Proposals Md. Al- Amin ( Mli )

1. ProposalsMd. Al-Amin (Mli)

2. Proposals • Proposals are persuasive messages • They are written in order to convince the reader on a particular action • A document that offers solution to a problem or a course of action in response to a need

3. Characteristics • Proposals share certain characteristics with reports • Both genres involve collecting and presenting the information carefully • They share similar kinds of prefatory materials such as title page, letter of transmittal, table of content and so forth • Proposals tend to use the direct pattern that most reports use • However, Proposals are intentionally persuasive whereas reports aim to present the information in an orderly, useful manner • Whether they use direct or indirect approach, their purpose is to persuade people

4. Types of Proposals • Proposals can vary widely in length, purpose and format • Purpose: The purpose of proposals can be anything from acquiring a new customer to getting a new computer for the department • Length: Ranging from one page to hundred of pages • Form: They can take the form of an e-mail, a memo, or a letter

5. Types of Proposals (cont.) • Internal • They are written for others within the organization Reasons: • Do the job better or change the organization (e.g. new equipments, training and development programs, additional human resources, cutting-edge technology) • Internal proposals should persuade effectively as companies tend to involve resisting to changes • External: • They are written for the readers outside the organization Reasons: • Acquire business for a company • Merging with another company • Acquiring research funding

6. Types of Proposals • Solicited • A solicited proposal is written in response to an explicit invitation offered by an organization • Example: an invitation to bid, Requests for quotes • Unsolicited • An unsolicited proposal is written without an invitation • With writing unsolicited proposals, your job is harder than solicited proposals as the reader has not asked you for the proposal • It should quickly get the reader’s attention and bring a need of theirs vividly to mind, and show how your product/ service will fulfill the needs • Example, sales proposal

7. Proposal Format • The simplest proposals are often email messages (most likely the internal proposals) • The complex proposals may take form of long reports including prefatory pages (title pages, letter of transmittal, table of content and executive summary) • Most proposals have arrangements that fall somewhere between these extremes • Because of the wide variation in the make up of proposals, you need to examine the situation carefully prior designing the proposals • Try to find out what design/format the reader expect

8. Proposal Formality • Internal proposals tend to be informal as the parties are familiar with each other • External ones tend to be formal as the parties are less likely to know each other • However, external proposals can be informal if parties know each other

9. Proposal Content • The writer’s purpose and reader’s need • An appropriate beginning is a statement of your purpose (to present a proposal) and the reader’s need • If the proposal is established in response to an invitation, that statement should tie in with the invitation • If the proposal is written without invitation, its beginning must gain attention in order to motivate the reader

10. Proposal Content (cont.) • The background • A review of background information promotes an understanding of the problem • Think about a your course instructor's proposal for gaining research funding • A company’s proposal of a merger with another company • What would be the background information in these cases?

11. Proposal Content (cont.) • The need • Paint a picture of the goal or problem in such a way that the readers feel a keen need for what you are proposing • In some cases, although the readers are aware of the needs, you need to reestablish the need

12. Proposal Content (cont.) • The description of your plan • The heart of the proposal • You should use the headings and subheadings here to communicate clearly • It should give sufficient information to convince the readers

13. Proposal Content (cont.) • The benefit of the proposal • The proposal should be presented in such a way that the readers can see how your proposed action will benefit them • A brief statement of the benefits should appear at the front of the proposal, whether in the letter of transmittal, executive summary, opening paragraph or all of the above • Don’t forget to elaborate on those benefits in the body

14. Proposal Content (cont.) • Cost and other particular • Once you have established your plan, you need to state clearly what it will cost • Example, a construction company’s proposal to an organization • Your report proposal may not include this section

15. Proposal Content (cont.) • Evidence of your ability to deliver • The proposing organization should establish the ability to perform • You can include the qualifications of personnel, success in similar case, and adequacy of relevant equipments and so forth

16. Proposal Content (cont.) • Concluding comments • You need to urge or recommend the desired course of action • You might also include a summary of your proposal’s highlights or provide one final persuasive push in concluding section

17. “The most important thing in communicating is hearing what is not said”- Peter Drucker • “Your ability to communicate with others will account for fully 85% of your success in your business and in your life”- Brian Tracy

18. THANK YOU!