Heike Moeller December 3, 2021 Proposal
Take care to avoid inadvertently implying commitments for actions other than those specifically stated within your plan. Do not, for example, allow an inference to be drawn that you will supply certain materials, personnel, documentation, training, or ongoing support if you do not intend to do so. Likewise, be cautious during your presentation about committing to oral agreements that are not contained in the written proposal. It is perfectly acceptable-even advisable-to outline both your obligations and those of the individual or company to whom you are submitting your proposal. Better to discuss and agree upon such items at the time of the proposal presentation than to face misunderstandings down the road.
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.
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.
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.
Cover letter. Because it tells your understanding of the project and states that you are the right person, department, or company to do the job, the cover letter is the most important element of the proposal; it is also the very last item to prepare before you make your presentation. Keep it short, no more than one page. State the problem in a sentence or two and tell what you intend to do about it. Do not forget to express your appreciation for the opportunity to submit your proposal.
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.
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