Writing Reports and Proposals

A report is a structured document that presents information, analysis, and recommendations on a specific topic. Reports are used extensively in business, government, and academia. A well-written report follows a clear structure: title page, executive summary, introduction, body sections with headings, conclusions, and recommendations.

A proposal is a persuasive document that outlines a plan, project, or idea and seeks approval or funding. Effective proposals clearly define the problem, present a solution, outline the methodology, provide a timeline and budget, and explain the expected outcomes. Both reports and proposals require evidence-based reasoning and a professional, objective tone.

Report Structure

1

Title Page -- Title, author, date, recipient

2

Executive Summary -- Brief overview of key findings and recommendations

3

Introduction -- Purpose, scope, and background

4

Findings / Discussion -- Detailed analysis with evidence

5

Conclusions -- Summary of findings

6

Recommendations -- Actionable next steps

Professional Tone and Formal Correspondence

Professional tone is characterised by clarity, objectivity, and respect. It avoids slang, abbreviations, emotive language, and overly casual expressions. Key principles include: using active voice where appropriate ("The team completed the analysis" rather than "The analysis was completed"), being concise (removing unnecessary words), maintaining objectivity (presenting evidence rather than personal opinions), and using inclusive language.

Formal correspondence includes business letters, professional emails, and official memos. A professional email should have a clear subject line, an appropriate greeting, a concise body that states the purpose early, a clear call to action, and a professional sign-off. Proofread every piece of professional writing before sending.

Casual vs Professional Comparison

Casual / Avoid

"Hey, just wanted to check if you got my thing about the project?"

Professional / Preferred

"Dear Ms Chen, I am writing to follow up on the project proposal I submitted on 15 February."

Casual / Avoid

"The results were pretty bad tbh."

Professional / Preferred

"The results fell below the expected benchmark by 15%."

Editing and Proofreading

Professional writing requires rigorous editing and proofreading. Editing focuses on structure, clarity, and argument strength, while proofreading catches spelling, grammar, and formatting errors. A useful strategy is the three-pass approach: first pass for content and structure, second pass for clarity and tone, third pass for grammar and spelling.

Common errors to watch for include: subject-verb agreement, comma splices, ambiguous pronouns, inconsistent tense, and wordiness. Reading your work aloud or having a peer review it can reveal issues that are invisible when reading silently. In professional contexts, errors in writing can undermine your credibility.

Key Vocabulary

Executive Summary

A brief overview at the beginning of a report that summarises the key findings, conclusions, and recommendations.

Proposal

A persuasive document that presents a plan or idea and seeks approval, support, or funding from the reader.

Active Voice

A sentence construction where the subject performs the action (e.g. "The team delivered the report"), making writing clearer and more direct.

Call to Action

A clear statement telling the reader what you want them to do next (e.g. "Please respond by Friday 14 March").

Worked Examples

1

Rewrite this sentence in a professional tone: "The meeting was kinda boring and we didn't really get anywhere."

Step 1: Identify informal language: "kinda", "didn't really get anywhere".

Step 2: Replace with precise, professional language.

Answer: "The meeting did not achieve its stated objectives, and further discussion is required to reach a resolution."

2

Convert this passive sentence to active voice: "The budget was approved by the board on Tuesday."

Step 1: Identify the actor (the board), the action (approved), and the object (the budget).

Step 2: Restructure as subject-verb-object.

Answer: "The board approved the budget on Tuesday."

3

Write an appropriate subject line and opening sentence for an email requesting a meeting with your manager.

Step 1: The subject line should be specific and concise.

Step 2: The opening sentence should state the purpose directly.

Answer: Subject: "Meeting Request -- Q2 Project Review" / Opening: "Dear Ms Thompson, I would like to schedule a meeting to discuss the progress of the Q2 project and seek your guidance on next steps."

Knowledge Check

Select the correct answer for each question. Click "Check Answer" to see if you are right.

Question 1

What section of a report provides a brief overview of key findings and recommendations?

Introduction Conclusion Executive Summary Appendix

Question 2

Which of the following uses active voice?

The report was written by the intern. A decision was made regarding the report. It was decided that the report should be rewritten. The intern wrote the report.

Question 3

What is the primary purpose of a proposal?

To persuade the reader to approve a plan or idea To record minutes from a meeting To summarise past events To entertain the reader

Question 4

Which email sign-off is most appropriate for professional correspondence?

Cheers mate! Kind regards, Later! xoxo

Question 5

What is the three-pass approach to editing?

Writing three drafts from scratch Sending the document to three different editors Reading the document three times -- for content, clarity, then grammar Checking only spelling three times

Professional Writing