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The Structure of the Proposal 16 449

Don’t write the proposal unless you are confident that you can carry out the
project if you get the go-ahead.
Collaboration is critical in large proposals because no one person has the in this book
time and expertise to do all the work. Writing major proposals requires the For more about collaboration,
expertise of technical personnel, writers, editors, graphic artists, managers, see Ch. 4.
lawyers, and document-production specialists. Often, proposal writers use
shared document workspaces and wikis. Usually, a project manager coordi-
nates the process.
Proposal writers almost always reuse existing information, including boil- in this book
erplate such as descriptions of other projects the company has done, histories For more about boilerplate, see
and descriptions of the company, and résumés of the important personnel Ch. 2, p. 26.
who will work on the project. This reuse of information is legal and ethical as
long as it is the intellectual property of the company.

the strUctUre of the ProPosal

Proposal structures vary greatly from one organization to another. A long, on techcomm Web
complex proposal might have 10 or more sections, including introduction, To view the proposal submis-
problem, objectives, solution, methods and resources, and management. If sion checklist of the Society for
the authorizing agency provides an IFB, an RFP, or a set of guidelines, follow it Human Resource Management
Foundation, click on Links
closely. If you have no guidelines, or if you are writing an unsolicited pro- Library for Ch. 16 on
posal, use the structure shown here as a starting point. Then modify it ac- <bedfordstmartins.com/
cording to your subject, your purpose, and the needs of your audience. An ex- techcomm>.
ample of a proposal is presented on pages 457–62.

summary

For a proposal of more than a few pages, provide a summary. Many organiza- in this book
tions impose a length limit — such as 250 words — and ask the writer to For more about summaries, see
present the summary, single-spaced, on the title page. The summary is cru- Ch. 19, p. 526.
cial, because it might be the only item that readers study in their initial re-
view of the proposal.
The summary covers the major elements of the proposal but devotes
only a few sentences to each. Define the problem in a sentence or two.
Next, describe the proposed program and provide a brief statement of your
qualifications and experience. Some organizations wish to see the comple-
tion date and the final budget figure in the summary; others prefer that
this information be presented separately on the title page along with other
identifying information about the supplier and the proposed project.

introduction
The purpose of the introduction is to help readers understand the context,
scope, and organization of the proposal.

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