lecture 3 writing proposals

8/13/2019 Lecture 3 Writing Proposals

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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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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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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

lecture 3 writing proposals

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