Proposals Md. Al-Amin (Mli)

Proposals Proposals are persuasive messages They are written in order to convince the reader on a particular action A document that offers solution to a problem or a course of action in response to a need

Characteristics Proposals share certain characteristics with reports Both genres involve collecting and presenting the information carefully They share similar kinds of prefatory materials such as title page, letter of transmittal, table of content and so forth Proposals tend to use the direct pattern that most reports use However, Proposals are intentionally persuasive whereas reports aim to present the information in an orderly, useful manner Whether they use direct or indirect approach, their purpose is to persuade people

Types of Proposals Proposals can vary widely in length, purpose and format Purpose: The purpose of proposals can be anything from acquiring a new customer to getting a new computer for the department Length: Ranging from one page to hundred of pages Form: They can take the form of an e-mail, a memo, or a letter

Types of Proposals (cont.) Internal They are written for others within the organization Reasons: Do the job better or change the organization (e.g. new equipments, training and development programs, additional human resources, cutting-edge technology) Internal proposals should persuade effectively as companies tend to involve resisting to changes External: They are written for the readers outside the organization Acquire business for a company Merging with another company Acquiring research funding

Types of Proposals Solicited Unsolicited A solicited proposal is written in response to an explicit invitation offered by an organization Example: an invitation to bid, Requests for quotes Unsolicited An unsolicited proposal is written without an invitation With writing unsolicited proposals, your job is harder than solicited proposals as the reader has not asked you for the proposal It should quickly get the reader’s attention and bring a need of theirs vividly to mind, and show how your product/ service will fulfill the needs Example, sales proposal

Proposal Format The simplest proposals are often email messages (most likely the internal proposals) The complex proposals may take form of long reports including prefatory pages (title pages, letter of transmittal, table of content and executive summary) Most proposals have arrangements that fall somewhere between these extremes Because of the wide variation in the make up of proposals, you need to examine the situation carefully prior designing the proposals Try to find out what design/format the reader expect

Proposal Formality Internal proposals tend to be informal as the parties are familiar with each other External ones tend to be formal as the parties are less likely to know each other However, external proposals can be informal if parties know each other

Proposal Content The writer’s purpose and reader’s need An appropriate beginning is a statement of your purpose (to present a proposal) and the reader’s need If the proposal is established in response to an invitation, that statement should tie in with the invitation If the proposal is written without invitation, its beginning must gain attention in order to motivate the reader

Proposal Content (cont.) The background A review of background information promotes an understanding of the problem Think about a your course instructor's proposal for gaining research funding A company’s proposal of a merger with another company What would be the background information in these cases?

Proposal Content (cont.) The need Paint a picture of the goal or problem in such a way that the readers feel a keen need for what you are proposing In some cases, although the readers are aware of the needs, you need to reestablish the need

Proposal Content (cont.) The description of your plan The heart of the proposal You should use the headings and subheadings here to communicate clearly It should give sufficient information to convince the readers

Proposal Content (cont.) The benefit of the proposal The proposal should be presented in such a way that the readers can see how your proposed action will benefit them A brief statement of the benefits should appear at the front of the proposal, whether in the letter of transmittal, executive summary, opening paragraph or all of the above Don’t forget to elaborate on those benefits in the body

Proposal Content (cont.) Cost and other particular Once you have established your plan, you need to state clearly what it will cost Example, a construction company’s proposal to an organization Your report proposal may not include this section

Proposal Content (cont.) Evidence of your ability to deliver The proposing organization should establish the ability to perform You can include the qualifications of personnel, success in similar case, and adequacy of relevant equipments and so forth

Proposal Content (cont.) Concluding comments You need to urge or recommend the desired course of action You might also include a summary of your proposal’s highlights or provide one final persuasive push in concluding section

“The most important thing in communicating is hearing what is not said”- Peter Drucker “Your ability to communicate with others will account for fully 85% of your success in your business and in your life”- Brian Tracy

THANK YOU!