define problem
2. Gather information
3. Analyze information
4. Organize information
5. Write the report
Reports are used to provide organizations with information needed to make plans to solve problems. Reports can be written in many different kinds of documents, memos, letter, or even Power Point slides. Formal reports will contain a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports can be letters, memos, or computer printouts of production or sales figures. There are also three levels of reports dependant upon what is included in the report. Information reports collects data for the reader. Analytical reports interpret data but don’t recommend any action. Recommendation reports recommends action or a solution.
Proposals suggest solutions to organizational problems. One-fourth of research needs to be done before drafting proposals to define the problem the report will discuss and to identify topics to investigate. A purpose statement is written to make three things clear:
1. The organizational problem or conflict
2. The specific technical questions that must be answered to solve the problem
3. The rhetorical purpose (to explain, recommend, request, or propose) the report is designed to achieve
A proposal must answer:
What is the problem?
How to solve it?
What you will provide?
Can you deliver your promise?
What are the offered benefits?
When will you complete the work?
How much will you charge?
For class research projects, use the following headings: problem, feasibility, audience, topics to investigate, methods/procedure, qualifications/facilities/resources, work schedule, call to action. Long sales proposals need to have a one-page cover letter organized to 1.) Catch the reader’s attention/summarize three major benefits offered, 2.) Discuss each benefit in the order mentioned, 3.) Deal with the readers’ potential objections or concerns, 4.) Briefly mention other benefits, and 5.) Ask for approval and provide a reason for prompt action.
Progress reports are used to reassure the funding agency or employer that you’re making progress and allow solutions to any problems that may arise.
Progress reports can be organized chronologically (Summary, work completed, work remains, and completion on/off schedule), by task (organized by tasks worked during the period), or recommendation (increase of funding, direction change, or cancellation). Progress reports can also be used to enhance your image (provide details), float trial balloons (provide other alternatives), and minimize potential problems (challenges that may lie ahead).