1. Chapter 19 Proposals and Requests for Proposals

2. To propose is to put forward an offer, to make a suggestion that is open for discussion and consideration.

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Types of Proposals

4. Internal & External Are the two primary categories for proposals
Are determined by the audience
Will often require a variety of proposals on the same subject

5. Internal Proposals
Offer solutions to problems that the organization is aware of
Offer solutions to problems that the organization did not initially recognize as problems
Persuade an audience that a problem exists and requires attention
Detail the extent of the problem

6. Internal Proposals Persuade an audience where the problem is located
Detail why the problem occurs
Argue that the problem will escalate if not addressed
May be subdivided into everyday proposals (sometimes called “routine proposals”) and formal proposals

7. Everyday Proposals Are fairly informal
Often take the form of memos or s
Offer solutions to routine problems
Are written in response to problems that do not require great effort to define, identify, and solve

8. Formal Proposals
Usually contain more information and address more complex problems
May propose solutions to multi-faceted or long-term problems
May offer solutions that require greater monetary commitment
May be addressed to multiple audiences

9. External Proposals
Work to persuade readers outside of one’s organization to accept the solutions the proposal offers
Are written to secure contracts that solve other organizations’ problems for a fee
Can be solicited or unsolicited

10. Sole-Source Contracts
Are awarded to vendors who have a close relationship with a particular company
Make it difficult for other companies to write proposals for solutions

11. Requests for Proposals
Are commonly known as “RFPs”
Are formal appeals put out by organizations to request that interested vendors submit proposals in response to a set of needs
Also look to solicit information before formal RFPs are issued
Promote competitiveness to secure the lowest price for a service or product

12. Considering RFPs Identify the problem Identify the audience
Identify the purpose
Identify the solutions that can be offered
Identify the information you have and the information you will need

13. Writing RFPs Is a common workplace practice
Assists you as a proposal writer
Helps you better interpret RFPs and, in turn, better write proposals that respond to them
Are composed of standard items

14. Information RFPs Title and/or brief description of the RFP
Contact information
Background information
Proposal selection process
Project summary and details
Stake holders

15. Information Requested
Company/organization information
Proposes solution
Details the solution
Provides all necessary information, including budget, references, and certifications

16. RFP Ethics & Professionalism
Are integral for a relationship to succeed
Makes it understood that someone’s proposal will be accepted
Never ask for the impossible
Should disclose as much about the problem as possible
Should provide sufficient time for organizations to compose proposals
Should not solicit proposals that will not legitimately be reviewed

17. RFP Technology Should reach as broad an audience as possible
Uses the World Wide Web
Uses databases and lists
Uses PDFs
Uses forms

18. Types of Proposals
Sales proposals persuade organizations to purchase a product or service and sometimes persuade readers there is a need for additional products or services
Research and grant proposals persuade a sponsoring organization to fund an individual’s or group’s research or projects

19. Writing a Proposal Focuses on getting the proposal accepted
Produces problem-solving documents
Reaches the intended audience
Must persuade the intended audience
Displays the credentials that allow readers to take the proposal seriously

20. Proposals
Maintain an organizational strategy similar to reports and manuals: they include front matter, body, and end matter
Are driven by their contexts, purposes, and classifications
Mostly contain similar parts and structures

21. Front Matter Title page Cover letter Summary Table of contents
Table of visuals

22. Body: Introduction Contains a statement of purpose
Contains a description of the background and/or an explanation of the problem
Contains an account of the scope of the proposal
Contains an explanation about how the proposal is organized

23. Body Contains a solution Contains the requirements
Contains a plan of action, or method
Contains qualifications
Contains a budget
Proposes a schedule
Makes recommendations in the conclusion

24. End Matter
Are materials that aren’t necessarily crucial to the success of the proposal but do provide further information or clarify information in the proposal
Might include a bibliography, glossary, or appendixes

25. Technology Benefits proposal writing through the use of templates
Brings templates and additional resources online
Is less of a benefit that relying on good rhetorical choices