If there is one golden rule in proposal writing, it is “Make It Easy For The Reader”.
In your proposal documents, you should always quantify terms such as “regular”, “often” and “quickly”.
A useful rule of thumb is that ‘affect’ is usually a verb while ‘effect’ is usually a noun.
The following sentence appeared in a tender we were reviewing:
When you are presenting your proposal, ensure your language is correct, meaningful and cannot be misinterpreted. Avoid the use of words like ‘frequently’, and ‘quality’. If you use these, the reader will assume you are deliberately trying to be evasive.
There are several tests which gauge the readability of a document. These include Flesch-Kincaid, ARI and Coleman-Liau.
A sentence which runs over several lines may be grammatically perfect but is likely to be unnecessarily complex and include several sub clauses which mean the reader has to concentrate extremely hard to understand the meaning and thus increase the chance that they will stop reading before they reach the full stop at the end of the sentence.
When it comes to proposals, no-one is impressed by big words and complex sentence structures.
There may be times when you have to include a negative topic in a proposal. An example of this might be poor accident statistics.
Try to maintain a high enthusiasm level when writing bid and proposal documents. The tone of a document comes directly from its writers and it is very difficult to disguise the writing of a weary or frustrated author.