Figure 16-1 Parts of a long proposal

THE ORGANIZATION OF A FORMAL PROPOSAL

Most proposals follow the general outline presented in Figure 16-1, an outline similar to that given
m Chapter 4 for the argument of fact and policy Indeed, you could argue that a proposal is an argument
of policy (the funding agency should fund this proposal) based on several embedded arguments of fact
(the problem is important, the activity proposed will alleviate the problem, the proposers are qualified to
do the work proposed, etc.)

The general outline should be adapted and modified according to the needs of the readers and the
demands of the topic proposed. For instance, long or complicated proposals might well contain all the
sections shown m Figure 16-1 in fully developed form, with their own headings corresponding to the
sections and subsections of the outline. In contrast, shorter or simpler proposals might contain only the
sections noted m Figure 16-2, they might treat a given subsection very briefly or combine several
subsections. A very short informal proposal is shown in Figure 16-4. While its heading information (To,
From, Subject, Date, etc.) is formatted differently than that for a formal proposal, it well illustrates the
compression of sections that can occur in shorter formal proposals

Notice that since a short proposal is short and simple, it may have no Table of Contents or separate
sections for Background or List of References, as indicated in Figure 16-2 Any background information
and references may be folded in with the discussion of the problem (in Problem Addressed) or with the
other sections. Also, in Figure 16-2, the Plan for Accomplishing Objectives, the Plan for Evaluating
Results, and the Schedule for Project Completion are listed as major topics, not subtopics under
Description of Proposed Activity as in Figure 16-1, Parts of a Long Proposal.

Figure 16-1 PARTS OF A LONG PROPOSAL

Title page

Abstract

Table of contents

Introduction

Problem addressed

Purpose or objectives of proposed activity

Significance of proposed activity
Background
Descnption of proposed activity

Plan for

accomplishing

objectives Plan for

evaluatng results

Schedule for

project completion

Institutional resources and commitments
List of references (for about six or more references)
Personnel

Explanation of

proposed staffing

Relevant experience of

major personnel
Budget

Budget in

tabular form

Justification

of budget

items
Appendixes

Letters of endorsement

Promises of participation, subcontractor's proposals

Biographical data sheets (vita sheets)

Reprints of relevant articles, reports, background documents

Title Page

The Title Page provides the basic To, From, Subject, Date information found in headings and title
pages for other types of technical communications, it also includes financial information relevant to
proposals alone. Specific formats for title pages vary from one proposal to another, but most include the
following

1 The title of the proposal (as short and informative as possible)

2 A reference number for the proposal

3 The name of the potential funder (the recipient of the proposal)

4 The name and address of the proposer(s): the project director or project manager and other especially
important participants (research proposals will include the name of the principal investigator and any
coprincipal investigators)

5 The proposed starting date and duration of the project

6 The total funds requested

7 The proposal's date of submission

8 The signatures of the project director and responsible admimstrator(s) in the proposer's institution or
company

A sample Title Page is shown in Figure 16-3. It lacks items 7 and 8 because these were included on
the institution's cover form, which accompanied the proposal.

The Title Page provides the basic title information needed by a reader deciding whether or not to
read the proposal, and the title and reference number needed for filing it. It also provides an overview of
the funding and timing of the project.

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