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Proposal Introduction Example

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Sophie Moench September 3, 2021 Proposal
When the day arrives for your presentation, make sure that all the decision makers will be in attendance. Call ahead the day before and ask whether anyone will not be present. If you know their names, read the list to your primary contact. Because missing persons might later receive the actual attendees interpretation of the meeting in place of your carefully planned presentation, it is best to have everyone in the same room at the same time. If that does not seem to be feasible, ask to reschedule the presentation date until all concerned can attend. Ten o`clock in the morning is usually the most opportune time for an hour-and-a-half to two-hour meeting; Friday afternoon is the least favorable.
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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.
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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.
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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.
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