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CreatingEffectiveProposalsProposalWriting GuidelinesandHints CONSULTING Re usingMaterial ReusableMaterial textorgraphicsfrompreviousproposalsthataddresssimilarrequirementsDon tthrowboilerplatetogetherandcallitasectionClients evaluatorsknowwhenthey rereadinggenerictext andresentit ThoroughlyreviewandmodifyanytextorgraphicsyoureuseTailorthematerialtotheclientandtheRFPCommonlyreusedmaterial qualifications clientprofiles resumes statistics capabilities graphicsAlwaysdangeroustoreusetechnicalsolutions approaches ProposalTone Beginsentenceswiththeclient sconcernShowunderstandingandempathyofthatconcern provethatyouknowtheclient names sites systems RespondtothatconcernBedirect confidentandassertive butnotarrogantGuardagainsttoomanyparagraphsbeginning KPMGunderstands or KPMGrecognizes SubstantiateclaimswithstatisticsandexamplesSuperlativesaregenerallybad can tbesubstantiated Mixtheuseof we and KPMG throughout ProposalToneExamples ProperExample Overthepastseveralyears theUniversityofMassachusetts Amhersthasinitiatedabroadreviewofitsadministrativesystems resultingintheselectionofthePeopleSoftStudentAdministrationSystem BasedonyourRFP werecognizethatUMassdesiresspecificassistancerelatedtothebusinessprocessredesignofyourstudentservices andfit gapanalysesfortheseimprovedprocesses ImproperExample KPMGisthegloballeaderineverymeaningfulandquantifiableway ProposalTense Use active voice theactorcomesbeforetheverbAvoid passive voice noactor vague unresponsiveCorrect KPMGwilldevelopthesystem Incorrect Thesystemwillbedeveloped Followthe truetense rule whetherpast present orfutureCorrect Thecurrentsysteminterfaceswith Thefuturesystemwillincreaseaccess Incorrect Thefuturesysteminterfaceswith BulletLists BreakuplengthynarrativeChangeasentencethatlistsmanyitemstoabulletlistAvoidswitchingtense voice ortonewithinthelistUseparallelwordingtostarteachbullet thesamekindofword verb noun adjective etc CapitalizethefirstwordofeachbulletinthelistIntroducebulletlistwithacolon thenseparateeachbulletwitheitherasemi colonornothingExampleofaconsistentbulletlist TheNASAsystemwillprovidethefollowingbenefits IncreasedresponsetimeImprovedcustomerserviceImmediatedataaccess Graphics AnothergreatwaytobreakupcontinuoustextMucheasiertoreadandreviewDepictprocesses flows activitiesbetterthantextCanbetables matrices orfull scalefoldoutsServemanypurposessuchas Staffing names skills yearsofexperience org chartsQualifications statistics dates projects numbersWorkplan tasks hours staffassignedTechnical diagrams architectures systemdesignsTraining coursestructure methodologyRFPrequirementscompliancechecklist GrammarandPunctuation Insertacommaaftereachelementinaseriesofmorethantwoelements andinnumbersof1 000ormoreUsetwospaces betweennumbersandtitleofsectionheadingsafterperiodsandcolonsUseonespaceaftercommasandsemicolonsReferenceothersectionsoftheproposalwhenappropriate assuch Insection4 3 PotentialProblems wediscussourriskmanagementpolicies FollowWordConventions Referto conventionwordlist establishedbyProposalCoordinatorHelpsdifferentwriters sectionssoundconsistentEasesfinaleditingsomewhat search replacelist Whenindoubt defertoRFP clientusagePrimeexamples projectvs engagementclient servervs client serverUNIXvs Unixdatabasevs databaseworkplanvs workplanRunspellcheckEVERYtimeyouexitafile AdditionalLanguageGuidelines Avoidusingsuperlatives all every never KPMGLegalalsofrownsonitUse exceedstherequirements sparinglyifwereallydo weshouldexplainhowandwhyAvoidtheambiguous etc attheendofaseriesUsewordsfornumberslessthan10Usenumberswhenreferringtotime money distance orpercentageAvoid i e and e g use forexample Avoid via use through or using Knowdifferencebetween its and it s KPMGstaff issingular personnel areplural datum issingular data areplural Support ProvideandEnsure MostoverusedwordsinproposalsUsedsomuchtheycanbegintolosetheirmeaningSomesuggestedalternatives advocate affirm aid approve assist confirm control convey demonstrate develop direct effect enable encourage enhance establish execute facilitate favor improve leadto maintain manage monitor obtain offer perform promote resultin strengthen verify VersionsandRevisions UseMSWord Comments featurefornotestotherevieweroryourself outstandingissues holes HavereviewersuseMSWord Revisions featureonsoft copyeditssoyoucanseethechangesmadetoyourtextAlwaysmaintainacopy andbackupcopy ofthemostrecentversionofyourdocumentdifferentversionsfloatingaroundcausenightmaresuseversionnumberingconventionsWhenrevisingtext havetheRFP OFShandy Summary Re readtheRFP OFSrequirementsandevaluationcriteriaThinkbeforeyoustartwritingUseoutlinesandgraphicstoorganizethoughtsCustomizethetexttotheclient usespecificexamplesUsebulletsandtablesforclarityLookforgraphicsopportunitie