Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn...

Technical CommunicationA Practical Approach

Chapter 12: Proposals and White Papers

William Sanborn Pfeiffer

Kaye Adkins

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.2

Proposals and White Papers

Proposals Unsolicited Proposals Solicited Proposals Grant Proposals White Papers

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.3

Proposals

Guidelines for Proposals M-Global Proposals

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.4

Guidelines for Proposals

Plan Well Before You Write Make Text Visually Appealing Edit Carefully

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.5

M-Global Proposals

In-House Proposals Sales Proposals Grant Proposals

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.6

ABC Format for Unsolicited Proposals

Abstract Purpose of the Proposal Needs that exist in the current situation How the needs will be met Main advantage of your solution Overview of proposal sections to follow

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.7

ABC Format for Unsolicited Proposals

Body Description of problem or project and its

significance Proposed solution or approach Personnel Schedule Costs

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.8

ABC Format for Unsolicited Proposals

Conclusion Emphasize main benefit or feature of your

proposal Restate your interest in doing the work Indicate what should happen next Encourage your readers to contact you with

questions

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.9

Solicited Proposals

Title Page Letter/Memo of Transmittal Executive Summary Appendixes

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.10

ABC Format for Solicited Proposals

Abstract Purpose of proposal Reader’s main need Main features you offer, as well as related

benefits Overview of proposal sections to follow

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.11

ABC Format for Solicited Proposals

Body Summary of current situation Background information and data Technical information Management information Cost information Appendices

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.12

ABC Format for Solicited Proposals

Conclusion Benefits of accepting the proposal Unique qualifications of the proposing

organization

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.13

ABC Format for Grant Proposals

Abstract Statement of need Mission of your organization Explanation of how the proposed program will

meet the goals of the granting organization

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.14

ABC Format for Grant Proposals

Body Background information about your

organization Detailed explanations of the situation

Data Supporting research

Objectives to be used to evaluate the success of the proposed program

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.15

ABC Format for Grant Proposals

Body Importance of the proposal to the community How results will be shared (for research grants) Budget

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.16

ABC Format for Grant Proposals

Conclusion Summary of community needs to be met How community needs fit the organizations

goals Main reasons why your organization is best

suited to meet the community need

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.17

White Papers

Guidelines for White Papers ABC Format for White Papers

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.18

Guidelines for White Papers

Know Your Audience Include the Problem and Solution in the

Title Use Analogies and Metaphors to Explain

New Concepts Use Graphic Elements to Provide

Information Cite Sources Correctly

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.19

ABC Format for White Papers

Abstract Definition of the Problem

Body Historical/background overview to set stage for

new technology Evidence, data, and information from published

sources Criteria for solution Solution

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.20

ABC Format for White Papers

Body Brief mention of product or service (perhaps no mention

at all)

Conclusion Review of the problem Benefits of the solution Bibliography