Proposal Writing

Communication 2

Proposals.

What is a Proposal?

• A proposal is a written report that seeks to persuade the reader to accept a suggested plan of action.

Proposal Categories

• Proposals fall under two categories, namely solicited and unsolicited.

• Solicited proposals are those requested by a potential funder.

• Unsolicited proposals are sent to government agencies, private entities, or company without being requested.

Solicited Proposals

• Government agencies and many large commercial firms routinely solicit proposals from potential suppliers. For eg., the government might publish an RFP (request for proposal) stating its intention to purchase 5000, microcomputers, giving detailed specifications regarding the features it needs on these computers, and inviting prospective suppliers to bid on the project.

• The unsolicited proposal differs from the solicited proposal in that the former typically requires more background information and more persuasion. Because the reader may not be familiar with the project, the writer must present more evidence to convince the reader of the merits of the proposal.

Types of proposals

• Project proposals- A Project proposal can also persuade a foundation to fund a project to be undertaken by the writer’s firm.

• Business Plans• Research Proposal• Sales Proposal

Internal and External Proposals

• Internal proposals are written to a decision maker in your own organization.

• External proposals are sent to a decision maker outside your company.

Internal Proposals

• Internal Proposals have four parts:1.Purpose. Begin with a brief statement of why

you are writing the proposal.2.Problem. Prove that a problem exists by

documenting its importance for your boss and the company.

3.Solution. Describe the change you want approved.

Internal Proposals cont.

4. Conclusion. Make this section short-no more than two paragraphs. Remind the reader that the problem is serious, the reason for change is justified, and action needs to be taken.

Re-emphasize the most important benefits of your proposed solution.

External Proposals

• Sales proposals are the most common type of external proposal. Most sales proposals include the following elements:

1.Introduction. This section may include a statement of purpose and background information on the problem you propose to solve

External Proposals cont.

2. Description of the product or service. This section is the heart of your proposal. It needs to provide hard evidence that what you propose can and should be done.

3. Timetable. 4. Costs.

External Proposals continued.

5.Qualifications of your company. Emphasize your company's accomplishments and expertise.

6.Conclusion. This section contains your "call to action," where you encourage your reader to approve your plan.

External Proposals

• The format of these external documents may be a letter report, a manuscript report, or even a form report, with the form supplied by the soliciting organization.

Research proposal

• A research proposal is a structured presentation of what you plan to do in research, why you plan to conduct the research, and how you plan to accomplish it.

Techniques in Proposal Writing

• Give ample, credible evidence for all statements.

• Do not exaggerate• Provide examples, expert testimony, and

specific facts and figures to support your statements

• Use simple, straightforward and direct language, preferring simple sentences

• Stress reader benefits. Remember that you are asking something. Let the reader know what he or she will get in return.

• Approach your proposal as a problem-solving activity. Make readers feel that your goal is to solve a problem for them and that you have the ability to do so.

• Be sure your proposal is financially realistic. Another basic question readers will ask is if your plan is worth the money. Do not submit a proposal that requires excessive funds to implement.

Proposal Format

1. Background- Introduce the problem you’re addressing and discuss why it merits the reader’s consideration. Provide enough background information to show that a problem exists and that you have a viable solution.

Proposal Format

2. Objectives: Provide specific information about what the outcomes of the project will be. Be detailed and honest in discussing what the reader will get in return for a commitment of resources.

3. Procedures: Discuss in detail exactly how you will achieve these objectives. Include a step by step discussion of what will be done , when, and exactly how much each component or phase will cost.

4. Qualifications: Show how you, your organization, and any others who would be involved in conducting this project are qualified to do so. If appropriate, include testimonials or other external evidence to support your claims.

5. Request for approval: Directly ask for approval of your proposal. Depending on the reader’s needs, this request could come either at the beginning or at the end of the proposal.

6. Supporting data: Include as an appendix to your proposal any relevant but supplementary information that might bolster your arguments.

The End