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BLOLCK 4 UNIT II: REPORT WRITING II AND PROPOSAL MAKING

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STRUCTURE

2.1 Introduction
2.2 Drafting a report
2.3 Specimen reports
2.4 Proposal Making
2.5 Summary
2.6 Keywords
2.7 Further reading
2.8 Self Assessment Questions
2.9 Exercises

OBJECTIVES

After the study of this unit the student should be able to focus the importance of:

* Drafting a report and various stages encountered while preparing a rough draft of a report

* Making a proposal for various business occasions in the organisation

 2.1 INTRODUCTION

The managers, secretaries, accountants, chief executives and experts in certain fields are often
required to submit reports on important issues like decline in sales, the suitability of some
premises, the reorganization of office, the chances of diversification, promotion of exports, the
desirability of setting up a new branch etc,. Some of these reports do call for technical
knowledge and acquaintance with business subtleties and intricacies. Low output of a plant, for
example, needs technical expertise. But most of the problems are usually general. Apply your
knowledge and concentrate on the proper arrangement and organization of the material at your
command. Sometimes, imagination can be of general help than actual knowledge. Carefully go
through the model reports in the following pages and try to grasp the essential features. The
present unit concentrates on how to draft a report and to make business proposals.

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2.2 DRAFTING A REPORT

A formal report is an end product of intensive work. If the report is general, simple and routine,
the writer can draft on usual lines. He need not spend extra efforts to systematize it because it is
already formed. A report is an important document and valuable source for the management.
Sometimes the authorities spend huge amount of money in conducting extensive studies to draft
a perfect and accurate report. To draft such technical or formal reports the writer should work
extensively and present a reliable and useful report to the authorities.

Pre drafting stage of a report: It is the preparatory stage to write a report. A writer may be
intelligent and highly skilled in communication and language but he cannot produce a report
from the air or his imaginative and creative skills without a base. He requires information, data
and evidences, on which he can develop a report. The following is the preparatory process to
write a report.
 1. Planning stage: In planning stage the writer should a) define the objectives, scope, need
and audience of the proposed report, b) identify various sources of information.
2. Action stage: It deals with a) collection of data, b) processing of information, c) analysis
of data/information, d) organization of analysed information in a logical sequence.
3. Preparing a rough draft.
4. Making of final draft.

Planning: It is a process of preparing comfortable ground for working on the topic of the report
and understanding the requirements to write a perfect report.

1. Define the objective: It is necessary to understand the objects for which the report is to
be drafted. Objectives must be defined in precise and clear terms. A report with definite
objective leads the writer towards perfection.
2. Define the scope: The scope of the study to be conducted to draft the report depends on
the objectives and the nature of the report. If the scope is not determined the report may
get deviated from the core part.
3. Define the need: Every report has a need to fulfill. It may be general as in case of routine
reports or specific if the report is on a specific problem. If he reporter is able to identify
the need exactly he can define it precisely.
4. Identify and define the readers of the report: Reports are drafted for others, but not for
the reporter. Readers desire reports not for pleasure or relaxation. Report writer should
and define the receiver in the following terms:

Who is the recipient of my report? Is he single individual? If so what is his organizational /

institutional status? His educational and technical qualification and absorption capacity if the
report is special. If the receiver of report is a group, he should assess the group characteristics
and the absorption capacity of the group. The effectiveness of a report is measured from the
degree of absorption; understanding and interpretation of the core massage of the report
exactly according to the expectation of the writer by the receiver.

5. Identify the source of information: A report is designed and developed on the basis of
data information and observation, which the writer collects for various sources from
office files, reports, journals, books etc., He can also gather information from persons
 with the knowledge of related information. Before launching the study and collection of
information, he should identify and note the sources of information and plan the
programme to collect the data.

Collection of data and information: The collection of data refers to purposive gathering of
information relevant to the subject matter of the study from the units under investigation. The
author of reports collects the data from the identified sources (sample or units under
investigation) may be from primary or secondary source. The data collected from actual
source during the course of study is primary data and data collected from the published
source is secondary data.

Primary data: Primary data is collected through different sources:

 Investigator collects information through observing the situation, performance etc.,

but in isolation it cannot be a good support for the study and writing the report.
 Interview method, under which the investigator identifies the persons with
information and the knowledge of the area of his report and through asking a series of
questions in face-to-fact conversation, gets the required information. This method is
applied to get information from experts. It can be used for limited surveys. It is
expensive and time consuming method, but assures perfection in collection of
information/data.
 Enquiring from those who are not directly involved in the area of work but possess
knowledge of fact. They are called witnesses. In this type of enquiry there is
possibility of human bias.
 Appointing agents is another method. Through agents the investigator collects the
information, if the source is physically dispersed. Care is to be taken towards bias.

Secondary Date: Sources of secondary date is from published works from universities,
research institutes, national organizations such as RBI, Chambers of Commerce,
Voluntary Organisaitons etc. and international bodies like the UNO, IMF, World Bank,
International Chambers of Commerce etc. It is a reliable source for reference.
Analysis of Data: After collection of data from different sources, it is to be classified according
to similarities and tabulate them in systematic tables. He should take into consideration only
necessary data and other information should be edited. Complex data and unnecessary
information reduce the effectiveness of the report and some time gives misleading conclusions.
After editing the data, he can make use of statistical techniques such as, averages, ratios, rates,
correlation, regression etc to condense the tabulated data into simple figures for easy
interpretation.

Organisaion of the information: Now the investigator is equipped with the necessary
information. It is to be organized in a logical way to make use of it in his report as a supportive
study. The information guides him to identify key points, essential items and draw conclusions.
Depending on the important findings of the analysis and conclusions he writes recommendations
and guidance for further studies.

Make a rough draft: Preparation of a report requires skill and knowledge of communication,
language and the area of investigation. If it is a formal report, it becomes a document once it is
completed. If it is a technical report or a special report, it guides the authorities in formulation of
policies which may bring a drastic change in working. It may be used it for making important
decisions. A report sometimes influences the working of an organization very drastically
therefore outlines the information, and a rough draft is to be prepared before drafting the final
report for submission.

Once the writer completes the rough draft, it is advisable to read and study it thoroughly
from writer’s point of view and also from the reader’s point of view. If necessary, at this stage he
can seek the expert advice, particularly to delete or add any information. It is important to note
that drafting a rough draft is the final stage to enter into making final report which should be free
from mistakes, errors, corrections etc. Therefore writer has to take total care in drafting rough
repot which can be changed any number of times still he is satisfied with it, because a perfect
report enhances the status of the author and builds good image.
 If the writer is satisfied with the rough draft, now he should decide the style of writing,
language and illustrations.

Style: Style is a particular design or manner in which things are exhibited or people are
dressed up or communicator writes and speaks. The term style is not precise to define in the
context of writing due to variety of its application. Style of writing in general is appealing system
of arranging meaningful words into useful sentences to make a logical and rational text matter.
‘Style is dress of thoughts’ (Lord Chesterfield) and is unique in it, as man the creator of report is
unique. There is no rigid formula for style of report. It is able to communicate effectively,
directly and clearly the information to the receiver. The writer can adopt a suitable style in a
variety way using his creative and imaginary skills without missing the structure and clarity. The
receiver is also a human being with sensory receptive, which may find a sort of dullness if the
report is dry, especially when it is a long report. Over loaded terms and flowery language fails to
give a professional appearance because it is not a novel or a fiction, but a factual report. An
intelligent reporter should be able to balance between rigidity and dullness with verbosity and
flowery language in the report. Suitable style and tone of report also communicate the message,
as they are the body language of the report, to which the reporter should pay attention.

Choosing right words: If the reporter is sensitive to the slight variation in the meanings of
words he can produce a truly meaningful report. The meanings of the words depend on how the
reader responds to it. Thousands of words are available in English language, but very limited are
common and familiar. Brevity, clarity and familiarity are the formula for effective writing which
can be achieved if the writer is good in vocabulary.

Framing sentence: Sentence is a congregation of meaningful words arranged in a logical and

meaningful way, to convey information in full. But a sentence requires additional skills, i.e.
grammar to make a sense in it. To construct an effective sentence, the writer should take care of
its structure, length, tone, words, grammar, punctuation and suitability. A sentence may be a
simple sentence or a compound sentence; both are essential to convey meaning. Sentence being a
unit of paragraphs, the effectiveness of a report depends on how well a sentence is constructed.
Tips to remember:

 Don’t write very long and complex sentences.

 Don’t use too may phrases in the same sentence.
 Don’t write incomplete sentences.
 It is good if each sentence expresses a single idea.
 If more than one idea is to be expressed, care is to be taken to frame the sentence. If not
the sentence fails to reveal both the ideas.
 Do not overload a sentence with words or ideas.
 Sentence should be direct, clear and correct (grammatically logically and contextually).

Use of statistical techniques: While preparing a report, the author supports his information with
suitable data, which is collected from different sources. The data is processed by certain
techniques and presented in the form of condensed figures. To make it more simple and
attractive, he can make use of different statistical aids such as; graphs graphical diagrams, charts,
pictures and maps etc.

Graphs: Graph is a language of lines and curves drafted on a graph paper by joining points. The
simplest and commonest aid to the numerical reading is graph (I.R. Vesselo). Graphs are tools of
analysis of data and presentation of the data. Graphs are interesting, impressive and simple
because they do not require knowledge of mathematics or measurements.

Rules to be followed to draft graphs:

 Use graph paper, scale, pencil, and eraser or computer

 Every graph should have a title and number (if necessary)
 Care to be taken to decide scale.
 Lines can be drafted with different colour or dots when there are more than one line.
 Measurements are to be followed with possible accuracy.
 Graph should be drawn nearly and attractively.
Final report: Revise the rough draft thoroughly and check all the techniques used for report
writing. Once satisfied with the rough draft, final draft is written, printed and bound for
submission.

Signature: The author of the report should sign at the end or a page prescribed for expressing his
personal feelings. Usually signature also bears the date of completion of final draft or the date of
submission. If authors are more than one or a team, all should sign on the report.

2.3 SPECIMEN REPORTS

The Managing Director 15 June 2014

Shalimar projects
Sir,
Re: Working of Nagpur Branch
In accordance with your instruction by telephone, on 4 June 2014, I visited the Nagpur Branch
for a surprise inspection last week. I observed the working of the branch office for three days and
also inspected the office and the records. I am sorry to report that the branch office is run in a
most unsatisfactory manner. When I reached the branch office on 10 th June at 10.15 a.m., which
is 15 minutes after opening time, I found that there were only a peon and two clerks. Taking me
for a client, they informed me that office work started only at 11.00 a.m. The manager, /Mr, R. S.
Tatki arrived at 11.30 a.m, lacking discipline himself. Mr Tatki is unable to maintain any
discipline among the staff. The stock register and the account books have not been properly
maintained for the last three months. It also appears that office stationery and small articles are
freely used and taken away by the staff. The general indiscipline, if not controlled at once, is
likely to result I heavy losses. Already there is loss of business sisnce many of our clients have
turned to our competitors owing to the poor service rendered by our branch office.
Since the situation is quite bad, it will be necessary to take drastic steps to restore discipline in
the branch office. I recommend that Mr. Tatki should be brought to the H.O. and kept in a
subordinate position. Mr. G.K. Nayyar, Assistant Manager of Pune branch has proved himself
quite able; he may be promoted as manager and posted at Nagpur.

Yours Faithfully,

XYZ
Secretary

15th September, 2013

The Directors
Plasma Plastics
Mumbai
Sirs,
In accordance with the instructions in your letter dated 1st September 2013, we had two
experienced persons from this firm observe the working of your company for two weeks to
investigate the methods of running the business, and the daily conduct of the staff.
From the observation, the following defects were noted:
1. The Secretary’s age and continued poor health has made him lose interest; the registrar is
too indecisive to control the office staff, who disobey his instructions. As a result, the
work as a whole is not carried out according to the instructions of the Managing Director,
and is often seriously delayed. Customers complain about delays and some have
cancelled their orders owing to the delays in delivery.
2. The Accountant has not kept his professional knowledge up-to-date, and has made no
effort to find the best system of costing to suit the company’s business. Prices quoted for
some contracts have sometimes been below the actual cost, and some of the contractors
carried out have resulted in losses. When an attempt was made to correct this,
unreasonably high prices were quoted, leading to loss of business.

The following recommendations are made:

1. The Secretary should be superannuated. The Registrar designation may be changed to
Superintendent. The positions of Secretary and Registrar should be filled by competent
 and well qualified persons who are able to impose discipline on the staff.
2. All the departmental heads at the works, except the Stores Manager, should be given
notice of termination on the basis of their appraisal and performance reports.
3. The accountant should be superseded, and a qualified accountant with up-to-date
knowledge should be appointed to take charge of the accounts department.
4. The staff should be addressed by the General Manager to explain the need for changes in
the working of the organization and the need for improving production and customer
service.
5. A well planned training programme will have to be designed and carried out for re-
orientation of the staff.

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2.4 PROPOSAL MAKING

When you join a business organization, one thing that would strike you deeply is its constant
concern for renewal, change, growth and expansion. In the face of cut-throat competition, rapid
advancement in technology and globalization of business, sustained improvement is necessity,
not a luxury. Inertia and resistance to change may threaten the very survival of an organization.

To bring about improvement it is essential to review constantly the existing situation and
to consider ways of effecting changes. Often the suggested changes are put forward in the form
of proposals. As you may know, ‘pro’ means ’forth’ and, ‘poser’ means ‘to place or put’. So any
properly conceived idea, service, project or plan, whether theoretical or practical in nature, put
forward for action or implementation is a proposal. It could be for carrying out research on a
specified topic, writing of a book, manufacturing a product, setting up a plant, construction of a
building or road, modifying a procedure or system, providing a facility, etc., We may thus define
a proposal as a written offer to undertake a project for designing, creating something new or for
changing or modifying an existing procedure, method, system or structure within a specified
period of time.
 There is, however, a basic difference between it and a report. The proposal aims at
getting the approval or acceptance of what one wants to do where as the letter usually deals with
what one has already done.

Types:

Various labels are applied to describe the type of a proposal. Some commonly used ones are:
business proposal, research proposal, and technical proposal. These labels are used on the basis
of the contents and objective of the proposal. If a proposal deals with any aspect of business,
commerce or industry, it is called a business proposal if it is concerned with a project requiring
scientific enquiry or systematic investigation it is termed as a research proposal. When the
objective of the proposal is to modify or create something requiring technical knowledge and
skills, it is referred to as a technical proposal. Using the contents and objective criteria, several
other names could be coined to label a proposal. However, there is another way of classifying it.
A proposal is often prepared in response to a demand or an invitation from an authorized person
within the organization or from an outside agency such as a government department, a research
organization or a public or private undertaking. In such cases, usually the form in which the
proposal is to be prepared is clearly indicated. The proposal has simply to supply the relevant
particulars in the required sequence. Such a proposal is called a solicited proposal. Sometimes a
person may on his own initiative prepare a proposal to solve a problem or to meet a specific need
as perceived by him. A proposal thus prepared is termed as an unsolicited proposal.

CHARACTERISTICS

Whatever be the type, every proposal contains some essential information. It must tell the reader
what you plan to do, how you will do it, how much time you will take in completing it and what
it will cost. Since it is persuasive in nature, its presentation is based on what is termed as AIDA
plan, like that of a good advertisement or an effective sales letter. First the ATTENTION (A) is
caught towards what is being proposed, then an INTEREST (I) is created by pointing out how
the plan would be executed. The next step is to generate a DESIRE (D) to accept by highlighting
the benefits or advantages that would accrue and finally, an impulse for ACTION (A) is induced
by persuasive reasoning. Persuasion is the art of influencing people to accept willingly an idea, a
position or a course of action. You cannot win the bid merely by using appropriate language. A
number of factors play a role in converting this selling tool into a contractual commitment. Some
of the factors that may help you win the acceptance are given below:

(i) Specify the scope clearly.

(ii) Be realistic in your estimate of time, money, material and personnel required.
(iii) Establish your credentials for accomplishing the task
(iv) Highlight the benefits that would accrue to the customer
(v) Keep the proposal short and precise.
(vi) Use plain language.
(vii) Ensure that the presentation and layout are neat and attractive.

STRUCTURE

The structure of a solicited proposal is determined by the person or organization inviting it. In
unsolicited proposal there is some choice both in respect of elements to be included and in their
sequencing.

This choice is conditional not only by the practice obtaining in the originating
organization but also that in vogue in the organization to which the proposal is to be sent.
However, some elements usually find a place in every proposal. These are described below.

1. Title Page

This page acts as a cover of the proposal and contains the following information: title, name &
designation of the proposer, name of the organization to which he belongs and the month and
year of submission. These four items are separated by space and stand out clearly on the page.
Since it is the first item to be read, ensure that it is specific and provides a vivid picture of what
you want to do.

2. Table of Contents

This is given when the proposal is long, running into 15 or more pages. The manner of preparing
and the pattern of setting it is the same as that of a report.
 3. Executive Summary

This part summarizes the entire proposal. Many readers need to have a preview of the proposal
before beginning to go through the details. Obviously they do so only when the preview fulfills
their initial expectation. Sometimes a summary is circulated independently for comments among
the reviewers; so it should be self-contained. In fact, the entire proposal is condensed and given
under the same subheadings as those in the main body.

4. Statement of the problem

This part defines the need, or the rationale, or states the problem to which the proposal addresses
itself. To establish the need you may sometimes have to give a brief background history in terms
of the work already done and its inadequacy in the present circumstances. In a research proposal,
you may have to do this by conducting a survey of literature already available in the concerned
field of study. An ability to handle this element successfully is crucial to the acceptance of the
proposal because other elements such as objectives, methodology, etc. would logically flow from
your problem statement.

5. Objectives

To what extent your proposal is going to solve the problem or effect the change should be clearly
specified in this part. The objectives may be listed or stated in terms of short term and longer
goals.

6. Technical Plan

Here describe in technical terms how the proposal would solve the problem you have stated
earlier. Depending on the nature of your proposal, you may discuss the theoretical principles and
analytical or experimental methods to be followed by you. Specify also the equipment,
instruments and materials that would be needed and how you are going to utilize them to execute
the proposed project. If you proposal is for the production of a new instrument, component, or
part of a machine, justify the requirement, clearly indicating the technical or operational
advantages that would accrue from it.
 6 Management plan

This part describes how you will accomplish the proposed task and clearly indicates the plan of
action, facilities required, and the personnel who will execute the project. The plan of action
should specify how the work will be divided, who will be responsible for each division and how
much time would be taken to complete it . you may tabulate the time schedule for the activities
matching it with person responsible for each job or task. Most of the proposals are not carried
out alone. You are likely to need organizational support, especially in terms of facilities such as
equipment, instruments, space and technical expertise. These should be stated to assure the
prospective customer, of the backup available. Usually a number of persons are needed to
execute a proposal. To establish their credentials, provide a brief description of their
qualifications, achievements and experience. If the proposal is for the performance of an
academic task, support the description with a list of publications by the personnel.

7. Cost estimate

This section is the kingpin in the proposal. It should logically flow from the description you have
given earlier. In a solicited proposal, the cost date required would be indicated. All you have to
do is to supply the information. But in an unsolicited proposal you must show all the items of
anticipated expenditure. Your estimate, should be realistic and complete, and include the amount
required for the following items: materials, equipment, computer time, lab testing, salaries of
personnel, travel, office contingencies and infrastructural facilities such as land, building, water,
electricity, etc.

8. Conclusion

It is an optional element; it may be given when the situation demands. But if ‘you have to
include it in your proposal, state succinctly the significance of the project and highlight once
again the benefits that would accrue from it. You may also mention here the implications that
may arise from your work.

9. Sample

We now give a sample of an unsolicited proposal which was prepared by a university for the
modernization of its language laboratory facility. It is meant for submission to a funding agency.
 A proposal
For
Modernisation of Language Laboratory Facility

By
Kumar Arpit Kashiwal
Professor of English

Saverkar Institute of Science & Technology

Shivajipuram-400030

January 2001

Executive Summary

(i) Project title: Modernisation of language laboratory facility

(ii) Name and designation Kumar Arpit Kashiwal, Professor of English
of the proposer:
 (iii) Postal address of the proposer: Department of Humanities, Savarkar Institute of
Science & Technology Shivajipuram –
400030
(iv) Duration of the project: Six months
(v) Amount of money required: (a) Non-recurring
(i) Hardware Rs. 10.50 lakh
(ii) Software Rs. 01.20 lakh

(b) Recurring Rs. 00.50 lakh

------------------
Total Rs. 12.20 lakh
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-
(vi) Brief description:

The existing language laboratory is based on spool system, which has become
obsolete. The spares for replacement to keep it fully functional are not available.
Hence, the entire equipment needs replacement. The main purpose of the proposal is
to procure and install a new 10-booth language laboratory so that it continues to serve
as an effective technological aid for enriching and strengthening the language courses
designed to inculcate communication skills.

Statement of the problem

The institute has been conducting a number of programmes in science, engineering, and
management, both at the first degree and higher degree levels. All these programmes require the
development of ability for effective technical and professional communication. To meet this
requirement the institute has been making efforts through formal classroom instruction and the
organization of co-curricular activities such as seminars, workshops, etc. in the past it has
conducted communication workshops for human resource development both for the in-service
staff of the institute and professional organizations. It has also run discussion techniques. For
effective development of the communication aspect of human resource, right from the inception
of the institute, language lab has been used successfully. But the present connevans mark II spool
system that was used for this purpose has now become obsolete and requires replacement.

Objectives

The objective of this proposal is to procure and install a system which can meet the need for an
effective technological aid for strengthening the language courses which form part of institute’s
programmes. Another purpose is to acquire a facility which can serve as an instrument for the
executive development and training programmes of technical personnel and professionals from
other organizations, besides functioning as a centre for research in language learning problems of
the region. The lab would also serve as a library, providing a variety of material for self-
improvement, thus encouraging learner centered education.

Technical Plan

It is proposed to go in for a 10-booth lab system with a provision for expansion after ascertaining
the response of, and analyzing the feedback from, the users. The equipment and material
required at present are listed below. The estimated cost and justification for each item is
specified. The first two items relate to the acquisition of hardware and the last three to the
development of software.

Equipment & Material Estimated Justification

Cost(in lakhs)

(i) Ten student booths, each 10.00 A reliable and easily

Having a tape recorder and operable system is required
 A head-set and teacher’s remote to serve the need for
Control unit and master tape . effective development of
Recorder. Communication skills.
(ii) Spares & accessories 00.50 These are essential for
Keeping the lab operational.
(iii) Blank cassettes 00.10 These would be required for
Recording the new material.
(iv) Audio-and Video- 00.60 These are required for use
Instructional materials and support of lab
technology.
(v) Books & Journals 00.50 For continuous updating of
Knowledge the access to
latest Books & Journals is
imperative.

_____________________________________________________________________________

Total 11.70

Management Plan

The installation of the system would be done by the technical personnel of the company from
which the equipment is bought. The technical staff of the institute would take over the
responsibility of operating and maintaining it after it starts functioning. One senior Technical
Assistant and one junior technician who have been operating and maintaining the present lab
would continue to look after the new system. The former has 15 years experience and the latter
3 years experience in this area. The supervision and management of labactivites and production
of new teaching material would be done by the following faculty members:
(i) Dr. C.K. Saraswat, Associate Professor of English
(ii) Dr. Manohar Chopra, Lecture in English
 Dr. Saraswati has been professor-in-charge of the language lab for the last five years and Dr.
Chopra has been associated with him in teaching and developing lab material for the last three
years. They have jointly published the following seven papers in reputed journals in the area of
English language teaching.

______________________________________________________________________________
2.5 SUMMARY

______________________________________________________________________________

A report is a valuable document because it is a great source of information. It is an outcome of

intensive investigative work of the author. A report to be perfect should be constructed on certain
principles and scientific process. It includes planning of the study, where the writer has to define
the objectives, scope, need and audience of proposed report for successful completion according
to the pre-determined targets. On the basis of the objectives and scope he determines what type
of information or data is to be collected. Accordingly he identifies the sources of date. Data
source may be primary source collected directly from the informants and secondary data
gathered from published and unpublished sources. To make the report more effective and
correct, a rough draft is to be prepared. While preparing the report different supportive
techniques, graphs, diagrams etc. can be used. After making necessary corrections the final
report is prepared.

An important exercise in business communication is proposal writing. A proposal is a persuasive

offer to complete a task, submitted either voluntarily or in response to a request or an
advertisement. Basically, it is like a report. And like a report it may be long (sometimes running
into several volumes) or short, running into just a few pages. It all depends upon the kind of the
proposal and the amount of money likely to be spent. Unlike a report, a proposal may be sent to
an expert or a review committee for evaluation and recommendation concerning the benefits of
the proposed services, products, etc.

______________________________________________________________________________
2.6 KEYWORDS
 1. Solicited: to try to obtain by usually urgent requests or pleas
2. UNO (United Nations Organization): It is a general international organization established
at the end of Second World War to promote international security, economic
development, social progress, human rights, civil liberties, democracy and the
achievement of lasting world peace.
3. IMF(International Monetary Fund): It is the central institution of the world to assist in
the reconstruction of the world’s international payment system.

______________________________________________________________________________
2.7 FURTHER READINGS

1. Quoted by Rajendra Pal & J.S.Korlahalli, Essentials of Business Communication, S.

Chand & Sons Publishers, New Delhi-1994.
2. R.C.Sharma & Krishna Mohan, Business Correspondence and Report Writing, 2 nd
Edition, Tata McGrawhill Publishing.
3. M.S. Ramesh & C.C.Pattanshetti, Business Communication, R.Chand & Co., Publishers,
New Delhi-2 – 1996.
4. Krishna Mohan & Meera Benarji, Developing Communication Skills, Mc Millan India
Ltd., Delhi-1990.
5. Quoted by K.K. Bhatia, Effective Documentation and Presentation, Kalyani Publishers,
Ludhiana-2000
6. Bhatia. K.K, Effective Documentation and Presentation, kalyani Publishers, Ludhiana-
2000

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2.8 SELF ASSESSMENT QUESTIONS
Short Answer Questions:

1. What are the methods of collecting primary data?

2. Why should the writer draft a rough draft?
3. What care is to be taken to construct a sentence?

Long Answer Question:

1. Write an essay on different modes of data collection and analysis. How are the statistical
techniques useful to present the data in a meaningful way?
2. “Drafting a report is a scientific and systematic process”. Explain.
3. Examine the role of visual and statistical aids in framing an effective report.
4. What are the different ways of classifying a proposal? Which one do you consider to be
the best? And Why?
5. Write a note on characteristic features of a proposal.

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2.9 EXERCISES

1. Conduct an opinion study of students on TV Programmes and draft a report.

2. Conduct a study on savings habit of 3 groups of population (employees, workers and
students) and draft a report.
3. Collect data from primary and secondary source about bank deposits of a bank for 5 years
in your bank.
4. Ariva Consultants wish to run a four-week training programme in Professional
Communication for junior executives of public limited companies located in Andhra
Pradesh. As Senior Project Manager you have been asked to prepare a proposal for
consideration by the Board of Directors. Inventing the necessary details write a proposal
for submission to the Managing Director.
5. Many complaints have been received about delays in delivery, and shortage in the
consignments of a company’s edible oils dispatched to Gujarat. A senior marketing
official from the company has been asked to look into the causes of the complaints and
report to the Board of Directors within fifteen days. Write the report.
6. To rehabilitate the earthquake-affected people of the state, the Secretary, Department of
Industries, Govt. of Maharashtra, Mumbai has invited proposals from the private sector
organizations for setting up units to manufacture motor parts, cotton garments, electrical
goods, soaps and detergent powders etc. Assuming yourself to be the Commercial
Manager, Diljeet Industries, Saki Naka, Mumbai, prepare a proposal for the manufacture
of an item of your choice. Invent the necessary details.