Writing business proposals

1
Writing business proposals

• Session 1 About the business proposal Structure
  language of a business proposal Brainstorming
  research

2
Aim of your business proposal

• to PERSUADE the company that your package
  provides the best solutions benefits
• write a proposal that shows how your proposed
  solutions can benefit the company one which
  satisfies the clients wants

3
Type of proposal

• a solution/service proposal
• you need to tell the company what you will do for
  them, how you will do it, how much your project
  will cost, and how long it will last

4
Know the clients wants, not what you think they
need

• clients want different things
• - what you may think they need may not be what
  they want
• you need to give what the clients want

5
Structure language of a business proposal

• A business proposal contains these elements
• cover letter
• cover page (title, name of representative
  designation with a signature, and date)
• executive summary
• table of contents list of figures
• introduction
• product approach (what you will provide)
• division of responsibility (who will do what)
• project milestones/timelines (how the project
  will be done)
• costs
• proposal summary
• company profile
• appendices

6
Cover letter

• should be addressed to your client
• has a purpose
• should state how the solutions you will provide
  are going to benefit the company
• For this seminar assessment however, a cover
• letter is not required.
• To find out how to write the cover letter, please
  go to
• the course website http//ec.hku.hk/cs/1503/

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Cover page

• should include the proposal title, name of
• representative designation with a
  signature, date
• Example

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Title

• the first thing the client needs to see
• needs to be clear precise
• needs to state briefly what the proposed package
  is all about
• should not be long, cute or one that does not
  really relate to what you are going to do
• Example of a simple and good title
• Providing the best IT solutions for Toys Direct.
• The above title
• uses an action word e.g. providing
• states what the company is going to provide e.g.
  best IT solutions
• states for whom e.g. Toys Direct

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Task 1 Writing a cover page

• Complete the cover page of your proposed project.

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An executive summary

• includes
• establishing the clients wants
• recommending a product approach
• introducing the companys business in relation to
  the clients wants
• the kind of solutions you provide
• why the solutions are best and how the clients
  will benefit
• how your company has been successful in providing
  similar types of solutions
• how much the cost will be
• how long the project will be
• should be
• no more than one page in length.
• Although an executive summary may be best written
  after all the
• other content has been written, it will be good
  to begin thinking
• of what you will be proposing in a few paragraphs.

11
Task 2 Examining an executive
summary

• Work in groups of 5. Read the executive summary
  given. Identify
• what may be missing or what else may be included
  in the
• summary, and improve it. Also, identify the
  tenses used. Write
• the improved version.
• Executive Summary
• High Com Technologies Ltd is a computer
  consulting company
• specializing in IT solutions. Founded in 1980 by
  James Carter, the
• company has expanded both in strength and size.
  It has 8 branches all
• over the world and 500 employees. It has served
  many IT companies in
• Hong Kong such as ABC Bank, HDS International
  School and others.
• High Com Technologies is dedicated to serving
  Toys Direct in hardware,
• software, networking, installation and staff
  training. The company will
• ensure a successful project implemented over a
  period of one year at a
• competitive cost of HK200 000.

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Task 2 Examining an executive
summary

• Improved version

13
Task 3 Writing an executive summary

• Complete the executive summary of your proposed
• project out of class.

14
Task 4 Brainstorming research
Identifying clients wants,
solutions, benefits

• With reference to the other elements in a
  business
• proposal such as what you will provide (product
• approach), who will do the project
  (responsibility), how
• the project will be done (project
  milestones/timelines)
• and costs, you need to start thinking of the
  clients wants
• and match your proposed solutions to their wants
  and
• explain how the clients will benefit. These will
  require a
• lot of research into your companys resources and
• capabilities. Use the form to assist you in
  forming the
• content of your business proposal.

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Preparation for the next session

• You must have all the necessary information by
  the
• next session for your in-class writing.

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Writing business proposals Q A

• Session 1 About the business proposal Structure
  language of a business proposal Brainstorming
  research