The Basics of Proposal Writing

Written by

Chair Ockera Moulton, Kiwanis Club of Young Professionals Kingston.

A  Proposal is a document that states a problem and offers a solution for the consideration of a sponsor. There are different types of proposals. These can be business, research, or project-related.  In this article, you will be exposed to the basic elements of proposal writing for service projects.

Project proposals begin with an idea about a problem and ways of resolving the issue. Here are some key questions to consider before the commencement of writing your proposal.

● What is the problem?

● Where is this problem located?

● How can I solve this problem?

● What are the processes involved with solving this problem?

● What are the outcomes of solving this problem?

● Who stands to benefit?

● What will this all cost?

Proposals can be solicited or unsolicited. Solicited proposals are those that have been advertised through mass media under the heading ‘request for proposal.’ Unsolicited proposals are those that have not been formally requested by an individual, body, or organization but by reading the proposal the individual, body, or organization is subsequently convinced that a problem exists or that a project idea would be beneficial to the community they serve.

All proposals must contain the following:

1. Title Page: This is an introduction to the recipient. This should be brief but comprehensive. Check to see if the organization has outlined a rubric to follow or forms to fill out for sections such as financial data.

2. Executive Summary: Also called an abstract describes the problem and solution presented by the bidder. The summary also includes information on funding and the applicant’s capabilities. It is at this point, the recipients make preliminary decisions on your proposal.

3. Table of Contents: This outlines the major sections of the proposal in chronological order. Illustrations and tables are listed here, as well as, an appropriate numerical scheme.

4. Introduction: The introduction of a proposal begins with a problem statement and describes the purpose and significance of the project undertaking. The introduction sets out to frame the context that the layperson may understand. The use of statistics and citations from appropriate studies strengthens the introduction.

5. Background: This is the foundation of the service project. It presents to the recipient of the proposal what the problem is and the progression of accomplishing it. This is done through critical analysis of the work done by personnel and organizations, in a similar capacity. Additionally, the background is concerned with giving credence to one's competencies, and how this project will build upon work done in the past

6. Research Proposal and Methodology.  This is the heart of the proposal as it appeals to the technical reviewers. The approach tells how the bidder intends to solve the issue. This is followed by a detailed explanation of the approach, in the methodology as to what will happen.

7. List of References: Whether APA, MLA, or Harvard, work cited must be accounted for in a bibliography. Special emphasis must be placed on consistency throughout the proposal presentation.

8. Personnel: This section highlights, in detail the contribution of each person on board, the capacity of their service, and the reason for inclusion in the project.

9. Budget: Typically, recipient sponsors specify how budgets should be presented and what costs are allowable. The cost proposal includes pieces of information on personnel to be paid as well as administrative and overhead expenses. The bidder may also add time stipulations for expected payouts. Also, legal matters may be added here, unless lengthy and requiring its own section.  

Some additional titbits are to be taken into consideration during the process of writing a proposal, namely:

● Be realistic about what can be accomplished in specific timeframes and overall.

● Be explicit about the focus of the project.

● Be sure to use appropriate font and font sizes for the aesthetic appeal of your proposal presentation.

● Be sure to do a post evaluation of your proposal whether your bid comes out on top or not. There are always new opportunities for partnerships and other sponsors that you can approach.

Bibliography

Gross Allison, H. A. (n.d.). Technical Writing. Retrieved from Open Oregon Technical Resource: https://openoregon.pressbooks.pub/technicalwriting/chapter/3-2-types-of-proposals/

Illinois University. (2020). Writing a Research Proposal. Retrieved from Illinois University Library: https://guides.library.illinois.edu/c.php?g=504643&p=3454882

Inc. (2020, 2 6). Business Proposals. Retrieved from Inc.: https://www.inc.com/encyclopedia/business-proposals.html