Transcript effective-writing-style-advice-for-preparing-proposals
AuthorAID Workshop on Proposal Writing
Rwanda June 2011
Effective Writing Style: Advice for Preparing Proposals Ravi Murugesan, MS, ELS AuthorAID Training Coordinator [email protected]
Importance of Writing Style
• A written proposal is your only medium for communicating what you want to do.
– Granting bodies may not have time to discuss your proposal with you.
– They usually make a decision after reading your proposal.
• Winning proposals have good ideas that are communicated well.
Key Elements of Writing Style
• Your writing in a proposal should be: – Clear – Concise – Persuasive – Well-formatted
Writing Clearly
• When you write your proposal, assume that the reader (grant reviewer): – Does not know the context or situation in which you are working.
– Will not immediately understand the importance of your project.
Writing Clearly (cont)
• Keep the grant reviewer in mind when you write.
• Follow basic principles to maintain clarity: – Provide overviews before details.
– If tables and figures are used, design them for easy understanding.
– Expand abbreviations / acronyms.
– Explain difficult terminology or concepts.
Writing Clearly (cont)
• Check whether your writing is clear by showing your proposal to a colleague or friend.
• Ask if he/she can – Spot any unclear parts.
– Understand the results you hope to achieve.
– Understand the importance of your project.
Writing Concisely
• Two useful guidelines by George Orwell, a British writer: – Never use a long word where a short one will do.
– If it is possible to cut a word out, always cut it out.
Writing Concisely: A Brief Exercise • Using simple, common words – attempt→ fundamental→ • Deleting needless words – red in color→ totally destroyed→ • Condensing wordy phrases – at this point in time→ in the event that→ • Using verbs, not nouns made from them – produce relief of→ provide an explanation→
Writing Concisely (cont)
• Keep sentences short and complete.
• If you use paragraphs in your proposal, keep them short too.
• Preview or summarize main points, for example, in the abstract, but avoid unnecessary repetition.
• Follow length or word-count limitations given in the proposal instructions.
Writing to Persuade
• A proposal seeks to convince or persuade the grant reviewer.
• The tone of writing can play a big role in persuading the reviewer.
• Using the right tone can be tricky.
– It should be persuasive.
– It should not be impassive (dry) or arrogant (overconfident).
Writing to Persuade (cont)
• Consider these sentences: X This project may improve the operational processes of this library. (Impassive/dry) This project will lead to a substantial improvement in the operational processes of this library. (Persuasive/convincing) X There is absolutely no doubt that this project will lead to an unprecedented improvement in this library. (Arrogant/overconfident)
Writing to Persuade (cont)
• Where to use a persuasive tone: – Introduction: to establish that your project is needed – Conclusion: to explain that your project is likely to be successful and effective • In the other parts of your proposal (for example, background study and methods), a persuasive tone may not be appropriate.
Formatted Writing
• Bad handwriting makes the text hard to read or gives the reader a negative impression.
• Badly formatted documents have a similar effect on the reader.
• Granting bodies often provide templates for writing proposals, but it’s still important to format your writing.
Formatted Writing (cont)
• Some techniques to improve format: – Consider inserting subheadings if a section of text is long.
– Use fonts consistently (for example, all headings should have the same font).
– To emphasize words or phrases, use
bold
, underline, or
italics
; don’t use CAPITAL LETTERS.
Formatted Writing (cont)
• Some techniques to improve format: – Don’t use numbering or bullets excessively.
– If the numbered or bulleted points are lengthy, order them vertically instead of horizontally.
– Consider breaking a long list into more than one list.
– Closely follow any instructions regarding the format of your proposal.
A Final Check
• Proofread your proposal before you finalize and send it.
• Check for errors in spelling and grammar.
• A manual spell check is useful for catching wrong words (for example, aboard instead of abroad).
Some Resources
•
The Elements of Style
( www.bartleby.com/141/ ) • Getting the Most out of Words ( www.authoraid.info/resource library/Editing%20and%20Publication Chapter%202.pdf/view ) • Academic Phrasebank ( www.phrasebank.manchester.ac.uk
) • Grammar Girl ( grammar.quickanddirtytips.com
)