WRITING THE INTERNAL PROPOSAL
Use the Introduction to Orient the Reader
The introduction to a proposal needs careful thought. The introduction must orient the reader to the writer, the problem. and the solution. The introduction can contain one paragraph or several. The following are important points to clarify.
- W,hy is the writer writing? Is the proposal assigned or unsolicited?
- Why is the writer credible?
- What is the problem?
- What is the background of the problem?
- What is t~e significance of the problem?
- What is the solution?
- What are the parts’ of the report?
Introductory sections often contain a separate summary paragraph that restates the main points of the body. The summary is a one-to-one miniaturization of the body. (Be careful not to make the summary a background; background belongs In a separate section.) If the body contains sections on the solution, benefits, cost, implementation, and rejected ‘alternatives the summary should cover the same points. This usually appears after the context-setting paragraph that answers the questions listed above. Remember, a proposal is not a murder mystery. Readers should know the basic facts after reading the introduction and the summary. The audience does not want to wait until the end to discover your solution and reasons.
Sample introductions to an assigned’ proposal and an unsolicited proposal
INTRODUCTION TO AN ASSIGNED PROPOSAL
On April 24, you requested that I review our present manufacturing Reason for writing capabilities in an attempt to identify inefficient production facilities. In wrong so, I have found that we manufacture Methodology a product that is available from a more efficient source. I am proposing ti!at we purchase the A-100 wiring harness Proposal from a supplier rather than manufacture it in our plant. The information in this report will enable you to make this purchasing’ Purpose decision.
INTROPYCTION TO AN UNSOLICITED PROPOSAL
A new technology – desktop publishing – has made it possible to create pages of graphics and text directly on a computer. The staff of the Clarion is interested in setting up an electronic publishing system that would allow us to layout the paper on our computers and to produce a master copy ready for mass production. This memo will describe the hardware and software we need, how it works, and how it can save Hastings Publishers, Inc., a lot of money.
Use the Discussion to Convince-Your Audience
The discussion section contains all the detailed information that you must present to convince the audience. A common approach functions this way:
- Explanation of the problem
- Causes of the problem
- Details of the solution
- Benefits of the solution
- Ways in which the solution satisfy criteria
- Schedule for implementing the solution
- Personnel involved
- Solutions rejected
In each section, present the material clearly; introduce visual aids whenever possible; and use headings and subheadings-to enhance page layout.Which sections to use depends on the situation. Sometimes you will need an elaborate implementation section sometimes you won’t Sometimes you should discuss causes, sometimes not. If the audience needs ‘the information in the section, include it otherwise don’t.