Group Members :Saurabh Agarwal Chinmay Gothi Amul Kapoor Sreejith Mohankumar Swati Muchhal Anisha Pabbi Vasundhra

Saraswat Ravish Sharan

D004 D026 D031 D034 D038 D043 D049 D053

AGENDA
What is a Proposal Purpose of a Proposal Plan of a Proposal Style of Proposal Actual Proposal Types of a Proposal
Formats of a Proposal

Cover Letter

The Purpose of a Proposal

The proposal is, in effect, an intellectual scholastic (not legal) contract

between two or more parties . It specifies what we will do how we will do it how to interpret the results. A proposal may serve as the blueprint for a future agreement and may be accepted or rejected by the entity or entities that receive it .
Sellers offer to a prospective buyer. Request for Proposals (RFP) or Invitation for Bids (IFB).

A proposal usually is meant to inform the reader of a problem or need, offer

a solution, and give a broad overview of how the proposed solution will work and how much it will cost.

The Plan of a Proposal

Who is our audience? What do we want our audience to get from the proposal? How can we make sure our audience understands what we

want them to know?

The Style of a Proposal

State the purpose clearly at the beginning of the proposal. State the background information the reader will need to understand

our proposal. Use short sentences that are clear and to the point and everyone can understand Make sure that our ideas are not hidden between unnecessary words. Make sure that the reader has all the important information needed for the final decision. Proposal should be researched thoroughly and should prove that the solution will work. Proposal should be financially feasible and attractive .

The Actual Proposal

A general format of the proposal consists of the

following parts:
Problem Statement

Rationale or Justification for implementing the Project

Project Goal & Objectives Strategy & Activities Results: Outputs and Outcomes

Budget

Project Rationale in a Proposal

The Problem Statement/Project Rationale gives an

explanation about the issue that is being addressed by the project. It also argues in favour of implementing the project in the proposed area in the existing conditions. It is very critical that we give evidence to what we are writing in this section of the proposal. Evidence can be in form of other research , existing literature or data collected by the organization itself.

Problem Statement in the proposal

Effect>Problem>Cause The relationship between the three (Effect, Problem and Cause) has to be outlined in the Problem Statement of the proposal. If we have an issue, it will be a good exercise to go a step back and forth to find out its cause and effect relationship. The best way to understand the cause of an issue is to ask Why continuously.

Effect

Problem

Cause

The Why of Why

It is the problem that comes before a project The secret of solving a problem is proper identification of the

problem. This requires a thorough investigation. A problem does not happen in isolation. It goes hand in hand with cause and effect. A way to analyze a problem is through analyzing the root causes and its effects. State the problem as effectively and precisely as possible Refer to any research data that is available, including publications, reports, newspapers etc. Give thorough background information about resources available. Explain the organizational strength and capacity in countering this problem and achieving long-term results.

Project Goal
A project goal is a very general, high-level and long-

term objective of the project. It is different from project objectives because the latter are very specific and have to be addressed alone by the project. Usually there is one project goal only and it can be reflected in the title of the project also

Project Objectives
Achievable

Specific

Measurable

Time Bound

Relevant

SMART: Specific, Measurable, Achievable, Relevant and Time-bound. Describe the focus population and the desired change among the population Include the time period for each objective Reflect the intended changes in systemic conditions or behaviors that must be achieved to accomplish the goal/strategic objective Objectives should have measurable indicators which show what, when, and how conditions, behaviors, and practices will change Objectives must be verifiable at some point during the execution of the project

Performance Indicators , Risks & Assumptions

Performance Indicators A Performance Indicator is a measure of the result. It

gives a sense of what has been or what is to be achieved. There are two types of indicators : Process Indicators Results Indicators.

Risks & Assumptions Less and less control of the project results as we go

down and down implementing the project.

Results
Outputs

Immediate results that we achieve soon after the completion the project or any specific project activity

Results that have been or that are to be achieved after a period of time, but not immediate Outcomes

Impact

Longer-term result that has happened because of the activities undertaken in the project.

Monitoring & Evaluation

Helps review the progress made at every step. Internal mechanism to monitor the results, risks,

assumptions and performance regularly The Management Information Systems (MIS) is often used as a mechanism to undertake monitoring. The baseline information is critical to the monitoring process. Budget The budget has to be itemized as clearly as possible, presented in the required format. It should be in line with the activities set in the project.

An Example
Section 1: This section is the purpose of our proposal.
Section 2: Define the problem better Section 3: Proposed solution to the problem Section 4: Cost of proposal Section 5: Conclusion

Types of Proposals
Proposals are a starting point for your audience to

understand your ideas by identifying the key issues, methods and sources you plan to use to develop the project.
A proposal will help you complete your project because

you've thought ahead and made a plan.

Types of proposals vary based upon several factors and

criterion taken into consideration.

Internal vs External
Internal proposal
An internal proposal is meant for a party within your organization, such as your boss at a company or government agency. With internal proposals, you may not have to include certain sections (such as qualifications), or you may not have to include as much information in them.

External proposal
An external proposal is meant for an individual or organization outside your organization. You may omit certain sections from an internal proposal that you would include in an external proposal, such as your qualifications. The typical example is the independent consultant proposing to do a project for another firm.

Solicited proposal

If a proposal is solicited, the recipient of the proposal in some way requested the proposal. Typically, a company will send out requests for proposals (RFPs) through some media source. But proposals can be solicited on a very local level.

Unsolicited proposals are those in which the recipient has not requested proposals. You sometimes must convince the recipient that a problem or need exists Unsolicited before you begin the main part of the proposal.

proposal

Business and finance proposals

A financial proposal could get you a bank loan to start a new

business explaining how you'll operate business and how you'll use the money. If you have an idea for a new process at work, then you may write a proposal to explain your plan to the boss. Or perhaps you're an independent contractor and you want a firm to hire you to complete a certain project. You would write a proposal to explain why and how you'd like to do the project and why you are the right person for the job.

Academic proposal
An academic proposal is the first step in producing a thesis. Its intent is

to convince a supervisor or committee that your topic & approach are sound, so that you gain approval to proceed with the actual research.

A rationale for the choice of topic : why it is important or useful within the concerns of the discipline or course.

A review of existing published work : "the literature that relates to the topic. Here you need to tell how your proposed work will build on existing studies and yet explore new territory

An outline of your intended approach or methodology (with comparisons to the existing published work), perhaps including costs, resources needed, and a timeline of when you hope to get things done.

Sales and Marketing Proposals

If you're trying to market or sell a good or service, then you

might have to write a proposal to prospective buyers and retailers. A sales proposal, for example, would explain your product or service to a prospective buyer and attempt to persuade the buyer to make a purchase. Or if you have a product to market, then you may write a proposal to retail buyers to convince them to sell the product in their stores.

Research Grant Proposals

Research scientists submit grant proposals seeking financial

support for research projects. Scientific and scholarly researchers who need funding submit proposals for grants to universities, businesses and philanthropic organizations. A grant proposal generally consists of an explanation of the proposed research project and its methods and goals, the qualifications of the researchers and a description of how the researchers will use the funds.

Book and Article Proposals

Authors who are attempting to pitch an idea for a book or article

to a publisher will often submit a proposal. Such proposals generally include an introduction to the author, a description of the proposed piece, an outline and sample chapters or sections.

Generic Format of a proposal

Proposal Format
The different types of proposal format used depends

on the industry and its unique requirements There are four general formats that are used when creating a Business Proposal: 1. Quotation for services 2. Response to Request for Proposal(RFP) 3. Business services proposal 4. Construction proposal These different proposal formats are not regulated, and so may vary slightly by firm, based on their requirements.

Quotation for Services

Quotation for services includes background of the services firm and

detailed response to RFP document.

Included in this document is an itemized list of services the firm can

provide. Typically, service proposals include a section on current service requirements, ongoing service contract, and service level agreement (SLA). Detailed in the SLA is a list of exact services to be provided and at what level of expertise.
Available dates of resources, copies of resumes, client testimonials,

and references are also common in this type of proposal format.

Response to Request for Proposal(RFP)

A response to RFP proposal format is typically dictated by the RFP itself. The detailed section of the response must be formatted to match the actual RFP.
The purpose of this type of formatting is to ensure that the clients can easily compare their request to the response, noting any discrepancies or

questions on an itemized basis.

Business services proposal

Business services proposal format is more typical of a sales presentation. This proposal is a combination of meetings and written response.
Service brochures, general overviews, and referrals from prior clients form the primary material in this type of format.

Construction proposal
Construction proposals are very detailed documents, and always include blueprints, specification documents, and itemized time lines.
In addition to this level of detail, there is often an artist's rendering of the proposed product, or a three-dimensional model to help the clients visualize the end result.

Cover Letter
The purpose of the cover letter is to introduce the

proposal. It accompanies the proposal when you deliver it to the customer, but it isnt part of the proposal.
In fact, the proposal and the cover letter have two different

audiences. A proposal is from you to all the people in the customers organization who are involved in making the purchase decision. The cover letter, in contrast, is between you and the person who has been your main contact.

Types of Cover Letters

You should include a cover letter whenever you send a proposal, but don't over think it. Keep it personal--between you and the person you're sending it to--and appropriate for your relationship. This increases the effectiveness of your letter. Two types of cover letters:
Complimentary and Personal

Formal

Complimentary and Personal

I also want to take this opportunity to thank you for all your help. Designing a suitable solution for xyz companyrequired that I become familiar with your products and your industry. Since I didnt have much background in your industry, this represented a challenge. As a result, your help and guidance proved to be invaluable. Indeed, because of your tutelage, I was able to build a solution from a position of knowledge. Ultimately, this resulted in a better, more cost effective solution for your organization.

I send a cover letter like this for two reasons. First, I send it because its the right thing to do. We dont spend enough time in this world thanking peoplesincerelyfor what they do. Second, I send a personal note like this because it is more persuasive than the typical, boring cover letter that says, heres my proposal, please read it.

Formal
I enjoyed speaking with you about your proposal project. Attached is a sales proposal that describes our writing service called the Sales Proposal Quick Start Package. The Sales Proposal Quick Start Package is well suited to organizations, like xyz, who want a wellwritten and persuasive sales proposal at a reasonable price. It is also ideal for organizations who want to develop their own sales proposal, but need a well-written, well-structured sales proposal as a place to start.

This letter serves the purpose well. Its long enough to accomplish your goal; introducing your proposal. But its short enough that it will be read. Sure, it isnt as fancy or influential as the previous letter, but it is entirely appropriate for the circumstances.