Exam 10: Understanding and Planning Reports and Proposals

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The most significant factor in planning a proposal is whether the recipient has asked you to submit a proposal.Solicited proposals are generally prepared at the request of external parties that require a product or a service,but they may also be requested by such internal sources as management or the board of directors.Some organizations prepare a formal invitation to bid on their contracts,called a request for proposals (RFP),which includes instructions that specify exactly the type of work to be performed or products to be delivered,along with budgets,deadlines,and other requirements.Other companies then respond by preparing proposals that show how they would meet those needs.Unsolicited proposals offer more flexibility but a completely different sort of challenge because recipients aren't expecting to receive them.In fact,your audience may not be aware of the problem or opportunity you are addressing,so before you can propose a solution,you might first need to convince your readers that a problem or an opportunity exists.Consequently,the indirect approach is often the wise choice for unsolicited proposals.Regardless of its format and structure,a good proposal explains what a project or course of action will involve,how much it will cost,and how the recipient and his or her organization will benefit.