Technical Writing

Module 14

Types of proposal

Formal proposals
normally large,
comprehensive documents
produced by a team of
experts on behalf of an
organization.
Informal proposals
generally short documents
of limited scope written by
an individual.

Formal Proposals are:

lengthy

projects

undertaken

by skilled proposal
writers functioning together in a
well-structured, proposal team
environment
prepared

in response to a
formal request for proposal
(RFP).

Forms of formal proposal

An executive summary that synopsizes the

substance of the proposal.
often are written by senior decision makers such as a companys vice
president.

A technical volume that lays out the proposed

solution in detail.
is normally written by a team of engineers and scientists who are
responsible for solving the problem.

A management volume that describes the

organizational structure and key players who will
implement the proposal, if accepted.
is generally written by a team of experts in management theory and
organizational structure.

A cost volume that provides detailed analysis and

data regarding the cost of implementing the
proposed solution.
is often written by a team of financial planners, auditors, comptrollers,
and accountants.

A resources volume that provides detailed

analysis and data regarding both the human and
the physical resources required to implement the
proposed solution.
is written by human resource experts, who are responsible for hiring
people with the necessary skills, and by facilities experts, who locate,
modify, or build the needed facilities

Formal proposals frequently take months

to produce at a cost of tens of thousands
of dollars.
Writing these proposals is a difficult task,
especially because these documents are
evaluated in an extremely competitive
environment.
Winning or losing is based on the quality of
the proposed solution, the credibility of the
proposing organization, and the estimated
cost of implementing the proposal.
In the end, the proposal representing the
best overall value normally wins the
contract.

Informal Proposals
Written

by individuals, not teams

typically

address a limited problem

for which a relatively straightforward
solution exists
take

a form of a long letter or a short

document.

Types of informal proposals

solicited

proposal responds to a specific, often

written, request.
a homeowner might ask a contractor for a proposal to replace the roof on a house
a company might ask a lighting firm for a proposal to illuminate a manufacturing area.

unsolicited

proposals are proposals that no one

has asked for and, perhaps, that no one wants.
Unsolicited proposals often come from within an organization
an assembly line worker may send the supervisor a letter suggesting a change to a manufacturing
process.

Unsolicited proposals, as you might imagine, have less chance of being

accepted.

Proposal requirements

Layout and presentation

To be persuasive, a technical writer must present valid ideas clearly and
accurately in a document that is professional in every respect, including
layout, style, and appearance.

Cover letters and title pages

Cover letters ensure that the proposal gets to the right place and is
considered in the proper context. These letters provide the following
information:

A brief description of the document.

The problem or requirement that the document addresses.
The intended recipient.
A contact for any additional information.

10

CompLab
Systems Development Management (SDM)

March 31, 2004

Magdalena Luisa Luson-Ko
TAKBO MOTORS TRANSPORT, Inc.
33 N. Reyes St.
Sampaloc, Manila, Philippines
(+632) 731-6789
Dear Atty. Luson-Ko:

Enclosed is the proposal for Takbo Motors Transport, Inc. OIS in response to RFP 7327216 requirements. This proposal is submitted
to accomplish the OIS requirements of Takbo Motors Transport, Inc. in accordance with the international law.

For additional information, please contact Ronaldson Juanatas, Ph.D., Director of Systems Engineering at CompLab, tel. no. (+632)
716 1678 loc 445, or e-mail: rjuanatas@complab.com

Sincerely,

Bernie J. Kabikski
Chief, Management Information System
BJK/mms
Enclosure: proposal

Sample cover letter (adapted from Finkelstein, 2005)

Title

page

The complete title of the report.

The name(s) of the author(s).
The date of submission or period covered by
the report.
The name of the submitting organization.
The name of the receiving organization.

Office Information System

A Proposal
by
CompLab SDM
Submitted
on
March 31, 2004

For the
Takbo Motors Transport, Inc.
RFP 7327216

Sample title page format

Attachments and
Appendices
Attachments can be
individually numbered and simply
attached at the end of the report, or
they can be included in a formal appendix
section.

If placed in an appendix, attachments

should be identified individually as
Appendix A, Appendix B, and so on.

Format of proposals
The following are the recommended format of a proposal. Remember,
these are only examples - they are not universally accepted patterns
of organization.
There is no universally accepted pattern of organization for proposals!

I.

Introduction
A. Statement of the problem
B. Recommendation, or summary of proposed solution
C. Scope and plan of the report

II.

Discussion of the recommendation or of the proposed solution in the light of specifications or

standards of judgment
A. Discussion according to standard No. 1
B.

III.

Discussion according to standard No. 2

Management plan
A. Organization
B.

Personnel

IV.

Cost analysis

V.

Company's capabilities
A. Facilities
B. Experience

VI.

Summary

Outline of Proposals
1.

2.

Introduction
1.1 Purpose

Describe the reason for writing this report.

1.2 Background

Describe the problem that needs to be solved.

1.3 Scope

Review what this report will and will not cover.

Discussion
2.1 Approach

Describe the proposed solution to the problem.

2.2 Result

Show how the solution will solve the problem.

2.3 Statement of work

Lists the tasks that will be performed as part of this solution.

2.4 Resources

3.

4.

2.5 Personnel

List those who will be doing the work and their qualifications.

2.6 Facilities/equipment

List the physical resources required to do the work.

Costs
3.1 Fiscal

List the financial costs of implementing the proposed solution.

3.2 Time

List the hours required to implement the proposed solution.

Conclusion
4.1 Summary

Highlight the benefits and risks of adopting this proposal.

4.2 Contact

Provide the contact for more information.

Sample outline of proposal (adapted from Finkelstein, 2005)

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