Letter proposals 4 ­ 5 Body of a letter proposal Explanation There are four areas that should be addressed in the body of a letter proposal: · Identify the steps you'll take to complete the project. The client wants to know exactly what you are proposing to do to address their situation. Therefore, you should identify step-by-step how you'll complete the project. It is important that you present the steps in an easy-to-read format, with a list, table, or flow chart. This will allow the client to visualize the overall flow of the plan and how it will unfold. · Identify the amount of time it will take to complete the project. Most clients' needs or problems must be addressed as quickly as possible. Therefore, the schedule you have established for completing the project is critical. There are several items you need to consider when creating a schedule. First, you need to consider how much time is available for completing the project. The client usually determines this time frame. Next, you'll need to examine the number of steps identified for completing the project and how much time each of these steps will take to complete. If it is impossible for you to complete all the steps within the client's time frame, you should reconsider whether this is a project your organization is capable of completing to the client's satisfaction or not. However, if the situation you are addressing is not urgent, you can consider asking the client for an extension on the deadline, providing sufficient evidence to show why it is needed. After you have allotted time to each of the steps necessary for completing the project, you can establish both, start and completion dates for the project. Present the schedule for completing the project in a simple yet thorough manner that clearly outlines the timelines you can meet. · Identify how much it will cost to complete the project. Even if the client feels that your plan and schedule for the project meets their needs, they will not select your proposal if you fail to state how much it will cost to complete the project. Therefore, it is critical that you prepare a budget. There are two elements you must price in your budget, the cost of services and the cost of goods. The cost of services includes the time you or any member of your organization spends working on the project, and the cost of goods includes the materials needed to complete the project. Be realistic and specific when constructing the budget; leave no service or good unaccounted for. The client will expect you to adhere closely to the budget you submit, and if your proposal is selected, the proposal itself might become the contract, which is used to authorize the project. · Include specific technical issues. If there are any technical issues that the client should be aware of, the body of the proposal is the appropriate place to discuss them. For example, if your plan for upgrading a client's internal communication system is most easily integrated by installing a particular new software program, bring this issue to the client's attention. Explain to them why you recommend the installation of the software.