If you are a passionate employee and you notice that some of the procedures at your work could be improved, you may consider writing a proposal to introduce new procedures. This kind of a proposal letter (or email) can be classified as an internal proposal. Writing internal proposals is a little different than writing external ones. Because you are writing to people who are working in the same organization as you do, you may use your internal jargon and be less sensitive about using confidential information.
Create a plan for your proposal. Determine the audience to whom you will address the proposal. If you want your organization to introduce a new accounting system, for example, contact the accounting department, perhaps the office of the chief accountant. Also, determine the purpose of your proposal--the implementation of a certain accounting system, for instance. In addition, put yourself in the shoes of the readers. This will allow you to better understand how you could convince the audience that your proposal should be accepted.
Start writing the proposal. In the very beginning, explicitly and clearly state the purpose of your letter. For example, you can write, "I am writing this letter to ask the Accounting Department to consider implementing the ABC accounting system."
Describe the current procedures in your organization. Show any inefficiencies in the current procedures. For example, the current accounting system may be too time-consuming to operate. In addition, it may make costly errors.
Provide a brief description of the new procedures. Outline how they would be different from the old ones. First, describe your proposal in just a few sentences. After that, give as much detail as may be necessary. However, keep the proposal letter short and concise.
Give the arguments that support the implementation of the proposed new procedures. Clearly list the benefits that the new procedures can bring to the organization. Possible benefits could include higher productivity, better quality of produced goods or services, greater savings in raw materials and enhanced employee morale.
Back up your proposal with any documents, if applicable. For example, new procedures might have been tested elsewhere within your organization or in your industry. Mark all supporting documents clearly and indicate their meaning in the text of the proposal letter.
Provide details on how the proposed procedures can be implemented in your organization. If you propose to introduce a new accounting system, the implementation could be done in stages. For some time, the new and the old systems could be operated simultaneously. After the new system is tested, the old system can be phased out.
Get someone else to read the proposal letter before you submit it. Ask for criticism. Discuss the proposal and identify the points where it can be improved. Change some sentences in the proposal to make it more convincing.
Submit your proposal.
- Use simple language. If you need to use certain terms, give their definitions, unless you are certain that the person reading the proposal is familiar with them. Also, give preference to short sentences that are clear and to the point.
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