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Whether you're an employee or a contractor, you may find you need to write proposals. Proposals writing are increasingly a part of many people's work roles. Writing proposals is similar to but not exactly the same as crafting a persuasive essay or producing a report. The proposals format and criteria for submission will vary slightly for each client (for example, the number of copies to be made, the submission process or additional correspondence required). Here are suggestions for developing a proposals, including some pertinent to its specific purpose.1. Proposals should define a problem and describe a solution that will persuade busy, thrifty, skeptical readers to support it. 2. Employ facts, not opinions, to bolster the argument for approval. Research similar plans or projects and cite them, emphasizing their successes and/or how your proposals resolve the weaknesses, omissions, or mistaken priorities apparent in them. 3. Analyze your plan or project, demonstrating possible outcomes. If possible, model a small-scale version of the plan or project, report on the results, and extrapolate how the full-scale plan or project will turn out based on the test.4. Any discussion of financial or other resources should be conducted carefully and should present a realistic picture of the expense required. 5. Be meticulous in writing, editing, and design of the proposals. Revise as necessary to make it clear and concise, ask others to critique and edit it, and make sure the presentation is attractive and engaging as well as well organized and helpful.
Let us give you some steps to producing great proposals. 1) The golden rule --- be solution-minded and client-focused. First it helps to think about what a bid or proposals really is from your client’s point of view. For them it’s simply a plan to fulfil a need --- a solution. When you think of your bid in this way, rather than as a routine response to a Request for Proposals (RFP) or a chance to blow your own trumpet, it makes all the difference in the world. For instance, when a friend asks you for help, your response is perfectly tailored to their need. You are focused on what will work for them, their confidence in you increases and, in turn, your relationship grows. Can you see the parallels for your business? Thinking ‘how can I help my client?’ rather than ‘how can I win this business?’ will focus your thinking on your client and help you come up with the best solution for them. Regardless of what else goes into your bid, make sure that you always do the following. 2) Show that you understand: Start by writing a clear summary of your client’s needs under a heading such as ‘Our understanding of your needs’. Show that you understand exactly what they need for their business. Don’t be tempted to generalize or use obvious template material. When your client feels that you understand, they are much more likely to trust you and be open to your suggestions. Don’t simply repeat the wording of an RFP. 3) Paint a clear picture of your proposed solution: Briefly and clearly describe your product, service, or custom-driven solution. Tell your client exactly how you will meet their needs. Illustrate the benefits to your client. Make sure your client can clearly see your proposals as a solution. Once a client can see a fit between their need and your solution your chances of success will soar. 4) What sets you apart from others? Include relevant experience, testimonials, and willing referees. Don’t overwhelm your reader with your accomplishments. Include just enough detail to provide credibility and give them confidence in your ability. 5) Tell them how you’ll carry out your solution: Include the detailed actions you will take to carry out your solution and achieve all the benefits you have mentioned (this is your methodology section). Here’s your chance to show that you have excellent systems and resources to deliver the solution.
The following proposals format is a guide. One needs to modify this format accordingly to the requirement of each project. 1) Conduct prerequisite research: Do not skip this step. Find out all you can about the client: A) Identify the client’s primary contact for questions about the project. Ask who will read your proposals and how and when a decision will be made on whether your proposals are accepted. B) Identify the problem the client is trying to solve or what services are needed, what has been done in the past, what the client wants done in the future and what the approximate budget is. C) Determine what support and resources (space, reception services, office supplies) the client can provide and what support and resources you must provide. Potential clients are usually willing to tell you what they require. D) Find out the day and time the proposals are due. In most cases, proposals will not be accepted after the client’s deadline.2) Title page: Your title page should include: the project name or title; the client's name and address; your organization's name and address; the name, title, phone and fax numbers and email address of the person in your organization responsible for the proposals; Do not number the title page. 3) Table of contents: Unless your proposals are very short, provide a table of contents. Do not number the table of contents page. 4) Executive summary: Decision-makers are often busy people who may have little time to read entire proposals. To ensure that they understand key ideas in your proposals, highlight the need for the project and the outcomes of the project in the executive summary. Your goal is to get the decision-maker interested and prepared to read your entire proposals. Your executive summary should be short. Here you have to state the rationale for putting the proposals into effect, and summarize the proposals. (This allows a decision maker to quickly get the gist of the proposals, hence the name.) 5) Statement of Need: Detail why the plan or project the proposals recommends is necessary. 6) Background: Sometimes called the “Introduction,” the background section introduces your proposals and sets the stage for the remainder of the content. You should: identify the client’s problem, briefly discuss your solution to the problem, inform the reader about your organization, state the expertise of your organization to solve the problem. 7) Assumptions or guiding principles: This section can be a subheading under the background section or a section itself. Tell the client about any underlying assumptions in your proposals. For example, proposals to develop a new website may include the following assumption: all content for the new website will have to come from the client. This section can also address what the project will not include, such as the cost of new technology. 8) Goals or objectives: This section highlights the outcomes (what will be accomplished) or products to be delivered. Goals or objectives can take the form of services (for example, a workshop series to enhance staff productivity), knowledge or information (as in the case of research) or tangible products (such as resource materials). These forms of goals or objectives are sometimes referred to as "deliverables." 9) Method: The method section should describe how your organization will reach the project goals and objectives. Outline the steps and order of the proposed actions. You may want to identify these actions as numbered stages, steps or phases. These actions often include a needs analysis, an outcome analysis, program design, program delivery and program evaluation. 10) Briefly explain each phase or step. Save detailed descriptions of specific methods for the appendices. 11) Project team: When a project requires a considerable amount of expertise to complete, you should identify the team for the project. Briefly list the role each person will play in the project (for example, project manager, writer or graphic artist); the name and title of the person; 3 to 5 key points that highlight the individual's qualifications. 12) Schedule: The schedule section serves 2 purposes in your proposals. First, it shows the client when your organization will complete various tasks. Second, it enables the client to budget resources appropriately if the proposals are accepted. Find out the fiscal year of the prospective client. Many projects need to be completed by the end of the fiscal year. 13) Budget: The budget section should clearly show how your organization will expend the budgeted funds. The level of detail required in this section will vary greatly depending on the client, so do some background research here. Generally, budgets follow the sequence of steps in the method section and provide a cost for each deliverable. After you have calculated your actual costs, add 35% for overhead costs such as project management, travel and printing costs. Do not provide an overhead line in the budget. Rather allocate overhead costs to the specific items (project management, fax/phone, support staff, travel and so on). 14) Appendices: Appendices are optional. They include detailed information on items referred to in the body of the proposals. Examples of information that you might include in the appendices are detailed descriptions of procedures (explaining the nature and purpose of a survey or questionnaire), resumes of team members or an organization's promotional material. 15) Cover letter development: All proposals should be accompanied by a cover letter addressed to the primary client. In your cover letter: indicate how many copies of the proposals are enclosed, identify the client request your proposals is responding to (for example, Invitation to Tender), describe your organization's interest in the project, emphasize key features of the proposals, show your willingness to answer further questions, proposals copies and delivery. After you complete the proposals and cover letter, you should carefully proofread them.
If your client requires that you submit the proposals in a printed format, use a high-quality printer and paper for the final proposals and cover letter. Bind the proposals (unless otherwise specified) in a cover that allows the title to be seen. Make the required number of copies for the client and keep an original unbound copy for yourself. Whenever possible, hand delivers your printed proposals to the primary client. Personally delivering your proposals shows your organization’s enthusiasm for the project. If it’s impractical for you to deliver the proposals yourself, have someone you know and trust deliver the proposals for you. If you courier the proposals, phone the client to confirm its arrival. If you submit a digital copy of your proposals: compose a brief email, identify the client request your proposals is responding to in the subject line, attach the cover letter and proposals, request a delivery receipt when you send the email (if you don’t receive a reply, phone or email to confirm your proposal’s receipt). Follow-up: When delivering the proposals, ask when a decision will be made. If the date passes and you haven't received a response, feel free to call the primary client to obtain another decision date. If the client says your proposals have been rejected, be sure to ask why. Most clients are willing to provide feedback and suggestions. Client feedback is the best way to learn and to improve your future proposals.
Do note that tips given in the above paragraphs in this section are provided 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 good proposals like how our expert writers do. This is why you need the help of our company. So why wait? Read below for more details.
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