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This chapter covers the objectives, criteria, and process involved in creating proposals for system changes, new products, services, approaches, or facilities both internally and externally, including key components like the cover letter, table of contents, illustrations, abstract, introduction, discussion, conclusion, and more.
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Chapter 17: Proposals This chapter discusses the following: • Objectives • Criteria for Proposals • Process
Objectives To suggest changes to a system, new products or services, new approaches, or new facilities, write either an • Internal proposal—within your company • External proposal—to potential clients
Title Page Cover Letter Table of Contents List of Illustrations Abstract (or Summary) Introduction Discussion Conclusion/ Recommendation Glossary Works Cited (or References) Appendix Criteria for Proposals Long reports, such as proposals, include the following:
Internal Proposal Title Name of writer Routing list Who recommended and approved the proposal Date of submission External Proposal Title Name of audience (reader and/or company) Name of writer Date of submission Criteria for Proposals (cont.) • Title Page
Criteria for Proposals (cont.) • Cover letter • Introduction • Why you are writing • What you are writing about • Body • Key components within the proposal • Conclusion • What follow-up action you plan NOTE:An internal proposal would have a cover memo, following memo format discussed in Ch. 5. An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 6.
Criteria for Proposals (cont.) • Table of Contents • Include major and minor headings • List page numbers within the proposal
Criteria for Proposals (cont.) • List of Illustrations • Include Figure and Table numbers • Include Figure and Table titles • List page numbers within the proposal
Criteria for Proposals (cont.) • Abstract (Summary) • Written for low-tech readers, the abstract provides • The problem necessitating the proposal • The proposed solution • The benefits to be derived • The abstract must be concise—around ½ page
Criteria for Proposals (cont.) • Introduction • Purpose—in a sentence or two, state the reason for writing. • Problem—in detail, analyze the problems necessitating the proposed solution. • Use graphics to emphasize and clarify the problems. NOTE: Without a problem, there is no need to suggest changes. Discuss the problem thoroughly.
Criteria for Proposals (cont.) • Discussion—this is the body of the proposal. Include any of the following: • Analyses • Technical descriptions • Instructions • Optional approaches • Managerial chains • Biographical sketches of personnel • Corporate credentials • Schedules • Cost estimates NOTE: Graphics will add variety, conciseness, and clarity to the proposal.
Criteria for Proposals (cont.) • Conclusion • Draw a conclusion, based on your study. • Restate the problems. • What caused the problems? • What was the result of the problems (damage, cost, etc.)? • Recommendation • Restate what should be done to solve the problems—what you have proposed. • Restate the benefits of your proposal.
Criteria for Proposals (cont.) • Optional Components • Glossary—if you have used high-tech terms, define them in the glossary. • Works cited (or Reference) page—if you have used research, document your sources. • Appendix—if you have additional, supplemental information or graphics, provide an appendix.
Process • To ensure the success of your proposal, • Prewrite • Write • Rewrite
Process (cont.) • Prewriting techniques • Gather data, determine your audience, and decide on goals. • Answer reporter’s questions. • Use storyboarding to visualize the layout. • Use listing/brainstorming to get input from team members. • Flowchart the steps in a procedure/instruction. • Try branching or mind mapping to gather ideas and organize them. • Perform a survey to quantify other’s opinions.
Process (cont.) • Writing • Review the criteria for a proposal. • Review your prewriting. • Write a rough draft, including • Cite your sources carefully and correctly (if you have used research).
Process (cont.) • Rewriting • Revise the rough draft by • Adding detail for clarity • Deleting dead words and phrases for conciseness • Simplifying terms for easy understanding • Moving text for emphasis • Reformatting for easy access • Enhancing the tone • Correcting errors for professionalism
