11 Common Presentation Templates and How to Draft a Standard Presentation
A submission form is an important document commonly used in administrative agencies and businesses to propose ideas, plans or solutions for superiors to review and approve. Knowing how to draft a standard submission will help improve work efficiency and speed up the approval of proposals. 1C Vietnam will guide you on how to draft a professional submission and provide common submission templates.
1. What is a submission form?
Before learning how to draft, users need to understand the concept and importance of a submission in the working environment. A submission template is an administrative document sent by a subordinate to a superior to present, propose and request approval on a specific issue. This is an official communication tool that helps convey information systematically and clearly. A submission template plays an important role in management:
- Support quick and accurate decision making
- Increase transparency in workflow
- Helps store information systematically
- Create a legal basis for important decisions
- Ensure professionalism in internal communication
2. Popular types of presentation templates today
Presentation templates are used in many different situations depending on the purpose and content to be presented. Below are 11 of the most common types of presentation templates.
2.1. General submission form
This is a basic proposal template, used when users need to present general issues that do not fall under special categories. This template usually has a simple structure with basic components such as title, proposal content and signature.
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2.2. Sample application form for approval
This type of proposal form is used when approval is required for an important plan, project or decision. The outstanding feature of this form is that the content must clearly state the reason, purpose and expected result of the issue requiring approval.
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2.3. Funding request form
Used when a unit or individual needs to propose to a superior to approve funding for a specific activity. In this form, the user needs to present in detail the plan for using the funding, detailed estimates and benefits.
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2.4. Sample proposal form for reward
This form is used to propose rewards for individuals or groups with outstanding achievements. The content must clearly state the achievements, specific contributions and propose appropriate forms of rewards.
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2.5. Sample disciplinary proposal form
In contrast to the commendation proposal form, this type is used when it is necessary to propose disciplinary measures against individuals who violate regulations. The disciplinary proposal form must clearly state the violation, the violated regulations, and propose a form of disciplinary action.
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2.6. Sample resignation form
This form is used by employees when they want to terminate their employment contract. The content must clearly state the reason for resignation, expected time of resignation and work handover plan.
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2.7. Leave request form
This is a form used when an employee needs to request a leave of absence for a certain period of time. The form should clearly state the leave duration, reason, and work handover plan during the absence.
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2.8. Appointment proposal form
Used when proposing to appoint an individual to a new job position. The appointment proposal form should clearly state the reason for the appointment, the proposed person's qualifications and achievements, as well as the new position and duties.
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2.9. Equipment purchase request form
This type of proposal form is used when it is necessary to propose the purchase of equipment and supplies for work. The content must list in detail the equipment list, estimated cost and purpose of use.
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2.10. Payment request form
Used to request payment of expenses incurred. In this form, the user must clearly state the content of the expense, amount, accompanying documents and legal basis for the expense.
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2.11. Equipment supply request form
Similar to the procurement request form, but the purpose is to request the allocation from existing supplies instead of purchasing new ones. This form must clearly state the list of equipment to be allocated, the purpose of use, and the unit/individual using it.
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3. Required content in the submission form
To draft a standard presentation template, users need to ensure that the document has the following basic structural components.
A standard presentation template is usually divided into three main parts with specific contents:
- Title section: Includes name of issuing agency, unit, document number, location and time of issue.
- Introduction: Clearly state the person/unit sending and receiving the submission, the name of the submission and a summary of the issue to be presented.
- Main content: Present in detail the proposed issue, including legal basis, practice, situation analysis and proposed solutions.
- Conclusion and recommendations: Summarize the problem, make specific recommendations and propose solutions.
- Closing section: Includes signature, full name of authorized person and seal of agency or organization (if any).
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4. Instructions for drafting professional presentation templates
Drafting a standard presentation template not only helps increase professionalism but also improves the effectiveness of information communication and the ability to get approval.
4.1. Principles of language use in submissions
The language in the submission form must comply with the following principles:
1. Use formal, polite and administrative language.
2. Present concisely and clearly, avoiding unnecessary complex language.
3. Use short, easy-to-understand sentences while still ensuring complete content.
4. Avoid using words that are personally emotional.
5. Use technical terminology accurately and consistently.
6. Ensure objectivity in presenting issues.
4.2. Steps to check before submitting the report
Before submitting the report to the competent authority, the user needs to perform the following checks:
- Step 1: Check the accuracy of information and data.
- Step 2: Check for spelling, grammar, and punctuation errors.
- Step 3: Make sure your text formatting is consistent and easy to read.
- Step 4: Double check important information such as date, recipient name, sender name.
- Step 5: Confirm the rationality and feasibility of the proposals.
- Step 6: Check the completeness of the attached documents (if any).
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5. Procedure for processing and submitting the report
After completing the drafting of the submission form, users need to understand the processing and submission process to ensure that the document is properly received and reviewed.
5.1. Preparation steps before submission
The preparation process before submitting the submission form includes:
- Step 1: Identify the exact agency, unit or person authorized to receive the submission.
- Step 2: Prepare the required number of prints (usually 2-3 copies).
- Step 3: Attach additional documents to support the content of the submission (if any).
- Step 4: Stamp and sign fully as prescribed.
- Step 5: Arrange documents in logical order for easy reference.
5.2. Processing procedure at the receiving agency
Once submitted, the submission form is typically processed according to the following procedure:
- Step 1: The clerical department receives and records incoming documents.
- Step 2: Submit the report to the competent authority for review.
- Step 3: The authorized person studies the content and gives his/her opinion of approval, rejection or request for additional information.
- Step 4: The clerical department records the processing results and returns them to the unit/individual who submitted the report.
- Step 5: Store the report and processing results according to regulations.
FAQs about the presentation template
Is the submission form required to comply with any Decree?
The submission form must comply with Decree No. 30/2020/ND-CP dated March 5, 2020 of the Government on document work. However, depending on each unit, there may be additional internal regulations on the form and content of the submission.
How is a submission different from a report?
A submission is a document proposing or recommending to a superior to request approval of an issue. A report is a document presenting the results of a task, the status of activities or an incident that has occurred. The basic purpose of a submission is to ask for opinions, while a report is to notify the results.
What types of presentation templates are most popular in business?
In a business environment, the most common request forms include: approval request form, equipment purchase request form, funding request form, appointment request form, and payment request form.
How is the presentation form in a government agency different from that in a business?
The form of submission in state agencies is often of higher legality, strictly following the State's regulations on the format of administrative documents. Meanwhile, the form of submission in enterprises can be more flexible in form depending on internal regulations, but must still ensure the basic elements of content and nature of the document.
Can the submission form be sent via email?
Depending on the regulations of each unit, the submission form can be sent via email in electronic form. However, for important submissions with high legality, it is still advisable to submit a paper copy with full signatures and seals to ensure the legal value of the document.
Presentation templates play an important role in the management and operation of work in agencies, organizations and enterprises. Mastering how to draft common types of presentation templates along with the processing procedures will help improve work efficiency and approval rates of proposals. 1C Vietnam believes that the detailed instructions and 11 common presentation templates provided will be useful reference materials for all subjects in the process of working and studying.
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