Writing an Effective
Proposal
Senior Design Fall, 2004
Prof. Michael A. Mackey
Proposal Writing
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What is the point?
Use a clear writing style
Get the correct format
Put all the bits in place
Leave enough time to polish the
document
Why work to perfect the
art of proposal writing?
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Organize your thinking
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Communicate your expertise
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Impress and Conquer
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Get the Job Done!
Writing Style
• A clear writing style greatly aids in
getting your point across
• Unclear writing makes the reviewer
have to work harder, and it will
usually cost you in the end
• Start with an outline, containing
important points you want to make
for each section of the proposal
• Then, develop a single paragraph for
each point you want to make.
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Main Structure – Device-Based
Design Project
Executive Summary
Background and Significance
Requirements
Feasibility and Summary of Design
Validation
Deliverables
Legal and Regulatory Issues
Timeline / Milestones
Summary
References
Main Structure – Research-Based
Design Project
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Executive Summary
Hypothesis and Specific Aims
Background and Significance
Preliminary Studies
Research Plan
Legal and Regulatory Issues
Timeline / Milestones
Summary
References
Both Project Types: Executive Summary
• A concise, non-technical summary of
the entire document
• This summary should describe the
motivation for the work
• Brief summary of the proposed
approach
• Nothing should be here that is not in
the body of the text
• Space Limit: 300 words.
Research-Based Project: Hypothesis/Specific
Aims
Enumerate your Hypotheses and related
Aims:
– Hypothesis I
• Aim 1
• Aim 2
– Hypothesis II
• Aim 3 (etc)
• Remember: You don't necessarily need
multiple hypotheses
• This is the most important part of a
Research-based project proposal
• Space limit: ½ page
Both Project Types: Background /
Significance
• This part describes the background
relevant to the problem at hand
• You also use this section to convince
the reviewer that you are aware of
the important background literature
for the problem
• You usually want to discuss what
benefits will be produced by the
proposed work
• Suggested number of pages: 2-3
Device-Based Projects:
Requirements
• Clearly identify the requirements and
constraints on your proposed design.
These might include functional or
manufacturing requirements.
• Include safety, cost and marketing
constraints, etc.
• This is the design specification for your
project
• Recommended: ½ page (might be longer
for some projects)
Device-Based Projects: Feasibility and
Summary of Design
• Briefly describe one or two possible design
approaches
• This section should convince the reviewer
that this project can be successfully
completed on time
• Be sure that your proposed design(s)
satisfy the project requirements
• Are there any financial issues?
• Suggested page length: 1-2 pages
Device-Based Project: Validation
and Testing
• Describe your proposed techniques for
determining if the device works, and
otherwise meets your requirements
(this information will be summarized
in your Milestones)
Research-Based Projects: Preliminary Studies
• Include any scientific or engineering content
relevant to your project
• You don't absolutely need this section, but it
usually makes for a better proposal
• If you have no preliminary data, and other data
in the literature is not critical for the feasibility of
your project, don't include this section
• Although this section frequently includes your
own preliminary data, don't be afraid to use data
published by others (appropriately referenced),
but only if you have a very good reason
• This section communicates to the reviewer your
expertise in critically understanding what is
needed for your approach to work.
Both Project Types: Legal and
Regulatory Issues
• What special legal or regulatory
issues do you have?
– FDA approval needed?
– IRB / IACUC approval needed ?
– societal issues involved?
Research-Based Projects: Research Plan
• Organize your proposed experiments by
Specific Aim
– Briefly restate the Specific Aim
– Describe in detail the experiments you will
perform for this Aim.
• If you have a lot of experimental details you
want to include, put in a separate section
following this one entitled “General Methods”
• The goal for this section is to have give a
clear description of the details of your
approach to test the project hypotheses
• Suggested page length: 3-4 pages
Device-Based Projects: Deliverables
• Describe precisely what your project
will produce.
• Will be referred to (most likely) in
your Milestones
• Suggested page length: ½ page
Both Project Types: Timeline and Milestones
• Using a table, indicate the timeline for this
project
• Describe 2 or three Milestones for the project
– A good milestone is a quantitative
endpoint which will guarantee success for
the project
– Set reasonable dates for achievement of
your milestones
Both Project Types: Summary
• Write a one-paragraph summary of
what the project will accomplish.
Highlight the benefit of the work
• Limit: one paragraph
References: APA Format
Example Formats
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Journal article:
– Fine, M. A., & Kurdek, L. A. (1993). Reflections on determining
authorship credit and authorship order on faculty-student
collaborations. American Psychologist, 48, 1141-1147.
Book:
– Nicol, A. A. M., & Pexman, P. M. (1999). Presenting your
findings: A practical guide for creating tables. Washington, DC:
American Psychological Association.
Book chapter:
– O'Neil, J. M., & Egan, J. (1992). Men's and women's gender
role journeys: Metaphor for healing, transition, and
transformation. In B. R. Wainrib (Ed.), Gender issues
across the life cycle (pp. 107-123). New York: Springer.
References: APA Format
Electronic References
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Online periodical:
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Author, A. A., Author, B. B., & Author, C. C. (2000). Title of
article. Title of Periodical, xx, xxx-xxx. Retrieved month day,
year, from source (give URL).
Online document:
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Author, A. A. (2000). Title of work. Retrieved month day, year,
from source (give URL)
CTC – get help!
• The Center for Technical Communication
will be happy to help you in writing your
proposal (and you will get 5 extra points!)
• To ensure that there will be enough time
for the Center to read and advise you on
your proposal, you must submit it to them
by Oct. 26th (the full proposal is due on
Oct. 29th)
Final Recommendations
• Give yourself enough time to get
everything in place
• You can divide up the proposal into parts
for each team-member to complete, but
have one person do a final edit for style
and language usage
• Polish, polish, polish – you will be glad
you did