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Heike Moeller September 27, 2021 Proposal

After you have written one proposal, you will find that the next one is easier and faster to write, and that you can re-use a lot of the same information in multiple proposals. But is important to customize each one to the specific recipient; that`s the difference between proposal writing and mass marketing.

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The very first page of your proposal package should be a Title Page--just name your proposal something appropriate, like "Advanced Science Seminars Offered for the Jacobi School Gifted Program" or "Proposal to Create a New Charter School in the West Valley School District." Next, if your proposal is long and detailed, you may want an Executive Summary or Client Summary Page, which is a summation of the most important points you want to make, and a Table of Contents to help readers easily see the contents and navigate through the proposal. That is all for the introduction section.

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All proposals follow a basic structure: introduction, the recipient/client-oriented section, the description of proposed goods and/or services, and then the proposal writer/supplier-oriented section. The content of each section will vary from one proposal to the next, but this sequence of sections should stay the same.

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After you have thoroughly described what you want to do and how much it will cost, it`s time to tell the proposal readers all about you in the final section. What makes you or your organization qualified to take on this job? It is not enough to simply say "I can do it" or boast about how smart you are. Keep in mind that it is always best to provide evidence or testimonials from other parties than to do your own bragging. Do you have special Training, Certifications, or Education? Do you have an extensive Company History, a long list of Clients, or years of Experience in the field? Have you won Awards? Do you have Testimonials or Case Studies to offer to show how you have been successful in the past? Include any information that helps persuade the clients that you have the knowledge and professionalism to carry out your proposal promises.

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Unless every proposal that goes out of your office is carefully read before it leaves, there is the danger that gremlins will find their way into your document. Boilerplate that contains spaces for different insertions to be filled in as each new proposal is written is particularly accident prone. Failure to change just one ABC Widget Company before submitting a proposal to the XYZ Widget Company can destroy your entire presentation. Not only is it an embarrassing mark of carelessness, but it also may reveal far more about your business than you care to have known.

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Lead, do not read. Do not read to your listeners what they have before them on the printed page and are perfectly capable of reading themselves. Instead, rephrase, paraphrase, and elaborate as you describe the text in terms of concepts, procedures, and strategy. Before beginning your presentation, mark up a copy of your proposal with comments and amplifications of important points. Be cautious, however, about expanding on a topic in such a way that you commit yourself to actions outside the scope of your proposal.

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