Collaborative Report Writing the Proposal Definition Proposal a

Collaborative Report Writing the Proposal

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

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

Unsolicited Proposal • Audience for proposal hasn’t indicated a need • Writer finds need • Writer can be either inside or outside organization that is audience for proposal – Ex. English department hasn’t prepared an RFP for the renovation of web site project.

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

Parts of Proposal 2 • Main text – Introduction – Body – conclusion

Parts of Proposal 3 • Back matter – Glossary (only needed to define 5+ technical terms) – Bibliography/References/Works Cited page – Appendix/Appendices

Title Page • Project title (should include the word “proposal”) • Audience’s name(s) – Direct proposal to Dr. Kenneth Baldwin, dept. chair and Ms. Carol Fitzpatrick, Writing Division Director • Writer’s name (use course/section number) • Date of submission

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

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

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

Executive Summary • Concise, one-page overview of proposal’s 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

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

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. )

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

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, don’t include interviews

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