Proposal writing tips

Articulate Business Proposal With Rich Content.

Daniel Townsend - Wednesday, February 27, 2013 - Comments (0)

Business proposal writing is a real business challenge you would have to face. It could be made easier if you follow a process that includes outlining your proposal clearly. Now it’s time to write your content. You are amidst the business proposal writing stages of which you can be confident will impress your prospect / client. Stage 1: Follow the four-step procedure below to complete the writing of your proposal text around your outline and finish Stage 2.

Step 1: Expand Upon Your Outlined Points

Take your content outlines, one content block at a time, and begin to expand on the lowest-level points in your outline, assigning a few sentences beneath each of these outline points to explain them.

At this stage don’t be worried about knitting each outline together. Keep on working through the outline until you have written explanatory notes on every point and sub-point in your outline. As you go ahead through this exercise, keep that in mind that your message should be clear and easy to understand.

Step 2: Revise Your Heading Titles, Reduce Their Numbers

At each highest level point consider whether your point is being expressed correctly and is easy to understand for the client, and which will effectively summarize the point that you would make below.

Follow a simple rule if your heading is not that necessary and the client could easily understand without the heading then you must remove the heading as it would only create confusion in the reader’s mind.

Too many unnecessary headings may be irritating and distracting for your readers.

You should aim on reducing the number of heading and sub-headings in your section to the least necessary to make sure your content block communicates effectively.

Step 3: Build in Transitions

Transitions are words or phrases that smooth the boundaries between one concept and another. They include words and phrases like “therefore”, “happily”, “consequently”, “however”, “yet”, “nevertheless”, etc., or can be questions like “but how is this achieved?” or “why is this?”

Everything that you write should direct the reader towards the next concept so that they get encouraged to read further. 

If you make good transition the reader won’t make wrong connection between the various points that you have presented and would make a good writing flow.

Read through the sections considering how easily you are directed from one idea to the other and how it fits under its heading. You will find a lot of irrelevant material under heading that would confuse the reader you should remove all of that.

When you are finished under one heading, be sure that the closing sentence in that sub-section points the reader towards the next section, effectively introducing the next set of ideas that you will present in support of the points that you are trying to make.

Step 4: Create and Integrate Any Required Graphics

A lot of your readers will find graphics and charts easy to understand so look for opportunities to add graphics, tables, charts and flow charts.

The best time to consider the use of graphics and illustrations is at this early stage of the business proposal writing process, when you are still fleshing out your proposal. By considering your use of graphics at this stage, you can design your proposal’s layout and content to allow you to make better use of the communicative strength of your graphics.

Return to those points in your outline where you noted that a graphic might aid understanding, and begin to create and integrate these required graphics.

In general, you should adopt the same attitude to graphics in your proposal as you do to text – if the graphic is not absolutely necessary to carry the main message of the section, leave it out. Don’t use graphics simply because you have “some nice illustrations” available.

Some General Guidelines for Graphics Use

1) Introduce your graphics in the text before the reader is presented with them

2) Use sequential numbering for your diagrams.

3) Use clear communicative descriptions of your figures.

Make sure that every element of your graphic or illustration is labeled clearly, and ensure that the size of your graphics is adequate to accommodate the level of detail.

With eIntelli eProposal software packages, business proposal writing has become much easier anyone can now produce attractive high-quality illustrations and graphs.

Stage 2: Read, Revise, Edit Your Proposal

Your proposal is complete. You are in the last stage. Now you can start polishing this proposal which you will feel good submitting to the client. Research shows that good proposal writer spend less time on drafting the proposal and more time on reviewing the proposal.

Revise and edit as many times as you can, until you feel entirely confident that the arguments in each of the sections of your proposal flows smoothly and logically.

Check your spelling, punctuation and grammar. Think about the competence level of your readers and, bearing this in mind, focus your business proposal writing efforts on readability.

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