Proposal
writing
PROPOSAL
WRITING
A plan or scheme that persuades its readers to
accept the idea written by one firm as a response
to a request from another firm and can also be
written without any prior request. It aims at
obtaining commercial contracts.
A proposal offers a plan to fill a need, and your
reader will evaluate your plan according to how
well your written presentation answers questions
about
WHAT you are proposing,
HOW you plan to do it,
WHEN you plan to do it, and
HOW MUCH it is going to cost.
Writer’s goal
To make the reader believe that the solution is
practical and appropriate.
Solicited Proposal:
Prepared in response to an invitation from a firm or
some government or non- government organization.
Published as tender notices. The writer is required to
supply relevant particulars, as demanded by the firm to
win the project.
Unsolicited Proposals:
Prepared by an individual on his own initiative, without
any request to solve a problem or to meet a specific need
as perceived by him and convince the authority to allow
the writer to implement his idea.
REQUEST FOR QUOTATON ( RFQ)
Invitation for bid (IFB)
Characteristics of a Proposal
What you plan to do
How will you do it
How much time will you take in completing it
What will it cost.
It should be based on the AIDA plan
Attention is caught towards what is being proposed
Interest is created by pointing out how the work will be executed.
Desire has to be generated to accept the proposal and by
highlighting the benefits and advantages.
Action is induced by persuasive reasoning.
Qualities of a Good Proposal
Understand customer's need as well as the products
and services.
Specify the scope clearly.
Be realistic in your estimate of time, money, material and
personnel required.
Establish your credentials for accomplishing the task
Highlight the benefits that would increase the customer‘s
interest.
Keep the proposal short and simple
Use plain language.
Mention the risks and benefits that are likely to occur.
COMPONENTS OF A PROPOSAL
INTRODUCTION: Presents and summarizes the
problem, gives solution including the benefits the
reader will receive from the solution and the cost of
that solution.
BODY: Complete details of the solution:
How the job will be done (broken into separate
tasks)
What method will be used (including the
equipment, material, and personnel that would be
required)
When the work will begin
When the job will be completed.
A detailed cost breakdown for the entire job.
CONCLUSION
Emphasizes the benefits that the reader will
realize from your solution to the problem and
should urge the reader to action. It should be
encouraging, confident and assertive in tone.
Facts must lead logically and inevitably to the
conclusion and/or the solution presented.
Parts of proposals
Preliminary :
1. Title page
2. Table of contents
3. Executive Summary
Body of the Proposal
1. Introduction
2. Past experience
3. The proposal itself
4. Facilities required
5. Personnel
6. Financial costs
Supplementary
1. Appendices consisting of tables, figures
Statement of Request (letter of transmittal)
Date
Name of the proposer
Designation Organization
Name
Name of the addressee
Designation Organization name
Subject:……….
Sir
In response to your advertisement in The Times dated 7th October, 2018 I would
like to submit a proposal enclosed herewith.
I shall be thankful to you if you kindly let me know the status of the proposal
at the earliest.
Yours faithfully
Sign
Name Designation
Enclosed: Proposal
EXECUTIVE SUMMARY
It is often the most read part.
It is occasionally torn out of a report.
COMPONENTS
Give a brief background statement.
Analyze the data carefully.
Attribute the causes to the issue
Give possible solutions
Recommend if the reader desires.
Conclusion
EXECUTIVE SUMMARY
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Thank You
