Collaborative Report
Writing the Proposal
Definition
• Proposal: a document written to convince your
audience to adopt an idea, a product, or a
service
• Two types: solicited and unsolicited
Solicited Proposals
• Written in response to a request for proposal
(RFP)
• RFP guidelines
– What proposal should cover
– When it should be submitted
– To whom it should be sent
• Response must show complete understanding of
RFP
Unsolicited Proposal
• Audience for proposal hasn’t indicated a need
• Writer finds need
• Writer can be either inside or outside
organization that is audience for proposal
– Ex. English department hasn’t prepared an RFP
for the renovation of web site project.
Parts of Proposal
• Front matter (from cover to introduction)
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Title page
Letter/memo of transmittal
Table of contents
List of illustrations
Executive summary
Parts of Proposal 2
• Main text
– Introduction
– Body
– conclusion
Parts of Proposal 3
• Back matter
– Glossary (only needed to define 5+ technical terms)
– Bibliography/References/Works Cited page
– Appendix/Appendices
Title Page
• Project title (should include the word
“proposal”)
• Audience’s name(s)
– Direct proposal to Dr. Kenneth Baldwin, dept. chair
and Ms. Carol Fitzpatrick, Writing Division Director
• Writer’s name (use course/section number)
• Date of submission
Letter/Memo of Transmittal
• If internal, write memo instead of letter. Ex. Use
letter for proposals to companies outside the U of MD
system.
• Format: single spaced, unjustified right margin, 1 page
long
• Content:
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Short introductory and concluding paragraphs
Conversational style, no technical jargon allowed
Paragraph 1, introductory information: reason for proposal
Body paragraphs: emphasize main benefit of proposal
Conclusion: point out next step in process
Table of Contents (TOC)
• List of headings for all main sections of
proposal
• Headings for subsections can be included if not
too many with same page number
• Appearance of headings in TOC and document
text should be identical
• Headings on same level must be parallel in
structure as well as in appearance
List of Illustrations
• Page needed for five + graphics
• Illustrations used in title if have both tables and
figures. If just one type present, title = list of
figures or list of tables
• If have both types, should be grouped together
on list, figures preceding tables
• Use label title or caption for specific heading
Executive Summary
• Concise, one-page overview of proposal’s most
important points
• Content
– Avoid technical language
– Briefly cover problem, solution, and costs
– Emphasize main benefits of proposal
• Summary should be last part of proposal written
Introduction
• Purpose statement first. Description of problem: must
be clearly explained and if responding to RFP, include
language from it to show understanding of RFP
• Scope of proposal: description of range of activities
covered in proposal including tasks already completed
(ex. Research, construction of site prototype)
• Definition of terms: list for 1-4 terms needing to be
defined for audience. 5+ terms belong in glossary.
• Proposal format: list of sections to follow introduction
Body
• Technical section: explain in detail what work will be
done (ex. Changes/improvements to Engl. Dept. site)
• Management section: explain who will do work and
schedule for when work will be begun and completed,
including qualifications of personnel
• Costs section: explain what project will and will not
cost (ex. Future site maintenance handled by technical
consultants so no costs anticipated.)
Conclusion
• Restatement of main benefits of proposal
• Summary of work to be done
• Final reassurance to audience about competence
of project personnel
• Recommendation that team be chosen to
undertake project
Bibliography/References/Works
Cited
• Exact title dependent on documentation style
selected (ex. MLA style uses Works Cited)
• List all print and electronic sources used within
paper
• Unless printing text of interviews in appendices,
don’t include interviews
Appendix/Appendices
• Place for information not important enough for
text but that audience might want to know about
• Possible inclusions:
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Questionnaire and interview questions
Résumés of personnel involved in project
Testimonials from satisfied clients
Oversize charts, tables, graphics
Evaluation instruments