Reader Expectations

When reading a proposal your audience will expect you as the writer to describe the reasons why a change is necessary, and how you propose to bring that change. He or she may think that there is no need for change and therefore may be skeptical of a proposal of any type. That is why the document must be written in the most inviting way possible, so that the reader will consider the proposal.

Format Requirements

Internal proposals follow memo format which is described in the following link.

Memo format

Organization

Proposals can follow many different formats, but all contain the same elements. This includes an introduction or executive summary, the presentation of current problems, the proposal or solution, and a conclusion.

In this case, for an internal proposal we will use an introduction rather than an executive summary. It should be brief and open with a positive statement that is a buffer for the problems section.

The problems section should take into account the current topic at hand and describe in detail the issues which have lead to the proposal. Once the problems have been addressed, you may begin describing the solution created by your proposal. This section should also be very detailed and contain persuasive arguments as to why the solution proposed is preferable to the current method.

The conclusion will readdress the benefits of the proposal (in a non-redundant manner), and end with a positive closing statement.

Visual Elements

Proposals, depending on the sophistication of the issue at hand, may range from one to two pages. Place a heading above each section so that they are easily visible for the reader. For the problems/solution section you may also consider bulleted lists for the main points. This way the reader can find the key parts of the document without having to search, especially if returning to it for reference. The document should not have much, if any change in font and should still retain a sufficient amount of white space so that each sections is distinguishable.

Special Features

Remember that your reader may be satisfied with the current procedure and may not think that the implementation of something different, like what you propose in your document, is necessary. Therefore, a buffer, a detailed analysis of the problems and solid arguments for the solution will be key in persuading your reader to accept your proposal.

Sample