Proposal Writing

Format & Language

Formatting
Different for every organization/department
Paragraphing
Numbering
Language
Audience based
Concise
Forceful & authoritative
Use signpost
Tenses
Audience based
Decides the level of the language
Types of audience

High-tech audience / Expert level

Use terms & jargons

Low-tech audience / Semi-expert level

Use terms & jargons but with explanation
E.g. Engineers should use metric SI (System
International) units in their reports

Lay audience / Non-expert level

Avoid using terms and jargons
 Level of Language
The efficacy of hydrochloric acid is
indisputable, but the corrosive residue is
incompatible with metallic permanence.

We cannot assume responsibility for the

production of toxic and noxious
residue with hydrochloric acid, and suggest
you to use an alternative procedure.

Dont use hydrochloric acid. It eats hell out of

the pipes.
Concise
Eliminate wordy expression
Include only relevant statements
Avoid unnecessary repetition

e.g: Central Auto Insurance Company

(CAI or it or they)
Concise cont.
Wordy Concise
At this time Now

In some cases Sometimes

Please dont hesitate to Please write

write.
There are four rules that Four rules should be
should be observed. observed.
Forceful & authoritative
Example:
Weak & wordy
It is hoped that this project may help to .

Strong
This project will.
Use Signpost
Lead in sentence
The objectives of this event are to

Signpost
Helps with clarity
Bullets and numberings are helpful & important
Example
This project has three phases (1) we will
First second last
Tenses: Summary
Present
To highlight the benefit of the project
E.g. The fire alarm system monitors both sprinkler flow and
smoke conditions.

Past
To discuss things that have already happened (if necessary).

Future
To highlight benefits obtained in the future
E.g. The proposed design will build on the spirit and
innovation of the previous house while seeking to overcome
its weaknesses.
Tenses: Goals / Objective
Present
E.g. This proposal describes the burglary and fire
protection system designed for UniKL MICET.

Future
Can be used in the elaboration of the purpose
Used when describing prediction or future result
E.g. The burglary system will alert anyone nearby
when a burglary is in progress.
 Tenses: Needs / Problems - 1
Present
To discuss present situation
E.g. Nowadays students prefer to use electronic
gadget rather than working out.

Past
To discuss things that had already been done

Present Perfect
To show a period of time up to and including the
present time
E.g. Many factors have contributed to this problem.
 Tenses: Needs / Problems - 2
Literature review
Present
Discuss known phenomena
Direct observation of foraging behaviour can be
difficult and may yield biased data (Kelly, 2000)

Past
Mention specific study
Epstain (1981) showed that animal tissues are
consistently enriched by 3 to 5 permille relative to
diet.
Tenses: Procedures/Scope of
Work
Present
E.g. To provide adequate local fire alarm signaling,
the system is designed with four horns.
Each of XY Companys employees are trained to
carry out tasks of this nature.

Future
E.g. The project will start with the distributions of
questionnaires.
The component gathering and planning will be
completed by the end of December.
Any questions?