An informal proposal is a straightforward document for presenting an idea or solution without the extensive detail of a formal proposal. Its primary purpose is to communicate a concept clearly and concisely, making it an ideal tool for initiating discussions. Unlike formal proposals, which are often lengthy and rigid, the informal version is flexible. This adaptability allows it to be used in situations where a quick, persuasive pitch is more appropriate than a comprehensive report.
When to Use an Informal Proposal
Informal proposals are best suited for situations that require speed and directness over formality. They are often used internally within an organization, such as when an employee suggests a new software tool or a department head proposes a minor change to a workflow. In these cases, since the audience is already familiar with the company context, extensive background information is unnecessary. This makes an informal proposal an efficient way to suggest internal improvements.
These proposals are also effective in external communications, particularly with existing clients or for smaller, less complex projects. A freelance graphic designer might send an informal proposal to a previous client to suggest a website refresh. The format is also useful for securing initial buy-in for a larger idea. By presenting a condensed version first, you can gauge interest before investing the time required to create a detailed formal proposal.
- Suggesting a small internal project: Proposing a new efficiency tool or a team-building activity to your manager.
- Outlining a freelance gig: Sending a potential client a brief overview of services and costs for a straightforward task.
- Proposing a new process: Recommending a change in departmental workflow to improve outcomes.
- Seeking initial buy-in: Presenting a high-level concept to leadership before developing a full-scale plan.
- Requesting a minor purchase: Justifying the need for new equipment, like better office chairs or software licenses.
Key Elements of an Informal Proposal
A Clear and Concise Title
The title, often used as the email subject line, must be direct and clearly state the proposal’s purpose. For instance, “Proposal to Redesign the Employee Onboarding Packet” immediately tells the recipient what the document is about. An effective title grabs attention and provides immediate context.
The Introduction
The introduction should briefly state your purpose for writing. In two or three sentences, present your understanding of the problem or opportunity at hand. This section sets the stage by showing you grasp the core issue you intend to address without getting lost in excessive detail.
The Problem or Opportunity
Here, you expand on the issue introduced earlier. Provide specific details that illustrate the problem or the opportunity you’ve identified. For example, if proposing new software, you might mention the number of hours currently lost to manual data entry. This section demonstrates a thorough understanding of the challenge and underscores the need for a solution.
The Proposed Solution
This is where you present your specific recommendation. Clearly describe what you plan to do to address the problem. If you are suggesting a new workflow, outline the key steps involved. The goal is to provide a clear picture of your proposed action, making it easy for the reader to understand exactly what you want to implement.
Key Benefits
Focus on the positive outcomes your solution will deliver. Instead of listing features, explain how it will help the organization, such as by saving money or improving efficiency. For example, rather than just stating a new software has a “user-friendly interface,” explain that this will “reduce training time for new hires by 50%.”
Necessary Resources
Briefly outline what is needed to implement your solution. This includes a simple breakdown of the estimated cost, the time required, and any personnel who will need to be involved. A straightforward estimate is sufficient for an informal proposal, as it helps the decision-maker understand the investment required.
The Call to Action
End your proposal with a clear next step. Tell the reader exactly what you want them to do, whether it’s to approve a budget, schedule a meeting to discuss the idea further, or provide the green light to begin. A specific call to action prompts a response and moves the process forward.
How to Structure Your Informal Proposal
The structure of an informal proposal is flexible but should follow a logical flow. The two most common formats are a simple email or a short memo-style document, usually one to two pages long. Both formats are designed for quick reading, making them ideal for busy decision-makers. The choice between them often depends on company culture and the complexity of the idea.
When using email, the subject line becomes your proposal’s title and must be direct. The body of the email should then walk through the key elements in a natural sequence. Each section can be a short paragraph, making the entire email scannable.
For a more detailed idea, a short document or memo is a better fit. This format uses clear headings for each element, such as “Introduction” and “Proposed Solution.” This organization allows the reader to quickly navigate to the sections that interest them most.
Best Practices for Effective Writing
To make your informal proposal persuasive, adopt a professional yet conversational tone. You want to sound approachable and confident, not robotic or overly academic. The language should be tailored to your audience; avoid jargon if the reader is from a different department or outside the company. This ensures your message is understood without requiring them to look up technical terms.
Keep your writing concise and scannable. Use short sentences and paragraphs to make the text less intimidating and easier to read on a screen. Subheadings and bullet points can also help break up the text and highlight important information. Before sending, proofread carefully to eliminate any typos or grammatical errors, as a polished document reflects your professionalism.