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WRITING PROPOSALS
Lecture 3
Dr. Mohammed Kabirul Islam
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PROPOSAL
Written plan or presentation for completing a
task. Task may be to:
Solve a problem
Alter a procedure
Find answers to questions
Offer advice or training
Conduct research on a topic
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PROPOSAL TOPICS
Proposal to construct a structure
Proposal to survey an area or popultaion
group
Proposal to design or build an industrial or
manufacturing plant
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TYPES OF PROPSALS
Research Proposal
Deals with academic investigation
Business Proposal
Deals with securing business
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TYPES OF PROPSALS
Solicited Proposal
Proposal solicited by a business organization to
meet its specific needs
Has many competitors bidding for a contract
Unsolicited Proposal
Sent to convince a business or organization that
proposal sender has skills to solve their problems
Resolution of problems would significantly benefit
organization
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Parts of Proposal
Prefatory parts
Body
Supplementary parts
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Prefatory Parts
Cover, with title
Inside title page
Table of contents (TOC) List of tables and/or figures
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Prefatory Parts
Request for proposal letter (owners
solicitation letter)
Response to proposal (companys cover letter)
Description of owners requirement
Schedule for selecting personnel
Executive summary or abstract Draft contract
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Body of Proposal
Introduction
Procedures
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Body of Proposal: Introduction
Problem
Need
Scope Background
Objective or purpose
Project team
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Body of Proposal: Procedures
Methods, procedures, sources
Plan of attack
Sequence of activities Equipment, facilities, products
Personnel qualifications
Budget of costs, prices, total bids
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Supplementary parts
Maps, graphs, tables, charts
Letter of support
Letter of endorsement References
Forms
Table of definition Project schedules
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Title page
Should include (as a minimum)
Title
Name of person or company to whom proposal is
submitted
Name of person or company submitting the
proposal
Date
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Executive Summary, Abstract, Synopsis
Most important part of a proposal
Many evaluators read only executive summary
to gain quick overview
Should speak for the complete proposal
Should be able to stand alone
Should summarize what objectives will be met Should summarize what procedures will be
followed
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Draft Contract
Inserted after executive summary for long
proposals
Gives immediate overview of the work
including financial information
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Table of Contents (TOCs)
Brief proposals do not require TOC
Long proposals require TOC as well as list of
Tables
Figures
Illustrations
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Introduction: Purpose
Written in a simple language as if approaching
a non-specialist
Purpose often stated in infinitive form. For
example:
To recommend
To bid
To supply
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Introduction: Problem
Need to clearly state the problem and
demonstrate clear understanding of the
problem
If pertinent, mention
Difficulties that may be encountered
Methods proposed to overcome the problems
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Introduction: Scope
Define the boundaries that are being set for
the project to accomplish objectives
What you will do and what you will not do
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Introduction: Project Team
Include list of individuals who will work for the
project
In long proposals, include brief curriculum vita
of each individual working on the project
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Introduction: Background
May be omitted for short proposals
For long proposals, include the following
information:
Previous work completed on identical or related
projects
Literature review on the subject and its evaluation
Statement showing how proposal will build onalready completed projects and researcj
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Methods and Procedures
State how project requirements will be met. Thefollowing checklist may be used for that purpose:
Be realistic as to what you can accomplish. Avoidoverextending your capabilities and those of yourcompany
Be specific as to the method of meeting all goals
Be precise with the time schedule
Be clear as to how you will evaluate your work,production or product
Be exact to the scope: what you will do and what youwill not do
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Methods: Equipment and Facilities
State what facilities will be needed to
accomplish the project
State what you already have
Show how you will get what you do not have
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Methods: Personnel
Information (in detail) of individuals who will
be involved in the project, Include
Personnel arrangements
company areas involved
Individual qualifications, expressed in complete
biographic form
Percentages of time that personnel will devote tothe project
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Methods: Budget
Present budget as specified in the request for
proposal (RFP)
Add a budget justification section: state im
paragraph from rationale for financial figures
presented in tabular, graphical or chart format
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Methods: Appendices
Graphs
Tables
Letters of support and endorsement List of references
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Methods: Appendices
Some reviewers of proposals leave reading of
appendices to the last, if they read them at all
Additional bulk may present to the reader
additional reading, and could produce a
negative reaction
When in doubt whether an inclusion of a
document is necessary or not in the appendix,
leave it out
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Request for Proposal (RFP)
An RFP may contain the following information:
Express clearly as to the product or service whichyou desire bids
Give name, address, phone number of person towhom the proposal should be sent
Be precise as to what bidders must include. Thismakes initial screening easier for locatingqualified candidates
Indicate the time by which the proposal shouldarrive
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Chronology of Procedures for Solicited
Major Proposals
Soliciting company publicly announces a projectin professional publications, newspapers orwrites to companies asking if they are interestedin bidding on the project
Contracting companies and others reacting to thepublic announcement submit preliminaryproposals based on initial request information
Soliciting company reviews all submitted
documents, eliminates some companies on thebasis of preliminary review. Establishes short listof finalists
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Chronology of Procedures for Solicited
Major Proposals
Soliciting company asks each finalist bidding
for the project to submit a highly detailed
proposal and sets deadlines for receiving the
proposal
Finalist companies select their written and
oral presentation teams; writing of their
proposal proceeds through several editions;oral rehearsals based on proposal occur.
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Chronology of Procedures for Solicited
Major Proposals
Finalist companies submit proposals to the
soliciting group; dates are established for oral
presentation of the soliciting group.
Finalist companies make their presentation
Finalist companies wait for response
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Writing Style and Appearance
Style and appearance of proposal is very important. Thefollowing issues are to be considered:
General appearance
Neatness
Specific appearance of: Table of contents
List of figures
Title page
Maps
Graphs
Charts
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Writing Style and Appearance
Consistency of style
Title, whether it properly describes the project
Completeness
Professionalism
Checking and rechecking of final draft until
satisfactory Check for proper typing, proofing, graphs, etc
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