Sophie Moench August 22, 2021 Proposal
Depending on what you are proposing, the readers you want to target might be members of a grant committee, potential students, parents of students, teachers, school administrators, a loan committee, or a governmental organization. It is important to consider them carefully, and tailor your information to them. What do they want to know? What concerns might they have? Are there scheduling or budget restrictions? At the very least, this client-oriented section should have a Requirements page that summarizes what they have asked for, or what you believe they need. You may also want pages like Schedule, Deadlines, Limitations, Budget, Goals, Considerations, Special Needs, and so forth, to describe in detail your understanding of what the client needs. This is not yet the time to brag about your proposed program or your organization. Keep this section focused on information about what the client wants or needs.
Try to avoid using jargon, acronyms, and insider terms. Instead of making you sound more intelligent and knowledgeable, they can obstruct the communications process and produce a contrary effect. For example, although you feel sure your audience knows what you are talking about, there is always the chance that one member of the group reviewing your proposal may misunderstand an expression. Or perhaps he or she may simply never have heard a particular term and is reluctant to ask for clarification. Unbeknownst to you, that person may be someone who ultimately has a strong influence over whether your proposal is accepted or rejected.
After determining that you have the attention of everyone present and there are no obstructions to proceeding, lead the group into the summary of your plan. Again, recap the points you intend to cover and ask for questions, responding in the same way as above.
Keep your writing professional in tone without being stuffy. Although your reading audience may consist entirely of close associates, that does not mean your proposal can be dashed off like a personal note, full of slang and familiarities. Remember as well that English may not be the first language of everyone who listens to your presentation or reads your proposal. If the circumstance is important enough to call for a formal proposal, it requires a professional level of attention.
Be sure to match them up with the previous section, explaining how you can address the client`s needs, how the client will benefit from your proposed program, and what your proposal will cost to implement. Do not use generic sales jargon. Instead, be as specific as possible about what you plan to do. This section could contain a wide variety of topic pages, like Classes, Equipment, Schedule, Staff, Venues, Tutoring, Testing, Mentoring, Evaluation, and so forth--you will include whatever you need to thoroughly describe your proposal. At a bare minimum, you will want a Services Offered, Benefits, and a Cost Summary page in this section.
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.
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