Group 5

- Aulia Yasmin
- Cut Lestari
- Dwi Wahyu
- Gibran Arfan
- Zahira Tsaqifa

Business Proposal

An effective business proposal informs and persuades efficiently. It features many of

the common elements of a report, but its emphasis on persuasion guides the overall
presentation.

Let’s say you work in a health care setting. What types of products or services might
be put out to bid? If your organization is going to expand and needs to construct a
new wing, it will probably be put out to bid. Everything from office furniture to
bedpans could potentially be put out to bid, specifying a quantity, quality, and time of
delivery required. Janitorial services may also be bid on each year, as well as food
services, and even maintenance. Using the power of bidding to lower contract costs
for goods and services is common practice.

In order to be successful in business and industry, you should be familiar with the
business proposal. Much like a report, with several common elements and persuasive
speech, a business proposal makes the case for your product or service. Business
proposals are documents designed to make a persuasive appeal to the audience to
achieve a defined outcome, often proposing a solution to a problem.

Common Proposal Elements

Idea

Effective business proposals are built around a great idea or solution. While you may
be able to present your normal product, service, or solution in an interesting way, you
want your document and its solution to stand out against the background of
competing proposals. What makes your idea different or unique? How can you better
meet the needs of the company that other vendors? What makes you so special? If the
purchase decision is made solely on price, it may leave you little room to underscore
the value of service, but the sale follow-through has value. For example, don’t
consider just the cost of the unit but also its maintenance. How can maintenance be a
part of your solution, distinct from the rest? In addition, your proposal may focus on a
common product where you can anticipate several vendors at similar prices. How can
you differentiate yourself from the rest by underscoring long-term relationships,
demonstrated ability to deliver, or the ability to anticipate the company’s needs?
Business proposals need to have an attractive idea or solution in order to be effective.

Traditional Categories

You can be creative in many aspects of the business proposal, but follow the
traditional categories. Businesses expect to see information in a specific order, much
like a résumé or even a letter. Each aspect of your proposal has its place and it is to
your advantage to respect that tradition and use the categories effectively to highlight
your product or service. Every category is an opportunity to sell, and should reinforce
your credibility, your passion, and the reason why your solution is simply the best.
Table Business Proposal Format

Title page with name, title, date, and specific reference to request
Cover Page
for proposal if applicable.

Like an abstract in a report, this is a one- or two-paragraph

Executive
summary of the product or service and how it meets the
Summary
requirements and exceeds expectations.

Discuss the history of your product, service, and/or company and

Background consider focusing on the relationship between you and the potential
buyer and/or similar companies.

The idea. Who, what, where, when, why, and how. Make it clear and

Proposal concise. Don’t waste words, and don’t exaggerate. Use clear, well-
supported reasoning to demonstrate your product or service.

Market What currently exists in the marketplace, including competing

Analysis products or services, and how does your solution compare?

Benefits How will the potential buyer benefit from the product or service?
Be clear, concise, specific, and provide a comprehensive list of
 immediate, short, and long-term benefits to the company.

A clear presentation, often with visual aids, of the process, from

Timeline
start to finish, with specific, dated benchmarks noted.

Delivery is often the greatest challenge for Web-based services—

Marketing how will people learn about you? If you are bidding on a gross lot
Plan of food service supplies, this may not apply to you, but if an
audience is required for success, you will need a marketing plan.

What are the initial costs, when can revenue be anticipated, when
will there be a return on investment (if applicable)? Again, the
Finance proposal may involve a one-time fixed cost, but if the product or
service is to be delivered more than once, and extended financial
plan noting costs across time is required.

Like a speech or essay, restate your main points clearly. Tie them
Conclusion
together with a common them and make your proposal memorable.

Ethos, Pathos, and Logos

Ethos refers to credibility, pathos to passion and enthusiasm, and logos to logic or
reason. All three elements are integral parts of your business proposal that require
your attention. Who are you and why should we do business with you? Your
credibility may be unknown to the potential client and it is your job to reference
previous clients, demonstrate order fulfillment, and clearly show that your product or
service is offered by a credible organization. By association, if your organization is
credible the product or service is often thought to be more credible.

In the same way, if you are not enthusiastic about the product or service, why should
the potential client get excited? How does your solution stand out in the marketplace?
Why should they consider you? Why should they continue reading? Passion and
enthusiasm are not only communicated through “!” exclamation points. Your
thorough understanding, and your demonstration of that understanding,
communicates dedication and interest.

Each assertion requires substantiation, each point clear support. It is not enough to
make baseless claims about your product or service—you have to show why the
claims you make are true, relevant, and support your central assertion that your
product or service is right for this client. Make sure you cite sources and indicate
“according to” when you support your points. Be detailed and specific.

Professional

A professional document is a base requirement. If it is less than professional, you can

count on its prompt dismissal. There should be no errors in spelling or grammar, and
all information should be concise, accurate, and clearly referenced when appropriate.
Information that pertains to credibility should be easy to find and clearly relevant,
including contact information. If the document exists in a hard copy form, it should
be printed on a letterhead. If the document is submitted in an electronic form, it
should be in a file format that presents your document as you intended. Word
processing files may have their formatting changed or adjusted based on factors you
cannot control—like screen size—and information can shift out of place, making it
difficult to understand. In this case, a portable document format (PDF)—a format for
electronic documents—may be used to preserve content location and avoid any
inadvertent format changes when it is displayed.

Effective, persuasive proposals are often brief, even limited to one page. “The one-
page proposal has been one of the keys to my business success, and it can be
invaluable to you too. Few decision-makers can ever afford to read more than one
page when deciding if they are interested in a deal or not. This is even more true for
people of a different culture or language,” said Adnan Khashoggi, a successful
multibillionaire (Riley, 2002). Clear and concise proposals serve the audience well
and limit the range of information to prevent confusion.

Two Types of Business Proposals

Solicited

If you have been asked to submit a proposal it is considered solicited. The solicitation
may come in the form of a direct verbal or written request, but normally solicitations
are indirect, open-bid to the public, and formally published for everyone to see. A
request for proposal (RFP), request for quotation (RFQ), and invitation for bid (IFB)
are common ways to solicit business proposals for business, industry, and the
government.

RFPs typically specify the product or service, guidelines for submission, and
evaluation criteria. RFQs emphasize cost, though service and maintenance may be
part of the solicitation. IRBs are often job-specific in that they encompass a project
that requires a timeline, labor, and materials. For example, if a local school district
announces the construction of a new elementary school, they normally have the
architect and engineering plans on file, but need a licensed contractor to build it.

Unsolicited

Unsolicited proposals are the “cold calls” of business writing. They require a
thorough understanding of the market, product and/or service, and their presentation
is typically general rather than customer-specific. They can, however, be tailored to
specific businesses with time and effort, and the demonstrated knowledge of specific
needs or requirement can transform an otherwise generic, brochure-like proposal into
an effective sales message. Getting your tailored message to your target audience,
however, is often a significant challenge if it has not been directly or indirectly
solicited. Unsolicited proposals are often regarded as marketing materials, intended
more to stimulate interest for a follow-up contact than make direct sales. Sue Baugh
and Robert Hamper encourage you to resist the temptation to “shoot at every target
and hope you hit at least one” (Baugh, L. S., and Hamper, R. J., 1995). A targeted
proposal is your most effective approach, but recognize the importance of gaining
company, service, or brand awareness as well as its limitations.

Sample Business Proposale

Source

https://open.lib.umn.edu/businesscommunication/chapter/9-3-business-proposal/
 Letter of Recommendation

A letter of recommendation is a letter written by someone who can recommend an

individual's work or academic performance. It's typically sent to a hiring manager or
admissions officer who is deciding whether to employ or admit a candidate.

A letter of recommendation skills as they relate to employment or education. These letters

typically come from previous employers, professors, colleagues, clients, or teachers. They
discuss the qualities and capabilities that make the candidate a good fit for a given position,
college, or graduate school program.

How a Letter of Recommendation Works

1. Requesting a Recommendation Letter

Choosing the best people to write your letter of recommendation can be tricky. The letter
writer should be someone who can speak directly to the quality of your work.

The ideal recommendation would come from someone who:

 Is familiar with your work and feels positive about it

 Has the time to write a letter that will truly impress a hiring manager
 Is in a position of authority or otherwise has a reputation that will mean something to
the employer or admissions officer

2. Writing a Letter of Recommendation 

If you’re asked to write a letter of recommendation, ask the requester for guidelines on what
to include. They should be able to tell you which skills and qualifications are most important

for the job or academic program.

3. Key Takeaways on Letters of Recommendation

 A letter of recommendation is a letter written by someone who can recommend an

individual's work or academic performance.
 These letters typically come from a previous employer, professor, colleague, client,
or teacher. 
 If you're requesting a letter of recommendation, ask for one from someone who is
familiar with your work and feels positive about it. 
 If you're writing a letter of recommendation, ask the requestor what should be
highlighted. 
 Interview Follow-Up Letter

Example

Dear Mr. Jefferson,

Thank you very much for your time yesterday—it was a pleasure speaking with you
about the account executive role. From our conversation, it’s clear that ABC Inc. has
the energetic and hardworking environment I’m seeking.

I especially enjoyed discussing your need for someone who can create value and
insight during client conversations. It’s an interesting challenge, and I’ve continued
reflecting on it since our meeting.

Over the last few years, I’ve encountered many of the same roadblocks we
discussed: tightening client budgets and lengthy decision-making processes.
Prioritizing the quality of the conversation over simple information delivery has
been one of my most successful tactics in overcoming those roadblocks and one
reason I’ve routinely exceeded my quotas.

In my relationships with clients, I focus on building trust and boosting credibility, and
I’m excited about the prospect of bringing that skill set to ABC Inc. If you need any
further information, please feel free to contact me by email or phone.

How to Write Interview Follow-Up Letter

After a job interview, it's only natural to want an update on the hiring process,
particularly if you feel it went well. However, there are several potential pitfalls to
avoid when sending a follow-up email after the interview. If you come across as
pushy, sloppy or too informal then you could damage your chances of landing the
job.

1. Choose the right time to send a follow-up email

 Leave time for the dust to settle. There's a good chance your interviewer is
speaking to other candidates, so there's little to be gained from contacting them on
the day. Wait a few days before sending that all-important follow-up.

2. Tone of voice

Regardless of the tone of your interview, keep your follow-up professional and
courteous. This isn't the time for humorous self-deprecation. Be clear about the
purpose of your message.
Presumably you're simply looking for an update on the recruitment process, so get
to the point and don't waste time and words on unnecessary small talk.

3. What to include in your follow-up email

It's important to be disciplined when sending your follow-up email. Follow this guide
for a simple, professional message that gives you the best chance of receiving a
response.

4. Subject line

There is no need to spend hours deliberating over a snappy subject line. The most
effective approach that is likely to get your message opened quickly, is to respond to
the most recent email between you and the interviewer or HR manager. If this isn't
possible (e.g. if you've always communicated via a recruiter, rather than directly with
the interviewer) simply include your name, the date and time of the interview.

As a guide, follow this format:

John Smith - Re: Interview on Tuesday at 4pm

Introduction

If you're on first-name terms with the person you're contacting - you may have
exchanged multiple emails and spoken face to face by this point, then it is fine to
open your follow-up email by using their first name. If not, or if you're unsure, stick
with their title and surname (i.e. Mr. / Ms. Jones).
Body text

Keep it simple. Presumably, the main reason you're emailing is for a progress update
- the interviewer will know this before they've even opened your message. Be polite
but direct:

Thank them for their time in the interview.

Explain that you're following up on your interview - remember to be specific about

the job, mentioning the job title and interview date.

Restate your interest in the position and say you're keen to hear about next steps.

Ask for a progress update, explaining that any information they can provide would
be greatly appreciated.

Signing off

Having made your point in the main body of your follow-up email, sign off
by inviting your interviewer to ask any additional questions. Close with a
simple "looking forward to hearing from you", then a "thank you" followed
by your full name.

Final Check
As obvious as it sounds, don't forget to read over your follow-up email before
sending. Ensure it's well spaced, correctly punctuated and free of typos. Running it
through a spellchecker should help.
A Template of an Email
Subject: John Smith – Re: Interview on Tuesday at 4pm

Hi <Julie / Ms. Jones>,

Thank you for your time <yesterday / date of interview>. It was great to speak to
you about the
<job title> role and I'm convinced that the position is a perfect fit for this stage in
my career. I was hoping to get an update on the recruitment process, so any
information that you can give me about the next steps would be greatly
appreciated. Also, feel free to ask me any follow-up questions that may have come
up since we last spoke

Looking forward to hearing from you,

John Smith

Alternatives to sending a follow-up email

Email may not be the best medium for following up, particularly if you haven't
communicated with the interviewer via email before. Depending on the job
you're applying for, some, or all of these alternatives may be more appropriate:

An instant messaging platform (e.g. Google Hangouts, Skype, LinkedIn

Messenger) LinkedIn.

Phone

WhatsApp
Source:

https://www.michaelpage.co.uk/advice/career-advice/job-interview-tips/how-send-
engaging- follow-email-after-your-interview

https://www.indeed.com/career-advice/interviewing/follow-up-email-examples-after-
interview
 Offer Letter

The Definition
An offer letter is a letter given by a company to a potential employee that
provides key terms of the prospective employee’s employment.

Why the offer letter is important?

An offer letter is an important document that outlines the terms and conditions
of an employment offer. It is a formal way of making an offer of employment
to a potential employee and serves as a written record of the agreement
between the employer and the employee. An offer letter typically includes
information about the position, such as the title, duties, salary, and benefits. It
also includes the start date, the probationary period (if any), and the signature
of the employer.

What key terms should include in the offer letter?

Key terms should include the position/title, name/position of supervisor, full-
time or part-time work schedule, exempt/non-exempt classifications,
duties, equity, bonus/commissions, base salary, benefits, policies, at-will
employment status, confidentiality/invention assignment agreements, prior
employer confidential information/restrictions, and any contingencies.

What not to include in a job offer letter?

- Implications about termination

- Promises of promotions, pay raises, or bonuses.
- Statement that alludes to job permanency or duration
 An example of an offer letter

Shirley Lee
123 Business Rd., Business City, NY 54321 · 555-555-5555 · shirley.lee@sun.com

May 20, 2022

Mr. Tyson
123 Main Street
Anytown, CA 12345

Dear Tyson,

Sun company is pleased to offer you the position of Assistant Director, Customer Relations.
Your skills and experience will be an ideal fit for our customer service department.

As we discussed, your starting date will be June 1, 2022. The starting salary is $56,000 per
year and is paid on a weekly basis. Direct deposit is available.

Full family medical coverage will be provided through our company's employee benefit plan
and will be effective on June 1. Dental and optical insurance are also available. ABCD offers
a flexible paid time-off plan which includes vacation, personal, and sick leave. Time off
accrues at the rate of one day per month for your first year, then increases based on your
tenure with the company. Eligibility for the company retirement plan begins 90 days after
your start date.

If you choose to accept this job offer, please sign the second copy of this letter and return it to
me at your earliest convenience.

When your acknowledgment is received, we will send you employee benefit enrollment
forms and an employee handbook that details our benefit plans and retirement plan. We look
forward to welcoming you to the Sun team.

Please let me know if you have any questions or I can provide any additional information.
Sincerely,

Shirley Lee
Director, Human Resources
Sun Company

I hereby accept the Assistant Director, Customer Relations position.

_____________________________
Signature
_____________________________
Date
 Letters of Resignation

Are you ready to resign from your job? If so, it's a good idea to write a resignation
letter to formalize the details of your departure. But what is a resignation letter, and
why should you write one? What should you include, and when do you need to
provide notice to a soon-to-be former employer?
Here's information on writing a resignation letter or email message, along with
samples and templates you can use to write your own letter.
Key Takeaways
 A resignation letter is a formal document notifying an employer that you are
leaving your job.
 A resignation letter includes notice that you’re resigning, your end date of
employment, and your contact information. You can include additional
details, but they are not required.
 Resignation letters can be submitted in print or sent by email. In some cases,
you may want to share a printed letter with a manager in person.

What Is a Resignation Letter?

A resignation letter is a document that notifies your employer that you are leaving
your job. It formalizes your departure from your current employment and can be
submitted by email or as a printed letter.
The letter serves as written notice of your resignation and provides the details of your
departure from employment, including information about the end date of your
employment.

When To Give the Letter to Your Employer

It's polite to send your resignation letter well in advance of your departure, with two
weeks in advance being generally accepted as the minimum unless circumstances
require that you resign without advance notice or with short notice.
In some cases, you may not be able to provide notice. If you’re working in a difficult
workplace, have a family emergency, or other circumstances require you to move on
right away, give your employer as much notice as is feasible given the situation.
When you are considered an at-will employee, you are not legally required to give
notice.
If you have an employment contract, it’s important to adhere to its terms when you’re
resigning. Check your contract to determine how much notice you need to give your
employer

If you tell your boss in person that you're resigning, have a printed copy of your
resignation letter ready to share. When you work remotely or resign with short notice,
however, you can send your resignation via email

What To Include in a Resignation Letter

When you resign from your job, it's important to do so gracefully and professionally.
However, you don't need to include a lengthy explanation. Keep your letter or email
simple and focused on the facts.
Here's an overview of what to include in your letter:
 Your Intent to Resign: Your letter should start with the fact that you're
resigning.
 Your Last Day of Employment: You should provide information about the
last day you plan to work at the company.
 An Offer to Assist with the Transition: Often, employees will also offer to
help in the transition, perhaps by recruiting or training a replacement. In this
way, both the employee and the employer can leave the situation with closure
and a sense of respect and amicability.
 Questions You May Have: If you have questions about your final pay or
benefits, you can inquire in your letter or email.
 Your Contact Information: Include your personal contact information so it's
easy for the company to get in touch with you.
 Your Signature: A hard-copy letter should include your written signature
above your typed name. If you're sending an email, simply type your name.

To achieve a positive and graceful exit, a letter of resignation will often thank the
employer for the opportunities provided and mention experiences gained at the
company or how the employee enjoyed their time there.
How To Write a Resignation Letter
A resignation letter needs to include your contact information, official notice that
you’re resigning, and when your final day of work will be. If you’d like to include
more details you can, but they are not required.
Here’s how to write a resignation letter, with information on what to include in each
section of the letter:
 Contact Information (Written Letter): A written letter should include your and
the employer's contact information (name, title, company name, address,
phone number, email), followed by the date.
 Contact Information (Email): In an email resignation letter, include your
contact information at the end of the letter, after your signature. You don’t
need to include the company’s contact information.
 Greeting: Address the resignation letter to your manager, using their formal
title ("Dear Mr./Ms./Dr.").
 Paragraph 1: Note that you are resigning from your job and state the date on
which your resignation will be effective. This will give the employer official
notice for your personnel file.
 Paragraph 2: (Optional) You can mention the reason you're leaving, but this is
not required. If you choose to give a reason, be sure it’s a positive one, such as
starting a new job, leaving the workplace, or going back to school.
 Paragraph 3: (Optional) If you’re able to help with the transition, mention
your availability in your letter.
 Paragraph 4: (Optional) Mention your appreciation for the opportunity you
had to work for the company. If there was something that was especially
rewarding, share the details.
 Closing: Use a formal sign-off, such as "Sincerely" or "Yours sincerely."
 Signature (Written Letter): End with your handwritten signature followed by
your typed name.
 Signature (Email): Include your typed name followed by your contact
information.

How To Format a Resignation Letter

Resignation letters should be simple, short, and written in business format using a
traditional font.
 Length of the Letter: Most resignation letters are no more than one typed
page.
 Font and Size: Use a traditional font such as Times New Roman, Arial, or
Calibri. Your font size should be between 10 and 12 points.
 Format: A resignation letter should be single-spaced with a space between
each paragraph. Use one-inch margins and align your text to the left (the
alignment for most business documents).
Example