Collaborative Report

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Collaborative Report

• Writing the Proposal

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Definition

• Proposal a document written to convince your
  audience to adopt an idea, a product, or a
  service
• Two types solicited and unsolicited

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Solicited Proposals

• Written in response to a request for proposal
  (RFP)
• RFP guidelines
• What proposal should cover
• When it should be submitted
• To whom it should be sent
• Response must show complete understanding of RFP

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Unsolicited Proposal

• Audience for proposal hasnt indicated a need
• Writer finds need
• Writer can be either inside or outside
  organization that is audience for proposal
• Ex. English department hasnt prepared an RFP
  for the renovation of web site project.

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Parts of Proposal

• Front matter (from cover to introduction)
• Title page
• Letter/memo of transmittal
• Table of contents
• List of illustrations
• Executive summary

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Parts of Proposal 2

• Main text
• Introduction
• Body
• conclusion

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Parts of Proposal 3

• Back matter
• Glossary (only needed to define 5 technical
  terms)
• Bibliography/References/Works Cited page
• Appendix/Appendices

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Title Page

• Project title (should include the word
  proposal)
• Audiences name(s)
• Direct proposal to Dr. Kenneth Baldwin, dept.
  chair and Ms. Carol Fitzpatrick, Writing Division
  Director
• Writers name (use course/section number)
• Date of submission

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Letter/Memo of Transmittal

• If internal, write memo instead of letter. Ex.
  Use letter for proposals to companies outside the
  U of MD system.
• Format single spaced, unjustified right margin,
  1 page long
• Content
• Short introductory and concluding paragraphs
• Conversational style, no technical jargon allowed
• Paragraph 1, introductory information reason
  for proposal
• Body paragraphs emphasize main benefit of
  proposal
• Conclusion point out next step in process

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Table of Contents (TOC)

• List of headings for all main sections of
  proposal
• Headings for subsections can be included if not
  too many with same page number
• Appearance of headings in TOC and document text
  should be identical
• Headings on same level must be parallel in
  structure as well as in appearance

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List of Illustrations

• Page needed for five graphics
• Illustrations used in title if have both tables
  and figures. If just one type present, title
  list of figures or list of tables
• If have both types, should be grouped together on
  list, figures preceding tables
• Use label title or caption for specific heading

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Executive Summary

• Concise, one-page overview of proposals most
  important points
• Content
• Avoid technical language
• Briefly cover problem, solution, and costs
• Emphasize main benefits of proposal
• Summary should be last part of proposal written

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Introduction

• Purpose statement first. Description of problem
  must be clearly explained and if responding to
  RFP, include language from it to show
  understanding of RFP
• Scope of proposal description of range of
  activities covered in proposal including tasks
  already completed (ex. Research, construction of
  site prototype)
• Definition of terms list for 1-4 terms needing
  to be defined for audience. 5 terms belong in
  glossary.
• Proposal format list of sections to follow
  introduction

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Body

• Technical section explain in detail what work
  will be done (ex. Changes/improvements to Engl.
  Dept. site)
• Management section explain who will do work and
  schedule for when work will be begun and
  completed, including qualifications of personnel
• Costs section explain what project will and
  will not cost (ex. Future site maintenance
  handled by technical consultants so no costs
  anticipated.)

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Conclusion

• Restatement of main benefits of proposal
• Summary of work to be done
• Final reassurance to audience about competence of
  project personnel
• Recommendation that team be chosen to undertake
  project

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Bibliography/References/Works Cited

• Exact title dependent on documentation style
  selected (ex. MLA style uses Works Cited)
• List all print and electronic sources used within
  paper
• Unless printing text of interviews in appendices,
  dont include interviews

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Appendix/Appendices

• Place for information not important enough for
  text but that audience might want to know about
• Possible inclusions
• Questionnaire and interview questions
• Résumés of personnel involved in project
• Testimonials from satisfied clients
• Oversize charts, tables, graphics
• Evaluation instruments