Heike Moeller September 24, 2021 Proposal
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.
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.
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?
The problem and the plan. The primary section of the proposal describes the problem or project as you see it. That bears repeating: State your understanding of the need and circumstances that prompted your submitting the proposal. Explain the rationale for action. That is, tell your audience what their problem is and why they need your expertise and assistance. Do not assume they know. Define the scope of the undertaking and the solutions and goals you intend to achieve, describing each in terms of discrete objectives.
Where do I start? After initial pleasantries are out of the way, start your presentation with your cover letter. I is your personal introduction to your audience, evidence that you understand the need for the project you are describing, and your statement that you are the right person or company to do the job. Call attention to the letter, physically take it from the proposal-remember, it should not be bound into the proposal itself-and hold it in both hands in front of you. That`s the cue for everyone else in the room to do likewise. They will do it if you do it.
Because we live in an imperfect world, there will indeed be times when you won`t reach every decision maker simultaneously. You may have to re-present your proposal to those persons who were unable to be present the first time around, or you may have to rely upon secondhand presentations from those to whom you spoke originally.
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