Technical Proposal

 Definition :
 We may define a proposal as a written
offer to undertake a project for designing,
creating something new or for changing or
modifying an existing procedure, method,
system or structure within a specified
period of time.
 It is a plan or a scheme that persuades its
readers to accept the idea written by one firm as
a response to a request from another firm and
can be also written without any prior request. It
aims at obtaining commercial contracts.
 Any proposal offers a plan to fill a need, and your
reader will evaluate your plan according to how well
your written presentation answers questions about
 WHAT you are proposing,
 HOW you plan to do it,
 WHEN you plan to do it, and
 HOW MUCH it is going to cost.
 Proposals are informative and persuasive
writing because they attempt to educate the
reader and to convince that reader to do
something.
 The goal of the writer is not only to persuade
the reader to do what is being requested, but
also to make the reader believe that the
solution is practical and appropriate. In
persuasive proposal writing, the case is built by
the demonstration of logic and reason in the
approach taken in the solution.
 Projects fall into three categories :
1. Project proposal :
a. It is lengthy
b. Describes the scope of work we will do.
c. The timeline we will follow.
2. Complete system proposal :
a. Provides thorough descriptions and
itemizes costs.
b. Thus allowing the potential customers to
compare costs and quality of our
equipment against that of other vendors.
[Link] component proposals :
a. It is a brief proposal.
b. It focuses on replacement of devices or
accessories the customer may want to use
with an existing system.
 Types of proposals
 External proposals :
1. These go outside an organisation to current or
prospective customers, government agencies, or
to private agencies and foundations.
2. It includes proposals to supply products at given
prices, to build roads, or to perform audits.
3. Includes requests for grants of money or goods
to support the work of non profit agencies or
other groups hoping to meet some societal or
humanitarian need.
 Such requests are submitted to
foundations established solely for funding
projects in areas such as the arts,
education, the environment , or human
services.
 2. A proposal written by a firm in order to
win contracts for work.
 Internal Proposals :
1.)These are proposals sent to others within
the organisation.
2.) These can be proposals to solve
problems or to meet needs by improving
procedures, changing products, adding
personnel, reorganising departments,
expanding facilities, reducing budgets, or
making other changes.
4.) Ideas for internal improvement, creatively
developed and effectively presented, are
the lifeblood of organisations.
5.)The writer prepares an internal proposal
with a motive to convince the person or a
group in authority to allow him to
implement his ideas. It is submitted within
a company.
6.) With internal proposals, you may not
have to include certain sections (such as
qualifications), or you may not have to
include as much information in them
 Solicited proposals :
1.) It is a proposal prepared in response to an
invitation from a firm or some government or
non- government organization.
2.) These invitations are published in the news
papers as tender notices.
3.)The writer is required to supply relevant
particulars, as demanded by the firm to win the
project.
4.) The solicitation may be made face to
face, by telephone, or in writing.
5.) Solicited proposal may be internal or
external, formal or informal; same is true
for the response.
 Unsolicited proposals :
1.) It is a proposal prepared by an individual
on his own initiative, without any external
encouragement or request , to solve a
problem or to meet a specific need as
perceived by him and convince the
authority to allow the writer to implement
his idea.
2.) These proposals represent an
independent analysis of another’s
problems or needs and the creation of
possible solutions.
3.) These may be internal or external.
4.) When submitting such proposals the
writer must match the goals of his or her
organisation to those of the foundation or
agency.
 Informal proposal take the form of letters
(external) or memos (internal).
 Formal proposals

1. Are highly structured documents that have

many features found in formal reports.
2. The appearance compliments the contents
and adds to the overall impression the
document is intended to create.
 Characteristics of a proposal
 It must tell the reader what you plan to do, how
will you do it, how much time will you take in
completing it and what will it cost.
 Since it is persuasive in nature it should be
based on the AIDA plan
 Attention is caught towards what is being
proposed
 Interest is created by pointing out how the work
will be executed.
 Desire has to be generated to accept the
proposal by highlighting the benefits and
advantages
 Action is induced by persuasive reasoning
 Qualities of a good proposal
 A number of factors play a role in converting
this selling tool into a contractual commitment
 Understand customers need as well as the products
and services.
 Specify the scope clearly
 Be realistic in your estimate of time, money, material
and personnel required.
 Establish your credentials for accomplishing the task
 Highlight the benefits that would accrue to the
customer.
 Keep the proposal short and simple
 Use plain language.
 Mention the risks and benefits that are likely to occur.
 The most basic composition of a proposal, as with any
other written document, is simple; it needs a
beginning (the Introduction), a middle (the Body of
material to be presented) and an end (the
Conclusion/Recommendation).
 The INTRODUCTION presents and summarizes the
problem you intend to solve and your solution to that
problem, including the benefits the reader/group will
receive from the solution and the cost of that solution.
 The BODY of the proposal should explain the
complete details of the solution: how the job will be
done, broken into separate tasks; what method will be
used to do it, including the equipment, material, and
personnel that would be required; when the work will
begin; and, when the job will be completed. It should
also present a detailed cost breakdown for the entire
job.
 The CONCLUSION should emphasize the
benefits that the reader will realize from your
solution to the problem and should urge the
reader to action. It should be encouraging,
confident and assertive in tone.
 Facts must lead logically and inevitably to the
conclusion and/or the solution presented.
Evidence should be given in a descending
order of importance, beginning with the most
important evidence  and ending with the least
important.
 PROPOSAL DEVELOPMENT STRATEGIES AND
WRITING TIPS
 Use outline formats and listings whenever possible to
break up narrative texts.
 Use visuals to enhance and explain abstract concepts
and relationships. (Do not overuse.)
 Don't overkill a point. State it, support it, and move on
to the next point.
 Use forecasting and internal summaries to help the
reader know where they are and where they are
going.
 Be generous with transitions as they will help the
reader to know where they have been and where they
are going.
 Avoid equivocal language, such as: "might, could,
ought, may, should, hope, will consider, it appears".
 Don't avoid significant issues which apply to the
project or potential problems which may be relevant to
the project. It is better to take a stand and discuss a
process for dealing with anticipated problems than to
avoid these questions.
 Avoid impossible promises.
 Avoid unsupported subjective arguments.
 Do not assume that the reader will be intimately
familiar with the subject.
 Sequence the components of the proposal in a logical
manner.
 Carefully review, edit, and proofread -- again and
again . Get others to help, as in another opinion in a
medical manner. Avoid errors in grammar, spelling,
math, and maintain a clean overall appearance.
 A proposal should be readable, should not be missing
pages, and should be written in the same consistent
style throughout.
 Organization of Proposals
 As for the organization of the content of a proposal,
remember that it is essentially a sales, or promotional
kind of thing. Here are the basic steps it goes through:
 You introduce the proposal, telling the readers its
purpose and contents.
 You present the background—the problem,
opportunity, or situation that brings about the
proposed project. Get the reader concerned about the
problem, excited about the opportunity, or interested in
the situation in some way.
 State what you propose to do about the problem, how
you plan to help the readers take advantage of the
opportunity, how you intend to help them with the
situation.
 Discuss the benefits of doing the proposed project, the
advantages that come from approving it.
 Describe exactly what the completed project would
consist of, what it would look like, how it would work—
describe the results of the project.
 Discuss the method and theory or approach behind
that method—enable readers to understand how you'll
go about the proposed work.
 Provide a schedule, including major milestones or
checkpoints in the project.
 Briefly list your qualifications for the project; provide a
mini-resume of the background you have that makes
you right for the project.
 Now (and only now), list the costs of the project, the
resources you'll need to do the project.
 Conclude with a review of the benefits of doing the
project (in case the shock from the costs section was
too much), and urge the audience to get in touch or to
accept the proposal.
 Front Matter
 Letter of Transmittal/ statement of request
 Title Page

 Project Summary (approx. 200 word abstract)


THE PROPOSAL

 Introduction Body
Project Proposal: (Includes Statement of the Problem, Proposed Solution(s),
Program of Implementation, Conclusions/Recommendations)
 Conclusion/Recommendations

 Back Matter

 Bibliography and/or Works Cited Qualifications (of writer(s) and/or project

implementers)
 Budget
(Itemization of expenses in the implementation and operation of the
proposed plan, and detail of materials, facilities, equipment and personnel)
  
Appendices
 Format
 Cover page

A proposal
For
TITLE
By
Name
Designation
Name of the Organization
Date
 Title page
A
Proposal
For
TITLE
Submitted to
Name of the recipient
By
Proposers name
Designation
Name of the organization
Date
 Statement of Request
 Date
 Name of the proposer
 Designation
 Organization name
 Name of the addressee
 Designation
 Organization name
 Subject:……….
 Sir
 In response to your advertisement in The Times dated 7th may’05 I would
like to submit a proposal enclosed herewith.
 I shall be thankful to you if you will kindly let me know the status of the
proposal at the earliest.
 Yours faithfully
 Sign
 Name
 Designation

 Enclosed: Proposal
 Summary
 It conveys the jist of the entire proposal to the
authorities who have to take a decision.
 It must contain all the information in brief.
Summary
1. Project title
2. Proposer ( Name & designation)
3. Proposers Address (Organization Name)
4. Venue of work
5. Time needed to begin after approval
6. Duration
7. Estimated cost
8. Summary of the main body
 Introduction / Statement of problem:
 Defines the need or states the problem to which
the proposal is addresses itself.
 Have to give a brief background in terms of the
work already done and its inadequacy in the
present circumstances.
 Defines the scope and limitations of the project.
 Background on the problem, opportunity, or
situation. Often occurring just after the introduction,
the background section discusses what has brought
about the need for the project—what problem, what
opportunity there is for improving things, what the
basic situation is.
 Objectives:
 To what extent your proposal is going
to solve the existing problem or effect
the change.
 Stated in terms of long and short term
goals.
 Objectives must be tangible, specific,
concrete, measurable, and achievable in a
specified time period
 Management Plan / Methodology:
 Describes how you will accomplish the proposed task.
Method, procedure, theory. The plan of action for doing the
proposed work, if approved to do it. This acts as an additional
persuasive element; it shows the audience you have a sound,
well-thought-out approach to the project.
 facilities required The existing ones and which may be
needed but are not there. (Justify the requirement)
 Schedule. The time required to complete the work Most
proposals contain a section that shows not only the projected
completion date but also key milestones for the project. If you
are doing a large project spreading over many months, the
timeline would also show dates on which you would deliver
progress reports. And if you can't cite specific dates, cite
amount of time or time spans for each phase of the project. .
 Qualifications
 The proposer has to convince the
authority concerned that he is fully
qualified in all respects to do the proposed
work.
 Most proposals contain a summary of the
proposing individual's or organization's
qualifications to do the proposed work. It's like a
mini-resume contained in the proposal. The
proposal audience uses it to decide whether
you are suited for the project. Therefore, this
section lists work experience, similar projects,
references, training, and education that shows
familiarity with the project.
 Technical Plan:
 Describe technically how the proposal
would solve the problem.
 Discuss the theoretical or analytical
experiments to be followed by you.
 Specify the instruments, equipment and
materials that would be needed and how
all they be utilized.
 If new instruments are needed then justify
the requirement clearly indicating the
advantages.
 Cost Estimate:
 Costs, resources required.
 Most proposals also contain a section detailing the costs
of the project, whether internal or external. With external
projects, you may need to list your hourly rates, projected
hours, costs of equipment and supplies, and so forth, and
then calculate the total cost of the complete project. With
internal projects, there probably won't be a fee, but you
should still list the project costs: for example, hours you
will need to complete the project, equipment and supplies
you'll be using, assistance from other people in the
organization, and so on.
 Furnish the details of all the expenses.
 These should include the amount required for the following
items: material, equipment, computer time, lab testing,
salaries of the people involved in the work, travel,
infrastructural facilities such as land, building, water,
electricity etc.
 The estimate should be realistic and logical.
 Conclusions
 The final paragraph or section of the proposal
should bring readers back to a focus on the
positive aspects of the project (you've just
showed them the costs).
 In the final section, you can end by urging them
to get in touch to work out the details of the
project, to remind them of the benefits of doing
the project, and maybe to put in one last plug
for you or your organization as the right choice
for the project.
 Special project-specific sections
 Remember that the preceding sections are typical or
common in written proposals, not absolute
requirements.
 Similarly, some proposals may require other sections
not discussed above.
 Don't let your proposal planning be dictated by the
preceding discussion.
 Always ask yourself what else might my audience
need to understand the project, the need for it, the
benefits arising from it, my role in it, my qualifications
to it What else might my readers need to be convinced
to allow me to do the project? What else do they need
to see in order to approve the project and to approve
me to do the project?
Bibliography


• It refers to a descriptive list of sources which

have been consulted to write an article or a
report. Information for bibliographies is taken right
from the source.

• It includes all the sources- books, journals,

magazines, websites, articles etc.

• Organized alphabetically listing the authors

name in the reverse order.
Format:
  Books/Single Author
 A typical bibliography entry for a book has three parts:
the author, title, and publication information (this last
includes place of publication, publisher, and date of
publication). These will appear as follows:
 Author’s last name, first name. Title of book. Place of
publication: Publisher, copyright year
 Crystal, David. English as a global language.
Cambridge; Cambridge university press,1997.
 Kasson, John F. Civilizing the Machine: Technology
and Republican Values in America 1776-1900. New
York: Penguin, 1976.
 Multiple Authors
 Ehrenreich, Barbara, and John Ehrenreich, eds. The American
Health Empire: Power, Profits, and Politics. New York: Vintage,
1971.

 For an encyclopedia article  

 Article author’s last name, first name. "Title of article." Name of
encyclopedia. Copyright year. Volume number, page(s).
 Clark, William W. "Gothic Art." World Book Encyclopedia. 2002.
Volume 8, pp. 277-278.

 For a magazine or newspaper article: 

 Article author’s last name, first name. "Title or headline of
article." Name of magazine or newspaper. Date of magazine or
newspaper, page(s).
 McGill, Kristy. "A Baltic Scramble." Faces. May, 2003, p. 27.
 For an internet address:
 Author’s last name, first name. "Title of item." [Online]
Available [Link] date of document or
download.
 DiStefano, Vince. "Guidelines for Better Writing." [Online]
Available [Link]
October 5, 2002.
 For audiovisual materials: 
 Title of material. Type of material. Place of publication:
Publisher, copyright date.
 Bizet’s Dream. Videotape. New York: Sony Wonder, 1998.
 For a cd-rom:
 "Article title." CD-ROM title. CD-ROM. Copyright date.
 "Titanic Disaster." Encarta 99 Encyclopedia. CD-ROM. 1999
 CHECKLIST FOR STATEMENT OF GOALS,
OBJECTIVES AND ACTIVITIES
 Are there one or more goals that reflect the need for the project
and clearly show its purpose and direction?
 Is there at least one objective for each need or problem
committed to in the needs/problem statement?
 Are the objectives realistic and appropriate?
 Are the objectives stated in terms of outcomes and not in terms
of methods or activities?
 Do the objectives describe the population that will benefit?
 Do the objectives state the time by which they will be
accomplished?
 Do the objectives describe the outcomes of the project in
measurable terms?
 Do the activity statements show how the objective will be put
into operation and accomplished?
 AESTHETICS CHECKLIST
1. Does the cover express something of the content of
this proposal or the nature of your organization?
2. Is there a Table of Contents?
3. Is there a title page with all necessary background
information describing this document?
4. Is the summary no more than 3/4 of a page long?
5. Does the organization of the proposal enhance the
content and make it easy to find/avoid types of
information?
6. Are the margins consistent?
7. Is the pagination accurate?
8. Did you use a consistent type-style?
9. Is the copying high-quality?
10. Did you footnote narratively?
11. Did you use color coding?
12. Did you avoid unnecessary charts, tables,
diagrams?
13. Is the binding neat and attractive?
14. Has it been reviewed for
spelling/grammar/diction?
15. Is the typing accurate?
16. Are the section-headings clear and consistent
in format?
 Why Are Proposals Turned Down?
 The problem is trivial or is unlikely to produce new or
useful information.
 The proposed research is based on a hypothesis that
rests on doubtful, unsound or insufficient evidence.
 The problem is more complex than the author realizes.
 The problem is local in significance, production, or
control, or otherwise fails to fall clearly in the
mainstream of the discipline.
 The problem is intellectually premature - only a pilot
study.
 The problem as proposed is overly involved with too
many elements required to be investigated
simultaneously.
 The description of the research leaves the proposal
nebulous, diffuse, and without a clear aim.
 The proposed methodology, including tests and
procedures, are unsuited to the objective. May be
beyond the competence of the investigator.
 The over-all design is not carefully thought out.
 Statistical aspects are not given sufficient
consideration.
 Approach lacks imagination or originality.
 Controls are either inadequately conceived or
described.
 Proposed material for research is unsuited or difficult
to obtain.
 The number of observations proposed is unsuitable.
 Available equipment is unsuited to the research.
 The proposal will be accepted if the
proposal is able to convince the reader
about the ability of the organization to do
the proposed work and how well it has
been planned.