Question 1

Most RFPs spell out exactly what you should cover in your report and in what order.

Accepted Answer

Yes, most RFPs provide specific instructions on the content and structure of the report that should be submitted in response to the proposal. It is important to carefully review and follow these instructions to ensure that your response meets the requirements and is considered by the client.

Question 2

If your report is intended to prompt others to action, in the close you should specify exactly what should happen next.

Accepted Answer

When writing a report that is intended to prompt action, it is important to provide clear and specific recommendations in the conclusion or close of the report. This helps to guide the reader towards taking actionable steps based on the information presented in the report.

Question 3

In formal proposals, the close should be the longest section.

Accepted Answer

In formal proposals, the close should be concise and to the point. It should summarize the main points, restate the benefits, and clearly state the action that needs to be taken. A lengthy close is not necessary and can detract from the overall effectiveness of the proposal.

Question 4

Once your proposal is accepted, you can start altering the work plan to make the schedule and costs more realistic.

Accepted Answer

The work plan should be realistic before the proposal is accepted.

Question 5

The body of a proposal on health insurance would be the best place to mention that your staff includes several individuals with MD degrees.

Accepted Answer

Mention of staff members with MD degrees is a qualification. The body of a proposal is an appropriate place for listing qualifications.

Question 6

In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals.

Accepted Answer

In solicited proposals, stick to the RFP or guidelines provided by the client. Failing to address issues in the RFP can greatly decrease your chances of landing the job.

Question 7

If your proposal is solicited, its introduction should refer to the RFP specifically.

Accepted Answer

If your proposal is solicited, it means that a Request for Proposal (RFP) has been issued asking for proposals from suppliers or vendors. Therefore, it is appropriate to refer to the RFP specifically in the introduction of your proposal. This helps to show that you have understood the requirements of the RFP and that your proposal is tailored to meet those requirements.

Question 8

In the close of a proposal to install energy-saving light fixtures at a local hospital, it is not necessary to emphasize client benefits if you think they are obvious.

Accepted Answer

Even if benefits seem obvious, emphasizing them ensures the client understands the value and impact of the proposal, reinforcing the decision to proceed.

Question 9

Using the "you" attitude is inappropriate when writing proposals.

Accepted Answer

The "you" attitude is vitally important for a proposal. Every word in the proposal should be designed to cater to the needs of the audience and give the audience the impression that you and your company are the right choice for the job.

Question 10

The general purpose of any proposal is to get your audience members to change their minds about some important issue.

Accepted Answer

The general purpose of a proposal is to persuade the audience to take a specific action or approve a plan, not necessarily to change their minds about an issue.

Question 11

The close of a proposal is the right place to discuss any costs associated with your recommendations.

Accepted Answer

Discussion of costs should appear in the section specified for costs in the RFP. If the RFP specifies no particular section for costs, consult your firm's policy for how to address cost issues.

Question 12

In a business report, you should not introduce new facts as part of a conclusion or recommendation.

Accepted Answer

The purpose of a conclusion and recommendation is to summarize the findings and analysis of the report, not to introduce new information.

Question 13

Combining conclusions and recommendations under one heading is not acceptable in business reports.

Accepted Answer

Combining conclusions and recommendations under one heading can be acceptable in business reports, as it allows for a streamlined presentation of findings and suggested actions, though it depends on the report's structure and audience preferences.

Question 14

When it comes to formal proposals, it is impossible to oversell your message.

Accepted Answer

It is important to strike a balance between presenting a persuasive argument and being unrealistic or misleading in a formal proposal. Overselling the message can lead to skepticism and mistrust from the decision-makers who are evaluating the proposal. It is important to present a clear and honest case for why your proposal is the best option.

Question 15

Statements such as "The advantage of Cyberdyne over other companies is that a contract with Cyberdyne automatically includes a service plan in which we are available for advice on a 24/7 basis" are inappropriate for formal proposals.

Accepted Answer

The answer of Statements such as "The advantage of Cyberdyne...

Question 16

Your writing approach for a proposal should be similar to that used for persuasive messages.

Accepted Answer

A proposal is a type of persuasive message that aims to convince the audience to take a desired action, such as approving a project, providing funding, or endorsing a product. As such, the writing approach for a proposal should be similar to that used for other persuasive messages, such as using a clear and compelling message, addressing the audience's needs and concerns, and providing evidence and reasoning to support the proposal's claims.

Question 17

In a formal proposal, it is unprofessional to point out your company's advantages over its competitors.

Accepted Answer

It is appropriate and even necessary to highlight your company's strengths and advantages over competitors in a formal proposal. This helps to differentiate your company and convince the client to choose your company over others. However, it is important to do so in a respectful and factual manner, rather than disparaging competitors or presenting misleading information.

Question 18

If your proposal involves providing replacement machine parts that your company regularly stocks, it is not necessary in the Work Plan section to describe how you'll accomplish what must be done.

Accepted Answer

If the company regularly stocks the replacement machine parts, their procurement process is already established, and it is not necessary to describe it in the Work Plan section.

Question 19

In a proposal to upgrade a potential client's phone system, it would be arrogant to include information about your company's extensive experience with that type of work.

Accepted Answer

It is not necessarily arrogant to include information about your company's experience with that type of work in a proposal. In fact, highlighting your company's qualifications is an important part of convincing a potential client that you are the right choice for the job. However, it's important to strike a balance between showcasing your expertise and coming across as arrogant or overly boastful. The proposal should focus on the client's needs and how your company can meet them, rather than solely on your own accomplishments.

Question 20

In a basic proposal, you should define the problem and summarize the solution you propose.

Accepted Answer

In a basic proposal, defining the problem and summarizing the proposed solution is a common approach to communicate the purpose of the proposal.

Quiz 14: Writing Reports and Proposals