English for personal assistants - part 13 pot

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 that can be adapted to suit your particular situation. Title Page Begin with a title page or heading that includes the name of the proposal recipient, the title of the project or subject, the name of the author, your company name and address, the date, and, if appropriate, your copyright symbol. How much information you include on the title page or in the heading will very much depend on the status of the proposal and the recipient. You could put a header like this onto appropriate company stationery: To: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . From: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Proposal re: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introductory paragraph The introductory paragraph should state clearly the purpose of the proposal, e.g., ᭤ The purpose/aim/intention of this proposal is to The verb which follows this introductory phrase will vary according to the context, but it might well be one of the following: ᭤ examine/assess/evaluate ᭤ outline/present/discuss e.g., The purpose of this proposal is to evaluate the advisability of redesigning the reception area on the ground floor of the Tennison Building. Alternative openings: ᭤ As requested, this is a proposal concerning/regarding the matter/subject of ᭤ This report outlines the advantages and disadvantages of ᭤ This report contains an assessment of which you requested. 60 Proposals and reports The main body of the proposal The number and division of paragraphs in the main body of a proposal will obviously depend on the nature of the topic. However, it’s always useful when a proposal has clear sub-headings that act as signs to guide the reader through the content. Equally important is the use of linking words to signal: ᭤ the importance of a point, e.g., most importantly, interestingly, significantly ᭤ the addition of information/points ᭤ contrast (See Appendix A, page 157, for further information on linking words) The conclusion To end a proposal, it is usually the case that there is a summary of the main points or argument, followed by a recommendation. Proposals 61 Summarising To sum up/To conclude/In conclusion/On balance On the basis of the points mentioned above, it would seem that The only/obvious conclusion to be drawn from these facts is that For the above-mentioned reasons Recommending It is, therefore, felt/believed/apparent that would be suitable/ideal for It would (not) be advisable/advantageous/practical/wise to My/Our recommendation is that should be It would appear that is/would be the best course of action to take. ᭿ Task 4 The following phrases are too informal for a business proposal. Rewrite them in more formal English. 1. What I want to do in this proposal is 2. I want to talk about the positive and negative sides to this. 3. What’s really interesting is 4. Because of what I said before The language ᭿ Task 5 In addition to the points above regarding suitable phrases and linkers to use, read through the list below and tick which language features you would expect to see in a business proposal. 1. contractions, e.g., ‘we’ll’ instead of ‘we will’ 2. passive forms, e.g., ‘it has been decided’ instead of ‘we have decided’ 3. colloquial English, e.g., ‘we will get our hands on the money at the end of the month’ instead of ‘payment will be received at the end of the month’ 4. ellipsis, e.g., ‘Awaiting quotations’ instead of ‘We are awaiting quotations’. 5. long complicated sentences And finally Depending on the extent of your proposal, you may also need to add: ᭤ a bibliography, the names and qualifications of the proposal writers or project implementers ᭤ a budget which itemises the expenses which would be incurred should the proposal be implemented ᭤ materials, equipment, facilities, and personnel required to fulfill the proposal ᭤ Appendices 62 Proposals and reports Revision of first draft When you’ve written the first draft, take a break so you can distance yourself from what you’ve written. Then look at it again objectively and ask yourself: ᭤ Is the writing clear? ᭤ Do the ideas make sense? ᭤ Does the layout help the reader focus on the main points? ᭤ Have the requirements been fulfilled? ᭤ Are the grammar and spelling correct? ᭤ How does it sound when read aloud? ᭤ What sort of impression will it leave on the reader? If possible, show your first draft to a colleague who can be trusted to give you constructive feedback on it. Then write the final proposal. ᭿ Task 6 A colleague of yours has underlined parts of this text that she is unhappy with. It’s the summary of a survey to determine consumer awareness of a product. Suggest improvements/corrections for the underlined words or phrases. For the basis of the what we found above, it would seem that although the quality and shop prices of X products are competitive, a big percentage of consumers don’t know about the product range. Furthermore, many of them who are aware of the range do not find the packaging nice enough to compel them to purchase any of the products. Our idea , therefore, is that your company put on a new advertising programme to increase consumer awareness, to add to altering the packaging of all the range so as to make the products more attracting to consumers. Reports As much of the information and langauge for writing proposals is equally relevant to writing reports, this section is made up of short tasks amd checklists which can be used for quick reference. The purpose of a business report is to convey information to assist in decision-making. The report is the vehicle in which to present this information. Some reports might present the actual solution to a business problem; other reports might record historical information that will be useful to assist future decision-making. Reports 63 Purpose sentence The purpose of the report is typically expressed as a statement or a question, e.g., ᭤ To determine ways to reduce waste of office materials. ᭤ Should the office be relocated to the main Administration Building? If you compose the purpose sentence with care, it will ensure that the focus and scope of the report are clear in your own mind. Creating the report ᭿ Task 7 Reorganise these steps in the creation of a report into a logical order: A. Analyse the information B. Determine the solution C. Determine the scope of the report D. Gather the information E. Organise the report F. Consider the reader(s) The reader(s) In order to clarify who the intended reader(s) of the report are, you might like to use a checklist. ᭿ Task 8 Study this checklist and add two points which you consider to be important. ᭤ what the reader needs to know from the report ᭤ educational level ᭤ knowledge of topic of report ᭤ responsibility to act ᭤ age ᭤ preferences ᭤ attitudes ᭤ ᭤ 64 Proposals and reports . to be drawn from these facts is that For the above-mentioned reasons Recommending It is, therefore, felt/believed/apparent that would be suitable/ideal for It would (not) be advisable/advantageous/practical/wise. course of action to take. ᭿ Task 4 The following phrases are too informal for a business proposal. Rewrite them in more formal English. 1. What I want to do in this proposal is 2. I want to talk. importantly, interestingly, significantly ᭤ the addition of information/points ᭤ contrast (See Appendix A, page 157, for further information on linking words) The conclusion To end a proposal,