1. Writing Effective Proposals Professional Communication for Engineers

2. Proposals are detailed blueprints for solving a problem, investigating any type of subject, or selling any kind of service or product. Proposals offer detailed, practical, and workable plans for conducting business and completing projects. In addition, proposals provide any supporting information necessary to gain approval to do the project.

3. Proposals can take many formats, from informal to formal memo business letter bound, multi-page document

4. In your professional career, you will be involved in both writing and reviewing proposals for your company or organization.

5. Kinds of proposals Unsolicited – Submitted by anyone who can recognize and solve a problem but was not specifically asked to do so. The writer needs to not only convince the reader that he/she should be awarded the job, but also convince the reader that the job needs to be done.

6. Kinds of proposals Solicited – The granting agency or company formally asks for proposals to complete a project or job. Usually this is done through a Request for Proposals (RFP). RFP’s are sent out through several means: ◦newspapers ◦journals ◦specialized periodicals (Commerce Business Daily) ◦mailings to a select vendor list ◦email

7. One proposal is selected by the granting agency or company, and then the company enters into contract negotiations. Once a contract is agreed upon, work on the project can begin. Occasionally, a preliminary proposal is submitted. This is a summary of the idea and its major features. Then, if the idea is approved, a full-blown proposal is submitted.

8. Characteristics of successful proposals They present one detailed solution (not multiple options). They are written with the readers in mind. ◦Budgets are seen from the readers’ perspective ◦Timetables and deadlines are viewed with the readers’ obligations in mind

9. They follow the RFP guidelines to the letter. 1. Label all sections according to RFP (Procedures v. Plans) 2. Include all required sections and necessary information They reflect knowledge of the organization and projects funded in the past.

10. They are clear, informative, and realistic. They use company or agency ‘buzzwords.’ They use visuals effectively. They have a professional layout. They are accompanied by an effective oral presentation.