Gerson & Gerson: Technical Writing, 5th Edition© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 1 Chapter 17: Proposals This

Gerson & Gerson: Technical Writing, 5th Edition

© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

1

Chapter 17: Proposals

This chapter discusses the following: Objectives Criteria for Proposals Process



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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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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



5


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. 5.

An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 6.

NOTE:An internal proposal would have a cover memo, following memo format discussed in Ch. 5.

An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 6.



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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 low-tech readers, 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 Technical 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 high-tech

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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Process To ensure the success of your

proposal, Prewrite Write Rewrite



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Process (cont.) Prewriting techniques

Gather data, determine your audience, and decide on goals.

Answer reporter’s questions. Use storyboarding to visualize the layout. Use listing/brainstorming to get input from team

members. Flowchart the steps in a procedure/instruction. Try branching or mind mapping to gather ideas

and organize them. Perform a survey to quantify other’s opinions.



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Process (cont.) Writing

Review the criteria for a proposal. Review your prewriting. Write a rough draft, including Cite your sources carefully and

correctly (if you have used research).



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Process (cont.)

Rewriting Revise the rough draft by

Adding detail for clarity Deleting dead words and phrases for conciseness Simplifying terms for easy understanding Moving text for emphasis Reformatting for easy access Enhancing the tone Correcting errors for professionalism

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Gerson & Gerson: Technical Writing, 5th Edition© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 1 Chapter 17: Proposals This