Workplace Writing: Planning, Packaging, and Perfecting Communication, 1st ed.   Chapter 19: Internal and External         ...
Chapter 19: Internal and External                        Proposals This chapter discusses the following:  Formatting prop...
Mary Woltkamp, CEO, Effective Business Communications, Inc. Mary creates a variety of materials for her clients   includin...
Objectives  To suggest changes to a system, new    products or services, new approaches,    or new facilities, write eithe...
Common Proposal Terms  Proposal Terms                                            Definitions RFP                          ...
Criteria for ProposalsLong reports, such as proposals, include the following:      Title Page                           ...
Criteria for Proposals (cont.) Title Page  Internal Proposal                           External Proposal               T...
Criteria for Proposals (cont.)      Cover letter                                NOTE:                                    ...
Criteria for Proposals (cont.)     Table of Contents            Include major and minor headings            List page n...
Criteria for Proposals (cont.)      List of Illustrations             Include Figure and Table numbers             Incl...
Criteria for Proposals (cont.)         Abstract (Summary)                Written for semi-specialists, the abstract     ...
Criteria for Proposals (cont.)      Introduction             Purpose—in a sentence or two, state the              reason...
Criteria for Proposals (cont.)      Discussion—this is the body of the proposal.       Include any of the following:     ...
Criteria for Proposals (cont.)      Conclusion             Draw a conclusion, based on your study.             Restate ...
Criteria for Proposals (cont.)        Optional Components               Glossary—if you have used technical terms,      ...
Meeting Workplace Communication Challenges   Use the end-of-chapter activities to    apply chapter principles individuall...
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COM 300 Chp 19

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COM 300 Chp 19

  1. 1. Workplace Writing: Planning, Packaging, and Perfecting Communication, 1st ed. Chapter 19: Internal and External Proposals Steven M. Gerson Sharon J. Gerson
  2. 2. Chapter 19: Internal and External Proposals This chapter discusses the following:  Formatting proposals  Writing effective internal proposals  Writing effective external proposals  Distinguishing among common proposal terms  Applying research techniquesWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 2
  3. 3. Mary Woltkamp, CEO, Effective Business Communications, Inc. Mary creates a variety of materials for her clients including  requirements documentation  user manuals  training materials  job aids  newsletter articles  marketing copy  proposals How does Mary meet her communication challenges?Workplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 3
  4. 4. 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 clientsWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 4
  5. 5. Common Proposal Terms Proposal Terms Definitions RFP Request for Proposals—means by which external companies and agencies ask for proposals T&C Terms and Conditions—the exact parameters of the request and expected responses SOW Scope of Work or Statement of Work—costs, dates, deliverables, personnel certifications, and/or company history Boilerplate Any content (text or graphics) that can be used in many proposals Solicited Proposal A proposal written in response to a request Unsolicited Proposal A proposal written on your own initiativeWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 5
  6. 6. Criteria for ProposalsLong reports, such as proposals, include the following: Title Page  Discussion Cover Letter  Conclusion/ Table of Contents Recommendation List of Illustrations  Glossary Abstract (or Summary)  Works Cited (or Introduction References)  Appendix Workplace Writing, 1st Edition © 2010 Pearson Higher Education, Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 6
  7. 7. Criteria for Proposals (cont.) Title Page Internal Proposal External Proposal  Title  Title  Name of writer  Name of audience  Routing list (reader and/or  Who recommended company) and approved the  Name of writer proposal  Date of submission  Date of submissionWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 7
  8. 8. Criteria for Proposals (cont.)  Cover letter NOTE: An internal proposal  Introduction would have a cover  Why you are writing memo, following memo  What you are writing about format discussed in Ch. 10.  Body An external proposal’s  Key components within the cover letter would abide proposal by letter conventions,  Conclusion discussed in Ch. 10.  What follow-up action you planWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 8
  9. 9. Criteria for Proposals (cont.) Table of Contents  Include major and minor headings  List page numbers within the proposalWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 9
  10. 10. Criteria for Proposals (cont.)  List of Illustrations  Include Figure and Table numbers  Include Figure and Table titles  List page numbers within the proposalWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 10
  11. 11. Criteria for Proposals (cont.)  Abstract (Summary)  Written for semi-specialists, the abstract provides  The problem necessitating the proposal  The proposed solution  The benefits to be derived  The abstract must be concise—around ½ pageWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 11
  12. 12. 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.Workplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 12
  13. 13. Criteria for Proposals (cont.)  Discussion—this is the body of the proposal. Include any of the following:  Analyses  Descriptions  Instructions NOTE:  Optional approaches Graphics will  Managerial chains add variety, conciseness,  Biographical sketches of personnel and clarity to  Corporate credentials the proposal.  Schedules  Cost estimatesWorkplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 13
  14. 14. 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.Workplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 14
  15. 15. Criteria for Proposals (cont.)  Optional Components  Glossary—if you have used technical 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.Workplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 15
  16. 16. Meeting Workplace Communication Challenges Use the end-of-chapter activities to apply chapter principles individually and in groups.Workplace Writing, 1st Edition © 2010 Pearson Higher Education,Gerson and Gerson Upper Saddle River, NJ 07458. • All Rights Reserved. 16
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