Write for Business - Blog

Last time we talked about how to handle prewriting of proposals. Once you have your ideas set out, it's time to write your draft, arranging those ideas to make sense and have impact. Here are some tips for drafting the three parts: the opening, the middle, and the closing.

Design the opening to catch your reader's attention and explain the purpose of your proposal. Identify the importance of your product or service and, if possible, include a brief service timeline and cost.

In the middle, present your points in a clear, organized manner. For persuasive writing, it's a good idea to begin with your second-strongest argument and end with your strongest. Supply support materials, including a description of your proposed product or service, and give details as to application, delivery, or service. This is the time to show why your product or service is more desirable than other, similar ones.

Finally, use the closing to emphasize why your reader should use your product or service. Present any additional information that will clinch your argument. Your closing is the last thing your reader will see, and usually the last thing remembered, so make it strong, clear, and to the point.

When you're finished drafting, read through to make sure you've answered any questions your reader might have. You should have included a description of your product, a proposed budget, a schedule for implementation, and your qualifications for the job. Once you're satisfied with the content, go through it again and make any structural revisions. Finally, always proofread for grammar and spelling errors.

You can learn more about writing proposals beginning on page 67 in Business and Sales Correspondence, just one of the many helpful business-writing materials from UpWrite Press.

- Joyce Lee

Podcast

This week, we're beginning a series of articles on using the writing process to create winning proposals. Today, let's look at how you can use prewriting to get your thoughts ready for the page.

First, decide on your purpose for writing. What is your objective? What do you expect your reader to do after reading your proposal? What action is required? Find the right verb to describe this action: Do you want your reader to hire you or your company? Fund your project? Change a current goal?

Second, think about your audience - who will read your proposal? Your target reader will determine the tone you take (formal or conversational) and the words you use. For example, if your audience doesn't understand your trade jargon, you'll have to define certain terms along the way.

Third, gather support for your proposal. Explain why your ideas or service will make your reader's job, career, or life better. It's important to list the potential benefits of your proposal.

Fourth, prepare a defense against any objections your reader might have. Do your best to predict opposing viewpoints, and then counter them.

Once you have considered all of these factors, you are ready to begin writing. Next time, we'll discuss how to organize your ideas into an effective proposal.

You can learn more about writing proposals beginning on page 67 in Business and Sales Correspondence, just one of the many helpful business-writing materials from UpWrite Press.

- Joyce Lee

Podcast