LECTURE 3a

Informal
Proposal

At the most basic level, a proposal is

a plan, recommendation, or
suggestion that individual(s) /
organization(s) makes to another.
In the workplace, a proposal is a
special kind of report. One seeks not
only to inform but also to persuade.

At work, you'll write proposals for one

of these 2basic reasons:
1) To solve a problem
e.g. outdated computer technology,
increased traffic congestion, declining
test scores
2) To take advantage of an
opportunity
e.g. new funding available, the
emergence of a new technology or
market, an economic upswing

In both cases, the proposal typically

presents some type of project to
meet the need, and requests
authorization and/or funding to carry
out that project.
These "projects" typically fall into
one of three classes:

Research:
The proposal offers to study or to solve a
problem. A university's microbiology
research team might use a research
proposal to request funds from the
National Science Foundation.
Sales: The proposal offers a product. A
small computer firm might use a sales
proposal to sell a computer system to an
airline which makes reservations.

Service: The proposal offers to perform

work.
e.g. A local artist may propose to teach a
night class at a community college
or
an interior design firm might use a
service proposal to restructure a work
space for a local doctor who has just set
up an office in the community.
In other words, you need to know "what
you're selling" before you can design the
most effective proposal.

In addition, we can divide proposals into

categories by context:
Solicited. Written in response to a request
for proposal (RFP), request for quotation
(RFQ) or a bid, usually by someone outside
the organization. In this case the client
knows there is a problem and/or need and is
seeking solution to it.
Unsolicited. Written by someone who sees a
problem or a need for a new service and
wants to offer a solution. They can be more
difficult to write because you have to
persuade your readers on two levels (the
problem and the solution).

Informal Proposals
As they could be internal/external
documents and could be written as
memos/letters etc., they have a
much less rigid structure.
The outline below provides a useful
starting point.

Introduction
Begin by briefly explaining the
reasons for the proposal and by
highlighting who the writer is.
Capture the readers interests.

Background A
A definition of the current situation (Problem Statement / Background /
Statement of Need)
This section defines 'the way things are.
More importantly, why they need to
change. Before you can argue for your
solution or idea, you need to establish
the need for that solution. What is it
about the current situation that demands
something different?

Background B
Background - Include any background
information on the project that your
audience needs.
Problem Statement
clearly defines the problem you're trying
to solve, focusing on your audience's
needs and goals.
Purpose of the project

Proposed Plan
A plan for addressing that situation.
The heart of the proposal is the
project that you are defining, the
action that you want to take. Your
plan needs to be carefully thought
out, tailored to the specific situation
that requires change which is
affordable (in time, money, or other
key resources) and effective.

Proposed Plan
Discusses the plan for solving the
problem
Tells what you propose to do and
how will it benefit the reader
Images of sample product
Information regarding the proposed
product functions & etc

Schedule
List down the task for the month
e.g:
first 5 days
6th to 16th day
17th to 24th day
25th to 30th day
- working hours

Staffing
Your qualifications. Even if your
audience accepts the need for
change and the solution you present,
you still need to convince them that
you are the most qualified
person/organization to implement
that solution. You need to establish
your credibility.

Budget
The costs.
Ultimately, people accept a proposal
because the benefits outweigh the
costs.
Your job is to persuade them that
approving your proposal gives them
more than it asks of them.
You thus need to carefully outline the
costs, and just as carefully emphasize
the benefits that outweigh those costs.

Budget
Plan a table
Show total cost of this proposed project
Divide the budget into sub-expenses
e.g.
1. Professional and administrative time
( hours spent x rate/hr)
2. Machine and devices
3. Other materials
4. Total cost

Authorization
Repeat key benefits
Provides deadlines
Provides contact details

Activity

Form a group of 4 to 5 students whom you want

to work with for your proposal Assignment 2
We shall continue the planning and discussion
of group proposal in your next tutorial.
At the end of T5, youll have to submit the title
of your proposal.
Your assignment 2 (proposal writing) will be due
on week 5s tutorial (L10).

Error Identification
(1) The company wants to hire someone
whom has excellent communication skills.
(2) The employees were happy when they
hear that profits had increased by 20%.
(3) Each of the items on the agenda have
been discussed at the meeting.
(4) Workers who ignore the rules will have
his salaries reduced.
(5) Malaysians are concerned that the raise
in the price of petrol will burden them.

(6) Nowadays, many companies use the

Internet to provide informations to their
customers.
(7) In banking, as in every other business,
good management are essential.
(8) Of the two proposals, the board of
directors thinks the first is most
attractive.
(9) Nathans management style is more
flexible than Paul.
(10) The various duties will be shared
between the factory manager, the
supervisor and the chief clerk.

The following passage contains TEN grammatical errors. (All the

words are spelt correctly.) Identify and correct the error.

Worldwide sales of the five Harry Potter books

have reach the 250 million mark. Author J.K.
Rowlings agent, Christopher Little, confirmed
the figure on Monday, and revealed Rowling had
began work in the sixth Potter adventure.
The series has been sale in more than 200
countries and translated into 60 languages from
Hindi and Ancient Greek. The fifth book Harry
Potter and The Order of the Phoenix sold 1.78
million copy on its first day in the United
Kingdom alone. Mr. Little said that The Order of
the Phoenix was a fastest selling book in
history. Teacher and publishers said that the
Potter books have played the important role in
turning more children on to reading.