Sophie Moench August 17, 2021 Proposal
More often than not, when you hand a group of people a printed proposal to follow as you make your presentation, someone is bound to turn immediately to the last page to check your cost estimate. Do not put it there. Because cost is only one element of any proposal-along with time, quality of work and materials, and benefits to be derived from the project-present it as such and put it into your plan where it most logically fits. If you choose to indicate individual item costs throughout the proposal, do not forget to include a recap page with complete tallies.
Write conversationally. Brief but complete should be your goal. Even if your subject is highly technical, imagine that the person to whom you are writing is sitting across the table from you as you write and you are speaking directly to him or her. We are all a little more careful-more formal-when we write than when we speak, but it serves no good purpose to use flowery language and unnecessarily obscure or pretentious terminology. If there is any doubt whatsoever in your mind that a word or phrase might be misunderstood or foreign to your audience, define it. Those persons who are already familiar with the term will not be offended. Write in complete sentences as much as possible, even when listing numbered or bulleted points.
It is to your distinct advantage to follow all the instructions that are available, especially if you must submit your proposal by mail and will not have the opportunity to make a personal presentation. Standard form RFPs enable reviewers to compare apples to apples and oranges to oranges. If a reader must hunt through your document in order to find a critical point, he or she may instead prefer to toss the document aside. After all, the reviewer may think, if this person ca not even follow our directions, how can we expect a satisfactory outcome from the project?
Let`s break down those sections further. The introduction section is the shortest. The very first thing you will want for your proposal is a Cover Letter. A Cover Letter should be brief, and it should contain the following four elements: a brief explanation of who you are, a statement about why you are submitting this proposal at this time, a statement of what you want the reader to do after reading your proposal--call for a meeting, sign the contract, etc., and all your contact information so the reader can easily call you with questions or to accept your proposal.
When the day arrives for your presentation, make sure that all the decision makers will be in attendance. Call ahead the day before and ask whether anyone will not be present. If you know their names, read the list to your primary contact. Because missing persons might later receive the actual attendees interpretation of the meeting in place of your carefully planned presentation, it is best to have everyone in the same room at the same time. If that does not seem to be feasible, ask to reschedule the presentation date until all concerned can attend. Ten o`clock in the morning is usually the most opportune time for an hour-and-a-half to two-hour meeting; Friday afternoon is the least favorable.
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.
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