Writing a Proposal: A Short Guide

The General Meetings is the principle decision-making space of the co-op. This guide is intended to help you turn an idea into a proposal that the meeting can properly consider and act on.

There is no single template, but proposals are normally structured along the following lines:

• Title - a clear and relevant title that marks it as a distinct agenda item from other items on the agenda
• Explanatory text - See below
• Proposal Text - A sentence or two which summarises the proposal effectively and is the part read out by facilitator as the focus for the meeting to vote on.

Good proposals usually answer a small number of clear questions.

1. What are you asking the meeting to do?

Be clear and specific. For example:

• Are you asking for a decision?
• Are you bringing something for discussion before developing it further?
• Are you asking the meeting to approve funding, start a project, or agree a change in direction?

If possible, try to summarise this in one or two sentences.

2. What is the proposal?

Briefly describe your idea:

• What is being proposed?
• Why is it needed or useful?
• What problem does it address, or what opportunity does it create?

Keep this focused — detail can come later.

3. Where does it sit in the co-op?

Consider:

• Does this fit within an existing working group?
• If so, has that group been contacted, and do they support the proposal?
• Is the General Meeting the right place to decide this, or is the GM being asked to mandate further work?

Proposals are usually stronger when they connect clearly to existing structures.

4. What will it cost?

Most proposals involve some cost, even if it is just time.

Be upfront about:

• Any financial cost (even a rough estimate)
• Whether it fits within the current budget
• Whether it requires volunteers, and roughly how many
• Who would coordinate the work if the proposal is agreed

If funding is required, you may be asked to complete a Costed Proposal Cover Sheet.

5. What happens after the meeting?

Help the meeting think beyond the decision itself:

• How will progress be reported back?
• Should the proposal be reviewed after a set period?
• Is this a one-off project, or the start of an ongoing commitment?

This reassures the meeting that the proposal will be followed through.

Getting help

You do not have to do this alone.

The Office, Secretarial team, and relevant Working Groups can help you:

• clarify your proposal
• think through costs and implications
• shape it into something the meeting can engage with constructively

Sharing ideas early often makes them stronger.