Individual Formal Proposal prompt
What is a Proposal?
Proposals are essentially an offer or bid to do a certain project for a person or company. Proposals may contain technical background, statistics, feasibility studies, recommendations, etc., but what makes a proposal a proposal is that it seeks approval for funding or permission to proceed with a project. Both internal and external proposals can offer solutions to existing problems as well as propose new ideas, concepts or projects.
Types of Proposals:
Solicited/External Proposals: A request for proposal (RFP) or an Information for Bid (IFB) is typically sent out when a company is seeking proposals for a particular project. This type of proposal would summarize the qualifications of those submitting the proposal, and their unique approach to the project, including a budget and schedule. An example of this type of proposal would be an RFP from the Purchasing Manager of a large corporate firm seeking a proposal for upgrading a computer software system including installation, technical support and licensing.
A Solicited or Unsolicited Proposal: Non-profit organizations use the grant proposal to solicit funding for projects both large and small. These grant applications are typically in response to a RFP, but can also be generated to advocate for a sudden or pressing financial need due to budget shortfalls in donations or state/federal funding. Grant proposals can fund capital items such as a new building or renovation; or much smaller expenses such as scholarships for educational seminars, the purchase of new equipment, or employment opportunities for underserved populations.
Internal Proposals: Written in-house at an organization or company by an employee, department or group seeking to establish funding for a particular item, expense, concept or idea. An example of an internal proposal would be: proposing a reduction in day-to-day expenses that would lead to significant cost savings within the company such as changing the location of the company parking structure from inside the building housing the company to an open lot two blocks down the street in order to save on parking expenses.
The Proposal Project:
Depending on your area of interest and expertise, each of you will choose a different approach to the proposal project. Some of you will choose to do a proposal in response to a Request for Proposal (RFP) while others will be interested in developing an internal proposal for a particular project or idea. Still others may be most interested in searching for an opportunity to submit a grant proposal. The type of proposal you choose will be unique. Based upon the type of proposal you write, you may include some or all of the following:
An initial outline of the idea and scope of the project. How will you compile the necessary information?
Introductory letter or memo briefly explaining your intention in submitting the proposal
Title or cover page
Proposal Summary (200 word abstract)
Introduction (250)
The Body of the proposal including all the pertinent information on your proposal. What will it cost? What other resources are needed? How will it be implemented? What are the benefits and risks? Why is it important to pursue this idea/concept/suggestion now? (1250 words)
Conclusion/recommendation (250 words)
As needed: Bibliography; works cited page; appendices; glossary; qualifications of writer submitting the proposal. Why are you qualified to make this proposal? Are there technical terms that need explaining in a glossary or appendix? Where did you find your research materials?
In addition to the contents mentioned above, you will also need to choose a design for your document including a template and font. If necessary to the overall effectiveness of the proposal, graphics, charts and statistics can also be included.
Which Format is Right?
Internal proposals can be done in a memo-style format as one document or as a standard proposal with a memo cover letter
External proposals between professional agencies or companies should include a formal business cover letter with the proposal attached behind it
Other things to consider:
Use a logical document structure – i.e. introduce your project before discussing budget or offering a conclusion or recommendation.
Include a breakdown of the costs involved – with an outline of the hourly rates for each person involved in the project, the supplies needed, etc.
Address your proposal to a real company, agency or person. Although you will not be submitting your proposal as part of your project, you should be able to do so.
Use common language — even when describing extremely technical concepts. Your proposal should be clear and understandable, written in language that the audience of your particular proposal would easily comprehend.
Due Dates:
See the unit grid and minor assignments in this unit for exact dates of the finished product and intermediate sections/drafts.
Your proposal must meet the minimum word count requirement (2000 – 2500 words), so choose a topic about which you have something substantive to say. Submit it in 12 pt. type with all pertinent documentation attached. Submit this assignment as a Word Doc, PDF or Google Doc. Complete the planning sheet (included below) before creating your outline.
Copies of research materials should be included as a part of your back matter (background materials).
Document Design and Your Proposal
The overall design and layout of a document play a major role in the acceptance by an audience. This is especially true of a proposal – a key sales document for you and your company. Keep in mind that your proposal will be competing with many (perhaps 50 or 100) other proposals and the first impression it will make will be visual. It should be attractive, logically organized, and reader friendly. If it is designed professionally and pleasingly, it will remain in the running. If not, your proposal may be rejected before your audience reads your first sentence.
So…
Double-check to make sure it looks professional.
Organize your proposal into sections to help the reader identify and follow the various parts of your proposal – e.g., problem, solution, budget, timetable, personnel.
Use plenty of clearly marked, logically ordered, and consistent headings (or, if necessary, subheadings) to separate sections of your proposal to help readers follow the work easily, quickly and clearly.
Insert extra spacing between sections of your proposal so they stand out and show your readers your work is organized.
Use professional-looking and easy-to-read font and type size. Stay away from script fonts and those with ornate designs. Do not try to cram more information in by resorting to an 8-point type.
Include easy-to-follow indented lists, each item preceded by a bullet or an asterisk.
Clearly label and insert all visuals in the most appropriate places in your proposal.
Distinguish clearly all financial information. Put budgets in easy-to-read tables, not buried in a paragraph of prose. Make sure each item in a budget/timetable is identified and highlighted or relegated to a footnote or appendix.
Keep paragraphs under five or six sentences. Heavy blocks of prose slow readers down and make them think your work is dense and hard to follow. Consider your readers comfort level.
Use multiple organization markers such as bullets, highlights (bold and italics), numbers, headers, etc.
Do not fail to include and label any supporting documents or materials that will not be a part of your proposal proper, e.g., schedules, surveys, samples, etc.
Keep in mind, too, that you might want to experiment with various formats and fonts.
Possible Topic Ideas for your Proposal Project
For a Solicited External Proposal:
The National Insurance Appraisers Association is planning an upcoming convention. This association of 500 members conducts a three-day conference during late October that includes at least one general session and as many as five break-out groups of 50 to 75 participants. The chair of the group’s convention site committee has invited Tempe, AZ to submit a proposal bidding for the convention’s 2006 national convention. REQUIRED: As the executive director of the Economic Development Council, write a proposal including specific information to convince the group that Tempe, AZ can provide the needed meeting facilities, hotel accommodations, economical transportation from major U.S. cities, and a variety of social and recreational activities for members and guests. Obtain the necessary information on Tempe from the Chamber of Commerce and internet research.
For an Unsolicited Sales Proposal:
Designing a website
Providing consulting work to save a company money
Offering training for employees
Increasing donations to a charitable fund (United Way or the Red Cross)
Supplying insurance coverage to a small firm (five to ten employees)
For a Solicited or Unsolicited Grant Proposal:
Funding for an educational program or conference fee
Monies to pay for painting the exterior of a mental health office building
Funding to buy a new copier or several office computers for a nonprofit organization
Funding to provide public education on the topic of depression in the workplace
For a Solicited or Unsolicited Internal Proposal:
Adding more health-conscious offerings to the school or cafeteria menu
Altering the programming on the campus radio station
Expanding distance learning offerings
Redesigning or reorganizing your company’s annual report
Setting up a tuition reimbursement program for employees of a fictional company called Innovative Solutions. As human resources manager you are making a proposal to management to institute a tuition reimbursement program for employees who return to college. This would include the following information: (1) an explanation of how the tuition reimbursement program would increase overall morale and productivity in employees, (2) complete explanation of how the reimbursement program would work, and (3) a budget for anticipated costs.
Proposal Planning Heuristic:
What is the subject of the proposal? Be specific. What is the problem or project?
Who is your proposal for? What is his/her position? Is he/she the person with authority to decide on the implementation of such a plan?
What is the purpose of the proposal? Will it solve a financial or social problem? Will it impact the inner workings of one company or change the way business is done? Think specifically about what you are trying to accomplish.
Write a succinct statement that outlines the problem which the proposal will address or the idea it seeks to support. Why is this proposal needed now? Why does this problem need you to solve it?
What is your proposed solution or plan? Explain how and why the proposed solution will work. Is it the only solution or one of many?
What sort of procedures and methods will you use to address or contain the problem? Outline these procedures in detail.
What are the costs involved? Offer a concrete budgetary plan and outline a timeline on how the money will be allocated and spent.
Who will implement the solution or plan? What are the pertinent qualifications of the individual offering this solution or plan? Has he/she done this sort of work or solved this type of problem in the past? Does he/she have good references?
