How To Write a Proposal
How to Write a Winning Proposal
Writing a winning proposal may seem like an overwhelming task at first, but it really isn’t difficult. The best way to begin is by formatting your material in a logical, orderly manner so that allows readers to move seamlessly from one section to the next.
Formatting allows you to see the bigger picture before you get down to the nitty-gritty details. A example of a good proposal format is:
1. Abstract: The abstract should state, in three or four sentences, the proposal topic, the procedures you are suggesting for completing the project and the outcome you envision. Use the first sentence to define the project. The second sentence should describe the procedures you propose to use to perform the work and the people who will perform it. The third sentence should concern the results you anticipate.
For example: “This proposal, prepared by XYZ Consultants for the City of Los Angeles will describe how we would manage restoration of the Los Angeles River. Working from historical literature and current studies prepared by the U.S. Army Corps of Engineers and others, XYZ will study the various alternative methods for performing this restoration with the least amount of negative environmental impact and the greatest projected economic benefit. We anticipate this project can be successfully completed within eighteen (18) months with funding as shown in Appendix A.”
2. Title page
3. Table of Contents
A. Introduction
B. Background
C. Procedures and Methods
D. Estimated Budget and Schedule for Completion
4. Footnotes
5. Bibliography
6. Appendices and Tables
Since the information in section three is the meat of the proposal, let’s examine how you could present it for maximum impact by creating separate sections for introduction, background, procedure or methods proposed for performing the work and an estimated budget and schedule for completion.
Introduction
This should tell people who you are and why you are qualified to perform the work. A good way to begin would be: “XYZ was formed in 1971 for the purpose of providing consulting and engineering services for waterways, harbors and coastal areas. Our mission is to conduct a global business directed to cleaning up and protecting the environment while encouraging safe and compliant economic growth. Our experienced project managers and technical experts thoroughly understand the life cycle of projects and work in accordance with our Project Management Guidance Manual, which accompanies this proposal.”
You would then continue by describing how you would control budget and scheduling, how communications would be handled and flow from executive managers to work site technicians and back again, and what measures you would use to control and assure quality work.
Background
Begin this section by describing the project as you understand it, as in: “XYZ understands the City of Los Angeles’ request is for river bottom restoration on the Los Angeles River beginning in Griffith Park and continuing south to the border of Alhambra. The goal of this project is improving existing riparian habitat and encouraging riparian expansion in order to minimize damaging storm runoff and provide protection for public and private property.”
Procedures and Methods
Begin by defining the scope of the work to be undertaken and laying out the specific tasks necessary for completing it in chronological order. As an example, the tasks for XYZ’s project might begin as follows:
• Preliminary Design
“Create a conceptual design for the 5.6 miles of river affected by this proposal through site visits that assess geomorphic conditions and identify appropriate hydrologic measures, develop an hydraulic model and analyze channel stability.” Each of the actions described in this paragraph should then be fully discussed and summarized and references developed for the footnotes and appendices sections for everything used to reach conclusions.
• Environmental Assessment and Permitting
This is where XYZ would list the existing environmental laws and regulations that affect the project, list whatever permits need to be obtained to perform the work and describe each specific step necessary for restoring vegetation. Every agency with a stake in this matter would also be listed and its function described, and XYZ would describe how it planned to obtain cooperation from each of these agencies.
• Final Design and Specifications
This section describes the completed design and the specifications for achieving it. Drawings and other relevant materials would be referred to by their listings in the appendices and tables section.
• Project Management
This is where XYZ would list and describe its qualifications for undertaking this work and cite whatever projects of this or a similar nature the company has successfully performed in the past, and provide short biographies of the people who will oversee and perform the actual project work.
Estimated Budget and Schedule
This section will refer readers to a table that shows XYZ’s consulting fees. It will also precisely and clearly list the conditions under which XYZ will and will not receive payment, how the company will invoice the City of Los Angeles, and include all other references and statements necessary for receiving payment.
Because the above is an abbreviated example, you will undoubtedly find that the proposal you write is much longer. Just remember, as you are writing it, to include all of your past accomplishments, your talents and every step you think should be taken for the project for which you are proposing your services.
In other words, stick to the facts but keep selling your services from beginning to end!