7 Tips For Writing Successful Proposals

March 25, 2009 – 4:43 pm

Over the years I have written many business and project proposals. I have also been involved in developing a number of grant proposal submissions. In addition, in a number of my jobs I was directly involved in proposal evaluations as a member of Proposal Evaluation Committees.

 

As a result of those experiences I have been intimately involved in the proposal submission and evaluation process from both sides of the fence.

 

Although each proposal is different in terms of situation, approach, and specific content, there are a few basic rules of thumb that apply to almost all proposal writing situations.

 

1.      Address the Terms of Reference

Almost all proposal submissions, no matter what the subject, are in response to some sort of Request For Proposal (RFP). An RFP is the document that specifies the specific expectations of the organization soliciting the proposal (i.e. Client). Make sure that your proposal addresses all specific points requested in the RFP document.

 

2.      Structure Your Proposal After the RFP

In addition to the previous point about making sure that you cover all requirements specified in the RFP, it is a good idea to organize your proposal in exact lock-step with the RFP. In other words, respond to the RFP points in the exact order that is laid out in the RFP. Do not try to impose your own thinking and/or structure on the client. Your proposal will be evaluated based on the RFP specifications, so it’s best to follow those exact criteria.

 

3.      Understand the Project

Make sure that you study the RFP carefully and demonstrate clearly and simply in the Introduction to your proposal that you have a clear understanding of the exact scope and nature of the project at hand. I have been involved in the evaluation of many consultant proposals where it was unclear to evaluators as to whether the bidder truly understood the full extent of the work outlined in the RFP. Missing this is a fatal error that will almost always eliminate your proposal from serious consideration from the outset.

 

4.      Use the RFP As A Checklist

Both during the proposal development process, as well as after the draft proposal is complete, go through the RFP point-by-point, against the proposal, to ensure that you have addressed each and every point mentioned in the request document. Failure to address any point in the RFP will penalize your proposal when it is being evaluated.

 

5.      Check Your Summary

If your proposal submission includes an Executive Summary make sure it is a true summary. Depending on the complexity of the actual proposal, the Executive Summary should be a one to three page presentation of the highlights of the proposal from an overview perspective. The Executive Summary should not repeat any parts of the proposal, it should summarize it and present an overall bottom line conclusion(s).

 

6.      Follow the Instructions

Almost all RFP documents contain specific instructions about how the proposal should be submitted. For example, it may specify that the Cost/Fee Section be submitted separately from the main proposal. Or, it may request a specific type of Executive Summary. Many RFPs have detailed instructions as to how many copies to submit, where to submit them, etc. The important point here is to be sure that you carefully follow the submission instructions provided.

 

7.      Do A Final Edit

In my experience evaluating proposals over the years, how well a proposal is written in terms of correct grammar, spelling, and punctuation is an important factor. Even if the proposal is good technically, if it is poorly written and/or riddled with spelling and grammar errors, it will definitely be penalized. Such a proposal indicates sloppiness and a lack of professionalism. If you really want your proposal to have the best chance to be accepted, make sure you have it professionally edited.

 

As I stated above, there are many different types of proposals for a variety of situations. Nevertheless, if you follow all of the above guidelines your proposal will have a much better chance of being accepted.

 

By the way, if you need help with a proposal I have found a company that produces high quality proposal templates and software for almost any type of proposal. It’s called ProposalKit.com and You can check it out right here.

http://writinghelptools.com/cgi-bin/a/t.cgi?pkitxwhc1

 

  1. 31 Responses to “7 Tips For Writing Successful Proposals”

  2. Hi Shaun,

    Good morning! This is a useful write up. Thank you.
    SK

    By SK Deb on Mar 26, 2009

  3. These are wonderful and very helpful tips… thnak you very much for sending me these useful tips.

    By Mumtaz Khaskheli on Mar 26, 2009

  4. Very good tips.

    Thank you so much

    By mohammedishrat on Mar 26, 2009

  5. Thank you for the recent report. Presently I am in the dissertation phase and am beginning the 3rd chapter. The Method I will be using. I am interested in looking a 9th grade students and ways to increase their attendance as viewed by both teachers and administrators. I must say this is a huge undertaking. Hopefully, I will complete this and move on to the end.
    Thank you again for the information you have sent so far.
    Barbara

    By Barbara Caldwell on Mar 26, 2009

  6. Hi Shawn

    I have read through your advice on proposal writing. I am in the process of writing a proposal for new business. At this stage I am not in a position to buy material, will use and advise later.
    Thank you so much.
    Fay

    By Fay Boswell on Mar 26, 2009

  7. Thanks for the tips on writing proposals, Shawn. I do volunteer work and this will come in handy; I’m sure. You name it, I do it in the office where I volunteer. It makes for a very interesting day.

    By Betty Draughn on Mar 26, 2009

  8. Hello Shaun,
    I really apreciate your effort for the tips on writing proposals plus all other tips you have been sending to me like; Letter writing etc..

    Shaun, I feel so grateful receiving from you!
    good day,
    Kituusa Mohammed

    By kituusa Mohammed on Mar 26, 2009

  9. Excellent recommendations. As always Shaun you are a goldmine of information.

    Thank you

    By Bruce on Mar 27, 2009

  10. This article is great!

    Thank you

    By Nadeem on Mar 27, 2009

  11. Hi Shaun, constantly I’m learning and using your advice, thanks for the motivation and encouraging to gain a lot through your writing proposal (it’s a gold piece of information).
    Thanks again,

    By Mariam Hussain on Mar 27, 2009

  12. I haven’t looked at your site in quite a while. Excellent timing! Your tips are very helpful reminders of what we all need to keep in mind on the MANY RFP’s and RFI’s we must respond to in the consulting field.

    Thank you.

    By Bernadette on Mar 27, 2009

  13. Hello Shaun,
    Thanks for sending me very useful tips as ever.
    Writing is becoming my favorite subject.
    Wish you all the best.

    Dr. Nawid Miakhel
    Afghanistan
    March 28 2009

    By Dr. Nawid Miakhel on Mar 28, 2009

  14. Fabulous!!!!!!!!!

    I am loving your kits.
    Thank you

    Amin

    By Mohammad Aminul Islam on Mar 28, 2009

  15. Hi Shaun,

    I subscribed to your program a year ago. Since then I have continually received your e-mails of new writing tips. Sorry to disappoint you, but I never went deeply into the information for two main reasons: number one, I am not a native speaker, and number two, I am too busy. I really wish I could have more time and wisdom to follow your steps.

    Thank you.

    By Po-Wei on Mar 28, 2009

  16. Thanks for the absolutely wonderful tips. Very helpful information.

    By Teresa on Apr 2, 2009

  17. Dear Shaun,

    Thanks for your 7 tips for writing proposals. Yes, It will helpful for me to prepare any proposal.

    Thanks again in advance for sending new items to me.

    Take care
    Kamal

    By Khandoker Anwar Kamal on Apr 8, 2009

  18. Hi Shaun,

    That info is very useful for me. Your 7 writing tips will help me be successful.

    Thanks for sending new items to me.

    By soenarto adidarmodjo on Apr 27, 2009

  19. shaun… your the man!

    By alex on Apr 28, 2009

  20. Hi Shaun,

    Thanks a lot for your writing tips which I find to be informative and very useful indeed.

    I look forward to read your next month tips.

    Kind regard,
    Janet

    By Janet on Apr 28, 2009

  21. Hi Shaun,
    Thank you for the very helpful writing tips, this willallow me to benefit for my next upcoming writing proposal.
    Thank you again,

    By Mariam Hussain on Apr 28, 2009

  22. Thank you for your messages.
    Please send me info every month about writing letters.
    zaman

    By zaman on Apr 29, 2009

  23. These are very helpful tips. I hope to receive more useful tips from your end. Thanks.

    By farash on May 20, 2009

  24. Thank you for your writing tips. I work at travel hqr and this info will help me immensly. I’m looking forward to the next bunch, please keep them coming.

    By Sean on May 21, 2009

  25. Thanks for your continued support in this area. This info really helps me a lot.

    By naata on May 27, 2009

  26. well for sure when you are in need to make it with your proposal, you have said it all

    By vincent Ombogo on May 28, 2009

  27. Hello Shaun
    Thank you for the useful information. It would be even more useful if there were samples for each kind of letter or essay. Please if you can send me sources for template or samples I would be grateful.
    Mohamed Khattab

    By mohamed khattab on May 28, 2009

  28. Hi Shaun,

    Great write up. It helps me a lot.

    Thank you very much.

    Bhaskar

    By bhaskar on Jun 1, 2009

  29. Hi Shaun,
    I stumbled on your write-ups by chance, and I really appreciate what you are doing out there for folks whose schedules hardly permit them to sit in a real classroom setting to learn these tips.

    Thanks for being there for us all as I am about responding to a RFP and I find your tips very useful.

    By Tambe Harry on Sep 27, 2009

  30. Thanks for providing such useful information.

    By Rekha Thakur on Oct 27, 2009

  31. Hi Shaun.
    These are very useful tips.
    Sincerely.

    By Ahmad Brown on Jan 6, 2010

  32. Hi Shaun,
    Many thanks for these tips; in fact, they true compass for writing a proposal requested by a prospect.
    ….what if there’s no request for it, is it necessary to write?

    Gbenga

    By Gbenga on Jan 14, 2010

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