Proposals: Real-World Proposals

In the real world, proposals clearly take a variety of forms. In fact, the company for which you go to work might have its own established guidelines for proposal production. For now, it will help if you can familiarize yourself with a formal proposal structure.

 

Real-World Proposal Basic Components

This section breaks down the most basic features of a real world proposal, but adds three additional features to the beginning of the document: a title page, a letter of transmittal, and a table of contents.

 

Component Does This/Includes This

Title Page

Although many different variations exist, a title page should include at the very least these items:

  • title of proposal,
  • person to whom the proposal is being submitted,
  • name of proposal author(s), and
  • date of submission.

Letter of Transmittal
  • Exists to introduce the proposal to your intended audience.
  • Follows the neutral news organizational pattern:
  • delivers the news (introduces report)
  • provides details about the news (explains purpose and highlights key points/parts)
  • closes cordially (with contact info)

Table of Contents

 Arrange the material according to the major headings for the major sections.

Introduction
  • Provides an overview of your proposal:
  • Stresses your understanding of the problem,
  • Summarizes your recommendation(s),
  • Reviews the primary points you will cover in the document.
  • Should run no more than a page in length, but can be shorter.

Statement of Problem
  • Focuses on 
    • Definition of the problem,
    • Specific aspects of the problem, and
    • Proof that the problem actually exists.
  • Should contain major and minor headings, as needed.

Proposed Solution
  • Specifies
    • How you believe the problem can be solved,
    • How the solution can be achieved (steps to be taken), and
    • Who will be affected (benefits stressed) by the solution.
  • Should contain major and minor headings, as needed.

Qualifications 
  • Discusses your or your team's specific qualifications for solving the problem.
  • Can expand to discussing the qualifications of your entire company, if applicable.

Budget
  • Estimates (as fully and honestly as possible) how much the project will cost.
  • Should identify and itemize each cost.
  • Should be presented in a Gantt chart or table format.
  • Include an introductory sentence between the heading and the chart to inform readers of the purpose of the section.

Timetable
  • Estimates (as fully and honestly as possible) how long each element of the project will take.
  • Should be presented in a Gantt chart or table format.
  • Include an introductory sentence between the heading and the chart to inform readers of the purpose of the section.

Conclusion
  • Summarizes your proposed suggestions for change.
  • Lists your recommendations.

Optional Features

Appendices:  maps, visuals aids, and other elements that require full pages for illustrations.

The real world proposal demands that you do your homework:  you must prove that a problem exists and that your solution or plan provides the best resolution to that problem. In some instances, your proposal might seek funding for a project your organization (ex: school, club, group) seeks to undertake; in others, it might outline your company’s plan for completing a project advertised by another source.

For example, say you work for an architectural or engineering firm in Dallas, TX.  The city plans to renovate a section of its downtown park and advertises for bids and plans.  You might be handed the task of outlining your company’s plans for the project – and your plan might be competing with X other plans.  The details you include can make the difference between winning and losing the job for your company.