Heike Moeller December 3, 2021 Proposal
Do not bind your letter into the proposal itself. It`s all right to clip it to the cover or insert it into an inside pocket of a folder, but it should be loose so that as you begin your presentation, the recipient can hold it in his or her hand. Print the letter on letterhead, preferably a heavy sheet that has a good feel. Address it to your primary contact, the person with whom you will work and to whom you will report. Always sign the letter. You may use your first or full name; it depends upon how personally close you are to the addressee. Do not be presumptuous in making that decision, however; it is safer to err on the side of formality than to presume a familiarity that is not really there.
Because the plan portion represents the meat of your proposal, it should summarize your strategy clearly and include time lines, opportunities for feedback, and provisions both for periodic evaluations and measurement of the end result. Two-way communications are extremely important to the success of most projects and, for that reason, should be built into each procedure and objective. Routine reports and approvals, explicitly provided for within your proposal, will help keep communications open and allay possible concerns during the course of the project. If your project must conform to regulatory standards, tell exactly how tests and verifications will occur. And if time or other constraints are prescribed by outside parties, describe the process you will use to satisfy those requirements.
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.
A word about organizing. Before actually starting to write any part of your proposal, think about what you want to put into it-and what you prefer to leave out. A logical, sequential construction becomes an outline that enables you to move through your oral presentation smoothly and thoroughly, developing both your narrative and your qualifications for the job as you go.
Proposal writing packages can make your proposal writing and formatting easier. A pre-designed proposal kit will include hundreds of templates, including all the ones mentioned above. You can find a page for almost any topic. The writing and details to include are up to you, but each template in a kit includes examples and instructions that remind you of typical information for that topic, so you will feel like you have a guide throughout the writing process.
Summarize up front. Begin your proposal with an executive summary, preferably one that is no more than one page in length. Obviously, it is much easier to write the summary after the proposal is complete; doing so at the outset generally means extra work making revisions later on. In all likelihood your direction will change somewhat as you construct the document`s various parts.
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