WRITING PROPOSALS

Lecture 3 Dr. Mohammed Kabirul Islam

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

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

TYPES OF PROPSALS
Research Proposal
Deals with academic investigation

Business Proposal
Deals with securing business

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

Parts of Proposal
Prefatory parts Body Supplementary parts

Prefatory Parts
Cover, with title Inside title page Table of contents (TOC) List of tables and/or figures

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

Body of Proposal
Introduction Procedures

Body of Proposal: Introduction

Problem Need Scope Background Objective or purpose Project team

Body of Proposal: Procedures

Methods, procedures, sources Plan of attack Sequence of activities Equipment, facilities, products Personnel qualifications Budget of costs, prices, total bids

Supplementary parts
Maps, graphs, tables, charts Letter of support Letter of endorsement References Forms Table of definition Project schedules

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

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

Draft Contract
Inserted after executive summary for long proposals Gives immediate overview of the work including financial information

Table of Contents (TOCs)

Brief proposals do not require TOC Long proposals require TOC as well as list of
Tables Figures Illustrations

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

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

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

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

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 on already completed projects and researcj

Methods and Procedures

State how project requirements will be met. The following checklist may be used for that purpose:
Be realistic as to what you can accomplish. Avoid overextending your capabilities and those of your company 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 you will not do

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

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 to the project

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

Methods: Appendices
Graphs Tables Letters of support and endorsement List of references

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

Request for Proposal (RFP)

Government, company, agency or individual may send an RFP to outside vendors who they feel are qualified to complete a given project.

Request for Proposal (RFP)

An RFP may contain the following information: Express clearly as to the product or service which you desire bids Give name, address, phone number of person to whom the proposal should be sent Be precise as to what bidders must include. This makes initial screening easier for locating qualified candidates Indicate the time by which the proposal should arrive

Chronology of Procedures for Solicited Major Proposals

Soliciting company publicly announces a project in professional publications, newspapers or writes to companies asking if they are interested in bidding on the project Contracting companies and others reacting to the public announcement submit preliminary proposals based on initial request information Soliciting company reviews all submitted documents, eliminates some companies on the basis of preliminary review. Establishes short list of finalists

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.

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

Writing Style and Appearance

Style and appearance of proposal is very important. The following issues are to be considered: General appearance Neatness Specific appearance of:
Table of contents List of figures Title page Maps Graphs Charts

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