1. 14–1 Proposals Are Persuasive Plans You cannot write a successful proposal until you 1.Fully understand your audience’s needs/ problems and why solving them is important 2.Formulate a careful, detailed plan of action 3.Prove beyond doubt that you have the logic, time, equipment, and personnel to solve the problem 4.Can match your timetable and budget with your reader’s

2. 14–2 Proposals  Plan your proposals and consider your goals carefully  Proposals carry the obligation and force of a legal document When incorporated within a proposal that your reader accepts, your goals become part of a legally binding agreement

3. 14–3 Writing a Successful Proposal Guidelines 1.Approach it as a problem-solving activity 2.Regard your audience as skeptical readers 3.Research your proposal thoroughly 4.Scout out what your competitors are doing 5.Prove that your proposal is workable 6.Be sure your proposal is financially realistic 7.Package your proposal attractively

4. 14–4 Document Design and Your Proposal Overall design and layout play a major role in the acceptance by an audience  Double-check to make sure it looks professional  Organize your proposal into sections  Use headings  Insert extra space between sections  Use a professional-looking and easy-to-read font and type size  Include easy-to-follow lists  Clearly label visuals and insert where most appropriate

5. 14–5 Internal Proposals Typical topics include  Purchasing new or more advanced equipment  Obtaining document security software and training on how to use it  Recruiting new employees or retraining current ones to learn a new technique or process  Eliminating a dangerous condition or reducing an environmental risk  Improving communication within or between departments  Revising a policy to improve customer service

6. 14–6 Internal Proposals Anticipate and resolve reader problems 1.Realize that your reader may feel threatened by your plan 2.Take into account that your reader may have predetermined ways of doing things 3.Keep in mind that your boss may have to take your proposal further up the organizational ladder for commentary and, eventually, approval 4.Consider the implications of your plan for other offices or sections in your company 5.Accept that although you draft the proposal, it may not bear your name 6.Never submit an internal proposal that offers an idea you think will work but relies on someone else to supply the specific details on how it will work

7. 14–7 Organization of an Internal Proposal  The Purpose of the Proposal –State briefly why you think specific change is necessary now, define problem succinctly and emphasize your plan to solve that problem  The Problem –Provide proof that a problem exists  The Solution or Plan –Describe the change you propose and want approved –Tie solution to the problem you have just documented  The Conclusion –Concisely remind readers that  Problem is ongoing and serious  The reason for change is justified  Action needs to be taken

8. 14–8 Documenting a Problem in a Proposal Guidelines  Avoid vague and unsupported generalizations  Provide quantifiable details  Indicate how many employees (or work-hours) are involved or how many customers are inconvenienced by a procedure or condition  Verify how widespread a problem is or how frequently it occurs; cite specific occasions  Relate the problem to an organization’s image, reputation, or influence

9. 14–9 Proposing the Solution or Plan  Tie your solution directly to the problem  Supply details to show –The plan is workable, and it is cost effective

10. 14–10 Typical Questions Readers Will Ask  How does this proposal meet our company’s special requirements?  Does the writer understand our problem?  Can the writer deliver the services it promises?  Can the job be completed on time?  Is the budget reasonable and realistic?  What assurance does the writer offer that the job will be done exactly as proposed?  How has the writer demonstrated his/her worthiness?

11. 14–11 Writing Winning Proposals  Keep in mind that a proposal presents a plan to a decision maker for his or her approval  To win approval, your proposal must be 1.Realistic 2.Carefully researched 3.Highly persuasive 4.Visual appealing and easy to follow

12. 14–12 √ Revision Checklist  Identified a realistic problem, one that is restricted and relevant to my topic and my audience’s needs  Tried effectively to convince audience that the problem exists and needs to be solved  Used headings, white space, lists, and professional- looking font to make proposal visual attractive and reader friendly  Incorporated quantifiable details demonstrating the scope and importance of the problem

13. 14–13 √ Revision Checklist  Persuasively emphasized benefits of solving the problem according to the proposal; incorporated “you attitude” throughout  Offered a solution that can be realistically implemented— that is, it is both appropriate and feasible for audience  Wrote clearly so audience can understand how and why my proposal would work  Researched background of problem  Double-checked proposals to catch errors, omissions, and inconsistencies