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Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn Pfeiffer Kaye Adkins.

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Presentation on theme: "Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn Pfeiffer Kaye Adkins."— Presentation transcript:

1 Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn Pfeiffer Kaye Adkins

2 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 2 Proposals and White Papers Proposals Unsolicited Proposals Solicited Proposals Grant Proposals White Papers

3 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 3 Proposals Guidelines for Proposals M-Global Proposals

4 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 4 Guidelines for Proposals Plan Well Before You Write Make Text Visually Appealing Edit Carefully

5 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 5 M-Global Proposals In-House Proposals Sales Proposals Grant Proposals

6 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 6 ABC Format for Unsolicited Proposals Abstract Purpose of the Proposal Needs that exist in the current situation How the needs will be met Main advantage of your solution Overview of proposal sections to follow

7 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 7 ABC Format for Unsolicited Proposals Body Description of problem or project and its significance Proposed solution or approach Personnel Schedule Costs

8 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 8 ABC Format for Unsolicited Proposals Conclusion Emphasize main benefit or feature of your proposal Restate your interest in doing the work Indicate what should happen next Encourage your readers to contact you with questions

9 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 9 Solicited Proposals Title Page Letter/Memo of Transmittal Executive Summary Appendixes

10 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 10 ABC Format for Solicited Proposals Abstract Purpose of proposal Reader’s main need Main features you offer, as well as related benefits Overview of proposal sections to follow

11 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 11 ABC Format for Solicited Proposals Body Summary of current situation Background information and data Technical information Management information Cost information Appendices

12 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 12 ABC Format for Solicited Proposals Conclusion Benefits of accepting the proposal Unique qualifications of the proposing organization

13 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 13 ABC Format for Grant Proposals Abstract Statement of need Mission of your organization Explanation of how the proposed program will meet the goals of the granting organization

14 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 14 ABC Format for Grant Proposals Body Background information about your organization Detailed explanations of the situation Data Supporting research Objectives to be used to evaluate the success of the proposed program

15 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 15 ABC Format for Grant Proposals Body Importance of the proposal to the community How results will be shared (for research grants) Budget

16 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 16 ABC Format for Grant Proposals Conclusion Summary of community needs to be met How community needs fit the organizations goals Main reasons why your organization is best suited to meet the community need

17 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 17 White Papers Guidelines for White Papers ABC Format for White Papers

18 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 18 Guidelines for White Papers Know Your Audience Include the Problem and Solution in the Title Use Analogies and Metaphors to Explain New Concepts Use Graphic Elements to Provide Information Cite Sources Correctly

19 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 19 ABC Format for White Papers Abstract Definition of the Problem Body Historical/background overview to set stage for new technology Evidence, data, and information from published sources Criteria for solution Solution

20 Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 20 ABC Format for White Papers Body Brief mention of product or service (perhaps no mention at all) Conclusion Review of the problem Benefits of the solution Bibliography

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