The Client Proposal: An Overview

1. The Client Proposal: An Overview 2.18.2013

2. Email of Transmittal • You’ll need to email your proposal to your client • The email should: • Explain to your client how to understand the proposal (a guide) • Politely request feedback within one week • Be concise and use full block format • Explain to them why this proposal is important.

3. Writing Proper Emails • Don’t forget attachments! • Avoid text message language • As always, create a specific and purposeful subject line • Be aware of tone (remember not only your audience but your own subject position) • Use/create your professional signature • Use highlighting strategies for the most important information.

4. Parts of the Proposal • Title Page • Table of Contents *(depends on length of proposal) • Abstract • Need Statement • Project Description • Plan & Progress Checks • Budget

5. Title Page • Include the following: • Proposal title • Group member’s names • Date (when the proposal was completed) • Graphic/logo

6. Need Statement • Identify mission of client • intangible! • Explain primary need related to mission • Support this with evidence from your research

7. Project Description • Describe your vision for the deliverable • Explain why the deliverable will meet the client’s need • Be SPECIFIC • Support your vision and claims with data from the interview, sample documents you collected, etc. • Explain what you will do in class and outside of class to complete the deliverable • emphasize the target audience for the deliverable and how this will appeal to that audience • Make your vision coincide with the client’s

8. Plan & Progress Checks • This is your Step-by-Step plan for HOW you will produce the deliverable • Provide a written explanation and a visual (we will look at examples in class) • You will need to research what software programs you can use to produce these deliverables, if applicable, and you can include the time you’ll put into learning that program into your timeline.

9. Budget • The budget details the resource expenditures OF YOUR CLIENT based on your proposed deliverable • Your person hours are counted for (class credit and experience) • But, you need to consider time, materials, maintenance, etc. *I will provide a separate handout in class about budgets.* • YOU are NOT expected to spend money on this project. Clients are aware that you will provide them an electronic (and perhaps one print copy) version of the deliverable. It is up to them to pay for printing costs, etc., if they choose to use your deliverable.

10. Tips for Budgets • JUSTIFY your numbers! • For example, if you quote $30 for printer ink, what TYPE of printer ink are did you get a quote for, and where did you get the quote from (Office Depot online, etc. • Think through the whole process • For example, if you’re creating a brochure, who’s going to fold 100 copies of the brochure? • Provide recommendations for products based on your research and discussion with client

11. Style • Remember to use an appropriate tone (neither too formal nor too conversational) • Use your AMA handbook for any grammatical/punctuation/spelling concerns • Use an effective, clear design • Remember that writing is a PROCESS—brainstorm, outline, revise, proofread!

12. Reminders • Once you submit the proposal, you will politely ask for a response within one week • You will be required to revise the proposal and resubmit it within one week if revisions are to be made; otherwise, you can start your deliverable! • CC me on all correspondence between your group, between your group and clients, etc. I need to stay in the loop. • Proposals are due on March 6, but we will be conferencing on February 25 & 26

13. The Client Proposal Honing In

14. The Needs Statement • Identifies the intangible mission of the client (i.e., the client wants to promote the organization so they can make $) • Explains the primary need related to the mission (but keeps this brief)

15. Sample needs statement • "Breast cancer kills. But statistics prove that regular check-ups catch most breast cancer in the early stages, reducing the likelihood of death. Thus, the United Breast Cancer Foundation’s program to encourage preventive check-ups will reduce the risk of death due to breast cancer. However, only 25% of Tucson’s population is aware that the UBCF provides this program. The program needs additional marketing and outreach procedures in place to inform Tucsonans about its benefits. A well-constructed brochure explaining the program will help promote the foundation and ultimately save lives.”

16. Practice! Get in a group with people who you haven’t yet worked with. Write a needs statement based on the following information: • Your client is Big Brothers/Big Sisters of Tucson. They’re having trouble getting funding, and they want you to produce a flyer advertising an event they’re organizing—their 5th annual golf tournament. All proceeds will go to the organization. In your interview, your client mentioned not only that they’re having trouble getting funding but that people don’t seem to understand the purpose or mission of Big Brothers/Big Sisters. Your client thinks that if people knew more about the organization, they’d be more willing to donate money. The organization cannot provide the necessary materials, space, advertising, etc., to keep itself afloat if they don’t receive at least $10,000 in donations this year.