Sarah Neudorf October 15, 2021 Proposal
Boilerplate has a limited shelf life. It grows stale and out of date before you realize it. Absolutely no less often than every six months you should review each one of the sections that you routinely include with your proposals. Do not rely upon an assistant to do this job for you because he or she may not have sufficiently current knowledge. Also, it`s you who are going to make the presentation to your client or supervisor, and, therefore, it`s you who will need to explain erroneous, incomplete, or perhaps even confidential information that somehow crept into your proposal.
At this point, you will have completed the first draft of your proposal. Congratulations! Now for the finishing touches. Have a qualified proofreader or editor read through your draft and fix any grammatical or spelling errors. It is always best to enlist someone who is not familiar with your ideas to do this. That person is much more likely to catch errors and ask important questions than someone who knows your proposal well. It would be especially embarrassing to submit an error-ridden proposal for an education project, would not it? After the words are perfect, make sure each page looks good, too. You might want to use visual details like splashes of color in titles or special bullet points to add interest, but keep the overall look professional.
Keep it simple. Use good quality paper stock-something with a high rag content has the best feel-and avoid colored papers. Rather than highlight, they tend to distract. Stick to eight point five x eleven size and fold flow charts, schematics, organizational charts, graphs, and other illustrations within the proposal itself. Larger sheets are difficult to file and quickly become dog-eared, a tattered appearance that will make your entire proposal look bad. If you are using large plans and drawings, list them as coded illustrations within the text of your proposal and submit them as separate exhibits.
When responding to an RFP, read the guidelines carefully and highlight each qualifying instruction. Make a list of the requirements and check off each one as you complete it. Do not include more information than is requested unless it is absolutely vital to your submission and you have included a full explanation in your cover letter. Likewise, if you are unable to complete all sections of the RFP, include a full explanation of why certain parts are missing. Submit your proposal in its complete and finished form; piecemeal submissions create bad impressions.
Every word processing system includes a spell checker; it is there to be used. But do not depend upon it exclusively; proofread your work before submitting it. The best way to do that is to allow the proposal to sit for a day or two and then to read it aloud. You might also want to ask an associate to go over it before you make your presentation.
Requests for proposals (RFP). Although your firm or department over the years may have developed a format for preparation of bids and proposals, it is sometimes necessary that you adapt your design. Requests for proposals (RFP) issued by large corporations or governmental agencies often require that each proposal conform to their very specific formats.
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