Proposal Chapter Notes

Writing a proposal Writing a proposal requires seven steps:requires seven steps:

• Analyze your audience.Analyze your audience.

• Analyze your purpose.Analyze your purpose.

• Gather information about your subject.Gather information about your subject.

• Choose the appropriate type of proposal.Choose the appropriate type of proposal.

• Draft the proposal.Draft the proposal.

• Format the proposal.Format the proposal.

• Revise, edit, proofread, and submit the Revise, edit, proofread, and submit the proposal. proposal.

Chapter 16. Writing Proposals © 2010 by Bedford/St. Martin's

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Understand the logistics Understand the logistics of proposalsof proposals


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Solicited and unsolicited Solicited and unsolicited proposals respond to proposals respond to

different needs:different needs:

Solicited proposals are sent in response Solicited proposals are sent in response to an IFB (information for bid) or an RFP to an IFB (information for bid) or an RFP (request for proposals).(request for proposals).

Unsolicited proposals are submitted by a Unsolicited proposals are submitted by a prospective supplier who believes that prospective supplier who believes that the customer has a need for goods or the customer has a need for goods or services.services.


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Proposals lead to two Proposals lead to two kinds of deliverables:kinds of deliverables:

• researchresearch

• goods and servicesgoods and services


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A successful proposal is A successful proposal is a persuasive argumenta persuasive argument

• Show that you understand the Show that you understand the readers’ needs.readers’ needs.

• Show that you have decided what Show that you have decided what you plan to do, and that you are you plan to do, and that you are able to do it.able to do it.

• Show that you are a professional, Show that you are a professional, and that you are committed to and that you are committed to fulfilling your promises.fulfilling your promises.


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When writing When writing international proposals, international proposals,

follow these six follow these six suggestions:suggestions:

Understand that what makes an argument Understand that what makes an argument persuasive can differ from one culture to persuasive can differ from one culture to another.another.

Budget enough time for translating. Budget enough time for translating.

Use simple graphics, with captions.Use simple graphics, with captions.

Write short sentences, using common Write short sentences, using common vocabulary. vocabulary.

Use local conventions regarding punctuation, Use local conventions regarding punctuation, spelling, and mechanics.spelling, and mechanics.

Ask if the prospective customer will do a read-Ask if the prospective customer will do a read-through. through.


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Follow these four Follow these four guidelines in guidelines in

demonstrating your demonstrating your professionalism:professionalism:

• Provide your credentials and work Provide your credentials and work history.history.

• Provide your work schedule.Provide your work schedule.

• Describe your quality-control Describe your quality-control measures.measures.

• Include your budget.Include your budget.


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Avoid these four common Avoid these four common dishonest practices:dishonest practices:

saying that certain qualified people will saying that certain qualified people will participate in the project, even though they participate in the project, even though they will notwill not

saying that the project will be finished by a saying that the project will be finished by a certain date, even though it will notcertain date, even though it will not

saying that the deliverable will have certain saying that the deliverable will have certain characteristics, even though it will notcharacteristics, even though it will not

saying that the project will be completed saying that the project will be completed under budget, even though it will notunder budget, even though it will not


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There are three reasons There are three reasons to write honest to write honest

proposals:proposals:

• to avoid serious legal trouble to avoid serious legal trouble stemming from breach-of-contract stemming from breach-of-contract suitssuits

• to avoid acquiring a bad reputation, to avoid acquiring a bad reputation, thus ruining your businessthus ruining your business

• to do the right thingto do the right thing


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To follow through on a To follow through on a proposal, you need three proposal, you need three categories of resources:categories of resources:

personnelpersonnel

facilitiesfacilities

equipmentequipment


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A typical proposal A typical proposal includes six sections:includes six sections:

• summarysummary

• introductionintroduction

• proposed programproposed program

• qualifications and experiencequalifications and experience

• budgetbudget

• appendicesappendices


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An introduction answers An introduction answers seven questions:seven questions:

• What is the problem or opportunity?What is the problem or opportunity?

• What is the purpose of the proposal?What is the purpose of the proposal?

• What is the background of the problem or What is the background of the problem or opportunity?opportunity?

• What are your sources of information?What are your sources of information?

• What is the scope of the proposal?What is the scope of the proposal?

• What is the organization of the proposal?What is the organization of the proposal?

• What are the key terms that you will use in the What are the key terms that you will use in the proposal?proposal?


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Task schedules are Task schedules are presented in one of three presented in one of three

formats:formats:

tabletable

bar chart or Gantt chartbar chart or Gantt chart

network diagramnetwork diagram


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This is a task schedule as This is a task schedule as a bar chart:a bar chart:


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Make a Gantt Chart for Make a Gantt Chart for the PA Center for the the PA Center for the

BookBook Incorporate the entire assignment—cover Incorporate the entire assignment—cover

the proposal and writing of the article—the proposal and writing of the article—

How will you divide the work into stages?How will you divide the work into stages?

How much time will you allocate for each How much time will you allocate for each particular stage?particular stage?

Turn in your Gantt Chart with your proposal Turn in your Gantt Chart with your proposal for extra credit.for extra credit.


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Proposal Chapter Notes

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