Semi-Formal Reports: Suggestions and Proposals

There are three different types of proposals. Even though in this lesson, we are covering suggestions and proposals as two different types of reports, they are essentially the same. They are meant to convey an idea, suggestion, or solution.

• Suggestions are informal reports written as memorandums. They present an idea, then briefly discuss the advantages and disadvantages.


• Proposals are semi-formal proposals, which we will learn about in this lesson. These types of proposals present ideas for fixing problems or situations. They then evaluate the ideas, and may advise what actions should be taken.


• Formal proposals are written as bound documents. These types of proposals detail a company's plans for how it will handle a large project. The project is for a client, such as the government. The proposal is presented to the client. It will detail how and when the work will be done, and why the company is the best one to perform the work for the client. In other words, a formal proposal is what's used by a company to land a client.

Informal Suggestions

• Summary tells what you want to do, or want done.


• Background tells about the situation as it currently stands.


• The Details compartment has two sub-compartments.

• Suggestion tells about the suggested changes or improvements. It also tells why the changes or improvements are needed.


• Evaluation analyzes the effects the changes or improvements will have. In addition, it categorizes them into advantages and disadvantages – or gains and losses.

• Outcome describes the action that is needed. You either ask for approval to implement your suggested changes or improvements, or you tell who needs to take the required action. You can also tell when and how the changes or improvements should happen.


• Evidence contains data that supports your suggestion.

Section Review 1

1. Tablet PCs are growing increasingly affordable and functional, but it's difficult to determine which brand and type our sales staff needs. Some of our staff have recommended different types, while others suggest we wait for the release of the latest model.


1. ___ Summary

___ Background
2. 
   
3. ___ Details


4. ___ Evidence


2. I suggest we contract ABC Technology Consulting to assess our needs and recommend the best tablet PCs for our sales staff. I request your approval to move forward.


1. ___ Summary

___ Background
2. 
   
3. ___ Details


4. ___ Evidence


3. We have $6,000 in this year's budget that's allotted for tablet PCs for our sales staff. To ensure we buy the most functional and productive tablet PCs, I suggest we contract a consultant to help identify the make and model that will best meet our needs.


___ Summary
1. 
   
2. ___ Background


3. ___ Details


4. ___ Evidence