Birgit Kuester December 20, 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 It grows stale and out of date before you realize it.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.
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.
Express costs in terms of value rather than simply stating them as prices. That is, mention that a particular component or service may seem expensive, but you have included it because it is the most cost effective course to take and will save money in the long run. By raising the issue yourself, you indicate your expertise and professionalism while deflating potential resistance.
The summary is not a substitute for the proposal itself. Rather, it is a quick and concise reference to what the proposal contains. Sometimes called an abstract, outline, or précis, the summary is a condensed statement of what the full proposal contains. During a personal presentation, it is useful both as an introduction and a wrap-up. Later on if it becomes necessary to return to the proposal for clarification of certain points, the summary serves as a convenient memory jogger. For these reasons you might consider using bulleted points when formatting your summary.
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?
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.