Mandated Programs, Projects and Activities of The YES-O

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


What Is a Project Proposal?

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

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

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

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

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

Types of Project Proposals

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

How to Write a Project Proposal

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

Once you’ve answered these questions, you can write a project proposal. All project proposals have six elements which construct the proposal’s foundation. Let’s take a look at a project proposal example.

Sample Project Proposal Outline

These six elements are the foundation of a well-constructed project proposal outline:

Executive Summary

The executive summary provides a quick overview of the main elements of your project proposal, such as your project background, project objectives, 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!

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.

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.

Free Project Proposal Template

While a project proposal template has limitations, it’s a good place to start writing your project proposal. Try our free project proposal template for Word.

Project Proposal Tips

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, they 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.

Using Kanban Boards to Plan a Project Proposal

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 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 the Executive Summary. The Introduction, Table of Contents and Company Role sections are completed, and there’s a good start on the Explain the Problem and Recommend a Solution task.

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.

Developing SMART Goals for Your Project Proposal

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

Building a project proposal takes time and careful consideration.

The time spent is worth it, however, when you win that next big project!

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 a cloud-based project management software that helps all your team members collaborate and manage this process in real-time. Try our award-winning software with this free 30-day trial .

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6 steps for writing a persuasive project proposal

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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 .

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How to Write a Project Proposal

First impressions are key for any business owner. Looking professional while presenting your services to a potential client is critical in helping you close deals faster. A clear and effective project proposal can show your prospective clients that your business is the best match for their needs, and empower you to set and manage client expectations.

We’re here to help you communicate your project’s plan and goals simply, so let’s dive into how to write a proposal for a project.

What is a project proposal?

A project proposal is a written document designed to get buy-in from decision-makers associated with your potential client. Your proposal should outline your goals and values for the project, the timeline, your rough budget for the project, and how you plan to execute it. Drafting your project proposal is the first step in the project management process. It will serve as the foundation for your project plan should your client and their stakeholders accept it.

Benefits of a project proposal

Used as a marketing tool, the project proposal can help get buy-in from the client’s entire team or stakeholders. It can prove the viability of a project and give credibility to your work and experience.

Easing your client’s concerns from the start can be the deciding factor in whether they choose your proposal over another, so use this document to provide clarity around the project roadmap and what they can expect in each step of the process. A well-executed project proposal will help increase confidence among these decision-makers and stakeholders.

Before starting any work on the project, it’s also good to use a proposal as a budgeting tool, giving your potential client a rough estimate for what the project will cost. Setting both you and your client up for success with an approved budget is important to the foundation of a lasting working relationship. Additionally, the project proposal ensures that the project stays focused both monetarily and chronologically.

Create digital estimates

With Square Invoices, you can provide clients with a digital estimate they can approve from anywhere. Then easily convert to an invoice with one click.

Types of project proposals

Depending on what type of services you offer or what kind of project it is, there are different types of project proposals you can present to your potential client.

Solicited or unsolicited proposal

A formally solicited project proposal is drafted in response to a Request for Proposal, or RFP. This means that your potential client has a known need for your services and has potentially asked multiple businesses or professionals to submit their proposals. Because of the implied competition, be thorough in your proposal and do your research prior to presenting your services.

An informally solicited proposal means that your potential client knows there is a need for your services but did not submit a formal document requesting it. For example, the potential client may not be aware of the goals or methods quite yet, but knows that they want a rough starting point for the project.

An unsolicited project proposal would be presented without an RFP or an ask from your potential client. You may notice that their organization has a need for your services and want to offer a solution. Competition would be little to none in this instance, but don’t let that keep you from explaining why they should try to solve a need they may not have known they had.

Informal proposal

An informally solicited proposal, or informal proposal, means that your potential client knows there is a need for your services, but either did not submit a formal document requesting it or sent an informal request for a simple proposal that may be lacking specifics. For example, the potential client may not be aware of the goals or methods quite yet, but knows that they want a rough starting point for the project.

Renewal proposal

A renewal project proposal is one that you draft for your existing clients. This could be to continue your services as-is for their organization or to extend more offerings. Your goal with a renewal would be to retain your current client and restart a completed or terminated project by showing them the positive results your services previously offered.

Continuation proposal

A continuation proposal provides updates to the client for their ongoing project. This can be used to show the client what step of the process you are on, ensure that the budget is sufficient for the upcoming steps, and review that the resources needed to complete the project are still acceptable.

Supplemental proposal

A supplemental proposal is used if more resources or time are needed to complete the project than originally proposed. This is provided to a client you have an ongoing project with in hopes that their stakeholders will agree to contribute further resources or budget while you prove the value of those added resources and the extended timeline.

Actionable tips to write a great project proposal

Once you know what type of project proposal is a good fit, it’s important to know what you should include. There are a few topics you’ll want in every project proposal across the board. Here are some actionable tips when drafting your next proposal.

Understand your audience and clearly explain the problem that you are solving . This can be included in your project summary as your professional elevator pitch for why the potential client should choose you. Most importantly, focus on how your service will help the client and their organization be successful.

Do your research . Show that you clearly understand their issue and provide solutions. With each solution, explain the expected outcome and the effect on their organization. Take this moment to show that you are truly invested in solving their challenges.

Provide clear expectations and a reasonable timeline . There’s reasoning behind the saying “Underpromise and overdeliver.” Give yourself more time than first expected to finish the project so that you don’t fall behind if some hiccups occur. This goes for any needed resources as well. Be realistic, but detailed, in what will be needed to complete the project for your client’s organization. Again, setting clear expectations from the start for resources, budget, and timeline will set both you and your client up for success.

Address your triple constraint . Be sure that your proposal clearly outlines time, scope, and cost constraints for the project. If there is concern with any of the three areas, address it within the proposal or in a discussion with the client before the project begins. This assists in providing those clear and correct expectations.

Make your proposal simple . While you want to provide as much detail as necessary for the project, don’t overwhelm the client with any unnecessary content. Don’t distract them from the goal of this project by adding extra fluff.

Persuade your audience . This is your chance to sell yourself, so take advantage of each part of your proposal to show what you can do for them and how you can provide a solution.

Make it professional . A project proposal is often a first impression for your client. Make it easy for the client to review and understand. Add a cover letter to explain your position in the project’s success, a table of contents for what is covered, and — most importantly — copy edit it to ensure there are no misspellings or mistakes that you’ve overlooked.

How to write a proposal for a project

Now it’s time to start writing the proposal and winning clients. Once you understand what the project needs are, what type of proposal to provide, and what solutions you can offer, you can begin by drafting your project proposal outline.

Let’s review the following project proposal example and what should be included:

Project Proposal Outline

Writing a project proposal can make you stand out from your competition and give your client confidence that you are the right professional for the job. With these project proposal examples and tips, you can close more deals with persuasive, effective marketing of your services.

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

    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.

  17. PDF ENVIRONMENTAL ACTION PLAN OF THE Clean Environment Advocates ...

    YES -O OFFICERS Headed by the YES - O Officers together with all the students and teachers Every last Friday of every two months YES -O Funds 2. Tree Planting - To plant at least 5 trees per student every year - Help save the ecosystem and habitat of animals YES -O Officers YES -O officers, BSP, Rovers and GSP Once every 4 months DENR, YES -O ...

  18. How to Write a Project Proposal

    This assists in providing those clear and correct expectations. Make your proposal simple. While you want to provide as much detail as necessary for the project, don't overwhelm the client with any unnecessary content. Don't distract them from the goal of this project by adding extra fluff. Persuade your audience.

  19. Project proposal example, template and samples

    INTRO. We created this toolkit to simplify the process of creating a project proposal. We know that it can be hard to find templates, samples and guides all on one page. So, we compiled everything you might need to create a good project proposal in an easily digestible format! If you are familiar with proposals please scroll to the templates ...

  20. How to Get Your Boss to Say 'Yes' To Your Project Proposal

    Point out the real numbers. Don't shy away from mentioning the real numbers while you are presenting your proposal. You need to lay it out there in the open, so your boss knows how much the ...