LIB300

1. Writing and Completing
Reports and Proposals

2. Deadline of submissions:
Item Report/Proposal Part Week & Day
1. Topic, Thesis Statement &
Academic research questions
Week 8, Sunday
2. Outline Proposal Project Week 9, Sunday
3. PPT Slides Drafts Week 10
4. Final Project Week 11- 12
5. Final Presentation Week 11- 12

3. Drafting
Report
content
Your credibility and career
advancement are on the line with
every business report you write,
so make sure your content is
 accurate
 complete
 balanced
 clear and logical
 documented clearly

4. Title Page
The title of the report
Whom the report is prepared
for
Whom it is prepared by
Release date

5. Letter or Memo of Transmittal
 Tell when and by whom the report was authorized and the purpose it
was to fulfill.
 Summarize your conclusions and recommendations.
 Indicate minor problems you encountered in your investigation and
show how you surmounted them. Thank people who helped you.
 Point out additional research that is necessary, if any.
 Thank the reader for the opportunity to do the work and offer to
answer questions.

6. Table of contents
 List the headings exactly as they appear in the body of the report.

7. List of illustrations
 Tables
 Figures (bar graphs, pie charts, maps, drawings, photographs,
computer printouts, and so forth.

8. Executive Summary
First paragraph:
Identify the report’s recommendations or main point (thesis). Provide
background of the problem only if needed to explain the goal of the
recommendations.
Body:
Identify major supporting points of your argument. Include all the
information decision makers will need. Make the summary clear as a
stand-alone document.
If you have conducted surveys or interviews, briefly describe your
methods.

9. Report introduction
- Depends on the nature and length of the report, the
circumstances under which you’re writing it, and your
relationship with the audience.
 Authorization
 Problem/opportunity/purpose
 Scope
 Background
When, how, and by whom the report was authorized; who
wrote it; and when it was submitted
The reason the report was written and what is to accomplished
as a result of you having written it
What is and what isn’t covered in the report.
The historical conditions or factors that led up to the report.

10.  Sources and Methods
 Definitions
 Limitations
 Report Organization
A description of the primary and secondary research
that provided information for the report.
A list of terms that might be unfamiliar to your audiences, along
with brief definitions.
Factors beyond your control that affect report quality,
such as gadgets, schedule constraints, or limited access to
Information or people.
This ‘road map’ helps readers understand what’s
Coming in the report and why this information
is included.

11. Report body
 Should contain only enough information to convey your message in a convincing
fashion; use an appendix for less important details. The following are commonly
covered in a report body:
 Explanations of a problem or an opportunity
 Facts, statistical evidence, and trends
 Results of studies or investigations
 Discussions and analyses or potential courses of action
 Advantages, disadvantages, costs, and benefits of a particular course
of action
 Procedures or step in a process
 Methods and approaches
 Criteria for evaluating alternatives and options
 Conclusions and Recommendations
 Supporting reasons for conclusions or recommendations

12. Report close
Direct Approach – end with a summary of
key points, listed in the order which they
appear in the report of the body
Indirect Approach – present your conclusions
or recommendations.
If your report intends to prompt others – use
the close to spell out exactly what should
happen next

13. Drafting proposal content
USE AIDA Model
A gain attention
I build interest
D create desire
A motivate action

14. Other strategies to strengthen your
argument
 Demonstrate your knowledge
 Provide concrete information and examples
 Research the competition so you know what other
proposals your audience is likely to read.
 Prove that your proposal is appropriate and feasible
for your audience.
 Relate your product, service, or personnel to the
reader’s exact needs.
 Package your proposal attractively.

15. Proposal content
I. Introduction
Background or statement of the
problem
Solution
Scope
Organization

16. II. Proposal Body
Proposed Solution
Work Plan
Statement of Qualifications
Costs
Describe what you have to offer.
Explain the steps you’ll take, their timing, the methods or resources
you’ll
Use, and the person(s) responsible.
Describe the organization’s experience, personnel and facilities as th
to audience.
Covers pricing, reimbursable expenses, discounts, and so on.

17. Proposal close
Summarize the key points, emphasize
the benefits, summarize the merits of
our approach, restate why you and your
firm are a good choice, and ask for a
decision from the reader.
Keep this section brief and use a
confident, optimistic tone.

18. Components
Prefatory Parts
• Title Page
• Table of Contents
• List of Illustrations
• Synopsis or
Executive
Summary
Text Parts
• Introduction
• Body
-
report/proposal
• Close
Supplementary
Parts
• References

19. Distribute the sample Report &
Proposal

20. Final Report/Proposal Topics
Topic 1:
Your challenge is to identify opportunities to increase the
number of students of STIU --- any kind of marketing
strategies. The following suggestions may help.
 Research recent most popular colleges or universities and try to identify
why they have been popular.
 Research the growth of their population. Show some graphs and figures.
 Consider location, school campuses, facilities, programs offered ,
lecturers, play essential roles
 Conduct surveys and interviews to find out why they like pursuing their
education in those universities or colleges.
 Summarize your findings in a formal report.
 Propose Marketing strategies to help increase STIU’s student population
considering those things you have found out.

21. Topic 2
In the HR point of view, quick turn over of
employees nowadays has been an issue.
What do you think can be done to retain
employees especially the good ones?
 Research companies (at least 2) which has the fastest turn
over. Show some graphs and figures.
 Identify the causes
 Propose some solutions