Proposals

A proposal is a vehicle for regulating and guiding changes. People write proposals because the world is infinitely evolving and shifting, often bringing about new opportunities and unforeseeable problems. People write proposals because, as the old proverb says, “the only constant is change”. Even the most effective systems, the sturdiest structures and the safest connections need to be re-schematized, re-examined and re-constructed to move with the times. Proposals are important mechanisms for managing those changes.

The first question that you, as a writer of a proposal, should ask yourself is, “What components in the current situation have changed recently to create this problem or opportunity?”. As change is the essence of proposals, before you start to develop a proposal it is crucial that you first identify the aspects of change which effected a particular problem or opportunity.

Writing Proposals

Use Succinct Wording

Most business writers have a habit of thoughtlessly using long words to perform simple everyday tasks. Many people tend to feel that it is more courteous or formal to use long words instead of their everyday equivalents e.g. “approximately” instead of “about”. Remember that if you can substitute a shorter word for a longer one, you will have taken an important step towards making your writing clearer and more pleasant to read.

Avoid Wordiness and Redundancy

As George Orwell suggested, “if a word can be cut, cut it”. It is strongly advised that business writers should remove wordy or redundant phrases from their writing whenever possible.

Stress the Benefits, not the Features

In proposal writing, you should always focus on benefits rather than features. Never assume that readers can naturally infer the benefits from the features. Benefits refer to advantages or values that readers (or organizations) can potentially obtain, whereas features refer to characteristics of an object that describe its appearance, components or capabilities. As with most aspects of communication, it never hurts to state the obvious.

Common Expressions

Current situation/problem

1. Before describing our plan, we would like to first highlight some of the factors which led to the current problem of water leakage in Cheung Lung Company…
2. Over the last few years, most of the merchants in Sham Shui Po District have experienced a significant decline in sales. After carrying out an in-depth investigation into the district, it was found out that over 65% of the merchants in this area took in fewer sales this year than last year…
3. The quality of your services may far outrank that of all your business rivals, but without strategic marketing plans executed professionally, your company is unlikely able to inform and convince the customers of your excellence in the industry. As a marketing firm with more than two decades of professional experience, we can rest assure you that…

Plan of work

1. In order to provide a continual professional development for all Armstrong’s workers, our company has tailored a learning package which is aimed at raising the self-motivational power of all participants. Implementation of this specific package requires a 6-step procedure which encompasses: 1. Start simple, 2. Keep good company, 3. Keep learning, 4. Stay optimistic, 5. Know yourself and 6. Track your progress…
2. Resolving the problem of financial stringency requires a plan that allows the company to carry out austerity measures and economic reforms while sustaining its financial flexibility in the quickly evolving Asian market. Our plan will be implemented in three main stages. First, we will…
3. The best way to maximize the exposure of our company in the market is to set up a Public Relation Plan (PRP) through which latest information about the company and its products can be disseminated to the mass media efficiently and systematically. To establish a PRP, we propose the following 6-step plan:
   1. Lay down clear missions and goals
      [Explanation]
   2. Select appropriate marketing and publicity strategies
      [Explanation]
   3. Target specific groups of audience
      [Explanation]
   4. Utilize major online platforms and/or social media
      [Explanation]
   5. …

Qualifications and experience

1. Financial Partners of GXA Hong Kong has been working with individuals for 50 years. Our representatives use their extensive personal and professional experience in all domains of financial planning to help clients pursue their goals. Our representatives hold multiple professional designations and are licensed to sell a diverse range of financial and insurance products…
2. GXA Hong Kong has worked in every major local industry sector and accomplished a promising track record of completing projects well ahead of deadline and within budget, with minimal disruption to daily facility operations. Since inception, GXA Hong Kong’s project work has consistently been recognized as the top in the industry and honoured with accolades from various (non-)governmental and professional organizations…
3. Philip Cheung – A seasoned human resources manager with extensive expertise in recruiting high-level information technology professionals; demonstrated skills in organizational development, change management and strategic design of marketing, and recruiting efforts; strong background in management planning, budgeting, staffing and facilities designed to enhance productivity and profitability…

Costs/budgets

1. The items below offer a summary of our estimated costs for the BUZZ project:
   

   Items	Costs (HK$)
   Management and labour	560,000
   Equipment rental and purchase	101,200
   Hardware and software	230,000
   Materials and services	65,000
   Travel	12,000
   Communications	5,000
   Consultants	…
   General and administrative expenses	…
   Pre-profit estimated costs	…
   Profit or fee	…
   Taxes	…
   Total costs	XXXXX