Do Business Well

• Plan your letter in rough. Note down, in logical sequence, all the points you want to cover.
• Use the correct name, title and address of the recipient. Check the spelling of names and quote the reference if you are replying to a letter.
• Write simply, clearly and concisely. Leave no room for any doubt as to what you mean. Give all details. Answer all questions.
• Divide the letter into paragraphs, each dealing with one point only.
• Make sure that your tone is appropriate for both the situation and the recipient. Be courteous at all costs. Don’t accuse, nag, talk down, preach or brag.
• Read your letter aloud to yourself. Does it sound polite? Should you cut, prune or rewrite sections?

Persuasive proposals

A proposal is a tender to perform services. Its aim is to persuade someone to allow your organisation to perform some specified service for them on a contractual basis.

Time taken to tender a persuasive proposal is time well spent. A successful proposal will bring business and profits for your organisation. Basically all written proposals contain four functional parts.

1. Introduction and summary of conclusions

This is the most important part of the proposal because it will be read by all the parties who decide who gets the contract. Paint the broad picture quickly and effectively. Give the theme. State the problem. Summarise how you will solve it and give the reasons why you, rather than one of your competitors, should be given the contract. Although this section comes first, it is written last.

2. Statement of the problem you propose to solve

Why are you writing the proposal? To solve a problem you aim to resolve. If you are responding to a solicited proposal, you have already gleaned, from the request for the proposal, an idea of what the problem is. But don’t just restate the obvious.

Do some research. Interpret the problem. Explain it from the point of view of yourself, the problem solver, not from that of the problem poser. Take the initiative and send an unsolicited proposal where you anticipate a need. Make the person aware of a problem for which you have the ideal solution.

3. Your management approach and performance schedule

What do you propose to do for your client? Show that you have investigated the problem carefully and are sure that your approach will be the best.

Explain what you are going to do. Give all the facts — statistics, reports, computer analyses, you name it — to support the effectiveness of your own approach.

Place supporting documents in an appendix where they will not disturb the flow of the main document. Show why your approach is the soundest. Refute other arguments. Explain how you are going to manage the project.

Which division in your organisation will handle the project? Name it. Highlight your organisation’s resources in terms of facilities, manpower and funds and explain why these factors make yours the most suitable organisation to undertake the project.

Provide a schedule. How long will the job take? Identify the milestones and explain how and when interim progress reports will be made. Provide a good accounting plan of how money will be spent. Describe the procedures for quality control.

4. Your capabilities and qualifications for the job

Finally, who are you and what are your qualifications for the job?

List all the professional and management personnel who will be working on the project. Submit their curricula vitae alphabetically in an appendix. Mention related experience.

Indicate how your organisation’s unique expertise or particular product is directly applicable to the project. Assure your client that your facilities — laboratories, special equipment, production units — can deliver the goods.

Finally, remember to tender your proposal with:

• a cover carrying the title and name of proposer;
• a title page with the name of the proposal, the name of the addressee, the date and the name of the proposer;
• a table of contents; and
• appendices and an index.

5. Compile a professional press release

Smart organisations are aware of the impact of visibility in the mass media.

Publicise important events, successes or changes in company policy or structure by sending press releases to newspapers, trade magazines, business pages or public forums rather than limiting yourself to straight advertising.

Large companies can rely on public relations departments to handle media contact. In a smaller set-up you may be asked to prepare a press release. Below is a sample to help you. But first you should note a few points on writing an attention-grabbing press release.

DO

• Check that the heading is clear and tells the reader what the story is about.
• Make sure that the first three words of the release refer directly to the subject. If possible, make the organisation’s name the first word.
• Summarise the main points of the whole story in the opening paragraph. If the editor has to cut your story, he or she can then snip away at the end without reducing the essentials.
• Arrange accurate facts in logical sequence: who, what, where, when, why and how.
• Adapt style, content and vocabulary to suit the audience and the kind of publication you have chosen.
• Enliven your report with supporting photographs or diagrams. Attach a picture caption to each photograph and use the caption to good effect in case the report is not printed.
• Give your organisation’s name and address in the final paragraph. Give the name of the author so that you can be contacted for further information. Date the press release.
• Meet the deadline for copy timeously. Send the copy in a few days ahead of time and well before the event you need to publicise. State the date by which you want your story to be printed.

Possibly related posts: (automatically generated)
Tips for writing a gracious business letter

• Technology/ Information Assessment
• What does a Franchise Agreement cover?
• How Smart You are: Business Plan Writing
• Why Businesses Succeed
• Winning at work: Write well part 1
• How to Spend Money?
• Writing the Business Plan
• Who will Handle Commercial Marketing Integration?
• Five Predictions for trends in Internet Marketing : WEBPROMOTE
• Pursuing New Territories

4 Comments »