Chapter 8 Proposals

Proposals and their UsesSell a specific service or system to another company.

Pitch a new idea, product, system, service, etc. to members in your own company.

To request funds to complete a project to solve a specific problem, i.e. request government funds to improve education of women in the NWFP

Request funds to open a new business.

Two FormatsLonger Formal Format: Used in most situations discussed in the previous slide; consists of approximately 8-10 pages, often times more.

Short Letter Format: Often used within an organization or as a follow-up when the reader already has considerable knowledge of the company and the project.

Longer FormatCover LetterTable of ContentsExecutive SummaryProblem Statement (Statement of Need) Project ObjectivesProject DescriptionFunding EvaluationOrganization BackgroundConclusion1 page1 page1 page2 pages

to 1 page3 pages or more1 page page1 page2 paragraphs

Cover LetterIntroduces the reader to the proposal.

Will often take text from the executive summary and problem statement.

Defines the purpose of sending the given proposal to the reader.

The Hoosier Environmental Council1915 West 18th Street, Suite AIndianapolis, IN 46202317-685-8800hec@hecweb.orgJune 10, 2004

Nina Mason Pulliam Charitable Trust222 Monument CircleIndianapolis, IN 46207

Ladies and Gentlemen:

Thank you for reviewing our proposal for the Fall Creek Stewardship Project. As Indianas largest environmental organization, our mission is to use education, advocacy, and citizen empowerment to restore and protect the natural systems upon which life depends.

The Fall Creek Project will achieve that mission by enabling middle school students to become Stream Doctors as they assess Fall Creeks physical, biological, and chemical health. As they prescribe remedies for this vital water system, they will also learn important lessons in effecting social and environmental change.

Our staff has worked diligently to develop this project and create a fit with your organizations vision and mission. Please let me know if there is any other information with which I may provide you. In the meantime, I look forward to hearing your response so that we may implement the Fall Creek Stewardship Project.

Sincerely,Tim MaloneyExecutive DirectordbEnclosure: Fall Creek Stewardship Grant Proposal

Table of ContentsLists all the major sections of the proposal and the accompanying page numbers.

Executive SummaryAlso called an abstract or synopsis. Summarizes all the major sections, results and conclusions of your proposal.

First, states the statement of need or problem that the proposal addresses.

Second, explains the proposed project: what will happen, the benefits of the project, and where the project is to occur.

Third, includes funding requirements necessary to complete the project.

Fourth, states how your organization is qualified to carry out the proposed program. NOTE: See example in ADOBE

Problem Statement (Statement of Need)Starts with a short statement connecting your services to your clients needs. States why there is a need to solve the problem.

Gives a brief history of the problem: Includes details that relate to the objectives the proposal will address.

Should include enough information so that the reader becomes motivated to solve the problem. Also, motivates the reader to have YOU solve the problem.See Example in ADOBE

Project ObjectivesStates what you will accomplish; write individual objectives for major parts of the project. See Example in ADOBE

Project Description

What will be accomplished and what is the desired outcome.

Identify the methods you will use and the order in which you will use them. Fully describe how you will implement the project.

Provide a timeline of specific dates to accomplish certain aspects of the project. See Example in ABOBE

Funding (Budget)Provides a detailed accounting of the costs associated with the project.

Make sure to justify any costs that may seem extraordinary.

Often, table format is a good way to present this information. See Example in ADOBE

EvaluationExplains how you will measure results of your project. How will you know if you have met your objectives.See Example in ADOBE

Organization BackgroundIncludes relevant information about your companys history, clients, and services.

Explains how your company has the capacity to implement and sustain the project.

Provides the names and credentials of those who will be implementing the proposal. See Example in ADOBE

ConclusionSummarizes the main points of the proposal.

Consists of approximately two paragraphs.

Class AssignmentIn groups of 5 people, create a proposal with all the required components. You will need to first determine the following:

What type of proposal will you create. What business are you a part of? What problem exists that you want to solve?

Discuss how you will solve the given problem. What type of project can you create to solve the problem? What steps will you take to implement the project?

Some Ideas: Create a proposal: That requests an NGO to grant you funds to improve the literacy of women in outlying village areas. That requests a company to adopt your training program that ensures a 25% increase in productivity. Requests funds from a bank to start a new business.

This assignment will be counted on your final exam marks. Total marks yet to be determined. This assignment must be completed in class and be neat and legible. Illegible assignments will not be graded. Formatting and neatness as well as completeness will be considered highly when grading.

Cover LetterTable of ContentsExecutive SummaryProblem Statement (Statement of Need) Project ObjectivesProject DescriptionFunding EvaluationOrganization BackgroundConclusion

1 page1 page1 page2 pages

Each Group member should complete at least two different sections. Group members should collaborate together with each other to complete all sections. You must note which sections were completed by which group members.

Divide the proposal requirements amongst group members. Your proposal should contain the following components:

The length requirements are for a regular proposal; for this assignment, I expect 6 to 8 pages. The cover letter, table of contents, and executive summary should be on their own separate pages. Other sections of the proposal can be in continuous format.

to 1 page3 pages or more1 page page 1 page 2 paragraphs