Project recommendation report sample

Markel, M. (2015). Technical communication (11th ed.). Boston, MA: Bedford/St. Martin's.

CHAPTER 16

A PROPOSAL IS an offer to carry out research or to provide a product or service. For instance, a physical therapist might write a proposal to her supervisor for funding to attend a convention to learn about current rehabilitation practices. A defense contractor might submit a proposal to design and build a fleet of drones for the Air Force. A homeless shelter might submit a proposal to a philanthropic organization for funding to provide more services to the homeless community. Whether a project is small or big, within your own company or outside it, it is likely to call for a proposal.

Understanding the Process of Writing Proposals

Writing a proposal calls for the same process of planning, drafting, revising, editing, and proofreading that you use for other kinds of documents. The Focus on Process box on the next page presents an overview of this process.

the logistics of Proposals

Proposals can be classified as either internal or external; external proposals are either solicited or unsolicited. Figure 16.1 shows the relationships among these four terms.

InTernaL anD exTernaL ProPoSaLS

Internal proposals are submitted to the writer’s own organization; external proposals are submitted to another organization.

FOcuS On PROceSS

When writing a proposal, pay special attention to these steps in the writing process.

PlannInG

draftInG

revIsInG edItInG ProofreadInG

consider your readers’ knowledge about and attitudes toward what you are proposing. use the techniques discussed in chapters 5 and 6 to learn as much as you can about your readers’ needs and about the subject. Also consider whether you have the personnel, facilities, and equipment to do what you propose to do.

collaboration is critical in large proposals because no one person has the time and expertise to do all the work. see chapter 4 for more about collaboration. in writing the proposal, follow the instructions in any request for proposal (RFP) or information for bid (iFB) from the prospective customer. if there are no instructions, follow the structure for proposals outlined in this chapter.

external proposals usually have a firm deadline. Build in time to revise, edit, and proofread the proposal thoroughly and still get it to readers on time. see the Writer’s checklist on page 443.