Business Writing

 Memos

 Proposals
 Memos
Internal documents – documents used for
communication within the organization
eg: They communicate arising
matters/issues within the organization,
invitations to meetings, updates, notices,
house-keeping matters
More comprehensive documents like
policy issues are communicated through
circulars
 Structure
The structure, outline, layout and format of a
memo is very essential and must be observed as
part of standard formal communication pathways
There are instances where a Memo can be used
to communicate a Progress Report
Although reports are usually comprehensive,
detailed and lengthy, a progress report in form of
a memo is characteristically short, brief,
informative and straight to the point.
 Memo: outline

1.Introduction
2.Body
3.Conclusion
 CHINHOYI UNIVERSITY OF TECHNOLOGY

INSTITUTE OF LIFELONG LEARNING

CENTRE FOR LANGUAGE AND COMMUNICATION STUDIES

MEMORANDUM

TO: Director of Quality Assurance

FROM: S. Nembaware – Centre for Language, Communication Studies

DATE: 6th May 2015

Cc Mr. I. Choto, Mrs. Kadyamatimba, Mr. W. Chirambaguwa

RE: PROGRESS REPORT – SURVEY ON THE QUALITY OF

UNDERGRADUATE STUDENTS’ REPORT WRITING SKILLS

 The task that was given

 The work that has been accomplished to date
 The work that is yet to be accomplished
 Challenges encountered in executing the task
 Conclusion and Recommendations – usually recommendations may
emerge from the challenges encountered so far

Thank you

Signed…………………………………….

S.Nembaware (Mr.)
 Proposals: A Guide

1.Unrequested/unsolicited

2.Requested/solicited
 Why write proposals?
We write a proposal when we want to
generate work for ourselves
This work may be of considerable
benefit to others
The structure of a proposal depends
on the proposed programme,
priorities, technologies, funding levels
etc
 Scope
A proposal must be written in sufficient detail to
allow reviewers to understand:
1) What the proposed action hopes to accomplish
2) If the progress personnel have the necessary
expertise to accomplish the stated goals and
objectives
3) The potential of the proposed action to
positively impact on the lives of people
4) The impact and cost-effectiveness of the project
5) Evaluation and dissemination plans
 Adherence to specifications
There is need to read and understand closely the
programme solicitation/invitation for tenders ie: in the
context of solicited proposals

This normally specifies: rationale, overview, detailed

programme information, instructions for preparing and
submitting proposals, special review criteria

This is usually spelt out in the Grant Proposal Guide which

provides guidance for preparation and submission of
proposals (eg: for NGOs, Sponsored academic
programmes)
 Before Writing
1. A good proposal begins with a clear idea of the goals
and objectives of the proposed action eg: harnessing
tax benefits from informal traders
2. State why the proposed action will lead to a significant
improvement to the current practice
3. State, in the context of the envisioned improvements,
the activities that must be undertaken, the
instruments needed, the strategic coalitions desired
4. The resources needed, eg: people, time, equipment,
technical support etc. Before resources are
considered, goals and activities should be clearly
stated.
 A successful/winning proposal
 A winning project proposal should be innovative – it
should break new ground
 A sound and bankable project proposal must measure up
to current trends and even exceed expectations
In some proposals, there is need to mention the results of
pilot and feasibility studies
There is need to gather necessary background information
It is important, when writing a proposal, to determine
what other winning proposals focused on and how they
were prepared
Also, the relationship of the proposed project to the work
of others should be described (literature review)
 Solicited or Requested Proposals
In solicited or requested proposals it is important to understand the
following:

Tender/Programme solicitation guidelines

Programme requirements eg: target dates, programme objectives, budget
limits, cost sharing, text restrictions etc
Also, consider the review criteria
Consider the target audience
Demographic characteristics, size problems, challenges faced by the group
The proposal must be designed in a manner that addresses effectively the
problems, challenges faced by the target group
The proposal must outline detail of coalitions: multi-disciplinary projects;
seek letters of endorsement from collaborative partners
When writing the proposal – it should be readable, well-organized,
grammatically correct and understandable
 Structure
Introduction – presents and summarizes the
problem you intend to solve and your solution to
that problem, the benefits that accrue to the
targeted audience and the cost of that solution

Body – explains the complete details of the solution,

how the job will be done ie: broken into separate
tasks, what method will be used to execute the task
at hand, the equipment, the material, the personnel,
when the work will be done (timelines, when the job
will be complete, budgetary implications
 Structure cont......

Conclusion – should restate the

benefits that accrue from the
proposed action. It should be
encouraging, confident and
assertive in tone
 Format
1. Letter of transmittal
2. Title page
3. Abstract – executive summary
4. Introduction
5. Body
6. Conclusion/Recommendations
7. Back matter: Bibliography, Qualifications
of writers and project implementers,
Appendices, Budget (detailed)