Writing Proposals Archana

7/28/2019 Writing Proposals Archana

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Writing Proposals


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Proposals defined

A proposal is an offer or bid to do a certain

project for someone.

Proposals may contain other elements

technical background, recommendations, resultsof surveys, information about feasibility, and so

on.

What makes a proposal a proposal is that it asks

the audience to approve, fund, or grant

permission to do the proposed project.


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Types of proposals

Internal-If you write a proposal to

someone within your organization (a

business, a government agency, etc.), it is

an internal proposal.

external - An external proposal is one

written from one separate, independent

organization or individual to another suchentity.


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Solicited, -If a proposal is solicited, the

recipient of the proposal in some way

requested the proposal.

unsolicited - Unsolicited proposals are

those in which the recipient has not

requested proposals. These proposals

generally starts with stating a problem.


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common sections in proposals

Introduction Indicate that the document to follow is aproposal.

Refer to some previous contact with the recipientof the proposal or to your source of informationabout the project.

Find one brief motivating statement that willencourage the recipient to read on and toconsider doing the project.

Give an overview of the contents of theproposal.


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Background on the problem,

opportunity, or situation.

Often occurring just after the introduction,

the background section discusses whathas brought about the need for the

projectwhat problem, what opportunity

there is for improving things, what the

basic situation is.


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Benefits and feasibility of the

proposed project

Most proposals discuss the advantages or

benefits of doing the proposed project.


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Description of the proposed

work

Most proposals must describe the finishedproduct of the proposed project


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Schedule.

Most proposals contain a section that shows notonly the projected completion date but also keymilestones for the project.

If you are doing a large project spreading overmany months, the timeline would also showdates on which you would deliver progressreports.

And if you can't cite specific dates, cite amountsof time or time spans for each phase of theproject.


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Method, Procedure, Theory

In most proposals, you'll want to explain

how you'll go about doing the proposed

work, if approved to do it.

This acts as an additional persuasive

element;

It shows the audience you have a sound,

well-thought-out approach to the project


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Qualifications

Most proposals contain a summary of the

proposing individual's or organization's

qualifications to do the proposed work.

It's like a mini-resume contained in the

proposal.


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Costs, resources required

Most proposals also contain a section detailing the costsof the project, whether internal or external

With external projects, you may need to list your hourly

rates, projected hours, costs of equipment and supplies,and so forth, and then calculate the total cost of thecomplete project.

With internal projects, there probably won't be a fee, butyou should still list the project costs: for example, hours

you will need to complete the project, equipment andsupplies you'll be using, assistance from other people inthe organization, and so on.


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Conclusions.

The final paragraph or section of the proposalshould bring readers back to a focus on thepositive aspects of the project

In the final section, you can end by urging themto get in touch to work out the details of theproject,

to remind them of the benefits of doing the

project, and maybe to put in one last plug for youor your organization as the right choice for theproject.


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Organization of Proposals

Content

1. You introduce the proposal, telling thereaders its purpose and contents.

2. You present the backgroundtheproblem, opportunity, or situation thatbrings about the proposed project. Get

the reader concerned about the problem,excited about the opportunity, orinterested in the situation in some way.


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3. State what you propose to do about the

problem, how you plan to help the

readers take advantage of the

opportunity, how you intend to help themwith the situation.

4. Discuss the benefits of doing the

proposed project, the advantages thatcome from approving it.


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5.Describe exactly what the completed

project would consist of, what it would

look like, how it would workdescribe

the results of the project.

6. Discuss the method and theory or

approach behind that methodenable

readers to understand how you'll goabout the proposed work.


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7. Provide a schedule, including major

milestones or checkpoints in the project.

8. Briefly list your qualifications for the

project; provide a mini-resume of the

background you have that makes you

right for the project.


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9. Now (and only now), list the costs of the

project, the resources you'll need to do

the project.

10. Conclude with a review of the benefits of

doing the project (in case the shock from

the costs section was too much), and

urge the audience to get in touch or toaccept the proposal.


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Format of Proposals

Format for external proposals

Cover letter with separate proposal: Thecover letter briefly announces that a

proposal follows and outlines the contents

of it.


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Format for external proposals :Cover

memo with separate proposal-The cover

memo briefly announces that a proposal

follows and outlines the contents of it


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Revision Checklist for Proposals

Make sure you use the right format. Write agood introductionin it, state that this is aproposal, and provide an overview of thecontents of the proposal.

Make sure to identify exactly what you areproposing to do.

Make sure that a reporta written documentis

somehow involved in the project you areproposing to do. Remember that in this coursewe are trying to do two things: write a proposaland plan a term-report project.


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Make sure the sections are in a logical,natural order. For example, don't hit theaudience with schedules and costs before

you've gotten them interested in theproject.

Break out the costs section into specifics;include hourly rates and other suchdetails. Don't just hit them with a whoppingbig final cost.


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For internal projects, don't omit the section on

costs and qualifications: there will be costs, just

not direct ones. For example, how much time will

you need, will there be printing, binding costs?Include your qualificationsimagine your

proposal will go to somebody in the organization

who doesn't know you.

Be sure and address the proposal to the real orrealistic audiencenot your instructor.


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Watch out for generating techno babble. Yes,

some of your proposal readers may know the

technical side of your projectbut others may

not. Challenge yourself to bring difficult technicalconcepts down to a level that non specialists can

understand.

Be sure to include all the information listed in

"Special assignment requirements." If it doesn'tlogically or naturally fit in the proposal itself, put

it in a memo to your instructor.


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For further reference

http://www.io.com/~hcexres/textbook/doc_pr

oposal.html
http://www.io.com/~hcexres/textbook/doc_proposal.htmlhttp://www.io.com/~hcexres/textbook/doc_proposal.htmlhttp://www.io.com/~hcexres/textbook/doc_proposal.htmlhttp://www.io.com/~hcexres/textbook/doc_proposal.html

Writing Proposals Archana

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