• Contact sales

Start free trial

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

ProjectManager

Table of Contents

What is a project proposal, 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.

  • ProjectManager & Project Proposals

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.

project proposal key elements

Get your free

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.

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.

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.

Project proposal tempalte for Word

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.

Example Project Proposal Kanban Board

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 .

Click here to browse ProjectManager's free templates

Deliver your projects on time and under budget

Start planning your projects.

Kantata Blog

IN THE NEWS

Total Economic Impact Study Reveals Kantata Provided $24.5 Million in Benefits to Services Organizations

  • Agency & Marketing
  • Business Intelligence
  • Client Engagement
  • Growth and Profitability
  • Industry Perspectives
  • Operational Efficiency
  • Professional Services Technology
  • Project Management
  • Resource Management
  • Workforce Trends
  • In The News
  • Success Stories
  • Women In Tech

5 Elements Every Project Proposal Should Include

5 Elements Every Project Proposal Should Include

Updated apr 13, 2023.

If you’re working on writing a project proposal for a potential client or customer, you may be wondering what—exactly—your project proposal should include. While your actual project proposal will depend on the type of project, there are several key sections that every project proposal should include.

If you’re submitting a project proposal from an RFP (request for proposal), chances are the RFP lists exactly what information should be included in the proposal. In those cases, it’s important not to deviate from the outline provided. An RFP is usually created by a company for one of three reasons, it is getting multiple project proposals and knows exactly what they’re looking for, it has stringent regulations on hiring contractors, or it requires a significant approval process to initiate work. Deviating from the provided outline in an RFP can sometimes mean immediate dismissal.

For all other proposals, however, there are certain elements that project proposals should always include:

1. Project Background

The project background is a persuasive element of your proposal. It reinforces the need for the project while introducing how you’ll be able to help attain those goals. This part of your project proposal should include information about why the project is being sought—for instance, problems, challenges, or opportunities that currently exist—and how the project can fulfill those needs.

2. Project Objectives

The objectives in a project proposal communicate the desired outcomes of the project, whether these outcomes are deliverables or results. This part of your project proposal serves not only as an acknowledgment that you fully understand the goals of the project, but also acts as a guide for your own project planning. Consider these objectives the targets that every stage of your project should be aiming toward achieving.

3. Project Scope

The project scope includes details of what the project will entail. This is where you want to be especially specific, as this sets the direction for the project expectations that will be agreed upon when you write and sign the contract. The scope is usually one of the longer parts of a project proposal. It lets the client know what to expect as well as helps to establish you or your company as the right choice to complete the project. In the project scope, you should include:

  • Key deliverables and what each entails
  • Points of measurement or review
  • Any known issues or risk and how they will be handled
  • Project exclusions, if any need to be defined
  • Assumptions and plans for how you will address uncertain information as it arises
  • Any constraints that may affect the project

4. Plan, Timeline, & Budget

This is the part of the project proposal where you lay out exactly how the project described in the project scope will be completed. Take the time to do this section right, as it will define the proposed timeline and budget requirements for the project. It’s important to go into this section knowing what resources you have available, what their availability looks like, and their costs, as well as a projection for any materials required to complete the project.

Make sure to detail time for review and revisions, contingencies that impact budget, and other information that might affect the timeline, process, or budget, for a more accurate statement of expectations.

5. Next Steps

If the client decides to move forward with the project, what should the next steps be? This may include a final consultation call or meeting, drafting and approving a contract, having an onboarding call, setting a start date, and more. Make it easy for the client to move from saying “Yes, let’s do this” to initiating the project.

What Do You Use For Resource Management?

How do you track the availability and costs of your team and resources to more accurately estimate projects? Kantata’s resource management tools eliminate guesswork for more accurate, profitable project estimates.

Recommended for you

Solving the 5 biggest resource management challenges facing agencies, 2023 professional services maturity benchmark.

Success Story

Huge Improves and Standardizes Data with Kantata

Subscribe to get updates.

  • Project planning |
  • 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

Team Asana contributor image

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.

[inline illustration] What is a project proposal? (infographic)

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.

[inline illustration] Types of project proposals (infographic)

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. 

[inline illustration] How to write a project proposal (infographic)

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 .

Related resources

project proposal key elements

Sales and operations planning (S&OP): A project manager’s guide

project proposal key elements

What is stakeholder analysis and why is it important?

project proposal key elements

Scope management plan: What is it and how to create one

project proposal key elements

7 causes of content calendar chaos—and how to solve them

We use essential cookies to make Venngage work. By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.

Manage Cookies

Cookies and similar technologies collect certain information about how you’re using our website. Some of them are essential, and without them you wouldn’t be able to use Venngage. But others are optional, and you get to choose whether we use them or not.

Strictly Necessary Cookies

These cookies are always on, as they’re essential for making Venngage work, and making it safe. Without these cookies, services you’ve asked for can’t be provided.

Show cookie providers

  • Google Login

Functionality Cookies

These cookies help us provide enhanced functionality and personalisation, and remember your settings. They may be set by us or by third party providers.

Performance Cookies

These cookies help us analyze how many people are using Venngage, where they come from and how they're using it. If you opt out of these cookies, we can’t get feedback to make Venngage better for you and all our users.

  • Google Analytics

Targeting Cookies

These cookies are set by our advertising partners to track your activity and show you relevant Venngage ads on other sites as you browse the internet.

  • Google Tag Manager
  • Infographics
  • Daily Infographics
  • Graphic Design
  • Graphs and Charts
  • Data Visualization
  • Human Resources
  • Training and Development
  • Beginner Guides

Blog Business

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

By Jennifer Gaskin , Dec 11, 2023

How to Write a Project Proposal

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.

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 are the 6 types of project proposals?

How to write a project proposal in 9 steps

What are the contents of a project proposal.

  • Project proposal templates and examples

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:

project proposal key elements

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 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.

Writing a great project proposal can be a challenge, even if there aren’t a ton of requirements from the hiring party. That’s because you need to craft the message specifically for the company or individual you’re sending the proposal to, and that may mean spinning facts in your direction.

Here’s how to write your 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:

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.

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:

project proposal key elements

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

project proposal key elements

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

project proposal

  • 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:

project proposal key elements

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.

project proposal key elements

  • 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 examples with templates

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.

Construction 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.

project proposal key elements

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.

project proposal key elements

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.

project proposal key elements

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

project proposal key elements

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 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.

project proposal key elements

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.

project proposal key elements

Work 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.

project proposal key elements

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.

project proposal key elements

Marketing 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.

project proposal key elements

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.

project proposal key elements

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.

project proposal key elements

In summary: Put your products in the best light using one of 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.

Filter by Keywords

Project Management

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

Senior Content Marketing Manager

July 13, 2023

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.

document everything ClickUp CTA

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?

ClickUp Research Report Template

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.

ClickUp Project Proposal Whiteboard Template

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.

Receive the latest WriteClick Newsletter updates.

Thanks for subscribing to our blog!

Please enter a valid email

  • Free training & 24-hour support
  • Serious about security & privacy
  • 99.99% uptime the last 12 months

Advisory boards aren’t only for executives. Join the LogRocket Content Advisory Board today →

LogRocket blog logo

  • Product Management
  • Solve User-Reported Issues
  • Find Issues Faster
  • Optimize Conversion and Adoption

How to write a compelling project proposal (with template)

project proposal key elements

As a product manager, you know everything about your product, customers, and competition. You know what the pain points are and have likely identified areas of opportunity to improve the product.

How To Write A Compelling Project Proposal Template

But how do you go about actually getting approval to work on a project you know will be extremely valuable? This is where your project proposal is key!

The importance of proposal writing in product management

The steps for product development are quite simple: start with discovery, identify the problem you want to solve, do the research, validate the solution, build it, and ship it.

But any product manager knows those “simple” steps are quite involved — they take a lot of communication before anything is added to the roadmap, let alone get shipped. The good news is if you thoroughly lay the groundwork for your key stakeholders early and set the right expectations, the risk of building something your customers do not want or need is virtually eliminated.

So how can you achieve that? Through writing a darn good, highly-detailed project proposal.

The proposal aims at answering all those burning questions on stakeholders’ minds like “Why should we build this?” or “How does it benefit our customers or our company?” or “Does it differentiate us from our competitors?” Even more so, it gets leadership and teams aligned on the project and how it ladders up to the company’s key objectives or OKRs.

Having a project proposal is like having a blueprint of the house you are going to build so that the buyers know what it will look like before investing in it.

What is the format of a proposal?

Think back to the times you wrote all those long papers back in school. There was a structure to them — a clear beginning, middle, and end. You should treat your proposal the same. Just remember, keep it simple and direct using research, facts, and data.

The format of a good proposal lists these elements:

  • Executive summary
  • Project details
  • Competitive overview
  • Product pricing
  • Constraints/risks
  • Success metrics

Let’s go over each of section of a project proposal in-depth below.

1. Executive summary

The executive summary is one of the most important elements of your proposal. It summarizes the project in a digestible format so that anyone reading it understands what the project is and its benefits right out of the gate.

2. Project details

The next section in your proposal should dive into the details of the project. Why is this project important? Why should we invest in it now and what are the benefits to customers and the company?

project proposal key elements

Over 200k developers and product managers use LogRocket to create better digital experiences

project proposal key elements

This is a great place to include any data you have or customer feedback about the value of the project. You should also list out what personas this is for and any use cases you have identified that further support the project.

3. Competitive overview

Having insight into the market and your competition is one of the most important jobs for product managers. This section offers you an opportunity to show you’ve done the research and know your product and the market. Include details on who the competitors are and if they offer something similar.

Make sure to document how this project differentiates your product in the market from the rest. Including any screenshots, videos, or documentation around similar features with both direct and indirect competitors in this section of the document helps strengthen your pitch.

4. Financials

It would be great if we lived in a world where building products is free. However, that is not the case and how your project may affect the company’s bottom line is super important.

This section details any costs associated with the project. These costs could be in the form of data storage, headcount required to build the product or feature, any third-party integration costs, etc.

5. Product pricing

If what you intend to build is something you plan to charge for, what does that pricing structure look like ? How does this pricing fit in with the larger company pricing structure? You can also include information about how other companies price and sell similar products as a comparison.

6. Milestones

Break down how you are thinking about delivering to customers and turn these into milestones . Clearly document the release phases, all the way from MVP and having something beta ready for customers to full general availability. Add details of what the deliverables fall under each phase and beyond.

7. Constraints/risks

It is very important when creating this proposal to have the right conversations with the right people that may be impacted by your project. This section highlights either constraints for the project — like a deadline or limited resources — as well as any risks involved.

8. Success metrics

Lastly, how will you know this project is a success? Use this section to get very specific on your success metrics — whether they are qualitative or quantitative.

For example, success metrics could be increased utilization, increased revenue, decreased number of calls to support, or decreased customer complaints. If you have specific values to commit to, that is even better.

Project proposal template

Based on everything we outlined above, here is a free, basic project proposal template that you can use and customize for your projects:

Project Proposal Template

Remember that you can add any additional information or sections if it would be helpful for the stakeholders you are presenting to. A project proposal should highlight all of the important elements of a project, so it may make sense to customize it based on the needs of your own organization.

Best practices for communicating proposals with stakeholders

Okay, you have your proposal down, now for (gulp) perhaps the most nerve-wracking part — delivering it to stakeholders. Relax, you have prepared your research and have outlined all the details in your proposal! Now you just need to share all those findings with your stakeholders.

A few tips I recommend from pitching many proposals over the years would be:

Consider your audience

Chances are your stakeholders are very busy people. So getting them away from their responsibilities for even 20 minutes is tough.

This is where you will need to understand who your audience is and what pieces of your project they will care about the most. Once you identify this then you can prioritize the order in which you want to go through the proposal.

Listen to feedback

I know you want to get this over with and out the door, but you have a mission here to make sure you take time to acknowledge questions and jot down follow-ups.

Listen carefully to what is being suggested and asked. It is OK if you do not have all the answers and don’t be afraid to admit that just take a note to follow up post-meeting once you’ve had a chance to figure out the answer.

Send out a recap

After the meeting, either later that day or latest the next day, send out a follow-up. Thank those for attending, attach the recording if you recorded the meeting, link to your proposal, and add a high-level summary of what was discussed during the meeting. This double confirms alignment, acts as a paper trail, and reduces the chance of miscommunication amongst the group.

Best Practices For Communicating Proposals With Stakeholders

Conclusion and key takeaways

Proposal writing for product management can seem like a daunting task, but the positives far outweigh the negatives in devoting time to creating one. Being able to create a document that clearly outlines the scope of the project for stakeholders is a vital step toward the success of the overall project.

And remember, communicating with the right stakeholders is a huge part of the success of the project. So, while it is extremely important to prepare for delivering your proposal realistically, your communication with stakeholders should be a constant feedback cycle even before the project proposal is written.

Keeping your stakeholders close to the project and constantly in the loop ensures no wires get crossed or unrealistic expectations get set which ultimately means smoother execution and less stress on your end!

Featured image source: IconScout

LogRocket generates product insights that lead to meaningful action

Get your teams on the same page — try LogRocket today.

Share this:

  • Click to share on Twitter (Opens in new window)
  • Click to share on Reddit (Opens in new window)
  • Click to share on LinkedIn (Opens in new window)
  • Click to share on Facebook (Opens in new window)

project proposal key elements

Stop guessing about your digital experience with LogRocket

Recent posts:.

Kevin Morris Leader Spotlight

Leader Spotlight: Balancing inward and outward product management, with Kevin Morris

Kevin Morris talks about the importance of not overly focusing on the inward-facing components of product management.

project proposal key elements

A guide to sprint planning

While running a sprint planning ceremony is pretty straightforward, a lot of work goes into the planning both before and during the ceremony.

Leader Spotlight Sam Schulte

Leader Spotlight: The tipping point to scale, with Sam Schulte

Sam Schulte, Vice President, Product Engineering at Inspirato, talks about the delicate balance between innovation and scale.

project proposal key elements

How to manage HiPPOs in the workplace

Workplaces have tried to move away from layers and layers of hierarchy, with managers managing managers in a seemingly never-ending pyramid.

project proposal key elements

Leave a Reply Cancel reply

The Essential Guide to Writing Winning Project Proposals

By Kate Eby | September 6, 2018 (updated August 23, 2022)

  • Share on Facebook
  • Share on Twitter
  • Share on LinkedIn

Link copied

Done correctly, project proposals provide a way to get your ideas noticed, funded, and approved. They take on many forms, but are often a document that helps you sell a potential project to a boss or outside entity that has the power to deny or approve a project. Project proposals can be either internal or external, long or short, formal or informal. However, all project proposals have two things in common: They take time to write and require attention to detail. In this article, you will learn about the different types of project proposals, what makes a good project proposal, and the basics of how to write one.

What Is a Project Proposal?

A project proposal is a way to present a detailed description of how you or your organization plan to solve a certain problem. It includes a list of activities that should be implemented and the associated costs. Project proposals also highlight why your solution to the problem is the best and why the approver should choose it.

Project proposals provide an outline of what a project will accomplish, what it will deliver, how long it will take, the resources it will use, and the budget it will require.

All project proposals are unique, but use a similar format. They all highlight a problem, a solution, a timetable, and a budget.

Rick Harris

“Writing a proposal is an art and a science,” says Rick Harris, Executive Director of The Association of Proposal Management Professionals (APMP), a worldwide membership organization dedicated to helping guide people through the process of writing winning business proposals. The science is what you must include in a proposal, and the art is putting your own stamp on it by including the items that will help you win, Harris explains.

Project Management Guide

Your one-stop shop for everything project management

the 101 guide to project management

Ready to get more out of your project management efforts? Visit our comprehensive project management guide for tips, best practices, and free resources to manage your work more effectively.

View the guide

What Is the Purpose of a Project Proposal?

Project proposals are a way to begin formal communication between a person or company and a stakeholder who wants to accomplish something. Often, they lead to the development of a contract or a plan to complete certain tasks. The proposal highlights a solution to a specific need and is a preliminary blueprint to coordinate all of the elements of a project. It provides the structure for what the project will look like and aligns the necessary resources.

“The proposal puts you in line to get new business. Most business that comes into a company comes through a proposal. Proposals are the economic engine for a company,” Harris says. Usually, companies do not just offer new work to other companies. They also need to prove themselves, and that requirement is generally achieved through a proposal process, Harris explains.

Different Types of Project Solicitations

The type of project proposal you submit depends on the type of solicitation to which you’re responding. There are many different types of project solicitations: from within companies, from non-governmental organizations (NGOs), for government grants, from private companies, from foundations, and many others. Each type differs in how they are solicited, accepted, reviewed, and awarded.

Some are formal solicitations outlining what a customer or funder wants. With these kinds of requests, there is usually a request for proposal (RFP) , which formalizes the application process and outlines the format of the proposal. For these types of proposals, the submission process is often highly structured.

More informal solicitations for proposals can result from a conversation or some contact between two parties. Sometimes, the process for submitting this type of proposal can be as simple as sending an email attachment.

Other proposals are unsolicited, kind of like making a cold call. Since nobody has asked for them, unsolicited proposals are often difficult to write because there are no specific guidelines for convincing a funder or approver that they need what you provide.

There are also project proposals for renewing, continuing, or supplementing funding:

  • Renewal Funding: These proposals make the case for continuing funding after the initial term of the project expires.
  • Continuation Funding: After the initial project term expires, sometimes work is not complete. Therefore, companies need more time to use the initial funding in order to either complete the project or start a new phase. This type of proposal outlines these terms.
  • Supplemental Funding: These are proposals that ask for additional funds and resources beyond what was included in a previous proposal, either for the purpose of expanding the scope of the project or finishing the initial project. Supplemental funding proposals need to justify why additional resources are necessary, show why the project is still worth doing, and explain why the initial budget was not sufficient.

Tom Sant

No matter the type of solicitation, it should accomplish the same basic things. “People want answers to three simple questions: Am I getting what I need? Is it a good value? Can they actually deliver?” says Dr. Tom Sant of Hyde Park Partners , a business consulting firm in California. He has more than 35 years of experience writing many kinds of proposals, has written several books, and trains others in proposal writing.

“What you are trying to communicate is that the value we are going to deliver minus the cost we are going to charge you is greater than the value of any other alternatives minus the cost of that alternative,” he says.

What Are the Different Types of Proposals?

Just as there are different types of solicitations for proposals, there are also different types of project proposals, and they vary by industry. Below are the major categories of proposals:

  • Business Project Proposals: Business project proposals come in many different forms. Often, they outline terms for the project and can act like a contract. Business project proposals can be about a project or business idea that one person or company has that would benefit another stakeholder or business. They can be partnership proposals to merge products, events, or development. Business project proposals can also concern a sponsorship, corporate donation, or professional connection that helps one entity provide a good or service. Use this business project proposal template to list project details, objectives, justification for and impact of carrying out the project, and resources required. Additionally, use the built-in timeline to outline your proposed schedule.

Business Project Proposal Template

‌ Download Free Business Proposal Template - Word

  • Engineering Project Proposals: Engineering is a field that relies on details, so engineering project proposals should be detailed as well. Often, these types of proposals are to find new customers, gain new partnerships, obtain new contracts, and gain project approval.
  • IT Project Proposals: The key to IT project proposals is to know the audience and the complexity of the project. Sometimes, you need to keep the proposal simple so the reader can understand it. People who are familiar with the IT world might understand more than outsiders would.
  • Software Project Proposals: The level of complexity is also an important factor in software project proposals. Often, the writer is trying to convince a business person about why a particular software will help with a task. Give them just enough information, so they understand the problem and the solution you are suggesting.  
  • Construction Project Proposals: Construction projects are sometimes more formal, especially regarding government projects. In addition to explaining the details and needs of the project, construction project proposals include the name and requirements of the project, the timeline, the necessary workforce, and the cost for completion. For more information about proposing construction projects, check out this article on construction bidding .
  • Statement of Work: A statement of work (SOW) is a document that explains the work to be done, why it needs to be done, and why you or your business is the one to complete the work. The statement of work outline template below is ready to use in Microsoft Word format, and can serve as a guide for creating your own SOW for your project. Since statements of work differ by industry, you will need to customize yours for your own use. The sections in this template include introductory information, scope of work, tasks, scheduling, and payment terms. For your convenience, there are preformatted tables to make it easy to highlight details. To break up the text and make the document easy to read, you might want to use bullet points in the template sections that don’t include tables. ​

Statement of Work Outline Template

Download Template in Word

Try Smartsheet Template

Here are some additional statement of work templates to ensure you include the necessary information and use the correct format. For more details about writing a statement of work, see this article .

  • Research Project Proposals: Many universities, government agencies, and other funders support research projects in a variety of fields. Research project proposals are especially vital to graduate students and researchers in a variety of fields. This type of proposal is an initial document that outlines a study or research project that a person or department would like to perform. It must be realistic, achievable, and appealing.
  • Student Proposals: Student proposals are crucial to both students and academic institutions. They outline projects that either a student or group of students wants to do as part of an academic institution’s academic requirements. The projects help students learn and grow academically.

Basics of a Project Proposal

No matter what type of project proposal you are writing, there are some basics to keep in mind: Know your audience and who will be reviewing the proposal. Different people understand different things, and the language and terms you use could impact the approval of your proposal. If someone does not understand the project and what it will accomplish, they are unlikely to approve it.

Everything in the proposal needs a reason to be there. It should be relevant, organized, and stated succinctly and precisely. The RFP or other solicitation should outline requirements and guidelines for proposals. The level of detail varies. For instance, some government grant applications specify the number of pages, the font, the font size, and the size of the margins.

“Read the RFP and respond to the RFP. You have to follow the directions to the letter and make sure you include everything in your proposal,” Harris says. “If you don’t follow the directions, they will reject your proposal.” Harris suggests creating a compliance matrix or chart for each proposal, so you can check off requirements as you meet them.

In general, a proposal should answer the following questions:

  • What is the problem your project will solve?
  • How does this project align with the organization?
  • How does the project benefit the organization?
  • What are the project’s deliverables?
  • What is the time frame for the project and how do you plan to meet it?
  • What resources will you need to complete the project?
  • What is the budget?
  • How will you measure the project’s success?
  • Are there any risks associated with the project and how will you overcome them?
  • Who is responsible for the completion of the project?

“The proposal that will rise to the top is the one that focuses on the request, the solution, and how you can help the company that is asking for help,” Harris points out.

Sant has some general guidelines about how to structure a project proposal. He calls his guidelines the “pattern for presenting a solution persuasively.”

What Is the General Outline of a Project Proposal?

No matter what kind of project proposal you’re writing, they all have some common elements , the primary one being that all project proposals are divided into sections. Structuring your document this way shows the reader that you understand the project and know how to execute. Keep in mind that different people might be reviewing different sections.

Depending on the type of proposal or the RFP, the corresponding sections might have different names, but their functions are similar. Basically, the proposal needs to identify a problem, outline a solution for that problem, show why the solution is necessary, provide a budget, and profile who will do the work within a specific time frame.

Here are the basic sections of a proposal (as well as several possible titles for each section):

  • Executive summary, project summary, introduction, overview, abstract
  • Statement of problem, history, opportunities, project background, challenges, project justification
  • Solution, objectives, requirements, project definition, recommended options, methods of activities, narrative
  • Budget and costs
  • Measurement, tracking, success, reporting, evaluation, monitoring
  • Conclusion and appendix

There are so many different potential names for these sections that APMP’s Harris says that his organization has created a glossary of terms. He suggests using the section headings listed in the RFP or creating a standard for your company.

The executive summary section is like an elevator pitch, generally mentioning the problem, solution, and timeline. The purpose of the section is to get the attention of the reader.

The statement of the problem section puts the project and problem into context and shows why the project you are proposing is necessary.

In the solution section, you explain how you will solve the problem. This includes the project’s schedule and methodology.

The remaining sections explain the budget and evaluation methods. The proposal concludes by reminding the reader about the problem and highlighting why you’re the best to solve it.

What Is the Rationale in a Project Proposal?

In the rationale section of a project proposal, you show why you have the best solution to a particular problem. The rationale section is sometimes called the project background because it is where you explain why the project you are proposing is necessary. The section often includes evidence, data, and examples.

This section analyzes the problem, illustrates why your organization understands the problem, and demonstrates why your organization is the best choice for addressing that problem. Sometimes, the rationale even mentions other work being done in the area.

However, don’t spend too much time talking about yourself and your company. “A big mistake proposal writers make is talking too much about their company, its legacy, and what it does,” Harris says, adding that the company reading the proposal is only interested in what you can do for them and at what price.

Sant seconds that opinion: “Proposal writing is a little like courtship. If the person you’re out with talks all about themselves, there probably won’t be a second date. It’s the same with proposals.”

General Advice before Writing a Project Proposal

Writing project proposals is not something to take lightly. Your future might depend on whether or not someone approves or funds your project.

“I think people have come to realize that it’s not enough to submit generic content,” Sant says. He believes proposals really need to be about understanding a client’s needs. “It makes it more persuasive and less of an information dump,” he continues.

Plan ahead for writing a project proposal. Clear your schedule and focus. Know who will be writing the proposal. Will it be one person or several people? Who will edit the final proposal, so it has one voice and a consistent message? Is someone gathering all of the information and data you need?

“The key is organizing before you write. If you organize your thoughts, that goes a long way when writing proposals,” Harris emphasizes. Don’t just cut and paste from other proposals and don’t write just to write. “You need to go into it thinking you are going to win it. Bid on things you can win,” he says.

Gather your resources and know what you need. Set timelines and assign tasks. Be realistic about what you can accomplish and in what time frame. Research the topic you’re proposing. Make sure you know and respect the specific requirements for the proposal, especially deadlines.

Harris says APMP puts out RFPs several times each year and receives many proposals. Often, if a proposal is due at 5:00 pm EST on a Friday, some people turn it in on Monday morning, thinking the deadline is not important. Being late disqualifies the proposal. “You have to be logical. If you miss the deadline for turning in a proposal, why should I think you will meet the deadlines in the proposal?” Harris explains.

When you are almost ready to write, outline the proposal and get peer feedback during this and other stages of writing the project proposal. It’s better to know sooner rather than later if someone does not agree with what you are proposing.

Use headers for the sections of the proposal, since some people pan and scan it. If there are charts, images, or graphs, make sure they look good.

As for the writing itself, be sure to do the following:

  • Use clear language and avoid jargon.
  • Get to the point and do not make the proposal too complex.
  • Define acronyms and have an acronym page if there are a lot of them.
  • Use action words like organize, prepare, research, restore, achieve, evaluate, exhibit, offer, lead, involve, engage, begin, compare, reveal, support, demonstrate, define, implement, instruct, use, produce, validate, test, verify, recognize, etc.

Sant talks about writing style by explaining three types of words to avoid: “fluff, gruff, and weasel words.” Sant explains fluff words as the unnecessary words, like game-changing, world-class, synergistic, state-of-the-art, best, uniquely qualified, robust, innovative, etc. “The more you use fluff words, the less the reader trusts you. They don’t mean anything,” Sant says.

Gruff words are the confusing and large words often used in academic and legal documents,  and they do not impress a reader. “That’s writing in which the goal isn’t to communicate, but to intimidate,” Sant explains. “We want the writing to be clear. Sentences should be 15 to 18 words. Complicated and complex language communicates complex and complicated projects,” he offers.

Sant says weasel words are the ones writers often use to camouflage uncertainty. That uncertainty comes across to the reader, leaving them to wonder if the project will work or not. Examples of weasel phrases are may, could, and might.

In case different people review different sections of the proposal, make sure each section can stand alone. Don’t assume a reviewer has read all the previous sections of your proposal.

Harris suggests looking for ways to make the proposal visually appealing, like using charts, graphics, timelines, and diagrams.

Think about what success will look like after the project is finished and make sure that positivity gets into the proposal itself.

How Do I Write a Project Plan?

A project plan, also known as a project management plan , is similar to a project proposal. It contains both the scope of a project and the objectives it will achieve. It is not meant to be a day-to-day calendar of tasks, but rather an overall planning tool to keep you and your team on track to achieve the stated end results.

The overall advice for writing a project proposal is similar to that for writing a project plan:

  • Research the topic.
  • Understand the project and why you’re doing it.
  • Outline the plan itself and the timeline to complete it.
  • Gather your resources.
  • Know what executing your plan will cost.
  • Discuss how to measure success and evaluate the results.

Often, a Gantt chart will make it simple for anyone interested in the plan to understand what it will accomplish and how. Check out “How to Create a Gantt Chart in Excel.”

Writing the Sections of a Proposal

Once you have done the research and gathered your resources, it’s time to write the project proposal. Each section has a specific purpose. Keep in mind that there are many possible names for the sections. The RFP or industry standards should tell you which ones to use for your proposal. You might not use all of them, you might combine them, or you might even add additional sections. Here is an overview of the sections in a proposal:

  • Executive Summary/ Introduction/ Overview/ Abstract: This introductory section is the place where you get the reader’s attention and win them over. Give them a reason to care about your proposal. The executive summary section is an overview of the facts. Tell the reader what the problem is, what is currently being done about it, and what your proposal will accomplish. Keep it short and briefly mention your vision for the project and the time frame. “If you don’t get them in the first 15 seconds, you’re likely to lose. The first paragraph needs to be about them. It needs to say, ‘Here’s what we can do for you,’” Harris says. “Always turn it around to the company you’re talking to. If you’re writing about your company [in the introduction section], it’s a complete turnoff. Turn it around to say, ‘We can help your company achieve its goal of accomplishing x, y, and z,’” Harris explains. A few good statistics can help you make your case and help the reader connect to both the problem and your solution to it. Remember, this is just an introduction. You will get into details later in your proposal. This section is not about you or your company. It’s about how you will solve a client’s problem. “It should not start out with, ‘ABC company is pleased to respond to your RFP.’ The first words shouldn’t be your name. They should be your potential client’s name,” Sant says. If appropriate, it is okay to acknowledge the risks associated with your plan. Also, reinforce that you know what the company, funder, or client is looking for.  End the section with a positive statement about how you plan to tackle the problem.
  • History/The Problem: This is the section where you show your knowledge of the problem and what is currently being done about it. This section needs to be thorough and contextualize the project you are proposing. This is not where you lay out your plans for fixing the problem. That comes later. Historical data can help provide a solid foundation for your proposal. It will help show the need for your project and the reason you are proposing it. Through your research, you should know about other projects that either complement or conflict with the project you are proposing. It is okay to mention those projects as part of your industry analysis. Communicate how your project fits into the organization’s objectives and relate it back to the person reading the proposal. Establish a shared interest in completing your project by making the reader care.
  • Solution/Objectives/Requirements/Project Definition/Narrative: This is the bulk of your project proposal. It is where you get into the details about what you plan to do and how you plan to do it. In some cases, it is one large section; in others, you may want to divide it into several sections with subheads. Begin with a narrowly focused synopsis of the project you’re proposing. Show the reason for your project and why your solution is the best way of addressing the problem. Harris suggests highlighting your company’s past successes in solving similar problems. “Show what you did in past projects,” he says. Talk in detail about what you’re going to do, and explain the deliverables you intend to produce. “Deliverables have to be linked back to the customer’s needs,” Sant explains. “To just describe the deliverables does not do the job. We have to connect the dots. We have to show [the reader] that this part of our solution will have these results.” A listing and explanation of your goals and objectives are also part of this narrative section. Goals are broad and define the overall project. Objectives provide the details about how you will reach your goals. “A goal is the soft thing you would like to accomplish. The objectives are how you reach your goal, the roadmap to your goal,” Harris says. He uses the example of a company with a goal of selling 200 additional magazine subscriptions during a set period of time. The objectives to reach that goal are finding current readers who might like to subscribe, going to trade shows to promote the magazine, partnering with a local newspaper, approaching people who might not know about the magazine, etc. “Set a goal for everything and really think through your objectives. The objectives are how you reach your goals,” Harris says. Remembering the acronym SMART (specific, measurable, achievable, realistic, time-bound) will help you with this section. These reminders will help you create goals and objectives that you can accomplish. For further guidance, see “How to Write a S.M.A.R.T. Project Objective.” Next comes the timeline, which needs to span the beginning of the project to the end. It is critical to estimate the time accurately and not to underestimate. Make sure to leave room for errors and unforeseen circumstances. In the timeline, list project phases and milestones and break them down into smaller tasks, albeit not too small. “[Too many steps] might make the project look too complex,” Sant says. It may be possible to use a Gantt chart for the timeline if the formatting for your proposal guidelines allows it. In order to define necessary steps, get a project manager involved to help you use project management principles. In this section, assume your client is looking at other vendors or service providers, because, while you need to sell your plan, you don’t want to present yourself as a type of savior (i.e., as the only one who could possibly fix the problem at hand). Acknowledge limits and address risks while showing you’re the best for the job.
  • Budget/Resources/Costs: This is your opportunity to talk about how much your project will cost and the other resources you will need to complete it. As with all of the other sections, you will need to know the requirements for presenting your budget. Some RFPs require detailed budget breakdowns and narratives explaining them. Others just want a rough idea. As with the timeline, it is essential to estimate the budget accurately and not to underestimate in the hopes of making your proposal look better than others. Do not forget to include salaries, supplies, indirect costs, equipment, and any other hard costs associated with the project. Demonstrating value in the pricing section is key. Harris says he has at times accepted higher cost proposals because he felt there was more value attached to what he was getting for the price. “Show the value in your pricing. You can be more expensive than your competitors, but you must demonstrate value. Show me why I am going to be spending more money and what I will get in return,” Harris says. He also recommends charting out what you will charge. “One number isn’t going to cut it. Leave no mystery as to your final number,” he says. Explain all costs and remember to demonstrate their value to the final product. In this section, you can also define who is responsible for specific parts of the project. Highlight their responsibilities and qualifications for the project. You’re trying to show the reason for the project and how it offers a good return on investment.
  • Measurement/Evaluation/Reporting/Monitoring/Tracking: You may think your solution is the best one to fix the problem at hand, but how will you prove it? That is the purpose of the measurement and evaluation section. Discuss how you will measure the success of your project. Will you collect data as you implement the project and as it progresses? If so, what kinds of data will you collect? How will you interpret that data? Some RFPs outline specific evaluation and reporting guidelines, so make sure you address them in this section as they apply to your proposal. Government grants have extensive reporting requirements.
  • Conclusion/Summary: This final section is where you remind the audience why they should approve your proposal. No new information should go into the summary. Rather, it should reassure the reader that you have researched the topic and provided the best possible solution to the problem under discussion. Summarize the key points of your proposal: what you are going to do, why you need to do it, and how you are going to do it.

Writing a project plan is similar to writing a project proposal in the sense that it has several sections outlining what will happen, how it will happen, how long it will take, how much it will cost, and how it will be evaluated. It provides a type of roadmap for a project. Some organizations use the terms project plan and project proposal interchangeably. However, there can be some key differences.  

A major difference is that a project plan can change over the course of the project. It is a plan and sets the course, but it can go off-script.

Another difference is that the plan outlines how a project will proceed, and the proposal is a document used to request approval and/or funding for a project.

Here are some other differences between a project plan and a project proposal:

Writing Short Proposals or One-Page Project Proposals

Sometimes, a manager or potential client just wants a brief proposal outlining what you want to do and how you want to do it. Often, this type of proposal comes after a conversation or discussion where one party asks the other for more detailed information about an idea.

These kinds of proposals include the same information as the longer ones, but are presented in a much more succinct format.

Here are the sections to include when writing a short proposal:

  • Overview: What is the project you are proposing and why are you proposing it?
  • Why You: Show why you are the best person or company for the job. Highlight your past experience and your value. Be honest and excited about the prospect of the project.
  • Pricing: In addition to showing how much the project you are proposing will cost, you can provide other options at different price points. People like having options.
  • Terms and Conditions: Keep this section simple and not lawyer-like, but include payment terms, intellectual property rights, etc.
  • Call to Action: Tell the reader what to do next. Lead them down the path of what you want them to do, which is probably to sign the proposal and begin the project with you.

Before Submitting a Project Proposal

No matter what kind of proposal you write, it is important to get feedback. Look for weaknesses in your arguments and address them before submitting your proposal. Have someone else read it to make sure that it makes sense and that the key points come across.

Here’s an editing checklist to follow:

  • Does the proposal follow the required format (sections, font, type size, margins, number of pages, etc.)?
  • Does the proposal use language people will understand?
  • Does it define terms and acronyms?
  • Is there an appendix with supporting documents if one is allowed and necessary?
  • Does the proposal address the key motivations of the funder or approver?

If you have questions, some funders allow them before submission. Harris says it’s okay to form relationships with the people issuing RFPs. Do what you can to separate yourself from your competitors.

Submitting or Presenting the Proposal

Once you’ve put in the hard work to research and write a great proposal, you need to submit or present your proposal. With some government grants, submitting involves uploading files to a database and waiting. Sometimes, you just email a proposal to a potential client. Other times, you will need to formally present your proposal.

In general, a proposal should never surprise a client. The submission should come after some initial contact or a request for proposal. In a sense, the document is a summary of your previous contact and conversations.

If you need to present in front of an audience, be sure to do the following:

  • Research your audience and direct the proposal to them.
  • Be prepared for questions and discussion.
  • Prepare a short rebuttal in case the potential client turns down your proposal.

No matter how you present your proposal, make sure you reinforce that you are delivering a value to them, not just selling them a product or service. You have a identified a problem that you think needs a solution, and you are the one to provide that solution.

Education and Training for Proposal Writing

Many medium-sized and large companies have proposal writers on staff who write proposals full-time. Some smaller companies do not have that luxury.

“Most proposal writers will tell you that they fell into proposal writing,” Harris says, adding that he got into it when someone at a former company (who needed to write a proposal) realized that he could write well. Then, he was hooked: “Most people who are proposal professionals will tell you they do it because there is a thrill to the win.”

But, he needed to learn. “You need to know how to write, but you also need to know what to include and exclude,” Harris points out. Business and other schools only touch on the subject, but are starting to add more curriculum about proposal writing. Some universities have writing centers dedicated to helping craft project proposals, since proposals and proposal writing are integral to student research projects.

APMP has sponsored a book called Writing Business Bids & Proposals for Dummies to teach people the basics about proposal writing. The association also has an annual conference in which industry professionals learn from each other about the latest trends and tips.

Three APMP certifications are also available. The level of certification depends on the years of experience in the field and other factors. Harris says certifications are the main reason many of the association’s 8,200 members join. “They want to be known as someone who has credentials to set them apart,” he says.

Even though proposal writers are often the ones to bring in clients to companies, Harris says companies often overlook their significance: “A lot of folks who write proposals are very organized and efficient, but they’re not the ones who stand out in a company, even though they drive sales. It’s an overlooked profession and it’s an overlooked art.”

Execute on Your Project Proposals with Smartsheet for Project Management

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

PPM Express logo

PPM Express

Integrated Project Portfolio Management

What Is a Project Proposal and How Do You Write One?

In virtually every field, successful endeavors often begin with a well-structured plan. 

This blueprint in project management is a project proposal , a guiding document outlining a project’s purpose, scope , resources, and potential outcomes. 

Whether you’re aiming to secure funding for a groundbreaking research initiative , pitch a new business venture, or initiate a community-driven project, a thoughtfully crafted project proposal is your foundational tool for gaining approval and support.

In this article, we will look at the fundamental concepts of a project proposal, exploring its significance and shedding light on the step-by-step process of creating one. 

So, let’s embark on this journey to mastering the art of project proposal creation and set the stage for your future successes.

Table of contents

What is a project proposal, what are the different types of project proposals, what are the key components of a project proposal, step 1: research and planning, step 2: executive summary, step 3: project description, step 4: budget and resources, step 5: conclusion and call to action, streamline your creation: downloadable project proposal template, how can you avoid common mistakes in project proposals, how to craft project proposals that get results.

At its core, a project proposal is a comprehensive document designed to present a clear and concise overview of a proposed project to stakeholders , decision-makers, investors, or potential collaborators. 

It serves as the initial roadmap for a project, outlining its objectives, scope, methodology, resources, and anticipated outcomes as project assumptions . This project document is created by both project managers and business analysts .

The primary goal of a project proposal is to persuade the intended audience to support the project by providing the necessary resources, funding, or approval.

A well-crafted project proposal goes beyond merely describing the project; it is a persuasive tool demonstrating its value and feasibility. It aims to answer critical questions, such as why the project is important, how it will be executed, what resources are required, and what potential benefits it will yield. Consider conducting a project audit to answer these questions.

By effectively addressing these questions, a project proposal serves as a bridge between the visionary ideas of its creator and the practical considerations of those who have the power to bring those ideas to life.

Now that we’ve gained a clear understanding of what a project proposal entails, let’s now dive into the diverse types of project proposals that cater to different needs and scenarios.

Project proposals come in various forms, each tailored to the specific needs and goals of the project and its intended audience. 

Understanding the different types of project proposals can help you select the most appropriate format for your situation. 

Here are some common project proposal types:

  • Solicited proposal : Responds to specific requests, following guidelines in an RFP . Tailored to meet requester’s needs with detailed project info.
  • Unsolicited proposal : Presented proactively without formal request. Highlights innovative solutions and captures interest with clear problem solving and benefits.
  • Informal proposal : Less structured, suitable for internal team projects. Offers a clear overview of objectives, scope, and expected outcomes.
  • Renewal proposal : Extends existing projects, seeking continued support. Highlights accomplishments, outlines next phase, and justifies ongoing investment.
  • Continuation proposal : Extends project timeline due to delays or changes. Explains extension reasons, provides updated timeline and budget, and ensures progress.
  • Supplemental proposal : Seeks additional resources or funding for ongoing projects. Explains the reasons for the request, outlines changes, and revises the budget and timeline if needed.

These main types of proposals can also differ based on whether they are internal or external in nature. 

Let’s highlight their key characteristics and purposes:

  • Internal proposals : Submitted within an organization, these seek approval or funding from higher management. Assuming familiarity with the organization’s background, they focus on specifics, benefits, and alignment with strategies.
  • External proposals : Targeting investors, partners, or clients, these emphasize the project’s value and benefits. They showcase the organization’s credibility, demonstrating alignment with external interests and potential return on investment.

Having explored the various types of project proposals, let’s now shift our focus to dissecting the key components that make up a comprehensive project proposal.

Crafting a compelling project proposal requires a balance between conveying passion and presenting a logical, well-structured plan. 

Here are the components of a comprehensive project proposal:

  • Title and introduction : This section introduces the project by providing a concise title and a brief overview of the project’s purpose and significance.
  • Project objectives : Clearly state the project goals and objectives. What do you aim to achieve, and why is it important?
  • Scope and deliverables : Define the project’s boundaries and detail the specific outcomes or deliverables resulting from its successful completion.
  • Methodology : Describe the approach and methods you will use to execute the project. The section about methodology provides an insight into the project’s timeline, tasks, and workflow.
  • Resources and budget : Outline the resources required for the project, including human resources, equipment, materials, and budget estimates.
  • Benefits and impact : Explain the potential benefits and impact of the project. How will it contribute to the organization, community, or field?
  • Risks and mitigation : Identify potential challenges or risks associated with the project and propose strategies to mitigate them.
  • Timeline : Provide a timeline that outlines the major milestones and key dates of the project’s progression.
  • Evaluation and measurement : Describe how the project’s success will be measured and evaluated. What metrics will be used to determine its effectiveness?
  • Conclusion : Summarize the proposal’s key points and reiterate the project’s importance.

With a solid grasp of the essential components of a project proposal, let’s move on to uncover a systematic approach for crafting one in just five fundamental steps.

How to write a project proposal in 5 steps

We want to guide you through a systematic and effective approach to creating a project proposal that captures attention and compels stakeholders to rally behind your vision with our easy-to-follow 5-step process. 

How to write a project proposal in 5 steps

Let’s start from the first step – research and planning activities.

In the initial phase of crafting a compelling project proposal, thorough research, and meticulous planning are essential. 

The first step is identifying the project’s objectives.

1.1 Identifying the project’s objectives

Clearly defining the project’s objectives is a cornerstone of effective proposal writing. These objectives serve as guiding stars, directing the project’s path and outcomes. 

To do this:

  • Be specific : Ensure objectives and key results are precise and unambiguous.
  • Measure progress : Formulate objectives that are measurable to track success.
  • Align and prioritize : Ensure objectives align with goals and prioritize them based on impact.

Example : For a software development project, an objective could be to update a platform to make it more user-friendly, increasing online sales by 20% within six months .

With the project’s objectives in focus, the next step is conducting a comprehensive needs assessment to shape our proposal.

1.2 Conducting a needs assessment

It is crucial to understand the project’s context and the problems it aims to solve. Conducting a needs assessment involves analyzing existing gaps and requirements. 

Here’s how:

  • Define the problem : Identify the issues the project intends to address.
  • Gather information : Collect data, insights, and feedback from customers and other stakeholders.
  • Analyze gaps : Compare the current state to the desired state, highlighting gaps.

Example : In a healthcare project, a needs assessment could reveal a lack of awareness about preventive health measures among a specific demographic.

Once we’ve assessed the needs, our attention shifts to analyzing the target audience, ensuring our proposal resonates effectively.

1.3 Analyzing the target audience

Your project’s success hinges on understanding and catering to your target audience’s needs. Analyzing the target audience involves delving into their characteristics and preferences. 

  • Demographic study : Define the audience’s age, gender, location, and other relevant attributes.
  • Understanding motivations : Identify what drives your audience’s behavior and decisions.
  • Tailoring solutions : Craft proposals that directly address audience members’ pain points.

Example : For an educational project, understanding the target audience might involve recognizing a particular student group’s learning preferences and technological literacy.

Having encapsulated the project’s essence, we now turn to the executive summary, starting with summarizing the entire project.

The executive summary is a pivotal component of your project proposal, serving as a concise yet comprehensive overview of the entire proposal. 

This section provides decision-makers with a snapshot of the project’s essence, objectives, and expected outcomes.

2.1 Summarizing the project

Begin by briefly capturing the essence of the project. Condense the main project components, highlighting its scope and purpose. 

Key steps for this subsection include:

  • Project overview : Provide a high-level summary of what the project entails.
  • Scope statement : Define the boundaries of the project to set clear expectations.
  • Problem statement : Briefly touch upon the issue the project aims to address.

Example : A software development project summary might mention creating a cutting-edge e-commerce platform to enhance online shopping experiences.

Continuing the executive summary, we proceed to stating the purpose and key objectives that drive our proposal’s core.

2.2 Stating the purpose and key objectives

Clearly articulate the project’s purpose and its overarching objectives. This section outlines the fundamental “why” and “what” of the project. 

Steps for this subsection involve:

  • Defining purpose : Explain why the project is essential, addressing its significance.
  • Establishing objectives : Highlight the primary objectives that the project aims to achieve.
  • Link to goals : Connect the project’s purpose and objectives to broader organizational goals.

Example : In an environmental conservation project, the purpose could be to protect a specific endangered species, with objectives related to habitat restoration and public awareness.

With the purpose set, we further elaborate on the expected results and benefits in the executive summary’s final segment.

2.3 Outlining the expected results and benefits

Detail the anticipated outcomes and benefits of the project. This section emphasizes the value the project brings to stakeholders. 

Key points for this subsection include:

  • Expected outcomes : Outline the tangible results you aim to achieve.
  • Benefits statement : Elaborate on how these outcomes positively impact stakeholders.
  • ROI and value : Highlight the return on investment and value proposition .

Example : For an education initiative , expected results could include improved literacy rates, leading to a better-educated workforce and community empowerment.

Moving on from the executive summary, we dive into the project description, offering a comprehensive view of the project’s features.

The project description section of your proposal dives into the heart of your project, providing an in-depth look at its components, approach, and execution. 

This section offers a comprehensive view that assures stakeholders of your thorough planning and expertise.

3.1 Providing detailed project information

This subsection offers an exhaustive view of your project, enabling readers to grasp its intricacies. 

Essential steps include:

  • Scope breakdown : Detail project components, outlining what’s involved.
  • Resource allocation : Highlight workforce, technology, and other resources required.
  • Risk assessment : Address potential challenges and your plan to mitigate them.

Example : In a construction project, detailed information might cover architectural plans, materials, and safety measures.

Having detailed the project’s components, we move on to describing the methodology and approach that will bring our vision to life.

3.2 Describing the methodology and approach

In this section, shed light on your project’s methodology – how you plan to bring it to implementation. 

Key elements to cover include:

  • Method explanation : Clarify the steps and processes your team (and their duties based on RACI ) will undertake.
  • Rationale : Explain why your chosen methodology is suitable for the project.
  • Innovation : Highlight any unique approaches or technologies you’ll employ.

Example : For a market research project, your methodology might involve surveys, data analysis, and competitor analysis.

From methodology, our attention shifts to outlining the project timeline and milestones, a crucial roadmap for our proposal’s success.

3.3 Highlighting the project timeline and milestones

This subsection provides a roadmap for your project’s timeline and key milestones. 

Key steps include:

  • Timeline creation : Map out project phases, detailing start dates and deadlines .
  • Milestone definition : Identify critical project achievements, like prototype completion.
  • Dependencies : Highlight tasks that are interlinked and reliant on one another.

Example : In an event planning project, your timeline might show venue booking, vendor selection, and marketing phases.

Transitioning to the budget and resources section, we first estimate project costs, ensuring financial feasibility.

In this section, you outline the financial and resource aspects of your project proposal. 

This section substantiates the practical feasibility of your project and assures stakeholders that you’ve considered all necessary allocations.

4.1 Estimating project costs

In this subsection, you break down the financial requirements for your project. 

  • Cost categories : Categorize expenses into labor, materials, and overhead.
  • Cost estimation : Estimate the cost for each category, considering market rates and trends .
  • Contingency fund : Include a buffer for unexpected expenses or changes in project scope.

Example : For a software development project, cost estimation might involve developer salaries, infrastructure costs, licensing fees, and software testing expenses.

Having gauged the costs, we proceed to allocating resources and funds, strategically distributing them across the project’s facets.

4.2 Allocating resources and funds

Here, you outline how resources and funds will be distributed across project components. 

Steps include:

  • Resource distribution : Assign workforce and materials to specific tasks.
  • Funding breakdown : Allocate funds to different project stages or activities.
  • Efficiency planning : Optimize resource allocation for maximum productivity.

Example : In a marketing campaign, resource allocation could involve designating staff for content creation, advertising, and social media management.

As resources are allocated, we substantiate our financial planning by justifying the budget and reinforcing the proposal’s viability.

4.3 Justifying the budget

This subsection explains the rationale behind your budget, ensuring stakeholders understand its necessity. 

Key points to address include:

  • Cost-benefit analysis : Highlight how project outcomes outweigh expenses.
  • Market comparison : Compare your budget to industry standards or similar projects.
  • ROI projections : Estimate the return on investment stakeholders can expect.

Example : In a construction project, justifying the budget might involve explaining how high-quality materials and skilled labor contribute to long-term durability and reduced maintenance costs.

Concluding the proposal, we estimate all our efforts and create a call to action to make our proposal active.

The final stretch of your project proposal is where you combine all the pieces. 

This section is a persuasive closing, compelling stakeholders to support and approve your project.

5.1 Reinforcing the project’s importance

In this subsection, you reiterate why your project matters and aligns with stakeholders’ interests. 

Steps to reinforce importance include:

  • Recap objectives : Summarize the key project objectives and their significance.
  • Impact statement : Describe the positive change or results the project can bring.
  • Align with goals : Show how the project aligns with organizational or community goals.

Example : For an environmental project, reinforcing importance could involve highlighting how habitat restoration directly impacts local biodiversity and ecosystem health.

The next step is to reinforce the project’s importance and move toward emphasizing its feasibility.

5.2. Emphasizing the project’s feasibility and viability

Here, you address any lingering doubts about the project’s practicality. 

Key steps to emphasize feasibility include:

  • Evidence of planning : Refer to your detailed project description, budget, and resource allocation.
  • Team qualifications : Highlight the expertise and experience of your project team .
  • Risk mitigation : Discuss strategies to overcome potential challenges.

Example : In a research project, you emphasize feasibility by showcasing your team’s research skills, the availability of necessary resources, and a well-considered timeline.

With importance and viability established, our final step is requesting approval or support, sealing the proposal with a strong call to action.

5.3 Requesting approval or support

In this final step, you make a clear and compelling call to action. Steps for requesting approval or support include:

  • Specific ask : Clearly state what you seek – approval, funding, collaboration, etc.
  • Benefits reminder : Remind stakeholders of the project’s benefits and anticipated outcomes.
  • Contact information : Provide the necessary details for stakeholders to respond or seek more information.

Example : A call to action for a community development project could involve requesting funding from potential donors and offering direct contact for further discussions.

Now that we’ve mastered crafting a project proposal in five essential steps, let’s take it further by exploring a convenient solution – a downloadable project proposal template that streamlines your creation.

While it’s essential to understand the intricacies of crafting a project proposal, having access to examples and templates can provide valuable insights and save you time. 

Here, we’ve prepared a project proposal template that can serve as inspiration for your own proposals.

Project proposal template excel and google sheets

Remember that this template is meant to serve as a guide. Tailor it to suit your specific project, objectives, and audience. The goal is to provide structure and inspiration while allowing room for your unique ideas and insights. 

Now that we have a clear roadmap for crafting effective project proposals and a template to ease their preparation, let’s explore how to navigate potential pitfalls by learning to avoid common mistakes in the proposal writing process.

Several common pitfalls can undermine the effectiveness of your proposal. 

Steering clear of these mistakes can help ensure your proposal stands out and leaves a positive impression on stakeholders.

Having identified the errors to avoid, let’s focus on creating project proposals that avoid pitfalls and yield successful and impactful outcomes.

Crafting a project proposal that yields the desired outcomes requires strategic planning, compelling communication, and a deep understanding of your audience. 

By integrating the fundamental principles discussed in this guide, you can create proposals that capture attention and secure the support, funding, or collaboration you seek.

Crafting a compelling project proposal requires more than just assembling information – it demands a strategic approach that captures attention, builds confidence, and inspires action. 

Here are some invaluable tips to help you create an effective project proposal that stands out and garners the support you seek.

How to create a project proposal that get results

If you are ready to take your project management to the next level, consider using PPM Express. 

It’s a robust project and portfolio management tool to help you easily plan, execute, and track your projects. 

From managing resources and budgets to visualizing project progress, PPM Express offers a comprehensive solution for effective project management. 

Try PPM Express today and experience firsthand the benefits of smooth project management without scope creep.

We value your privacy

Privacy overview.

How to Write a Project Proposal

' src=

Table of Contents

A great idea for a project has just popped up in your mind. You are sure it is exactly what your company needs and that it will be well worth the investment.

Still, that’s not enough for your project to see the light of day. The problem is: how to convince the decision-makers to give your project the green light?

Here’s the answer — a well-written and convincing project proposal! A masterfully crafted project proposal can make any project noticed and approved. And, with a few tricks, you’ll become an expert at writing impeccable project proposals!

In this article, you will learn everything you need to know regarding project proposals by exploring the following:

  • What a project proposal is,
  • Why a good project proposal is important,
  • Types of project proposals,
  • Steps to writing a project proposal,
  • The key elements of a proposal.

You will also learn some tips that will help you write a compelling proposal to persuade even the most hardened skeptic. 

Additionally, you will find a project proposal template that you can download and save time.

How to write a project proposal - cover

What is a project proposal?

A project proposal is a document that defines your project ideas. It states: 

  • What the project is about, 
  • What its goals are, and 
  • How it should reach these goals. 

It serves as a kind of advertisement for a potential project, aiming to capture the attention of stakeholders and investors. It should make them believe the project will solve a particular business problem, making it worth the investment. 

A project proposal should outline several details about the project, including:

  • Start date,
  • Objectives, etc.

To put it simply — without a project proposal there will be no project.

💡 Plaky Pro Tip  

If you want to know what the term “stakeholder” in project management refers to, check out this post: 

  • What is a stakeholder in project management?

Why is a good project proposal important?

A well-written project proposal has multiple advantages. 

An effective project proposal gives you a chance to put your ideas into practice. It clarifies goals of a project and states its priorities and requirements, with the purpose of helping you get buy-in. 

As we’ve already mentioned, no proposal means no project. That is, if the proposal does not get the approval, there will be no project. 

When the project is approved, the project proposal becomes the foundation for the project plan.

6 Types of project proposals

There are several types of project proposals. Choosing the right one depends on:

  • The type of project you are proposing, and
  • The audience it is intended for.

Let’s describe them briefly.

Type #1: Solicited project proposals

These proposals are sent as a response to a request for proposal (RFP). 

For instance, some sponsors have a problem and need a project to solve that problem. So, they write an RFP. 

In it, they describe the type of work needed to be done, give some instructions, and include the deadline. Then they send it to several organizations, and each of them writes a project proposal according to the guidelines from the RFP.

Solicited project proposals should be even more persuasive and detailed than other types of proposals since you are competing against others.

Type #2: Unsolicited project proposals

In this case, you have an idea for the solution to a problem, but you need some sponsor to fund your project. Thus, you write an unsolicited project proposal and send it to prospective investors, clients, or sponsors. 

In this case, there is no RFP — no one has asked for your proposal. Thus, there will be no other companies that you are competing against. 

Nevertheless, your proposal has to be persuasive as you don’t know whether the potential investors really need what you are offering them.

Type #3: Informal project proposals

These are proposals written as a response to a client’s request. However, this is an informal request, which means there is no RFP. 

Since there isn’t an official request, there are no strict rules to adhere to. You will have to do a lot of research since there are no guidelines as to what the project should look like.

Type #4: Renewal project proposals

These proposals are usually sent to existing clients in order to persuade them to continue working with you even after the project finishes. 

In this proposal, the aim is to highlight good results from the past that you have produced for that client. Also, you should make them believe that future results will be even better. 

These proposals can also be sent to former clients. This way, you can remind them of your successful cooperaton and try to convince them to work with you again.

Type #5: Continuation project proposal

These proposals are the easiest to write since here, you don’t have to persuade anyone. 

It is written after the project has been approved. 

In this proposal, the project or a new phase of it is about to begin, and you want to inform the stakeholders of that. 

You don’t have to invest much work into writing this proposal. Its purpose is not to win over a new client, but to provide some information about the project status.

Type #6: Supplemental project proposals

Just like the continuation proposal, this proposal is also sent to stakeholders you are already working on a project with. 

Still, it needs to be persuasive as the aim is to get additional resources from the stakeholders. 

You write this proposal to ask for more resources when the budget you’ve originally requested for a project is not enough.

project proposal key elements

Free project management software

Streamline your business — Improve planning, align teams, finish tasks with Plaky.

Plaky web app

6 Steps to write a project proposal

In order for your project to be approved and receive the budget it needs, you need to write a detailed project proposal. 

It should contain all the information necessary to give a clear picture of every aspect of the project. 

These are the 6 steps you should follow when writing a proposal:

  • Write the executive summary.
  • Describe the project background.
  • Present a solution.
  • State the project deliverables.
  • Request the necessary resources.
  • Write the conclusion.

Write your project proposal following these 6 steps

Step #1: Write the executive summary

This is a relatively short part of the proposal where you give the potential investors and stakeholders the most important information about the project. 

The aim of this section is to persuade the reader to continue reading. It should announce what’s coming and try to capture the reader’s attention. 

This short summary should do the following:

  • Introduce the problem the project should solve,
  • Explain the impact it will have,
  • Mention the resources that the project requires,
  • State the timeline for project completion,
  • Announce the team members who will work on it, etc.

You don’t have to talk about these points in detail since you will expand on them later in the proposal.

Step #2: Describe the project background

In this section, you should explain the problem and highlight the importance of finding a solution to it. 

You can use statistics and important metrics to make your point clear.

Also, you can reference some past projects related to the same problem. By doing that, you should show that the project you are proposing will solve the problem more successfully. 

In this section, you should:

  • Explain the problem the project is based on,
  • State what you already know about that problem,
  • Mention some previous research related to the problem, and
  • Explain why the previous solution was not successful.

This section should not be too long — one page is enough.

Step #3: Present a solution

Next, you should expand on the problem and present a solution to it. This is the part of the proposal where you should go into detail. 

The points you should cover in this section are:

  • The vision statement you have for the project,
  • The schedule for your project and important milestones,
  • Roles and responsibilities of each project team member , etc.

Step #4: State the project deliverables

This is the most important part of the project proposal, at least for stakeholders. 

Here, you should present the project deliverables — the final products of the project. You should describe these deliverables thoroughly and in detail. This way, stakeholders will be able to visualize them and get a clear picture of the final results. 

In this part of the proposal, cover these points:

  • The final objective of the project,
  • The project timeline,
  • Potential risks and risk management strategies ,
  • S.M.A.R.T. goals and how they relate to the deliverables, etc.

Step #5: Request the necessary resources

This is the part where you talk about the budget. 

You should state the resources that you need and describe how you are planning to use them. 

First, you should mention the overall sum you need for the entire life cycle of the project. Then, you should list the amounts that you would allocate to the following:

  • Salaries, etc.

Step #6: Write the conclusion

This is the part where you should give a final summary of everything mentioned above. 

Here, you have a chance to highlight the importance of your project for the solution of the problem in question.

Bear in mind that you should sound confident here because this is your last chance to win over your reader. 

Try to include some visual elements, such as reports, charts, tables, etc. This will make your proposal seem more realistic and your project sound more important. 

Be persuasive and leave an impression! 

Remember — your success doesn’t depend on the number, but on the choice of words you use.

5 Tips for writing an effective project proposal

The aim of your project proposal is to get project approval. 

Of course, decision-makers are the ones who have the final word here. 

However, you are not totally helpless. If you write an effective project proposal and present the project in a good light, you can improve your chances of success. 

Here is some advice on how to write a project proposal that could be a game-changer.

Tip # 1: Write for a particular audience

Always bear in mind who the readers of your proposal will be. 

In that sense, you should choose the right language so as to get your message across. 

This means that you have to adjust the tone and the terms you use to your target readers. Pick out the words they understand. Otherwise, they may misunderstand you and miss the point of the proposal.

You should sound convincing from the beginning and grab the reader’s attention.

Tip #2: Be persuasive

Don’t forget that you are trying to sell your idea. In order to do that, you have to present it as best as you can.

You should make your reader believe that the project you are presenting is exactly what they need at that moment. 

Try to let the reader know about your work experience. Also, inform them about your qualifications and those of your team members. That way, you can build their trust in the project and get their approval.

Tip #3: Use facts

Decision-makers are not interested in your opinion. They want some concrete evidence of the potential effectiveness of the project. 

Therefore, you should include various charts, graphs, statistics, user cases, and the like. This way, your project will look less abstract and will be easy to visualize. 

Tip #5: Keep it simple

It is important that you make your proposal easy to read and understand. 

In order to achieve this, you should pay attention to its sentence structure. Sentences should be short, but to the point. 

The terms you use should be easy to understand. Refrain from using ambiguous words.

Also, pay attention to the format of your proposal. It should be such that it enables the reader to follow the text with ease. 

And, refrain from including the tiniest details of the project. Don’t make it too complex or else the reader will lose track of the context. 

Be aware of the fact that decision-makers usually don’t have much time to spend reading each and every detail of your proposal. So, use your words smartly and don’t waste a single one.

Tip #6: Proofread your proposal

Before you submit your proposal, make sure that all the spelling and grammar errors are removed. A proposal full of such errors may give you and your project ideas a bad reputation.

If you are not sure how to revise your proposal yourself, you can always hire a professional editor. Don’t forget that sometimes the form is equally important as the content.

Key elements of a project proposal (+ a template)

Remember — a project proposal should leave your best impression. In order to achieve that, it should look good as much as it should sound good. 

Therefore, if you are not sure how to visually present your proposal, the safest way is to use ready-made templates. This way, you will be sure that your proposal looks attractive and modern.

Project proposal example (+ template)

Here is an example of what your project proposal should look like:

Project proposal page 1

The first page of your project proposal should contain some basic information, such as:

  • Project name,
  • Job location,
  • Project leader,
  • Contact name,
  • Phone number, etc.

This section should be presented clearly and concisely, providing only the information required. It should be no longer than one page.

This is an informative part of the proposal. The descriptive section comes after it.

The second part of the proposal should look like this:

Project proposal page 2

This is the section where you should put to practice the art of persuasion. 

In it, you should be detailed and descriptive. 

You should describe the project in detail, answering these questions:

  • What is the project about?
  • What should be the desired outcome?
  • What action does the project require?
  • What benefits should it bring?
  • What is the schedule of the project?
  • What should the budget of the project be?

Bear in mind that the content and the tone you use should differ depending on the type of proposal and the target audience.

🔽 Download this project proposal template .

Project management software for project proposals

A useful form of help when it comes to visual representation of your project ideas could be project management software.

For example, Plaky is free to use and offers many possibilities for project managers , both for planning and for managing ongoing projects.

Here is how you can present your project using Plaky.

Present your future projects visually

You can add various pieces of information about the project, such as:

  • The project timeline, 
  • Description of the project, 
  • The start/end date, 
  • The priority of tasks,
  • Team members assigned to each task, etc.

A graphic representation will help decision-makers better understand every aspect of the project.

Once your project is approved, you can start working on it. 

You can use Plaky for various aspects of managing your project. It offers many options project managers need for different types of projects. 

💡 Plaky Pro Tip

Take a look at how you can use Plaky for every phase of project development:

  • How to use Plaky
  • Plaky features

Conclusion: A good project proposal is crucial for the realization of your project ideas

The goal of a project proposal is to get project approval from stakeholders. 

In order for your project to be approved, there are several points you should take into consideration when writing a proposal. 

It is important to clearly present your ideas. Thus, you have to be sure of your project’s benefits for the solution of a particular problem. 

Then, you should be persuasive. But, be careful not to come across as too pushy since it can repel your sponsors instead of attracting them. 

What you should also have in mind when writing a proposal is your audience. Thus, make sure that your language is easy to understand and that it clearly communicates your points. 

You should also pay attention to how you present your ideas. The safest way is to follow the steps we talked about in this article, so that you can be sure that you included all the important elements a proposal should contain.

Additionally, you should use the tips we mentioned above in order to make your proposal more attractive and increase your chances of success.

✉️ We’ve given you some guidelines for writing a good project proposal. If you know other tips and tricks that we haven’t mentioned here, feel free to share them at [email protected] , and we may include them in this or in some future post. Also, if you liked this post and found it useful, share it with someone who would also benefit from it!

AnaAntic

Ana Antic is a project management researcher and author whose goal is to assist companies and individuals in the process of handling various projects. She decided to dive into the world of project management with the aim of exploring the skills and techniques that lead to a successful project. She believes that being a good project manager is not something we are born with but something we acquire.

What's on your to-do?

START MANAGING TASKS

project proposal key elements

Related posts

Weighted shortest job first (wsjf): overview with calculation.

Weighted Shortest Job First (WSJF) is a technique for prioritizing work items to ensure the biggest profit for the business….

' src=

What Is Resource Allocation: The Ultimate Guide for Project Managers

Resource allocation entails identifying all finite resources in your project and distributing them to increase efficiency….

' src=

RICE Framework: How to Prioritize Your Ideas (+ Template)

The RICE framework is a prioritization model that helps evaluate various ideas and initiatives based on 4 factors: Reach, Impact, Confidence, and Effo…

' src=

Ad Hoc Projects and Ad Hoc Requests: How to Manage Them? (Examples & Expert Tips)

How to manage ad hoc projects and ad hoc requests: 1. Keep calm and evaluate the ad hoc project · 2. Communicate the ad hoc project with your team…

' src=

The Ultimate Guide to Project Collaboration

Project collaboration is the process of encouraging team members to communicate and work together toward shared goals….

How to write a business case (+ free template and example)

A business case is used to present an idea for a project or venture and justify why it should be pursued. …

project proposal key elements

Need a good project tracker?

Plaky is task management software for visual project planning. Manage tasks, collaborate, and get status reports. Unlimited projects, free forever.

Home Blog Business How to Write a Project Proposal and Present it to Stakeholders

How to Write a Project Proposal and Present it to Stakeholders

Project Proposal PowerPoint Templates

Every manager or executive has at some point of their career the need to create a project proposal (or initiative, we will use both terms instinctively in this post). In this opportunity we will briefly define the concept, how to write it and more importantly how to present it to an audience. Persuasion is key. Being able to transmit the right message behind the proposal will help you engage your audience with your ideas.

What Is a Project Proposal?

A project proposal is a document that details a new project idea. Its main objective is to communicate the idea, and what is needed to make it happen. In its most basic form, it contains a title, initial and end dates, objectives, goals and the overall main achievement pursued at completion of the project.

Formal project proposals have clear sections that have been proven to effectively communicate a project idea. The basics include context about the problem or pain trying to solve, a high level action plan, and the required resources to execute it. We’ll give you more detail into how to write project proposal categories later on in this article.

Note that a business project proposal is not the same thing as a complete project plan , in terms of project management . The project proposal includes a lot of details in many of the same categories as a project charter or a complete project plan. However, it is not the same document. The project proposal is not a detailed execution plan. There are lots of details that may change between the proposal presentation and the final, approved project plan.

Types of Project Proposals

There are many different kinds of project proposals, since there are many different kinds of projects. For the sake of keeping the article with a reasonable length, we will exemplify Business Project Proposals.

Business project proposals range from formal to informal and vary greatly depending on the industry and company where they are defined. This article focuses on business project proposals, though a lot of the basics and recommendations also apply to different categories.

Situations that Require to Write a Business Project Proposal

Projects intake vary depending on the management frameworks applied by every organization. But there are common management practices that trigger the need for project proposals.

The most common place for project definitions and ideation is during Corporate Planning. Independently of the size of the organization, planning is a practice that every professional organization carries out. Could be defined as Corporate Planning, or just Growth planning, but the time of the year where executives prepare their forecast and plan for the future is the main event where initiatives are defined. In order to evaluate them objectively, project proposals are created. Based on the proposals, the executives decide which projects they will sponsor. With this in mind, it is important that the document is formal, informative, but also persuasive.

How to Write a Project Proposal

The following paragraphs describe the common sections of a professional project proposal document. Keep in mind that this guide does not pretend to be exhaustive and is understood that you’ll need to evaluate adjustments to this outline in order to make it work for your industry, field, and department.

Step One: Define the Purpose around a Problem or Pain

No executive team will approve or fund a project if it’s not solving a realistic problem, situation. While it may sound negative, in business a lot of decisions are made around addressing pains, both organizational and client-facing. This step aims to show stakeholders why your project is important and what are the stakes if they don’t approve it.

Since your problem statement is the very first section of your project proposal, it has to be strong. If you don’t make your audience start believing in the need for a new initiative at this point, it will be very hard to change their minds later on. Don’t exaggerate the problem, since that is easy to discover later on, but be emphatic about why this is a problem that needs fixing. Backup your claims with facts, figures, and business cases. The cost of “ not doing ” is also a strong argument.

Here are some questions to consider when defining the problem:

Why What How Who PowerPoint Templates

Step Two: Introduce The Solution

Now that you’ve hopefully convinced your audience of the existence of a problem, you now have to introduce the proposed solution. The next several steps will help you specify some of the more tangible components of the “how”. On this step, however, you’re still at the dazzling and inspiring stage.

That means your introduction to the plan should focus on its benefits.

How is this going to address the problem and what is your organization going to get out of it? Think increased profits, lowered costs, new products on the market, more satisfied clients, increased brand awareness, etc.

What is the anticipated impact of your project or idea? Focus on wide-ranging effects for a more impressive presentation.

Potential Key Benefits of Project

Step Three: Specify Deliverables and Success Criteria

Deliverables are the results of your project. Think about it as the components, both tangible and intangible, that you’ll be delivering. Include the functions and characteristics of each deliverable, such as what it will do, how it will work, and what benefit it will have. Include details such as due date and key tasks required to successfully carry out each deliverable.

Alongside the definition of deliverables are the success criteria. It’s important to specify how you’ll know if each deliverable has been successfully created, as well as the project as a whole. Whenever you’re presenting objectives or criteria for evaluating success, use the SMART goals approach. SMART stands for specific, measurable, achievable, realistic, and time-bound. You can try using a roadmap template to visualize these deliverables and delivery dates.

Step Four: Outline Project Resources

In order to execute a project, you will require resources. Generally in a project proposal you will divide this definition in two. First, an overall estimation of resources in a common language , financial . So you will translate every resource into budgeting terms and define an investment number. Then, you will break down these financials into: assets (i.e.: technology, infrastructure), human resources, services (i.e.: advertisement, consultancy).

Step Five: Outline your Schedule

In this section you will combine deliverables and resources to generate a high level roadmap. Main points to highlight are start and end of the project, delivery dates and resources usage times. In this way you will materialize the proposal in high level activities.

Step Six: Executive Summary

Once the detailed version of your project proposal is complete, it’s time to summarize it into an executive summary. This summary will include a high-level list of each key element of your proposal. The idea of the executive summary is to be able to summarize in one page all the proposal, in a way an executive can grasp the overall scope.

How to Present a Project Proposal to Stakeholders

Your project presentation will follow the basic steps detailed above. Here is a project proposal example structure using project proposal templates to help you get started on your presentation.

Slide 1: Cover Slide with Project Name

Like in all presentations, you don’t dive into the main part of the presentation without introducing the name of the project and yourself as presenter. Covers slides provide some visual stationary previous the presentation kick off. As a recommendation, set a project name that will make it memorable.

Project Proposal Cover Slide Template

Slide 2: Table of Contents

Audience members will have an easier time paying attention if they know what to expect from your proposal presentation. See the following slide for a common project proposal table of contents format. When presenting it, do not dive into details. The agenda slide is aimed to set a mental state in the audience on the structure of the information will follow. It is a presentation best practice to prepare the audience.

Project Proposal Template Table of Contents Slide

Slide 3: The Problem

Summarize your problem statement in one or two sentences. Be BOLD . When creating this problem summary, make sure to touch upon what the problem is, why it is a problem, how this problem manifests, who this problem affects, and what is the fallout of this problem. Make sure your message is directed to the real pain to solve. Avoid repeating the detailed problem definition; the audience can drill down in the documentation for the facts behind your statements.

PowerPoint Template Project Proposal The Problem Slide

Slide 4: The Solution

As the first slide that formally introduces your projects proposal, this slide should briefly communicate what it is you are proposing to do. You can frame this slide in terms of the solution to the previously mentioned problem or you can introduce it as your plan. Either way, make sure this project introduction is no more than 1-3 sentences long. You’ll have time to specify other details in later slides. At this point of the presentation, your audience curiosity starts to peak, and you need to build your persuasive speech.

Slide 5: Goals and Benefits

For this slide, you want to briefly list the main goals for what you want to achieve with your project, as well as the top benefits your project will generate for the organization. While there may be a much larger list of these two components in your project proposal document, you’ll want to present the most important/relevant here. Try to group goals and benefits into categories. Remember that what you put on your PowerPoint slides is only the tip of the iceberg when it comes to your presentation. You can and should give more details in the spoken part of your proposal presentation.

Goals And Benefits PowerPoint Slide Project Proposal

Slide 6: Deliverables and Success Criteria

Without going into too much detail, list deliverables, due dates, and criteria for acceptance for your main deliverables.

Slide 7: Project Management Strategy

State the project management strategy you’re planning to use to manage the project. You can’t assume everyone in your audience will understand what each project management strategy entails, so you should also provide a brief description of your choice. These templates detailing the Scrum , Kanban , and Waterfall methodologies can give you ideas of how to summarize your chosen methodology.

Slide 8: Budget

The budget slide remains pretty simple. Report both the total budget you anticipate for the project as well as a general breakdown of the budget into the main categories. Providing the percentage of each category of the budget is helpful for stakeholders to conceptualize it. In the Project Proposal Presentation template we have included a project budget slide (in slide #9) with a data table that can be used to present the Budget information.

Slide 9: Project Requirements

Other than budget, what’s needed in order to complete your project? Will you need human resources, specific software, equipment, or a special location in order to execute your project? Add a simplified list here of the main requirements.

Slide 10: Project Proposal Timeline

You will not be able to present the entire project timeline in a simple project proposal presentation. However, you should present an overview of the timeline, including major phases and deliverables. Instead of presenting a simple chart with deliverables and dates, we recommend placing your timeline of deliverables and phases in an actual calendar. This puts your timeline in a visual context of quarters, months, or weeks, allowing audience members to have a clearer concept of how long this project will take.

Slide 11: Conclusion

Close your project proposal with a very short summary of the project, similar to what you wrote previously when introducing your solution. The point of this is to remind your audience of the overarching reason for this presentation, especially after going over potentially less-than-inspiring details like budget and requirements.

Slide 12: Thank You Slide

Don’t forget to thank your audience for listening to your project proposal. Add your contact information in case this project proposal is sent over email and reviewed individually.

Final Words

In this article we had reviewed the definition of project proposal, its main structure and a guide on how to present it to your stakeholders. For further reading about presentations skills , here is a guide to improving your public speaking skills that will help you present your project proposal even more effectively. Hope you had enjoyed the reading.

project proposal key elements

Like this article? Please share

Project Execution, Project Management, Project Planning Filed under Business

Related Articles

How To Present an Action Plan

Filed under PowerPoint Tutorials • November 8th, 2023

How To Present an Action Plan

An Action Plan is a sequence of steps that must be performed for a strategy to succeed. Learn how to present your Action plan to an Executive Audience.

How to Conduct a SWOT Analysis (Examples + Templates)

Filed under Business • September 15th, 2023

How to Conduct a SWOT Analysis (Examples + Templates)

Bring value to your business and to potential customers by learning how to conduct a SWOT analysis. Detailed guide with examples + suggested templates.

Game Plan PowerPoint Templates For Sports And Strategic Presentations

• September 8th, 2023

Game Plan PowerPoint Templates For Sports And Strategic Presentations

Game Plan Templates are an exclusive set of PPT templates that experts have designed to create sports and strategy-related presentations.

Leave a Reply

project proposal key elements

How to Write a Project Management Proposal

project proposal key elements

A project management proposal is more than just a document; it's an essential link you draw between your unique skills and your client's needs. The challenge lies in creating a proposal that covers all the bases while also capturing your client's interest.

In this article, we'll explore the essential elements of the proposal writing process - broken down into simple, manageable steps- and then how to present your offer persuasively.

What is a project management proposal?

A project management proposal outlines how a team intends to tackle a particular project, its scope, goals, and requirements. Project managers typically write it and then present it to stakeholders, clients, or potential investors.

It explains what you understand about the project, how you're going about it, your communication plan, and the unique solutions your team offers. It's about listing accomplishments and showing your skills, strategy, and commitment to a successful project.

It answers important questions: What do we want to achieve? What steps will we take? What resources do we need? How long will it take? It also looks at potential challenges and how we can overcome them.

If you've never seen a project management proposal, or you've been writing them for a while and think there's some room for improvement, you're in the right place. Take a look at Qwilr’s Project Management Proposal to get a better idea of exactly what an actual project proposal looks like.

Project Management Proposal Template

Secure more projects using the comprehensive Project Management Proposal Template – efficiently showcase methodologies, expertise, and achievements.

Project Management Proposal Template

Steps to write a project management proposal and the key elements to include

To write a project management proposal, you need a good understanding of your client's needs or potential project and a clear plan for how your team can fulfill those needs and execute the project. These are the steps to take to create a successful proposal and the key elements you need to include:

1. Understand the client’s needs and objectives

Before writing your project proposal, you must get to know your client's goals and, indeed, their challenges. This initial consultation lays the foundation for everything that follows. It's not just about ticking off a list of wishes; it's about understanding their actual needs and the reasons behind them.

Take the time to talk to your potential customer. This communication can be done in face-to-face meetings, phone or video calls, or detailed surveys like a discovery questionnaire. Regardless of your methodology, you want to ask questions that help you dig deeper. You don't just want to find out what the project is about but why it's essential. What do they want to achieve in the long term? What hurdles are they facing in their business? This information is vital to create a proposal that addresses the client's unique situation.

2. Define the scope of the project

This step is about making everything clear: what you will do, what you will deliver, and what the limits of your project are. If you make these details clear from the start, everyone knows what to expect, and it avoids confusion (or disappointment) later.

Consider the deliverables - the key outcomes you want your project to deliver. This could be anything from a new website to a series of workshops. Be as specific as possible about what you want the result to look like.

Defining the scope precisely will build trust with your client. It shows that you are serious and committed to a plan that is well thought out and achievable.

3. Detail your approach and methodology

This is where you can show what unique methods and strategies your team uses. It's less about listing what you'll do than how you'll do things differently and better .

When it comes to project management, there are a number of popular methodologies you can use to manage the scope of work. If the project has a lot of unknowns or requires continuous delivery, you might want to consider agile project management or a scaled agile framework (SAFe).

If the project is fairly straightforward, with well-defined milestones, a waterfall approach might be best.

Or, if your project is somewhere in between, consider a hybrid approach, pulling the best of both waterfall and agile methodologies.

Regardless of your methodology and your client's preference, you should take the time to detail your approach to project management. How do you handle task management, stakeholder updates and requests, and budget tracking?

What tools do you use, and what experience do you have managing similar projects? Giving your prospects insight into your approach can help show them how you'll manage their project and what their experience working with you will be like.

4. Outline the project timeline

Show your potential customer step-by-step how the project will develop. This way, they can see what to expect from a transparent and predictable process.

Divide the project into clear phases. Each phase has a part of the project with its focus (such as planning, implementation, or completion of the work). When you divide the project in this way, it's easier for the client to understand how you'll smoothly transition from one part to the next.

Give estimated times for each phase. This gives the client a clear idea of how long each part of the project will take. And talk openly about any uncertainties or things that could cause delays - like undisclosed requirements, rounds of revision, feedback, and approvals. Show that you are prepared for the unexpected.

It's crucial to be realistic about your timeline. It may be tempting to promise quick results, but it's better to set a timeline that you can meet. The client will be happier (and your stress levels will be healthier!).

5. Present a detailed budget

The budget section gives a clear overview of the project costs and your resource management. You must explain everything clearly and in detail.

Listing the costs is about everything – from paying your team to the price of materials, project management software, or any necessary travel. You may also want to include some contingency budget in your proposal - this way, if your budget goes a little higher than you've estimated, you're covered without having to go back to your client to ask for additional budget. Details are key here. Being too general or leaving out additional costs can lead to confusion or surprise bills.

It's not enough to list the costs; explain to your client why each expense is necessary and how it contributes to the project's success.

6. Highlight your team’s expertise

If you have already chosen your team for this project, go ahead and introduce them. Here, you can emphasize what each team member brings to the table.

Give the client a clear idea of who will be working on their project. For each person, highlight the skills and experience that are particularly important for this project. Perhaps someone has managed similar projects or has a special qualification that is perfect for the task.

Make sure you relate your team's experience to the project's requirements. If the project concerns innovation, talk about team members known for their creative solutions. If the project requires meticulous work, highlight those who are detail-oriented. This lets the client see that your team is competent and perfectly fit for the project.

7. Identify potential risks and mitigation strategies

This part of your project proposal is about proving that you're prepared for any challenges that might come your way. Start by looking at your project plan and asking yourself, "What could go wrong?" This isn't meant to be negative; it's about being smart and prepared. Risks can range from budget overruns, to schedule delays, to technical problems.

Once you've identified these risks, outline your plans to overcome them proactively. This is your chance to demonstrate your problem-solving skills. For each risk you've found, offer a solid plan to mitigate its impact. For example, if the project is over budget, explain how you'll reallocate the remaining budget or tap into contingency funding.

Talking about risks and how you'll manage them doesn't just show that you're prepared; it builds trust with the customer. It shows you're optimistic about your plan but realistic and prepared to deal with adversity.

8. Provide a clear call to action

Consider your call to action as the instruction to take the "next step" at the end of your offer. You've shared all the plans and details, and now it's time to make it as easy as possible for your client to say yes. Your call to action should be clear and concise. The goal is to avoid any confusion about how the customer can proceed.

Specify exactly what you want the customer to do. Do you want them to arrange another meeting? Sign a contract? Make a payment? Say it clearly. Use simple words and avoid complicated terms or vague wording.

Keep the tone positive and inviting. Let them know that you're looking forward to working with them and are happy to answer any questions they may have.

An example of a project management proposal template

So, now we have drilled down on the content, you might be eager to go on but unsure about how you present it for maximum effect. That’s where Qwilr’s Project Management Template comes in. Our visually impressive templates are easy to customize and brand and benefit from our software’s power features and analytics. See how your prospective client engages with your proposal so you can address their concerns proactively and promptly.

Let's take a look at what's included in the template:

  • Introduction: Kick off your proposal with a strong start. Introduce your project, its aims, and how it meets the client's needs. This executive summary should grab their attention and set the tone for what's to come.
  • Initiation: This section is about the start of your project. Talk about the background, the issues or opportunities you're addressing, and why this project is essential. It's your chance to make the client see the value and necessity of your project.
  • Planning: Here, lay out your detailed plan. Explain the scope of the project, the anticipated project schedule, and the resources you need. This part shows you're organized and have thought everything through.
  • Execution: Describe how you're going to make the project happen. Discuss your team, their roles, and how you'll manage day-to-day tasks. This section showcases your team's ability to turn plans into reality.
  • Monitor and Control: Explain your strategy for keeping the project on the right path. How will you track progress, handle changes, and ensure quality? This shows you're in control and can adapt to challenges.
  • Process Summary: Give an overall summary of how you'll manage the project from beginning to end. This overview is a quick way for the client to understand your project management approach.
  • Closure: Talk about how you'll wrap up the project, ensuring all goals are met and everything is delivered. This should give a sense of completion and success.
  • Cost Summary: Lay out all the costs involved. Being open and detailed with the budget builds trust and prevents confusion later.
  • Contact Us: Finish with an inviting call to action. Provide your contact details & encourage the client to get in touch with any questions or to move forward.

Get a free 14-day trial

Increase deal velocity with beautiful web-based sales assets and analytics

Get a free 14-day trial

What's the best format for a project management proposal?

The best format for a project management plan is easy to read and well-organized. Start by introducing the project, explain your plan and how you'll get the work done, and end with a clear conclusion and a direct call to action. This way, you cover everything essential in a way that's easy for the client to understand.

How can I effectively communicate the project timeline in the proposal?

To share the project schedule in your proposal, it's best to use a simple diagram such as a Gantt chart or a timeline diagram. These visuals help clients quickly recognize important deadlines and project phases. Also, ensure your schedule is realistic and includes extra time for unexpected delays.

How do I tailor a project management proposal to different clients or industries?

To tailor your offering to different customers or industries, you should first research to understand the needs and challenges of each customer or industry. Then, customize your offering to focus on those specific needs and how your skills and solutions fit in.

Final Thoughts

Your proposal shows what you will do and how you will do it (exceptionally well!).

Your unique approach and insights are what will make your proposal truly stand out. Its visual appeal is also a factor—an arresting, polished reflection of your standards and professionalism. Qwilr’s Project Management Template can help you create a professional and polished document in a matter of minutes. And as a busy project management professional who doesn't want some time back in their day? Need help getting started? Book a demo today.

About the author

Brendan Connaughton, Head of Growth Marketing

Brendan Connaughton | Head of Growth Marketing

Brendan heads up growth marketing and demand generation at Qwilr, overseeing performance marketing, SEO, and lifecycle initiatives. Brendan has been instrumental in developing go-to-market functions for a number of high-growth startups and challenger brands.

Related articles

  • All articles
  • Sales management
  • Sales techniques
  • Sales enablement
  • Customer success

salesperson looking at dashboard

  • Professional Services
  • Creative & Design
  • See all teams
  • Project Management
  • Workflow Management
  • Task Management
  • Resource Management
  • See all use cases

Apps & Integrations

  • Microsoft Teams
  • See all integrations

Explore Wrike

  • Book a Demo
  • Take a Product Tour
  • Start With Templates
  • Customer Stories
  • ROI Calculator
  • Find a Reseller
  • Mobile & Desktop Apps
  • Cross-Tagging
  • Kanban Boards
  • Project Resource Planning
  • Gantt Charts
  • Custom Item Types
  • Dynamic Request Forms
  • Integrations
  • See all features

Learn and connect

  • Resource Hub
  • Educational Guides

Become Wrike Pro

  • Submit A Ticket
  • Help Center
  • Premium Support
  • Community Topics
  • Training Courses
  • Facilitated Services

Crafting Success: Tips for an Impressive Project Proposal

October 4, 2023 - 10 min read

Wrike Team

Crafting an impressive project proposal is a crucial step towards achieving success in any endeavor. Effective project proposals not only outline the goals and objectives of a project but also provide a clear roadmap for its execution. Whether you are submitting a proposal to secure funding or pitching an idea to potential clients, understanding the basics of a project proposal is essential.

Understanding the Basics of a Project Proposal

A project proposal is a document that outlines the scope, objectives, and methodology of a project. It serves as a formal request for approval, funding, or collaboration. A well-crafted proposal provides comprehensive details about the project, including its purpose, deliverables, timeline, and estimated costs.

Importance of a Well-Crafted Project Proposal

A well-crafted project proposal is vital for several reasons.

  • Helps clarify the project's objectives and ensures a shared understanding among all stakeholders. By clearly defining the project's scope and goals, the proposal helps align the expectations of the project team and the decision-makers.
  • Serves as a tool to secure funding and resources for project implementation. It provides a detailed breakdown of the estimated costs, allowing potential sponsors or funding agencies to assess the feasibility and potential impact of the project. A compelling proposal can significantly increase the chances of obtaining the necessary financial support.
  • Sets a solid foundation for project management . By establishing a clear plan and expectations upfront, the proposal helps mitigate risks and uncertainties during project execution. It provides a roadmap for the project team, outlining the key milestones, deliverables, and timeline. 
  • Enhances the credibility and professionalism of the project team. It demonstrates their ability to think critically, plan strategically, and communicate effectively. This can be particularly valuable when seeking collaboration or partnership opportunities with external organizations or stakeholders.

Team working in a conference room

Key Elements of an Effective Project Proposal

When it comes to creating a project proposal, there are several key elements that can make all the difference in its effectiveness. These elements not only help to clearly communicate the purpose and goals of the project, but they also provide a roadmap for success. 

Clear Objectives and Goals

One of the most important aspects of any project proposal is the clear definition of objectives and goals. It is crucial to state the desired outcomes and explain how they align with the needs and expectations of your target audience or stakeholders. By doing so, you are able to set the tone for the entire proposal and ensure that everyone involved understands the purpose and direction of the project. What's more, a concise and compelling objective statement can help to generate excitement and enthusiasm among team members and stakeholders. It serves as a rallying point, providing a shared vision and sense of purpose that can drive the project forward.

Detailed Project Plan

Another essential element of an effective project proposal is a detailed project plan. This plan outlines the activities, tasks, and milestones that need to be accomplished in order to achieve the project goals. By breaking down the project into smaller, manageable components, you are able to provide a clear roadmap for success. You also want to provide a timeline for each of them. This helps to create a sense of urgency and ensures that everyone involved understands the expected timeframe for completion. Lastly, including dependencies and potential risks in the project plan demonstrates your thoroughness and ability to anticipate and mitigate potential challenges.

Budget and Resource Allocation

Clearly stating the estimated budget and resource requirements for your project is another crucial element of a project proposal. By breaking down the costs into different categories and explaining how each allocation contributes to the successful completion of the project, you are able to provide a comprehensive and realistic overview of your financial needs. In addition, a well-defined budget and resource allocation plan can help to instill confidence in stakeholders and decision-makers. It shows that you have carefully considered the financial implications of the project and have a clear understanding of the resources required to achieve the desired outcomes.

Writing the Project Proposal

Writing a project proposal is a crucial step in securing funding and support for your project. It is essential to present your ideas in a clear and compelling manner to convince stakeholders of the value and feasibility of your project. Let's discuss how one should structure a project proposal to enhance readability:

  • Executive Summary: The executive summary is a concise overview of your entire proposal. It should provide a high-level summary of your project, including its objectives, methodology, deliverables, timeline, and budget. This section is crucial as it is often the first part that stakeholders read, so it should capture their attention and highlight the key points of your proposal.
  • Introduction: The introduction serves as an introduction to your project and sets the context for the rest of the proposal. It should provide background information about the problem or opportunity your project aims to address. You can include relevant statistics, studies, or anecdotes to emphasize the significance of the issue and grab the reader's attention.
  • Background Information: In this section, you can provide more detailed information about the problem or opportunity. Discuss the current state of affairs, any existing initiatives or solutions, and why they are insufficient. This will help stakeholders understand the need for your project and the unique value it brings.
  • Objectives: Clearly state the objectives of your project. What specific outcomes do you aim to achieve? Make sure your objectives are measurable, realistic, and aligned with the overall goals of your organization or funding body. You can also include a brief explanation of how achieving these objectives will benefit the target audience or community.
  • Methodology: Describe the approach or methodology you will employ to achieve your project objectives . Explain the steps, processes, or techniques you will use and justify why they are suitable for your project. If applicable, mention any partnerships or collaborations that will enhance the effectiveness of your methodology.
  • Deliverables: Outline the specific deliverables that will result from your project. These can be tangible products, reports, services, or any other outcomes that stakeholders can expect. Be clear about what you will deliver, when you will deliver it, and how it will contribute to the overall success of the project.
  • Timeline: Provide a detailed timeline that outlines the key milestones and activities of your project. Break down the timeline into manageable phases or stages, and indicate the estimated duration of each. This will help stakeholders understand the project's timeline and ensure that it is feasible within the given timeframe.
  • Budget: The budget section is where you outline the financial resources required for your project. Provide a detailed breakdown of the costs involved, including personnel, equipment, materials, and any other expenses. Be transparent and realistic about the budget, ensuring that it aligns with the objectives and deliverables of the project.

Person writing down notes on paper

Language and Tone in Proposals

When writing a project proposal, the language and tone you use play a crucial role in conveying your ideas effectively. Here are some additional tips to consider:

  • Clear and Concise Language: Use clear and concise language to ensure that your proposal is easy to understand. Avoid unnecessary jargon, technical terms, or acronyms that may confuse or alienate the reader. Instead, focus on conveying your ideas in a straightforward and accessible manner.
  • Tailor the Tone: Tailor the tone of your proposal to suit the audience you are addressing. Maintain a professional yet engaging style that captures the reader's attention. Consider the values, interests, and priorities of your audience and adapt your tone accordingly to establish a connection and resonate with them.
  • Address Essential Points: Ensure that your proposal addresses all the essential points required by the funding body or stakeholders. Pay attention to any specific guidelines or requirements and make sure you address them adequately. This will demonstrate your attention to detail and commitment to meeting their expectations.

Avoiding Common Mistakes in Proposal Writing

Writing a project proposal can be challenging, and there are common mistakes that can undermine its impact. Here are a few additional tips to help you avoid these pitfalls:

  • Proofread Carefully: After completing your proposal, take the time to proofread it carefully. Check for any grammar or spelling errors that may diminish the professionalism and credibility of your document. A well-polished proposal reflects your attention to detail and commitment to excellence.
  • Logical and Coherent Presentation: Present your ideas in a logical and coherent manner. Ensure that your arguments flow smoothly and are well-supported by evidence or examples. This will make your proposal more persuasive and compelling to the reader.
  • Realistic Resource Estimation: Avoid overpromising and underestimating the resources required for your project. Be realistic and transparent about the resources, including time, personnel, and finances, needed to successfully execute your project. This will enhance your credibility and demonstrate your ability to plan and manage resources effectively.

Enhancing Your Proposal's Impact

Here are several ways to boost your project proposal's impact. 

  • Visual Aids: Visual aids such as charts, graphs, and diagrams can greatly enhance the impact of your project proposal. These visual representations help convey complex information in a concise and visually appealing manner. Use visuals to support your arguments, highlight key data, and make your proposal more engaging and memorable.
  • Persuasion: Use persuasive language and compelling arguments to convince your audience of the value and feasibility of your project. Support your claims with evidence, including case studies, testimonials, or relevant research findings. Tailor your proposal to address the needs and concerns of your audience.
  • Proofreading and Editing: Before submitting your project proposal, make sure to thoroughly proofread and edit it. Pay attention to grammar, spelling, and punctuation errors. Review the proposal for clarity, coherence, and consistency. Ensure that your arguments flow logically and that all the necessary information is provided. Seek feedback from colleagues or mentors to ensure the proposal is refined and impactful.

Craft Your Success with Wrike

Crafting an impressive project proposal is like creating a compelling story. It articulates your project's objectives, plan, and potential impact in a convincing manner. However, managing these proposals across multiple projects can be complex.

This is where Wrike steps in. Within Wrike, you can easily create folders for each project or proposal. These folders can serve as a place where you can store project details, proposal drafts, and even your feedback notes. This structured approach brings organization and success to your proposals, much like a compelling story.

And when it comes to the other documents and workflows your business needs — whether it's project planning or stakeholder communication — Wrike has you covered with robust project management features and ready-to-use templates. Ready to craft your success? Start your free trial of Wrike today.

Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

Wrike Team

Occasionally we write blog posts where multiple people contribute. Since our idea of having a gladiator arena where contributors would fight to the death to win total authorship wasn’t approved by HR, this was the compromise.

Related articles

What Are the Best Monday Alternatives in 2023?

What Are the Best Monday Alternatives in 2023?

This blog compares the leading project management software to uncover the best Monday alternatives and identify the top Monday competitor.

Wrike vs. ClickUp: Comparison Guide

Wrike vs. ClickUp: Comparison Guide

If you're looking for a versatile work management platform for your team, chances are you've come across many options. As different businesses have varying needs, there are many highly-rated solutions that dominate this space.  When it comes to modern project management tools with valuable features and essential functionalities at reasonable pricing, you'll notice many project managers choosing between popular tools like Wrike, Monday.com, Trello, and ClickUp. At first glance, many features may look similar between these two systems. But after some inspection, you’ll find some significant differentiators that make each platform unique. Let’s compare ClickUp to Wrike, so you can understand why Wrike outperforms the competition. Or start a free two-week trial of Wrike to jump straight in and see for yourself! Try Wrike for free What is Wrike? Wrike is a fully-featured project management software with functionalities ranging from resource allocation to budgeting and collaborative project management. It’s ideal for teams and organizations that are serious about optimizing and streamlining operations and processes and improving team productivity and engagement. The software makes it easy to customize your workspace to reflect your branding and tackle your needs. Rather than changing your processes to fit the software, you customize Wrike to fit your business.  Wrike was launched in 2006 by founder and software developer Andrew Filev. His goal was to create a flexible project management platform that is smart, secure, and versatile enough to enable modern teams to configure it to suit their processes and ways of working. Explore Wrike for yourself by starting a free two-week trial. What is ClickUp? ClickUp is an all-in-one project management tool and productivity app designed for all users, offering 100+ features to help manage projects and teams and making it a good tool for task and resource management. ClickUp's features allow teams to collaborate and work together all in one place to achieve project goals, completion, and success.  Users can manage resources, complex projects, project budgets, and more with ease through the app’s intuitive interface. ClickUp provides all the right tools to support project planning and maximize productivity. This application also offers various functions for digital asset management, time tracking, file sharing, and pre-built templates that you can customize to quickly set up your workspace. Key features Key features are an essential factor when choosing a project management tool. Let’s take a quick look at the key features of both Wrike and ClickUp. Key features of Wrike Resource management: Wrike provides a comprehensive resource management feature that allows teams to allocate resources efficiently. This feature includes task assignment, workload management, and progress tracking. Advanced reporting: Wrike offers advanced reporting features, which allows project managers to track the progress of their team's work and identify areas that need improvement. The reporting tools enable users to create custom reports and dashboards to gain insights into their team's performance. Customizable workflows: With Wrike, users can customize their workflows to match their team's unique needs. This feature allows teams to create and manage tasks based on their preferred workflow, resulting in better team alignment and improved productivity. Try Wrike for free Key features of ClickUp Flexible customization: ClickUp is rather customizable, which allows users to modify their workflows and fields as needed. This feature enables teams to create their unique workflows to match their specific project requirements. User-friendly interface: ClickUp has an intuitive user interface, which makes it easy for teams to collaborate and work together. The UI is simple and clean, making it easy for users to navigate the platform without requiring extensive training. All-in-one productivity suite: ClickUp provides a comprehensive suite of tools, which includes task management, time tracking, document sharing, and more. This feature allows teams to manage all aspects of their projects in one place, making it easier to collaborate and track progress. Benefits of using Wrike Wrike is a powerful project management tool that offers numerous benefits to businesses of all sizes. Its advanced features and functionalities make it an ideal platform for optimizing and streamlining operations, increasing team productivity, and improving collaboration. Here are some of the top benefits of using Wrike: Resource Management Wrike's resource management features are designed to help businesses allocate resources effectively and efficiently. With Wrike, you don't have to fill out timesheets, which saves you time and reduces the administrative burden of resource management. Additionally, Wrike allows you to plan workload one month in advance, which gives you greater control and flexibility over your team's schedule. Reporting Wrike's reporting features are among the best in the industry. They enable businesses to generate detailed reports on tasks, projects, and team performance. These reports can provide valuable insights into how your team is performing, what tasks are taking up the most time, and where you can improve your workflows. Usability and scale Wrike is a highly scalable platform that can handle large amounts of data and projects without timing out. This makes it an ideal solution for businesses that need to manage multiple projects simultaneously. Additionally, Wrike's interface is user-friendly and intuitive, making it easy for teams to adopt and integrate into their workflows. Customizability Wrike is a highly customizable platform that can be tailored to meet the unique needs of your business. You can customize everything from project templates to user roles and permissions, ensuring that your team has the tools they need to succeed. Collaboration Wrike's collaboration features are designed to promote teamwork and communication. With Wrike, team members can easily collaborate on tasks and projects, share files and feedback, and stay up-to-date on project progress. Try Wrike for free Benefits of using ClickUp ClickUp is an all-in-one productivity and project management tool that offers numerous features to help teams work collaboratively and efficiently. While ClickUp may not be the right fit for every team, its features can streamline processes and improve productivity. Here are some of the top benefits of using ClickUp: Flexible One of the most significant benefits of ClickUp is its flexibility. The platform's customizable workflows and fields allow any team to modify the software to fit their unique processes, making it easy to manage tasks and projects in a way that best suits their team's needs. ClickUp’s flexibility empowers teams to create their own custom hierarchy of projects, tasks, and subtasks, which means that the software can be used for everything from personal to-do lists to complex project management.   However, this flexibility can be a double-edged sword. With so many ClickApps available, some users may find it overwhelming and challenging to set up the platform to fit their specific needs. Additionally, it can be time-consuming to create and set up new workflows, custom fields, and other features from scratch, especially for teams who are new to the platform. Easy to Use Another significant benefit of ClickUp is its simple and intuitive user interface. The platform's design is clean and modern, making it easy for users to navigate and find the features they need quickly. Additionally, ClickUp's team has designed the platform to be a "one app to replace them all," which means that users can manage tasks, projects, and team communication all within the same platform. While this approach can be beneficial in terms of consolidating multiple tools into one, it can also be overwhelming for new users who need to learn how the various features connect with each other. And there are quite a few underdeveloped features and perpetual bugs like freezing, time outs, and lost data. It's essential for teams to take the time to learn the ins and outs of the platform fully. ClickUp vs. Wrike: Which project management platform is best? Now that we've discussed the key features and benefits of both Wrike and ClickUp, it's time to compare the two and see which platform is best suited for your team. Usability & Performance: Wrike has a more modern and visually appealing design than ClickUp. Plus, Wrike's interface is more customizable, allowing users to adapt it to their specific workflows. Customization: Wrike offers more customization options, allowing users to tailor their workspace to their specific needs. ClickUp offers customization as well, but it’s limited compared to Wrike. Feature Strength: ClickUp is missing some key functionality that Wrike offers, like approval tasks and advanced analytics. Wrike Analyze bridges the gap between spreadsheets and BI tools by offering advanced reports and analytics that are easily accessible within the tool. Wrike also delivers more robust resource management features than ClickUp. Pricing: Wrike offers more pricing options, with plans starting at $9.80 per user per month. ClickUp offers a free plan, but Wrike’s comparable plans offer much more for the user. Based on these factors, Wrike is the better option for larger teams that require extensive customization and integration options. On the other hand, ClickUp may be better suited for smaller teams looking for a visually appealing collaborative platform. But if you’re looking for a better, similar app to ClickUp, Wrike is the best ClickUp alternative on the market. Enhance your project management with Wrike After comparing the key features and benefits of both Wrike and ClickUp, it's clear that Wrike is the best project management software option for most teams. Wrike offers more extensive customization and integration options, making it ideal for larger teams with complex workflows. Wrike’s customizable templates and powerful reporting features make it easy to adapt to your specific needs and achieve your project goals. Plus, Wrike's intuitive interface, resource allocation, task management, and time-tracking features make it an all-in-one solution for your team's project management needs. Wrike's pricing options are also more affordable than ClickUp's, making it accessible to businesses of all sizes. If you're looking for a versatile project management platform that can be customized to your specific needs, Wrike is the clear choice. With Wrike, you can optimize and streamline your operations, improve team productivity, and achieve your project goals efficiently. Try Wrike today, and see how it can enhance your team's project management experience.

Freight Forward: Addressing Common Issues in Managing Supply Chain Logistics

Freight Forward: Addressing Common Issues in Managing Supply Chain Logistics

Supply chain logistics plays a vital role in the success of any business. It involves the complex processes of planning, implementing, and controlling the flow of goods, services, and information from the point of origin to the point of consumption. However, managing supply chain logistics can be challenging, with various issues that can arise along the way. In this article, we will explore some of these common issues and discuss strategies for addressing them effectively. Understanding the Basics of Supply Chain Logistics Supply chain logistics refers to the coordination and management of all activities involved in the movement and storage of goods and materials within a supply chain. It encompasses everything from procuring raw materials to delivering finished products to customers, involving multiple stakeholders such as suppliers, manufacturers, distributors, retailers, and customers. Overall, effective supply chain logistics ensures that products are available at the right place, at the right time, and in the right quantity. The Role of Freight Forwarding in Supply Chain Management Freight forwarding is a crucial aspect of supply chain management that addresses the challenges of transportation and delivery. Freight forwarders act as intermediaries between shippers (businesses sending goods) and carriers (companies providing transportation services) to maintain an efficient and cost-effective movement of goods. They handle various tasks such as negotiating rates, booking cargo space, preparing shipping documents, tracking shipments, and coordinating customs clearance. They also have extensive knowledge of transportation routes, regulations, and carriers, allowing them to optimize transportation routes and select the most suitable carriers for each shipment. In addition to transportation management, freight forwarders provide value-added services such as cargo insurance, warehousing, and customs brokerage. These services help businesses mitigate risks, reduce costs, and ensure smooth customs clearance for international shipments. Common Challenges in Supply Chain Logistics While supply chain logistics is essential for smooth operations, it is not without its challenges. Understanding and effectively addressing these challenges is crucial for maintaining a robust and efficient supply chain. Issues with Transportation and Delivery Inefficient transportation strategies can lead to delays, damaged goods, and increased costs. Factors such as traffic congestion, unfavorable weather conditions, and inadequate infrastructure can all hinder the timely delivery of goods. Imagine a company that relies on a fleet of trucks to transport their products. If these trucks frequently encounter traffic congestion, it can significantly delay the delivery schedules. This delay not only affects the company's ability to fulfill customer orders on time but also increases the risk of product damage due to longer exposure to transportation hazards. To address this challenge, businesses can adopt strategies such as route optimization, leveraging technology for real-time tracking, and collaborating with reliable carriers. Route optimization involves analyzing different transportation routes and selecting the most efficient ones based on factors like distance, traffic patterns, and delivery time windows. Real-time tracking technology allows businesses to monitor the progress of their shipments, enabling them to proactively address any potential issues that may arise during transportation. Collaborating with reliable carriers ensures that goods are handled with care and delivered on time. Additionally, proactive communication with customers regarding potential delays can help manage expectations and maintain customer satisfaction. By keeping customers informed about any transportation challenges that may affect delivery schedules, businesses can build trust and loyalty. Inventory Management Problems Ineffective inventory management can result in excess inventory or stockouts, both of which can have severe consequences for businesses. Excess inventory ties up capital and storage space, while stockouts can lead to lost sales and dissatisfied customers. Consider a scenario where a company overestimates customer demand and ends up with excess inventory. This excess inventory not only occupies valuable storage space but also ties up capital that could have been invested in other areas of the business. On the other hand, if a company underestimates demand and experiences stockouts, it risks losing potential sales and disappointing customers. To overcome inventory management problems, businesses can implement accurate demand forecasting techniques, adopt inventory optimization software, and establish effective communication channels with suppliers to ensure timely replenishment. Accurate demand forecasting involves analyzing historical sales data, market trends, and customer behavior to predict future demand more accurately. Inventory optimization software uses algorithms to determine the optimal inventory levels based on factors like demand variability, lead time, and desired service levels. Effective communication channels with suppliers enable businesses to quickly communicate changes in demand or inventory requirements, ensuring a timely replenishment process. Supplier and Vendor Complications The performance of suppliers and vendors can significantly impact the overall efficiency of the supply chain. Issues such as poor quality, delayed deliveries, and discontinuation of supplies can disrupt operations and affect customer satisfaction. Picture a company that relies on a specific supplier for a critical component of their product. If the supplier consistently delivers poor-quality components, it can lead to product defects, customer complaints, and even recalls. Similarly, if a vendor suddenly discontinues a key material without proper notice, it can cause significant disruptions in the production process. To mitigate supplier-related issues, businesses can take several proactive measures. Establishing strong relationships with suppliers and vendors, conducting regular performance assessments, and developing contingency plans can help ensure a reliable supply chain. By building strong relationships, businesses can foster open communication channels and address any concerns or issues promptly. Regular performance assessments allow businesses to evaluate the performance of their suppliers and vendors, identifying any areas for improvement or potential risks. Developing contingency plans involves having backup suppliers or alternative sourcing options in place to minimize disruptions in case of supplier-related complications. The Impact of Poor Supply Chain Management Poor supply chain management can have significant consequences for businesses, both financially and in terms of customer satisfaction and retention. Inefficient supply chain management can lead to increased costs throughout the entire supply chain. From procurement to transportation, excessive lead times, excess inventory, and frequent disruptions can all contribute to higher expenses. Additionally, poor supply chain management can result in missed sales opportunities and reduced profitability. The delayed deliveries, stockouts, and poor product quality can all negatively impact customer satisfaction and loyalty. Strategies for Effective Supply Chain Management To overcome the challenges in managing supply chain logistics, businesses can implement various strategies and best practices. Implementing Technology in Supply Chain Logistics Technology plays a crucial role in optimizing supply chain logistics. Solutions such as transportation management systems, warehouse management systems, and advanced analytics enable businesses to make data-driven decisions, enhance visibility, and improve efficiency. Overall, implementing technology can streamline processes, automate routine tasks, and enable real-time tracking and communication, leading to faster and more accurate decision-making throughout the supply chain. The Importance of Reliable Vendor Relationships Establishing strong and reliable relationships with vendors is essential for effective supply chain management. Collaborating closely with vendors can improve communication, ensure timely deliveries, and facilitate joint problem-solving. Essentially, regular vendor assessments, open lines of communication, and a focus on long-term partnerships can help minimize disruptions and optimize supply chain performance. Efficient Inventory Management Techniques Efficient inventory management is critical for avoiding excess inventory or stockouts. Businesses can adopt techniques such as just-in-time inventory, vendor-managed inventory, and demand-driven replenishment to optimize inventory levels and reduce carrying costs. Additionally, implementing inventory management software and leveraging data analytics can provide valuable insights into demand patterns and help optimize inventory decision-making. The Future of Supply Chain Logistics Looking ahead, supply chain logistics is set to experience significant changes and advancements. As technology continues to evolve, various emerging trends are shaping the future of supply chain management. In the realm of freight forwarding, blockchain technology holds vast potential. Blockchain provides a decentralized and secure platform for recording and verifying transactions, enhancing transparency and trust between supply chain partners. Additionally, the adoption of drone technology for last-mile delivery, the increasing use of autonomous vehicles, and the integration of Internet of Things (IoT) devices are all expected to revolutionize freight forwarding operations and improve efficiency. How Technology is Shaping the Future of Supply Chain Management Technology continues to play a transformative role in supply chain management. Artificial intelligence (AI) and machine learning algorithms can analyze vast amounts of data and optimize various aspects of supply chain logistics, from demand forecasting to route optimization. Overall, the integration of real-time tracking systems, advanced analytics, and predictive modeling will enable businesses to proactively identify potential issues and make data-driven decisions to improve supply chain performance. In conclusion, managing supply chain logistics is a complex task that requires careful planning, effective coordination, and the ability to address common challenges. By understanding the basics of supply chain logistics, recognizing commons issues, and implementing strategies for effective management, businesses can optimize their supply chain operations, reduce costs, and enhance customer satisfaction. As technology continues to evolve, embracing emerging trends will be crucial for staying ahead in the ever-changing landscape of supply chain logistics. Drive your freight forward and address common logistic issues in supply chain management with Wrike. Try it for free and smooth the path of your supply chain logistics. Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

Wrike

Get weekly updates in your inbox!

You are now subscribed to wrike news and updates.

Let us know what marketing emails you are interested in by updating your email preferences here .

Sorry, this content is unavailable due to your privacy settings. To view this content, click the “Cookie Preferences” button and accept Advertising Cookies there.

EE-logo-new2

6 Elements of an Effective Project Proposal

Education Edge

  • December 7, 2020

6-Elements-of-an-Effective-Project-Proposal

A project proposal defines the key value proposition of the project. It sells value to stakeholders, both internal and external. The goal of the proposal is to draw the attention of stakeholders and project sponsors. All project proposals have six elements which create the foundation of the proposal. Let’s have a look at those.

Project Proposal Elements

The basis of a well-constructed project proposal are these six elements:

  • Executive Summary:  The executive summary catches the audience’s attention. The aim is to get them pumped about the project you are proposing. For the project, it is simply the “elevator pitch”. It needs to be succinct and to the point. The description should be informative, and paint a picture of what the client’s success feels like. Most significantly, the client should be motivated; after all the aim is to get them to sign to get the project going on the dotted line!
  • History:  The history section explains prior successful projects. It also details the ones that could have run more smoothly. This section, by doing so, creates precedents. That is to suggest, how the next project will use data from previous projects to be more likely to succeed.
  • Requirements:  Requirements are the project’s necessary items, materials and tools. Both internal and external needs should be included in this section.
  • Solution:  The section of the solution outlines how the client’s challenge can be addressed with the project. This section therefore contains certain strategies, expertise and processes for project management that the team can use to work effectively.
  • Authorization:  This section covers who is on the project committee with the decision-makers. It also includes which members on the client’s side have sign-off authority.
  • Appendix:  Data not included in the proposal for a project is included in the appendix. It’s where all of a project’s most important details are found. Even to understand more, this is where team members and stakeholders will do a deep dive.

The next step is making them confident about the project until you have people’s attention. It is important to reach into the minds of the people with which you draft the plan: you need to think like the stakeholders of the project to offer a proposal that suits their expectations.

Need more insights on the same? Get in touch with  PMI ATP  and  IIBA EEP  right here!

Education Edge

Education Edge

Related posts.

The-Power-of-PMP-How-It-Can-Change-Your-Life

The Power of PMP: How It Can Change Your Life

  • February 14, 2024

Project Manager Jobs: A Guide to Finding the Right Fit!

Project Manager Jobs: A Guide to Finding the Right Fit!

  • February 12, 2024

What-is-PMI-ACP-Certification-Features-and-Benefits

What is PMI ACP Certification? Features and Benefits 

  • February 10, 2024

Leave a Reply Cancel Reply

Your email address will not be published. Required fields are marked *

Name  *

Email  *

Add Comment  *

Save my name, email, and website in this browser for the next time I comment.

Post Comment

help for assessment

  • Customer Reviews
  • Extended Essays
  • IB Internal Assessment
  • Theory of Knowledge
  • Literature Review
  • Dissertations
  • Essay Writing
  • Research Writing
  • Assignment Help
  • Capstone Projects
  • College Application
  • Online Class

What Are The Elements Of A Good Research Proposal?

Author Image

by  Antony W

March 10, 2023

elements of a good research proposal

The key to writing a great research proposal for your upcoming research project is to make sure the document has the right structure.

Your paper must include all the components that your professor expects to see. So in this guide, we’ll outline all the elements of a good research proposal and explain why they’re important.

The elements of a good research proposal are the title, the introduction, literature review, aims and objectives, methodology, scope of the research, outline and timetable, and bibliography.

It’s important to include these elements in your research proposal exactly in the order in which they appear in the list above.

Why The Key Elements Of A Research Proposal Matter

The basic elements of a research proposal are important because they communicate your thought process, present the originality of your ideas, and demonstrate that you’re passionate about the subject in question.

If you structure and write your research proposal well, your paper can convince your professor that your project is feasible and you have what it takes to take   your research project to the next level.

Have no time to read this guide and would rather get quick writing help? Let us write your research proposal for you! 

7 Key Elements of a Research Proposal 

While developing a detailed and comprehensive research proposal requires a lot of planning, attention to details, and academic writing skills , understanding the core elements of the paper is the first step to getting your proposal accepted.

So here are the elements that you should include in your research proposal.

It sounds somewhat obvious when we say that your research proposal with a title. To say the least, you already know you should.

But perhaps the most common mistake that many students make is to write general titles that lack focus.

Instead of writing a long title that’s hard to read or a short title that fails to highlight the theme of your research, write a clear and concise headline that tells your reader what your research proposal is about at a first glance.

2. Introduction

The starting paragraph to a research project is one of the elements of a good research proposal because it introduces the subject you wish to address or a research problem you wish to analyze.

Because the introduction of a research proposal is what sets the tone for the rest of the paper, it’s important to start with a hook and then organize your thoughts in a logical and organized manner.

The introduction to your research proposal should give background information and explain why you believe a research question is worth exploring. While not mandatory, you can briefly describe your methodologies in the introduction and then expand them later on.

Your introduction should be clear and concise. Make sure you include only the most relevant information in this section so you don’t make it unnecessarily too long.

3. Literature Review

Although a research proposal doesn’t include a full literature review , it’s important to include an overview of the most significant studies in your field.

The section should feature evidence and statistical data to demonstrate the significance of your research.

Through the literature review, you can easily draw your reader’s attention to existing research, identify gaps in existing studies, and make your reader understand how your proposal will contribute to the already existing research.

4. Aims and Objectives

Aims and objectives are what you wish your research proposal to accomplish. Your aims will be your overall outcome or what you want the research to achieve.

Objectives tend to be narrower and more focused. More often than not, you need to provide an explanation for each of your objectives to show how they will help to meet the aims of your study.

Unless required, you don’t really have to include a hypothesis that your research proposal looks forward to test.

5. Research Methodology

Methodologies are simply the research methods you will use to conduct your study and they must appear in your research proposal whether or not you’re conducting an experimental research.

The methodologies include analysis and sampling techniques equipment, research approaches, and ethical concerns.

Make sure your explanation for each methodology is clear and precise. It helps to justify why you’ve chosen to use a certain methodology over an alternative. This will go a long way to show that you took your time to think about your methodologies before picking them.

It’s important to explain how you will collect data, the sample size you plan to consider for your research investigation, and the techniques you consider the most appropriate to analyze the data.

6. Scope of the Research

Because you’ll be working with limited time and resource, it’s reasonable to include a section on the scope of the research in your proposal. In other words, you have to show your reader that you can start and complete your research within the constraints of these two resources.

Remember, your research will more than likely have limits, and addressing them in this section not only shows that you have given them a thought but also makes your research proposal strong and authentic.

Don’t just focus on the challenges that you’re likely to come across during your studies. You should also propose alternative solutions that you can use and why they might help.

7. Outline and Timetable

Your professor expects to see an outline and a timetable in your research proposal so it’s important that you include them in your research proposal.

The purpose of the outline is to show how you plan to structure your dissertation . Briefly note what each section will cover and explain how it all fits into the argument of your research project.

The purpose of the timetable is to show how much time you’ll need to complete your research. In particular, you need to make sure you mention exactly how long you expect each stage of your study to take.

Don’t just mention how long the research process will take. Make sure you also indicate how long you’ll take to compile your research.

Get Help with Research Proposal Writing

Knowing the elements of a good research proposal is one thing. Writing the proposal is where there’s a lot of work. If you don’t have the time to complete the work yourself, feel free to take advantage of our research proposal writing and get the paper done on time.

About the author 

Antony W is a professional writer and coach at Help for Assessment. He spends countless hours every day researching and writing great content filled with expert advice on how to write engaging essays, research papers, and assignments.

Search Google Appliance

  • Blackboard Learn
  • Online Storage
  • People Finder

Foundation Relations

Basic components of a proposal.

Private foundation proposals differ greatly from most federal proposals. While foundations often outline the general format that they prefer, there is more latitude regarding the structure of the narrative. Always frame your proposal to align as closely as possible to the funders programs' stated mission, without going so far that you are compromising your research interests.

Further, if there is a published  list of judges/reviewers available, as is usually the case for scientific applications, try to compose your proposal so that it piques the interest of one or more of the judges' expertise.

1.  Abstract/Summary

  • The abstract is the most important component of the proposal. Spend time developing the best possible title. If the length is not mandated, it should be no longer than one half to one page maximum. 
  • Use bolded subheadings. Include highlights in the topic sentence in each section of the proposal. 
  • What will be done, by whom, how, over what period of time? What is the problem/need? Who will the outcomes benefit? 

2. Statement of Need

  • What is the issue that you are addressing and why does it matter?
  • Why is what you propose necessary? What is the void in Knowledge? 
  • Who benefits? Indicate the public good, not just the effect on campus. 
  • Why hasn't this issue been addressed sufficiently in the past? Who else is working in this field, what have they done, and why isn't that enough? Demonstrate your knowledge of the field.
  • Provide convincing evidence that what you are proposing does not duplicate other work. Replication of someone else's work in a new environment or larger scale may be fundable.

3. Project Activity, Methodology and Outcomes

  • Why did you choose to address the issue in the manner that you have? Are there other approaches? If so, why aren't they appropriate to the situation?
  • What are the specific activities involved? Who will do them? 
  • Present a timeline of activities. Tables and charts work best here. They crystallize data, break up pages of narrative, and convey extensive information well in a limited space.
  • What specific outcomes will be achieved? What will change? 
  • Why are you/your organization the best one to do what you propose to do? Is it an extension of successful, innovative work or a pilot project you already completed?

4. Evaluation

  • Essential piece that should be both quantitative and qualitative, if feasible. 
  • Outline clearly the methodology that you will use to assess the projects success.

5. Dissemination

  • Dissemination should be linked to your project goals and objectives. If you are trying to affect policy, your dissemination plan should target policy-makers, media, and affected populations.
  • Describe your communication strategy.
  • Be creative. Sending an article to a professional journal is only one of many options. Consider submitting op-ed pieces to newspapers and articles to more popular periodicals; work with University Relations to obtain newspaper coverage and interviews on local radio stations; engage in conference presentations, community outreach activities, presentations to policy-makers and community groups, such as the Chamber of Commerce; launch a web site or blog; convene work groups of your peers; create briefing papers, press releases, videos; and, list yourself on speakers bureaus.

6. Budget and Continuation Funding

  • Show your budget in table form and use a budget narrative to explain each item.
  • Only Include other sources of funding if the funder mandates it's inclusion. UMass policy does not allow including in-kind or outside contributions unless it is required, as it adds administrative burden and costs.
  • Indicate how the project will be funded or be sustainable after the grant funds have run out.
  • The Office of Grants and Contract Administration (OGCA) makes available all university policies covering all legal, fiscal, human resources and intellectual property issues. 

©2024 University of Massachusetts Amherst · Site Policies · Site Contact

Fillable Proposal Form Design

  • Status: Open
  • Prize: $100
  • Entries Received: 3

Contest Brief

I'm looking for an expert who can create a fillable proposal form for my construction company. Here are the key components: - Client Information: To document the client's name and contact details. - Project Details: To describe the project and its scope in detail. - Estimated Budget & Timeline: For estimating the cost and duration of the project. - Site Photos & Inspection Report: To include additional documents highlighting necessary details. - Branding Elements: Incorporate elements such as our company logo, colors, slogan/tagline, license numbers, and Service Disabled Veteran Owned Business Accreditation. The form should consist of identifiable sections namely: - Company Overview - Project Details - Scope of Work - Timeline - Budget - Contact Information - Additional Documents (site photos, inspection report) Ideal candidates will have relevant experience in designing fillable forms and a solid understanding of branding to make the form aesthetically pleasing, yet functional. Strong attention to detail will be highly appreciated.

Recommended Skills

  • Brochure Design
  • Graphic Design
  • Website Design

Top entries from this contest

#16 for Fillable Proposal Form Design by ColorCurves

Public Clarification Board

YT01

  • 2 hours ago

hi, would you prefer it as pdf file and more than one page?

Mitchelly

Hi! Do you know what your brand's font is?

shaileshmbusines

shaileshmbusines

  • 3 hours ago

#8. Everything image, font, placement etc can be easily costumized

Mansoor04

check #9 & drop your feedback Thanks

Morrty31

  • 4 hours ago

message me for more updates!

Show more comments

How to get started with contests

Post your contest

Post Your Contest Quick and easy

Get tons of entries

Get Tons of Entries From around the world

Award the best entry

Award the best entry Download the files - Easy!

Welcome, ! Processing …

Link to existing freelancer account.

The email address is already associated with a Freelancer account. Enter your password below to link accounts:

Link your account to a new Freelancer account

Link to your existing Freelancer account

IMAGES

  1. 5 Elements of a Proposal [+How Proposal Software Can Help]

    project proposal key elements

  2. Project Map Illustrating Key Elements For Successful Business Proposal

    project proposal key elements

  3. Infographic

    project proposal key elements

  4. key elements of a good proposal

    project proposal key elements

  5. 43 Professional Project Proposal Templates ᐅ TemplateLab

    project proposal key elements

  6. key elements of a good proposal

    project proposal key elements

VIDEO

  1. SAMPLE PROJECT PROPOSAL-PROJECT BAMBU #projectproposal #teacherloida #TLElesson

COMMENTS

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

    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.

  2. 5 Elements Every Project Proposal Should Include

    For all other proposals, however, there are certain elements that project proposals should always include: 1. Project Background. The project background is a persuasive element of your proposal. It reinforces the need for the project while introducing how you'll be able to help attain those goals. This part of your project proposal should ...

  3. How to Write a Project Proposal (Examples & Templates)

    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.

  4. How to Write a Project Proposal [2023] • Asana

    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.

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

    Key takeaways: A project proposal is a two to five-page document that answers key questions surrounding a project. ... and ensure all the necessary elements of your proposal have been addressed. 7. Edit/proofread your proposal. After writing your project proposal, make the necessary edits to ensure it's clear, helpful, and persuasive. ...

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

    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.

  7. How to Write a Project Proposal (Examples & Templates)

    Step 4: Write the project proposal. 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 ...

  8. How to write a compelling project proposal (with template)

    Let's go over each of section of a project proposal in-depth below. 1. Executive summary. The executive summary is one of the most important elements of your proposal. It summarizes the project in a digestible format so that anyone reading it understands what the project is and its benefits right out of the gate. 2.

  9. Write a Winning Project Proposal

    A strong project proposal is the key to winning new business. Learn how to structure your proposal so it stands out from the rest. ... The proposal highlights a solution to a specific need and is a preliminary blueprint to coordinate all of the elements of a project. It provides the structure for what the project will look like and aligns the ...

  10. What Is A Project Proposal, And How Do You Write a Great One?

    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 ...

  11. What Is a Project Proposal and How Do You Write One?

    At its core, a project proposal is a comprehensive document designed to present a clear and concise overview of a proposed project to stakeholders, decision-makers, investors, or potential collaborators. It serves as the initial roadmap for a project, outlining its objectives, scope, methodology, resources, and anticipated outcomes.

  12. Write a Project Proposal: Step-by-Step Instructions

    A project proposal is a persuasive tool for securing project approval and resources, while a project plan is an operational guide, providing step-by-step instructions for executing, managing, and controlling the approved project. A project proposal is a document crafted before a project is OK'd, which aims to obtain approval, funding, or support.

  13. How To Write a Project Proposal (With Tips and Example)

    Section 1: Executive summary. Write an introductory section, called the executive summary, to summarize your project. Just like the introduction of an essay, this section should aim to catch your recipient's attention and encourage them to read on. Your executive summary should include details about the following:

  14. How to write a project proposal

    Step #5: Request the necessary resources. Step #6: Write the conclusion. 5 Tips for writing an effective project proposal. Tip # 1: Write for a particular audience. Tip #2: Be persuasive. Tip #3: Use facts. Tip #5: Keep it simple. Tip #6: Proofread your proposal. Key elements of a project proposal (+ a template)

  15. How to Write a Project Proposal and Present it to Stakeholders

    A project proposal is a document that details a new project idea. Its main objective is to communicate the idea, and what is needed to make it happen. ... This summary will include a high-level list of each key element of your proposal. The idea of the executive summary is to be able to summarize in one page all the proposal, in a way an ...

  16. PDF Key Elements of a Complete Proposal-rev09-2-3

    Key Elements of a Complete Proposal. Most proposals contain the elements described here. If the prospective grantor prescribes a format, follow it! If a format is not given, the following section headings can be used as a guide. The elements are given in the order they should appear within your proposal, and not the order in which you write.

  17. What are the Main Elements of a Project Proposal?

    Here's a breakdown of the main elements of a proposal to help you structure your document appropriately. Key Takeaways: Whether it's for a client project, investor, or your boss, a proposal must outline the project in detail to be effective. Key elements to include in a proposal include: Cover letter; Project scope; Project timeline; Next steps

  18. How to Write a Project Management Proposal

    To write a project management proposal, you need a good understanding of your client's needs or potential project and a clear plan for how your team can fulfill those needs and execute the project. These are the steps to take to create a successful proposal and the key elements you need to include: 1. Understand the client's needs and objectives.

  19. Craft Winning Project Proposals for Success

    Key Elements of an Effective Project Proposal. When it comes to creating a project proposal, there are several key elements that can make all the difference in its effectiveness. These elements not only help to clearly communicate the purpose and goals of the project, but they also provide a roadmap for success. ...

  20. 6 Elements of an Effective Project Proposal

    A project proposal defines the key value proposition of the project. It sells value to stakeholders, both internal and external. The goal of the proposal is to draw the attention of stakeholders and project sponsors. All project proposals have six elements which create the foundation of the proposal. Let's have a look at those.

  21. What Are The Elements Of A Good Research Proposal?

    7 Key Elements of a Research Proposal . While developing a detailed and comprehensive research proposal requires a lot of planning, attention to details, and academic writing skills, understanding the core elements of the paper is the first step to getting your proposal accepted.. So here are the elements that you should include in your research proposal.

  22. Basic components of a proposal

    1. Abstract/Summary. The abstract is the most important component of the proposal. Spend time developing the best possible title. If the length is not mandated, it should be no longer than one half to one page maximum. Use bolded subheadings. Include highlights in the topic sentence in each section of the proposal.

  23. PDF 16 Essential elements of a project proposal VF

    Assessment on results achieved. Collect data from self-evaluation (identifying shortcomings) Prepare action plans (i.e. list of activities to be carried out to overcome shortcomings) Record results of activities, assess their outcome, use result of assessment to update the self-evaluation. Step 1. Table 1. Analysis and examination of the level ...

  24. Four Little Pigs

    113 likes, 4 comments - fourlittlepigs_kids_interiors on February 13, 2024: "笠 Matej's room has been designed to provide a comfortable space with a touch of luxury

  25. Fillable Proposal Form Design

    I'm looking for an expert who can create a fillable proposal form for my construction company. Here are the key components: - Client Information: To document the client's name and contact details. - Project Details: To describe the project and its scope in detail. - Estimated Budget & Timeline: For estimating the cost and duration of the project. - Site Photos & Inspection Report: To include ...