Writing Proposals Technical English

Introduction Entities that want to receive bids (like an appraisal or “cotización”) on services or products they need will publish an RFP (Request For Proposal) in the newspaper or on the internet, asking for service providers to make an offer to supply these services or products. Entities that want to receive bids (like an appraisal or “cotización”) on services or products they need will publish an RFP (Request For Proposal) in the newspaper or on the internet, asking for service providers to make an offer to supply these services or products. Proposals are then written by providers to offer to solve these problems, provide these services or provide the equipment requested in the RFP. Proposals are then written by providers to offer to solve these problems, provide these services or provide the equipment requested in the RFP.

Introduction The entities can now compare prices from different providers for those solutions, products and/or services they really want. The entities can now compare prices from different providers for those solutions, products and/or services they really want. Also, the proposal is legally binding, specifying what will be done and how. Also, the proposal is legally binding, specifying what will be done and how. You must always remember that proposals are sales presentations. You must always remember that proposals are sales presentations.

3 important characteristics of a good proposal It emphasizes the benefits for the reader or entity. It emphasizes the benefits for the reader or entity. It “toots your horn” by detailing your expertise and accomplishments. It “toots your horn” by detailing your expertise and accomplishments. It is well organized and easy for the reader to understand and respond to. It is well organized and easy for the reader to understand and respond to.

Types of proposals: The Informal Proposal It is often presented in two-to four-page letters. Letter proposals contain six parts: It is often presented in two-to four-page letters. Letter proposals contain six parts: Proposal Introduction BackgroundProposalStaffingBudgetAuthorization

It should have an effective “hook” or opener by promising extraordinary results or resources, and by identifying key benefits, issues, or outcomes. It should have an effective “hook” or opener by promising extraordinary results or resources, and by identifying key benefits, issues, or outcomes. Hint about effective details to be revealed later in the proposal. Hint about effective details to be revealed later in the proposal. Promise low costs and quick results. Promise low costs and quick results. Identify the “heart” of the proposal. Identify the “heart” of the proposal.

Background (problem, purpose) This section identifies the problem and discusses the goals or purpose of the project. This section identifies the problem and discusses the goals or purpose of the project. You must convince the reader that you understand what they want and need. Use the language contained in the RFP. You must convince the reader that you understand what they want and need. Use the language contained in the RFP. Do research and prove you are an authority in that area of service or product. Do research and prove you are an authority in that area of service or product.

Proposal (plan, schedule) Discuss your plan for solving the problem. Sell your methods, products and/or services. Discuss your plan for solving the problem. Sell your methods, products and/or services. Include a schedule or timetable of activities or events. Include a schedule or timetable of activities or events. Specify how the project will be managed and how the progress will be audited. Specify how the project will be managed and how the progress will be audited. Include, if feasible, a service flow chart. Include, if feasible, a service flow chart.

Staffing In this section you describe the credentials and expertise of the project leaders and the support staff. You may specify “who” does “what”. In this section you describe the credentials and expertise of the project leaders and the support staff. You may specify “who” does “what”. Detail other resources, equipment and facilities, and how you analyze statistics. Detail other resources, equipment and facilities, and how you analyze statistics. In longer proposals you may include staff resumes. In longer proposals you may include staff resumes.

Budget It is the central item in most proposals. It is the central item in most proposals. It provides a list of project costs. Prepare this section carefully because it represents a contract; you can’t raise the prices later. It provides a list of project costs. Prepare this section carefully because it represents a contract; you can’t raise the prices later. You may itemize hours and costs, or present a total lump sum only. You may itemize hours and costs, or present a total lump sum only.

Authorization Close your letter with a request for approval or authorization. Close your letter with a request for approval or authorization. Remind the reader of key benefits and motivate him to accept your offer. Remind the reader of key benefits and motivate him to accept your offer. Sometimes an authorization is not included in the proposal, and the customer and sales account manager negotiate terms before agreements are made. Sometimes an authorization is not included in the proposal, and the customer and sales account manager negotiate terms before agreements are made.

Types of proposals: The Formal Proposal Formal proposals respond to larger projects and may be as long as 200 pages. Formal proposals respond to larger projects and may be as long as 200 pages. In addition to the parts of the informal proposal, it also may contain a copy of the RFP, a presentation letter, an executive summary, a table of contents, graphs, and an appendix. In addition to the parts of the informal proposal, it also may contain a copy of the RFP, a presentation letter, an executive summary, a table of contents, graphs, and an appendix.