6 Proposals and reports

There are many similarities between writing a proposal and writing a report. Both require the use
of formal language, clear structuring to guide the reader, and careful revision. In this chapter,
proposals are dealt with first and then reports.

Proposals

Businesses can fail or thrive depending on how they communicate their ideas and a cleverly
developed business proposal can make all the difference.

The term proposal can refer to a wide range of documents, from a bid for a contract to a
proposal to increase the budget for the office coffee. Proposals that are seeking funding or an
alliance can involve millions of Euros whereas a proposal to give a temporary worker a
permanent position has limited financial consequences. No matter what it is, the proposal must
make a favourable impression and explain all aspects of the proposed concept clearly and
quickly.

First and Foremost The concept

When you have received the information for a proposal from someone else, i.e., you are not the
original author of the proposal, it is imperative that you are clear as to what the concept is. Start
off by summarising the concept in 2 or 3 sentences and then show it to a lay person. If they are
not absolutely sure what the concept is, rewrite it until they are. Doing this, even when you are
the original author, helps clarify the message you want to get across.

Know the target reader

Even if your proposal is an internal document, think carefully about who will read it. A proposal
is written for the readers not for the writer. When you write a proposal in English, you'll need to
know the readers' competence in the English language. Writing for a global audience means
avoiding local assumptions and using neutral language rather than overly formal or, conversely,
idiomatic phrases. Similarly, find out how conversant the readers are with the jargon of your
business or the abbreviations that you use in your line of work. There's nothing worse than
ploughing through someone else's gobbledygook.

Let's get writing

Assuming that you understand the concept(s) of the proposal, you've collected and collated all
the relevant information and you know your target readers, it's time to get writing. The aim here
is to provide language frameworks tata can be adapted to suit your particular situation
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Summary

Proposals and reports

There are many similarities between writing a proposal and writing a report. Both require the use
of formal language, clear structuring to guide the reader, and careful revision.

Businesses can fail or thrive depending on how they communicate their ideas and a cleverly
developed business proposal can make all the difference.

The term proposal can refer to a wide range of documents, from a bid for a contract to a
proposal to increase the budget for the office coffee. Proposals that are seeking funding or an
alliance can involve millions of Euros whereas a proposal to give a temporary worker a
permanent position has limited financial consequences.

When you have received the information for a proposal from someone else, i.e., you are not the
original author of the proposal, it is imperative that you are clear as to what the concept is.

Similarly, find out how conversant the readers are with the jargon of your business or the
abbreviations that you use in your line of work. There's nothing worse than ploughing through
someone else's gobbledygook.

Assuming that you understand the concept(s) of the proposal, you've collected and collated all
the relevant information and you know your target readers, it's time to get writing.