Making a proposal is an indispensable skill in many activities, such as enrolling in college, managing a business, or working in geology. In most cases, proposals will be sent to the appropriate person seeking support for a particular project plan. The recipient of the proposal is likely to agree with the idea or ideas submitted if it is communicated clearly, straightforwardly, and intelligently. One way to achieve success in implementing various projects is to make an attractive and convincing proposal, for example a scientific proposal or writing a book. Proposals should be made as needed, but the guidelines for writing a proposal are basically the same.
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Part 1 of 2: Preparing for Proposal Writing
Step 1. Decide who will read the proposal
Before writing, decide who the proposal should be sent to and what he or she already knows or doesn't know about your plan. Also think about whether the reader is a busy person, skimming the proposal, and doesn't have time to consider your ideas. After that, try to convey your ideas and plans in a persuasive, effective, and efficient manner by answering the following questions:
- Who will read your proposal? How well does he understand the topic you are discussing? Do you need to explain or provide more information?
- What do you expect from readers after submitting a proposal? What do you have to say to get the readers of the proposal to make a decision according to your expectations?
- Choose the right words so that the proposal material matches the expectations and interests of the reader. Before writing a proposal, consider the reader's expectations, the most effective way to get the recipient of the proposal interested in reading, and the best way to get the reader to understand what you have to say.
Step 2. Define the issue you want to address
You already understand the issue you want to convey, but make sure the reader also gets the same understanding. Also, think about whether the reader feels confident that you understand the issue well. To demonstrate a good writing ethic, support your explanation by providing evidence or data. After defining the issue you want to discuss, try to convince the reader that you are the most appropriate person to carry out the project in the proposal. Before writing, consider the following:
- What is your goal in writing a proposal?
- Why do you want to write a proposal?
- Are you sure that the reason is the cause, and not something else? What makes you feel confident?
- Has anyone else discussed the same issue?
- If yes: did it work? What's the reason?
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If not: why? Don't give out information that everyone already knows.
Show that you have done in-depth research and evaluation to understand the issues discussed in the proposal.
Step 3. Determine the solution you want
Convey explanations in simple and easy-to-understand words. After determining the issue you are going to address, state the solution you want. Propose solutions using short, effective sentences. Do not ignore the requirements specified for writing a proposal.
Make the most of the available funds within your budget.
- Describe the problem you are facing and propose a solution that will convince anyone who reads your proposal, including skeptics who are not interested in your plan. Provide useful logical solutions with a clear schedule because it is possible that the reader of the proposal is not a person who is easily influenced.
- Think of solutions that support the achievement of your goals. The primary goal is the goal that you have to achieve and the secondary goal is the other goal that you want to achieve by doing the project described in the proposal.
- Consider other solutions that are useful in the context of “achievements” and “results”. Achievements can be interpreted as quantitative evidence that your goals have been achieved. For example: if you want to submit a business proposal with the aim of “increasing profit”, the achievement would be “increase in profit of IDR 100,000,000”. Outcome is the product or service you provide by executing the project. For example: the result of a scientific project is a vaccine or a new drug. Keep in mind that the reader of the proposal will usually want to know the achievements and results of the project you are planning to make it easier for him to determine the benefits that will be derived from the project.
Step 4. Use the right language style
Choose the language style according to the purpose of the proposal and the reader. Consider the expectations and interests of readers to determine a solution to your problem. Do not use jargon, non-standard abbreviations, or sentences that are difficult to understand, for example: rectifying imbalances in the workplace.
Use short sentences that are easy to understand, for example: lay off an employee.
Do you prefer a persuasive style? An emotional proposal may be more convincing, but you should prioritize presenting facts as the basis for your argument. For example: a proposal for a panda conservation program could start by expressing how sad it would be if future generations of children could not see pandas, but your statement should not stop here. To be more convincing, provide arguments for the facts and solutions you present
Step 5. Outline the proposal
The proposal outline is not part of the final proposal. It will be easier for you to think about the important things by outlining the proposal. Make sure you have detailed information before drafting a proposal.
Outline the proposal by writing: the problem you are facing, the solution you propose, how to solve the problem, why the solution is the most appropriate, and conclusions. If you want to develop a business proposal, attach a detailed analysis of the financial budget and management of the organization
Part 2 of 2: Drafting a Personal Proposal
Step 1. Start with an introduction
Start the proposal with things that grab the attention of the reader and attract the interest of the reader. Make a useful proposal according to purpose. Explain why you are writing a proposal so readers know your motives. After that, state what your purpose in submitting the proposal is.
If you can provide facts that explain why the problem needs to be addressed immediately, mention that at the beginning of the proposal, but make sure you're stating facts, not opinions
Step 2. Describe the problem you are facing
After introducing yourself, structure the main body of your proposal by stating the problem you are facing. If the reader does not understand the background of submitting a proposal, provide an explanation. Think of this section as the “problem identification” stage. What's your problem? What caused it? What are the consequences of this problem?
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Explain why your problem must be addressed now. What are the consequences for the reader if the problem is not resolved? Answer all questions by providing research results and supporting facts from reliable sources. Don't rely on emotions or belief values.
Show a direct link between the issue you are discussing and the reader's interest or mission statement.
Step 3. Propose a solution
This section can be considered the most important part of the proposal because you can explain how to solve the problem, why you chose that method, and what results will be obtained. To craft a persuasive proposal, consider the following:
- Discuss the impact of your ideas. Instead of pitching useless ideas, present ideas that have far-reaching implications to arouse the enthusiasm of the reader. For example: “Wider knowledge of tuna behavior is very useful in determining effective tuna management and canning strategies for the welfare of future generations.”
- In addition to informing your plan of action, you should also explain why you want to take the action. Make a proposal assuming that readers will be skeptical and won't take your ideas for granted. If you want to submit a proposal for cultivating 2,000 tunas, why? Why do you think this project is the best? If the option is quite expensive, why don't you choose the cheaper option? Show that you've considered every aspect by anticipating and providing answers to all of these questions.
- Provide an explanation so that the reader really believes that you are able to solve the problem effectively. In essence, you must explain the solution to the problem and how to do it.
- Do thorough research before writing. To be more convincing, provide more examples and supporting facts based on the results of research that has been done. Don't use personal opinion.
- Proposals will be rejected if you submit a solution without providing evidence. If your suggested solution doesn't work, just ignore it. Before providing a solution, first ascertain the consequences by carrying out the necessary testing and adjustments.
Step 4. Attach a financial schedule and budget
Proposals usually require investment. To reassure readers that you are making a worthwhile investment, provide detailed information about a realistic financial schedule and budget. Don't convey goals that are ambiguous, unmeasurable, or unrelated to the problem.
Describe the responsibilities and deadlines that the department or individual staff must meet.
- When will the project start? How long will the project last? What activities will you do? Can several activities be done simultaneously? Provide a detailed and complete explanation so that the reader feels confident that you have prepared yourself as well as possible and are able to manage the funds he will invest.
- Prepare a proposal that is financially worthy of consideration. Before submitting an idea, consider the financial condition of the company or person you are sending the proposal to. If they are unable to provide the funds you need, your idea will be rejected. So, submit a proposal to a company or person who has the financial means and explain the benefits they will get if they invest time and money to support your project.
Step 5. Draw a conclusion to end the proposal
Summarize the explanation you have given in the proposal to emphasize the purpose you have stated in the introduction. If there are still things you haven't said, include them in the conclusion. Briefly explain that the project you are planning will provide results that are far greater than the costs incurred. Give the reader a chance to make a decision and thank him for his attention and time.
- If there are things that are not directly related to the proposal, submit them in the appendix. However, readers may be annoyed if they accept a proposal that is too bold. So don't provide unnecessary attachments.
- Write A, B, etc. if you include two or more attachments, for example: data tables, printed articles, letters of recommendation, etc.
Step 6. Edit your proposal
Make proposals carefully when writing, editing, and designing. Make the necessary revisions so that the proposal material is clear and concise. Ask others for input and suggestions for improvement. Prepare a systematic and useful proposal to be able to attract the attention and interest of the reader.
- Ask others to read the proposal to remind you of things you missed, for example: a solution to a problem you haven't discussed thoroughly or an explanation that hasn't been completed.
- Avoid using jargon or clichés because it will sound lazy and can lead to misunderstandings. Don't use long sentences if you can use short ones.
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Avoid passive sentences as much as possible. The passive voice doesn't really explain what you're trying to convey. Compare the following two sentences: “The proposal has been made” and “I have made the proposal”. In the first sentence, you don't know who made the proposal and you are simply stating something that has already happened. In the second sentence, you know who made the proposal. Do not use the phrases “I believe that…”, “The solution will help…”, etc.
Use clear direct sentences, for example: “The project realization in this proposal is able to reduce poverty levels significantly.”
Step 7. Review your proposal
When editing, keep in mind that you must present clear and concise content. Check the proposal carefully for spelling, grammar, or punctuation errors.
- Mistakes in your proposal make you seem uneducated and untrustworthy, thereby reducing your chances of getting approval.
- Use the writing format according to the proposal writing guidelines that have been determined.
Tips
- Use sentences that are easy for everyone reading the proposal to understand. Choose short sentences that are clear and straightforward.
- Financial data and other information must be presented carefully and submit realistic and profitable financial projections for investors.
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