Chapter 17 Proposals This chapter discusses the following

Objectives To suggest changes to a system, new products or services, new approaches, or

Criteria for Proposals Long reports, such as proposals, include the following: n n n

Criteria for Proposals (cont. ) § Title Page Internal Proposal n n n Title

Criteria for Proposals (cont. ) n Cover letter n Introduction n Why you are

Criteria for Proposals (cont. ) n Table of Contents n n Include major and

Criteria for Proposals (cont. ) n List of Illustrations n n n Include Figure

Criteria for Proposals (cont. ) n Abstract (Summary) n Written for low-tech readers, the

Criteria for Proposals (cont. ) n Introduction n n Purpose—in a sentence or two,

Criteria for Proposals (cont. ) n Discussion—this is the body of the proposal. Include

Criteria for Proposals (cont. ) n Conclusion n n Draw a conclusion, based on

Criteria for Proposals (cont. ) n Optional Components n n n Glossary—if you have

Process n To ensure the success of your proposal, n n n Prewrite Write

Process (cont. ) n Prewriting techniques n Gather data, determine your audience, and decide

Process (cont. ) n Writing n n Review the criteria for a proposal. Review

Process (cont. ) n Rewriting n Revise the rough draft by n n n

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Chapter 17: Proposals This chapter discusses the following: n Objectives n Criteria for Proposals n Process Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 1

Objectives To suggest changes to a system, new products or services, new approaches, or new facilities, write either an n Internal proposal—within your company n External proposal—to potential clients Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 2

Criteria for Proposals Long reports, such as proposals, include the following: n n n Title Page Cover Letter Table of Contents List of Illustrations Abstract (or Summary) Introduction n n Gerson & Gerson: Technical Writing, 5 th Edition Discussion Conclusion/ Recommendation Glossary Works Cited (or References) Appendix © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 3

Criteria for Proposals (cont. ) § Title Page Internal Proposal n n n Title Name of writer Routing list n n Who recommended and approved the proposal Date of submission Gerson & Gerson: Technical Writing, 5 th Edition External Proposal n n Title Name of audience (reader and/or company) Name of writer Date of submission © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 4

Criteria for Proposals (cont. ) n Cover letter n Introduction n Why you are writing What you are writing about Body n n NOTE: Key components within the proposal Conclusion n An internal proposal would have a cover memo, following memo format discussed in Ch. 5. An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 6. What follow-up action you plan Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 5

Criteria for Proposals (cont. ) n Table of Contents n n Include major and minor headings List page numbers within the proposal Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 6

Criteria for Proposals (cont. ) n List of Illustrations n n n Include Figure and Table numbers Include Figure and Table titles List page numbers within the proposal Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 7

Criteria for Proposals (cont. ) n Abstract (Summary) n Written for low-tech readers, the abstract provides n n The problem necessitating the proposal The proposed solution The benefits to be derived The abstract must be concise—around ½ page Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 8

Criteria for Proposals (cont. ) n Introduction n n Purpose—in a sentence or two, state the reason for writing. Problem—in detail, analyze the problems necessitating the proposed solution. n Use graphics to emphasize and clarify the problems. NOTE: Without a problem, there is no need to suggest changes. Discuss the problem thoroughly. Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 9

Criteria for Proposals (cont. ) n Discussion—this is the body of the proposal. Include any of the following: n n n n n Analyses Technical descriptions Instructions Optional approaches Managerial chains Biographical sketches of personnel Corporate credentials Schedules Cost estimates Gerson & Gerson: Technical Writing, 5 th Edition NOTE: Graphics will add variety, conciseness, and clarity to the proposal. © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 10

Criteria for Proposals (cont. ) n Conclusion n n Draw a conclusion, based on your study. Restate the problems. n n n What caused the problems? What was the result of the problems (damage, cost, etc. )? Recommendation n n Restate what should be done to solve the problems—what you have proposed. Restate the benefits of your proposal. Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 11

Criteria for Proposals (cont. ) n Optional Components n n n Glossary—if you have used high-tech terms, define them in the glossary. Works cited (or Reference) page—if you have used research, document your sources. Appendix—if you have additional, supplemental information or graphics, provide an appendix. Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 12

Process n To ensure the success of your proposal, n n n Prewrite Write Rewrite Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 13

Process (cont. ) n Prewriting techniques n Gather data, determine your audience, and decide on goals. n n n Answer reporter’s questions. Use storyboarding to visualize the layout. Use listing/brainstorming to get input from team members. Flowchart the steps in a procedure/instruction. Try branching or mind mapping to gather ideas and organize them. Perform a survey to quantify other’s opinions. Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 14

Process (cont. ) n Writing n n Review the criteria for a proposal. Review your prewriting. Write a rough draft, including Cite your sources carefully and correctly (if you have used research). Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 15

Process (cont. ) n Rewriting n Revise the rough draft by n n n n Adding detail for clarity Deleting dead words and phrases for conciseness Simplifying terms for easy understanding Moving text for emphasis Reformatting for easy access Enhancing the tone Correcting errors for professionalism Gerson & Gerson: Technical Writing, 5 th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. 16