Lesson 10: Formal Report Lesson 11: Feasibility Report

 Require substantial research to determine the project’s chances of success

 Involve more than one writer presents evidence about the practicality of a proposed
 Many organizations prefer formal reports and furnish project based on a specific criteria.
guidelines for writers to follow.  Offers logical conclusion and recommends whether
 Often, a cover letter/memo precedes the front matter. the project should be carried out.
Parts: (I) FRONT MATTER (II) BODY (III) BACK MATTER  Stress-specific steps=Recommendation reports
 Before beginning to write, analyze the needs of the
I. FRONT MATTER audience.
 Gives readers a general idea of writer’s purpose,  Then write a purpose statement.
overview of the type of information in the report, and Report Sections: (I) INTRODUCTION (II) BODY
lists where the specific information is covered. (III) CONCLUSION (IV) RECOMMENDATION
 Not all formal reports include every element, but--
 Title page & Table of contents are usually mandatory. I. INTRODUCTION
1. Title Page  States the report’s purpose
-should not be numbered, but considered as page i.  Might also discuss the report’s scope, any procedures, or any
-formats may vary, but they often include; methods used in the analysis of alternatives
 Full title, name of writers, dates/date, name for which the writer
works, name of the organization to which the report is being II. BODY
submitted.  Presents a detailed review of alternatives for achieving the
2. Abstract goals of the projects.
-enables readers to decide whether to read the report  Examine each option according to specific criteria.
-should state the purpose  Identify the subsections with headings to guide readers.
3. Table of Contents
-to appear professional -accessible III. CONCLUSION
4. List of Figures  Interprets available options and leads to one option as the
- when a report contains more than five figures best or most feasible.
-all visuals contained in a report labeled as figures
5. List of Tables IV. RECOMMENDATION
-when a report contains more than five tables  Presents the writer’s opinion on which alternative best meets
-list along their title and page numbers the criteria as summarized in the conclusion.
6. Foreword (optional introductory statement)
-written other than the author FAQs
-usually an authority in the field or an executive 1. What to consider in creating feasibility reports?
7. Preface (optional introductory statement) -consider alternatives
-written by the author(s) of the report
2. Why do we prepare feasibility report?
-announces the work’s purpose, scope, and context.
-may also specify the audience for a work -provide companies information and analysis.
8. List of Abbreviations and Symbols
-readers may not interpret with their meaning Lesson 12: Progress and Activity Report
 Both are sometimes called “Status Reports”
II. BODY
 Provides context A. Progress Reports
 Describes in detail the methods and procedures  status of a project—whether it’s on schedule and within the
 Demonstrates how results were obtained budget
 Makes recommendations if appropriate  submitted from a contracting company to client company
1. Executive Summary  help projects run smoothly
-provides a complete overview of the report  all progress reports for a project should have the same
2. Introduction format.
- gives any general information and context necessary to understand  Contains introduction, subsequent reports, body, and end
the detailed information. with conclusion.
 Purpose is to give clarity on the progress of the project.
3. Text
- detailed five W’s of the report
- logical information and logically arranged B. Activity Reports
- enhanced using visuals  Status of ongoing projects/work of individual employees
- can be in bullet form  Issued periodically
4. Conclusions  No introduction or conclusion needed BUT may need a brief
- pulls together the results and interprets findings opening to provide context.
5. Recommendations  Contains material familiar to its readers.
- what course of action should be taken based on earlier arguments ___________________________________________________
and conclusion. Lesson 13: Making Proposals
6. Explanatory Notes - Written to persuade readers by solving a problem or
- Amplify terms or points for some readers fulfilling a need
7. References (or Works Cited) - Must convince readers that they need what you are
*if your employer has a preferred reference style, follow it proposing
- Goal is to present a clear and concise plan to
III. BACK MATTER convince the reader to approve.
 Contains supplementary material - Includes the objectives and goals of the project
1. Appendixes - IFB (invitation for bids), RFP (request for proposal)
-clarifies of what is too detailed for secondary audiences. Types of Proposal Writing
-Non-essential
1. Business Proposal
2. BIBLIOGRAPHY - AKA Sales Proposal -if they want to win a contract
- list of sources that were consulted - persuade the reader to invest in the company
- list of sources to generate ideas. - must be convincing enough to make the reader want to take action.
3. Glossary 1.1 Solicited Proposals
- list of specialized terms given a definition - a response to a RFP - meet customer requirement
4. Index - vendors who wish to do business with customer
-allows readers to find information on topics quickly and easily 1.2 Unsolicited Proposals
-key terms to be navigated - marketing tool used to generate new business opportunities
- must be well-researched and carefully written to convince the
FAQs customer to consider the vendor’s solution
What are the categories of Formal Reports? - brings the risk of being rejected outright
-Informational & Analytical 2. Grant Proposals
- a grant is a money given by an organization to another
- well-written and convincingly demonstrate how non-profit will use the
money to achieve its objective
3. Investment Proposals
- includes information about its products, services, and business goals.
- it outlines the company’s financial needs
- must be well-written and provide convincing evidence
 4. Internal Project Proposals Sending Emails
- where one department wants to start a new project 1. Salutations
- the management must approve to get funding 2. Signing Off
- includes information about the project’s objectives, expected 3. Opening Phrases
outcomes, and benefits. It should also include a detailed plan of how 4. Closing Phrases
the organization will execute the project. 5. Reason for Writing
5. Research Proposals Tips for Writing more Effective e-mails
-to request sponsorship 1. Think about your message before you write it
-info about research project, objective, & methodology 2. Reflect on the tone of your message
- outlines budget and timeline 3. Strive for clarity and conciseness in your writing
- you need to use technical writing 4. Briefly state your purpose
- should include all required information 5. Provide the reader with a context for your message
- either Solicited or Unsolicited 6. Use paragraph
Steps to write Proposal 7. State the desired outcome at the end of message
1. IDENTIFY YOUR READERS 8. Format message so that it is easy to read.
 before you start writing - Use white space to visually separate
- help determine what to include paragraphs into separate blocks of text. Bullet important details so that
- to tailor the proposal to the specific needs of the reader they are easy to pick
- you need to include info about your company, and services. out. Use bold face type or capital letters to highlight critical
-to demonstrate why you are the best choice information, such as due dates.
2. STATE EXECUTIVE SUMMARY 9. Proofread
 as you start writing a proposal 10. Use Passive Voice
- a brief introduction to your company 11. No abbreviations
- Introduction should be to the point. 12. Cc: & Bcc: (carbon copy, blind carbon copy)
- can add a brief statement of your company’s history of success. 13. Using Colons
14. Specific Subject
3. MENTION THE PURPOSE OF THE PROPOSAL
15. Be Polite
 after the brief introduction
 include the problem statement in this section Examples of Common Mistakes
 purpose is to win the contract 1. Too Personal in Content
2. Too Emotional
- allows the reader to understand the objective of proposal
3. Too Crowded
4. EXPLAIN THE SOLUTION 4. Too Informal
 After you have stated the problem, offer a solution
 Must be feasible
 must be cost-effective and efficient Lesson 15: MEMO
 good relevant data/statistics  Latin “memore”- to remember
5. INTRODUCE AUTHORITY  Uses a standard form
- your team’s experience and achievements will help reader o To: From: Date: Subject (typical)
understand your ability to complete the project. o Sent on paper or as an attachment to e-mail messages
6. DISCUSS THE BUDGET  Purpose: report results, instruct employees, announce
 Realistic policies, disseminate information, and delegate
 How much exactly is needed
responsibilities
7. ADD A REQUEST FOR PROPOSAL APPROVAL
 Can communicate formality and authority
 Shows humbleness and respect for client
 Offering full range of word-processing features
8. INCLUDE APPENDIX
 Supporting information about the project  Helpful in manufacturing and service industries
Best Practices to Write a Proposal Memo Format
1. Pay attention to The Recommended Format  Not only for routine correspondence, but also;
-look more professional o For short reports, proposals, and other internal docs
2. Leverage Visual Content  Format may vary
-enable readers to understand complex concepts easily  Consider who should receive or needs to be copied
3. Keep it simple  If rank does not apply, alphabetize by last name
- short and clear and don’t use jargons or technical terms  Some organizations ask writers to sign printed memos
4. Avoid Exaggeration to take responsibility for a memo’s contents
- exaggeration can make it unrealistic  Electronic copies should not include simulated initials
5. Edit and Proofread  Writer clearly state the subject of the memo
- help remove any errors  No salutation
6. Include Quantitative data and Statistics  Important information in the first paragraph
- strengthens your argument by providing concrete evidence  Additional details in the second paragraph
7. Digitize Proposal
- more accessible to share Lesson 16: Application letter & Resume
8. Add a Call-to-action ~Application Letter~
- an essential element of a proposal
 Essentially a sales letter
Why is Proposal Writing Important?
 You market your skills, abilities, and knowledge
tion of Realistic Plans
es the Credibility of an Organization  Must be persuasive
ring the funding  Research indicates that errors often eliminates candidates
tification of Strengths and Weaknesses  Accomplishes for tasks:
s Direction to Business o It catches the reader’s attentions favorably by describing
how your skills will contribute to the organization.
Lesson 14: E-mail o It explains which particular job interests you & why.
- Email is currently the most used communication o It convinces the reader that you are qualified for the job
channel in the business environment  Highlighting /interpreting particularly impressive qualifications
- Businesses rely on it heavily for sending messages o It requests and interview
across long distances in a short time Opening
- Rules of etiquette are focused on how messages  Provide context on how you heard about the position
should look and on what they should contain  Name the specific job title or area
Style: Email Form  If referred, say so
1. Email Address 4. Font  Show enthusiasm by explaining why you are interested in the job
2. Subject 5. Paragraph Spacing o Demonstrate your initiative and knowledge of the organization
3. Salutations and Closings 6. Signature  By relating your interest to some facet of the organization
Email Content Body
1. Writing Style 3. Enumerations  Show thorough examples that you are qualified for the job
2. Tone and Punctuation 4. Attachments o Limit each paragraph to one basic point stated in the topic sentence
Important Components of an Effective E-mail  Do not just tell you are qualified
o Show examples and details
1. Subject Line
 Highlight achievements and refer to your enclosed resume
2. Greetings
o But do not simply summarize your resume
3. Endings
 Indicate how your talents can make valuable contributions
4. Name
5. Use Simple English Closing
6. Font Matters  Request for an interview
7. Closing Remarks  Let the reader know how to reach you by including your phone
number or e-mail address.
 End with a statement of goodwill
 ~Résumé~
 Key tool of the job search Lesson 18: Visuals
o Itemizes your qualifications  Making abstract concepts and relationships concrete
 Foundation for your application letter  Highlight important information and emphasize key
 Should be limited to one, or two pages if you have concepts succinctly and clearly
substantial experience  Simplicity, clarity, conciseness, directness
 Employer base specific questions from the contents  Help readers focus on key portions of your document,
 Affect a potential employer’s first impression presentation, or Web site
 Consistency is critical  Context is provided by the text that introduces the visual
 The truthfulness reflects in your ethical stance and and clarifies its purpose
integrity.  In selecting visuals, consider your audience and your
Analyzing your Background purpose carefully in selecting visuals
 Determine what kind of job you seek
 What information about you would be most important
~Integrating Visuals with Text~
o Schools attended, degree, academic awards, GPA
 Consider the best locations for visuals before you
o Jobs held
o Other experiences and skills developed
begin writing a draft
- Use visuals where they will best advance your purpose
Curriculum vitae- a detailed resume for someone in an academic
and a scientific.  One way to use visuals wisely is to make their
Organizing your Resume (Sections) placement a part of your outlining process
1. Heading (name and contact information) 5. Employment Experience  When you write the draft, place visuals as close as
2. Job objective 6. Related Skills and Abilities possible to the text where they are discussed
3. Qualifications Summary 7. Honors and Activities - Clarify for readers why each visual is included in the text
4. Education 8. References and Portfolios
 If recent graduate w/o experience, Education first ~Creating Visuals~
o Experience first if you have job experience  Keep visuals simple
 In education and experience sections, use reverse  Position the lettering of any explanatory text or labels horizontally
chronological sequence  Specify the units of measurement used
o Most resent first then the latter and so on.  Use consistent terminology
I. Heading  Define abbreviations the first time they appear in the text
- Name, Address, Tel#, and professional e-mail address  Give each visual a caption or concise title
 Make sure name stands out on the page
II. Job Objective ~Choosing Appropriate Visuals~
 Helps reader quickly understand your goal
 The direction you hope your career will take
 No more than three lines and tailor it to the specific job
III. Qualifications Summary
 To persuade hiring managers to select you for an interview
 Sometimes called “career statement”
 Personal qualities that makes you suited for the position
 “Profile”, “Career Highlights”, or simply “Qualifications”
IV. Education
 Include GPA if 3.0 or higher
Diagram/ parts of a
V. Employment Experience mechanism
 Organize functionally by clustering similar types of jobs
 Type of arrangement might be persuasive than the other
 Employers are suspicious of functional resumes because they
can hide poor work history
 List both job and company titles
 Use action verbs
 Focus on achievements on work history
- Jobs or internships
- Extracurricular experiences
- Military service
Facts and figures
VI. Related Skills and Abilities
 Employers are interested in hiring applicants with a variety of
skills or the ability to learn new ones quickly
 Include knowledge of using softwares
VII. Honors and Activities charts/ draw
 If you have room on your resume conclusions
 Be selective: do not duplicate information
VIII. References and Portfolios
 Avoid listing references unless it is a standard practice in your
profession
o “References available on request”
A Portfolio is a collection of samples in a binder of your most
impressive work and accomplishments.
 Successful documents you have written, articles, letters of
praise from employers, copies of awards and certificates
 Might include a section that lists contents of your portfolio

Electronic Resumes
1. Web Resumes
- post a resume on a web site
2. Scannable and Plain-Text Resume
- usually mailed to an employer in paper form
- should not contain decorative fonts
- downloaded into company’s searchable database
3. E-mail-attached Resumes
- consider using a relatively plain design
- e-mail as an application letter
o .RTF- Rich Text Format
o PDF- Portable Document Format
Lesson 19: Graphs
 Numerical or quantitative data in visual form Lesson 21: Sentence Construction
 Although graphs present data in a more comprehensible  A sentence is the most fundamental and
form than tables do, they are less precise versatile tool available to writers.
1. Line Graph  Sentences generally flow from a subject to a
 Shows the relationship between two variables or sets verb to any objects, complements, or modifiers,
of numbers by plotting points in relation to two axes but they can be ordered in a variety of ways to
drawn at right angles achieve emphasis.
 Allow for comparisons between two sets of data for
Subjects
the same period.

2. Bar Graph
 Consist of horizontal or vertical bars of equal width,
scaled in length to represent some quantity
 Commonly used to show (1) quantities of the same
item at different times, (2) quantities of different
items at the same time, and (3) quantities of the
different parts of an item that make up a whole
3. Pie Graph
 Presents data as wedge-shaped sections of a circle.
 Data shown in a bar graph could also be depicted in a
pie graph
 Provide a quicker way of presenting information
4. Picture Graph
 Modified bar graphs that use pictorial symbols

Lesson 20: Tables and Flowcharts

 Organizes data into parallel rows and columns
 Allow readers to make precise comparisons
~Table Elements~
 Table number – placed above tables
 Table title – describe concise
 Box head – contains column headings
 Stub – lists the items about which info is in the body
 Body – comprises the data
 Rules – lines that separate the table into various parts
 Footnotes – used for explanations for individual terms
 Source line – identifies where the data is organized
 Continuing tables – label to continue the table
Informal Tables – listed relatively few items
>Flowcharts<
 Diagram using symbols to show the stages of a process
~Creating Flowcharts~
 Label each step in the process or identify each step with labeled blocks,
pictorial representations, or standardized symbols.
 Follow the standard flow directions: left to right and top to bottom.
Indicate any nonstandard flow directions with arrows.
 Include a key (or callouts) if the flowchart contains symbols your audience
may not understand.
 Use standardized symbols for flowcharts that document computer
programs and other information-processing procedures
~The 4 basic flowchart symbols~
o The Oval – An End or a Beginning. The oval, or terminator, is
used to represent the start and end of a process.
o The Rectangle – a Step in the Flowcharting Process. The
rectangle is your go-to symbol.
o The Arrow – Indicate Directional Flow.
o The Diamond – Indicate a Decision.