COM 300 Chp 19

Workplace Writing: Planning, Packaging, and Perfecting Communication, 1st ed.

Chapter 19: Internal and External Proposals

Steven M. Gerson

Sharon J. Gerson

Workplace Writing, 1st EditionGerson and Gerson

© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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Chapter 19: Internal and External Proposals

This chapter discusses the following: Formatting proposals Writing effective internal proposals Writing effective external proposals Distinguishing among common proposal terms Applying research techniques



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Mary Woltkamp, CEO, Effective Business Communications, Inc.

Mary creates a variety of materials for her clients including requirements documentation user manuals training materials job aids newsletter articles marketing copy proposals

How does Mary meet her communication challenges?



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Objectives

To suggest changes to a system, new products or services, new approaches, or new facilities, write either an

Internal proposal—within your company External proposal—to potential clients



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Common Proposal Terms

Proposal Terms

Definitions

RFP Request for Proposals—means by which external companies and agencies ask for proposals

T&C Terms and Conditions—the exact parameters of the request and expected responses

SOW Scope of Work or Statement of Work—costs, dates, deliverables, personnel certifications, and/or company history

Boilerplate Any content (text or graphics) that can be used in many proposals

Solicited Proposal A proposal written in response to a request

Unsolicited Proposal A proposal written on your own initiative



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Criteria for Proposals

Title Page Cover Letter Table of Contents List of Illustrations Abstract (or Summary) Introduction

Discussion Conclusion/

Recommendation Glossary Works Cited (or

References) Appendix

Long reports, such as proposals, include the following:



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Criteria for Proposals (cont.)

Internal Proposal Title Name of writer Routing list

Who recommended and approved the proposal

Date of submission

External Proposal Title Name of audience

(reader and/or company)

Name of writer Date of submission

Title Page



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Cover letter Introduction

Why you are writing What you are writing about

Body Key components within the proposal

Conclusion What follow-up action you plan

NOTE:An internal proposal would have a cover memo, following memo format discussed in Ch. 10.

An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 10.

NOTE:An internal proposal would have a cover memo, following memo format discussed in Ch. 10.

An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 10.



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Table of Contents Include major and minor headings List page numbers within the proposal



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List of Illustrations Include Figure and Table numbers Include Figure and Table titles List page numbers within the proposal



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Abstract (Summary) Written for semi-specialists, the abstract

provides The problem necessitating the proposal The proposed solution The benefits to be derived

The abstract must be concise—around ½ page



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Introduction Purpose—in a sentence or two, state the reason

for writing. Problem—in detail, analyze the problems

necessitating the proposed solution. Use graphics to emphasize and clarify the problems.

NOTE: Without a problem, there is no need to suggest changes. Discuss the problem thoroughly.

NOTE: Without a problem, there is no need to suggest changes. Discuss the problem thoroughly.



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Discussion—this is the body of the proposal. Include any of the following: Analyses Descriptions Instructions Optional approaches Managerial chains Biographical sketches of personnel Corporate credentials Schedules Cost estimates

NOTE:Graphics will add variety, conciseness, and clarity to the proposal.

NOTE:Graphics will add variety, conciseness, and clarity to the proposal.



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Conclusion Draw a conclusion, based on your study. Restate the problems.

What caused the problems? What was the result of the problems (damage, cost, etc.)?

Recommendation Restate what should be done to solve the problems—

what you have proposed. Restate the benefits of your proposal.



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Optional Components Glossary—if you have used technical terms,

define them in the glossary. Works Cited (or Reference) page—if you have

used research, document your sources. Appendix—if you have additional, supplemental

information or graphics, provide an appendix.



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Meeting Workplace Communication Challenges

Use the end-of-chapter activities to apply chapter principles individually and in groups.