PROPOSALS

A mode of written communication to initiate a proposed course of action.

TYPES

Criteria Types Description

Content/ Format/Length

Non-formal Short proposals involving small projects.

Formal Long proposals with elaborate description and discussion.

Nature of audience Internal Addressed to the readers within an organization.

External Addressed to the readers outside an organization.

Source of Origin Solicited Written in response to a request for proposal.

Unsolicited Written without any request for proposal.

NATURE

• Business proposals are a persuasive offer to complete a task submitted either voluntarily or in response to a request.

• It is written for a specific audience to meet a specific need.

• As the main objective of a proposal is to persuade the reader to accept the proposed course of action it explains and justifies what it proposes.

• Proposals initiate new projects, provide fresh ideas, solve problems, or reinforce and prompt innovative strategies.

• The proposal may be accepted or rejected depending on how effectively it responds to the needs of the situation or problem or the institution or company for whom the proposal is prepared.

• A proposal must convince its readers that the proposed course of action will lead to future benefits by showing an understanding of reader’s needs.

Parts of a Formal Proposal

1. Title Page2. Table of Contents3. List of Figures4. Executive Summary5. Introduction6. Technical Section7. Management Section8. Cost Estimate9. Conclusions10.Appendix11.References

Title Page A Proposal on

…………………………………………………………………………. Submitted to

………………………………............................................. Submitted by

………………………………………………………………………….Date

………………………………………………………………………….

Table of Contents

Abstract 11. Background 22. Introduction 43. Statement of problem 54. Recommendations 95. Technical Section 12 6. Management Section 167. Budget Estimate 188. Conclusion 23Appendices 30

List of Figures

Figure 1 ………………………………………… 1Figure 2 ………………………………………… 2Figure 3 ………………………………………… 5Figure 4 ………………………………………… 8Figure 5 ………………………………………… 9Figure 6 ………………………………………… 9

Executive Summary

• Concise version of the detailed proposal• Significant part-induces the reader to

read more of the proposal• Acts as a time saver for busy

management executives

ABSTRACT• Specialist-to-specialist

communication• Reader has the background

knowledge of the subject• More technical &

specialized • 2-5% of a proposal• Does not include

illustrations

EXECUTIVE SUMMARY• Meant for all readers• May or may not have the

background knowledge of the subject

• Less technical & specialized

• 5-10% of a proposal• May include certain

illustrations

Introduction

It introduces readers to the proposal:• by giving the background• by stating the purpose- eg. To offer the supply of forty

aircraft engines to Aviation Supplier Corporation • by discussing the scope- define its boundaries-areas of

the problem• by establishing the need-why the problem exists/what

benefits would you draw/ by highlighting the major advantages /by justifying the proposed course of action

Statement of problem

• Objective description of the problem or situation that the proposal intends to address.

• It links proposed course of action to the needs of the reader and the requirements of the situation.

• It gives credibility to the proposal and makes it convincing and acceptable.

Technical Section

• Methods of collection of data• Methodology- adopted to carry out the

project- discuss the steps of the process• Technical Plan of Action- main course of action• Recommendations and solutions-Most

persuasive segment- justifying the reasons for selecting it

Management Section

• Existing Facilities and Facilities Required- infrastructure facilities eg office/lab; equipments

• Credentials of the Task Force involved-- Give reference of the academic and technical

knowledge - Mention their expertise/experience in the

relevant field- Highlight their achievements in the past• Company profile- services& policies

Budget/ Cost Section

• State various items of expenses the project would incur

• Detailed cost estimate-clear, realistic & precise terms

• Tabular form/ Pie Chart- breakdown of the estimated cost for the project

Conclusion

• Re-emphasize- Key benefits and advantages• Very brief- one paragraph• No new idea should be added

References

• List of sources – works consulted• To enable the reader to consult the original

sources

Appendix

• Secondary materials• Optional element• Visuals• CV of the personnel involved• Letters of support

CLASS TASK

• You are Dr Nalini Sen/ Dr Nandan Sen associated with BITS, Pilani. You feel that communication teachers need to use technology to make their pedagogy effective. For the purpose you have designed a few technology enabled teaching modules for the engineering students and plan to submit a proposal with the Vice- Chancellor. Write the proposal.

Hints

• Title: To enhance Professional Communication Skill of Engineering Graduates through Technology –enabled Teaching Materials

• Introduction- (Background)- English as a language of opportunity/ significance of the subject/ language teaching specialists- adopting traditional methods of teaching- inhibitions& resistance in using modern technology

HINTS• Statement of the Problem- Need to become techno-friendly/ explore

new ideas/ updated with the new emerging technologies• Objective-To develop the user friendly technology enabled learning

modules for making pedagogy more effective in professional communication

• Methodology-A study of relevant concepts and theories in technology enabled teaching will be done which are to be applied in the study

- Survey will be conducted in top engineering colleges where technology enabled teaching is done for such courses

- Technology enabled modules will be developed• Justification- videos in the market

FORMAT

• If there is no written RFP, or if the written RFP does not specify outline or format, then there are no rules for the layout and design of your proposal.

• The only standard to apply to the proposal’s appearance is whether it fulfills the proposal evaluator’s expectations.

• If they haven’t told you what they are or written them into an RFP, then all you can do is make your proposal legible.

• Your proposal layout should be highly readable and make it easy to locate information.

• You should make extensive use of graphics, because they enhance the readability of the document and convey information well.

• In the absence of instructions to the contrary, your headings, margins, headers/footers, and other formatting attributes can be anything that you want that achieves the goal of your proposal.

Cover Letter

• A document in the form of a report, a proposal or a resume should be accompanied with the cover letter

• It creates the necessary background to any submission

• Addressed to the individual, not to the organization

Dear Rose

Plugged In respectfully submits its proposal to the Corporate Giving Program for $25,000 to support its computer education program for young people.

Plugged In offers a variety of programs that serve community members of every age and background. This particular proposal seeks funding for one of our most important programs: our computer education program. This program is the cornerstone of our organization and our strategy to bring technology to low-income children and teenagers.

To reach our mission, Plugged In seeks to launch an innovative partnership with X Corporation consisting of funding and volunteer efforts. We look forward to exploring the possibilities with you. Please call Philip Black, our Development Director at 765845343 if you need additional information.

TASK- COVER LETTER

• The City Senior Center addresses the health, social, recreational, and logistical needs of the elderly population in four cities. As the Managing Director of the company, write a cover letter which you wish to attach with your new project for which you are seeking funds from a government agency.

EXECUTIVE SUMMARY- SAMPLE

• The City Senior Center was established as an organization in 1994 by a group of six seniors aged 60 to 82 who wanted to create a place with activities and support services that would cater to the specific needs of seniors. The Center addresses the health, social, recreational, and logistical needs of the elderly population in four cities. We are the largest senior center in any county and serve more than 450 older adults each day through a wide variety of programs. Our mission is to help seniors improve and maintain a healthy and independent lifestyle and to maximize their quality of life.

Cont…

• We are conscious of the changing demographics in our center's service area and are committed to growing and adapting our center to meet the emerging needs. The Senior Latino Community Outreach Pilot Project will provide comprehensive access to health and social services to the seniors in the Latino communities served by our center.

Cont…

• We believe that this project will introduce our center and services to an extremely underserved senior population. As a result, we anticipate a rise in the improved quality of life for those clients.

• The total cost of implementation of our Senior Latino Community Outreach Pilot Project is $190,000. Of this amount, $140,000 has already been committed from both county and city governments and other funders. Your investment of $50,000 will complete the funding we need to fully implement this pilot project.