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| a proposal is an offer to |
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Definition
| to carry out research or to provide a product or service. does not require rfp |
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| (business letter or memorandum) that provides information for bringing about change at a business or institution. |
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| management with information about a project so a decision can be made as to whether or not to proceed. |
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| If management feels that the benefits of a project are sufficient, |
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Definition
| the proposal will be approved and work can begin on the project output (feasibility report, research report, training manual, instruction manual, pamphlet, brochure). |
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| What “changes” can a proposal help being about? |
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changing an existing facility
developing a new product
changing an existing product
developing a new policy or procedure
changing an existing policy or procedure
creating a new staff position or eliminating an existing position
changing an existing staff position
purchasing new equipment
developing or revising documentation |
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Definition
are usually produced by freelance technical writers who are not employed by the business or institution
are completed in business letter format |
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are produced by an employee of the business or institution
are written in memorandum format |
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| usually sent in response to an IFB (information for bid) or an RFP (request for proposals). |
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| information for bid (IFB) |
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| applies to purchase of standard products |
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| request for proposals (RFP) |
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| applies to customized products or services |
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| Unsolicited proposals are |
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| submitted by a prospective supplier who believes that the customer has a need for goods or services. |
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Term
Research Proposals
involves a request to conduct research
the research can result in the development of a… |
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Definition
| report, feasibility report |
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| completion report, final report, project report, or article that will provide information to the audience on the topic researched |
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| which will provide information that will be used in making a decision about a project that is controversial, complex and/or costly but does not involve the purchase of goods or providing of a service |
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| a research proposal can also provide information on the topic or form the basis for making a decision without requesting the development of another document if the proposed idea is not controversial, relatively simple and/or inexpensive but does not involve the purchase of goods or providing of a service |
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Goods and Services Proposals
leads to … |
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the purchase of goods, purchase or providing of services or a combination of both
a request for money to provide support (i.e. grants) |
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Goods and Services Proposals
can request |
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Definition
| that a feasibility report be developed which will provide information that will be used in making a decision about a project that is controversial, complex and/or costly and does involve the purchase of goods or providing of a service |
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Goods and Services Proposals
can form the basis for |
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Definition
| making a decision without requesting the development of another document if the proposed idea is not controversial, relatively simple and/or inexpensive and does involve the purchase of goods or providing of a service |
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Term
| A successful proposal shows |
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Definition
Show that you understand the readers’ needs.
Show that you have decided what you plan to do, and that you are able to do it.
Show that you are a professional, and that you are committed to fulfilling your promises |
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| proposals are persuasive because |
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| you must convince readers that the benefits of the proposed idea outweigh the costs. |
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| Follow these four guidelines in demonstrating your professionalism: |
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Definition
Provide your credentials and work history.
Provide your work schedule.
Describe your quality-control measures.
Include your budget. |
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| Avoid these four common dishonest practices: |
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Definition
saying that certain qualified people will participate in the project, even though they will not
saying that the project will be finished by a certain date, even though it will not
saying that the deliverable will have certain characteristics, even though it will not
saying that the project will be completed under budget, even though it will not |
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| writers are tempted to mislead their readers about: |
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Definition
their qualifications
how long it will take to complete the project
the characteristics of the final product
cost of completing the project
the overall importance of the project |
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| There are three reasons to write honest proposals: |
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Definition
to avoid serious legal trouble stemming from breach-of-contract suits
to avoid acquiring a bad reputation, thus ruining your business
to do the right thing |
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Term
| A typical proposal includes 8 main sections: |
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Definition
Purpose (for memos) – introductory paragraph (for business letters)
Summary
Introduction
Proposed Tasks
Schedule
Experience
Budget
References |
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Term
| Purpose (memo proposal) or introductory paragraph (business letter proposal) |
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Definition
informs the audience that the proposal is a request to develop a document that might solve a problem (e.g. feasibility report, research report, manual, brochure, etc)
Indicate the problem and the proposed solution |
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| Introductory paragraphs of business letters usually end with |
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| the hope that the proposal will be approved and/or a statement emphasizing the need for solving the problem. |
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: background information that will help the reader understand the remainder of the proposal
¶ 2: identify and describe the problem and the consequences or effects of the problem
¶ 3: the proposed idea or solution to the problem and how research will be conducted
¶ 4: how long it will take to complete work on the project, cost of completing the proposed document, progress report date, completion date |
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¶1: detailed explanation of the problem
¶2: provide proof that the problem exists and that it must be solved
¶3: importance of the problem and what might happen if it is not solved
¶4: detailed description of the proposed idea that will solve the problem
¶5: advance organizer (lists the sections in the remainder of the proposal) |
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Definition
begins with introductory sentence
lists the tasks or steps that must be followed in order to solve the problem
each task is numbered and begins with an italicized summary of the task
detailed description of the task follows in plain text
the last task states the development of the final product (feasibility report, research report, manual, brochure) |
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Gantt Chart (modified bar graph)
begins with introductory sentence
lists the tasks and when work will be completed on each task
graphic title and number is below chart:
e.g.: Figure 2. Schedule of Project Tasks |
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Term
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Definition
assures the reader that the individual(s) working on the project have the experience and expertise needed to successfully complete it
¶1: knowledge and experience with the problem that is being addressed
¶2: experience with conducting research and writing |
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introductory sentence
2 column chart or table
1st column lists cost items
2nd column lists dollar amounts of each item
last row states total amount
IMPORTANT: the budget section of a proposal states only the costs of developing the document that is being proposed (feasibility report, research report, manual, brochure).
It is not the cost of implementing the solution (building a building, buying equipment, etc). |
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Definition
This is a list of all sources cited in the body of the Proposal using MLA or APA format.
Outdent all sources 5 spaces.
Space between each source. |
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Term
| Sources of Information About Audiences- |
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Definition
direct contact with audience (i.e.interview)
direct contact with an associate (interview someone who works with the audience)
direct contact with a surrogate (interview someone outside of the organization where the audience is employed who holds a similar position)
indirect research (learning about the kind of audience, usually the position held, through hardcopy or internet references)
personal assumption (avoid this if at all possible because it provides the technical writer with information based on stereotypes) |
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| Techniques and Media Used in Learning About Audience |
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direct contact
phone
e-mail
snail mail
internet research
library research |
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| horizontal communication is |
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| communication that takes place with peers or equals. |
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| Upward Vertical Communication is |
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| communication with people who are"above" the communicator in terms of their position in an organizational hierarchy. |
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| Downward Vertical Communication is |
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| communication with people who are "below" the hierarchy. |
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| is the role the writer assumes that matches the characteristics of the audience. The ability of the technical writer to assume this role determines the success or failure of what is being communicated. |
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expert
technician
manager
general reader |
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| Basic Categories of Readers |
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| expert, technician, manager,general readers |
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| The use of audience profile sheets can be a very effective way of |
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| gathering and recording information about audiences. |
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| people who will work with the information directly – will be responsible for making decisions or making recommendations |
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| people who need to be aware of the information in the document but will not work with it directly – will not have a role in decision making |
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| Writing for Multicultural Audiences |
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Definition
limit your vocabulary
keep sentences short
define abbreviations & acronyms in a glossary
avoid jargon (unless your readers are familiar with it)
avoid idioms and slang
use active voice when possible
be careful with graphics
have someone from the target culture review the document |
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