BUSINESS

REPORTS AND

PROPOSALS
?
 CLASSIFICATION OF BUSINESS
REPORTS
I. Voluntary or authorized
II. Routine or special
III. Internal or external
IV. Short or long
V. Informational or analytical
 GENERAL PURPOSE OF
REPORTS

Informational Reports
I. Monitor and control operations
II. Implement policies and procedures
III. Comply with legal or regulatory
requirements
IV. Document work performed for clients
Analytical Reports

I. Guide decision on particular issues

II. Get products, plan or projects accepted by
others
 Monitoring and Controlling
Operations
Three types of reports used for monitoring and
controlling operation are plans, operating
reports and personal activity reports.
 Plans
I. Coordinate the various activities of the
business.
II. Guide the distribution of the resources.
III. Motivate the employees.
 Operating Reports

I. Provide information regarding sales,

production, inventory, shipments,
backlogs, costs, personnel and so on.
Example :- Periodic operating report
corporate annual report and monthly
sale reports are example of periodic
report.
Personal Activity Reports

I. Describe the facts and decisions that

emerge during conversation, trips
and business meetings.
II.Example :- Sale call reports
It summarizes what occurred during
the appointment with customers.
 Reports for implementing policies and procedures

• Help managers communicate company’s standard.

• Some policy / procedures reports are preserved as lasting
guidelines; others are one time position papers.

 Lasting Guidelines :- Comprises the rules of organization.

 Position Papers :- Treat less permanent issue, Explain

non recurring issue
 Reports for complying with government
regulations

 Explain what a company is doing to conform

to government regulations.
 Annual compliance report :- They are
prepared on annual basis.
Examples :-
income tax returns, annual reports from
corporation that have pension plans,and
annual shareholders reports for the companies
that sell their stock to general public.
Interim Compliance report :-

Government agencies requires it to

monitor and control their licensees.
Examples :- Public corporation, are required
by SEC to file 10Q quarterly reports & Large
employers are required to submit monthly
and quarterly tax reports.
 Reports for Documenting Progress

Reports documenting progress provides all the

information that the client needs.

Example:-

1. Interim progress reports :-

• Vary in length depending on the period
covered and the complexity of the contract.
• Provide regular updates in the form of reports.
2. Final Reports:-

•At the end of the project final report

provide the wrap – up of results.
 ANALYTICAL REPORTS

 Reports that help managers to make decisions about

problems and opportunities.
 Require a strong foundation of fact combined with
good insight and excellent communication skill on
the part of writer.
 Ends by presenting the decision to a problem or by
recommending a number of action.
 Content may vary greatly, all of them tend to ask
“should we or shouldn’t we” questions.
PROBLEM – SOLVING REPORTS

• Provide management with background

information and analysis of option.
• TYPES

1. Troubleshooting Reports :-
Usually start with some background
information on the problem, then analyze
alternative solutions and finally recommend the
best approach.
2. Feasibility and Justification Reports :-

Feasibility Report – Answer the question

as:
Will this action work? Is it profitable? etc.
Justification Report- They are written after
course of action has been taken or after
the decision has been made to justify the
action or decision.
 PROPOSALS
 Proposals are the reports written to get
products, plans or projects accepted by others.
Types
According to target audience
1. Internal proposals :-
They are directed to the decision makers in the
organization and have two purpose.
• To seek approval for the project or course of
action.
• To request additional resources.
2. External proposals :-

•They are directed to outsiders and if

accepted they become a legally binding
document.
•Spell out precisely what your company
will provide under specific term and
conditions.
According to the sources

3. Solicited proposals :-

• Prepared at the request of external parties.

• Demonstrates that your organization is better
qualified than competitors to handle a particular
contract.
• Effective solicited proposals address each item
in RFP (request for proposal)
4. Unsolicited proposals:-
•Initiated by the organization without
the specific invitation from the
potential client.
•First establish that the problem exists.
•The form, length and purpose vary
widely.
Exercises for Proposals and Reports
 PLANNING WRITING COMPLETING
ANALYZE :- Study the ORGANIZE :- Decide REVISE :- Evaluate
situation and define the on format, length, content and review
problem. Write the order and structure. readability, edit and
statement of purpose, COMPOSE:- Prepare rewrite for conciseness
select an appropriate final outline and draft and clarity.
report type, compose a introduction, body PRODUCE :- Use
preliminary outline, and and closing. effective design
develop a work plan. Control your style elements, Include
INVESTIGATE :- through level of prefatory and
Gather preliminary and formality and tone. supplement parts.
secondary information. Establish time PROOFREAD :-
ADAPT:- Establish perspective and Review text and visuals
good audience provide supporting for error in layout,
relationship and choose detail. Help readers spelling, and
the right channel find their way. mechanics.