what is a creative writing project proposal

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Blog Business How to Write a Project Proposal (with Examples & Templates)

How to Write a Project Proposal (with Examples & Templates)

Written by: Jennifer Gaskin Dec 11, 2023

For businesses that rely on clients and partnerships to generate sales and revenue, project proposals are must-haves. A polished, professional project proposal is one of the best ways to present the capabilities your team has and put your goods and services in the best possible light. And to speed up the process of creation project proposal you can use an AI proposal generator .

But creating a good project proposal is more than just a timeline and a budget. Adding visual flourishes like charts, graphs and other imagery can help elevate a boring proposal to the top of the pile. Learn how you can create a successful project proposal and take a look at several project proposal templates you can fully customize using Venngage.

Click to jump ahead:

• What is a project proposal and how to use it ?
• What is a project proposal template ?

5 project proposal examples with templates

• How to write a project proposal in 9 steps?
• What are the 6 types of project proposals?

Benefits of using a project proposal template

What are the contents of a project proposal, what is a project proposal & how to use it.

A project proposal is a formal document that outlines the details, objectives and scope of a proposed project. The purpose of a project proposal is to describe the parameters of a potential project or initiative.

Depending on the industry and type of project proposal (more on that in a moment), these documents can include things like scope of work, timelines, staffing, budget, capability statement and more.

Companies that receive project proposals from other firms or individuals use these documents to narrow down their options and make an informed decision about the best partner for them. And companies that create project proposals use them to make their pitch for the project.

Here’s an example of a project proposal to propose a new partnership:

It’s important to note that project proposals are not the same as business proposals , though there are some similarities. One of the biggest differences is that business proposals tend to be more general and expansive. Learn more about writing a great business proposal.

What is a project proposal template?

A project proposal template is a sample proposal that outlines all the essential elements of an actual project proposal, including title, executive summary, introduction, problem statement, scope and budget. You can use a project proposal template as a guide or reference to create an actual project proposal.

Now that we’ve explored some of the background and purpose of project proposals, let’s take a look at some templates you can customize using Venngage for your own project.

Real-world project proposal example

Here is a real-world project proposal example for developing a mobile gaming application.

Title: Development of Mobile App for XYZ Gaming Company Ltd.

Executive Summary

This project proposes the development of a mobile gaming application for XYZ Gaming Company Ltd. to provide a convenient platform for customers to browse, purchase, and download digital games directly from their mobile devices. The app will help the company enhance customer experience and streamline gaming-related purchases.

By launching this app, XYZ Gaming expects to boost mobile-based transactions by 40% in the first year, while also improving customer retention through personalized marketing and in-app promotions.

Introduction

XYZ Gaming Company Ltd. is a new brand in the gaming industry who wants to offer mind games for kids and young adults. As mobile usage continues to dominate, especially among the gaming demographic, there is a need for a dedicated mobile app to provide an enhanced gaming experience. This app will serve as a one-stop solution for game purchases and updates.

Objectives and scope

• Develop a user-friendly mobile app for Android and iOS to offer seamless browsing, purchasing, and downloading of digital mind games.
• Integrate a loyalty program and personalized game recommendations to increase customer engagement.
• Implement multiple secure payment gateways, including options for in-app purchases and digital wallets.
• Enable the app to provide real-time updates on game releases, promotions, and gaming events.
• Ensure user retention and engagement through push notifications, in-app promotions, and personalized content.

Methodology

• App design and development: Design a visually appealing, fast, and easy-to-navigate app.
• Core features : Include features such as, puzzle challenges and brain teasers with varying difficulty levels, daily mind training exercises and progress tracking and in-app hints and rewards system for completing tasks.
• Testing and security : Extensive app testing will ensure the app runs smoothly across all devices.
• Launch : The software development team will conduct final testing, address any last-minute bugs, and deploy the mobile app to app stores.

Here is the estimated cost for this project:

• App Development (iOS & Android) – $35,000
• UI/UX Design – $10,000
• Backend API Integration – $15,000
• Security & Testing – $5,000

Total cost – $65,000

The development of a mobile e-commerce app for XYZ Gaming Company Ltd. is a strategic move that will allow the company to capture a larger portion of the gaming market and increase mobile-driven sales. It will enable XYZ Gaming to remain competitive and grow its presence in the mobile gaming market.

Construction project proposal examples

The construction industry is a complex one, and project proposals are critical for landing business and keeping projects on track. But there are many approaches a construction project proposal can take.

Taking the complicated and making it simple is a challenge, particularly in this field, but as this project proposal example shows, it can be done. By using simple, clear language and well-placed visual emphasis, this free project proposal template stands out for its simplicity.

Many hiring companies simply skim project proposals for things like budget and timeframe, and while you still need to craft an engaging proposal, it’s a good idea to put those types of elements front and center, as this construction project proposal does.

Remember that regardless of whether your firm is hired for the job at hand, every document you send to another business is a chance to establish your company’s brand identity. Use a template like the one below, update it with your logo and brand colors and fonts to keep it aligned with your messaging.

As you can see from the example below, a few color changes can make a huge difference:

To easily apply your brand colors and logos, simply have them automatically extracted from your website using Autobrand:

And apply them to your design in one click with My Brand Kit :

Design project proposal examples

You might think it would be a no-brainer for a designer to create a well-designed project proposal, but it’s common for creative people to have difficulty when it comes to analytical thinking. That’s why having a couple of great project proposals in your back pocket is perfect for a designer.

Project proposals in creative fields tend to be a bit less buttoned-up than those in other industries, so use your proposal as an opportunity to make a bold design statement. The template below, for example, uses a striking color palette and minimalist imagery on the cover to make the proposal stand out, and those touches are reinforced throughout the document.

This example, similarly, uses creative color combinations to strike a design-forward tone. But as both of these templates illustrate, the bones of the project proposal must be sound, and all the information required should still be covered.

Work project proposal examples

Not every industry requires a unique approach to project proposals, and, in fact, for most applications, a general work proposal template will suffice, provided that you do your due diligence in following any requirements set forward by the hiring party.

This template created for a consulting firm illustrates a straightforward approach to project proposals that you can easily adapt for your needs. Add or remove pages, insert charts and graphs or new icons and craft a compelling narrative.

This project proposal template is an excellent example of how companies can use established templates to create a unique proposal. Note how they’ve used the sections that apply to them and put them together in a way to appeal to their potential client.

Marketing project proposal examples

Marketers and marketing agencies are regularly asked to submit RFPs, whether for individual projects or long-term engagements, so the average marketing agency will need to have several project proposals on hand that they can modify when new requests come in.

This social media marketing project proposal template is ideal for a single campaign rather than a multi-year engagement. In that situation, it’s crucial to make sure all dates and milestones in the campaign are clearly stated.

Ideally, a marketing agency or marketer will get a chance to pitch for long-term work. In that case, this project proposal template is ideal for outlining all aspects of the project proposal, including a timeline that extends to a full year.

A critical aspect of modern marketing success is doing a great deal of research on keywords, competitors and traffic, and many marketers include such metrics in their project proposals, along the lines of this example. Note how high-impact charts and graphs are used to help the audience absorb the data and make an informed decision. There are various marketing proposal examples that you can look at to inspire your next proposal design and help catch the attention of your clients.

How to write a project proposal in 9 steps ?

Writing a great project proposal can be a challenge. That’s because you need to craft the message specifically for the company or individual you’re sending the proposal to.

But don’t worry if you don’t know where to start, here’s how you write an effective project proposal:

Step 1: Review the RFP (if you have one)

If there is no formal RFP, you’ll still need to start out researching as much as you can about your potential client. That means finding out not only about the problem you’re hoping to solve but the history of the client, their industry, their competitors and more. Getting to know them better will help you understand how to portray yourself or your company in the best light.

Step 2: Create a project proposal outline

Whether you use the sections we listed above in that order, add or remove ones or shift things around, jot down a quick outline of sections to keep in mind as you work.

Step 3: Define the problem and present your solution

Kick things off by clearly nailing down the problem or need your project is tackling. Back it up with some hard evidence and data to show why this issue is a big deal. Break it down for your audience, explaining how your project is going to make their lives better.

Step 4: Highlight elements that may set your proposal apart

For example, if you know that your company will be able to complete the task more quickly than any competitors, make that the focus of your solution or scope of work section. Compare your proposed timeline with what your competitors are likely to propose to the client.

You should also make notes of any elements that you might be able to visualize through a graph, chart or other design element — visuals can help not only make your project proposal easier on the eyes, but they can make it more memorable and illustrate to the client that you are able to think creatively.

Here’s an example of how it can look in your project proposal:

Step 5: Define project deliverables and goals

A rock-solid project hinges on clarity, and that starts with laying out precisely what your project will deliver. Whether it’s reports, shiny new products, or top-notch services, make it crystal clear from the get-go.

Next, set the bar with measurable goals and objectives that scream success. Break them down so everyone’s on the same page. And because time is money, map out a timeline that’s not just a bunch of dates but a roadmap with key pit stops.

These milestones and deadlines are the heartbeat of your project, guiding you through each phase and making sure you hit the finish line with style. It’s all about setting the stage for success and making sure everyone’s got their eyes on the prize.

Step 6: State your plan or approach

Now, we’ve made it to the meat of your project proposal. In this section, walk your readers through the nitty-gritty of your project management approach.

Break down the essentials when it comes to resources—think people, equipment, and budget. And, while you’re at it, clue them in on your game plan for handling potential challenges through your risk management strategy. Additionally, consider your approach to project management, for example  agile project management  prioritizes flexibility and adaptability in order to effectively respond to changes and deliver successful outcomes.

Step 7: Outline your project schedule and budget

Crafting a successful project hinges on meticulous planning, starting with the creation of a detailed project schedule.

Break down the project into specific tasks and assign realistic timelines to each one. This step-by-step schedule, like a roadmap, not only helps in visualizing the project’s progression but also aids in resource allocation and risk management.

Simultaneously, developing a comprehensive budget is paramount. Dive deep into identifying and estimating all project costs, including personnel, materials equipment, and any potential contingencies. The budget acts as the financial backbone, ensuring that resources are allocated judiciously.

But here’s the deal – keep it real. Your schedule and budget need to be doable, considering the real-world factors at play. It’s all about laying the groundwork for success and keeping everyone in the loop from start to finish.

Step 8: Write the executive summary

The executive summary serves as the project’s sneak peek, condensing the entire proposal into a punchy snapshot. This opening act isn’t just a formality; it’s your chance to grab the reader’s attention from the get-go.

Picture it like the movie trailer – it needs to be compelling, leaving the audience eager for the full feature. In this compact summary, shine a spotlight on the critical elements of your proposal.

Outline the problem you’re tackling, showcase your ingenious solution, spell out the perks and benefits and throw in a quick glance at the budget for good measure. It’s your project’s elevator pitch, setting the stage for what’s to come and making sure your audience is hooked right from the first line.

Step 9: Proofread and edit

Before sending your proposal out into the world, give it a thorough once-over. Take the time to meticulously proofread every nook and cranny, hunting down grammar slip-ups, punctuation quirks and sneaky spelling errors.

A second perspective can catch things you might have overlooked. And let’s talk presentation – ensure your proposal isn’t just a content champ but looks the part too. Format it like a pro, making sure it’s visually appealing and easy on the eyes.

After all, a polished proposal not only communicates your ideas effectively but also leaves a lasting impression. Browse Venngage’s selection of project proposal templates to get a head start today!

Additional tips:

Avoid overly salesy language.

It can be tempting, particularly if you’re sending unsolicited project proposals, to use some of the same language in your proposal as you might in an ad, but you should keep such wording to a minimum.

Let the proposal speak for itself; if you or your firm truly are the best one for the job, it should be evident in your proposal. Being straightforward can also signal to the hiring party that you don’t want to waste their time with flowery language. It’s better to deal in facts rather than opinions for project proposals.

Establish a single point of contact

Some project proposals will include lists or even short bios of your staff members who will be involved in the project. But it’s a good idea to ensure that your project proposal makes it clear whom the client should contact to move the project forward or submit any questions. Include this person’s information at the beginning and the end of your document.

Write with one voice

While it’s common for large RFPs to be completed by many people on the team, ensure that whoever is responsible for bringing it all together has a chance to make the document feel cohesive. It should read as if one person put the entire thing together.

Visit Proposally.ai for more project proposal examples .

What are the 6 types of project proposal s?

Because every project is unique, there are many types of project proposals, but these are the most common ones:

Solicited through RFP

RFP stands for Request for Proposal (they may also be called Request for Quotation, or RFQ).

These types of project proposals typically come with the most stringent requirements and obligations. The hiring company will usually list out the elements that must be included in the RFP as well as any limitations or conditions that apply.

From the vendor’s standpoint, being asked to submit an RFP is generally a good sign because it means that your firm (or yourself, if you’re an individual) has made it through the initial round of research by the hiring party.

I nformally solicited

Informally solicited project proposals are similar to RFPs or formally solicited proposals in that they may have just as many requirements, but because they’re outside of the formal RFP process, the requirements often aren’t stated up front. That could mean the vendor needs to do more research and ask more questions of the hiring party, or it could mean there actually aren’t as many requirements.

Another benefit of submitting an informally solicited project proposal is that the absence of a formal process likely means the vendor will be up against less competition.

Unsolicited

Also called spec (speculative) proposals, unsolicited project proposals come from the vendor’s side rather than the hiring party.

These proposals are particularly difficult because the hiring party, well, may not be hiring at all. With a spec or unsolicited project proposal, the vendor believes there’s a need for their services and must not only convince the hiring party that the need exists, but that the vendor is the best one to fill that need.

Pre-proposals

Pre-proposals can be considered mini versions of RFPs. They are often sought by a hiring party that wants to avoid a lengthy proposal process — or simply doesn’t want to read a long pitch. These types of proposals are brief, usually a few pages at most, and depending on the results, the hiring party may make an offer or make a full RFP request.

Non-competing/continuation proposals

Continuation proposals are common in multi-year projects or ones in which both parties may have agreed to certain conditions governing how the project proceeds.

With a continuation proposal, the goal isn’t to pitch your services but rather to keep the client up to date on the project, inform them of any metrics they need to know or that may be part of the scope of work and get their formal approval to continue with the project.

Competing/renewal proposals

Renewal proposals are similar to continuation proposals, but instead of being created in the middle of a project, a renewal project proposal is generated once a project or contract has ended. They’re also called competing proposals because the vendor will need to make their case as to why the project or contract should be renewed .

It may be wise to approach these types of proposals as you might an unsolicited one, but the benefit to the vendor is that (if the project has been a success), they will have past results with that specific client to showcase in their new proposal.

Now let’s see how you can use project proposal templates to your advantage:

• Ensures consistency and standardization: Project proposal templates provide a uniform structure that help you arrange all proposal sections easily.
• Shows professionalism: Using a well-designed project proposal template gives your proposal a polished and sophisticated look and enhances credibility.
• Saves time: With project proposal templates, you don’t have to spend time formatting the project or adding visuals.
• Minimize errors: A project proposal template provides a standardized structure and reduces the errors involved in manual formatting or designing.

The content of project proposals will vary depending on the industry and the type of proposal. For example, while solicited, unsolicited and pre-proposals will typically include a budget that is negotiable, a continuation proposal’s budget has likely already been set. That said, here are the typical contents of a project proposal:

• Summary : An executive summary or project background is typically the first section of a project proposal. Most vendors use this as an opportunity to thank the hiring company for the opportunity, as well as summarizing what the client is about to see through the remainder of the proposal.

This template shows a complete executive summary for a product launch, which can be longer than a typical executive brief or project background in your proposal — something to keep in mind:

• Objective : An explanation of what needs to be done or what problem can be solved if the hiring party accepts the proposal.

• Solution : An explanation of what the vendor would do to solve the problem or how they would approach completing the needed task.

• Scope of work : A detailed description of what exactly would be done, when and how much it would cost. This section may also need to include legal information, though in most cases, contracts are separate from project proposals.

Here’s an example of how you can write down the scope of work for your proposed project:

Call to action : The final section of your project proposal (assuming there are no appendices) should let the hiring party know what to do next. Include a place for them to sign the document to show their acceptance, as well as contact information in case they have further questions. To make the proposal legally binding, you can send it to your client via a free eSignature software such as Papersign  and collect their signature in a compliant manner.

• Appendix : Appendices in project proposals could include information that didn’t fit within the client’s requirements or that helps to further explain information in the main part of the document. This section is optional.

Project proposal FAQs

What is the difference between project proposals and project charters.

The difference between both is that project proposals serve to present a project’s goals and approach for approval. On the contrary, project charters officially authorize the project, defining roles, responsibilities and initial objectives.

What is the difference between project proposals and business cases?

Project proposals focus on securing approval by presenting a project idea and its feasibility. On the other hand, a business case provides a more comprehensive analysis, including financial aspects and long-term strategic impact, aiding stakeholders in making informed decisions.

What is the difference between project proposals and project plans?

Project proposals aim to gain approval by detailing the project’s purpose and scope, whereas project plans are comprehensive documents specifying tasks, timelines and resources necessary for successful project execution.

Highlight your products effectively with Venngage’s professional project proposal templates

Letting a potential customer know what you’re capable of is a critical tool in many fields, and project proposals can highlight your company in a way few other documents can.

Start with one of these templates or create your project proposal from scratch. Whether your company has just gotten an RFP or you want to land that big fish in your industry, Venngage makes it simple to create an effective project proposal without becoming overwhelmed. It’s free to get started.

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How to Write a Project Proposal (Examples & Templates)

Written by: Unenabasi Ekeruke

A project is not something that just comes together overnight. It often takes strategic planning and a significant amount of time to get it right and receive the support it needs to thrive.

To fast-track approval for an external or internal project, it’s important to successfully present your ideas . And although a convincing elevator pitch may work in some circumstances, it’s often not enough. This is where writing a project proposal comes in.

But what is a project proposal exactly?

A project proposal is a powerful document that communicates what the project is all about, how it will be executed, and what outcomes can be expected.

Read on to learn what a project proposal is and what it should include. We've also included editable templates and tips to help you create a winning project proposal.

Here’s a short selection of 8 easy-to-edit project proposal templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What is a project proposal, types of project proposals.

• How to Write a Project Proposal

10 Project Proposal Template Examples

The top 7 tips for writing a project proposal, project proposal faqs, give your project proposal an upgrade today.

• A project proposal is a document that communicates everything stakeholders should know about a project, including the objectives, deliverables, timeline and budget.
• Project proposals are created to secure funding and stakeholder buy-in, win clients over and convince higher-ups to allocate resources to an idea.
• The six major types of project proposals include solicited, unsolicited, informal, renewal, continuation and supplemental project proposal.
• Six steps to writing a project proposal: write the executive summary, explain the project background, present a solution, and define the project deliverables and resources needed.
• Top tips for writing a persuasive project proposal: know your audience, keep it simple and make it persuasive, do you research, use a template and cover letter.
• Tap into Visme’s extensive template library to create winning project proposals .

A project proposal is a document or set of documents that clearly communicates and defines your project and ideas, including the goals and objectives, timelines , deliverables and budget.

Project proposals are used to tell the story of why a project idea should be executed and supported.

They are typically created for the purpose of securing funding or buy-in, winning new clients, extending an existing client’s contract or convincing someone to allocate resources to a new initiative.

It should establish what the project is, what you’re aiming to achieve with it, how you plan on getting there and why it’s worthwhile. You can use a timeline maker to visualize timelines, deadlines, and milestones, while a budget planner can help you work out inflow and outflows.

Essentially, a project proposal should not just grab attention for the sake of it. It should be persuasive with a clear, confident and congruent message.

As the project's foundation, project proposals are vital for creating clarity around the goals. They define the priorities and requirements of a project before and when a stakeholder gets involved.

There are different types of project proposals to choose from, depending on your proposal's audience and the type of proposal you're presenting.

Made with Visme Infographic Maker

Here's a brief description of each of them.

Solicited Project Proposal

A solicited project proposal is sent in response to a Request for Proposal (RFP). An RFP is a document that gets sent to a qualified organization. It announces a project, describes it and asks for a bid.

RFPs are competitive and often put businesses up against top candidates. They come with highly specific directions and require thorough research and sharp persuasive writing skills.

Unsolicited Project Proposal

An unsolicited project proposal is just that — unsolicited. It’s a bit like the cold call version of a proposal. In this situation, no one has asked for your proposal and there is no RFP involved. However, under the right circumstance, a well-executed unsolicited project proposal can be a game-changer.

A possible downside to unsolicited project proposals is not having clear knowledge of a stakeholder’s needs.

Maybe you've identified a problem and the solution to it. While the opportunity presents itself, you need resources to bring your idea to life. This is when you might turn to an unsolicited project proposal.

Informal Project Proposal

In the case of an informal project proposal, a client may reach out with an informal request for a project proposal to be sent to them. Once completed, you can respond with your pitch.

However, because this isn’t an official RFP , the rules aren’t as well established. This means that this type of proposal most likely isn’t going to come with much context. The writer will need to do a lot of solo research.

Renewal Project Proposal

A renewal is used when a project has run its course and needs to start again. The research that goes into this type of proposal typically stems from the success data of the last project.

In this project proposal format, the goal is to highlight ideal past results produced via the project. If the results are worth it, you should work to persuade project sponsors and other stakeholders of your capabilities to produce similar, or even better, future results.

Continuation Project Proposal

Continuations are usually done on a calendar basis when a project is entering a new phase or when new resources are needed to ensure the project can continue. These proposals don’t require as much work as the project has already been approved and is up and running.

For example, you can send continuation proposals when you seek additional funding to extend the project's duration and scope or continue an ongoing project beyond its initial funding period.

Supplemental Project Proposal

Along the lines of a continuation proposal, a supplemental proposal is needed in situations where you may have gone over budget or need more resources than you originally requested.

Essentially, the project scope has grown beyond initial expectations. The project team needs to modify the project's scope, budget, or timeline to address unforeseen circumstances or take advantage of new opportunities not included in the original proposal.

This proposal aims to persuade stakeholders to invest more resources by proving the value of the modified scope or project.

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How To Write a Project Proposal

After you’ve completed your project proposal outline, it’s time to write.

How you write a project proposal can make or break its success. It’s often the first and last impression a reader will have to make a final decision. So, how do you put together a project proposal that’s impactful, formative and memorable?

The best way is to follow this step-by-step plan, regardless of the type of proposal. These project proposal writing steps below will  make sure your proposal is a winner.

Step 1: Write the Executive Summary

Coming up with an executive summary is the first step to take when writing a project proposal. It’s a relatively shorter section designed to give investors and stakeholders a brief overview of the most important information about the project. It should summarize what’s coming and also persuade the reader to continue reading.

It often contains a short statement that addresses the main selling points of the project, such as:

• The core problem your proposal aims to solve
• Who will benefit and how
• What resources are needed
• A timeline and budget
• How the success of the project will be measured
• Return on investment (ROI) and more

The goal of an executive summary is to capture your audience’s attention . It should get them excited and motivated about the project you’re pitching and its potential impact.

Follow the executive summary tips below.

Step 2: Explain the Project Background

This section gives you the opportunity to go into the background of the project.

When putting together the project background, it’s critical to explain the current state of the problem and why your audience should care about solving it. Using references and statistics in this section can be helpful in getting your point across effectively.

Some points to cover may include:

• A deeper dive into the problem your project addresses
• What’s already known about the problem
• Who has addressed the problem before
• What research is out there already (if any) and
• Why past research has been insufficient at fixing the problem.

The best practice is to keep this section no longer than one page.

Step 3: Present a Solution

Now that you’ve presented the problem, you must now present the solution. This section serves as a great opportunity to outline your project approach in more extensive detail.

Some of the key items to include are a vision statement, the project schedule and any important milestones . Also include project team roles and responsibilities, reporting tools to be used throughout the project and more.

This section is great for showcasing how you’ll be measuring and reporting on your project’s success. Give an overview of which metrics you’ll watch and how you intend to display those results accurately.

Step 4: Define the Project Deliverables

Defining your project deliverables is a crucial step during the project proposal process. Stakeholders want to know just what it is you’re going to be delivering to them at the end of the project. This could be a product, a program, an upgrade in technology or something similar.

For example, depending on your project type, your project deliverable can be any of these things:

• A software application
• Training material
• Report, plan or policy document
• Infrastructure (buildings, bridges, or highways)
• Artistic or literary works

When defining project deliverables, the stakeholders should easily be able to visualize your project and the end goal in mind. Also, include realistic timelines outlining the time and date of each deliverable.

Step 5: Request Your Needed Resources

Hopefully, by this point, you have convinced your reader that your project can’t wait and needs to be implemented. Congratulations! But you're not out of the weeds yet.

Now is the time to share the pivotal details on:

• The project budget. This involves everything from the supplies needed to create the project to ad pricing and team salaries.
• A breakdown of the costs. This should cover why you need the specific resources you do. That way, stakeholders have a firm grasp on what their buy-in is being used for.
• A resource allocation plan. It’s important to include an overview of your resources being allocated and where they plan to be used. For instance, if you need $100,000 to complete your project, where will this money be going? Technology, materials, etc.?

Requesting resources can be tricky. So it’s important to be clear on what you need, how much you need and most importantly, why you need it.

It’s a good idea to save the required resources for the end of your project proposal so you’re not overwhelming anyone right away with requests. It’s better they know first what their resources are actually going to provide and the objective at hand.

Step 6: State Your Conclusion

The conclusion section of a project proposal should give a final summary and brief review of all the points already discussed. This is your last chance to win over your audience. So make it count by ensuring it incorporates the absolute most important evidence in order to receive approval.

This serves as the closing moment to emphasize the impact of your project. Prove you have adequately researched all potential solutions and are positive your proposed method is the best way to go.

This section is typically dedicated to any additional graphs , charts , images or reports that were not already cited in the proposal. With Visme’s data visualization tool , you can bring your project proposals to life with interactive graphs and charts like the one below.

For example, you can visualize key financial metrics associated with the project, such as

• Gross margin
• Cost-benefit analysis
• Return on investment (ROI) analysis
• Break-even analysis

When visualizing project tasks, milestones, and dependencies, Also, Gantt charts, PERT charts and flowcharts can come in handy.

The amount of detail you choose to include in your project proposal can vary significantly, depending on the project itself and its scope. In some cases, a brief proposal may suffice; in others, an extensive document spanning many pages may be a better fit.

No matter what amount of detail or length your project proposal needs to be, Visme has got you covered. We offer a variety of beautiful and customizable project proposal templates.

If you’re short on time and need a project proposal ASAP, use Visme’s AI Designer . This AI-powered tool will ask you a series of questions to craft a personalized template for your industry and project needs. Either way, you’re bound to find a template you love!

Here's what Autumn, a finance manager, has to say about Visme.

“I feel that for anyone who wants to improve efficiency and effectiveness at the workplace, VISME gives you the extra edge to take things forward. It's an apt tool for quickly converting your thought process into a unique communication.” 

Take a look at some of Visme’s top proposal template examples.

Example #1: Web Development Project Proposal

With this project proposal template, you can share your project ideas, attract investor interest and get them to pull out their checks. The template features an attractive cover page, color combination and layout bound to hold your readers spellbound.

Every design element in this template is customizable. You can swap content, colors, fonts, shapes and logo to match your branding.

Example #2: Project Management Proposal Template

Share your business idea and impress potential clients with this project management proposal template. The template features a sleek black theme with multiple bright colors flowing through the footer, giving off a trendy look.

Notice how this project proposal example uses icons on the cover and images in the adjoining pages. That’s the beautiful thing about using Visme. You can switch things up as much as you want.

Visme has a rich library of high-quality images and other design assets, including 3D icons, shapes and illustrations and animated graphics to make your proposal shine. So, when you’re creating a proposal template, it’s more likely to stand out professionally and visually.

Even if you don’t find a perfect fit, Visme’s got your back. You can upload yours or use our AI-image generator tool to whip up stunning images, art, illustrations and graphics in seconds.

Example #3: Technical Project Proposal

If you’re embarking on a technical project and need to secure approval, funding and the resources needed for execution, this proposal template is a must-have. This proposal serves as a plan of action that outlines the steps necessary to complete the project and helps stakeholders understand the technical aspects of the project.

Visme’s intuitive editor makes it super easy for you to customize every part of their template. You can visualize data using graphs, charts, diagrams and widgets like progress bars and radial gauges.

Notice how page 5 depicts the project timeline. You can do that and more with Visme’s timeline maker .

Example #4: Architectural Project Proposal

This template has everything you need to create a winning project proposal. From the aesthetics to the layout to the content, every part of this proposal oozes elegance and quality. It features sections like project goals, milestones and budgets, plus lots of images to add more context, each helping to bring your best project proposal ideas to life.

Amp up your proposal and create engaging reading experiences using animation and interactive elements like popups, hover effects, animated icons, illustrations and special effects.

Example #5: Simple Business Proposal Template

This simple business proposal template cuts across a wide range of use cases. You can use it to secure buy-in for a short or long-term project or business. It features key sections like introduction,  services, customer reviews, setup process, delivery timeline and pricing.

Sometimes it can be difficult to create project proposals in silos. Fortunately, you can get your team involved in the process and collaborate with style using Visme’s collaboration feature .

You can add your team to a single workspace and assign user roles and permissions. Team members can tag each other, leave comments and feedback, react, resolve and delete comments.

Furthermore, you can take advantage of the workflows feature to assign different sections of the proposal to specific team members. Likewise, you can use it to ask the team lead for approval on the final design.

Example #6: Construction Proposal Template

Win your next project bid with this attention-grabbing project proposal template. The bright color combination and high-quality images are next-level, giving your proposal a trendy and professional look.

Customize the template by replacing the placeholder text and then proceed to edit the visual elements until you’re satisfied with the look and feel.

Once done, you can download your proposal in PDF, JPG, PNG and HTML5 format. Or share it online using a live link or embed it on your website.

Example #7: Nonprofit Proposal Template

Are you running a nonprofit organization and want to solicit funding, grants, or other forms of support from individuals, corporations, or government agencies? We’ve got a project proposal template for you.

Share important information about your project, program or initiative using this enchanting proposal template from Visme. The template has a superb selection of high-resolution stock photos that add flair to your design, plus an exquisite design layout that will help you draw attention to your content.

Example #8: Financial Proposal Template

Elevate your company's product proposal using Visme's polished proposal template. Our templates offer a sophisticated design layout, a range of high-quality stock photos, and separate sections for product specifications, budget, and usage. This expertly crafted template serves as the perfect example of a proposal that knows how to stand out.

Utilize our data visualization tools to effectively visualize financial details like budget, cost and expenditure analysis. You can even add an extra page to your document to capture investment requirements, cost analysis, revenue projections, risk analysis and more.

Example #9: Corporate Proposal Template

This template is professionally to grab the attention of potential business partners and give your corporate image a boost. You can customize the proposal for a new product development project or corporate initiative.

Visme’s brand design tool can help ensure your proposal stays on brand. You can create beautiful templates, a library of assets and reusable content blocks tailored specifically to your brand. Simply input your website address into the AI-powered brand wizard and watch the magic happen.

Example #10: Partnership Proposal Template

Writing a partnership proposal requires putting your best foot forward. And that’s what this template offers. It encapsulates all of the key details, including the company overview, benefits or value proposition and legal considerations.

With Visme’s Dynamic Fields , preparing a proposal is a piece of cake. You can easily update information throughout your projects and ensure you don’t miss out on anything important.

Example #11: Purchasing Proposal Template

Writing a good proposal is also an essential skill for procurement experts. If you’re looking to convince higher-ups, clients and other stakeholders to release funds for procurement, this template is a perfect pick. It highlights why they should invest in the equipment, the specifications and pricing details.

Feel free to add in more details as you deem fit. Add a flipbook effect so your readers can flip through pages as though they are opening a book.

Example #12: Freelance Proposal Template

Whether you’re a freelancer, creative or professional, you need a captivating proposal that pitches your service in the most compelling way.

The good news is that this template fits the bill. The template displays unique designs, distinctive layout, color and font combinations on all pages.

Use it to show your clients why you’re the best fit for the project, what they should expect, goals, payment and budget. After sharing your proposal, monitor Visme’s analytics to see who has viewed or clicked on it.

Example 13: Bid Proposal Template

Make a strong case for your company and win your next bid with this stunning project proposal template from Visme.

The proposal template features a minimalist yet sleek design that captures the eyes. The colorful geometric pattern and a blend of high-resolution photos make this template a masterpiece.

Furthermore, it includes a formal letter, budget and conditions for project commencement and completion.

Get help writing critical proposal sections so they’re concise and easy to understand, using the Visme AI Writer . Use the prompt window to ask the AI to condense, reword, summarize or edit your proposal text.

Make this template your own by editing content, changing image(s), applying custom colors, fonts and logo and more.

Example #14: One Page Proposal Template

Who says your proposal has to consist of multiple pages? Visme allows you to switch things up with your designs.

Capture the essence of your project using this attractive one-page proposal . The template design layout allows you to keep the information short, sweet and to the point, making it easy for clients to make decisions fast.

Didn’t see what you were looking for? No problem. Visme has a large variety of proposal templates that are colorful, visual, attractive and simple to use. Check out the rest of our project proposal templates in our fully stocked library.

No matter which proposal format you’re working on, here are seven tips that apply as best practices for all.

1. Know Your Audience

It’s important to keep your audience (i.e. the stakeholders) in mind while you write your proposal. Consider where they’re coming from. Why should they give you funding? Will it have a direct impact on them? Knowing your audience can help increase your chances of winning your audience over.

2. Keep It Simple

Although a project proposal is often a hefty lift, that doesn’t mean it needs to be overly complex. This means you can discuss the project plan , but you don’t need to discuss every technical detail. It’s also imperative to keep your writing style simple, clear and free of errors .

3. Be Persuasive

If your reader isn’t intrigued by your project, it will be much harder to get them on board. To combat this, focus more on how it will benefit others and how it will positively impact your industry, rather than just sharing the features it will offer.

4. Do Your Research

A winning project proposal includes thorough research and knowing the ins and outs, backwards and forwards. Be sure you can back up your problem - and solution - with reputable sources via outlets such as case studies , customer testimonials, user analytics, statistics or charts.

5. Utilize the Smart Method When Setting Goals

When writing a project proposal, setting your project’s objective and locking down the right goals should not be overlooked.

If you’re running into roadblocks, consider implementing the SMART (Specific, Measurable, Attainable, Relevant, Time-bound) method. They help ensure your KPIs cover everything and every goal can be met effectively.

6. Include a Cover Letter and Table of Contents

Your project proposal should read like a book. Therefore, it should come as no surprise that your proposal should also include a cover letter and a table of contents .

A cover letter, paired with a table of contents, makes for a great couple. When combined, they are a perfect way to help set your audience up mentally for what they’re about to read.

To enhance reader experience, consider making your Table of Contents (TOC) clickable. This allows readers to easily navigate between sections of your proposal.

7. Use a Template

In a lot of ways, project proposals are all about making the best impression possible. Establishing a proposal using a pre-built template can help keep everyone on the same (virtual) page. It also helps keep your template looking modern and visually eye-catching. When in doubt, use a template .

Even more, use AI-backed tools like Visme’s AI document generator . Use the chatbot prompt to describe what your project proposal needs to include and the tool will suggest a number of styles based on Visme templates. Choose one and let the AI save you time and effort to create a first draft for your project proposal.

Q. Project Proposal vs. Project Charter

A project proposal is a preliminary document used to secure approval and funding for a project. The proposal typically includes a high-level overview of the project, a description of the problem or opportunity the project addresses, the proposed solution, the expected outcomes, and the cost and resource estimates.

On the other hand, a project charter is a formal document used to initiate and manage the project once it has been approved. ​​

The purpose of a project charter is to provide a clear, concise, and shared understanding of the project and its objectives and to establish a framework for project management and decision-making. The charter is typically created after the project proposal has been approved, and it provides a more detailed and specific plan for the project.

Q. What Is the Difference Between a Project Proposal and a Project?

A project proposal and a project are two distinct concepts in project management.

A project proposal is a document that outlines the plan for a proposed project. It describes what the project is about, what needs to be done, and how it will be done.

A project on the other hand, is the actual work that is carried out to achieve the objectives outlined in the project proposal. It is a specific set of activities that are planned, executed, and monitored to achieve a specific goal within a defined timeline and budget.

Q. What Are the Two Types of Proposals?

The two types of proposals are solicited proposals and unsolicited proposals .

Solicited proposals are those that are requested by a client or organization. The client typically issues a Request for Proposal (RFP) that outlines the requirements and specifications for the project and invites interested parties to submit proposals in response.

Solicited proposals are usually more structured and formal, as they need to address the specific needs and requirements outlined in the RFP.

Unsolicited proposals, on the other hand, are submitted without a formal request or invitation. These proposals are typically used to pitch an idea, product or service to a potential client or organization and persuade them to consider a partnership or collaboration. This type of proposal is usually less structured and formal.

Q. What Are the 6 Types of Project Proposals?

As highlighted in the article, the six types of project proposals include:

• Unsolicited project proposals
• Solicited project proposals
• Informal project proposals
• Renewal project proposals
• Continuation project proposals
• Supplemental project proposals

Q. What Are the 4 C’s in Proposal?

The 4 C's in a proposal refer to the key components that should be included to make a winning proposal.

Customer-focused: A good proposal should be customer-focused, meaning it should be tailored to meet the specific needs and requirements of the customer.

Clear: The proposal should be clear and concise, with a well-defined structure and logical flow. It should be easy to read and understand. Try to avoid technical jargon or unnecessary complexity.

Compelling: The proposal should be compelling, capturing the customer's attention and persuading them to take action. Make sure to use persuasive language, compelling visuals, and a well-crafted value proposition.

Competitive: The proposal should be competitive, meaning it should demonstrate how your solution is superior to that of your competition. You can achieve this by highlighting your unique selling proposition, competitive advantages, and value proposition. Also, include a clear pricing strategy and demonstrate good value for money.

Q. How Long Should a Project Proposal Be?

The length of a project proposal can vary depending on the complexity and scope of the project.

However, as a general rule, a project proposal should be concise and to the point while still providing enough information to fully describe the project, including the purpose, scope, objectives, deliverables, timelines, budget, and potential impact.

A typical project proposal can range from 5 to 20 pages, although it can be shorter or longer depending on the funding organization's requirements or the nature of the project.

Q. What Is The Format of a Proposal?

The basic proposal writing format is as follows:

• An executive summary to introduce the proposal.
• The project’s background and the problem it aims to solve.
• The potential and expected solutions the project offers.
• A list of project deliverables that will be done at the end of the project.
• A request for resources to complete the project.
• Financial metrics to highlight a budget and costs.
• Review and conclusion to close the proposal.

You can create a proposal as a document or as a presentation. Both options are viewable as flipbooks, when created with Visme.

When it comes to proposal writing and designing, it’s in your best interest to follow a formula that’s tried and true. Stick to what your clients expect from you and add a dose of your brand personality through the messaging.

Make the best impression possible and get one step closer to your goal by using a visually striking and compelling professional proposal template from Visme. Then, deploy all the design and business features to plan, create, share and manage all sorts of content within the platform.

Start creating your project proposal today with our free and easy-to-use tool.

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How to Write a Project Proposal (Examples & Template Included)

Table of Contents

Types of project proposals, project proposal vs. project charter, project proposal vs. business case, project proposal vs. project plan, project proposal outline, how to write a project proposal, project proposal example, project proposal tips, what is a project proposal.

A project proposal is a project management document that’s used to define the objectives and requirements of a project. It helps organizations and external project stakeholders agree on an initial project planning framework.

The main purpose of a project proposal is to get buy-in from decision-makers. That’s why a project proposal outlines your project’s core value proposition; it sells value to both internal and external project stakeholders. The intent of the proposal is to grab the attention of stakeholders and project sponsors. Then, the next step is getting them excited about the project summary.

Getting into the heads of the audience for which you’re writing the project proposal is vital: you need to think like the project’s stakeholders to deliver a proposal that meets their needs.

We’ve created a free project proposal template for Word to help structure documents, so you don’t have to remember the process each time.

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Project Proposal Template

Use this free Project Proposal Template for Word to manage your projects better.

In terms of types of project proposals, you can have one that’s formally solicited, informally solicited or a combination. There can also be renewal and supplemental proposals. Here’s a brief description of each of them.

• Solicited project proposal: This is sent as a response to a request for proposal (RFP) . Here, you’ll need to adhere to the RFP guidelines of the project owner.
• Unsolicited project proposal: You can send project proposals without having received a request for a proposal. This can happen in open bids for construction projects , where a project owner receives unsolicited project proposals from many contractors.
• Informal project proposal: This type of project proposal is created when a client asks for an informal proposal without an RFP.
• Renewal project proposal: You can use a renewal project proposal when you’re reaching out to past customers. The advantage is that you can highlight past positive results and future benefits.
• Continuation project proposal: A continuation project proposal is sent to investors and stakeholders to communicate project progress.
• Supplemental project proposal: This proposal is sent to investors to ask for additional resources during the project execution phase.

All the elements in the above project proposal outline are present in our template. This free project proposal template for Word will provide you with everything you need to write an excellent project proposal. It will help you with the executive summary, project process, deliverables, costs—even terms and conditions. Download your free template today.

A project proposal is a detailed project document that’s used to convince the project sponsor that the project being proposed is worth the time, money and effort to deliver it. This is done by showing how the project will address a business problem or opportunity. It also outlines the work that will be done and how it will be done.

A project charter can seem like the same thing as a project proposal as it also defines the project in a document. It identifies the project objectives, scope, goals, stakeholders and team. But it’s done after the project has been agreed upon by all stakeholders and the project has been accepted. The project charter authorizes the project and documents its requirements to meet stakeholders’ needs.

A business case is used to explain why the proposed project is justified. It shows that the project is worth the investment of time and money. It’s more commonly used in larger companies in the decision-making process when prioritizing one project over another.

The business case answers the questions: what is the project, why should it be taken up, who will be involved and how much will it cost? It’s therefore related to a project proposal, but the project proposal comes before the business case and is usually part of the larger proposal.

Again, the project proposal and the project plan in this case are very similar documents. It’s understandable that there would be some confusion between these two project terms. They both show how the project will be run and what the results will be. However, they’re not the same.

The project proposal is a document that aims to get a project approved and funded. It’s used to convince stakeholders of the viability of the project and their investment. The project plan, on the other hand, is made during the planning phase of the project, once it’s been approved. It’s a detailed outline of how the project will be implemented, including schedule, budget, resources and more.

There are several key operational and strategic questions to consider, including:

• Executive summary: This is the elevator pitch that outlines the project being proposed and why it makes business sense. While it also touches on the information that’ll follow in the project proposal, the executive summary should be brief and to the point.
• Project background: This is another short part of the proposal, usually only one page, which explains the problem you’ll solve or the opportunity you’re taking advantage of with the proposed project. Also, provide a short history of the business to put the company in context to the project and why it’s a good fit.
• Project vision & success criteria: State the goal of the project and how it aligns with the goals of the company. Be specific. Also, note the metrics used to measure the success of the project.
• Potential risks and mitigation strategies: There are always risks. Detail them here and what strategies you’ll employ to mitigate any negative impact as well as take advantage of any positive risk.
• Project scope & deliverables: Define the project scope, which is all the work that has to be done and how it will be done. Also, detail the various deliverables that the project will have.
• Set SMART goals: When setting goals, be SMART. That’s an acronym for specific, measurable, achievable, relevant and time-bound. All your goals would be defined by those five things.
• Project approach: Define the approach you’ll use for the contract. There are several different types of contracts used in construction , for example, such as lump sum, cost plus, time and materials, etc. This is also a good place to describe the delivery method you’ll use.
• Expected benefits: Outline the benefits that will come from the successful completion of the project.
• Project resource requirements: List the resources, such as labor, materials, equipment, etc., that you’ll need to execute the project if approved.
• Project costs & budget: Detail all the costs, including resources, that’ll be required to complete the project and set up a budget to show how those costs will be spent over the course of the project.
• Project timeline: Lay out the project timeline , which shows the project from start to finish, including the duration of each phase and the tasks within it, milestones, etc.

In addition to these elements, it’s advisable to use a cover letter, which is a one-page document that helps you introduce your project proposal and grab the attention of potential clients and stakeholders.

To make the best proposal possible, you’ll want to be thorough and hit on all the points we’ve listed above. Here’s a step-by-step guide to writing a persuasive priority proposal.

1. Write an Executive Summary

The executive summary provides a quick overview of the main elements of your project proposal, such as your project background, project objectives and project deliverables, among other things. The goal is to capture the attention of your audience and get them excited about the project you’re proposing. It’s essentially the “elevator pitch” for the project life cycle. It should be short and to the point.

The executive summary should be descriptive and paint a picture of what project success looks like for the client. Most importantly, it should motivate the project client; after all, the goal is getting them to sign on the dotted line to get the project moving!

2. Provide a Project Background

The project background is a one-page section of your project proposal that explains the problem that your project will solve. You should explain when this issue started, its current state and how your project will be the ideal solution.

• Historic data: The history section outlines previously successful projects and those that could have run more smoothly. By doing so, this section establishes precedents and how the next project can be more effective using information from previous projects.
• Solution: The solution section addresses how your project will solve the client’s problem. Accordingly, this section includes any project management techniques , skills and procedures your team will use to work efficiently.

3. Establish a Project Vision & Success Criteria

You’ll need to define your project vision. This is best done with a vision statement, which acts as the north star for your project. It’s not specific as much as it’s a way to describe the impact your company plans to make with the project.

It’s also important to set up success criteria to show that the project is in fact doing what it’s proposed to do. Three obvious project success criteria are the triple constraint of cost, scope and time. But you’ll need to set up a way to measure these metrics and respond to them if they’re not meeting your plan.

4. Identify Potential Risks and Mitigation Strategies

To reduce the impact of risk in your project, you need to identify what those risks might be and develop a plan to mitigate them . List all the risks, prioritize them, describe what you’ll do to mitigate or take advantage of them and who on the team is responsible for keeping an eye out for them and resolving them.

5. Define Your Project Scope and Project Deliverables

The project scope refers to all the work that’ll be executed. It defines the work items, work packages and deliverables that’ll be delivered during the execution phase of your project life cycle. It’s important to use a work breakdown structure (WBS) to define your tasks and subtasks and prioritize them.

6. Set SMART Goals for Your Project Proposal

The best mindset when developing goals and objectives for your project proposal is to use the SMART system :

• Specific – Make sure your goals and objectives are clear, concise and specific to the task at hand.
• Measurable – Ensure your goals and objectives are measurable so it’s obvious to see when things are on track and going well, and conversely, when things are off track and issues need to be addressed. Measurable goals make it easy to develop the milestones you’ll use to track the progress of the project and identify a reasonable date for completion and/or closure.
• Attainable – It’s important every project has a “reach” goal. Hitting this goal would mean an outstanding project that extends above and beyond expectations. However, it’s important that the project’s core goal is attainable, so morale stays high and the job gets done with time and resources to spare.
• Relevant – Make sure all of your goals are directly relevant to the project and address the scope within which you’re working.
• Time-Based – Timelines and specific dates should be at the core of all goals and objectives. This helps keep the project on track and ensures all project team members can manage the work that’s ahead of them.

7. Explain What’s Your Project Approach

Your project approach defines the project management methodology , tools and governance for your project. In simple terms, it allows project managers to explain to stakeholders how the project will be planned, executed and controlled successfully.

8. Outline The Expected Benefits of Your Project Proposal

If you want to convince internal stakeholders and external investors, you’ll need to show them the financial benefits that your project could bring to their organization. You can use cost-benefit analysis and projected financial statements to demonstrate why your project is profitable.

9. Identify Project Resource Requirements

Project resources are critical for the execution of your project. The project proposal briefly describes what resources are needed and how they’ll be used. Later, during the planning phase, you’ll need to create a resource management plan that’ll be an important element of your project plan. Project requirements are the items, materials and resources needed for the project. This section should cover both internal and external needs.

10. Estimate Project Costs and Project Budget

All the resources that you’ll need for your project have a price tag. That’s why you need to estimate those costs and create a project budget . The project budget needs to cover all your project expenses, and as a project manager, you’ll need to make sure that you adhere to the budget.

11. Define a Project Timeline

Once you’ve defined your project scope, you’ll need to estimate the duration of each task to create a project timeline. Later during the project planning phase , you’ll need to create a schedule baseline, which estimates the total length of your project. Once the project starts, you’ll compare your actual project schedule to the schedule baseline to monitor progress.

Now let’s explore some project proposal examples to get a better understanding of how a project proposal would work in the real world. For this example, let’s imagine a city that’s about to build a rapid transit system. The city government has the funds to invest but lacks the technical expertise and resources that are needed to build it, so it issues a request for proposal (RFP) document and sends it to potential builders.

Then, the construction companies that are interested in executing this rapid transit project will prepare a project proposal for the city government. Here are some of the key elements they should include.

• Project background: The construction firm will provide an explanation of the challenges that the project presents from a technical perspective, along with historical data from similar projects that have been completed successfully by the company.
• Project vision & success criteria: Write a vision statement and explain how you’ll track the triple constraint to ensure the successful delivery of the project.
• Potential risks and mitigation strategies: List all risks and how they’ll be mitigated, and be sure to prioritize them.
• Project scope & deliverables: The work that’ll be done is outlined in the scope, including all the deliverables that’ll be completed over the life cycle of the project.
• Set SMART goals: Use the SMART technique to define your project goals by whether they’re specific, measurable, achievable, relevant and time-bound.
• Project approach: Define the methodology that the project manager will employ to manage the project. Also, figure out what type of contract will be used to define the project.
• Expected benefits: Show how the project will deliver advantages to the company and define what these benefits are in a quantifiable way.
• Project resource requirements: List all the resources, such as labor, materials, equipment, etc., needed to execute the project.
• Project costs & budget: Estimate the cost of the project and lay that out in a project budget that covers everything from start to finish.
• Project timeline: Outline the project schedule, including phases, milestones and task duration on a visual timeline.

Whatever project proposal you’re working on, there are a few tips that apply as best practices for all. While above we suggested a project proposal template that would have a table of contents, meaning it would be many pages long, the best-case scenario is keeping the proposal to one or two pages max. Remember, you’re trying to win over stakeholders, not bore them.

Speaking of project stakeholders , do the research. You want to address the right ones. There’s no point in doing all the work necessary to write a great proposal only to have it directed to the wrong target audience. Whoever is going to read it, though, should be able to comprehend the proposal. Keep the language simple and direct.

When it comes to writing, get a professional. Even a business document like a project proposal, business case or executive summary will suffer if it’s poorly constructed or has typos. If you don’t want to hire a professional business writer, make sure you get someone on your project team to copy, edit and proof the document. The more eyes on it, the less likely mistakes will make it to the final edition.

While you want to keep the proposal short and sweet, it helps to sweeten the pot by adding customer testimonials to the attachments. Nothing sells a project plan better than a customer base looking for your product or service.

ProjectManager & Project Proposals

ProjectManager allows you to plan proposals within our software. You can update tasks for the project proposal to signify where things stand and what’s left to be done. The columns allow you to organize your proposal by section, creating a work breakdown structure (WBS) of sorts.

When building a project proposal, it’s vital to remember your target audience. Your audience includes those who are excited about the project, and see completion as a gain for their organization. Conversely, others in your audience will see the project as a pain and something to which they aren’t looking forward. To keep both parties satisfied, it’s essential to keep language factual and concise.

Our online kanban boards help you think through that language and collaborate on it effectively with other team members, if necessary. Each card shows the percentage completed so everyone in the project management team is aware of the work done and what’s left to be done.

As you can see from the kanban board above, work has begun on tasks such as product documentation and design. Tasks regarding stakeholder feedback, ideation, market research and more have been completed, and there’s a good start on the engineering drawings, 3D rendering, supply chain sourcing and translation services.

A PDF is then attached to the card, and everyone added to the task receives an email notifying them of the change. This same process can be used throughout the life-cycle of the project to keep the team updated, collaborating, and producing a first-class project proposal. In addition to kanban boards, you can also use other project management tools such as Gantt charts , project dashboards, task lists and project calendars to plan, schedule and track your projects.

Project proposals are just the first step in the project planning process. Once your project is approved, you’ll have to solidify the plan, allocate and manage resources, monitor the project, and finally hand in your deliverables. This process requires a flexible, dynamic and robust project management software package. ProjectManager is online project management software that helps all your team members collaborate and manage this process in real-time. Try our award-winning software with this free 30-day trial .

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• 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

A project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives, and goals. Your project proposal should summarize your project details and sell your idea so stakeholders buy in to the initiative. In this guide, we’ll teach you how to write a project proposal so you can win approval and succeed at work.

All projects have creation stories, but they don’t start with someone declaring, “Let there be resources!” To move forward with a project, teams must submit a proposal to decision-makers within their organization or to external stakeholders. 

What is a project proposal?

A project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives , and goals. Your project proposal should summarize your project details and sell your idea so stakeholders feel inclined to get involved in the initiative.

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

Project proposals and project charters serve different purposes in the project creation process, and it’s important to understand the difference between the two. While a project proposal takes place in the initiation phase of the project, the project charter takes place in the planning phase. 

As mentioned above, a project proposal is a persuasive document meant to convince stakeholders why the project should be carried out. A project charter is a reference document that defines project objectives, and it can’t be created until the project proposal is approved.

People also confuse the business case with the project proposal, but the business case also comes after the proposal. Once the project is approved through a proposal, a business case may be used to secure additional funding for the project.

Types of project proposals

There are six types of proposals you may encounter as a project manager, and understanding the different formats can be useful as you write yours. Each type has a different goal.

Solicited: You’ll send solicited proposals in response to a Request for Proposal (RFP). An RFP announces a project in detail and asks for bids from qualified teams. Because you’re competing against other companies for this type of proposal, you must do thorough research and write persuasively.

Unsolicited: You’ll send unsolicited proposals without an RFP, meaning no one asked for your proposal. In this case, you won’t be up against other companies or teams, but you’ll still need to be persuasive because you have no knowledge of whether the stakeholder you’re pitching to needs you.

Informal: You may have a client send you an informal request for a project proposal, in which case you can respond with your project pitch. Because this isn’t an official RFP, the rules are less concrete.

Renewal: You’ll send renewals to existing clients in hopes that they’ll extend their services with your organization. In this type of project proposal, the goal is to emphasize past results your team has produced for the client and persuade them you can produce future results.

Continuation: You’ll send continuations as a reminder to a stakeholder letting them know the project is beginning. In this project proposal, you’ll simply provide information about the project instead of persuading the stakeholder.

Supplemental: Similar to a continuation proposal, you’ll send a supplemental proposal to a stakeholder already involved in your project. In this type of proposal, you’re letting the stakeholder know the project is beginning, while also asking for additional resources. You should persuade the stakeholder to contribute more to the project in this proposal.

The tone of voice and content of your project proposal will differ based on the type of proposal you’re sending. When you know your project goals, you can write your proposal accordingly.

How to write a project proposal

These step-by-step instructions apply to most project proposals, regardless of type. You’ll need to customize your proposal for the intended audience, but this project proposal outline can serve as a reference to ensure you’re including the key components in your document. 

1. Write an executive summary

The executive summary serves as the introduction to your project proposal. Similar to a report abstract or an essay introduction, this section should summarize what’s coming and persuade the stakeholder to continue reading. Depending on the complexity of your project, your executive summary may be one paragraph or a few paragraphs. 

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have 

You should only address these items briefly in your executive summary because you’ll discuss these topics in more detail later in your proposal. 

2. Explain the project background

In this section, you’ll go into the background of the project. Use references and statistics to convince your reader that the problem you’re addressing is worthwhile.

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

Who has addressed this problem before/what research is there?

Why is past research insufficient at addressing this problem?

You can also use this section to explain how the problem you hope to solve directly relates to your organization. 

3. Present a solution

You just presented a problem in the project background section, so the next logical step in proposal writing is to present a solution. This section is your opportunity to outline your project approach in greater detail. 

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities  

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

You may not have all these items in your proposal format, but you can decide what to include based on the project scope . This section will likely be the longest and most detailed section of your proposal, as you’ll discuss everything involved in achieving your proposed solution. 

4. Define project deliverables and goals

Defining your project deliverables is a crucial step in writing your project proposal. Stakeholders want to know what you’re going to produce at the end of your project, whether that’s a product, a program, an upgrade in technology, or something else. As the stakeholder reads through your vision, this will be the section where they say, “Aha, this is what they’ll use my resources for.”

When defining your deliverables, you should include:

The end product or final objective of your project 

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

While it’s important to show the problem and solution to your project, it’s often easier for stakeholders to visualize the project when you can define the deliverables.

5. List what resources you need

Now that you’ve outlined your problem, approach, solution, and deliverables, you can go into detail about what resources you need to accomplish your initiative.

In this section, you’ll include:

Project budget : The project budget involves everything from the supplies you’ll need to create a product to ad pricing and team salaries. You should include any budget items you need to deliver the project here.

Breakdown of costs: This section should include research on why you need specific resources for your project; that way, stakeholders can understand what their buy-in is being used for. This breakdown can also help you mitigate unexpected costs.

Resource allocation plan : You should include an overview of your resource allocation plan outlining where you plan to use the specific resources you need. For example, if you determine you need $50,000 to complete the project, do you plan to allocate this money to salaries, technology, materials, etc.

Hopefully, by this point in the proposal, you’ve convinced the stakeholders to get on board with your proposed project, which is why saving the required resources for the end of the document is a smart strategic move.

6. State your conclusion

Finally, wrap up your project proposal with a persuasive and confident conclusion. Like the executive summary, the conclusion should briefly summarize the problem your project addresses and your solution for solving that problem. You can emphasize the impact of your project in the conclusion but keep this section relevant, just like you would in a traditional essay. 

Tips for writing an effective project proposal

Following the steps listed above will ensure your project proposal has all the right elements. But if you want to impress your readers and win their approval, your writing must shine. In addition to the above, a project proposal includes:

Know your audience

As you write your proposal, keep your audience (i.e. the stakeholders) in mind at all times. Remember that the goal of the proposal is to win your audience over, not just to present your project details. For example, if you’re creating a new editing tool for a children’s publishing house, can you determine whether your stakeholders are parents and appeal to their emotional side when persuading them to buy in to your product?

Be persuasive

Persuasion is important in a project proposal because you’re hoping your audience will read your proposal and do something for you in return. If your reader isn’t intrigued by your project, they won’t feel inclined to help you. If you describe your editing tool but don’t mention the many features it will offer, how it will benefit clients, and its positive impact in the industry, your audience will wonder, “Why should I care about this project?” 

Keep it simple

While you should go into detail on your problem, approach, and solution, you shouldn’t make your project proposal overly complex. This means you can discuss the project plan for your proposed editing tool without discussing what codes the engineers will use to make each feature work. 

Do your research

A successful project proposal includes thorough research. Be prepared to back up your problem—and solution—with reputable sources, case studies, statistics, or charts so you don’t leave your audience with questions. When writing your proposal, put yourself in the reader’s shoes and ask:

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

If you can answer these questions, then you’ve likely done enough research to support your proposed initiative.

Use project management tools to strengthen your project proposal

Good project proposals require team collaboration . With the right management tools, your team can communicate, share information, and work together on one shared document. 

When you store all your project information in one place, it’s easy to access that data when you need it. Project proposals stem from well-organized and properly planned projects, which is why project management software is a key resource to effectively write a project proposal. Ready to get started? Try Asana .

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How to write a project proposal (examples & templates).

Senior Content Marketing Manager

July 13, 2023

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Have you ever left a doctor’s appointment feeling uncertain about the treatment plan? It stinks—no one likes being left in limbo when it comes to things that matter to them. 

Clients feel the same type of frustration when they receive unclear project details from agencies. Reassure your customers with a strong project proposal—a statement that clarifies what your agency will do to help the client meet their goals. 

This proposal is basically a “diagnosis” and a “treatment plan.” It shows the client you understand their situation and outlines what project deliverables your agency will create to help the customer meet their objective. 

Boost clients’ confidence in your projects with this guide. It’s packed with proposal writing best practices, project proposal examples, and more to help you strengthen your pitches.

What is a Project Proposal?

Types of project proposals, step 1: research your prospective client’s product and industry, step 2: brainstorm with your internal team, step 3: define deliverables and determine the required resources, step 4: write the project proposal, step 5: add design elements to the project proposal, step 6: present it to your prospective client, step 7: follow up with the prospective client.

A project proposal is a document that outlines what deliverables your agency will create and the objectives you plan to meet through the work. It should describe your diagnostic and prescriptive approach to getting them where they want to be.

Project Proposal Example Outline

A good project proposal should include the Who, What, Where, When, and How of the solution you provide. Specifically, your project proposal needs to include:

• Table of Contents : An index of what’s to come in the project proposal and page numbers
• Executive Summary : A statement that describes the project background and gives a brief overview of what’s to come in the proposal
• Goals : The long-term outcome the client wants to achieve
• Problem Statement : A summary of the obstacles standing in the way of the client’s goals
• Value Statement : A summary statement of how your agency’s services and expertise will solve the problem statement and benefit the client
• Strategy : The high-level proposed solution for how you will reach the client’s goals
• Project Scope : The services that will be included in your agency’s project approach
• Project Deliverables : Individual tasks within the services you provide that contribute to the project objective(s)
• Measures of Success : Metrics that will be used to measure project success (KPIs)
• Timelines : A roadmap of when the client can expect project deliverables and key milestones along the way
• Case Studies : Success stories and testimonials from clients you’ve worked with on similar projects
• Budget : The monetary resources required to complete the project proposal . Include more than one package with a range of pricing to fit different project budgets and goals).
• Project Summary : A concrete takeaway that summarizes the key details of the project proposal.
• Next Steps : Don’t forget your call to action! Tell the client how to get started working with you.!

Not sure how to tie all of this together? Don’t worry; we’ll cover that later!

There are a few different situations where you would submit a project proposal to a client:

• Solicited project proposal : A prospective client approaches you with a Request For Proposal (RFP) , and you submit a proposal in response.
• Unsolicited project proposal : You identify a prospect in your CRM that fits your ideal customer profile (ICP) and submit an unsolicited project proposal to start a contracting conversation without the prospect reaching out first. 
• Informal project proposal : A more conversational approach to a proposal or one that wasn’t specifically requested.
• Renewal project proposal : An existing client is up for renewal. You send this proposal as a prerequisite to resigning so you can reevaluate your current relationship and set new goals.
• Continuation project proposal : Remind or convince current clients to continue the project or provide details about any outstanding or new tasks that might be needed to complete the project.
• Supplemental project proposal : You identify the need to expand an existing project’s scope of work and redefine the client relationship.

Related: Business Proposal Templates

The benefits of writing proposals for projects 

A well-written project proposal is a powerful tool for showing clients why hiring your agency is their best chance for success. 

Specifically, project proposals have a few key benefits:

• Credibility: Provides you a platform to establish your expertise with the prospect
• Differentiation: Give the prospect something concrete to take to internal stakeholders to compare and contrast your services with others competing for the project and get buy-in from their decision-makers.
• Alignment: Aligns internal and external teams on what the goals and vision are for the project proposal from the very beginning.

How to Write a Project Proposal in 7 Steps

A project proposal can either be a big selling point or a missed opportunity; the difference comes down to your process for developing one. Before you begin writing a project proposal, centralize your team communication . Then you can establish a clear planning process so nothing falls through the cracks.

Bonus: Project Planning Tools

Your prospective client doesn’t want an impersonal project proposal. They want a statement that shows you understand their history, branding, industry, and customers.  Show the client you get them and what matters to them by conducting research for your project proposal.

While conducting your research, consider the following:

• What are your customer’s objectives that are driving this project? 
• What gaps in industry knowledge does your agency have that you need to explore during market research ? 
• How long will you have to conduct your research?
• What form of data collection will you use? 
• Will you conduct a competitor audit, client surveys, or an organizational gap analysis?
• Once you collect the data, how will you analyze it? 
• Are there limitations to your research that need to be considered during your planning?
• Do any themes rise to the top as you conduct your research?  
• What resources did you use in developing your research?
• Are the sources credible?
• Are the sources diverse enough to accurately represent the industry?

Don’t forget to document all of your findings in ClickUp’s User Research Plan Template so you can easily reference your analysis in the following steps of your project proposal!

Armed with your research, rally the troops! It’s time to collaborate with your internal team on how you can solve the client’s needs before you put it on paper. 

Brainstorm together using the mind mapping methodology— a visual diagram of ideas connected by a central concept.  It’s an easy way for your teams to brain-dump ideas and talk through each of their unique perspectives on the project – ultimately coming up with the best ideas. 

For example, developing concepts for a marketing campaign requires inputs from multiple teams in your agency. Using ClickUp’s Mind Map will help subject matter experts from across the agency weigh in on the best approach while keeping the client’s goal as the central concept. 

Corral all that genius in one room with ClickUp’s template for project mapping ! With this resource, you can easily brainstorm and organize ideas visually to identify connections between them quickly.

Once your team has identified the best approach to the project, it’s time to outline the specifics of the solution in a project plan . This includes identifying phases of the project, defining deliverables, and filling in the details of each task. 

Using a project management tool, work with your team to assign the timeline, project budget , and task owners for each deliverable to determine the project’s overall scope. Here are a few ClickUp  project management tools that will help you communicate each of these details:

• Custom Fields: ClickUp’s custom fields enable you to assign unique values to tasks like budgets, task owners, due dates, and so much more.
• Gantt Chart: It’s easy to define timelines when you look at tasks in ClickUp’s Gantt chart view , where you can define dependencies between tasks and layout project deliverables in sequential order.
• Checklists: Sometimes, you just need a simple to-do list to make sure you’ve assigned each piece of the project; that’s where checklists are super handy! Easily tag in task owners, set due dates, and notify the project team of completion with a single click.

Now that you have all the project’s internal details, it’s time to organize them into a concise, personalized proposal statement. Collaborating on all of the ideas in a project proposal whiteboard makes it easy to define your proposal as you go.

Once you have outlined the key concepts on ClickUp’s Whiteboard , it’s time to tag in your copywriting team to round out those ideas and write a cohesive proposal Doc. The copywriting team should reference the Whiteboard, project map, and research document as they write to make sure it’s as personalized to the client as possible.

The copy needs to be definitive, concise, and measurable as possible. Once the copywriters are done, give your internal project team a chance to review and surface any revisions needed before sending the project proposal on to the next step.

Make sure you clearly define the project budget as well. The last thing a client wants is to see various costs from initial conversations.

Now for the fun part! Tag your creative team to translate that project background document into a beautifully designed project proposal (a.k.a. make it pretty!). If you don’t have an internal design team, there are several drag-and-drop design templates from services like Pitch and Canva . 

Consider standardizing your proposal in a template regardless of whether you have an internal design team or are using one of these services. Your team can simply adapt ClickUp’s Project Proposal Whiteboard Template for each new client to maintain brand consistency and save time.

You did it!

The day has finally come—you get to wow your client with your genius. Whether you meet in person or via zoom, send a meeting agenda and a copy of your project proposal via email to your client prior to the proposal presentation.

Providing the proposed project and meeting cadence beforehand will give the client time to consider the proposal, form any questions, and potentially add notes to the meeting agenda. 

CLICKUP PRO TIP Make this step quick, easy, and consistent across teams by developing a standardized email template in ClickUp .

During the meeting, keep detailed meeting notes and assign follow-up tasks immediately so nothing falls through the cracks post-meeting. Easily take notes and assign action items in real-time with the ClickUp Meeting Minutes Template to create the best project proposal.

Make sure to keep your proposal presentation to the point and as brief as possible. You don’t want to bore your audience before they get to the end.

At the end of the presentation, reiterate the next steps you’ve outlined in the proposal and note how much lead time your team will need if the client chooses to sign on. After presenting the project proposal, answer as many questions as possible, and follow up via email with any answers you don’t immediately have.

We’ve all been there. One minute an agency is promising you the world, and the next, they’re ghosting you for the next best client. Don’t let prospects slip through the cracks.

Keep track of every stage of your project proposals so you know who is responsible for reaching out to the prospect, and when your team last contacted them. 

Tracking the client lifecycle in real-time is easy in ClickUp with custom fields. You can define the stages of your project proposals through custom fields, assigning roles, setting due dates for routine follow-ups, and tagging team members. You can also send client emails and comments right from the task window, giving you a clear audit trail of each customer communication.

Related Project Proposal Resources:

• Project Proposal Templates
• Professional Services Template
• Creative Project Plan Template
• Creative Agency Proposal Planning Template
• Consulting Project Plan Template
• Grant Proposal Template
• Consulting Templates
• RFQ Templates

Use ClickUp for Your Next Project Proposal

At the core of successful project proposals, there’s a team that collaborates effectively. And that’s exactly what ClickUp enables your agency to do.

We bring all of your tools, documents, teams, dashboards, budgets, and workflows into one project management software. This is all in an effort to put an end to context-switching and siloed workflows from working within multiple tools.

What’s better?

We have over 1,000 app integrations and a full library of free templates built by project management experts that make workflow building easy. You no longer have to spend your precious time creating every process and procedure from the ground up.

It’s already here, just waiting for you in ClickUp. Get started today— completely for free —and see why so many agencies are switching to ClickUp.

Questions? Comments? Visit our Help Center for support.

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A step-by-step guide on how to write a winning project proposal

Hanna Stechenko Manager, SEO Management

Reviewed by:

Ashley Kemper VP of Revenue Marketing

• Copy Link Link copied

So, you want to discover how to write a proposal for a project.

Well, “Let there be light!” This article is here to show you the way.

Let’s start by diving into what a project proposal is.

What is a project proposal?

A project proposal is a detailed document that presents the plan for a specific project to get approval or funding from stakeholders, such as clients, investors or management.

Usually, it specifies the project’s objectives, scope, methodology, resources, timeline and projected outcomes.

What is the purpose of a project proposal, and why do you need one?

The purpose of a project proposal is to present a clear roadmap for the future project and get necessary buy-ins.

We’ve surveyed 720 users of our project proposal templates , and they highlighted the following three goals of writing a project proposal, among others:

• Define clear objectives: specify goals and deliverables for the project, mitigating risks and scope creep.
• Align stakeholder expectations: make sure everyone is on the same page about the project’s scope and purpose.
• Demonstrate feasibility: build a strong case for the project’s success by outlining a detailed execution plan.

→DOWNLOAD NOW: FREE PROJECT PROPOSAL TEMPLATE

What are the benefits of a well-written project proposal?

There are many benefits to writing a clear and comprehensive project proposal compared to a poorly written one:

Let’s now look at a detailed proposal structure.

What to include in your project proposal structure

Here is a general project proposal structure that you can adjust to your specific needs:

1. Cover page

Add the title of your project, names and roles of people involved, and other data like the project number and initiation date.

2. Project description

Define the problem, solution, and expected outcomes.

Project overview: This initiative aims to develop an AI writing tool that produces more natural, human-like text. By analyzing patterns in human writing samples, the tool varies sentence structures and lengths and occasionally inserts minor imperfections like spelling errors or grammar mistakes. This nuanced approach seeks to create AI-generated content that feels authentic while remaining clear and understandable.

3. Background information

Provide information that is important for understanding the purpose and urgency of the project, such as your previous work, relevant literature, or historical data.

Background: Previous AI language models tended to generate text with rigid adherence to rules, lacking the natural variation of human writing. Our past research examining blogs, novels, and workplace writing revealed a need for more authentic-feeling AI-generated prose. This project builds on those findings.

4. Objectives

Define the project’s goals and success metrics.

Objectives: — Create an AI writing model that outputs prose with human-like variations in style, tone, and structure — Develop algorithms to analyze and replicate common quirks in human writing samples — Implement user controls to adjust output formality and complexity as needed — Achieve high ratings (>4 on a 5-point scale) in user testing for online authenticity and readability

Briefly yet clearly outline the project’s scope.

Scope: The initial scope covers an AI model and tools to generate long-form writing (emails, reports, articles) with customizable levels of human realism. Potential future phases could extend to other domains like storytelling or dialogue.

6. Deliverables

Describe project outcomes, including the product to be delivered, reports, etc.

Deliverables: — AI writing model and integrated user interface — Model training data and linguistic rulesets — Technical documentation and code repositories — Research paper detailing approach and findings

7. Project timeline

Include a schedule with stages and defined timeframes. Example:

Timeline: — Implementation planning (6 weeks) — Data collection and annotation (12 weeks) — Model training and refinement (16 weeks) — User testing and evaluation (8 weeks) — Documentation and delivery (4 weeks)

8. Resource requirements

List what is needed to complete the project: personnel, equipment, technology, financial resources, and other materials.

Resource requirements: — 3 AI researchers/engineers — Cloud computing resources for model training — Access to a corpus of human-written texts — Usability research staff for prototype testing

Break down all project costs , including labor, materials, overhead, and any additional expenses to illustrate the project’s financial feasibility. Example:

Budget: — Personnel: $480,000 — Computing and storage: $75,000 — Research materials: $20,000 — Total: $575,000

10. Risk analysis

Identify foreseeable challenges, evaluate their implications, and propose strategic countermeasures to prevent or mitigate risks while supporting the project’s objectives.

Potential risks: These include human rater biases during data labeling, overfitting models to limited writing styles, and user rejection of artificial text imperfections. We will employ techniques like randomized rater assignment, model cross-validation, and extensive user testing to mitigate these factors.

11. Alternatives considered

Offer your “plan B” for chosen approaches, technologies, workflows , etc.

AI model architecture: — Option 1 (chosen): Transformer-based language model with multi-task learning for style transfer and grammatical error generation — Alternative: Sequence-to-sequence model with separate components for variation and naturalization Human writing data: — Option 1 (chosen): Curated corpus spanning diverse genres (novels, blogs, workplace writing) — Alternative: Automated web crawling of public online text

User interface: — Option 1 (chosen): Interactive sliders to adjust realism/complexity level — Alternative: Predefined style presets (e.g. casual, professional, creative)

12. Terms and conditions

Summarize overall project requirements with concise definitions of what happens if the proposal is approved, including terms of its start, completion deadlines, and penalties for any delays or breaches of the agreement.

Project initiation: Work shall commence within 14 days of receiving documented approval. Project duration: All deliverables must be completed within 46 weeks from initiation. Resources: The approved budget and resource allocations are binding commitments. Delays: Penalties of 2.5% of the total budget per week of delay beyond the contracted schedule, up to 20% maximum. Cancellation: The project can be canceled with 30 days’ notice and payment of all completed work. Acceptance: The final system must meet all acceptance criteria defined during implementation planning. Confidentiality: All project data, models, and code shall remain strictly confidential property.

13. Acceptance

Formalize approval from stakeholders by collecting their signatures , which will mean that everyone has reviewed and accepted the roadmap outlined in the proposal and is ready to move forward with the project.

To speed up the process, you can use proposal management software that allows signing docs electronically.

We’ve analyzed the performance of project proposals with PandaDoc users and found that e-signature on average helped them save from 6 to 24 hours while completing a document.

14. Appendix

Include any extra datasets, visual aids, documents, or references that enrich the proposal , offering additional clarity and depth.

A. Human writing samples: — Creative fiction excerpt (novel) — Technical report sample (annual cybersecurity review) — Email thread (informal workplace communication)

B. Preliminary results: — Sample model outputs at different realism levels — Human evaluation study summary (N=35 participants)

C. Linguistic studies on human writing variation: — “Modeling Grammatical Errors in Informal Text” (Conf. Proc., 2021) — “Style and Authenticity in Long-Form Writing” (Journal Paper, 2019)

D. Resumes — key personnel

How to write a project proposal

If this is the first time you’re writing a project proposal, check out these project proposal templates to avoid potential mistakes and deliver a professional document that will impress the recipient.

1. Define the problem

Start by considering the problem that you will be addressing.

Describe the pain points succinctly and in a way that resonates with your target audience.

Use facts instead of opinions and rely on data you’ve gathered through research.

Here is an example of a problem definition within a project proposal:

The e-commerce platform has faced an increasing customer churn rate over the past six months. This has risen to 15%, compared to the industry average of 10%, negatively impacting revenue and long-term growth potential.

The primary factors contributing to this problem include a lack of personalized product recommendations, slow website performance, and inadequate customer support.

This issue is worth solving because reducing customer churn will result in higher customer retention, increased customer lifetime value, and greater business profitability.

Before embarking on this journey, make sure to understand something referred to as the “triple constraint” — time, scope, and cost — also known as the project management triangle .

Keep in mind your particular triple constraint during every step of the project and remember that a change in one element inevitably affects the others.

For example, extending the functionality of your product will require postponing the deadline, and, most likely, increase the overall costs.

2. Present your solution

Help your audience see that your way of solving the problem is in line with their expectations.

Show/explain why other solutions won’t work (or won’t work as well), and guide the reader through your problem-solving process.

When talking about solutions, anticipate questions and objections and be ready to defend your suggestions.

Do your best to paint a picture that helps the audience understand the solution’s larger impact.

Once again, facts and research-backed examples are your best friends.

3. Define your deliverables

Identify project objectives and break them down into sub-objectives and deliverables.

Deliverables are measurable items that fulfill the objectives of the entire project or separate tasks or processes, and satisfy stakeholders’ requirements.

For example. for the objective ‘Improve the user experience on the e-commerce platform to increase customer satisfaction and reduce churn rate’, sub-objectives and associated deliverables might include:

• Website performance audit report identifying areas for improvement
• Optimized website with faster page load times
• Website performance monitoring dashboard
• Recommendation engine design outlining the algorithm and implementation details
• Fully integrated recommendation engine within the e-commerce platform
• User guide and training materials for the recommendation engine
• Customer support analysis report highlighting areas for improvement
• Revised customer support process flowchart
• Customer support training program for staff
• Updated knowledge base for customer self-service

4. State your strategy

Show the strategic approach you’ll take to achieve the project’s objectives.

To do so, follow these steps:

• Introduce your strategy by providing a brief overview of the approach you’ll take to accomplish the project’s goals.
• Describe the project management methodology you’ll use (e.g., agile, waterfall, or hybrid) and justify your choice based on the project’s nature, complexity, and constraints.
• Detail the specific components and techniques that make up your strategy, like resource allocation, risk management, quality assurance, communication, and change management. Explain how these components will work together to support the project’s objectives.
• Assign roles and responsibilities to each team member and stakeholder, ensuring they can collaborate and communicate efficiently.
• Align key milestones and deadlines with your strategy and include them in the project timeline. Explain how these will help monitor progress, manage risks, and ensure the project stays on track.
• Identify potential challenges and risks that may arise during the project and explain how your strategy addresses them. Discuss your approach to risk management, mitigation, and contingency planning.
• Conclude the strategy section by emphasizing the benefits and advantages of your chosen approach. Explain how your strategy is designed to deliver the desired outcomes and meet stakeholder expectations.

5. Outline your schedule and budget

Break your budget down into categories (tools, supplies, etc.) and include both direct and indirect costs.

Provide as much detail as possible so stakeholders can see you’ve done your research to help them make an informed decision.

Outline your project schedule as precisely as possible.

You can add each separate expenditure item to make your budget fully transparent and aligned with stakeholders’ expectations .

Convey the project lifecycle by communicating concrete start and end times, and do not rely on assumptions within this step!

Budget Proposal Template

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6. Tie it all together

The conclusion of your project proposal should be a brief recap of what you’ve covered in the body of the document.

Restate the parts you want your recipient to take away: crucial ideas, facts, and (of course) the solutions you’re prepared to deliver.

Your project proposal should tell a story and form a cohesive whole.

Try not to include information that doesn’t contribute to the overall project objectives and ensure all necessary elements of a good proposal — as seen in this article — have been addressed.

7. Edit/proofread your proposal

Before submitting or presenting the proposal, double-check that it’s consistent and easy to follow. Edit it for clarity and added value.

Make sure that your proposal is also well-organized and visually appealing .

Check the tone and language, and don’t forget to proofread for grammar, punctuation, and spelling mistakes.

Asking for feedback is vital, too.

What are the most common types of project proposals?

These are five of the most common types of project proposals, each with different goals to meet different requirements.

1. Formally/informally solicited project proposals

A formally solicited proposal is initiated in response to an RFP (request for proposal), RFQ (request for quote) or IFB (invitation for bid).

These are formal requests used by buyers to gather more information about prospective vendors and their solutions.

An informally solicited project proposal is usually requested in a more casual form, which makes writing it trickier.

It’s because this type of project proposal doesn’t come with the same level of context as the formal proposal, and the project team has to do a lot of research to gather more information about the buyer.

2. Unsolicited project proposals

An unsolicited project proposal is one that no one asked for — but someone may want to see it. Unlike the solicited proposal, it’s initiated by the vendor, not the buyer.

These proposals often stem from your innovative ideas or insights, not from the other party’s requirements.

Essentially, unsolicited project proposals are more complex than an elevator pitch but perhaps less structured than solicited proposals.

With this type of proposals, you have way more freedom in presenting your ideas and highlighting what you think is really important.

3. Continuation project proposals

These are usually done on a calendar basis and are a considerably lower lift in the proposal department, as the project itself has already been approved.

This type of project proposal is created when a project enters a new phase or when new resources are needed to guarantee its continuance.

4. Renewal project proposals

Marginally different from a continuation project proposal, these are written when a project has ended and needs to start up again.

You’ll typically use data from the previous project in your renewal proposal.

5. Supplemental project proposals

These proposals are written when you need more resources than you initially requested or when you’ve gone over budget on the project.

What’s the difference between proposals and other project-related docs?

It’s important not to confuse proposals with other documentation typically associated with delivering a project, such as business proposals, contracts, project charters, and project plans.

Project proposal vs business proposal

A business proposal is like a sales pitch — it aims to sell a product or service to potential clients or investors.

On the other hand, a project proposal outlines objectives for completing a project that doesn’t necessarily have a commercial purpose.

It’s more about presenting a detailed plan rather than delivering a sales pitch.

Project proposal vs contract

A project proposal is not a contract — they serve different purposes in the project’s lifecycle.

Imagine building a house.

Before any work begins, the contractor provides you with a document outlining the design, materials, costs, and timeline so you can decide if they are a good fit.

That’s a project proposal.

In most cases, it doesn’t create legal obligations between the parties.

Now, a contract is when the contractor and you sign a legal agreement specifying the terms and conditions, including the final scope of work, project duration and liabilities.

Unlike the project proposal, it’s legally binding.

Project proposal vs project charter

A project proposal convinces the recipient to accept your offer.

Once your proposal has been green-lighted, you can try to speed up the project development by creating a project charter before really getting things off the ground.

A project charter is an internal document that officially authorizes the start of the project.

It’s intended for your internal team and provides a clear framework for project execution.

A good project charter is brief and formal.

It should talk about the project’s expected timeline, scope, and key planning aspects.

In doing so, it creates a clear mandate for your project manager to hold their staff accountable and work to set deadlines.

Ideally, your project charter should be accepted by the client or project sponsor to ensure clarity and alignment, and mitigate risks.

Project proposal vs project plan

Your project plan is a comprehensive roadmap for success, containing the project’s operational and tactical details.

It goes into much more detail than the project proposal or charter.

The project plan elaborates on how you will achieve your goals with a breakdown of tasks, resource allocation, risk management, quality control measures, and anything else to lay the foundations for the project.

This is because team members must know exactly what they should be doing on a day-to-day basis.

And, if things go wrong, a solid plan can help managers pinpoint where the problem lies.

→DOWNLOAD NOW: FREE PROJECT PLAN TEMPLATE

What’s the difference between a project proposal and a project?

A project proposal is a document that proposes the initiation of a new project, serving as a roadmap outlining its key objectives and deliverables, and seeking the recipient’s approval.

A project is the actual implementation of the plan outlined in the project proposal once it’s been accepted by the recipient.

10 project proposal templates (free downloads)

Even if you’re well-versed in proposal writing, a template can still save you a lot of time and become a good source of inspiration.

Plus, it can help you boost conversion rates.

In this section, we explore ten of our most versatile ready-to-go templates and suggest how to write a proposal for a project example.

You can use all of these templates for free just by creating a PandaDoc account.

1. Standard sales proposal template

This sales proposal template is adaptable and can be used for a variety of purposes: bidding for contracts, acquiring clients, launching new products, making investor presentations, and forming strategic partnerships.

It has all the elements for sales reps to present their offerings in an organized and visually appealing way.

→DOWNLOAD NOW: FREE SALES PROJECT PROPOSAL TEMPLATE

2. Digital marketing project proposal template

A digital marketing proposal template that allows you to quickly craft a proposal highlighting your digital marketing services.

It explains the importance of digital marketing, outlines your strategies, and details your pricing , helping to convert prospects into current clients efficiently.

→DOWNLOAD NOW: FREE DIGITAL MARKETING PROJECT PROPOSAL TEMPLATE

3. Sponsorship project proposal template

Acquiring a sponsor isn’t an easy ride, and a proposal is a perfect chance to highlight your value proposition.

This sponsorship project proposal template explains the benefits of partnering with your organization, outlines the sponsorship packages, and details the associated costs, helping to attract and secure potential sponsors with confidence.

It’s a good idea to include sections on the “Purpose of the project” and the “Target audience profile” near the top of the document.

Remember: customization and personalization are key, so make sure to align your narrative with the expectations of your target sponsors for that perfect pitch.

→DOWNLOAD NOW: FREE SPONSORSHIP PROJECT PROPOSAL TEMPLATE

4. Recruitment project proposal template

Workforce trends like hybrid working and the Great Resignation have created a highly competitive environment for recruiters.

A recruitment project proposal is your chance to stand out to companies looking for recruitment services.

Make sure to add your track record in talent acquisition — for instance, by displaying relevant statistics or case studies.

Finally, provide detailed information on the recruitment process, timelines, and expected outcomes.

This helps potential clients understand the value and efficiency of your services.

→DOWNLOAD NOW: FREE RECRUITMENT PROJECT PROPOSAL TEMPLATE

5. Software development project proposal template

Use this proposal to showcase how reliable your software development services are and how good you are at delivering value to your clients.

Don’t forget to turn your client success stories into a powerful marketing tool — link to any relevant websites and examples of the software you’ve developed.

→DOWNLOAD NOW: FREE SOFTWARE DEVELOPMENT PROPOSAL TEMPLATE

6. Accounting project proposal template

A proper accounting project proposal is a great chance for you to secure long-term partnerships that will grow with the accounting needs of your clients.

Create a document that demonstrates your company is competent and has an eye for detail. Emphasize your knowledge of the regulatory frameworks of the recipient’s industry, and provide fully costed breakdowns of your services.

→DOWNLOAD NOW: FREE ACCOUNTING PROJECT PROPOSAL TEMPLATE

7. Real estate development project proposal template

An outstanding real estate project proposal strikes a balance between comprehensive detail and stunning visual aesthetics.

Inside, your readers should be able to see pictures of your previous projects along with aerial views and technical sketches, which will surely grab their attention.

From here, you can really get stuck into the details of your proposed real estate development.

You should include separate sections for financial, environmental, and location analysis, discussing your methodologies for risk monitoring and resource allocation.

→DOWNLOAD NOW: FREE REAL ESTATE PROJECT PROPOSAL TEMPLATE

8. Search engine optimization (SEO) project proposal template

SEO is a technical topic that most businesses understand the importance of, though very few have the time to devise an in-depth SEO strategy for themselves.

This is where a clear project proposal comes in, translating your line of work into comprehensible terms for those outside your industry.

You may want to begin by explaining a bit about how SEO works before presenting your services as the answer to your client’s needs.

SEO is all about hitting KPIs. So make sure to present relevant statistics, demonstrating ‘before and after’ comparisons of your previous clients’ performance.

→DOWNLOAD NOW: FREE SEO PROJECT PROPOSAL TEMPLATE

9. Venture capital project proposal template

We often talk about short attention spans in business settings, but venture capital takes it to the next level.

Since the industry is so fast-moving, venture capital investors are constantly looking for the next cutting-edge company that can provide a proven business case and ROI.

As such, you need to make your proposal urgent and get right to the point. Be sure to highlight your value proposition at the top of your document, alongside a summary of your goals and what any investments will go toward.

→DOWNLOAD NOW: FREE VENTURE CAPITAL PROJECT PROPOSAL TEMPLATE

10. Artificial intelligence (AI) project proposal template

Artificial intelligence has taken the world by storm, and there are many lucrative contracts to be won by developers.

However, securing an AI project is no easy task.

Use this project proposal template to foster trust in your company’s solutions and deliverables.

Specify what types of AI you specialize in, and explain their applications to the reader in layman’s terms.

As the AI space is rapidly changing, it’s a good idea to highlight your agile methodologies and ability to adapt to market forces.

→DOWNLOAD NOW: FREE AI PROJECT PROPOSAL TEMPLATE

Top tips on how to approach writing a project proposal

Before writing a project proposal outline.

Make sure you consider the following:

• Identify your target audience (your primary decision-makers).
• Determine the type of relationship you’re looking to cultivate with them.
• Think of ways to create this type of relationship.

More questions to ask yourself

Here are just some of the questions worth asking yourself before you get down to work:

• How familiar is your audience with the proposed project scope? What do they know? (And what don’t they know?)
• What do they want to hear? What would be the best way to communicate your idea so it’s easily understood?
• Does your proposal need to provide background information and supplemental material on a particular topic?

Keep potential drawbacks and pitfalls in mind

Project proposals often get rejected within organizations because they:

• Are poorly defined
• Do not align with the goals of the recipient’s organization
• Do not clearly and credibly define the project’s benefits
• Are not effectively presented and sold

Make sure to keep these in mind when crafting your next proposal for max impact.

Data and research are key

When looking at how to write a project proposal, remember that it should be backed up by facts, graphs, figures, and charts.

Do some research on past projects — both successful and unsuccessful — to gather useful data, evidence, and examples to prove your claims.

Examine previous case studies and weave them naturally into your narrative presenting project objectives and proposed solutions.

This should help you create solid project proposals that lead to successful outcomes.

Discover how to write a winning project proposal using PandaDoc

Creating a compelling project proposal is crucial for securing approval and support.

By using specialized document management software, you can streamline and enhance this process. Here’s a step-by-step guide on how to create a project proposal with our suite:

• Use one of the free templates (as seen above).
• Alternatively, create your template from scratch to fit the specific needs of your project.
• Fill in the template with relevant customer and project information.
• Add text, images, videos, tables, checkboxes, and other elements to make your proposal look professional and personalized.
• Prepare the signatory fields to collect e-signatures.
• Send your completed proposal to all parties involved.

You can sign up for a free 14-day trial and explore the process in more detail.

PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

Originally published December 16, 2021, updated July 29, 2024

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How to Write a Project Proposal: 8 Expert Tips and Guidelines

Renderforest Staff

02 Aug 2023

13 min read  

They say you don’t have a second chance to make a first impression, which couldn’t be more true when writing a project proposal.

Project stakeholders don’t see who you are at the outset; they only see what you present in the Proposal. So, your goal is to make them see what you want them to see – a well-thought-out project with all details considered that’s worth investing time and money in.

Let’s guess the thought running through your mind right now: How to write a project proposal that enchants stakeholders?

You just need to use project proposal presentation templates that are designed by experts in the field. 

With a well-crafted one-page project proposal template, you can make the entire process easier for you and your team.

The stunning design is ready, all the project proposal rules are kept, and you are just tasked with filling in the necessary information to have your dream proposal ready in no time .

What Is a Project Proposal? Key Concepts Defined

A project proposal is a formal, written document to provide the audience with detailed information about a project. It should outline the purpose of the project, its goals, deliverables, budget, and timeline for delivery. In other words, the project proposal outline should include every detail that may interest stakeholders.

The project proposal presentation’s goals can differ based on the scope and scale of the project. It might be a marketing proposal to launch a new product line or an internal business plan to streamline processes. Regardless of what it is, a project proposal should be clear, concise and deliver the necessary information to help make well-informed decisions.

The most common intents of a writing project proposal include the following .

• Get external funding to sponsor the project
• Gain approval from higher management to get the resources and support needed
• Interest potential investors and stakeholders in the project
• Generally, create enthusiasm around the project

No matter the purpose, some common approaches and rules apply to every project proposal to ensure it is well-crafted and effective. Let’s see the main types of proposals.

Solicited Project Proposal

The most formal project proposal example is sent in response to the client’s formal Request for Proposal (RFP) . Usually, it’s when project owners are interested in specific services or products from certain parties and want to see what potential suppliers offer.

If you construct a solicited project proposal, be prepared to compete with other bidders. In this case, your project proposal outline should be very attractive, ready to stand out and make an impact. You should think about how to make your Proposal unique to get the edge you need of the competition, as there will be a detailed comparison of proposals.

Unsolicited Project Proposal

In the case of unsolicited project proposals, there is no formal request from a project owner. For example, you can decide to participate in the open bid for a certain project and send in your project proposal even without a specific request. 

Compared to the previous project proposal example, this one is less competitive as there is no direct comparison of bidders.

However, you still need to ensure your Proposal is attractive and visually pleasing as you again want to make a great impression and receive the client’s approval. Unsolicited project proposals also have “softer rules” regarding outline and format, as you don’t have to consider strict requirements from the client.

Informal Project Proposal

Often, your client can refer you with an informal request to send him a project proposal. This can refer to cases when you negotiate with a potential customer, and they get interested in more details about the offer you can provide.

In this case, you can craft a less formal project proposal, which can even be presented as a short presentation or a one-pager document organized in free form. Here, your main goal is to be informative and detailed enough so that you are on the same page about all the project details and responsibilities.

Renewal Project Proposal

Let’s say one project was already completed, and the client is coming back for more with a request to renew your project, or you want to refer to an old and kind partner with a special offer to return and collaborate.

In this case, you should create a Renewal Project Proposal, ideally showing what was improved since the last time, what new ideas you have to offer, and why your project is still relevant for this particular client. 

Renewal project proposals are usually based on the previous project proposal outline with the client to keep some consistency and make parties comfortable with each other.

Continuation Project Proposal

Probably, this can be called one of the “easiest” project proposals as there is almost no competition here, and the client already knows you well. Moreover, there is no need to convince someone to start a new collaboration, as you already have an established partnership, and you prolong it.

Continuation project proposals are used when one phase of the project approaches the end, and you are asked to make a new proposal for an additional period . In this case, you must adapt the old project proposal outline and add new deliverables.

Supplemental Project Proposal

Even if your previous project proposal outline was already approved and the needed stakeholders got into the collaboration, you can still find yourself in a situation where you need to add something new.

For example, you can feel the need to write a project proposal asking for additional investment or more stakeholder engagement based on the new requirements. In this case, you should write a supplemental project proposal explaining why additional resources are needed and what improvements they can bring. 

The main idea here is to show the client that your Proposal is still relevant and you need extra help and support to achieve a better project result.

8 Must-Know Steps on How to Write a Project Proposal

Writing project proposals now is a simple task thanks to the abundance of ready-made templates, formats, and samples on the web . You no longer need to reinvent the wheel and waste time crafting a professional design, thinking about the text layout, etc.

Renderforest – an all-in-one design platform that provides you with project proposal templates for any industry. No matter what you need, which business field you are working in, and which terms and conditions you must consider, Renderforest got your back!

But before you pick the right template, you should know some crucial principles of writing a project proposal. Here is the complete list of steps you should follow to write a project proposal that will bring results.

1. Preparing for the Writing

Proper research is the unsung hero of any successful proposal. It may be one of the invisible parts of the process, but it is one of the most important. Just as you need to lay a proper foundation for the building before you start constructing it, you need to create solid research about the project before starting to write a proposal. Otherwise, no matter how many attributes you add to the weak base in the future, it won’t bring any success.

So, give yourself enough time to research the project in every aspect. Don’t stop until you’re 100% sure you clearly understand what is needed.

Further, determine who the project benefactors are and what’s the best way to show the value of your project to them.

If these steps are successfully completed, project goals and objectives will be set, and you’ll better understand what the project should look like in the end.

So, give your mind the needed time for research and move to the actual writing process when the skeleton is ready.

2. Crafting a Compelling Executive Summary

Now coming to an arduous task – conveying project meaning, depth, and nuance in a short executive summary. When you do extensive research, and your brain is full of hundreds of project details, it takes work to summarize all this information in a few sentences.

Nevertheless, the executive summary is a standard and a crucial component of a project proposal outline, so you must master the art of writing it.

The executive summary is a concise but informative synopsis of the project . It usually contains the following sections.

• The problem you try to solve
• The resources you need to solve it
• The methodology you use to address the issue
• The expected outcome of your project and how you’ll measure its success, etc.

Many responsibilities lie on your shoulders in this section, as that’s the first part readers will see when opening the project proposal. So it’s tasked to hook project owners and promise them something extraordinary that will get them interested in further document exploration.

You can even consider writing the executive summary at the end after all your project proposal is completed. This way, you can see the whole picture and summarize the whole idea in one paragraph more accurately. 

 3. Describing the Project Scope

Getting down to the nitty-gritty, you should start revealing more details about the project. Start with the project background, which is a detailed explanation of the reason behind the project, the current state of the problem for which this project is intended to solve, etc.

For example, if you’re intended to run a social awareness campaign about the importance of clean water, you should mention what kind of problem it is and why awareness is important to solve the issue. You can also include statistics about the current state of water scarcity or quality in the area your project will target.

Aside from covering the current state of the problem, the project scope should include the following.

• Who contributed to the problem before, and what are the achievements of the previous projects?
• Why weren’t the previous attempts successful?
• What are the gaps that you’re going to fill with your project?
• What are the methods you are going to use that will be more effective than the previous ones?

You should also include a detailed description of the tools and methods you will use to complete the project. Here, an established work breakdown structure (WBS) can help significantly.

 4. Outlining the Project Objectives 

Well, when writing a project proposal up to this point, you have already talked enough about the project and why it matters.

But, there should be a detailed section for project objectives – not an abstract overview of what you want to achieve, but the exact points you need to reach.

In this regard, the widely popular SMART methodology is quite handy. It’s the acronym for Specific, Measurable, Attainable, Relevant and Time-bound objectives . Let’s spread the light on each of these points.

• Specific objectives mean you don’t write something like “improve the quality of life.” Instead, your objectives should be concrete, like “reduce water contamination by 15% in 6 months in the mentioned area”. See the difference? The second option is crystal clear.
• Measurable goals indicate you need to be able to track progress with clear indicators. If you write clear goals like in the example above, it automatically becomes trackable and measurable. Additionally, you should have clear metrics that will help stakeholders track if the project is on the right track or not – do you do what you said or not?
• What do we mean by attainable goals? Simple. Goals should be realistic, achievable, and reflect the amount of resources available for the project. Realistic objectives mean no pie-in-the-sky goals. So, instead of reducing water contamination by 50% in 6 months, choose a more realistic one to evoke trust and confidence in your project.
• Relevant objectives are those that are directly related to the project goals. Sometimes it may be easy to get off track and start chasing goals that are not related to the project directly.
• Finally, time-bound objectives have strict deadlines, so project stakeholders, especially investors, feel confident that you are working hard on the project and have a clear timeline for launching.

5. Presenting a Solution

So many talks about why the project is important and which issue can’t stay unsolved. So, what should be your next move when writing a project proposal? Yes, solutions; actually, what’s your main project promise about?

The solutions section may be shorter than the previous ones, but it should be impressive and honest . Going back to the stage of project research, you should have a clear idea of what steps you need to take in order to come up with the desired result. If there is no clear plan you feel can lead to success, think again about whether you should launch the project.

But as you’re here, it’s most probably because you are equipped with the right methods and knowledge to do the job. So, what should be included in this section?

• A vision statement is the map that will guide you through the project. It summarizes where your team is heading, why and how. A clear vision statement is equally important for external and internal stakeholders, so ensure that it’s written in the right way ( see how it works ).
• The project schedule shows the order of tasks that should be completed and the timeframe for their completion. Here it’s important to have all your milestones listed. Otherwise, there is a risk of losing the right clue and, as a result, falling behind the project timeline ( see how it works ).
• The roles and responsibilities of team members show clear assignments for each person involved. Besides, it’s clear who’s responsible for what, so everyone knows what to expect, when and how.
• Other details bring more clarity and make the implementation of the project easier . This can be the list of reporting tools you’re going to use or the list of materials and equipment needed to complete the project.

 6. Conducting a Thorough Needs Assessment 

Gradually approaching the main goal of your Proposal – you need to engage the necessary resources from stakeholders, and of course, you need to explain why they should do so.

Conducting a thorough needs assessment is essential to identify the resources necessary for the project and why they are needed. First of all, it’s crucial for you to ensure you can complete the promised activities. Further, it’s crucial to include it in your project proposal outline, so chances of getting funding are higher.

When writing about needs assessment, you should include the following:

• Project Budget is a comprehensive list of all the expenses related to the project. It should include small and big purchases, salaries for staff members, taxes, prices for the materials you will use, cost of travel if you’ll need to attend any meetings or conferences, etc. See a project budget example here .
• A breakdown of the costs may seem the same as the project budget, but it’s a more detailed version of the budget . Here, you should include the reasons and detailed explanations of why each resource is needed, where you’re going to get it, and how much it will cost. That’s important as investors need to know that their money is spent in the right way.
• Finally, a resource allocation plan shows how different resources should be organized to complete the project effectively. In simpler terms, it’s a plan that shows how you will use the resources that stakeholders provide for your project. Here’s a detailed explanation of how resource allocation works .

7. Addressing Risk Management 

Foreseeing the unforeseen is the special mission of every project manager. When writing a project proposal, you should ensure you have a reliable contingency plan ready to be used in case of any disruption. 

This plan should be included in your project proposal outline. Otherwise, your plan will not look reliable enough for investors, and they won’t be convinced that you can handle any disruption in a timely manner.

You should carefully brainstorm all the key risks that can happen during the project, as there are no standard templates for risk accounting. To identify the risks, you should take into consideration all the possible factors that can influence or derail your project completion.

Further, you should prioritize those that are more likely to happen and those which are real to prevent and mitigate. You should also show in the project proposal that you have a plan for responding to each possible risk.

8. Writing an Effective Conclusion

Well, it’s almost time to congratulate you on a job well done! One last piece is left – the project conclusion, which should be compelling enough to motivate the reader to act.

The conclusion should restate your main points and capture what makes your project unique. It can also be used to include some graphs, reports, charts, or any other kind of data that supports your claims but was left out from the main body of your project proposal.

These are all the steps you need to take to create a winning project proposal outline. Now that you know the inside out of writing a project proposal outline, it’s time to explore some ready outlines which you can easily customize and use for your project.

Simple Project Proposal Examples to Edit Now

Every project proposal you need is stored in Renderforest’s project proposals library . Creating a professional-looking project proposal with these ready-to-use templates is very easy. Here’re some you can try now!

Business Proposal Template

Looking for a professional and modern business proposal template? Look no further! Our Business Proposal Template features the design and layout applicable for formal presentations where the emphasis should be placed on content rather than design.

Project Proposal Template

Moving to a more universal and casual project proposal template that can be a great fit for any project. It has detailed scenes describing the background of your project, the goals and objectives you set for it, and the timeline and resources you need to complete it.

Marketing Proposal Template

Colorful, dynamic, detailed – everything you imagine a modern marketing proposal should be is wrapped in this template. Its striking design will capture the attention of your potential audience, while its content will surely convince them to consider investing in your project.

Project Proposal Outline FAQs

Project proposal vs. project charter.

A project charter is an official document that marks the beginning of a project which can be created only after the project proposal is created and approved. So, if the project proposal is a persuasive document that is meant to get approval for your project, then a project charter is an official document that contains the details of the resources and timeline needed for completing your project. 

They are different in purpose and the time when they are created. Nonetheless, both are must-have documents for successful project management, and both contain crucial details about project objectives and other details. 

What Are the 6 Types of Project Proposals?

• Solicited Proposal is created in response to an official request from a potential customer or client. It’s the most competitive type of Proposal. 
• An unsolicited Proposal is sent to a potential customer or client without their request and can be used to introduce yourself and your project. For example, you can use unsolicited project proposals to apply for a public grant.
• An informal Proposal is a proposal exchange between two parties that does not have an official structure. It’s just for internal use and does not follow any specific format or guidelines.
• A renewal Proposal is created to renew cooperation with a party with which you already had an agreement before, and now you want to restart it with a bit of adjustment.
• A continuation Proposal is a proposal for continuing an ongoing project. It’s usually created when the project’s initially agreed timeframe is about to end, but more work must be done.
• A supplemental Proposal is created when a customer or client requests additional services or goods for an ongoing project and needs to justify the new expenses.

How Long Should a Project Proposal Be?

It’s not the word length that matters, but how detailed and convincing your project proposal is. You’re not limited to having a long project proposal if you keep it structured and concise. 

Renderforest’s project proposal templates are constructed according to the key principles of project proposals and optimally cover all the important information in a few pages. You can use them as a starting point to craft your own project proposal quickly and easily.

Key Takeaways

Project proposals are the formal way to show project owners you’re the perfect team for the job. It’s a detailed and well-structured document with project objectives, timelines, and resources needed for successful completion.

Though designing a professional-looking project proposal is an easy task with ready-to-use templates , the content that goes inside is what really counts. You need to be precise and persuasive, consider every detail, and account for all possible issues when writing a project proposal outline.

Remember, its goal is not just winning the project but also laying down the framework to guide you through completing it.

Good luck in the ocean of project proposals!

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How to Write a Business Project Proposal that Gets Approved

Updated on: 5 January 2023

Writing a business project proposal definitely takes time and careful consideration, but it will pay off when you have managed to impress your investors. 

Your project getting approved or funded may depend on how effective your project proposal is, so investing that extra effort into perfecting it is essential. 

There are steps that you can follow to make sure that your business proposal makes a great impact on your company’s decision-makers , and in this post, we will walk you through them, explaining how to write a project proposal step-by-step. Also provided are templates that you can use to write a winning project proposal.   

What is a Project Proposal 

Let’s start with the basics. 

What is a project proposal? It’s a document that lists down all aspects of a project ; its background, vision, goals, tasks, requirements, owners, associated risks, etc. So it basically explains what your project is, what you want to achieve with it, and how you plan to execute it. 

It’s one of the many crucial parts of the planning phase of the project. It lays out each and every step of the project, allowing everyone to understand what is required of them, their priorities, and the common goal they are supposed to work towards. 

The purpose of the project proposal is to communicate the value of your project to all stakeholders; clients, employers, investors, and convince them of the value of the project.

Benefits of a well-structured project proposal 

• Clarifies the expectations of the project – project requirements and the action plan
• Helps increase the viability of the project 
• Offers a large overview of the project allowing you to identify issues easily 
• Simplifies project implementation  

Different types of project proposals include

• Formally solicited – a proposal that is made in response to an official Request for Proposal (RFP). The RFP document usually outlines the stakeholder requirements and even sometimes spells out the instructions to prepare the proposal. 
• Informally solicited – this type of proposal does not require an RFP, which means there is no official document outlining the demands of the customer or the stakeholder, therefore doesn’t consist of the specific details a formal one usually has.  
• Unsolicited – this type of proposal is thought of by the person creating them and not expected or requested by anyone, yet they can be of a lot of value to the stakeholder .  
• Continuation – this basically requires you to update an ongoing or already approved proposal or remind the stakeholders of it. You are required to check-in with the stakeholders and discuss progress. 
• Renewal – this is written in support of renewing a project that has been terminated or outlived its usefulness. 
• Supplemental – when you need more resources than what was originally allocated to a project, you can write a supplemental project proposal . Its purpose is to justify the need for extra resources and re-estimate the project scope and timeline.  

How to Write a Project Proposal

Once you have identified the type of project proposal that suits your requirement, you can start writing your business project proposal. 

Before you actually begin to write down the project proposal, there are a few preliminary steps that you need to take. These are: 

• Identify who your stakeholders are. While you should aim to win the attention and interest of your stakeholders with your proposal, the best way to do that is to think like them. Understand who they are, what they already know of, and what they prefer in terms of your idea. Based on who they are, you can alter the information you include, and the language you use. 
• Gather information about the problem the project is aiming to solve, especially in terms of how it’s affecting your stakeholders and their interests.
• Conduct research into the current state of the issue and the potential solutions that have already been discovered by those who are outside of your company or by your own team. This will help you adjust your own solution to generate a more solid argument or determine whether it’s worth pursuing (especially if the solutions found by others have already been tested and failed). 
• Determine the impact of the project on your company’s success or how it will benefit your stakeholders. Layout the success metrics for the proposal and showcase the results, and if you find any risks involved, don’t be afraid to bring them to light as well; in any case, knowing them will allow you to alter your action plan to withstand them. 
• Specify a timeline and the resources needed to complete the project. Check if the teams, equipment, and material needed to carry out the project tasks are available and the objectives can be achieved in a timely manner. Take into account the other projects your team will be working on, the equipment or material that’s currently unavailable, and any extra costs on resources you will have to bear in order to carry out the proposed project. 
• Create an outline of your project proposal based on the information you have gathered. Write down the core elements; more or less the basic elements should include an introduction, problem, solution, the action plan, timeline and resources, and a conclusion.

Completing the initial steps above provides you a good head start to writing your business project proposal. Your next step is to organize your research into a coherent document – an actual proposal. Here’s how to write a proposal for a project from scratch; 

1. Write the executive summary

The executive summary offers a quick overview of the proposal that is to follow. It’s not only the first thing the reader will see, but sometimes it’s the only thing a stakeholder will read before making a decision about the proposed idea. Therefore, the executive summary should make sense to someone who hasn’t read it; for this purpose, it should consist of a synopsis of all the sections in the document. 

• An analysis of the problem 
• The conclusions you have arrived at 
• The recommended action plan   

Aim to keep the summary intriguing and convincing; make use of notable statistics in the first two sentences to pique the interest of the reader. 

2. Define the problem 

Give a brief description of the problem your project aims to solve. 

Referring to the research you have done earlier, you can explain the current situation of the problem in terms of what’s being done about it both within and outside of your organization, and why your stakeholders should be concerned about it.

While you need to be straightforward with your explanation, remember to use the language and concepts your stakeholders resonate with the most. 

03. Introduce your solution 

Now that the stakeholders know what the problem is, it’s time to explain how your project or your solution comes into play. This section is usually the most detailed out part of the project proposal, and to retain the attention of your reader, you can play around with the use of visuals.  

This section should explain your solution along with how you plan to execute it. It should reinforce the fact that your decision is backed by proper and thorough research. Clarify,

• The project approach ; how the team will be put together, the tools and equipment that will be used, and how you will be handling the changes during execution. 

• Project schedule ; list the project tasks along with time estimations for each of them. The task breakdown will enable you to allocate your team properly, and you can use a Gantt chart in this section to clearly outline the resources, tasks, and timeline. 

• Project deliverables ; deliverables are the outcomes of a completed project (i.e. product, service or a detailed report). Mention your project deliverables along with delivery dates. Use a work breakdown structure here to help the stakeholders get a clearer picture.    

As required you can also include additional information such as the anticipated risks and steps you would take to overcome them, a communications plan , and milestones to help track progress.  

In order to make this section more reader-friendly, you can present all this information using an action plan . 

04. Outline the project costs

This section focuses on the estimated cost of the proposed project. It should include an itemized budget for the project. 

The purpose of this section is to help the investors get an idea as to whether the project costs can fit into their own budgets, therefore make sure that the calculations are as accurate as possible.

05. Conclude your proposal 

Provide a brief review of all the key points discussed throughout the proposal. As this is the last section, it’s also the last chance you have to convince your stakeholders; therefore reinforce your solution and why your stakeholders should care about it while ensuring that your proposed method is in the best interest of the organization.

06. Add an appendix 

This section is reserved for the reference documents, charts , graphs, etc. that were referred to when writing the project proposal.  

07. Revise and refine 

In order to substantiate your professionalism and win over your stakeholders, you must present an error-free project proposal. 

Proofread your proposal to check for any spelling mistakes and grammatical errors. Often a fresh pair of eyes helps detect mistakes easily; either get a colleague to review the document or wait 1-2 days and review it anew yourself. 

Project Proposal Templates 

A detailed, well-structured project proposal will help you stay focused and stay on track by offering you the necessary instructions throughout the project, which is certainly better than picking things out from your memory or conversations you had with your team during that meeting a few weeks back. 

To make it easy for everyone, you can have a standard project proposal template that they can refer to when documenting their project idea. 

Following are a few project proposal templates that you can share with the team.

One Page Business Project Proposal

You can edit this template online and share the link with your team or the stakeholders online so they can collaborate on it too. Connect with them via Creately in-app video conferencing and walk them through each section of the proposal. Alternatively, using in-line commenting, they can also leave their feedback on the proposal.

Project Proposal Template

What’s Your Process for Writing a Business Project Proposal? 

Creating a project proposal can sometimes be a mini project in itself.  Using a proper process checklist or a standard template can help you accelerate things. Before writing your project proposal, follow the preliminary steps mentioned above first. Keep your target stakeholders in mind and make a compelling case for your proposal. 

Want to share your thoughts on how to write a proposal for a project ? Let us know in the comments section below. 

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How to Write a Proposal in 10 Easy Steps [Templates Included]

You’re tasked with writing a proposal, and a lot is at stake.

Now is not the time to guess. What should you write? How can you appeal to the client’s deepest desires? How do you satisfy client expectations for your specific industry?

Now is the time to follow a proven process. We’ve analyzed millions of proposals sent with our software to see which tips and tricks actually have an impact on closing rates.

We’re covering all that and more.

Keep reading for our step-by-step guide that shows you exactly how to write a proposal simply by customizing the sections in one of our proposal templates . The right template will show you exactly what to include while helping you save hours on design and formatting.

What’s in this guide:

What is a proposal?

How to write a proposal in 10 easy steps, industry-specific proposal writing guidelines, 3 proposal templates, next steps: write your own proposal.

A proposal is a document that outlines a project or service to clarify the details and get agreement from all parties involved. Proposals typically include the overall service approach, important timelines, and key deliverables.

For best results, use proposal software instead of a PDF. This way, you’ll get important features for sales like e-signatures, brand and content control, and full visibility into the client’s viewing activity.

The 9 Important parts of a proposal

There are many different ways to structure a proposal . Through our research of successful proposals , we’ve found that the winning documents usually include these key sections:

Executive Summary

Deliverables

Terms and Conditions

Case Studies (or Social Proof)

Each proposal might name these key sections differently, or put them in a different order.

No matter the sections you choose, make sure you include a table of contents. If you use Proposify , the table of contents is automatically shown on the left-hand side, so clients can easily click around to review different sections again. As you might imagine, the pricing section is often viewed a few times before a decision is made.

Proposals vs reports

While a proposal is used to pitch a new project or service (either to a client or internally to your boss), a report is designed to share details on a project that’s already taken place. Use reports to audit business operations or share the success of a marketing campaign.

Follow along with our step-by-step process, as we use our advertising proposal template . While the content of the examples is specific to advertising, this template can easily be adjusted to fit any industry or project type.

Step 1. Discover the needs and requirements

You can’t write a great proposal without a great pitch.

Take the time to understand what your client needs, what their goals are, what they’re concerned about, and what results they care about most.

If you’re pitching a project internally, be sure to talk with different stakeholders and members of your team.

Tips for discovery:

During discovery sessions , ask the appropriate questions to find out if the client is worth your time. Do they fit your ideal client profile? Are they ready to implement your solution? Set criteria to determine if this prospect is ready to even receive a proposal for you. And make sure to update your criteria over time as you learn more about your ideal client.

Proactively discover and handle objections . Ask the client about any concerns, hesitations, or times they’ve been burned by service providers before. This way, you know exactly what points to cover in your proposal.

Get verbal agreement from the client on your pitch and approach before putting it in writing with a proposal.

Step 2. Create the cover page

Kick off your proposal writing with a compelling cover page (also known as the title page). The visuals and style take center stage here—it’s your first impression after all. As for the text, you just need a proposal title and key details such as your company’s name, the client’s name, the date, and your contact information.

Our proposal example features a bright, bold design and all of the details you need. There’s no “one way” to do this right, as long as you’re following your brand guidelines.

Tips for creating cover pages:

Give your project a results-driven title that will immediately put the entire pitch and investment into perspective.

Make sure to choose a proposal template that matches the style of your brand, as it will be easy to change the colors and text later.

Step 3. Write the cover letter

Now it’s time to write your cover letter. This is one of the most challenging proposal sections to write because it really sets the tone for the rest of your pitch.

The cover letter (also known as the executive summary) should do more than just provide an overview. This section must be persuasive enough to convince your client to read the rest of the proposal.

Appeal to their desires, hit their key pain points, and get them excited about the transformation you can provide. Make sure you’re crafting compelling, relevant messaging specifically for each individual buyer.

Tips for writing cover letters:

Make sure the copy is on brand. That might mean funny and irreverent or serious and formal.

Put the focus on the outcome of the service, whether that’s customer acquisition, improved facility safety, or a memorable event.

Step 4. Create a company bio

Before you move on to the project approach and pricing, it’s smart to tell the potential client a bit about your company.

This section could include basic information such as your founding date and the niche you focus on, as well as small business bragging rights, such as awards, average results, or audience reach.

If this is an internal pitch, you can write about your team instead of the entire company.

In our example proposal, there’s one page for a company bio and one page for company statistics that matter to the potential client.

Tips for writing company bios:

Even though this section is about you, find ways to make it about your prospective client. Include the company details that show that you can get them the results they’re looking for.

Get creative. Instead of just a wall of text, can you use icons or statistics to show who you are?

Make sure to save this section as a template to re-use it for future proposals. You don’t have to modify this for each client, but you might want to create slightly different company bios for different services (if you offer very different services).

Step 5. Add social proof

We recommend that you include social proof immediately after your company bio section. This way, you use the words of your previous clients to back up the nice things you just said about yourself.

Social proof can be testimonials, mini case studies, reviews, and star rating averages.

If you’re doing creative or construction work, you might also want to include a couple of portfolio samples.

Tips for using social proof:

Match the testimonial or review to the pitch. Have a bank of testimonials to choose from so you can always pick the most relevant ones.

Be concise. You may want to trim or edit long testimonials so each one is under 50 words. Otherwise, prospective clients might not read them.

Continue to proactively collect social proof. Ask happy clients to write a testimonial or review you online

Step 6. Outline the core approach

Now it’s time to sell your services. Create an approach section to showcase what you want you plan to offer the client.

There are so many different ways to write this section, as it really depends on what you’re pitching. You might break the work down into categories with bullet points or descriptions for each category. Or, you might write a few paragraphs describing your proposed solution and why you believe it’s the best fit for the client.

Tips for writing approach sections:

Consider giving this section a unique name, such as The Project Path , Our Plan , or Let’s Get to Work .

Beef it up with additional details. You might include a list of deliverables, a more detailed breakdown of the scope of services, or a timeline illustration with important milestones.

If you don’t have package options and there’s only one price listed, then this section should be very detailed. If there are pricing and service options, then this section will be simpler, and the following section will have the service breakdowns (per package options).

Step 7. Create a pricing table

When writing proposals, make sure to give plenty of time and attention to the pricing section. All of the details and options you provide will help clients better understand what they’re getting.

We recommend naming this section "Your Investment" as it helps remind potential buyers of the investment they’re making in their business.

In our example below, you’ll see 3 package options on the first page of the pricing section. And then, the client can select their package choice on the second page. This will automatically update the total pricing of the proposal.

Tips for proposal pricing:

Use optional pricing when possible, such as packages, project lengths, or add-ons, because these methods are known to positively affect closing rates .

Make sure to clarify the different types of costs, such as hourly costs versus fixed costs for an event management pitch.

Step 8. Write bios for your team members

In Step 4, you created a bio for your company to sell your company’s expertise and prove that you have what it takes to succeed at the service you’re pitching.

Now it’s time to show your client the real humans they’ll be working with if they decide to work with you. Think of this as the “you’re in good hands” section.

Include the faces the client will interact with, making sure to specify your team’s unique talents and what they bring to the table.

Tips for writing team bios:

Only include bios for up to 6 people. You could write bios for the entire company (for a very small business), the executive team, or the people who will handle the account if the proposal is won.

Use this section to show off not only your credentials but your personality. Have fun with it, but as always, stay on brand. A formal proposal might skip the jokes and stick just to the accolades.

Step 9. Add your business contract

This section of the proposal should include the contractual details that will formalize the agreement. This way, you can send the business proposal, and you don’t have to also send a separate contract.

You might have multiple pages of legal clauses or a simple statement of work.

Tips for writing proposal contracts:

If the statement of work isn’t already clarified in the meat of the proposal, make sure to include it here.

Include a clause on refunds, cancellations, and project modifications.

Make sure to have your legal team help you craft the contract section so you know it satisfies your company’s requirements.

Step 10. Sign and send it for signature

And lastly, you need to write your e-signatures page and add an e-signature for yourself and one for your client.

As soon as a client has chosen their pricing options, they can sign the proposal to begin the project.

Tips for adding proposal e-signatures:

Write a message above the signature that helps to seal the deal. Talk about how excited you are to get started and clarify what the immediate next steps will be after the proposal is signed.

Always sign your proposals before you send them! Our research shows that a proposal is more likely to close if you’ve already signed it by the time the client opens it.

Review your proposal analytics to know how to follow up with clients. For example, if a client hasn’t opened the proposal yet, remind them to do so. But if they’ve opened it several times, ask if they have any questions or if they would like to modify the project.

Every industry has its own proposal writing best practices. Here are some tips to consider.

When writing a software proposal, ensure you include ample information on how you will help the client implement and utilize your software. That might look like staff training sessions, custom integrations, a pilot rollout, etc.

Construction

In the construction industry, you will likely receive a request for proposals (RFPs) from large corporations and government agencies. So make sure you check the details of the RFP so that your solicited proposal covers all required information.

You typically need to include a very detailed pricing and timeline breakdown, and you might need to showcase your adherence to state and county requirements , whether for certifications, environmental protections, etc.

Marketing is all about results. You should include a couple of different formats of social proof, such as statistics with client results and testimonials. Marketing also requires a lot of creativity regardless of the channel, so make sure you showcase your company’s creative side with unique proposal headings and imagery.

When you’re writing a proposal for event management, catering, or some other service, you need to keep a couple of things in mind. First, make sure that you source testimonials from event attendees, not just your direct clients. Also, your pricing section should include the fixed costs (such as a venue) and the variable costs (like your team’s hours decorating the event or the venue’s bar tab at the end of the night). For any variable costs, provide an estimate that’s 10% higher that what you actually expect.

Proposify offers dozens of proposal templates to guide your writing and help you win deals. Here are some of our favorites.

1. Construction job proposal template

Ready-made for the construction industry, this template includes previous projects to serve as portfolio pieces, a detailed project summary with items the client is expected to provide, and a project schedule.

2. Accounting proposal template

While this template was created for accounting services , it can be easily modified to fit various consulting services. The top sections include the introduction letter, about us page, project summary with goals and service breakdown, and a detailed pricing estimate.

3. Catering proposal template

With this event catering proposal template , you’ll get a short and sweet introduction page, a longer company bio, a food showcase, event details (great for proactively handling any confusion or mix-ups), a theme moodboard, and a menu sample.

This proposal could be adapted for other types of creative work, such as photography, retail store decorating, or makeup services.

To write an effective proposal, you must start with a solid understanding of the client’s needs. This way, you can put their desired results and transformation front and center. Write a cover letter, project summary, company bio, and pricing table to clarify what the client will receive while also selling your company as the best solutions provider.

You can easily write a proposal using our detailed, beautifully designed proposal templates .

Ready to close deals faster? Start your free trial of Proposify.

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here: linkedin.com/in/dayanamayfield/

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How to write a perfect project proposal in 2024?

Introduction

The primary purpose of writing a project proposal is to secure funding, gain approval, or secure resources from the most important stakeholders of a project. 

For that, you need to explain the following in simple terms in a project proposal:

• What do you want to do and what are your goals for the project? 
• How are you going to achieve your goals? 
• How are stakeholders going to benefit from the project?
• What do you want from stakeholders?
• How are you going to use the money and resources granted by stakeholders? 

In this post, we will learn about all these about writing a perfect project proposal in 2024. We will look at different types of project proposals, a project proposal template, and a real-world example of a project proposal.  

What is a project proposal? 

A project proposal is a project management document that outlines a project’s objectives, timeline, budget, goals, and requirements. 

It is primarily written for stakeholders to secure funding, gain approval, and secure resources. However, other types of project proposals are also sent to win projects from clients.   

A project manager should have a good understanding of the project and its key stakeholders for writing an effective project proposal. It is because a manager needs to get into the heads of the project’s stakeholders to understand what they expect from a project and write an effective project proposal accordingly to ensure buy-in for the project.

Benefits of writing a strong project proposal

Writing a strong project proposal offers a surprising number of benefits beyond simply securing funding or approval. Here are five key benefits of writing an effective project proposal:

• Clearly defines the project to increase the chances of success  
• Makes it easy for stakeholders to mutually understand the project 
• Ensures everyone involved is on the same page about goals, roles, and expectations
• Helps identify potential roadblocks early for proactive planning of solutions  
• It can attract funding, and talent, and even serve as a marketing tool

Difference between a project proposal, a project charter, and a project plan

It is important to note that a project proposal is different from a project charter and project plan. Let’s understand the difference between these terms.     

Project proposal vs. project charter 

A project charter is a formal document that outlines the project’s goals, objectives , and resource requirements for a shared understanding of the team. It can’t be created until the project proposal is approved. Whereas a project proposal is written during the initiation phase.

Project proposal vs. project plan  

A project plan is a detailed guide that provides step-by-step instructions for executing, monitoring, and managing the approved project. It is created during the planning stage after the project charter and project scope is defined. Whereas, a project proposal is a persuasive tool for securing project approval and resources.

Read more: Project management plan – everything you need to know about

Project proposal types 

Project proposals are of six different types. Each has a different goal. A manager may have to write a project proposal for external and internal stakeholders to run a project successfully. Therefore, it is important to know about the different types of project proposals.

1. Solicited project proposal 

A solicited project proposal is sent in response to a request for proposal (RFP). RFP is a document sent by a company to vendors to seek out resources required for a project. It includes the details of the scope of the work and the payment company pays for the resources. 

RFP is sent to many vendors. Thus, while writing a solicited project proposal, you need to keep in mind that you may be competing against other vendors to secure a project. Thus, you need to keep your tone persuasive.

2. Unsolicited project proposal 

This type of proposal is sent without having received a request for a proposal (RFP). A company has not sent a request for proposal to vendors but you know that the company is seeking resources from third-party vendors. You may or may not be competing against the other vendors in this type of proposal.

3. Informal project proposal

It is a type of project proposal that is created when a client makes an informal request for a project proposal from vendors. It means there is no formal RFP. Thus, the rules for writing a project proposal are less concrete. You can follow any format that can secure you a project.   

4. Renewal project proposal

A project manager writes this type of proposal to existing clients to extend their services to the client. In this type of proposal, you focus on highlighting past achievements to secure a renewal for the future.

5. Continuation project proposal 

The purpose of the continuation project proposal is to inform the client that the project is beginning and communicate the progress. You are not persuading the client with this type of proposal.   

6. Supplemental project proposal

As the name suggests, this type of proposal is sent to the stakeholders who are already involved in a project to secure additional resources. The purpose is to convince the client to invest additional resources during the project execution phase.

How to write a winning project proposal?

You need to include certain elements in the project proposal to make sure it is good. Have a look at the steps to learn how to format a project proposal. 

A. Pre-writing stage

The pre-writing stage is crucial for creating a compelling and successful project proposal. Here’s a breakdown of the key steps involved:

1. Understanding the audience 

The first step is to identify decision-makers and understand the mindset of the audience for which you are writing a proposal. Thoroughly research the client’s needs, goals, and expectations. This includes understanding their industry, current challenges, and past projects. 

Determine who will be reviewing and approving the proposal. This will help you adjust the tone, level of detail, and overall focus to cater to their expertise and interests. Tailor your proposal to directly address their specific concerns and priorities.

2. Project requirements gathering 

To create an effective project proposal that has a higher chance of getting accepted, gather the project requirements. Usually, it is mentioned in the Request for Proposal (RFP) where specific requirements, evaluation criteria, submission deadlines, and any other instructions are provided. 

If there is no RFP, schedule meetings or interviews with key stakeholders to gain a deeper understanding of the project requirements. This allows you to ask clarifying questions, gather feedback, and ensure your proposal aligns perfectly with their expectations. 

3. Team brainstorming

Writing a project proposal is teamwork. Involve your team in brainstorming sessions to make a strong proposal. When a team is involved, it diversifies perspectives and expertise, leading to a more comprehensive and well-rounded proposal. Discuss the project goals, potential solutions, and resource needs with your team. Refine the proposal concept based on the collective knowledge and ensure everyone is aligned on the final approach.

B. Writing the proposal

1. start with writing an executive summary .

An executive summary is a concise overview of what a project is all about. It talks about the most important details or information of the project. 

It primarily talks about the problem a project will solve, the solution a project will provide, and the benefits stakeholders will get from investing in this project. 

It is important to keep in mind to explain these items briefly as you are going to explain the problem and solution in detail later in your proposal.     

The purpose of writing an executive summary is to pique the interest of the stakeholders in a project. It is like the elevator pitch of an entrepreneur whose purpose is to attract the stakeholders for further discussion.

2. Explain the problem in the project background

The project background is a one-page section that focuses on highlighting the opportunity by talking about the project problems you are going to solve. It talks about the problem and its history such as statistics, references, and start date. 

It discusses what has been done so far to solve the problem by others or earlier projects. What is the current state of the problem, and how your project will focus on solving it? 

This section indicates the opportunity and the next section of vision explains how you are going to seize the opportunity.       

3. Project vision and solution

Project vision is the section where you present the solution to the problem. Vision statement defines your vision for the project, the solution you are going to work on, and how it will solve the problems. 

This section tells what goals and objectives you are going to achieve from the project. Thus, it also acts as a north star or success criterion for your project. 

Now, stakeholders know what a project is all about; the problems, the solution, and the objectives. And they are interested to know how you will achieve the proposed objectives of a project. 

The next sections of a project proposal talk about the project approach, scope, deliverables, milestones, budget, resources, and timeline.  

Read more: Project objectives: learn how to write them for business growth

4. Project scope and deliverables

This section describes all the work items you need to work on a project. It involves breaking a large project into small tasks so that stakeholders can easily understand the project scope.

 It also includes describing key milestones and project deliverables during the execution phase of your project life cycle. 

The purpose is to provide stakeholders with enough information to make decisions about funding and resources.    

5. Project timeline

Project stakeholders have a clear idea about the scope of the project. But the very next question that comes to stakeholders’ minds is how much time a project will take to complete. 

You need to propose an estimated timeline for the project describing when the key deliverables and milestones will be delivered and achieved.

6. Project methodology

With every project, the risks of cost, scope, time, and quality are associated. Thus, you need an effective project management approach to manage these risks.

In this section, you explain to stakeholders about the project approach you are going to use for project management . It includes defining project management methodology, tools, and governance for your project.

79% of teams worldwide use digital collaboration tools . The choice of your project management tool is going to influence how the project will be planned, executed, and managed and its potential risks are identified and mitigated successfully. 

ProofHub is an all-in-one project management and team collaboration software that provides you with a centralized platform to collaborate with a team on a project proposal. 

ProofHub strengthens your project proposal’s “Implementation Plan” by providing a platform to meticulously define tasks, assign roles, and track progress . Its work plan section allows for a detailed breakdown of the project with clear task dependencies and time estimates, visualized through a Gantt chart .

Team members can be assigned to specific tasks, ensuring accountability, while resource allocation demonstrates a well-planned approach. 

Real-time progress updates, collaborative discussions within tasks, and reporting capabilities showcase transparency and proactive management.

By incorporating ProofHub, your proposal presents a clear picture of efficient execution, giving the reader confidence in your ability to deliver the project successfully.

Learn more about ProofHub’s collaboration capabilities !

7. Project resource requirements

Project resource requirements talk about the resources you need to complete your project which includes materials, human resources, and technology. It is a key section that is crucial for the success of the project because every project needs resources to convert a plan into action.          

This section of the project proposal briefly describes the project resources you need for the project and how you are going to utilize these resources. 

It does not explain the nitty gritty details of resource allocation. But, it gives a fair idea of why you need specific resources for your project and how these will be utilized. 

Read more: 2024 guide to project resource management: processes, challenges & tools

8. Estimate project costs and budget

Project resources come at a price. Thus, in this section, you will define the project costs and create a project budget. It is the responsibility of a project manager to write this section in such a way that it covers all the project expenses. 

At the same time, it also provides the opportunity for stakeholders to jump in and help you mitigate unexpected costs.  

It also includes estimating project costs everything from the cost of project technology to team salaries and materials.

9. Closing statement 

At this point of a project proposal, stakeholders have complete information about the project: scope, cost, time, objectives, and impact. You just have to briefly summarize the problem your project addresses and remind stakeholders about the benefits they will get from this project. 

You can use cost-benefit analysis to demonstrate why your project is profitable. Thus, in this section, you wrap up your project proposal with a persuasive and confident conclusion to convince stakeholders to close the deal. 

I hope these steps help you write a winning project proposal. Now, let’s have a look at some practical tips from experts to write a winning proposal.

Additional tips to write a perfect project proposal

Here are the five practical project proposal tips for writing a proposal:

• Clarity and conciseness: Do not use jargon or make your proposal overly complex. Keep it simple so that project sponsors can understand it easily.    
• Strong value proposition: You want your project proposal to be accepted. Give strong emphasis on the benefits of your project and how it addresses the existing problems.
• Compelling visuals: Make your proposal compelling so that project sponsors read it. If it is not persuasive and visually interesting, project sponsors may not read it.  
• Proofreading and editing: Do not make silly grammatical mistakes and fact check and proofread your proposal. Wherever required provide statistics to back your claims.  
• Use collaboration tools: A project proposal involves explaining about project scope, cost, time, and resources. Use a project management tool like ProofHub to create a plan and collaborate with a team to create an effective project proposal.

Project proposal examples 

A project proposal in project management is primarily sent to the stakeholders to secure funding, gain approvals, and request resources from stakeholders.        

Here is a real-world example to get an idea of how to write a proposal for a project:

Project Proposal: Implementation of a CRM System to manage company customers, prospects, and leads 

1. Executive 

The Customer Success Manager at XYZ Corporation is proposing the implementation of a new Customer Relationship Management (CRM) system. 

Currently, the company is using a legacy system that makes it difficult to manage data and ensure the alignment between the sales and marketing teams. It results in poor customer service to the customer and missed opportunities. 

The new CRM system streamlines the company’s customer interactions, improves data management, and enhances overall customer satisfaction. 

This results in enhanced customer relationships, improved operational efficiency, and increased business growth.  

2. Background 

• Lack of centralized data management system
• Lack of alignment between marketing and sales departments
• Not able to provide exceptional customer experience due to operational inefficiencies

3. Vision 

• Implementing CRM to improve customer data management by centralizing all customer information into a single database
• Enhance communication and collaboration among sales, marketing, and customer service teams
• Increase customer satisfaction and retention through personalized and timely interaction

4. Project scope

• Researching and selecting a suitable CRM solution based on the specific needs and requirements of XYZ Corporation.
• Customizing the CRM system to align with the company’s business processes and workflows.
• Migrating existing customer data from legacy systems into the new CRM platform.
• Phase 1: Research and Selection (1 week)
• Phase 2: Customization and Configuration (2 weeks)
• Phase 3: Data Migration (1 week)
• Phase 4: Training and Adoption (2 weeks)
• Phase 5: Go-Live and Deployment (2 weeks)

5. Project management approach  

Hybrid project management : Waterfall during the planning of each phase of the project and Agile during the implementation of the CRM.

6. Project resource and budget  

The estimated budget for the CRM implementation project is $50,000, including software licensing fees, customization costs, training expenses, and implementation services.

7. Project risks and mitigation

• Potential resistance from employees toward adopting new technology 
• Integration challenges with existing systems and applications: 

Mitigation:

• Addressed through providing training sessions for employees to ensure hassle-free adoption of the CRM system.
• Managed through careful planning and coordination with IT vendors and stakeholders.

8. Conclusion

The implementation of a CRM system for XYZ Corporation enhances customer relationships, improves operational efficiency, and drives business growth. We seek approval from the executive management team to proceed with the implementation of the CRM system as outlined in this proposal.

Project management proposal template

Trying to manage a project without project management is like trying to play a football game without a game plan. – Karen Tate

A project management proposal template provides the framework and detailed proposal outlining to create a project proposal. It outlines the sections you need to include in a project proposal and the instructions in each section. By following the instructions in the template, you know how to make a project proposal, customized to your business needs.

Here is the project management proposal template: 

1. Executive Summary 

In this section, you will summarize the complete project proposal and add the most important details of the project. 

Outline the following details in brief in the executive summary:

• Project background and vision
• Project goals and deliverables
• Project budget, timeframe, resource, and success criteria      

2. Project Background 

In this section, you will talk about the problem a project is going to solve or the business opportunity a project intends to grab. Explain it in-depth because it forms the basis of the project.

Here is what you need to include:

• Project history and stats of similar projects  
• The basis upon which the project is created

3. Project vision   

This section includes the project vision statement. You explain the solution to the project problem and define the goals of the project. 

Here is what you need to do:

• Write a project vision
• Present a solution       
• Write the SMART goals you want to achieve

4. Project plan

It includes multiple sections as below:

4.1 Project scope and deliverables  

Project scope defines all the work you need to do to complete the project.

Project deliverable is something that is of the end-user or customer value.

4.2 Project timeline 

Every project has a start and an end date. Similarly, there is a timeframe for each task and deliverable.

4.3 Project approach 

Every project follows an approach to project management and uses project management tools. For example, construction projects follow the Waterfall methodology whereas software development projects follow the Agile methodology.

4.4 Project risks

A project risk is something that can impact the cost, time, and scope of the project.

List here all the project risks, likelihood, impact, mitigation plan, and risk owners in a table.

4.5 Project resource requirements

Project sponsors need to know about the details of the resources required to approve the budget for the Project Proposal. 

Define the project resource requirements here in the table: 

• Technology requirements 
• Human resources requirements
• Material requirements    

4.6 Project estimated cost and return on investment  

A project sponsor wants to know the project costs and return on investments.

4.7 Project ownership and communication plan   

This section includes the details of the key stakeholders of the project. 

• Project sponsor: who owns the project 
• Project customer: who the project is being delivered to
• Manager: who is responsible for managing the project and informing the status to stakeholders  

5. Call to action 

In this section, provide your contact details for the client to get in touch with any questions or allow the project sponsor to authorize the project if they are happy with the project proposal.

It is important to keep in mind the above-mentioned are the standard sections that are included in most project proposals. If you want to add some other elements to your project proposal, you can add the sections as per your needs to format a project proposal.

Create a winning project proposal with the right tool

A good project proposal convinces stakeholders why the project should be carried out. It should clearly describe project problems, project objectives, benefits for stakeholders, your requirements from stakeholders, and how you will utilize the secured resources. You need to have a good understanding of the project and project sponsors and stakeholders before writing a project proposal.   

To create an effective project proposal, you need cross-collaboration between departments to gather key details and project management software to plan a project.    

That’s where a feature-rich project management software, ProofHub, comes into play. It helps you with team collaboration and project planning for the project proposal. You can create a project plan using a Gantt chart , create tasks using task management software , and collaborate with the team using chat and a centralized file-sharing system .

Organize, manage, and collaborate seamlessly with ProofHub – All-in-one solution for projects, tasks, and teams

Related articles

• How to manage projects with a tool like ProofHub
• 10 Common project management challenges (and How to solve them)
• Project objectives: learn how to write them for business growth
• The 11 best project management software for your team

How long should a project proposal be?

A project proposal should not be too long. Ideally, a project proposal should take 1-2 pages but it also depends on the complexity of the project and the format you choose.

What section of a proposal presents a list of project costs?

Project costs are briefly covered in the Project Cost section. However, it depends on the template you choose. The detailed breakdown of the project costs is attached with the project proposal in the reference document.

What section of a proposal identifies the key issues and discusses the project goals?

Project background and project vision are the sections that talk about the key issues and project goals. However, it is explained in brief in the executive summary also.

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• What Is A Project Proposal? (And How To Write One)

Do you have an exciting idea for a project? Can you envision exactly how it would come together, and all the good it would do for your community or organization? A project proposal is a way for you to share that vision with someone else. 

Unless your project is very small, you’ll need buy-in and collaboration from others to make it happen. A proposal is your first step towards getting that support, whether you’re planning a food festival, a new hospital, or a corporate retreat.

Today, we’ll explain what a project proposal is and how to write a great one. Let’s get started! 

What is a project proposal? 

A project proposal is a document that outlines everything your proposed project is going to accomplish. It’s the first stage of the project lifecycle , and it provides a foundation for all the planning and management to follow.

Your proposal tells the reader what’s going to get done, how you’ll put it into action, and what outcomes you expect. But more than that, a proposal is about convincing others to help you make your project a reality. 

Often, a proposal is written to request funding, or other kinds of support, that you need to get your project off the ground. The goal is to prove to others — usually stakeholders or potential partners — why your project is a good idea, and why they should get on board. 

Project proposal vs. project brief vs. project charter

At first glance, these terms may seem interchangeable. They all describe your project at length and are used to bring people up to speed on what the project’s about, what the scope is, and what the final deliverables are. But there are some key differences between them, namely who they’re for, what they accomplish, and how detailed they are.

A project proposal is a detailed document that outlines a project’s objectives, scope, approach, and expected outcomes. Its audience is someone with the power to approve the project, and its purpose is to give that person all the information they need to make a decision. That can be an external client or an internal stakeholder.

A project brief is a shorter document — usually a page or two — that’s more of an overview of the project’s objectives, its scope, and high-level requirements. Depending on how your organization does things, this can come before a proposal, after, or even simultaneously. The important difference is a brief is typically used to inform internal collaborators or stakeholders who’ll either work on the project or need to be aware of it.

A project charter serves a very different purpose than both a brief and a proposal. It’s a fundamental document that codifies your project and its objectives. It serves as a reference point at every stage of your project, helping to prevent scope creep and other issues. In some organizations, a charter is mandatory for formalizing a project.

Types of project proposals

There are many different situations when you might need to write a project proposal, each requiring a different approach. 

Here are four common types of project proposals. 

Solicited project proposal

A solicited project proposal would be submitted in response to a formal Request for Proposals (RFP). 

RFPs are a common practice among governmental and other public-sector organizations, to encourage healthy, unbiased competition, and make sure they’re getting the best possible rate. 

Usually, responding to an RFP means following specific content and formatting guidelines. These could be the difference between getting chosen or disqualified. 

Example: A corporation needs a new ad campaign for a new product. They put out an RFP to find a marketing agency that’ll suit their needs.

Unsolicited project proposal

This is a proposal sent to a person, or organization, that you have no prior relationship with. It’s similar to a cold call or email, because you’re reaching out to a cold lead.

These are the trickiest kind of proposals to write. An unsolicited proposal needs to be extra convincing, because you are truly starting from scratch with the reader. 

Example: A marketing agency regularly sends out unsolicited project proposals to various corporations, advertising their services and hoping to get new business.

Informal project proposal

Not every proposal is a formal, official document. For example, if there’s a project you want to champion at the job you already have, you might just talk to your manager about it one-on-one, then follow up with a proposal sharing the details they requested. 

To write an informal proposal, you likely won’t have to follow strict submission and formatting guidelines. 

Example: A marketer in an agency finds an opportunity for a new campaign, and writes an informal project proposal for their superiors, hoping to kickstart a new project.

Supplementary, renewal, or continuation

You might also write a proposal to renew or continue a project that’s already underway. Or maybe during the project, you realize the scope has changed, and you need additional funding or resources to get things completed. 

In this case, the proposal might have some report-like elements, sharing what’s been achieved to date. 

Example: While working on a new ad campaign with a new client, a marketing agency realizes that a series of unexpected requests and changes have changed the scope of the project. So they create a supplementary project proposal

What to include in a project proposal

No matter what, your project proposal should include: 

A description of your project

Relevant background information 

Details about scope , timeline , and budget

Key outcomes and how you’ll measure them  

A good project proposal should also be interesting to read. This isn’t a dry, quantitative business plan or earnings report — remember, you want to get your audience excited about the project, and interested in taking part! 

Of course, the numbers and facts do matter. But a proposal is trying to sell the reader on your idea while providing the crucial information they’ll need to make an informed choice. 

A proposal also must be written with your audience in mind. Your goal is to quickly communicate everything they need to know about the project — and why it’s an opportunity they should want to be part of. 

What do they need to know about the project? What are they familiar with already? 

For example, if you’re submitting an informal proposal to your manager, you wouldn’t include extensive background on your company, since they already know exactly what you do. But an unsolicited proposal to a potential partner would include extensive information about your firm, explaining exactly who you are and what you do. 

5 sections for your project proposal

If you’re responding to an RFP that calls for different formatting, that comes first — always follow the application instructions carefully!  Otherwise, you’ll want to try organizing your project proposal into these sections. 

Executive summary

Open your proposal with a summary that brings together the most important points from each section. Tell a compelling story about your project that makes the reader want to get involved. 

Even if your audience doesn’t read the rest of the report, the executive summary should give them all the important points. 

Why are you proposing this project? Is it in response to a problem? How do you know there’s demand or interest?  What experience and qualifications do you have? 

The point of this section is to explain why the project’s needed, and why you’re the right person for the job. 

Goals and objectives

What do you want to achieve with the project, and how will you measure success? What key objectives are you working towards?  What are some dependencies that collaborators will have to watch out for?

This section should paint a picture of all the amazing things that will happen once your project gets off the ground. 

Now’s the time to get specific. What exactly is included in your project? 

Break it down into specific deliverables. This is also the place to include potential constraints and issues you’ll need to work around,  and any exclusions the project doesn’t cover. 

Timeline and project budget

This is the place for all those important logistics. 

What are your key progress indicators (KPIs) and when do they need to happen by? What resources, financial and otherwise, will it take to get there? 

4 tips for writing an effective project proposal

Research everything thoroughly.

Before you sit down to write your project proposal, you should know just about everything there is to know about your project. Who’s on the project team? What’s your project budget? Project objectives? You’ll want to take some time to ask everyone involved for their contribution so you can be an expert on every aspect of your project.

Keep things simple

A well-written project proposal doesn’t have to be complicated; in fact it shouldn’t be. Meet every requirement in the most straightforward way you can. Don’t write a page when a paragraph will do, don’t try to use complex language, and just focus on making everything as clear as possible.

Aim for persuasion

Remember that a project proposal has one goal: getting approved. That means everything going into it has to somehow contribute to an overarching argument that your project is worth undertaking, no matter what resources are required. That doesn’t mean you shouldn’t share any potential project risks, but you should always be aiming to be persuasive.

Keep your audience in mind

When writing a project proposal, you’re writing specifically for the people who wield the power to get it approved. But not all project proposal audiences are the same, either. You’ll write very differently for the head of a department at your organization than you would for a client who leads a multi-national corporation.

Use a template

Whether you’re using a project management tool, a Word document, or even a spreadsheet, don’t start your project proposal from scratch if you don’t have to. Ask around to see if anyone on your team has a template you can use. Otherwise, use one from this post!

3 free project proposal templates

Projectmanager’s project proposal template for word.

There’s no simpler tool for your project proposal than Microsoft Word. This project proposal template will allow you to get started quickly without any extra tools.

Jotform’s project proposal template

Jotform is a simple suite of tools for building forms and managing signatures for digital documents. But it’ll also allow you to create project proposals in minutes with this template.

Project proposal template from Canva

Canva is an online tool that lets anyone whip up beautiful designs for just about anything with simple templates. You’ll find this, and more project proposal templates, on their website.

Proposing excellence

Writing project proposals can be a little nerve-wracking because they determine whether your project gets off the ground. 

But as you can see, there’s nothing to be afraid of. Your proposal doesn’t need to be anything fancy. It just needs to be clear, concise, and compelling, so your amazing project idea can shine.

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What Is A Project Proposal, And How Do You Write a Great One?

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.

Marissa Taffer, PMP, A-CSM is the founder and president of M. Taffer Consulting. In her consulting practice, she helps organizations with project management processes and tools. She also serves as a fractional project manager supporting digital agencies, marketing departments, and other consultancies.

I’ve reviewed the role of the project manager in project proposals and offer tips for writing winning proposals.

As a project manager, business development is most likely not one of your areas of responsibility. But, having the opportunity to either review or help craft a project proposal before it goes to a client or customer can help ensure a smoother project delivery. 

After spending about a decade working in sales and writing countless winning proposals, I’m excited to share some ideas and best practices to help you and your teams leverage your proposals to win more business and better projects. 

What Is A Project Proposal?

When it comes to making a formal bid for new work, a project proposal generally refers to a written document that will be submitted to an internal sponsor, a client, or a prospective client that builds a case to have your team deliver a scope of work. 

The proposal should tell the reader who will do what, by when, and even why and how.

What Is The Purpose Of A Project Proposal?

The purpose of a project proposal is to help someone understand why your team should be the ones to do the work. This is why it’s very important that a proposal is well crafted and tells a compelling story.

In addition to helping your external audience understand, creating the proposal is an opportunity for the internal team to align on the scope of work and plan to accomplish it.

More about why project proposals are important here .

Who Creates Project Proposals?

The person or team responsible for writing project proposals will depend highly on the organization and the audience for the proposal. If you work in-house, as opposed to an agency, you (or the person leading the project) might be responsible for creating the proposal and sharing it with your manager or the project’s approver.

In an agency setting, often, the project proposal process is owned by business development or the agency’s leadership team.

The project manager and key project team members may be consulted to determine the feasibility and weigh in on things like estimated hours or constraints that must be addressed in the proposal to ensure the project’s overall success.

Project Proposal vs Project Charter vs Project Plan

In the typical project life cycle, the project proposal, project charter , and project plan may be developed sequentially but could also overlap. The project proposal may need to include the proposed project charter and project plan, but these documents may be refined before the project officially kicks off.

Once all parties have agreed to the project charter, the project plan can be confirmed (or developed if it hasn’t yet). The project charter is the project’s north star and how project success will be measured. At the end of the project, the team will ensure that what was outlined in the charter has been accomplished.

The project plan will break down the work needed to execute against the charter and document who will do the work and when it will be completed. The project plan will help keep the team aligned with the overall project schedule and can also help ensure the project budget is utilized correctly across the project.

Two Types Of Project Proposals

Solicited project proposals (rfp).

In some cases, a project proposal is solicited by an organization seeking a vendor or partner to complete a specific body of work. 

In this case, the organization may send you or your team a formal document called a request for proposal (RFP). Depending on your relationship with the requesting organization, this may not need to be as formal and maybe an email or even an inquiry through your website.

When responding to an RFP it is important to understand that the organization that sent the request may have sent the same request to several (or many) other organizations.

In some types of projects, like government or municipal projects, the RFP may be required to be posted publicly for a period of time. This is to allow any interested parties to respond to the request.

Your potential client may have outlined specific formats and deliverables they need to accept your proposal. Follow any instructions carefully as this is not the time to go rogue.

Missing a key document or using a different format could disqualify you and your team from moving forward in the proposal process.

Unsolicited Project Proposals

The other type of project proposal you or your team may create is what is called an unsolicited project proposal. This is when you are proactively creating a proposal based on a perceived (or informally expressed) need.

While unsolicited proposals are more likely ignored or rejected, there are some advantages to creating an unsolicited proposal. First, you may face less competition than in a formal RFP process. This is simply because you approached the prospect first.

The other advantage of an unsolicited proposal is the ability to craft a solution with your potential new client.

Since there isn’t a formal RFP, and you aren’t being judged on a specific set of project requirements or project deliverables, you’re better able to craft a solution that achieves the project objectives and speaks directly to the client’s needs and project budget.

This is sometimes called “getting in before the RFP,” and it can be an advantage to your team or agency.

How do you do this? Through a combination of networking and research. For example, if you’re at an industry event or conference and you’re speaking to potential clients, you hear someone in a group casually mention that they’re considering re-designing their website. 

Reaching out with a proposal (or starting to gather information to write one) before the team has sent out a formal RFP can put you at an advantage.

Another way to do this is to review websites or digital projects your team might want to work on. Say you’d love to redesign a certain company’s digital marketing strategy. Look at what they’re currently doing and identify some opportunities for improvement. 

Instead of waiting to see if they’re shopping for a strategy team, send out your proposal with ideas and inspiration as to what it could look like if this company moved forward with your team.

What Should A Project Proposal Include?

There isn’t a one-size-fits-all, silver bullet format or definitive list of ingredients for an effective project proposal, but here’s a list of the most common sections needed to make sure you cover all of your bases:

Example Project Proposal Outline

Executive summary.

Provide a brief (max 1-2 paragraph) introduction that summarizes the challenge, the solution, and the approach you’d take for project stakeholders.

This section should be tailored to a senior leader who may be responsible for approving the overall project but doesn’t need all the nitty-gritty details of how the work will get done or who will be involved. So keep it high level and include the most important information succinctly.

Our Understanding

Reframe the challenge and project background in a way that shows you understand the realities, constraints, and inherent value of solving that challenge.

If your team has had preliminary conversations with the potential client or team, use some of the language you heard in these conversations to show you were listening and understand what they’re seeking.

Our Solution & Proposed Approach

This will be one of the largest sections of the proposal and will have a lot of the “meat.” It should include the following:

• Description of your proposed solution and approach
• The methodology you’ll use to manage the project
• The way you’ll communicate with stakeholders
• The project scope and deliverables you will produce,
• Metrics you’ll use to measure the success of the project
• The overall value completing the project will bring to the organization

Project Plan & Key Milestones

Show that you have a realistic project plan and timeframe to get the job done in the context of your buyer’s business. 

Before presenting this timeline to your potential client or partner, ensure that some of your team who will be responsible for completing the work feel that the timeline is achievable and the milestones are correctly identified. Resource management is only as good as the timeline and project plan are realistic and achievable.

Project Costs

Provide the cost to deliver the desired results. Your pricing should include service fees, ancillary fees, contingency, and tax (if applicable). Where possible, describe this in the context of value: what will your buyer get regarding outcomes and impact? If you know your potential client’s target budget, address how you’ve considered that. 

If the number feels unrealistic, address that in your proposal. I recommend that you provide two sets of project costs. One that shows what you can do within their target budget and the second that shows the realistic costs of everything they’ve asked for. 

With the latter, ensure you’re providing the value proposition to explain why spending additional funds on this work now will be beneficial in the long run.

Proposed Team Members

If you work for a smaller agency or you feel confident that you know how you’ll staff the proposed project, add this section to your proposal. It will help you to prove that you have qualified people to do the work and help your potential client get excited about working with a specific project team. 

You want to articulate what each member will contribute to the project's success and any special skills or knowledge each person will bring to the table. 

Case Studies or Awards 

This is where you can brag a little! Prove that you have the skills and experience to deliver successful projects of this nature. Where possible, show that you’ve done it before at a comparable scale. 

While the focus of your proposal should be on what you will do to benefit the specific client, having some testimonials, case studies or awards to show your experience can help you win the business. 

If you have some previous satisfied clients who are happy to act as a reference for your team, consider sharing it in the proposal (with permission) so that your potential client can learn more about what it’s like working with you.

Assumptions & Needs

Articulate the assumptions you’ve made as the basis of your estimate, and be clear about what you would need from your buyer throughout the project in order to meet the objectives that have been agreed to. For example, things like:

• This proposal assumes the client will provide the copy for the landing page and new pages of the website by X date.
• The pricing in this proposal covers three rounds of design feedback and revisions.
• All stakeholders will attend design review meetings and provide feedback within five business days.
• The project team will have editing access to the back end of the website and relevant plugins.
• The project timeline is contingent on the SOW being signed by X date.

Supplemental Information

Provide any additional information or additional resources you want or need to share. This could include a corporate / team overview, technical information, detailed descriptions of solution functionality, proposed approval workflows, the project management software and communication tools you’ll use, any forms , service agreements, or draft contract language.

In terms of sequencing, the order you present this information (and if you include it at all) will depend entirely on your audience and what they care about.

Read that again: this is about what your audience cares about, not how you want to structure it . Think of it as telling a story that evokes emotion and conviction, even if it isn’t read cover-to-cover. 

If you’d like to step through an example of a winning project proposal and the rationale for the way it is structured, take our Master Project Proposals workshop !

What Does A Project Proposal Look Like?

There are many different types of proposal formats, but rather than try to cover them all, we will look at two ends of the spectrum—short-form slide decks and long-form documents.

The Short-Form Slide Deck

When you have a chance to get in front of a senior audience but only have a short amount of time to convince them your approach is the right one, a succinct and punchy deck that provokes dialogue is your best bet. Think of this similar to your elevator pitch. 

While you’ll likely have longer than 2-3 minutes, you want to make sure you’re not burying the lede, and you’re making the most important and compelling points without any fluff!

This is typically a 5-15 slide deck that zeroes in on exactly what your audience cares about. That means you need to truly take the time to step into your buyer’s mindset:

• Do they feel they need a team that deeply understands their business challenges and politics to be effective? 
• Are they looking for a bulletproof approach tailored to their needs instead of a canned methodology? 
• Are they looking for proof that you can deliver tangible results while avoiding the risks that keep them up at night?

This format deliberately stays out of the weeds, usually prioritizing business impact over minutiae about your methodology and day-to-day project work. It also strives to answer the key questions while leaving some mystery to drive a deeper conversation. 

When you rehearse your presentation, it should take less than half the time you have allocated for the meeting to allow for some discussion in real time during the presentation. And while this type of project proposal can be shared outside the meeting and stand on its own, what it is meant to be is the talking points for executives when they are rallying buy-in from their teams.  

• Quicker to build
• Great for an executive audience
• Effective at driving a conversation
• Requires a lot of distillation
• Not much room for detail

The Long-Form Document

When you are asked to paint a detailed picture of your approach to a panel of cross-functional decision-makers who care about very different things, a longer document is probably in order.

This can be almost any length (I’ve done 30-pagers and 220-pagers and everything in between), but the key is that the document is well organized into chapters that will mean something to your readers.  This is your chance to convince their enterprise architect that your proven approach to legacy systems integration will scale with their needs for years to come.

This is your chance to re-iterate the value of your human-centered design philosophies to their director of customer experience. This is your chance to showcase how you plan to collaborate with their business intelligence team to build an analytics engine that leverages next-generation machine learning and AI.

This format uses its content to speak directly to specific decision-makers while reinforcing key win themes throughout. It tells a good story when read in full, but also anticipates that it might be read out of sequence or that some of its readers may only read the sections that they care about.

It attempts to answer a wide range of questions by bringing the project to life for its readers. In some cases, it contains enough detail that parts of it can be used to inform the SoW .

• Accommodates more detail
• Parts can be used for the SOW
• Great for a panel of reviewers with varied values and priorities
• Runs the risk of replacing the conversation
• Requires an intensive proposal writing process

Project Proposal Template & Example

For members of the DPM community, we offer a number of project proposal templates and examples that you can leverage or that can inspire you to create winning proposals of your own.

Having a template, as well as looking at examples of other proposals, can help you to see what works and what doesn’t. As you look at examples of other proposals, put yourself in the shoes of a prospective customer. What will they think? What things will resonate with them?

Looking at other proposals, even outside of your industry, can provide loads of inspiration. Look at what you like and see if you notice any trends that you might be able to leverage when writing your own proposals.

How To Create A Project Proposal

Creating project proposals doesn’t have to be overwhelming; using a template like the one we just reviewed, you might want to proactively start by creating your own template (or templates if you offer multiple services) so they’re ready for customization.

When you’re ready to create a proposal for a new client, here is an easy step-by-step process to make it easier for you and your team to collaborate and wow them!

• Determine what services you will be proposing
• Choose the right project template from your template library
• Sketch out the offer, project team, and any important information for this specific project
• Add all relevant details to your proposal, ensuring it is 100% customized. You may have to remove some information that isn’t relevant to this opportunity.
• Have members of the project team or colleagues review the proposal. Is anything unreasonable or unclear? Do the timing and pricing feel right for the scope of work?
• Address any feedback you received in the previous step.
• Reroute the proposal for final review and approval.
• Send your proposal off to your prospective client (or deliver it in a presentation)
• Cross your fingers and wait for the good news that your proposal has been accepted!

Creating proposal templates is now easier than ever. There are many types of proposal software out there that create beautiful and interactive sales and project proposals. These include Qwilr , PandaDoc , Proposify , and even Canva and Google Slides can be used for this purpose. 

Whatever tool you choose for creating and distributing your proposals, it’s important to keep your template library updated so that proposals can be created quickly, accurately, and efficiently.

Outdated templates can lead to additional work or sending clients old services, or worse, old rates, which means you’re leaving money on the table.

Get more details on the process of creating a project proposal here .

Now that you’re armed with examples, templates, and a clear process to create good project proposals, there is one more skill you may want to brush up on to take your proposals to the next level.

That would be the ability to estimate project work. Having a client accept a proposal for work that wasn’t estimated correctly could cost your team or agency big.

This is why being able to accurately estimate and provide a reasonable and realistic amount of hours and budget for the project is key! If you need tips and strategies for more accurate estimates at every phase of the project life cycle, check out our guide to creating estimates.

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How to create impossibly good project proposals.

• Understand your readers and mirror their preferences
• Address the root cause of proposal rejection
• Justify the project’s existence by tying a dollar value to the problem
• Apply project management best practices to project proposals
• Use a conventional project proposal outline
• Use persuasive copy
• Reframe your content based on proposal-type

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It all starts with the project proposal. From million-dollar ad campaigns to thousand-dollar one-pagers, so much of your agency’s success depends on sending persuasive proposals. This guide will show you how to create more compelling project proposal outlines.

Of all the documents you’ll create while running a project, few are more important than the project proposal .

This tiny document is the seed that gives birth to million-dollar projects. You’ll use it to win new clients, persuade sponsors to increase funding and convince existing clients to renew their contracts.

A great project proposal is at once informative and persuasive. It may revolve around data, but it doesn’t shy from using marketing copy. It is, at heart, the distillation of several skills - project management , data analysis, copywriting, etc.

Given this expansive brief, writing a convincing project proposal can be a challenge even for agency veterans.

In this guide, I’ll share 7 tips you must follow to create more convincing project proposals.

1. Understand your readers and mirror their preferences

The project proposal isn't just a project management document. It is also a marketing document.

And as with any marketing document, you have to keep your audience in mind when creating it.

In practical terms, this means using the same language, tone, style, and level of complexity as your audience.

If your audience is a veteran CTO, feel free to pepper in jargon. If it's a small business owner who has never touched a computer before, dumb things down.

Doing this means that you have to research your audience thoroughly. LinkedIn is your best friend here. Dig through their profile and approximate the following:

• Experience with your proposed solution or technology, based on past employment & education history. For example, you don't have to explain " CRM " to a former Salesforce exec.
• Interests are based on public group affiliations and recent shares. If a target is a part of a LinkedIn group on AI and has shared articles on AI/ML in the past, you can assume that he would understand AI terms.
• Busyness based on seniority and other commitments.

  Publicly shared interests and group memberships show what your target audience is interested in.

Use this information to create a rough sketch of the target, such as this:

This will tell you how much detail you should include in a proposal. A veteran CTO, for instance, might want to know the technical details of your proposed solution. A small business owner might be more interested in the impact on his bottom line.

2. Address the root cause of proposal rejection

A client might reject your proposal for any number of reasons. Perhaps he isn't sure of your ability to deliver results. Or perhaps he has a better price than a competitor.

But as Francis McNamara points out , most proposals are rejected because of a failure of persuasion, not a failure of process.

It is very seldom that sponsors discard proposals because they don't have enough data. Rather, it is because you failed to make the data compelling enough.

Addressing this root cause of the proposal requires two things:

Within the context of a project proposal, persuasion means two things:

• Emphasizing results that will have the biggest impact on the decision maker, i.e. its target audience.
• Countering the target audience's rejections (with storytelling, data, and past results).

A mistake you can make is to assume that the motivations of the business and the decision-maker are the same. While there is certainly a big overlap, decision-makers also have independent goals and ambitions - to get a promotion, to improve their department's performance, etc.

Your goal should be to highlight the project results that will benefit the decision-makers the most.

For example, your project might have two key benefits - improving website performance by 20% and increasing online sales by 5%.

• Pitching to the VP of engineering: Highlight performance improvements and technical underpinnings of the solution.
• Pitching to the VP of sales: Highlight the impact on sales and total revenue.

Persuasion defines what you say in the project proposal. Clarity defines how you say it.

In practical terms, clarity is a function of the proposal's formatting, tone, and copy. Your target shouldn't have to read through two pages before understanding the project's key benefit. Nor should he have to trawl through paragraph after paragraph of jargon.

To be clear, then, is to:

• Present the key benefit(s) of the project quickly and succinctly.
• Structure the proposal in a way to emphasize its biggest benefits upfront.
• Only include information necessary to make a decision and omit the rest.
• Use copy that aligns with the target's interests, knowledge, and busyness.

3. Justify the project’s existence by tying a dollar value to the problem

In a 2009 PMI conference paper , Eddie Merla, says that one of the chief causes of project failure is “weak justification”.

“Sometimes the concept may be properly stated but the justification for the project is weak… the lack of justification indicated a lack of commitment on the part of the team to build a compelling business case.”

This is a frequent problem on technical and creative projects. The technical or creative problem might seem substantial enough on its own. But if you can’t connect it to a business issue, you’ll struggle to justify the project’s existence.

One way to do this is to tie a dollar figure to the problem. Focus on what the business stands to lose if it doesn’t solve the problem. Since people are more likely to avoid a loss than to seek a gain (i.e. loss aversion theory ), emphasizing the loss can sell the urgency and impact of the project.

For example, in a project to improve website speed, focus on how slow websites lead to abandoned carts and thus, a loss in revenue.

Try using ROI analysis to figure out the project’s impact on the business. Don’t focus on the exactness of your financial metrics. Rather, focus on their completeness.

At the very least, your proposal should highlight the following:

• The current state of the problem and its negative impact on the business
• The estimated positive impact of the project on the business
• The approximate cost of the resources required to deliver the project

A project with a “strong” justification would have a large difference between the project impact and project cost. The more “complete” you can be with this data, the easier it will be to justify the project’s existence.

4. Apply project management best practices to project proposals

A project proposal is a significantly exhaustive undertaking. You need to research stakeholders, map the relationships between them, identify risks, etc.

How can you make sure that get every detail right and still meet your deadlines?

Easy: treat the project proposal as a mini, self-contained project.

The more complex the proposal, the more you'll want to adopt PM best practices while creating it.

For example, a complex project proposal might go through several stakeholders before it is approved. All these stakeholders will have their own concerns, goals, and preferences.

By creating a stakeholder management plan, you can address all these concerns.

Here are a few things you can do to manage the proposal creation process better:

• Assign tasks (stakeholder research, data gathering, etc.) to different team members.
• Map the relationships between stakeholders and create plans for managing them.
• Create a Gantt chart to map the proposal creation-approval process.
• Create a communication plan for each stakeholder addressed in the proposal.
• Create a risk management plan for risks identified in the proposal.

I don't recommend doing this for every project, but if the project is large and lucrative enough, it is better to be over-prepared than under-prepared.

The best part is that you can use a lot of this data later once you actually win the project.

5. Use a conventional project proposal outline

When it comes to proposal formatting, it’s better to follow traditions than to think outside the box. Sponsors are used to seeing key information structured in a specific way. Tinkering with it will just cause confusion.

So what exactly is this “traditional” proposal format?

Use this image as a reference:

Each section in this project proposal outline serves a specific purpose:

• Executive summary gives a quick, punchy summary of the problem, your solution, and its net impact. Sponsors will often decide to read further based on this summary. Make sure that it is succinct but also sells the project.
• Project background includes a section on the history of the problem in the context of the business, a brief overview of your requirements, and a few details about your proposed solution.
• Project proposal should focus on the project’s goals and vision, key deliverables, timeframe, and ownership. Other details you can include are key risks and issues, success criteria, and reporting.
• Project financials should include details on the estimated budget and approximate financial impact post-completion.
• Project authorization should include a list of everyone who has authorization throughout the project.
• Appendix is where you can attach additional documents supporting your case.

You don’t have to use these exact headings, but I do recommend following the same core structure – summarize the problem, frame the project in context, emphasize the solution, and list the project’s financials and authorization.

6. Use persuasive copy

The purpose of a proposal is to sell the project. You can’t really expect to do that if your copy reads like it was lifted from an academic journal.

You don’t have to turn it into a sales page, but you should use at least a few persuasive writing tactics, such as:

• Use a punchy statistic, testimonial, or case study result at the start of the proposal to grab the reader’s attention.
• Avoid jargon – unless your audience is well-versed in it and expects it.
• Write at grade 5-8 reading level. Use simpler words and shorter sentences whenever possible. Use Hemingway App to check the reading level as you write.
• Use social proof in the form of testimonials, case studies, and quotes from similar projects.
• Use the inverse pyramid writing style where you highlight the most important information at the top and push the minor details to the bottom.
• Use the 1-2-3-4 copywriting formula – identify what you’re pitching, its benefits, why you’re the right person to do it, and what the sponsor needs to do next.
• Highlight your experience, qualifications, and past results. This is a form of persuasion through authority.

Don’t be afraid to use superlatives and sales-focused “power” words (“amazing”, “incredible”, etc.) in your copy. Your objective, after all, is to sell the project.

7. Reframe your content based on proposal-type

Not every proposal has the same objective. A proposal sent in response to a RFP has a different goal from one sent to renew a contract with an existing client.

In the case of the former, you need to emphasize your value and experience. In the latter’s case, you’re already a known quantity to the client.

Most agencies will send the following six types of proposals:

• Solicited: These are sent in response to a Request for a Proposal. You’ll be competing against several other vendors for the client’s business. Your proposal, therefore, needs to be exhaustively researched and persuasive. It also needs to adhere to the guidelines in the RFP.
• Unsolicited: These are “cold” proposals sent to prospective clients. Since the client did not ask for the proposal, you must do a lot of homework to get noticed. Bring anything but your A-game here and you’ll land straight in the trash can.
• Informal: These proposals are sent in response to an informal request from the client. While they must be sufficiently detailed, you don’t have to follow any specific guidelines (as in an RFP).
• Renewal: This proposal is sent to pitch the renewal of an existing contract. Since you’ve already worked with the client, you don’t have to focus much on your work. Rather, your goal should be to emphasize your past results and how you can exceed them in the future.
• Continuation & Supplemental: These two proposal types are largely similar. The former – continuation proposal – is sent to remind the sponsor that you’re working on a project, and to update them on its latest status. The latter – the supplemental proposal – is sent to remind the sponsor about the project and request additional resources.

How much effort you put into each proposal should depend on which category it falls into. Unsolicited proposals require a lot of effort, but you can normally cut that short if you nurture leads upfront.

Similarly, proposals sent in response to an RFP must be comprehensive enough to fight off competitors.

Renewal, continuation, and supplemental proposals, on the other hand, should be shorter since they’ve already been approved in part.

Over to you

Crafting a compelling project proposal is an art. You have to inform and persuade, all within the confines of a few pages. A strong proposal justifies the existence of the project while also making a case for your agency.

Use these tips to help you create better project proposals.

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Writing a Project Proposal for a Client (That Wins)

Learn how to write a business project proposal that closes deals. Find out what to include in a client proposal, best format, and design best practices.

5 minute read

helped business professionals at:

Short answer

What is a project proposal?

A business project proposal is a formal document outlining a proposed project for a client as a solution to a business problem. It is used in the sales process to finalize a deal. It includes a problem statement, project scope, success criteria, deliverables, timeline, cost, and project approval.

Read on to get a practical guide for writing a winning proposal ⤵

What does a project proposal look like?

Client project proposals are traditionally in PDF format. They tend to be dull and uninviting documents.

But in the past few years leading solution providers, agencies, and consultancies are moving away from static and boring PDFs and using interactive project proposals instead.

Interactive proposals stand out, effectively communicate value, increase client engagement, and help close more deals.

I’m sure you’re itching to see some project proposal examples , so here’s what an interactive project proposal looks like -

Types of project proposals in business

Prospecting project proposal.

A prospecting project proposal is a presentation used in sales prospecting by agencies and other service providers to communicate their value offers to potential clients. It is commonly added as part of a cold outreach email with the purpose of securing a sales call.

Here’s an example prospecting project proposal .

Business project proposal

A business project proposal is a document that covers the essential details of a project provided as a service. It is used at the end of the sales process to finalize a deal between a provider undertaking a project and the client paying for it.

This guide will cover this type of proposal.

Client project proposal vs. internal project proposal

Internal project proposal.

An internal project proposal is a document promoting a project inside an organization. Its purpose is to get backing for the project from a sponsor or stakeholder within the organization. It is used to show the project’s viability, impact, risks, and costs.

This blog post will NOT deal with this type of project proposal. To learn about this, read our post about how to write an internal project proposal .

Client project proposal

A client business proposal covers the services, deliverables, and impact supplied by a provider to a client within a project scope, namely within a set period and budget constraints.

Solicited vs unsolicited project proposal

Solicited project proposal.

A solicited project proposal refers to a proposal sent in response to a Request for Proposal (RFP). Solicited proposals often have very specific requirements and a strict application format. RFP responses often compete on price rather than unique value.

Unsolicited project proposal

An unsolicited project proposal is sent to potential clients as part of a sales effort to persuade them to procure a solution. This type of project proposal is also called a prospecting proposal, prospecting deck, or sales pitch deck .

How to write a project proposal slide by slide

Your proposal is never the only offer on the table. So knowing how to write a project proposal that stands out and communicates higher value than the competition is what separates winners from losers.

There’s an art and a science to writing a project proposal. The art is hard to teach, but you can learn the science.

Let me show you step by step how to make highly effective project proposals so you can beat your competition, engage your prospects, and win more business.

That said, there is no "best" way to write a project proposal. That depends on the project. And so you can find below the links to our writing guides for specific project types.

Specific project proposal writing guides:

What to include in a project proposal

• Cover letter
• Table of contents
• Executive summary
• The problem
• Project overview (the solution)
• Project impact (success criteria)
• Deliverables
• Timeline and deadlines
• Project management team
• Investment and Budget
• Social proof
• Terms and conditions
• Project approval
• Project onboarding

The title slide is like a movie trailer, it has 2 jobs: (1) Stand out, and (2) communicate the value inside.

Your reader should be intrigued by your cover slide, but also have a very clear idea of what your proposal is about and why they should care.

Your proposal is never the only one on the table, and your title slide is your biggest opportunity to show you’re different.

How to create a project proposal title slide?

• Make your cover visually stand out with a video or animation.
• Use a short version of your unique value proposition as your title and tagline.
• Tell the reader the expected reading time to manage their expectations of effort (effort and time are their real currency)
• Personalize by adding the client’s logo where they can see it.
• Personalize by weaving the client company name in your title text or tagline (this can be done automatically with Storydoc with dynamic variables that pull the client’s information from your CRM.
• Make it clear who the proposal is for and who created it by adding:
• “Presented for: {Project champion/sponsor name, client company name}”
• “Presented by: {Creator name, creator company name}”

2) Cover letter

Your cover letter should be a short personal note that connects the proposal to previous conversations, meetings, and issues brought up by the client.

Don’t make it too formal . The point is to provide the context for the proposition and establish a human connection.

Top your cover letter with an inviting high-quality headshot of you, and sign off with your name and job title .

3) Table of contents

This slide is meant to help your reader get a quick overview of what’s inside the document.

It lets them gauge the effort involved in reading it, tells them if everything they need to know is inside, and helps them go directly to the sections they care about.

TIP: Make your contents table list items into jump links that enable decision-makers to jump to any section with a click.

4) Executive summary

The project executive summary serves as the project proposal introduction. It tells your readers the project’s reason for being, why it’s important, what it promises to deliver, and how it is planned to undertake it.

Don’t assume that your readers will know these things. Some decision-makers will only review your offering at this stage. Ensure they understand how the investment in the project will benefit them and the business.

The example project proposal introduction below addresses the Who, What, Why, and How of your proposal. It clears the basic questions out of the way and entices further reading.

What should a project proposal introduction include?

• About us - a short description of your company and what makes you the best for the job. It’s best to use both video and text. A video will help you reduce text and make your message easier to understand by showing rather than telling.
• Opportunity - Explain the opportunity presented by the project. Tie your project to the company’s long-term strategy and goals.
• Project goals - List the concrete objectives the project aims to achieve. Use short bullet points with simple yet precise wording.
• Strategic approach - Summarizing the core aspects of your solution that make it better than the rest.

5) The problem

The problem slide clearly defines the need for which the project is required to begin with. To justify investing in the project the problem has to represent a major and imminent risk.

• Refine a compelling problem statement that clearly shows the issues your project will solve.
• Highlight specific missed opportunities or incurred costs that will be avoided once your project is in place.
• This slide can be presented as multiple problems that the project will address. Each with its own problem statement.

6) Objectives

The project proposal objective slide ties your project to the client’s long-term goals. Make sure your goals either affect the client’s KPIs or support them in a meaningful way.

Phrase your objectives as succinctly and clearly as possible . Make them specific but don’t commit to concrete numbers (that comes later).

To simplify and keep your slide visually attractive, give each objective a short heading and a tagline that describes it.

7) Project overview (the solution)

This slide introduces the project and its scope in broad terms. What it is, who it’s for, what it’s meant to achieve, and how.

Give your client a good idea of what they are paying for, but don’t go into too much detail.

TIP: Explain how your project will have a lasting impact after it’s delivered. Describe how the project's results will be maintained over time without additional funding.

8) Project impact (success criteria)

Set clear, measurable success criteria for the project. Your success criteria should coherently flow from your project’s objectives .

Unlike the objectives, the project’s measures of success should quantify the impact in either percent change or absolute numbers.

Be careful to validate the project’s success criteria with your champion so that they align with their organization’s goals and expectations.

9) Deliverables

Here is where you detail the specific artifacts your project will produce. This could include any items essential to complete, measure, or communicate project outcomes, such as hardware, software, designs, machines, documents, finished products, etc.

Example deliverables:

• For a construction project , this could be a completed junction or building.
• For a software development project , this could be the software and its documentation. For a branding project, this could be a finished logo and brand book.
• For a manufacturing project , this could be a 3D mockup and a prototype.
• For a consultancy project , this could be a market research reprint or an audit report.
• For a call center project , deliverables might include new computer telephony integration.

10) Timeline and deadlines

The project timeline slides give the client a clear and organized view of the project as it is being carried out. This helps you set the client’s expectations and build their confidence in the plan and procedure.

It’s best to visualize the timeline slide and break it into project launch, phases, tasks, milestones, deadlines, and project end.

How to present a business project proposal timeline?

• Don’t use complex visual representations like a Gantt chart , unless the client requests it. The client is not a professional, and they don’t need this level of granularity. Instead, use a simple timeline chart (or dynamic content like in the example).
• Be clear about the project duration and indicate the start and end dates of the project.
• Specify the duration of each item on the timeline . It’s best to keep the time units consistent throughout the timeline (days, weeks, or months). Also, use a consistent format for dates.
• Position items chronologically on the timeline (phases, tasks, milestones, deadlines, etc.)
• Highlight major milestones with specific markers or icons . These could be the completion of key deliverables or significant project checkpoints.
• Label timeline items with simple, descriptive names the client can easily recognize and understand.
• Optional: If multiple departments or stakeholders in the client’s organization are involved in the project, indicate who is responsible for each task or phase .

Example structure for a project proposal timeline slide:

• Project Kickoff (Jan 1)
• Phase 1: Research & Planning (Weeks 1-4)
• Milestone 1: Initial Draft Completion (Jan 28 - End of Week 4)
• Phase 2: Development (Week 5-10)
• Milestone 2: Beta Testing (Mar 14 - End of Week 10)
• Phase 3: Final Review & Launch (Weeks 11-14)
• Project Completion (April 12 - End of Week 15)

11) Project management team

The team slide helps humanize your proposal and makes your clients feel secure that they’ll be left in good hands after the sales team completes the sale.

The team slide should provide basic information about the team assigned to manage the product, and especially the client’s point of contact (PoC).

Provide each team member’s name, job title, responsibilities (from the client’s perspective), and a good-quality headshot image.

12) Investment and budget

The investment and budget slide should present the overall cost of the project and break down the project into key parts with their associated costs.

The budget slide is best presented simply in table format .

To avoid having your client fixated on cost , provide a short justification for each budget item and align it with a benefit or goal the project delivers. This will keep your client focused on value rather than cost.

13) Social Proof

The social proof slide is not really one slide, but rather various types of content that lend your brand trustworthiness, authority, credibility, and competence.

This is usually done by bringing the voice of happy customers in support of your brand.

TIP: Don’t use generic social proof. Instead, curate your logos to the client’s industry and make sure that the quote, testimonial, or case study addresses their known pain points. This will make your social proof persuasive and impactful.

How to present social proof?

Social proof is communicated through any of the following means in whichever combination fits your needs (without overloading your prospect):

• Client logos
• Client video testimonials
• Client reviews
• Credentials and certifications
• Case studies

14) Terms and conditions

This slide is the contractual agreement between your company and your client that breaks the project proposal into clauses as part of the legal document. It details the exchange of value between both parties.

This is a legal document that should be compiled and reviewed by a professional.

15) Project approval

This is where the deal gets finalized, and you go home happy. All your efforts have been leading up to this slide. All that’s left is for your prospective client to sign inside the box.

Unfortunately, most companies make this stage needlessly hard by using a static PDF that does not allow the client to sign on the spot. But specialized proposal tools let you bypass this pitfall.

Our own proposal software lets you do this and much more.

16) Next steps

Your clients will want to know what will happen after the deal is signed . This slide removes uncertainty and informs your client about how their onboarding will look like and what they can expect in the immediate short term.

17) Contact

Some decision-makers will want to ask you further questions or request more resources they need to reach a decision.

Make it easy for them to contact you - provide your email address, LinkedIn, or direct access to your calendar to quickly set a meeting.

18) Appendix

Some decision-makers reviewing your proposal may want to see specific documents, like designs, plans, or credentials before they can authorize your proposal.

The appendix is where you can attach any required documents and make them ready for viewing or download.

Project proposal templates that make you stand out

Writing a business project proposal is hard work. But it can be made easier with a good template. Below are some of our best business project proposal templates .

All these templates were optimized for performance based on tens of thousands of proposals we’ve seen perform time and again. They apply all the best project proposal practices we’ve covered in this guide.

You don’t have to understand why these templates work, just be happy they do.

Drafting your project proposal based on feedback

While drafting your proposal, actively seek feedback from decision-makers to refine your pitch so that you align your project benefits with their organization's problems and needs.

Keep in mind that a project proposal alone won't get your project funded. Relationship building, active lobbying, and communication are crucial for closing a deal.

Presenting the proposal to your client

Schedule a meeting with your prospect to walk them through the proposal and answer any questions or concerns they still have.

This is really important to ensure that the client understands the proposal, agrees with it, and is ready to share it with decision-makers inside their organization.

Followup after sending the proposal

Keep an open line of communication so decision-makers can quickly reach you with any further questions or requests they require to reach a decision.

Be quick to answer and provide what is needed to avoid this critical stage dragging out and minimize the chance of unpredictable events that may kill the deal.

Project proposal format

Traditionally, project proposals are delivered as text-heavy, static documents in PDFs and Doc formats with low engagement.

But in recent years interactive proposal formats have changed the game and made proposals an engaging document for clients and decision-makers.

The interactive web format (provided by Storydoc and others) transforms your proposal into an engaging narrative, complete with embedded videos, clickable links, and compelling visuals.

Project proposal format types:

As the Head of Marketing, I lead Storydoc’s amazing content-ops team in our fight to eradicate Death-by-PowerPoint wherever it resides. My mission is to enable decision-making by removing the affliction of bad content from the inboxes of businesses and individuals worldwide.

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Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

How To Write A Proposal

Writing a Proposal involves several key steps to effectively communicate your ideas and intentions to a target audience. Here’s a detailed breakdown of each step:

Identify the Purpose and Audience

• Clearly define the purpose of your proposal: What problem are you addressing, what solution are you proposing, or what goal are you aiming to achieve?
• Identify your target audience: Who will be reading your proposal? Consider their background, interests, and any specific requirements they may have.

Conduct Research

• Gather relevant information: Conduct thorough research to support your proposal. This may involve studying existing literature, analyzing data, or conducting surveys/interviews to gather necessary facts and evidence.
• Understand the context: Familiarize yourself with the current situation or problem you’re addressing. Identify any relevant trends, challenges, or opportunities that may impact your proposal.

Develop an Outline

• Create a clear and logical structure: Divide your proposal into sections or headings that will guide your readers through the content.
• Introduction: Provide a concise overview of the problem, its significance, and the proposed solution.
• Background/Context: Offer relevant background information and context to help the readers understand the situation.
• Objectives/Goals: Clearly state the objectives or goals of your proposal.
• Methodology/Approach: Describe the approach or methodology you will use to address the problem.
• Timeline/Schedule: Present a detailed timeline or schedule outlining the key milestones or activities.
• Budget/Resources: Specify the financial and other resources required to implement your proposal.
• Evaluation/Success Metrics: Explain how you will measure the success or effectiveness of your proposal.
• Conclusion: Summarize the main points and restate the benefits of your proposal.

Write the Proposal

• Grab attention: Start with a compelling opening statement or a brief story that hooks the reader.
• Clearly state the problem: Clearly define the problem or issue you are addressing and explain its significance.
• Present your proposal: Introduce your proposed solution, project, or idea and explain why it is the best approach.
• State the objectives/goals: Clearly articulate the specific objectives or goals your proposal aims to achieve.
• Provide supporting information: Present evidence, data, or examples to support your claims and justify your proposal.
• Explain the methodology: Describe in detail the approach, methods, or strategies you will use to implement your proposal.
• Address potential concerns: Anticipate and address any potential objections or challenges the readers may have and provide counterarguments or mitigation strategies.
• Recap the main points: Summarize the key points you’ve discussed in the proposal.
• Reinforce the benefits: Emphasize the positive outcomes, benefits, or impact your proposal will have.
• Call to action: Clearly state what action you want the readers to take, such as approving the proposal, providing funding, or collaborating with you.

Review and Revise

• Proofread for clarity and coherence: Check for grammar, spelling, and punctuation errors.
• Ensure a logical flow: Read through your proposal to ensure the ideas are presented in a logical order and are easy to follow.
• Revise and refine: Fine-tune your proposal to make it concise, persuasive, and compelling.

Add Supplementary Materials

• Attach relevant documents: Include any supporting materials that strengthen your proposal, such as research findings, charts, graphs, or testimonials.
• Appendices: Add any additional information that might be useful but not essential to the main body of the proposal.

Formatting and Presentation

• Follow the guidelines: Adhere to any specific formatting guidelines provided by the organization or institution to which you are submitting the proposal.
• Use a professional tone and language: Ensure that your proposal is written in a clear, concise, and professional manner.
• Use headings and subheadings: Organize your proposal with clear headings and subheadings to improve readability.
• Pay attention to design: Use appropriate fonts, font sizes, and formatting styles to make your proposal visually appealing.
• Include a cover page: Create a cover page that includes the title of your proposal, your name or organization, the date, and any other required information.

Seek Feedback

• Share your proposal with trusted colleagues or mentors and ask for their feedback. Consider their suggestions for improvement and incorporate them into your proposal if necessary.

Finalize and Submit

• Make any final revisions based on the feedback received.
• Ensure that all required sections, attachments, and documentation are included.
• Double-check for any formatting, grammar, or spelling errors.
• Submit your proposal within the designated deadline and according to the submission guidelines provided.

Proposal Format

The format of a proposal can vary depending on the specific requirements of the organization or institution you are submitting it to. However, here is a general proposal format that you can follow:

1. Title Page:

• Include the title of your proposal, your name or organization’s name, the date, and any other relevant information specified by the guidelines.

2. Executive Summary:

•  Provide a concise overview of your proposal, highlighting the key points and objectives.
• Summarize the problem, proposed solution, and anticipated benefits.
• Keep it brief and engaging, as this section is often read first and should capture the reader’s attention.

3. Introduction:

• State the problem or issue you are addressing and its significance.
• Provide background information to help the reader understand the context and importance of the problem.
• Clearly state the purpose and objectives of your proposal.

4. Problem Statement:

• Describe the problem in detail, highlighting its impact and consequences.
• Use data, statistics, or examples to support your claims and demonstrate the need for a solution.

5. Proposed Solution or Project Description:

• Explain your proposed solution or project in a clear and detailed manner.
• Describe how your solution addresses the problem and why it is the most effective approach.
• Include information on the methods, strategies, or activities you will undertake to implement your solution.
• Highlight any unique features, innovations, or advantages of your proposal.

6. Methodology:

• Provide a step-by-step explanation of the methodology or approach you will use to implement your proposal.
• Include a timeline or schedule that outlines the key milestones, tasks, and deliverables.
• Clearly describe the resources, personnel, or expertise required for each phase of the project.

7. Evaluation and Success Metrics:

• Explain how you will measure the success or effectiveness of your proposal.
• Identify specific metrics, indicators, or evaluation methods that will be used.
• Describe how you will track progress, gather feedback, and make adjustments as needed.
• Present a detailed budget that outlines the financial resources required for your proposal.
• Include all relevant costs, such as personnel, materials, equipment, and any other expenses.
• Provide a justification for each item in the budget.

9. Conclusion:

•  Summarize the main points of your proposal.
•  Reiterate the benefits and positive outcomes of implementing your proposal.
• Emphasize the value and impact it will have on the organization or community.

10. Appendices:

• Include any additional supporting materials, such as research findings, charts, graphs, or testimonials.
•  Attach any relevant documents that provide further information but are not essential to the main body of the proposal.

Proposal Template

Here’s a basic proposal template that you can use as a starting point for creating your own proposal:

Dear [Recipient’s Name],

I am writing to submit a proposal for [briefly state the purpose of the proposal and its significance]. This proposal outlines a comprehensive solution to address [describe the problem or issue] and presents an actionable plan to achieve the desired objectives.

Thank you for considering this proposal. I believe that implementing this solution will significantly contribute to [organization’s or community’s goals]. I am available to discuss the proposal in more detail at your convenience. Please feel free to contact me at [your email address or phone number].

Yours sincerely,

Note: This template is a starting point and should be customized to meet the specific requirements and guidelines provided by the organization or institution to which you are submitting the proposal.

Proposal Sample

Here’s a sample proposal to give you an idea of how it could be structured and written:

Subject : Proposal for Implementation of Environmental Education Program

I am pleased to submit this proposal for your consideration, outlining a comprehensive plan for the implementation of an Environmental Education Program. This program aims to address the critical need for environmental awareness and education among the community, with the objective of fostering a sense of responsibility and sustainability.

Executive Summary: Our proposed Environmental Education Program is designed to provide engaging and interactive educational opportunities for individuals of all ages. By combining classroom learning, hands-on activities, and community engagement, we aim to create a long-lasting impact on environmental conservation practices and attitudes.

Introduction: The state of our environment is facing significant challenges, including climate change, habitat loss, and pollution. It is essential to equip individuals with the knowledge and skills to understand these issues and take action. This proposal seeks to bridge the gap in environmental education and inspire a sense of environmental stewardship among the community.

Problem Statement: The lack of environmental education programs has resulted in limited awareness and understanding of environmental issues. As a result, individuals are less likely to adopt sustainable practices or actively contribute to conservation efforts. Our program aims to address this gap and empower individuals to become environmentally conscious and responsible citizens.

Proposed Solution or Project Description: Our Environmental Education Program will comprise a range of activities, including workshops, field trips, and community initiatives. We will collaborate with local schools, community centers, and environmental organizations to ensure broad participation and maximum impact. By incorporating interactive learning experiences, such as nature walks, recycling drives, and eco-craft sessions, we aim to make environmental education engaging and enjoyable.

Methodology: Our program will be structured into modules that cover key environmental themes, such as biodiversity, climate change, waste management, and sustainable living. Each module will include a mix of classroom sessions, hands-on activities, and practical field experiences. We will also leverage technology, such as educational apps and online resources, to enhance learning outcomes.

Evaluation and Success Metrics: We will employ a combination of quantitative and qualitative measures to evaluate the effectiveness of the program. Pre- and post-assessments will gauge knowledge gain, while surveys and feedback forms will assess participant satisfaction and behavior change. We will also track the number of community engagement activities and the adoption of sustainable practices as indicators of success.

Budget: Please find attached a detailed budget breakdown for the implementation of the Environmental Education Program. The budget covers personnel costs, materials and supplies, transportation, and outreach expenses. We have ensured cost-effectiveness while maintaining the quality and impact of the program.

Conclusion: By implementing this Environmental Education Program, we have the opportunity to make a significant difference in our community’s environmental consciousness and practices. We are confident that this program will foster a generation of individuals who are passionate about protecting our environment and taking sustainable actions. We look forward to discussing the proposal further and working together to make a positive impact.

Thank you for your time and consideration. Should you have any questions or require additional information, please do not hesitate to contact me at [your email address or phone number].

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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How to Write a Grant Proposal That Gets Funded: A Comprehensive Guide

In the competitive world of grant funding, knowing how to write a compelling grant proposal is a crucial skill. Whether you’re a nonprofit organization seeking support for a community project, a researcher looking to fund your next study, or a small business owner exploring grant opportunities, this comprehensive guide will walk you through the art and science of crafting a winning grant proposal.

Understanding the Grant Proposal Process

Before diving into the writing process, it’s essential to understand the overall grant proposal journey:

• Research : Identify potential funders and thoroughly review their guidelines.
• Planning : Develop your project idea and align it with the funder’s priorities.
• Writing : Craft your proposal, following the funder’s required format and addressing all components.
• Review : Proofread, edit, and have others review your proposal.
• Submission : Submit your proposal, ensuring you meet all deadlines and requirements.
• Follow-up : After submission, be prepared for questions and maintain communication with the funder.

Key Components of a Successful Grant Proposal

A well-structured grant proposal typically includes the following elements:

• Cover Letter : A brief introduction to your organization and proposal.
• Executive Summary : A concise overview of your entire proposal.
• Statement of Need : Clear articulation of the problem you’re addressing.
• Project Description : Detailed explanation of your proposed solution.
• Goals and Objectives : Specific, measurable outcomes of your project.
• Methodology : Your approach to implementing the project.
• Evaluation Plan : How you’ll measure success and impact.
• Budget : Detailed breakdown of project costs.
• Organizational Background : Information about your organization’s capacity and qualifications.
• Conclusion : Reinforcement of key points and a call to action.

Let’s delve deeper into some of these critical components.

Crafting a Compelling Executive Summary

The executive summary is often the first (and sometimes only) part of your proposal that gets read. It needs to be clear, concise, and compelling.

Key elements to include:

• Brief statement of the problem or need
• Concise explanation of your proposed solution
• Short overview of your organization’s qualifications
• Clear statement of the funding amount requested
• Succinct summary of expected outcomes and impact

Pro Tip : Write your executive summary last, after you’ve completed the rest of your proposal. This ensures you capture all the key points accurately.

Developing a Strong Project Description

Your project description should provide a detailed explanation of how you plan to address the stated need. This section should include:

• Clear goals and objectives : What specific outcomes do you aim to achieve?
• Detailed methodology : How will you implement your project?
• Timeline : A realistic schedule for your project activities.
• Staffing : Who will be involved, and what are their qualifications?
• Evaluation plan : How will you measure success and impact?

Remember to align your project description closely with the funder’s priorities and guidelines.

Creating a Realistic Budget and Timeline

A well-crafted budget and timeline demonstrate your ability to manage resources effectively and complete the project as proposed.

Budget tips:

• Be as detailed and specific as possible.
• Ensure all costs are justifiable and directly related to the project.
• Include both direct costs (e.g., salaries, materials) and indirect costs (e.g., overhead).
• If possible, show other funding sources or in-kind contributions to demonstrate broader support.

Timeline tips:

• Use a Gantt chart or similar visual representation for clarity.
• Be realistic about timeframes, accounting for potential delays.
• Align your timeline with your methodology and budget.

Writing Tips for Grant Proposals

• Be clear and concise : Avoid jargon and overly complex language.
• Use data and evidence : Support your statements with statistics and research.
• Tell a compelling story : Engage the reader emotionally while presenting facts.
• Follow instructions meticulously : Adhere to all formatting and content guidelines.
• Be specific : Avoid vague statements; provide concrete details about your project.
• Proofread thoroughly : Errors can undermine your credibility.

Common Mistakes to Avoid

• Failing to follow instructions precisely
• Submitting a generic proposal not tailored to the specific funder
• Overlooking the importance of the executive summary
• Presenting an unrealistic or poorly justified budget
• Neglecting to clearly state the need or problem
• Focusing too much on the organization instead of the project
• Submitting at the last minute without time for review

Post-Submission Follow-Up

After submitting your proposal:

• Confirm receipt of your proposal.
• Be prepared to answer any follow-up questions promptly.
• If rejected, ask for feedback to improve future proposals.
• If accepted, ensure you understand and can comply with all reporting requirements.

From Proposal to Project: Your Path to Grant Success

Writing a successful grant proposal is both an art and a science. It requires thorough preparation, clear and compelling writing, and meticulous attention to detail. By following the guidelines in this comprehensive guide, you’ll be well-equipped to craft proposals that stand out and increase your chances of securing funding.

Remember, persistence is key in the grant writing process. Not every proposal will be funded, but each one is an opportunity to refine your skills and improve your approach.

We encourage you to start drafting your grant proposal today. Apply these tips and strategies, and don’t hesitate to seek feedback from colleagues or mentors. If you’re looking to further enhance your grant writing skills, consider joining a grant writing workshop or webinar.

For those who feel overwhelmed by the grant writing process or want to ensure the highest quality proposal, consider enlisting the help of professional grant writers . Experienced grant writers can provide valuable insights, improve your proposal’s competitiveness, and increase your chances of success.

Have you had success with grant writing? Or do you have questions about the process? Share your experiences and queries in the comments below. Your insights could be invaluable to others in the grant-seeking community.

Good luck with your grant proposals, and here’s to your future funding success!

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Nonprofit Grant: Must Do’s in Establishing an Organization

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Creative Writing Project

What is it all about?

How do you want to express yourself? You can explore different genres, or kinds of writing, such as poetry, short stories, plays, essays, longer works, or even multimedia projects. Then, learn about the different parts of each, like themes, plot, character, word choice, meter and rhythm, and more.

Grow in Your Project

• Learn about the language of creative writing, such as genre, perspective, story arc, and character
• Explore different genres of creative writing – what do you like to read?
• Experiment with different writing prompts
• Create basic character descriptions
• Practice writing a simple story arc
• Start a writing portfolio

Intermediate

• Explore writing through different perspectives (first, second, and third person)
• Write in different genres (poetry, non-fiction, fiction, plays, etc.)
• Experiment with different sentence structures, lengths, and line breaks
• Create and maintain a daily writing journal
• Keep writing and find your writer’s voice
• Edit works you’ve written to make them better
• Continue to experiment and improve your writing skills
• Read something you wrote in public
• Put your best work together in a writing portfolio

Project Resources

Member resources.

The Writer in You Curriculum 1 level (grades 6-12)

Free Download

• Creative Wordworking (grades 3-12)

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Mastering the RFP Request for Proposal Process: A Comprehensive Guide for Businesses

Navigating the world of business procurement can be daunting, especially when it comes to securing the right services or products. One essential tool that organizations rely on is the Request for Proposal (RFP). This formal document outlines project requirements and invites vendors to submit bids, ensuring a competitive and transparent selection process.

Understanding the intricacies of crafting an effective RFP can make or break a project. From clearly defining objectives to evaluating vendor responses, mastering the RFP process helps organizations find the best fit for their needs. Dive into this guide to uncover the key elements of a successful RFP and boost your procurement strategy.

Table of Contents

Understanding RFP Request for Proposal

A Request for Proposal (RFP) is a formal document used in procurement to solicit proposals from potential vendors. It outlines project requirements and seeks solutions that address specific needs. Organizations craft RFPs to ensure they receive competitive bids and select the best vendor for their project.

Key Components of an RFP

Project Overview Describes the project’s scope, objectives, and goals. It provides a high-level summary to help vendors understand the project context.

Requirements Lists the technical, functional, or business needs that proposals must address. Clear requirements ensure vendors propose solutions that meet the organization’s needs.

Submission Guidelines Details how and when vendors should submit their proposals. It includes deadlines, contact information, and any required formats or templates.

Evaluation Criteria Specifies the criteria used to assess proposals. Organizations often consider factors like cost, experience, technical capability, and project timeline.

Contract Terms Outlines key contract terms and conditions. It includes payment terms, deliverables, and any legal requirements or compliance standards.

Types of RFPs

Open RFP Available to any vendor interested in bidding. Encourages competition and can lead to a broader range of solutions.

Closed RFP Restricted to a select group of pre-qualified vendors. Ensures proposals come from vendors with proven expertise and capability.

Benefits of Using an RFP

Encourages Competition By seeking proposals from multiple vendors, an RFP fosters competition, helping organizations get the best value.

Ensures Transparency Provides a structured process where specific criteria and deadlines ensure all proposals are evaluated fairly.

Aligns Expectations Clarifies project requirements, objectives, and deliverables, ensuring both parties have aligned expectations.

Reduces Risk Helps identify potential risks and challenges early in the procurement process through detailed requirements and vendor proposals.

Common RFP Mistakes

Unclear Requirements Ambiguity can lead to proposals that don’t meet needs. Clear, concise requirements are essential.

Unrealistic Timelines Overly tight deadlines can reduce the quality of proposals. Allow adequate time for vendors to prepare comprehensive responses.

Ignoring Vendor Questions Address vendor questions promptly. Unresolved queries can lead to misunderstood requirements and unsuitable proposals.

Inadequate Evaluation Criteria Failure to establish robust criteria can result in a suboptimal vendor selection. Comprehensive criteria ensure a fair and thorough evaluation process.

An effective RFP process not only attracts high-quality vendors but also ensures the best possible project outcomes.

Importance of RFPs in Business

RFPs play a vital role in business procurement. They facilitate the selection of the best vendors while ensuring project requirements are met.

Why Businesses Use RFPs

Businesses use RFPs to outline specific project needs and invite competitive bids from potential vendors. With an RFP, companies can clearly define the scope, timeline, and budget of a project. RFPs enable organizations to compare various proposals objectively, ensuring that the chosen vendor aligns with project goals. Additionally, using RFPs helps maintain transparency in the selection process, which can foster trust and accountability with stakeholders.

Key Benefits of a Well-Structured RFP

A well-structured RFP brings several advantages to businesses, enhancing the effectiveness of the procurement process.

Encourages Competition: By inviting multiple vendors to bid, businesses can evaluate a range of options and select the most suitable one. For instance, this competition can lead to cost savings and better service quality.

Ensures Transparency: Detailed RFPs ensure all stakeholders understand the selection criteria and project expectations, reducing potential conflicts. This clarity helps prevent misunderstandings and builds trust.

Aligns Expectations: By clearly defining project requirements, businesses and vendors are on the same page from the start. Both parties can avoid deviations from the project scope, ensuring smooth execution.

Reduces Risk: Well-prepared RFPs minimize uncertainties by specifying all necessary details. This precision helps vendors provide accurate bids and reduces the risk of project delays and cost overruns.

Utilizing RFPs effectively enhances procurement strategies and ensures successful project outcomes.

Essential Components of an RFP

An effective RFP outlines vital elements to ensure clarity and competitiveness in the procurement process. Below are the essential components of an RFP.

Cover Letter

A cover letter introduces the RFP and provides a summary of the key details. It includes the project title, issuance date, and contact information. The letter should briefly discuss the purpose of the RFP and invite vendors to submit their proposals. It sets the stage for the document and establishes the tone.

Project Overview

The project overview section gives a general introduction to the project. It outlines the project’s primary objectives and the problem it aims to solve. This section helps vendors understand the project’s broad context and its overall significance to the issuing organization.

Scope of Work

The scope of work defines the project’s specific tasks and deliverables. It details the work to be performed, including timelines, milestones, and responsibilities. Clear specifications in this section ensure vendors understand their roles and what is expected from them.

Proposal Requirements

Proposal requirements outline what vendors should include in their submissions. It specifies documentation, format guidelines, and any mandatory data points. This section ensures consistency across proposals, making it easier to compare and evaluate responses.

Evaluation Criteria

The evaluation criteria explain how the proposals will be assessed. It details the specific metrics or qualifications the selection committee will use. Common criteria include experience, cost, technical capabilities, and past performance. Clear criteria guide vendors on what aspects to emphasize and help ensure objective evaluation.

How to Write an Effective RFP

Crafting an effective RFP is vital for successful project procurement. Clear objectives, detailed descriptions, timelines, and legal and financial conditions ensure the best vendor responses.

Defining Objectives Clearly

An effective RFP starts with well-defined objectives. These should outline what the organization aims to achieve through the project. Specific goals help vendors understand the project’s purpose and align their proposals accordingly. Without clear objectives, responses may lack relevance and cohesion.

Providing Detailed Descriptions

Detailed descriptions of the project are essential. These descriptions should cover project scope, tasks, deliverables, and any specific methodologies or technologies required. For example, if a software development project is planned, specify platform preferences and integration needs. Detailed descriptions enable vendors to provide accurate and comprehensive proposals.

Establishing Clear Timelines

Timelines are crucial in RFPs. They define key milestones, deliverable dates, and project completion deadlines. Clear timelines ensure vendors commit to realistic schedules and help prevent project delays. If any phases or iterative reviews are involved, these should be included in the timeline section.

Including Critical Legal and Financial Conditions

RFPs must include critical legal and financial conditions. Legal conditions might cover confidentiality agreements, intellectual property rights, and dispute resolution. Financial conditions should address budget constraints, payment schedules, and contract terms. Including these elements ensures compliance and secures the project’s financial and legal integrity.

Common Mistakes to Avoid in RFPs

Understanding common pitfalls in RFPs can help organizations improve their procurement processes and achieve better project outcomes.

Vague Requirements

Vague requirements often lead to confusion among vendors. Detailed project specifications provide clarity and enable vendors to deliver precise proposals. When requirements lack detail, vendors may misinterpret project needs, resulting in proposals that don’t align with the organization’s objectives.

Unrealistic Timelines

Unrealistic timelines hinder both proposal preparation and project execution. Establishing reasonable deadlines ensures vendors have sufficient time to develop thorough and accurate responses. Tight schedules may compromise the quality of submissions, leading to suboptimal vendor selection and project delays.

Ignoring Vendor Questions

Ignoring vendor questions can undermine the effectiveness of the RFP process. Addressing inquiries promptly and comprehensively provides vendors with the necessary information to tailor their proposals effectively. Failing to respond to questions may result in incomplete or misaligned proposals, reducing the quality of bidder responses.

Every entity within an RFP serves a purpose. Clear requirements, realistic timelines, and responsive communication enhance the RFP’s efficacy, fostering a competitive and transparent vendor selection process.

Reviewing and Scoring Proposals

Organizations must review and score proposals meticulously to ensure fair and objective vendor selection. This process involves creating a review committee and using scoring rubrics and evaluation sheets to assess submissions.

Creating a Review Committee

Assemble a diverse review committee to provide varied perspectives on the proposals. Include stakeholders from different departments, such as project management, finance, and procurement, to ensure comprehensive evaluations. Each member should possess relevant expertise to assess the proposals accurately. The committee’s diversity helps mitigate biases and enables balanced decision-making.

Scoring Rubrics and Evaluation Sheets

Use scoring rubrics and evaluation sheets to standardize proposal reviews. Scoring rubrics should include criteria like technical capability, cost, experience, and alignment with project objectives. Assign numeric values to each criterion for quantifiable assessments. Evaluation sheets should have sections for scoring, comments, and overall recommendations. These tools promote consistent evaluations across all proposals, ensuring a transparent and fair process.

Mastering the RFP process is essential for any organization aiming to enhance its procurement strategies. A well-crafted RFP encourages competition, ensures transparency, and aligns expectations, ultimately reducing project risks. By defining clear objectives, detailed project descriptions, and realistic timelines, businesses can attract high-quality vendors and secure the best project outcomes.

Avoiding common mistakes such as vague requirements and ignoring vendor questions further strengthens the RFP process. Meticulous evaluation using scoring rubrics and diverse review committees ensures fair and objective vendor selection. Embracing these best practices will undoubtedly lead to more successful and efficient procurement projects.

Frequently Asked Questions

What is an rfp.

An RFP, or Request for Proposal, is a document used by businesses to outline project requirements and invite vendor bids. It details the project’s scope, objectives, and criteria for evaluation to facilitate a competitive selection process.

Why is an RFP important in business procurement?

An RFP is crucial as it defines the project scope, timeline, and budget, allowing for an objective comparison of proposals. It promotes competition, ensures transparency, aligns expectations, and reduces project-related risks.

What are the key components of an RFP?

Key components of an RFP include a cover letter, project overview, scope of work, proposal requirements, evaluation criteria, and contract terms. These elements provide a clear framework for vendors to follow when submitting their proposals.

How can organizations benefit from a well-structured RFP?

A well-structured RFP fosters competition, ensures transparency in the selection process, aligns expectations between the business and vendors, and minimizes risks by clearly defining the project’s requirements and evaluation criteria.

What are some common mistakes to avoid in an RFP?

Common mistakes include unclear requirements, unrealistic timelines, ignoring vendor questions, and inadequate evaluation criteria. These can lead to confusion, poor-quality proposals, and ineffective project execution.

How should an RFP be structured to ensure detailed vendor responses?

An RFP should have clear objectives, detailed project descriptions, established timelines, and critical legal and financial conditions. This ensures vendors understand the project fully and can submit comprehensive, accurate proposals.

What is the difference between open and closed RFPs?

Open RFPs are available to any vendor willing to submit a proposal, encouraging broader competition. Closed RFPs are sent to a select group of vendors, often used for specialized projects requiring specific expertise.

How should organizations handle vendor questions during the RFP process?

Organizations should promptly address vendor questions to ensure clarity and facilitate accurate, tailored proposals. Responsive communication enhances the RFP process’s effectiveness.

Why is a diverse review committee important in the RFP evaluation process?

A diverse review committee includes stakeholders from various departments, providing balanced perspectives and ensuring a fair, comprehensive evaluation of vendor proposals.

What tools can standardize the proposal evaluation process?

Using scoring rubrics and evaluation sheets can standardize the proposal review process. These tools help assess technical capability, cost, experience, and alignment with project objectives consistently.

How do clear requirements and realistic timelines improve the RFP process?

Clear requirements and realistic timelines prevent confusion, ensure high-quality proposals, and support effective project execution, ultimately leading to better project outcomes.

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How to Build a PBL Unit Around a Novel

A project focused on discovery and analysis allows students to read, collaborate, and demonstrate their knowledge as they make their way through a novel.

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Novel studies are a common way of building student vocabulary and fluency, creating opportunities for modeling strategies key to a deeper enjoyment of literature, and exposing students to authors and genres they might not select otherwise. Additionally, many schools have preselected books that are required to be studied at specific grade levels, so the novel study is often a fixture in many secondary English language arts (ELA) classes today.     

This prevalence of novels within ELA classrooms is one of the reasons why I frequently see the following need-to-know question appearing in my project-based learning (PBL) workshops: “How do you build PBL units around novel studies?” Not only is this question common, but it’s challenging to approach, as there are many factors that have to be taken into consideration in order to design such an experience. 

The suggestions that follow are my answer to how you might integrate novels into a PBL approach for your learners and what to consider before you do. 

What To Consider, What To Avoid

The way in which you approach novels affects how you will design and facilitate your project. Here are three things you need to ask yourself before you begin:

• Do learners read the novel mostly in class, mostly outside of class, or both? 
• Is the novel that you’re building a project around new to you or one you know well?
• Do you already have established reading routines (e.g., literature circles or close reading )?

These factors determine the length of your project and how you’ll approach the reading portions that will complement the PBL work your learners do while they read their novel. Note that I said “while they read” rather than “after they read.” While there are many negotiables for integrating novels into PBL, it’s important for the project and the book to live side by side, not one after the other.   

A common inclination is to go through the novel first, then do a project. This is not true PBL, as the project becomes what John Larmer refers to as “dessert” or an afterthought that serves little to no real purpose. In a true PBL project, students don’t just apply what they already know to the completion of the project—they also build and demonstrate their knowledge through its completion. What’s more, this process literally doubles the length of time that such a unit could take. The result is that many ELA teachers dismiss PBL as something that can’t possibly fit within their pacing calendar.    

So instead of a “one then the other” approach, here are a few tried-and-true PBL concepts you might choose or adapt for your next novel study.

Thematically Align Novel Beats With Project Milestones 

One of the most rewarding ways to integrate a novel into a PBL project is to use the novel as the main source for a thematic project. Some examples might include exploring injustices in modern society while reading Animal Farm , trying to decide if perfect societies are possible through Fahrenheit 451 or Uglies , or reflecting on how we grow and change while reading The Catcher in the Rye or Bless Me, Ultima . 

The key to this type of project is that the book and the project follow each other simultaneously while the problem or question at the project’s center is answered as the book progresses. Be warned—this approach may be the most rewarding, but it also requires expert-level knowledge of the book, since the project activities and assignments align to specific chapters or moments in the book. 

To understand this complex approach, let’s use Little Red Riding Hood as an example. First, we must consider the helpful knowledge it could bestow on the reader and how it relates to the real world. The idea of safety comes to mind, so a teacher might design a project around “How can we create a plan to keep ourselves and our families safe?” The final product would be a family safety plan. Next the teacher considers the “beats” in the book and aligns the parts of the project to the beats so that as the story progresses, the final product is developed.

Certain parts of the story connect to parts of the safety plan, allowing the project to progress alongside the book and inform the project as the students read.    

Analyze and Understand the Novel Through Collaboration 

Instead of having students just read and discuss the novel, they can work collaboratively to build their abilities as “literacy leaders” and develop analytical skills. The driving question for such a project could be something along the lines of “How can we create and lead an inclusive book club in our class?”  

Students take turns acting as leader of the group for the day/week. They lead the discussion, prepare prompts or supplemental materials, and practice the analysis strategies that their teacher has modeled for them in service of supporting them as the leaders. This kind of project leans heavily into shared norms and values and relies on a culture built atop shared responsibility. 

The Edutopia article “ 5 Tips for Teaching Novels When Students Won’t Read ” presents additional effective strategies to use if you have reluctant readers in your class. The methods shared can help improve your students’ experience with novels and encourage them to contribute to group projects.  

Demonstrate Deep Knowledge Through Creative Writing

Books with open-ended plot points (such as The Giver ) are an effective way to integrate both critical thinking and creative writing into novel studies through PBL.  

In this type of project, students work together to critically analyze the novel’s characters and narrative arc so that they can create an alternate ending or additional chapter that fits seamlessly with what they’ve read together. Daily reading, writing, and discussion activities provide the method for students to workshop their alternative endings.

This kind of project invites a great deal of reflection and critique as students question and justify the choices they make in their writing. Would Romeo and Juliet’s untimely deaths finally bring peace to Verona, or would they result in an escalation of the family conflict and exacerbate circumstances “where civil blood makes civil hands unclean”? Rich discussion and revision opportunities abound.  This project could also culminate with an outside audience, such as the school’s ELA department, choosing the best entries and reading them aloud.  

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