Business Proposal Documents: Write Business Proposal Reports
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Business Proposal Projects: Make Business Proposal
Business Proposal For Services
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Business Project Proposal Writing -- Hire
A business proposal is a written document sent to a prospective client in order to obtain a specific job. It may be solicited or unsolicited. A client may simply request a proposal on a project in the course of a sales call by saying: "You know, that sounds interesting. Why don't you send me a proposal on that." In other cases it may be a formal solicitation, usually called an RFP (request for proposal). RFPs are almost always documents, too. They specify the product or service to be provided, the qualifications sought, and the deadline for submission. Solicited proposals, obviously, mean that the client has already decided to make a purchase. Only the selection of a vendor remains to be done. An unsolicited proposal, by contrast, is often a sales presentation dressed in another cloak---but the proposal is specifically aimed at a well-defined and limited activity. An example of an unsolicited proposal is the submission of the outline of a book to a publisher arguing the popularity of the subject, the novelty of the approach, and the merits of the author. Business proposals must be distinguished from estimates. In many fields where small companies are active, estimates serve the same purpose as a proposal. They are the document that clinches the sale of roofing or a paying job or a monthly house-cleaning service. But where estimates are used, the qualifications of the seller and his or her method of accomplishing the job are also established, but by other means---typically by an interview or sales call. Sometimes the seller is assumed to fit the job because the company already enjoys a good reputation. Proposals, on the other hand, usually involve complex or unusual one-time services like landscaping a park, surveying a market, or building a refinery. In these cases the approach to the job, the design, the implementation, the schedule, and even the aesthetics require more than simply a dollar estimate. Many service companies operate entirely on the basis of proposal. In other cases a proposal is sometimes required, sometimes not. In highly technical fields, the proposal may be filled with dry listings of engineering specifications and/or process details. But it is vital to remember that proposals are always first and foremost sales documents.
In most industries, proposals have a well-defined format specific to the field. Examples might be providing electrical wiring services to major high-rise or pouring foundations for a suburban development. In such cases the bidder should first obtain old proposals and follow the structure typically used by his trade in that market. In professions such as architecture and landscaping a visual presentation, sometimes even a model, is central to the sale. The same holds for an advertising project document. In these three areas---there are others as well---the actual presentation is usually a meeting. Any document is supplemental and tends to summarize the presentation with additional so-called "boiler plate," i.e., administrative details. What follows here is a discussion of more general proposals, usually associated with studies, surveys, or service activities (e.g., protective services for a warehouse complex). In such project documents, the following general structure applies. All proposals have at least two distinct pieces: a cover letter and the proposal document itself. In addition, sometimes, one or more appendices may be provided with charts, graphs, photographs, maps, and so on. Brief proposals, also sometimes known as "letter proposals," combine the first two pieces into a single submission usually of a maximum of six to eight pages. The cover letter serves as a transmittal document. Many bidders also use the cover letter to provide the essence of the proposal in very abbreviated form, highlight the bidder's qualifications, name the price, and ask for the order. The proposal document usually has the following structure: 1) Title Page. This part typically includes your name and the name of your company, the name of the person or company to whom the proposal is submitted, and the date of submission. 2) Table of Contents. While usually not necessary for shorter proposals, these are sometimes used for complex formal proposals. In cases where different departments of the client will separately review parts of the document, the table of contents is a helpful means of rapidly guiding the reader to such topics as Electrical, Structural, Heating & Cooling (in a building project) '¦ or Food Services, Music, Entertainment, Transportation Services (in a project to organize a festival). 3) Executive Summary. A summary may be included here or may be conveyed in the cover letter. 4) Statement of the Problem/Issue/Job. This section repeats, in a rephrased manner, the client's objectives and goals as interpreted by the bidder. Including this restatement of the issue is valuable in showing the client that the bidder understands the issue correctly. 5) Approach. In this section the bidder summarizes his or her proposed approach to solving the client's problem or carrying out the necessary task. The proposed approach is often the key to winning the job---if the price is right---because it shows unique means, modes of thought, or techniques, why they will solve the problem, and why they are superior to alternatives. The section need not be detailed. Details are left to the Methodology. But it presents the strategic elements of the project document and argues in their favor. 6) Methodology. This section develops in some detail how the approach will be carried out. Level of detail should be just sufficient to convey to the client convincingly what will happen without becoming entangled in minutiae. 7) Bidder's Qualifications. The section presents documentation why this bidder should be chosen on the basis of qualifications, past history, and successful accomplishment of similar jobs in the past. 8) Schedule and Benchmarks. Major elements of the job are here displayed against a time line. If necessary, specific benchmarks are identified to indicate successful accomplishment of intermediate objectives. 9) Cost Proposal, Payment Schedules, and Legal Matters. The bidder concludes by presenting the price in as much detail as required in the RFP. It is always wise to specifically pin-point when the bidder expects to obtain partial payments as the work proceeds. If legal matters are involved, they can be placed here. If they are lengthy, they may merit a section of their own.
Let us further say that if you are a new company owner looking for ways to draft the perfect proposal, take the tips below into consideration: 1) Don't Confuse Your Clients: A poorly written document may raise more questions instead of clarifying the existing ones. The goal is to provide information about your company and how it can help your clients. Therefore, you must clearly outline the objectives and summarize the points you want to cover. The document should flow well and use plain language (except in highly technical fields), so that even a layman can understand its content. Clarity is a prerequisite for writing great proposals and you must ensure that it is not compromised at any cost. Avoid vague descriptions that may mislead your clients or prompt them to take their company elsewhere. The way you write speaks volumes about you and your company. 2) Define Your Objectives: A key to writing a good proposal is to know why you are writing it in the first place. Identify what are the key things you need to communicate in order to persuade your reader. Your main objective behind writing this document should be to communicate your ideas effectively. 3) Write Flawlessly: When writing proposals, it is important to use proper grammar. Failing to exhibit solid writing skills increases the chances of prospective clients rejecting your project document. In most cases, there will be many other companies competing for the same market and you need to establish yourself as a serious contender. Make sure that your document is free of grammatical and typographical errors and avoid using jargon; however, if you have to use it, make sure that all terms are clearly defined. Also do not ignore the page layout; ideally, allot one-third of the page to the left for titles and include some space where readers can make notes. If you think you don't have the expertise to draft impressive proposals, then contact a company that has a team of writers and graphic designers to execute this task for you. 4) Research: Research also plays a pivotal role in writing effective documents. Make sure you have a thorough understanding of customer needs and their challenges so you can address their issues more effectively. 5) Packaging Your Proposal: You need to print your document on a good quality, heavy-bond paper and then bind it. Enlist the help of professional shipping or mail service in order to wrap your document in style. 6) Does your document have visual appeal? A document devoid of visual appeal cannot become engaging reading material. Use clipart, charts, graphs, and tables throughout the document to enhance visual appeal and simultaneously making it easier for the target group to understand it. Don't forget to include a Title Page in the beginning with details such as recipient's name, project name, date, your company name and address, and lastly, your copyright symbol. 7) Your Proposal Must Address a Global Audience: In the today's world, most companies have a global presence and you must remember that the document should be written in such a way that it can be easily understood by a recipient belonging to a country where English is a second language. This applies for proposals written to local company owners as well, as there is a strong probability that they have collaboration with a foreign company. 8) Writers around the world agree... it's nearly impossible to edit your own writing. We tend to fall in love with our words the moment they burst onto the screen and, as you know, love is blind. Obviously a professional proofreader/copy editor is the ideal solution. It takes a village to raise a child, and it takes a village of helpers to nurture a masterpiece like the one you're writing. But what if you can't afford it or you're under deadline pressure with no time for a second opinion? This is not a happy situation, but in a pinch you can edit your own material.
Writing a winning proposal can be daunting, but by following the guidelines above and on this website, you'll be well on your way! Do however note that these above tips are given only as a guideline and would vary based on the requirement of the project. However even with these instructive steps it is not possible for most people to do a good report like how our expert writers do. This is why you need the help of our research writing company. So why wait? Read below for more details.
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