Technical Writing

Mahatma
Gandhi Institute
of Technical
Education and
Research
Centre, Navsari
Prepared By: Tanvi Patel
Assistant Professor
Computer Department

Technical
Writing
Subject: Effective Technical
Communication
Subject Code: 3130004

Outline
– Technical Proposal
MGITER/CE/TANVI PATEL
3

Technical Proposal
– A technical proposal is a
document where you
introduce your product,
explain how it can help
solve the recipient's issue,
identify the company's plan
for execution and
provide technical details of
the deal.
4

Example
– For example: In public
work departments,
different constructing
companies send their
proposals about
construction estimate
in government
department.
5

Purpose of Technical Proposal
– To initiative (lead) a new project.
– To provide fresh ideas.
– To solve problems.
– To reinforce (support) innovative strategies.
– To influence the customer to purchase goods or services.
– To conduct the basic research before developing a new plan.
– To modernize the office procedures of an organization.
6

Characteristics of a good proposal
– Characteristics which make the proposal effective and impressive are:
– Be neat, clean and attractive.
– Include summary, background, objective, and description of the problem,
methods and cost estimate.
– Anticipate any possible reasons for rejection and provide suggestions for
overcoming them.
– Follow the requirement of the solicitor.
– Contain all elements of structure according to the purpose, usefulness and
requirements.
7

Continue…
– Use plain, direct and
unambiguous language.
– Have evidence that supports
the arguments.
– Provide the factual information.
8

Style and Appearance of Proposal
– One should keep in mind that style and outlook of the proposal
makes it effective, accessible and interesting.
– The reader of the proposal considers the structure, outlook, style,
etc. while reading proposal.
– Style and Appearance matters the most in writing any type of
proposal.
9

Continue…
– Following points should be kept in
mind while preparing a proposal:
– A proposal should be neat, clean
and well managed.
– Its binding should be strong and
attractive.
– Illustrations like pictures, graphs,
charts and tables, etc. used
according to the structure of the
proposal.
10

Continue…
– The cover page should be attractive and suggestive.
– A proposal must have structure: prefatory part, main text and
supplementary part.
– Font size, color, brightness of words, pictures and pages should be
appropriate.
11

Structure/elements of the
proposal
– The structure of the proposal
is made up of three parts:
prefatory part, main text and
supplementary part.
– These parts contain elements
of the proposal.
12

Continue…
– Title Page: the title page of a
proposal contains, the title of
the proposal, that name of
the person or organization to
whom the proposal is being
submitted, the name of the
proposal writer, and the date
– Table of Content: This
section provides the reader
an overall view of the
proposal by listing the main
headings and the sub
headings in the proposal,
with their page numbers.
13

Continue…
– List of Figures: This section
include a list of tables,
graphs, figures and charts
used in the proposal, with
their page numbers.
– Abstract or Summary: An
abstract or a summary is a
condensed version of the
proposal as it summarises
and highlights its major
points.
14

Continue…
– Methodology: This section
on methodology summarise
the proposed method of data
collection and the procedure
for investigating the
situation/problem.
– Introduction: This section
introduces readers to the
proposal. It gives the
background, states the
purpose, and discusses the
scope.
15

Continue…
– Statement of the problem:
This section contains an
objective description of the
problem or situation that the
proposal intends to address.
– Proposed plan and schedule:
This section presents a
schedule of activities
highlighting the main course
of action.
16

Continue…
– Advantages/Disadvantages:
This section reinforces that the
proposal has more advantages
than disadvantages by making
realistic comparisons. It links
benefits to the needs of the
situation.
– Recommendations/Proposed
solutions: This is the main section of
proposal as it discusses the plan to
solve the problems.
– It is the most persuasive section of a
proposal. It is usually the longest
section of proposal, and is logically
structured into small manageable sub-
sections with suitable headings.
17

Continue…
– Conclusion: This section
presents the final summary
of the proposal and focuses
on main points, and the key
benefits and advantages.
– It influences readers with a
final appeal.
– Appendix: Secondary
materials are put as
appendices in a proposal.
– This maintains continuity
of logical progression and
avoids distractions.
18

Types of Proposals
– Most proposals can be
divided into several
categories:
– Internal, External
– Solicited, Unsolicited
– Non-formal, Formal
19

Continue…
– Internal: A proposal to
someone within your
organization (a business, a
government agency, etc.) is an
internal proposal. With internal
proposals, you may not have to
include certain sections (such
as qualifications) or as much
information in them.
– External: An external
proposal is one written from
one separate, independent
organization or individual to
another such entity. The
typical example is the
independent consultant
proposing to do a project for
another firm.
20

Continue…
– Solicited Proposal: A proposal
written in response of a particular
request from a client is known as
solicited proposal.
– Unsolicited Proposal: Unsolicited
proposals are those in which the
recipient has not requested
proposals.
– Non-formal: It does not require
lengthy descriptions and
discussions. They are brief and
written to initiate small projects
and so mostly they are in printed
form, letter or memo format.
– Formal: they are lengthy and
written to initiate big projects.
They require descriptions and
discussions and written in
manuscript format.
21

Technical Writing

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