Writing reports and

proposals
1st April, 2023
Key Areas
1. Understanding the purpose and audience of the report or proposal
2. Choosing an appropriate format and structure
3. Conducting research and collecting relevant data
4. Organizing and presenting information in a clear and concise manner
5. Writing effective introductions and conclusions
6. Using appropriate tone and language
7. Incorporating visual aids and graphics to enhance understanding
8. Editing and proofreading for grammar, spelling, and punctuation errors
9. Addressing potential objections and counterarguments in proposals
10. Tips for effective communication and presentation skills during delivery.
Understanding the purpose and audience of
the report or proposal
• All of these factors contribute to creating a report or proposal that is well-
targeted, relevant, and effective.
1. Understanding the purpose and audience of the report or proposal is crucial for
effective communication. It helps in crafting a report or proposal that meets the
specific needs of the target audience. Here are some points that can be covered in
this section:
2. Defining the purpose of the report or proposal
3. Identifying the intended audience and their needs
4. Determining the scope and depth of the report or proposal
5. Deciding on the format and structure of the report or proposal
6. Analyzing the cultural and social background of the audience
7. Taking into account the level of technical expertise of the audience
8. Considering the time frame and deadline for the report or proposal.
Templates n tools
• There are many websites where you can find professional templates for
report writing and proposals. Some popular options include:
• Microsoft Office Templates: https://templates.office.com/en-us/templates-
for-Word
• Canva: https://www.canva.com/templates/proposals/
• Lucidpress: https://www.lucidpress.com/pages/templates/proposals
• PandaDoc: https://www.pandadoc.com/templates/proposals/
• Venngage: https://venngage.com/templates/proposal-templates/
• Google Docs: https://www.google.com/docs/about/template-gallery/
• Hloom: https://www.hloom.com/proposal-templates/
• TemplateLab: https://templatelab.com/proposal-templates/
Choosing an appropriate format and structure
• Choosing an appropriate format and structure is another important aspect of writing reports and proposals. Here are some points
to consider:
1. Follow the guidelines: Many reports and proposals have specific guidelines or templates that need to be followed. Ensure that
you are familiar with them before starting your report.
2. Consider the audience: The format and structure of the report may vary depending on the intended audience. For example, a
report written for technical experts may have a different structure than one written for a non-technical audience.
3. Use headings and subheadings: Headings and subheadings can help organize your report or proposal and make it easier to
read. They also help the reader to quickly locate information.
4. Choose appropriate visuals: Visuals like graphs, charts, tables, and images can help present information in a more appealing
and understandable way. Make sure to choose appropriate visuals and include captions that explain them.
5. Use a logical structure: Your report or proposal should have a logical flow and structure. Start with an introduction that clearly
states the purpose of the report or proposal, followed by the body that presents your findings or recommendations. End with a
conclusion that summarizes the main points and provides recommendations or actions to be taken.
6. Be concise: Reports and proposals should be concise and to the point. Use short sentences and paragraphs, and avoid using
technical jargon or unnecessary details.
7. Edit and proofread: Before submitting your report or proposal, make sure to edit and proofread it thoroughly. Check for
grammar, punctuation, and spelling errors, as well as inconsistencies and inaccuracies in the content.
Tool ??
• Microsoft Word: Word has a variety of templates and formatting options that can be used to create
professional reports and proposals.
• Google Docs: Google Docs also has templates and formatting options, and allows for collaboration in real-
time with team members.
• Trello: Trello is a project management tool that can be used to organize tasks and responsibilities when
working on a report or proposal.
• Mindmeister: Mindmeister is a mind-mapping tool that can be useful for brainstorming and organizing ideas
when developing a report or proposal structure.
• Canva: Canva is a graphic design tool that can be used to create visually appealing reports and proposals,
including infographics and other visual aids.
• Grammarly: A writing assistant that helps with grammar and spelling errors, as well as sentence structure
and style suggestions.
• Hemingway Editor: An online tool that highlights lengthy, complex sentences and common writing errors,
and suggests simpler alternatives.
• Scrivener: A comprehensive writing tool that helps you organize and structure longer documents, such as
reports and proposals, into manageable sections.
Conducting Research
• Conducting research and collecting relevant data is an important step in writing reports and proposals. Here are some tips on how
to do it effectively:
1. Define your research question or objective: Clearly define what you want to achieve with your report or proposal. This will
guide your research and help you stay focused.
2. Identify your sources: Determine what sources of information are relevant to your research question or objective. This may
include primary sources such as interviews, surveys, or experiments, or secondary sources such as books, articles, or
databases.
3. Evaluate your sources: Once you have identified your sources, evaluate their credibility and relevance to your research
question or objective. Make sure you are using reliable and trustworthy sources.
4. Collect your data: Collect your data using a variety of methods, such as online searches, surveys, interviews, or observations.
Make sure to record your data accurately and systematically.
5. Analyze your data: Once you have collected your data, analyze it to draw conclusions and support your arguments. Use
appropriate statistical or qualitative methods depending on the nature of your data.
6. Organize your data: Organize your data in a way that is easy to understand and relevant to your research question or objective.
This may include creating tables, charts, or graphs.
7. Document your sources: Make sure to properly document your sources using a citation style appropriate to your field. This will
help you avoid plagiarism and give credit to the authors whose work you are using in your report or proposal.
Tool
• Google Scholar: A search engine that indexes scholarly literature in many
disciplines and formats.
• JSTOR: A digital library that provides access to thousands of academic
journals, books, and primary sources in the humanities, social sciences, and
sciences.
• SurveyMonkey: A popular tool for creating and distributing surveys to
collect data from a targeted audience.
• Qualtrics: A comprehensive research platform that enables users to create
and distribute surveys, analyze and visualize data, and share insights.
• Zotero: A free, open-source reference management tool that helps users
collect, organize, and cite sources for research projects
Organizing and presenting information in a
clear and concise manner
• Determine the main message: Identify the key points that you want to convey to your audience. This will
help you focus your writing and ensure that the message is clear.
• Outline your report or proposal: Create an outline to organize your thoughts and ideas in a logical manner.
This will help you ensure that you cover all the necessary information and present it in a coherent way.
• Use headings and subheadings: Use headings and subheadings to break up the text and make it easier to
read. This will also help your readers to quickly identify the key sections of your report or proposal.
• Use bullet points and numbered lists: Use bullet points and numbered lists to highlight important
information and make it stand out. This will also help your readers to quickly identify the key points that you
are trying to convey.
• Use clear and concise language: Use clear and concise language to ensure that your message is easily
understood. Avoid using technical jargon or overly complex sentences that can confuse your readers.
• Use visuals: Use visuals such as graphs, charts, and images to help illustrate your points and make the
information easier to understand. This can also help break up the text and make the report or proposal more
visually appealing.
• Edit and proofread: Edit and proofread your report or proposal to ensure that it is free of errors and that the
message is clear. This will also help you ensure that the document is well-organized and easy to read.
Writing effective introductions and conclusions

• Writing effective introductions and conclusions is an important aspect of

report and proposal writing. Here are some steps to help you write
professional and effective introductions and conclusions:
• Introductions:
• Start with a hook or attention-grabber to engage the reader.
• Provide background information on the topic to give context.
• Clearly state the purpose and objectives of the report or proposal.
• Preview the main points or sections of the report or proposal.
• Conclusions:
• Summarize the main points or findings of the report or proposal.
• Restate the purpose and objectives in light of the findings.
• Provide recommendations or actions that can be taken based on the findings.
• End with a strong concluding statement or call to action.
Using appropriate tone and language
1. Know your audience: Understanding the audience's expectations and preferences is crucial in determining the tone and language of the
report or proposal.
2. Use a professional tone: The language and tone of the report or proposal should be professional, formal, and free from any slang, jargon,
or colloquialisms.
3. Keep it simple: Avoid using complex words, long sentences, or technical terms that the audience may not understand. Use simple and
straightforward language.
4. Be objective: Use language that is neutral and unbiased to present a balanced view of the topic. Avoid using any biased or subjective
language that may affect the credibility of the report.
5. Use active voice: Use active voice to make the writing more direct, clear, and engaging.
6. Edit and proofread: Edit and proofread the report or proposal to ensure that the tone and language are appropriate and consistent
throughout the document.
7. Using visual aids, such as charts or diagrams, to enhance understanding of complex information.
8. Providing a clear and detailed executive summary to highlight the key points of the report or proposal.
9. Including relevant appendices, such as additional data or supporting documents, to provide further context and information.
10. Following appropriate formatting and citation.
11. Revising and proofreading the report or proposal carefully to eliminate errors and improve clarity.
12. Testing the report or proposal on a sample audience to ensure it is effective in communicating the intended message.
13. Using active voice and avoiding overly technical jargon to improve readability and engagement.
Tool ?
• Grammarly: This is a writing assistant tool that can help with checking
spelling, grammar, and punctuation, as well as suggest alternative wording
and tone to improve clarity and conciseness.
• Thesaurus.com: This website provides synonyms and antonyms for words
to help find the best word choice that fits the tone and context of the
writing.
• Style guides: Different writing styles have different conventions for tone
and language. Referencing the appropriate style guide (e.g., APA, MLA) can
help ensure consistency and accuracy in language usage.
• Reading out loud: Sometimes, reading out loud what has been written can
help identify areas where the tone or language may be inappropriate or
unclear
Incorporating visual aids and graphics to enhance
understanding
• Incorporating visual aids and graphics can greatly enhance the understanding and impact of a
report or proposal. Here are some tips for incorporating visual aids and graphics effectively:
1. Choose the right type of visual aid: Different types of visual aids, such as tables, graphs, charts, diagrams,
and images, are better suited for different types of information. Choose the visual aid that best conveys the
information you want to present.
2. Keep it simple: Visual aids should be easy to read and understand. Use clear and simple labels, and avoid
cluttering the visual aid with too much information.
3. Use appropriate formatting: Ensure that the visual aid is easy to read by using appropriate formatting, such
as clear fonts and colors.
4. Label and caption appropriately: Provide clear and concise labels and captions for each visual aid to ensure
that the reader understands the information being presented.
5. Place visual aids strategically: Place the visual aid close to the relevant text, and ensure that it does not
disrupt the flow of the document.
6. Use high-quality visuals: Ensure that the visual aids are of high quality, with clear and legible images and
text.
7. Be mindful of accessibility: Consider accessibility needs, such as providing alternative text descriptions for
images, and ensuring that visual aids are readable by those with color blindness or other visual
impairments.
Any tools
1. Microsoft Office Suite - This includes tools such as Excel, PowerPoint, and Word
which have built-in features for creating charts, graphs, and other visual aids.
2. Canva - A web-based graphic design platform that offers a wide range of
customizable templates, icons, images, and other design elements.
3. Infogram - An online tool that helps create interactive and engaging charts,
graphs, and infographics.
4. Piktochart - A web-based tool for creating professional-looking infographics,
reports, and presentations.
5. Tableau - A data visualization software that allows users to create interactive
dashboards and reports.
6. Adobe Creative Suite - A collection of software tools that include Photoshop,
Illustrator, and InDesign, which can be used to create high-quality visual aids
and graphics.
Editing and proofreading for grammar,
spelling, and punctuation errors
• Take a break: Step away from your writing for a while so that you can come back to it
with fresh eyes.
• Read out loud: This can help you catch errors that you might not have noticed otherwise.
• Use editing software: Tools like Grammarly or Hemingway Editor can help you identify
grammar, spelling, and punctuation errors.
• Have someone else read it: A second set of eyes can catch errors that you might have
missed.
• Use a style guide: Consult a style guide, such as The Chicago Manual of Style or The
Associated Press Stylebook, to ensure that your writing adheres to accepted standards.
• Print it out: Sometimes it's easier to spot errors on a printed copy of your work than on a
computer screen.
• Take it one step at a time: Focus on one aspect of editing at a time, such as grammar or
punctuation, to avoid feeling overwhelmed.
Addressing potential objections and
counterarguments in proposals
• Anticipate objections: Try to put yourself in the shoes of the audience and think about
what concerns they may have.
• Acknowledge objections: Address the objections directly and acknowledge that they are
valid concerns.
• Provide evidence: Back up your proposal with facts, figures, and evidence to support
your argument.
• Offer solutions: Provide potential solutions or alternatives to address the objections.
• Address the risks: Discuss any potential risks or drawbacks of the proposal and how they
can be mitigated.
• Use persuasive language: Use language that is persuasive and appeals to the emotions of
the audience.
• Be confident: Show confidence in your proposal and your ability to address any
objections that may arise.
Tips for effective communication and
presentation skills during delivery
1. Practice: Practice your presentation before the actual delivery. Rehearse it multiple times to improve your
delivery and ensure that you can deliver it comfortably.
2. Eye contact: Make eye contact with the audience to maintain their attention and show that you are confident.
3. Body language: Use appropriate body language, such as hand gestures and facial expressions, to emphasize
your points and show your passion for the topic.
4. Voice modulation: Use variations in your voice, such as pitch and tone, to emphasize your key points and keep
the audience engaged.
5. Use visual aids: Use visual aids, such as charts, graphs, and images, to enhance your presentation and make it
more engaging.
6. Use examples: Use relevant examples to illustrate your points and make them more relatable for the
audience.
7. Be concise: Keep your presentation concise and to the point. Avoid lengthy explanations and unnecessary
details.
8. Engage the audience: Ask questions, encourage participation, and create a dialogue with the audience to
keep them engaged throughout the presentation.
9. Practice active listening: Pay attention to the audience's reactions and adjust your presentation accordingly.
10. Be prepared for questions: Anticipate potential questions and be prepared to answer them effectively.