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PROPOSALS
1
P ROPOSALS

2

•

A special type of analytical report designed
to get products, plans or projects accepted
by others.

•

Proposals are an important job related
writing because its acceptance of
proposals can lead to significant
operational improvements, new business,
additional jobs & safer working conditions.
P ROPOSALS A RE …

3



A persuasive message in which a writer
analyzes a problem and recommends a
solution.



The problem maybe:


A need for equipment



Services



Research



Plan of action etc…
4



The recommended solution maybe:


Products



Personnel



A business study



A description of work to be performed



Other outcomes



Proposals are common in business.



They must be clear, concise and meet readers
expectations
T YPES

5

OF

P ROPOSALS

External Proposals


Submitted to decision makers outside of an
organization, such as clients & government
agencies.



More formal, often compete for a client’s
business, legally binding.



Form the basis of a contract of approval is
granted, so they are prepared with extreme
care.



Spells out precisely what your company will
provide under specific T & C
I NTERNAL P ROPOSALS

6



submitted to
organization.

decision

makers



in

one’s

own

Two primary purposes of a proposal is:


to seek approval for a project or course of action
(such as revising recruiting procedures, changing
the company’s training programmes, reorganizing a
department, engaging in a special studies or
adopting a more efficient way of doing something)



To request additional resources (such as new or
upgraded capital assets, human resources or
operating funds.)
7

Solicited Proposals


Prepare in response to a request for proposal.



RFP includes instructions that specify the exact type
of work to performed with guidelines on how &
when the company wants the work completed.



Writers must provide all the requested information &
use the specified format.
8

U NSOLICITED P ROPOSALS


Initiated by organizations attempting
to obtain business without a specific
invitation from a potential client.



Writer makes the first move.
I NFORMAL P ROPOSALS

9



Generally take the form of letters or memos.



Some corporations or government agencies
encourage or require proposal writers to
submit preproposals.



These are to provide a succinct description of
the project.



The funding agency will then either reject
the proposal or direct the writer to submit a
full proposal.
P LANNING P ROPOSAL

10



3 steps:


Analyze – Study the situation and
define the problem.



Investigate – Gather primary and
secondary information.



Adapt – Establish a good audience
relationship and choose the right
channel.
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



TITLE PAGE:

TABLE OF
CONTENTS

INTRODUCTION



Title



Name of person
submitting



Submitted to



Date

BACKGROUND
PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



LETTER OF TRANSMITTAL:

TABLE OF
CONTENTS

INTRODUCTION



The letter contains
information about the
particular project, Includes
the recipient's address,
your address, a salutation
and closing

BACKGROUND
PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



EXECUTIVE SUMMARY:

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND



Most important



A comprehensive overview



Summarize the objectives



Procedure

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



TABLE OF
CONTENTS:

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND



Main headings
with page no.



List of tables



Figures and
illustrations

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



INTRODUCTION:


Purpose



Problem



Scope(what boundaries
are you setting to
accomplish your
objectives)

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND
PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY
TABLE OF
CONTENTS



BACKGROUND:

INTRODUCTION
BACKGROUND



Previously work
completed on identical or
related projects

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



PROCEDURES:

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND



How will you complete
the project



Steps

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



PERSONNEL:

TABLE OF
CONTENTS

INTRODUCTION



Personnel arrangements



The company areas
involved



Individual qualifications

BACKGROUND
PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
FORMAT OF PROPOSAL
(LONG PROPOSALS)

TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



BUDGET:

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND



Tabular form



“Budget justification”
paragraph

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
TITLE PAGE
LETTER OF
TRANSMITTAL
EXECUTIVE
SUMMARY



APPENDIXES:

TABLE OF
CONTENTS

INTRODUCTION
BACKGROUND



References



Tables



Maps, graphs(if
any)

PROCEDURES

EQUIPMENT AND
FACILITIES
PERSONNEL
BUDGET
APPENDIXES
SHORT PROPOSALS



Form of a
memorandum:



To:
From:
Subject:
Date:
FORMAT OF PROPOSAL
(SHORT PROPOSALS)



In the body of your proposal, avoid
writing two or three pages of
unbroken text; rather, use headings
to indicate the separate sections:
FORMAT OF PROPOSAL
(SHORT PROPOSALS)



I. Statement of Problem
II. Proposed Project and Purpose
III. Plan of Activities with Deadlines
IV. Evaluation
Q UALITIES OF A SUCCESSFUL

24

PROPOSALS



The purpose of the proposal is stated
clearly.



The problem or need is understood
and defined clearly.



The solution is innovative
presented convincingly.

and
G ETTING F EEDBACKS FROM
P ROPOSALS

25



Once you complete and send the proposal to
your audience, you will naturally expect a
positive response – but not always it will be.



You might get half hearted praised or totally
no comments or serious criticisms.



Learn from these experiences.



If no comments given, it is advisable that you
politely asked if the report has arrived.
CONCLUSION

26

”People will forget what you said.
People will forget what you did.
But People will never forget How you made them feel..”

” A proposal should be innovative and presented convincingly”

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Manu's proposal

  • 2. P ROPOSALS 2 • A special type of analytical report designed to get products, plans or projects accepted by others. • Proposals are an important job related writing because its acceptance of proposals can lead to significant operational improvements, new business, additional jobs & safer working conditions.
  • 3. P ROPOSALS A RE … 3  A persuasive message in which a writer analyzes a problem and recommends a solution.  The problem maybe:  A need for equipment  Services  Research  Plan of action etc…
  • 4. 4  The recommended solution maybe:  Products  Personnel  A business study  A description of work to be performed  Other outcomes  Proposals are common in business.  They must be clear, concise and meet readers expectations
  • 5. T YPES 5 OF P ROPOSALS External Proposals  Submitted to decision makers outside of an organization, such as clients & government agencies.  More formal, often compete for a client’s business, legally binding.  Form the basis of a contract of approval is granted, so they are prepared with extreme care.  Spells out precisely what your company will provide under specific T & C
  • 6. I NTERNAL P ROPOSALS 6  submitted to organization. decision makers  in one’s own Two primary purposes of a proposal is:  to seek approval for a project or course of action (such as revising recruiting procedures, changing the company’s training programmes, reorganizing a department, engaging in a special studies or adopting a more efficient way of doing something)  To request additional resources (such as new or upgraded capital assets, human resources or operating funds.)
  • 7. 7 Solicited Proposals  Prepare in response to a request for proposal.  RFP includes instructions that specify the exact type of work to performed with guidelines on how & when the company wants the work completed.  Writers must provide all the requested information & use the specified format.
  • 8. 8 U NSOLICITED P ROPOSALS  Initiated by organizations attempting to obtain business without a specific invitation from a potential client.  Writer makes the first move.
  • 9. I NFORMAL P ROPOSALS 9  Generally take the form of letters or memos.  Some corporations or government agencies encourage or require proposal writers to submit preproposals.  These are to provide a succinct description of the project.  The funding agency will then either reject the proposal or direct the writer to submit a full proposal.
  • 10. P LANNING P ROPOSAL 10  3 steps:  Analyze – Study the situation and define the problem.  Investigate – Gather primary and secondary information.  Adapt – Establish a good audience relationship and choose the right channel.
  • 11. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  TITLE PAGE: TABLE OF CONTENTS INTRODUCTION  Title  Name of person submitting  Submitted to  Date BACKGROUND PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 12. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  LETTER OF TRANSMITTAL: TABLE OF CONTENTS INTRODUCTION  The letter contains information about the particular project, Includes the recipient's address, your address, a salutation and closing BACKGROUND PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 13. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  EXECUTIVE SUMMARY: TABLE OF CONTENTS INTRODUCTION BACKGROUND  Most important  A comprehensive overview  Summarize the objectives  Procedure PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 14. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  TABLE OF CONTENTS: TABLE OF CONTENTS INTRODUCTION BACKGROUND  Main headings with page no.  List of tables  Figures and illustrations PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 15. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  INTRODUCTION:  Purpose  Problem  Scope(what boundaries are you setting to accomplish your objectives) TABLE OF CONTENTS INTRODUCTION BACKGROUND PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 16. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY TABLE OF CONTENTS  BACKGROUND: INTRODUCTION BACKGROUND  Previously work completed on identical or related projects PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 17. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  PROCEDURES: TABLE OF CONTENTS INTRODUCTION BACKGROUND  How will you complete the project  Steps PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 18. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  PERSONNEL: TABLE OF CONTENTS INTRODUCTION  Personnel arrangements  The company areas involved  Individual qualifications BACKGROUND PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 19. FORMAT OF PROPOSAL (LONG PROPOSALS) TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  BUDGET: TABLE OF CONTENTS INTRODUCTION BACKGROUND  Tabular form  “Budget justification” paragraph PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 20. TITLE PAGE LETTER OF TRANSMITTAL EXECUTIVE SUMMARY  APPENDIXES: TABLE OF CONTENTS INTRODUCTION BACKGROUND  References  Tables  Maps, graphs(if any) PROCEDURES EQUIPMENT AND FACILITIES PERSONNEL BUDGET APPENDIXES
  • 21. SHORT PROPOSALS  Form of a memorandum:  To: From: Subject: Date:
  • 22. FORMAT OF PROPOSAL (SHORT PROPOSALS)  In the body of your proposal, avoid writing two or three pages of unbroken text; rather, use headings to indicate the separate sections:
  • 23. FORMAT OF PROPOSAL (SHORT PROPOSALS)  I. Statement of Problem II. Proposed Project and Purpose III. Plan of Activities with Deadlines IV. Evaluation
  • 24. Q UALITIES OF A SUCCESSFUL 24 PROPOSALS  The purpose of the proposal is stated clearly.  The problem or need is understood and defined clearly.  The solution is innovative presented convincingly. and
  • 25. G ETTING F EEDBACKS FROM P ROPOSALS 25  Once you complete and send the proposal to your audience, you will naturally expect a positive response – but not always it will be.  You might get half hearted praised or totally no comments or serious criticisms.  Learn from these experiences.  If no comments given, it is advisable that you politely asked if the report has arrived.
  • 26. CONCLUSION 26 ”People will forget what you said. People will forget what you did. But People will never forget How you made them feel..” ” A proposal should be innovative and presented convincingly”