Proposal report writing

Definition of proposal report writing

A proposal report is a written document that wants to convince the reader to take a specific action. In a basic form, a proposal is a document that aims to convince the reader to implement a proposed plan or authorize a proposed project. Most companies rely on effective Proposal report writing to ensure the success of their operations and the acquisition of new contracts. The author attempts to persuade the reader that the proposed plan or project is worthwhile (worth the time, energy, and expense require to implement or carry out), that the author is the best candidate for carrying out the idea, and that it will outcome intangible benefits.

Proposal report example

When students write a research proposal to their research committee, they tell them that they will conduct this research and that it will have the following benefits, and they (research committee) should persuade them.

Proposal report format

Proposal report writing can serve a variety of purposes and thus take on various forms. Sections such as the following may include in the proposal report:

  • Introduction
  • Problem statement
  • Purpose
  • Definition of scope and approach
  • Review of the state of the art
  • Technical background
  • Project description
  • Schedule of work/timeline
  • Budget
  • Qualifications
  • Conclusion

Types of Proposals reports

Solicited Proposals: When a company identifies a problem or situation that it seeks to better or solve, it issues an RFP (Request for Proposals) asking for proposals about addressing it. The requesting organization will review proposals and select the most persuasive one, often using a detailed scoring rubric or a graded objectives chart to evaluate which proposal best reaction to the request.

Unsolicited Proposals: When a writer sees a problem or a possibility, he or she takes the initiative to propose a solution or take advantage of the opportunity (without being requested to do so). This is frequently the most difficult type of request to get approved.

Internal Proposals:  Internal proposals are written by and for individuals within the same organisation. Because both the writer and the reader work in the same workplace, these proposals are usually shorter than external proposals. Usually, they identify some way of improving a work-related situation (productivity, efficiency, profit, etc.). They are frequently sent as memos or internal documents or introduce with a document if the proposal is lengthy.

External Proposals:  These are sent to a distinct entity outside the writer's organization (usually to solicit business). Because these are external documents, they are usually sent as a formal report (if lengthy), with a cover letter attached (letter of transmittal). External proposals are frequently, but not always, sent in response to a Request for Proposals.

Proposal report structure

Below is a proposal report structure to make your proposal report perfect.

Step 1: Make a great introduction. The introduction to your proposal is the part that is meant to grab the reader's attention. Therefore, it's essential to write it last because it'll be more exciting and you'll sound like you know what you're doing. This suggestion may appear strange at first, but it is perfectly logical because you will have a good idea of what the final product will look like once everything has been researched, written, and reviewed. With this in mind, it's best to finish your proposal introductory section last.

Step 2: Identify the issue. Your research question should state. You might want to rephrase it as a sentence so that your readers know it better.

Step 3: Give some context. Describe how the issue arose. To substantiate the need for problem resolution, provide some background information on the issue you'll be researching.

Step 4: State your goal. The purpose of your dissertation must mention in the proposal.

Step 5: Explain why this is important. Mentioning the problem's importance will enhance the value of your research project.

Step 6: Describe the methods. Your reader should be aware of the processes use in your research project.

Step 7: Examine the literature. Without reviewing literature relevant to the research topic, a proposal is unthinkable. During proposal report writing you should include a thorough analysis of the literature sources, clearly explained. Remember to mention any opposing viewpoints on the subject; they may be useful in answering your question.

Step 8: Make a specific hypothesis. The proposal goal is established in the hypothesis section. The entire project will have become clear and easy to carry out if it is clear and understandable.

Step 9: Describe your research assumptions to your reader. The basic assumptions you make while working on the essay should be included in the proposal.

Step 10: Define the scope and limitations of the project. Any research project has its scope and limitations; you can't possibly cover everything in one study. Clearly state the study's limitations and scope and future research possibilities.

Step 11: Describe the procedure in detail. Your reader must be aware of the procedure you will use during the writing process. Within the context of your research, you will need to clarify what will be done and how it will be done.

The characteristics of a good Report

The following components must be present in a good report:


The report writer is crystal clear about the report's exact and definite aim in a good report. This central purpose guides his research, analysis, suggestions, and other activities. The precision of a report gives it cohesion and makes it a useful document for its intended purpose.

Accuracy of Facts

A report's information must be based on accuracy facts. Because decisions are made based on report data, any inaccurate data or statistics will result in a poor decision. In addition, it will make it more challenging to achieve the organization's objectives.


The information presented in a report should be correct and timely. Irrelevant facts can make a report confusing and even misleading, making it difficult to make an informed decision.


It's important to keep in mind who will be reading your report when you're writing it. That is why a good report is always written with the reader in mind. The writer of the report should take into account the readers' knowledge and comprehension level. Reader-friendly information qualifies a report as good.

Simple Language

This is yet another important aspect of a good report. A good report is written in straightforward language that avoids ambiguous or vague terms. The writer's feelings or goal should not affect the report's language. The statement of a good report should be self-explanatory.


A good report should be brief, but that does not rule out the possibility of it being useful. Rather, a good report or a business report is one that conveys the most information with the fewest words. It avoids excessive detail and includes only what is important and necessary to present.

Grammatical Accuracy

An error-free report is a good report. Any grammatical error in a sentence can cause the reader to interpret it differently. And it can be perplexing or ambiguous at times.

Unbiased Recommendation

Suggestion on a report usually impacts the mind of the reader. As a result, any recommendations made at the end of a report must be fair and objective. Furthermore, they should be the logical outcome of research and analysis.


The proper arrangement of facts is necessary for clarity. A good report is unmistakable. The reporter should state his or her purpose, define his or her sources, present his or her findings, and then make any necessary recommendations. A report must be clear and easy to understand in order to be an effective communication tool.

Attractive Presentation

The presentation of a report is also an important factor to consider during proposal report writing. A good report has an appealing and professional appearance that draws the reader's attention. Therefore, a good report's structure, content, language, typing, and presentation style should all be appealing to leave a lasting impression on the reader.

Steps in proposal writing

Here are some common details you should consider including during proposal report writing.

Introduce yourself and explain your background.

The purpose of the introduction to your proposal is to pique the audience's interest. To make it clear what the recipient will be reading, this paragraph should include basic information about the company and an overview of the topic. If you're following up on a meeting, mention it briefly in the opening statements to set the scene. Mention if your company already has a relationship with the recipient of your letter.

Explain why you're submitting the proposal.

The goal of your proposal report writing is to describe what you want to achieve or what problem you want to solve. Therefore, a proposal would include precise details and basic terms.

Define your goals and strategies.

Describe the long-term outcomes you want to achieve and the goals you'll set to get there. If possible, include specific figures and be as specific as possible. Instead of, for example, ""With this loan, we will significantly increase our productivity," you should write. "With the amount of loan requested, we will increase our productive capacity by 40% within the next year." We will be able to increase productivity with the addition of two pieces of equipment and four new employees."

Emphasize your unique qualities.

Showcasing your important assets can help you stand out if your proposal is the solution to a company's problem. List some of your unique skills relevant to the project and why you are the best candidate for the job. This could include previous experience with a similar problem or laying out a unique process that produces excellent results. If your proposal is for a business venture, emphasise a few features that set your proposal apart from others. You could list your features in bullet points to make them easier to read when highlighting your key differentiators.

Discuss the budget and how funds will be used briefly.

For judgement, the cost is a significant consideration. You should include details on how you will use a loan or how much your proposal will cost investors, depending on your reason for writing a proposal letter. You won't need to include a detailed cost breakdown, but giving investors a rough idea of the budget will help them assess the project.

Finish with a call to action and a follow-up request.

A call to action is a requirement for your recipient to take further action and creates a sense of urgency for them to do so. This may increase the likelihood of them responding. This action could be as simple as responding to your proposal to see if they want to talk more.

In addition, stating that you intend to follow up with them shows that you are serious about your proposal. Finally, let them know when you'll call or email them again so they know when to expect it.

Close the proposal and provide contact details

Thank the recipient for taking the time to consider your proposal and motivate them to contact you with any questions. Finish the letter with a comma and an expert closing, such as "Sincerely" or "Regards." Next, fill in your name several lines below, and then sign your name above it.

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