Principles for proposals and short reports - Proposals and short reports

Practical models for technical communication - Shannon Kelley 2021

Principles for proposals and short reports
Proposals and short reports

You can improve the quality of these documents by following a few basic principles, which include using precise language and an objective tone. With both of these principles, the emphasis lies in accuracy and fairness. The user must feel confident interpreting the meaning of a document. You can make this easier by examining your word choice and presentation of information.

Use Precise Language

The success of a proposal or short report hinges on specificity. Users need to know precise details that inform and lead them, when appropriate, to make a decision.

Be Specific

Avoid making sweeping statements based on insufficient evidence, otherwise known as generalizing. For example, don’t say that something is a certainty if data suggests that it’s only highly likely. Those are two different things.

Be Accurate

Words such as “always” or “never” can be useful, but they can also be inaccurate. Modify assertions when necessary with words such as “frequently,” “seldom,” or “almost.” If the qualifier makes the statement more precise, use it.

Maintain an Objective Tone

Biased or slanted language can destroy credibility and cause a user to reject a document. Maintain objectivity to build a strong foundation for proposals and short reports. Even when you seek to convince the user in a proposal, your tone should remain objective.

Eliminate Opinion

Phrases such as “in my opinion” or “in our estimation” are overused in short reports and proposals. Instead, state information objectively. When persuading, use facts as a basis for opinions. Instead of stating, “we believe that moving to a virtual machine system is the best decision,” use data to demonstrate that it’s the best decision: “This graph shows that investing money now in a virtual machine system will save Widget World $50,000 in two years.”

Include Experts

Use research to incorporate data and expert opinion to support your idea. Asking the user to trust the information in your proposal or short report based solely on your opinion is usually a mistake. Cite information from trusted sources to support your claims.

Present Information Ethically

Maintain your reputation as a reliable source of information by following the principles of accuracy and objectivity in your reports. When Roy gives credit to the creator of the image he uses in his report, he shows that he’s paying attention to details and knows how to handle outside information properly.

Never present information from outside sources as your own. Cite sources accurately and consistently. This practice shows that you are a professional and thorough researcher.

Be Honest and Transparent

Don’t cover up negative issues or problems. If a topic deals with a problematic situation, don’t ignore the difficulties. Rather, present a realistic solution. This approach will increase your credibility in the eyes of the user. Also, it’s likely that the user was already aware of the problem, so avoiding it would be a setback anyway. Transparency is crucial, so always communicate with honesty.

Image Case Study

Short Reports at Work

This case study is an opportunity for you to put into practice what you’ve learned. Part of this chapter focuses on creating short reports and examining the elements they share with proposals. Look at the following case study to consider how to include the expectations of your audience as you write a short report:

See Chapter 7 for more on workplace documents

At Widget World, Roy presents a finished proposal to his boss, Carmen. After receiving approval from the board of directors, Carmen tells Roy to begin the project and submit a status report after two weeks. A status report is a short document that provides an update about an ongoing situation and typically follows a proposal. It delivers necessary information to Roy’s boss in a simple format that can be quickly digested.

Roy’s top priorities are to move the project forward, stay within budget, and limit disruption to the workplace. Roy wants to write the status report simply and clearly to avoid giving Carmen more information than she wants. As the project progresses, Roy intends to follow the steps of planning, researching, drafting, revising, and editing all related documents. This includes the status report that’s due in two weeks. What suggestions would you make to Roy about his upcoming report?

Discussion

” What type of workplace document (Gantt chart, memo, email, etc.) would be most appropriate to use for the status report?

” If Roy encounters a problem with the project, should he include the information? Why or why not?

” Roy is friends with Carmen. They worked together at a previous company. Is it okay if Roy sends Carmen a quick text about the project status?

Image Checklist for Short Reports

Type of Report

Image What type of information did the user request from you? Have you considered how this will determine the type of report?

Image Is your report addressed to a decision-maker (most likely the person who solicited it)?

Image How often will the user need updates to the report?

Considerations

Image What is the length requirement?

Image Would the use of visuals help explain difficult or lengthy content?

Image Did you cite borrowed information?

Output of Report

Image Do you need a print and digital option?

Image If you need both a print and digital version, how will the content and design shift?

Image Did you budget for the type of output requested?