WRITING ENTRY 2 – A PROPOSAL REPORT

Writing Entry 2
A Proposal Report
Writing: Characteristics of a proposal report
Layout of a proposal report
Style and register of a proposal report
Language of a proposal report

What’s a Proposal Report?

Exercise 1
Read the model below and fill the spaces in each paragraph with the appropriate verb on the
right, making sure that you use the correct tense/ form. Then, read the model again and
identify the specific proposals which the writer makes.

TASK:
You represent the ‘Players’ drama company and have submitted a request to the council
asking to rent an old disused theatre. Write a proposal report in support of your request,
outlining what you intend to do.
You could include the following points:
• lack of and need for a theatre in the town
• plans to renovate the interior and/or exterior of the building
• the theatre’s proposed programme for the season
• projected profits and suggested terms of payment

PROPOSAL FOR THE USE OF THE FOLEY THEATRE BUILDING

Introduction
As (1) ………………., I (2) ………………. a formal proposal (3)
concern – outline –
………………. the possible use of the Foley Theatre building by the
rent
Players Drama Company. This proposal (4) ………………. the
- request – submit
company’s plans and intentions, and our reasons for wanting (5)
………………. the building.

Need for Theatre

Since the Foley Theatre (6) ………………. five years ago, Lansborough
(7) ………………. a suitable venue for drama productions. We (8) close – intend
………………. to make the theatre available to theatrical groups in - lack – produce
the area, of which there are a great number and variety, in addition
to staging performances (9) ………………. by our company.

Renovation of the Building

If our request is (10) ………………., we do not (11) ………………. to
alter the exterior in any way other than to repair and paint it. The benefit – comply –
interior, on the other hand, would (12) ………………. from extensive grant
renovation. We also plan to install additional seating and create a – introduce – purpose
further exit in order to (13) ………………. with recently (14)
………………. safety regulations.

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 WRITING ENTRY 2 – A PROPOSAL REPORT

Proposed Programme
Should the Players re-open the Foley Theatre, the programme would
(15) ………………. productions by a range of companies. As well as express – include
the Players’ usual choice of light classics or comedy, performances of – stage
many different types would be (16) ………………. by those groups
which (17) ………………. keen interest in our venture.

Profits and Payment

We (18) ………………. the theatre to make a profit within the first
year. Since the Arts Council (19) ………………. to give our group a agree – cover
sizable grant, subject to our (20) ………………. suitable premises, – expect - find
sufficient funds are available (21) ………………. running costs and
pay a monthly rent.

Conclusion
In conclusion, we (22) ………………. that our proposed plans for (23)
………………. the Foley Theatre would bring a number of benefits to
believe – delight
Lansborough. Not only would the building be restored and (24)
- improve - rent
………………., but the regularity and variety of performances would
(25) ………………. the theatre-going public and make a valuable
contribution to the cultural life of the town.

Exercise 2
Look at the sample in Exercise 1 above.
1. What parts are there in a proposal report?
……………………………………………………………………………………………………………
2. Underline useful phrases:
• to begin a proposal report
• to end a proposal report
• to make suggestions and recommendations

When you write a proposal you’re trying to persuade readers to follow a course of action or
plan by giving factual information.
Who is the audience?
The audience of a proposal report may be a boss or teacher (in which case you will need
quite a formal style), or colleagues or members of your club (in which case the style will be a
little less formal – you can address your readers more personally, perhaps use contractions).
What is the purpose of the writing?
You are suggesting a solution to a problem. You need to support your suggestion with
factual information and be persuasive.
What should a good proposal consist of?
A good proposal should consist of:
a) a title which should be very simple (e.g., Proposals for…)
b) an introduction in which you state the purpose and content of your report. This first
section should describe the problem and the possible solutions.
c) a main body in which each aspect should be presented under separate subheadings.
Subheadings are not compulsory, but preferred. Your target audience wants to quickly
find the information they need in order to make their decision.
d) A conclusion in which you summarise all points mentioned above and make
recommendations.

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 WRITING ENTRY 2 – A PROPOSAL REPORT

Useful Language
• To begin a proposal report:
The purpose/ aim/ intention of this proposal (report) is to outline/ present/ discuss the
future plans/ the intended course of action…
This proposal (report) is submitted in support of our approval of …/ for permission to
…/ for a loan to allow us to …
This proposal (report) contains the (relevant) information/ details of/concerning …
which you requested/ asked for…
This proposal (report) contains details of/ outlines our plans/ intentions concerning …
• To end a proposal report:
To conclude/ To sum up/ In conclusion, our intention is to…
The advantage(s) of the approach proposed would be that …
I feel certain/ believe that the course of action proposed above will achieve…/ meet
with success/ answer the needs of the company.
I hope/ trust that the plan/ scheme outlined/ presented in this proposal meets with
your approval/ receive your serious consideration.

Characteristics of a Proposal Report

Read the exam question below carefully.

Write your answer in 300 – 350 words in an appropriate style.

The tourist office you work for wants to help boost the local economy by attracting more
visitors to your area, both from within your own country and from abroad. The office
manager has asked you to write a proposal on ways to attract more tourists and to outline
some ideas on how to improve tourist amenities in the area.
Write your proposal.

THINK ABOUT YOUR READER

Exercise 3
Look at the exam question again and answer the following questions.
1. Who has asked you to write this proposal?
a. a colleague
b. a friend
c. your superior
2. Should your language be
a. formal?
b. informal?
3. For what purpose are you writing this proposal? To earn a larger salary? To make
suggestions? To recommend something? To put forward ideas? For some other reason?

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 WRITING ENTRY 2 – A PROPOSAL REPORT
THINK ABOUT REGISTER
Exercise 4
✓) the features you would expect to find in a formal proposal.
A. Study the list below. Tick (✓
impersonal statements
passive forms
idiomatic language
complex sentences
slang
a tentative, diplomatic style
a large number of phrasal verbs
sophisticated vocabulary, used with precision
a conversational style
✓) the more formal option in the pairs of sentences below.
B. Tick (✓
1. a. The aim of this proposal is to put forward some ideas on how to attract visitors to our
town.
b. Here are some ideas I have noted down on attracting visitors on our town.
2. a. Let’s build a visitor centre
b. I suggest we build a visitor centre.
3. a. Kids are put off coming to our town because there is nowhere to stay.
b. Younger visitors are discouraged from coming to our town because of the shortage of
accommodation.
4. a. A ‘park and ride’ system has been adopted in many cities
b. They have got a ‘park and ride’ system in lots of cities
5. a. Our area has much to offer.
b. There is lots to do in our area.
6. a. I propose that we allocate a portion of our annual budget to advertising.
b. Why don’t we spend some of our money every year on advertising?

COMPARE TWO PROPOSALS

Exercise 5
Imagine you are an examiner. Read the two proposals, A and B, below. Use the questions to
help you decide which is better. Compare your opinions with a partner.
Say which proposal, A or B:
1. addresses all the aspects asked for in the 7. is formal in register
exam question. 8. contains a range of complex
2. is logically organised. structures used correctly
3. is divided into clear sections. 9. contains a good range of
4. has section headings. vocabulary
5. is easy for the reader to follow. 10. contains clear recommendations
6. has a brief, clear introduction and for future discussion
conclusion is formal in register

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 WRITING ENTRY 2 – A PROPOSAL REPORT

PROPOSAL A PROPOSAL B
Proposal to increase
the level of tourism in this area
I think there are so many ways how we
could attract the tourists to this area. Introduction
The first thing we can make is to do a I would like to put forward the following proposal, which
special video about our area and all the I believe would help to attract more visitors to our area.
places that are worth to visit. This will
Advertising
show to people all the interesting things
This area has a great deal to offer the tourist; however, at
tourists can glimpse in our area,
present it is our country’s best-kept secret. I propose we
included archaeology, famous castles
remedy this situation by running an advertising
and monuments etc.
campaign in the newspapers and on television. We could
Then if we showed this video on TV and target overseas visitors by advertising in travel agencies
in the camera, people will want to come abroad and also by broadcasting on foreign television
and see the place for themselves. It and radio stations.
would be better than to give out
brochures because on a video you can Improving amenities
show what is the place really like and all 1. Accommodation
there is to do and see here. We must The shortage of affordable accommodation is a major
convince other countries to show this drawback for visitors. Although we have three
video too. Then we can attract tourists prestigious hotels in the town, they cater for wealthy
from abroad as well. tourists and there are not enough middle-priced
Why not sending some of our staff to hotels. One solution might be to encourage hotels to
promote tourism abroad? We could send offer short breaks at discounted prices as well as
speakers and they could give little chats discounts for large groups. Another possibility would
in schools and factories and other be to provide tourists with lists of Bed and Breakfast
workplaces. establishments. Finally, I propose we look into the
possibility of building a youth hotel just outside the
In our locality, we should put organised town. This would provide suitable accommodation
special walks with different themes. for young people who cannot afford hotel prices.
Maybe we do ‘history walks’ or special
walks to look at flowers and the nature. 2. Parking
We should also make local hotels to give Parking is a problem in our town. I would like to see
discounted prices for people who come a ‘park and ride’ system introduced. Visitors would
for a short time. For people with young then park in a designated place outside town and
children, we must make special prices take one of the specially provided buses into the
and make them know about amenities centre. This system has been successfully adopted in
for children like our parks and many large towns already.
swimming pools. 3. Shops and tourist sites
Now may not be a good time for the There should be interpreters and guides at all the
tourism because we are afraid to travel major tourist sites and shops should ensure that
because of problems in the world. Also, prices are displayed in euros and dollars.
people may not want to spend money 4. Visitor centre
now because they are worried for the At the moment, there is nowhere visitors can go to
economy. But the situation it will surely learn about the history of our area and what it has to
change in the future. offer. I propose we build a special visitor centre,
where we can have audio-visual shows and displays
by local historians and artists.
Conclusion
This proposal will involve substantial initial expenditure.
However, the income generated by higher levels of
tourism will very quickly offset this. I therefore hope my
proposal will be given due consideration.

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 WRITING ENTRY 2 – A PROPOSAL REPORT
Language in a Proposal

Exercise 6
Answer the following questions.
1. In a proposal, you will probably make hypothetical statements; in other words, you imagine
what the situation would be or what could happen if your recommendations were followed.
Find examples of hypothetical statements in Proposal B.
……………………………………………………………………………………………………………
2. Underline the phrases the writer uses to give a personal opinion. Can you suggest
alternatives?
……………………………………………………………………………………………………………
3. Does the writer always justify his opinions? Find examples in Proposal A.
……………………………………………………………………………………………………………

Exercise 7
The phrases listed below are often used in this type of text. Can you find any of the phrases in
Proposal B? If so, underline them.
Making Recommendations
My first recommendation would be…
I would suggest we…
I propose we (should)…
I believe that we should …
This would mean that…
This would allow us to …
We could achieve this by …
We could…
We should look into the possibility of …
One possibility might/ would be to…
Another possibility would be to …
I would like to see…
It would be worthwhile to…
It would be a good idea to…

Exercise 8
A. Look at the sentences below. Note that we cannot use the –ing form of the verb after
propose, suggest and recommend if there is a change of subject
• ✓)
We propose/ suggest/ recommend organising a fund-raising concert. (✓
• ✓)
We propose/ suggest/ recommend that we (should) organize a fund-raising concert. (✓
• We propose/ suggest/ recommend all the money from the fund-raising concert going to
Afghanistan. (✘)
• We propose/ suggest/ recommend that all the money from the fund-raising concert goes
✓)
to Afghanistan. (✓
• We propose/ suggest/ recommend that all the money from the fund-raising concert
✓)
(should) go to Afghanistan. (✓
B. Underline the correct option.
1. I do not recommend allocating/ to allocate the money to a single important project.
2. They suggested us to approach/ that we approach large companies and ask them to make
a donation.
3. How much money do you expect to raise/ raising in an emergency?
4. The threat of famine continues be/ to be one of the continent’s biggest problems.
5. We should consider funding/ to fund more educational programmes to raise awareness of
the problem.
6. I propose us to use/ that we use the money to help refugees.
7. It would be a good idea to invest/ investing some of the money.
8. It would not be fair using/ to use all the money on the project.

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 WRITING ENTRY 2 – A PROPOSAL REPORT
C. Complete the sentences below using the words in brackets. (Sometimes there is more than
one possible answer.)
1. I suggest ……………………………………… (one of our representatives/ go out) to Africa
immediately.
2. I propose ……………………………………… (well-known public figures/ make) a special
appeal on television.
3. We recommend ……………………………………… (people/ make) regular contributions
to their favourite charity.
4. Local aid workers have suggested ……………………………………… (the public/ help)
by donating money and blankets.
5. We would like to propose ……………………………………… (spend) a portion of this
month’s budget advertising our charity.

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 WRITING ENTRY 2 – A PROPOSAL REPORT

ANSWER KEY
Exercise 1
1. requested 7. has lacked 13. comply 19. has agreed
2. am submitting 8. intend 14. introduced 20. finding
3. concerning 9. produced 15. include 21. to cover
4. outlines 10. granted 16. staged 22. believe
5. to rent 11. propose 17. have expressed 23. renting
6. closed 12. benefit 18. expect 24. improved
25. delight
Exercise 2
Students’ own answers
Exercise 3
1. c 2. a 3. to make suggestions, to recommend something, to put forward ideas.
Exercise 4
A. Students should tick the following:
impersonal statements
passive forms
complex sentences
a tentative, diplomatic style
a sophisticated vocabulary, used with precision
B. 1 – a 2–b 3–b 4–a 5–a 6-a
Exercise 5
1. A and B 2. B 3. B 4. B 5. B 6. B 7. B 8. B 9. B 10. B
Proposal B is better.
Exercise 6
Students’ own answers
Exercise 7
Students should underline the following:
I propose we (should) …; We could …; One (solution) might/ would be to …
Another possibility would be to …; I would like to see ...
Exercise 8
B. 1. allocating 3. to raise 5. funding 7. to invest
2. that we approach 4. to be 6. that we use 8. to use
C. 1. that one of our representatives (should) go out/ goes out
2. that well-known public figures (should) make/ makes
3. that people (should) make
4. that the public (should) help/ helps
5. spending