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How to Write a Project Proposal and Present it to Stakeholders

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:

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.

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.

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.

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.

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.

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.

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Project Execution, Project Management, Project Planning Filed under Business

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Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

How To Write A Proposal

Writing a Proposal involves several key steps to effectively communicate your ideas and intentions to a target audience. Here’s a detailed breakdown of each step:

Identify the Purpose and Audience

• Clearly define the purpose of your proposal: What problem are you addressing, what solution are you proposing, or what goal are you aiming to achieve?
• Identify your target audience: Who will be reading your proposal? Consider their background, interests, and any specific requirements they may have.

Conduct Research

• Gather relevant information: Conduct thorough research to support your proposal. This may involve studying existing literature, analyzing data, or conducting surveys/interviews to gather necessary facts and evidence.
• Understand the context: Familiarize yourself with the current situation or problem you’re addressing. Identify any relevant trends, challenges, or opportunities that may impact your proposal.

Develop an Outline

• Create a clear and logical structure: Divide your proposal into sections or headings that will guide your readers through the content.
• Introduction: Provide a concise overview of the problem, its significance, and the proposed solution.
• Background/Context: Offer relevant background information and context to help the readers understand the situation.
• Objectives/Goals: Clearly state the objectives or goals of your proposal.
• Methodology/Approach: Describe the approach or methodology you will use to address the problem.
• Timeline/Schedule: Present a detailed timeline or schedule outlining the key milestones or activities.
• Budget/Resources: Specify the financial and other resources required to implement your proposal.
• Evaluation/Success Metrics: Explain how you will measure the success or effectiveness of your proposal.
• Conclusion: Summarize the main points and restate the benefits of your proposal.

Write the Proposal

• Grab attention: Start with a compelling opening statement or a brief story that hooks the reader.
• Clearly state the problem: Clearly define the problem or issue you are addressing and explain its significance.
• Present your proposal: Introduce your proposed solution, project, or idea and explain why it is the best approach.
• State the objectives/goals: Clearly articulate the specific objectives or goals your proposal aims to achieve.
• Provide supporting information: Present evidence, data, or examples to support your claims and justify your proposal.
• Explain the methodology: Describe in detail the approach, methods, or strategies you will use to implement your proposal.
• Address potential concerns: Anticipate and address any potential objections or challenges the readers may have and provide counterarguments or mitigation strategies.
• Recap the main points: Summarize the key points you’ve discussed in the proposal.
• Reinforce the benefits: Emphasize the positive outcomes, benefits, or impact your proposal will have.
• Call to action: Clearly state what action you want the readers to take, such as approving the proposal, providing funding, or collaborating with you.

Review and Revise

• Proofread for clarity and coherence: Check for grammar, spelling, and punctuation errors.
• Ensure a logical flow: Read through your proposal to ensure the ideas are presented in a logical order and are easy to follow.
• Revise and refine: Fine-tune your proposal to make it concise, persuasive, and compelling.

Add Supplementary Materials

• Attach relevant documents: Include any supporting materials that strengthen your proposal, such as research findings, charts, graphs, or testimonials.
• Appendices: Add any additional information that might be useful but not essential to the main body of the proposal.

Formatting and Presentation

• Follow the guidelines: Adhere to any specific formatting guidelines provided by the organization or institution to which you are submitting the proposal.
• Use a professional tone and language: Ensure that your proposal is written in a clear, concise, and professional manner.
• Use headings and subheadings: Organize your proposal with clear headings and subheadings to improve readability.
• Pay attention to design: Use appropriate fonts, font sizes, and formatting styles to make your proposal visually appealing.
• Include a cover page: Create a cover page that includes the title of your proposal, your name or organization, the date, and any other required information.

Seek Feedback

• Share your proposal with trusted colleagues or mentors and ask for their feedback. Consider their suggestions for improvement and incorporate them into your proposal if necessary.

Finalize and Submit

• Make any final revisions based on the feedback received.
• Ensure that all required sections, attachments, and documentation are included.
• Double-check for any formatting, grammar, or spelling errors.
• Submit your proposal within the designated deadline and according to the submission guidelines provided.

Proposal Format

The format of a proposal can vary depending on the specific requirements of the organization or institution you are submitting it to. However, here is a general proposal format that you can follow:

1. Title Page:

• Include the title of your proposal, your name or organization’s name, the date, and any other relevant information specified by the guidelines.

2. Executive Summary:

•  Provide a concise overview of your proposal, highlighting the key points and objectives.
• Summarize the problem, proposed solution, and anticipated benefits.
• Keep it brief and engaging, as this section is often read first and should capture the reader’s attention.

3. Introduction:

• State the problem or issue you are addressing and its significance.
• Provide background information to help the reader understand the context and importance of the problem.
• Clearly state the purpose and objectives of your proposal.

4. Problem Statement:

• Describe the problem in detail, highlighting its impact and consequences.
• Use data, statistics, or examples to support your claims and demonstrate the need for a solution.

5. Proposed Solution or Project Description:

• Explain your proposed solution or project in a clear and detailed manner.
• Describe how your solution addresses the problem and why it is the most effective approach.
• Include information on the methods, strategies, or activities you will undertake to implement your solution.
• Highlight any unique features, innovations, or advantages of your proposal.

6. Methodology:

• Provide a step-by-step explanation of the methodology or approach you will use to implement your proposal.
• Include a timeline or schedule that outlines the key milestones, tasks, and deliverables.
• Clearly describe the resources, personnel, or expertise required for each phase of the project.

7. Evaluation and Success Metrics:

• Explain how you will measure the success or effectiveness of your proposal.
• Identify specific metrics, indicators, or evaluation methods that will be used.
• Describe how you will track progress, gather feedback, and make adjustments as needed.
• Present a detailed budget that outlines the financial resources required for your proposal.
• Include all relevant costs, such as personnel, materials, equipment, and any other expenses.
• Provide a justification for each item in the budget.

9. Conclusion:

•  Summarize the main points of your proposal.
•  Reiterate the benefits and positive outcomes of implementing your proposal.
• Emphasize the value and impact it will have on the organization or community.

10. Appendices:

• Include any additional supporting materials, such as research findings, charts, graphs, or testimonials.
•  Attach any relevant documents that provide further information but are not essential to the main body of the proposal.

Proposal Template

Here’s a basic proposal template that you can use as a starting point for creating your own proposal:

Dear [Recipient’s Name],

I am writing to submit a proposal for [briefly state the purpose of the proposal and its significance]. This proposal outlines a comprehensive solution to address [describe the problem or issue] and presents an actionable plan to achieve the desired objectives.

Thank you for considering this proposal. I believe that implementing this solution will significantly contribute to [organization’s or community’s goals]. I am available to discuss the proposal in more detail at your convenience. Please feel free to contact me at [your email address or phone number].

Yours sincerely,

Note: This template is a starting point and should be customized to meet the specific requirements and guidelines provided by the organization or institution to which you are submitting the proposal.

Proposal Sample

Here’s a sample proposal to give you an idea of how it could be structured and written:

Subject : Proposal for Implementation of Environmental Education Program

I am pleased to submit this proposal for your consideration, outlining a comprehensive plan for the implementation of an Environmental Education Program. This program aims to address the critical need for environmental awareness and education among the community, with the objective of fostering a sense of responsibility and sustainability.

Executive Summary: Our proposed Environmental Education Program is designed to provide engaging and interactive educational opportunities for individuals of all ages. By combining classroom learning, hands-on activities, and community engagement, we aim to create a long-lasting impact on environmental conservation practices and attitudes.

Introduction: The state of our environment is facing significant challenges, including climate change, habitat loss, and pollution. It is essential to equip individuals with the knowledge and skills to understand these issues and take action. This proposal seeks to bridge the gap in environmental education and inspire a sense of environmental stewardship among the community.

Problem Statement: The lack of environmental education programs has resulted in limited awareness and understanding of environmental issues. As a result, individuals are less likely to adopt sustainable practices or actively contribute to conservation efforts. Our program aims to address this gap and empower individuals to become environmentally conscious and responsible citizens.

Proposed Solution or Project Description: Our Environmental Education Program will comprise a range of activities, including workshops, field trips, and community initiatives. We will collaborate with local schools, community centers, and environmental organizations to ensure broad participation and maximum impact. By incorporating interactive learning experiences, such as nature walks, recycling drives, and eco-craft sessions, we aim to make environmental education engaging and enjoyable.

Methodology: Our program will be structured into modules that cover key environmental themes, such as biodiversity, climate change, waste management, and sustainable living. Each module will include a mix of classroom sessions, hands-on activities, and practical field experiences. We will also leverage technology, such as educational apps and online resources, to enhance learning outcomes.

Evaluation and Success Metrics: We will employ a combination of quantitative and qualitative measures to evaluate the effectiveness of the program. Pre- and post-assessments will gauge knowledge gain, while surveys and feedback forms will assess participant satisfaction and behavior change. We will also track the number of community engagement activities and the adoption of sustainable practices as indicators of success.

Budget: Please find attached a detailed budget breakdown for the implementation of the Environmental Education Program. The budget covers personnel costs, materials and supplies, transportation, and outreach expenses. We have ensured cost-effectiveness while maintaining the quality and impact of the program.

Conclusion: By implementing this Environmental Education Program, we have the opportunity to make a significant difference in our community’s environmental consciousness and practices. We are confident that this program will foster a generation of individuals who are passionate about protecting our environment and taking sustainable actions. We look forward to discussing the proposal further and working together to make a positive impact.

Thank you for your time and consideration. Should you have any questions or require additional information, please do not hesitate to contact me at [your email address or phone number].

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Make a Winning Business Proposal Presentation in 11 Steps

Learn how to create business proposal presentations that stand out and win deals. Apply battle-tested best practices and actionable tips from sales pros.

9 minute read

helped business professionals at:

Short answer

What makes a good business proposal presentation?

An outstanding business proposal presentation combines clarity, conciseness, and compelling storytelling.

It should be visually engaging, tailored to the audience's interests, and demonstrate a deep understanding of their needs, setting the stage for successful collaboration.

Your business proposal is your last chance to impress

Making a business proposal presentation is your money time at the end of a long, exhausting sales process with a prospective client. Losing your sale at this stage would be most painful.

It can be overwhelming when you realize how much is riding on this one proposal.

Sending out an ill-made business proposal puts you at risk of losing your client’s buy-in at the very last moment.

This situation is stressful for most people, but it doesn’t have to be. To make this process as stress-free as can be, I put together a guide on how to make a proposal presentation that will give you a leg up over your competitors.

Let's get started!

What does a business proposal presentation look like?

A business proposal presentation today goes beyond traditional slides filled with bullet points. It's a deck that blends text, compelling visuals, and even interactive elements like charts, graphs, and short videos.

This modern approach reflects how we engage with content in our digital age – visually and interactively.

Here's what a modern business proposal presentation looks like:

11 steps for making a winning business proposal presentation

Whether you’re selling products or services to prospective clients or pitching new ventures, business presentations are an everyday part of modern business.

Still, most business professionals don’t know how to do it right.

The reason why so many business proposal presentations fail is that not all elements of a successful business proposal presentation are in place. You can ensure your presentation impresses prospects every time by following the following best practices.

1) Do your research about the prospect

Before you set out to craft your business proposal presentation, you must conduct thorough research about the company you’re going to be pitching to.

Often, the difference between a knockout business presentation and a poor one is the level of confidence during the delivery. Carrying out a great deal of detailed research beforehand will give you the confidence needed to ace the presentation. Here's an example of how you can present your findings in a concise way:

The key pieces of information you need to get are:

What is the company size and sector?

What do their internal processes look like?

Who are the main decision-makers in the company?

Who are they selling their products and services to? Is it a B2B or B2C company?

What is your prospect’s most pressing problem?

What are they hoping to achieve?

What is your role in helping them reach these goals?

What is their allocated budget?

Have they ever used other industry solutions?

Finding the answers to these questions will ensure that your lead is qualified and allow you to bring up relevant insights during your presentation.

It will also make your prospect feel understood , which will capture their attention and boost your closing rate.

How to get information about your prospect

Making a discovery call

Visiting their website

Observing their social media accounts

Analyzing their competitors

B2B databases, such as G2 or Capterra

Data prospecting tools like ZoomInfo or Lusha

2) Personalize your proposal presentation

If you do your homework right and know who your potential client is, you will be able to deliver a tailor-made business proposal presentation.

Our research shows that by personalizing your proposal, you’re increasing the number of people who will read your deck in full by 68% as compared to generic presentations.

If you think about it, it makes perfect sense. Every single email that starts with “Dear Owner” or “Dear User” immediately goes to live in my Bin folder.

By including a personal note tailored to your recipient, you’re skyrocketing the chances of it living rent-free in their head instead.

4 main ways to personalize your business proposal presentation:

I) Add company-specific insights

This can be anything you learned while doing your research on the prospect or something they mentioned during a discovery call.

II) Include your client’s name and logo in every business proposal presentation

If you’re using a PowerPoint this means going in and manually adding the identifying info into the deck.

If you’re using Storydoc, then this can easily be streamlined for scale using dynamic variables that change specific info for specific recipients.

This feature swaps out your client’s details while the rest of your deck stays intact, and with a 10-second setup, you’re good to go.

Here's how it works:

III) Include your prospect’s branding

If you’re using PowerPoint, then you’ll have to go in and change the design and visuals in your deck to fit your prospect’s branding. Alternatively, you can use a DIY tool like Snappa’s SVG editor or Logo.com’s logo generator .

With Storydoc, you can automatically apply branding pulled from any given website just by providing the website address—including the brand’s colors and fonts.

This will make an impact on your prospect while requiring minimal effort on your part, let alone involving a designer.

IV) Keep your proposal relevant at all times

When choosing client stories to share in your business proposal, stick to companies from a similar field.

Show a deep understanding of your prospect’s industry, key pain points, and competitors. This will make it easier for them to visualize what your solution can do for them.

3) Use a battle-tested presentation structure

It doesn’t matter if you’re in the last stage of your sales pipeline or still moving prospects down the funnel.

There are some common elements each business proposal presentation needs to have in order to perform exceptionally.

In our usage data we see presentations with similar business proposal structures outperform the rest time and time again.

What to include in a business proposal presentation

8 essential slides of a business proposal presentation:

1. Title page: This should include essential information such as your company's name, the client's name, and logo, along with the submission date.

2. Assessment or project overview: Here, clearly define the client's problem or need and outline your proposed solution. This section establishes the context and purpose of your proposal.

3. Executive summary: Offer a concise summary of your proposal, highlighting your unique value proposition. For tips on how to write one, read our 101 guide .

4. Methodology: The how to your what and why . In this part, you should explain the methods you’ll use to deliver on your promises and include a list of deliverables with a projected timetable.

5. Pricing: Provide a clear, transparent breakdown of costs for your services or products. Offering multiple pricing options can cater to different client needs or budgets.

6. Proof of qualifications: Showcase your credibility with evidence of past successes. Include case studies, testimonials, relevant certifications, and any industry awards you've received.

7. Team: Introduce the key team members who will be involved in the project. Highlight their skills and roles to build trust and confidence in your team's capabilities.

8. Next step: Conclude with a call-to-action detailing the next step a prospect is supposed to take after viewing your business proposal presentation.

4) Maximize your impact with a compact presentation

You may feel that the more information you include in your business proposal presentation, the higher your chances of sealing the deal are. But it’s the exact opposite.

The busier people get the narrower their attention spans. I can assure you that when faced with a bulky document, your prospects will either skim through it or not bother reading at all.

It’s more constructive to keep your presentation short and concise by including only the information most relevant to your prospect and with the biggest needed to finalize their decision to buy.

5) Avoid complex information and jargon

Complexity adds to cognitive load and any additional bit of information makes it harder to decide.

The best strategy for your business proposal would be to bring up only the most important aspects of your product or service that came up during the sales process.

You don’t have the time or attention to tell them everything. So tell them what really makes a difference.

Don’t get too technical

No matter how great the technology behind your solution is, I can assure you that most of your clients don’t care about the details. They care about the outcome your solution brings them, and what it’s going to cost them in time and money.

Sounds harsh? Sorry, but that’s the reality.

We don’t buy the latest iPhone because it has a pro 12MP camera system or a lens with a ƒ/1.8 aperture and 120° field of view. We buy it because we can take holiday photos for Instagram that will make Debra from HR green with envy.

Your customers are no different. They don’t need to have the same level of knowledge about your solution that you do. You will only confuse them by bombarding them with technical details.

Write in simple words and sentences

The extent of the attention your proposal will likely get is similar to that of an 8th grader. If you know your solution inside and out, you should be able to explain it simply.

Practice answering these questions as if asked by an 8th grader:

What does your company do and what makes you best qualified for the job?

What are your customers’ main pain points?

What is your proposed solution and how are you going to tackle the prospect’s problems?

What is the project timeline?

How much will it cost the prospect?

What are the gains for a prospect by choosing to work with you?

Who are the main team members that are going to work on this project?

What relevant experience do you have?

Refine your unique value proposition

Always remember that your ability to stand out is limited to your ability to deliver a simple and crisp value proposition. Simple is easy to understand and most importantly makes it easier to choose.

But there’s more! No matter what your business does, your biggest competitor is the status quo , where buyers choose to do nothing at all.

Seth Godin said in his seminal book This is Marketing that sales or marketing professionals are agents of change. But change takes time and effort. It’s easy for buyers to stick to what they have, even if it no longer serves them.

When talking about your product or service, don't just explain the benefits. Also show your clients what they might lose if they don't choose you, and explain the opportunity cost of doing nothing.

Here's a great video explaining how to write a UVP statement:

6) Provide social proof

At this point in the buyer’s journey, your lead should already trust you. If they didn’t, they would not proceed beyond the demo or even book a demo.

So why add social proof again at this late stage?

Well, big expenses make most people’s knees shake. Even if the money is not their own, they will be judged by their procurement (your solution) and the business impact it generates.

You need to have past clients vouch for you, to prove that it’s not your first rodeo and that your buyers can count on you to deliver.

Here are different types of social proof our clients used in their decks.

First up, a classic client testimonial:

Then, client logos with the Capterra rating:

And a mention in a reputable industry publication:

7) Include case studies

Case studies are the dark horse of the business race. They’re the least used asset in B2B because of how work-intensive their production is. But, at the same time, case studies are the most effective type of marketing asset .

By not including a case study in your business proposal, you’re running the risk of potential clients finding out about your solution from other sources. Worst case scenario, those other sources are your competitors. If you feature a case study, you’re in control of the narrative. You can basically have your clients sell for you by covering the main value propositions in their own words.

Here's a case study example from our client:

8) Position yourself as a consultant rather than a seller

It’s mostly true that people hate being sold to, but they love to buy.

Most buyers prefer to avoid meeting with salespeople and follow the self-serve route because they fear that salespeople will pressure or manipulate them into buying the wrong thing.

Sales are already losing big to self-service. A McKinsey survey from 2020 suggests that 70% of B2B buyers now look kindly on making self-serve buying decisions, even when considering solutions costing $500K and more.

But there is a way sales can always stay one step ahead of self-serve, and 10 steps ahead of the competition—shifting from being salesy to being consultative.

This means knowing the concerns and needs of your buyer and delivering the information they need to make an informed decision, even if it means (hope you're sitting down) not buying your product or solution because it’s not a good fit.

This approach was pioneered by Anthony Iannarino , and you can read more about How to be truly consultative on his website The Sales Blog.

9) Add videos to your business proposal

In this day and age, purely static content just won’t cut it anymore . If your slide contains walls of text, most people will skip it and move straight to the next part, or the next proposal.

Out of all visual aid types, videos are the most compelling. People get distracted very easily, so having a video that conveys the same message really helps keep them engaged.

Presentation statistics based on our extensive user data support the claim that video brings a positive impact —if you include a video in your cover slide, 32% more people will interact with your presentation.

The findings are even greater for other presentation sections.

By embedding *any* video in your presentation, you can increase the average reading time by 37% and increase the CTA click-through rate by 17% .

This proposal is a great example of effective video use:

10) Make the next step clear to your buyer

Including a clear call to action at the end of your business proposal presentation is crucial. As obvious as this must sound to some, many businesses fail to do this effectively.

If a prospective client reads the entire business proposal, they’re clearly interested in your value proposition. They may be ready to seal the deal.

The worst thing that can happen at this stage is if they don’t know how to proceed. It’s like building a supermarket without a checkout counter.

Here's an example of a smart CTA:

What's not an effective call to action?

A text that tells your buyer to give you a call

An email link for requesting the documents needed for signing

Or a phone number they need to dial.

An effective call to action can be:

Embedding a calendar to let prospects book the next meeting

The option to download key documents (e.g. an NDA or a contract)

Sending prospects to explore more details about your solution (e.g. try out your tool or look at examples from your portfolio)

Embedding a digital signature for buyers to sign directly in your deck

An embedded payment module for buyers to pay directly from your deck

Here's another great example of a deck with an effective CTA:

11) Move from legacy design to modern design

Most guides teach you how to make a business proposal using PowerPoint presentations. But, b y sending your business proposal presentation in PPT format, you’re giving leads something they’ve seen 1000 times over.

With sales closing rates declining for the past 5 years in a row, it’s a major risk to cling to the old ways.

When we analyzed over 100,000 sales and marketing presentations , we discovered that giving prospects presentations that can only be read majorly kills engagement.

If you want to succeed and grow your win rate you’ll have to move up to dynamic interactive proposal decks.

By giving readers interactive elements to “play around” with, you’re increasing the chances of your deck being read in full by 41% and the average reading time by 146% .

This is what static vs interactive looks like:

How to create a business proposal presentation faster than ever with AI

Tell the AI assistant what kind of proposal you'd like to create.

Provide an overview of your company and your product or service.

Choose your preferred template .

Adjust the design to reflect your or your prospect’s branding in just a few clicks.

Add videos and dynamic storytelling content.

Personalize your business proposals for the specific buyer.

Integrate your sales tools into the deck, like Calendly or DocuSign .

Send the deck and see the data stream in.

Analyze your usage data to get deep insights into your sales process.

Optimize your decks based on what works and what doesn’t work for your prospects.

Interactive business proposal templates

We all know that putting together a proposal can be tough. It's like the final lap in a race where you've got to give it your all.

Interactive business proposal templates are like a roadmap, guiding you on how to structure your proposal so it looks professional and hits all the right notes.

The best part is that they're built to engage. Instead of sending over a standard document, you're bringing your proposal to life with dynamic animations, informative videos, and interactive elements.

Grab a template and see how it can transform your deck.

Hi, I'm Dominika, Content Specialist at Storydoc. As a creative professional with experience in fashion, I'm here to show you how to amplify your brand message through the power of storytelling and eye-catching visuals.

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

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

Written by: Jennifer Gaskin Dec 11, 2023

For businesses that rely on clients and partnerships to generate sales and revenue, project proposals are must-haves. A polished, professional project proposal is one of the best ways to present the capabilities your team has and put your goods and services in the best possible light.

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

How to write a project proposal in 9 steps

4 project proposal examples with templates.

• What are the 6 types of project proposals?

What are the contents of a project proposal?

What is a project proposal & how to use it.

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

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

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

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

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

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

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

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

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

Step 2: Create a project proposal outline

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

Step 3: Define the problem and present your solution

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

Step 4: Highlight elements that may set your proposal apart

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

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

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

Step 5: Define project deliverables and goals

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

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

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

Step 6: State your plan or approach

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

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

Step 7: Outline your project schedule and budget

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

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

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

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

Step 8: Write the executive summary

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

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

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

Step 9: Proofread and edit

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

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

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

Additional tips:

Avoid overly salesy language.

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

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

Establish a single point of contact

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

Write with one voice

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

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 project proposal examples

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

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

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

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

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

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

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

Design project proposal examples

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

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

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

Work project proposal examples

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

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

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

Marketing project proposal examples

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

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

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

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

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.

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

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

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

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

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

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

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

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

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

Project proposal FAQs

What is the difference between project proposals and project charters.

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

What is the difference between project proposals and business cases?

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

What is the difference between project proposals and project plans?

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

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

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

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

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8 Best Tips for Business Proposal Presentations [+Examples]

Updated: May 24, 2022

Published: February 16, 2022

Business proposal presentations are the culmination of a long sales process between you and your clients. If you don’t structure it correctly or take the time to craft one with care, you risk losing the client’s buy-in for your solution. So getting it right is essential.

In this article, we’ll look at several ways to improve your business proposal presentation (and pitch) and increase the odds that you’ll walk away with a new customer.

Business Proposal Presentation

A business proposal presentation is a document that outlines a business solution for a customer after a lengthy consultation process. It is presented to the customer in either PDF or PowerPoint format, and can be paired with a contract for immediate signing.

Other formats that may be accepted include Google Docs or Google Slides, but PowerPoint is the industry standard. The presentation is then delivered in person or through a video conferencing tool such as Zoom.

Rarely, if ever, is a business proposal presentation sent to the customer for asynchronous perusal. Rather, it’s presented live in a customer meeting . That will give you the opportunity to sell them even more on the solutions you offer and persuade them to make a decision within a reasonable time frame.

Free Business Proposal Template

Propose your business as the ideal solution using our Free Business Proposal Templates

• Problem summary
• Proposed solution
• Pricing information
• Project timeline

You're all set!

Click this link to access this resource at any time.

If you let the customer review the presentation on their own, it’s likely that they’ll lengthen the sales process and even put off making a decision.

When crafting your proposal presentation, there are a few quick best practices to keep in mind.

• Personalize the presentation . While it’s totally fine to reuse a PowerPoint presentation template , you don’t want to accidentally include another business’ name on the deck. So be sure to go through every slide and personalize it for the customer’s goals and pain points.
• Send a pre-meeting email with an agenda. To prepare your customer for the presentation, it’d be wise to send a pre-meeting email with a quick, scannable sales agenda detailing how the meeting will go. That way, you can set the right expectations and keep you both on track.
• Plan your in-person customer visit. If you’re meeting the customer in person, there will be a few more elements at play, such as an office tour and even a colleague introduction. That can quickly lead to lost time, so use this guide to plan a customer visit that stays on track and helps you effectively sell your solution.
• Pay attention to the design of the deck . Your clothes and demeanor may be in tip-top shape, but if your deck is messy and poorly designed, then the effectiveness of your points will be diminished. Use a PowerPoint template and check out a few sales presentation examples to inspire you.
• Keep the presentation short and precise. Keep your presentation as short as possible, about 15 to 20 minutes. The longer you speak to your clients, the less they’ll remember.

Now, it’s time for your presentation. Let’s go over how you can execute it flawlessly.

How to Present a Business Proposal

• Optimize your meeting time from the start.
• Have a clear agenda.
• Open up with the customer’s problems and challenges.
• Pause and ask questions.
• Lead with stories, not data.
• Don’t read off of your PowerPoint slides.
• Present your solution — and sell them a vision.
• Establish a clear follow-up timeline at the end of the meeting.

1. Optimize your meeting time from the start.

When presenting a proposal, it’s important to remember that your clients are busy. They have other meetings to attend, phone calls and emails to return, and problems to solve. Time is their most precious asset. Here are a few tips to optimize the time you spend with your customers:

• Arrive early . This is a no-brainer, but arrive to the meeting with at least ten minutes to spare, especially if it’s in person. Use this buffer to use the bathroom, rehearse your introduction, and even set up the meeting space.
• Rehearse setting up the projector or sharing your screen before the meeting . If you’re carrying out a meeting in person, you don’t want to waste ten minutes figuring out how to project your laptop’s screen. Carry several adapters with you and have a fail-safe plan, such as bringing a tablet with a copy of the presentation. If the meeting is over Zoom, practice sharing your screen so that your notes aren’t visible.
• Keep your introduction short. Leave space for banter and rapport, but keep your personal introduction short. Small talk should be reduced as much as possible — you shouldn’t spend twenty minutes talking about the weather, unless you sell a weather-related solution.

2. Have a clear agenda.

Your presentation must have a clear and compelling agenda, which you can share right at the start (in addition to having shared it over email before the meeting).

The meeting should begin with compelling reasons to consider your proposal and culminate with a specific request for the business. Here’s an agenda template you can use to structure your meeting:

• Challenge/Opportunity. Begin your presentation by illustrating the opportunity or challenge that your client is overlooking. Make sure it’s compelling enough to motivate your client to listen to the rest of your presentation.
• Benefits . Discuss the benefits that your client will achieve by adopting your solution. Use a customer case study or testimonial to support your point.
• Plan . Present your plan or options to resolve the client’s challenge/opportunity.
• Company . Briefly share your company’s background, including who your company helps with these issues.
• Recommend . Before closing your presentation, be sure to ask for the client’s business. You might close by asking the client, “Do you believe that the solution that I’ve presented will effectively help you overcome your challenges and achieve your goals?”

In the presentation, include a few bullet points that outline these parts of the meeting, so that the client knows what to expect.

3. Open up with the customer’s problems and challenges.

As mentioned, you’ll begin the meeting with a challenge or opportunity. Don’t walk into the meeting and immediately start talking about yourself or your company or your products. If you do this, your client will immediately focus on cost and product features, often ending the meeting before you’ve had a chance to finish.

Instead, focus on re-emphasizing the customer’s challenges and pain points. Your clients want to know how they can beat their competitors, reach new customers, retain existing customers, and increase profit margins. But before you can sell them your product, you have to emphasize the graveness of the issue they’re facing and illustrate how their challenges will prevent them from achieving these goals.

For instance, if 30% of their customers are churning, and you sell a business solution that can help reduce churn, you might open up your presentation with how their revenue will continue to be impacted by this loss. This will emphasize the urgency of the problem and help you create a stronger pitch later.

4. Pause and ask questions.

After you’ve spoken for a few minutes, stop and ask your client a question. This is a great way to stay in control of the meeting while allowing your client to interact with the sales presentation.

Here are some questions that you might ask:

• Have I summarized your challenges correctly?
• Is there anything I’ve missed that you’d like to add?
• Am I right in saying that you want to solve this problem in the next quarter?

5. Lead with stories, not data.

While clients value data, they are also realistic about what data can — and cannot — tell them. They’ve seen many projects fail despite the glowing research results, and they’ve seen projects succeed despite the lack of any data to back it up.

So, introduce stories first, then the data to back it up. Come to the presentation armed with customer experiences and competitor moves. Your clients are far more interested in what other businesses like them have experienced and what their competitors are doing. They’re not all that interested in the latest research study, but you can use a study to support your points and lend credence to an anecdote.

6. Don’t read off of your PowerPoint slides.

Let the deck complement your points. If you read directly off the slides, you’ll quickly bore your customer, and the impact of what you’re saying won’t land.

Keep your slides simple, too, so that you’re not tempted to read off of them. Most slides are far too complex — too much text, distracting designs, and unrelated images.

You should only put one picture and one line of text on a slide. No more. Your clients can only absorb so much at once, and if they’re too busy trying to sort out paragraphs upon paragraphs on the screen, most of what you’ll say will be missed.

7. Present your solution — and sell them a vision.

After you’ve re-established the business challenge and spoken to the customer’s pain points, it’s time to present your product or service as a solution. But it’s important to not stop here — you have to also sell them a vision of what their business will look like after they take care of the problem.

Will they experience increased sales? Streamlined processes? Better customer retention? And what will that look like a few years from now? Don’t exaggerate, but don’t be afraid to show them how your product can create a much positive future for their business.

8. Establish a clear follow-up timeline at the end of the meeting.

This is maybe the most important part of your business proposal presentation. Tell your customer what will happen after the presentation, so that there’s no ambiguity regarding next steps.

We highly recommend establishing a clear follow-up date. Don’t say, “I’ll follow up in about a week.” Instead, try, “Is it okay if I call you on Friday, May 10th?”

We also recommend creating a timeline after the follow-up call. For instance, you might say you’ll call on a certain date, and then you’ll send the contract over using a tool such as PandaDoc , Qwilr , or Proposify . Your contract will be in your customer’s hand for a week, and then on the following Wednesday, you’ll follow-up once again to see if the customer has any questions.

Adjust this timeline depending on your customer, sales cycle length , and industry. Such a short timeline might not suit a product that costs thousands of dollars and requires a yearly commitment. However, it might suit a product that only costs a few hundred dollars a year.

Feeling stumped? No worries. Below, we share some business proposal examples you can glean inspiration from.

Business Proposal Presentation Examples

1. moving malta forward.

This compelling presentation proposes a metro system for the city of Malta. It opens with a “Case for Change” and uses graphics and visuals to argue for the creation of a metro in the city. While it is text heavy, it includes plenty of information for Malta’s government to make a decision. That’s why it’s important to know your audience. If you’re proposing to a gubernatorial entity, then being comprehensive is important.

2. The Big Picture

This is another presentation that argues for the urban development of a district. Its most notable feature is its “At a glance” spread, which shows an overview of the plan from top to bottom, down to the impact the proposed changes will have on the city. In the same way, you can include at an at-a-glance slide in your presentation.

3. AMW Tech

This deck presents a business as opposed to a product, but it does everything right: It opens with an agenda and closes with a call-to-action (“Keep in touch with us”). Even something as simple as providing your contact information can be enough to prompt your customer to continue the conversation.

4. Microsoft Advertising

This deck by Microsoft Advertising takes a slightly different approach: It starts with a quote from the Microsoft CEO, and then provides details about how the brand helps its customers. This works for a major brand like this one because the client may be interested in Microsoft as a whole as opposed to just one service. It’s important to know your audience in this respect, as well.

Creating a Compelling Business Proposal Presentation

Being able to effectively present proposals is key to your success. To be effective, get to the point and focus on vision and stories. Use PowerPoint or Keynote as supporting material and be sure to keep it short. Finally, your presentation should begin with compelling reasons to consider your proposal and culminate with a specific request for the business.

Editor's note: This post was originally published in July 2014 and has been updated for comprehensiveness.

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How to Present a Proposal

Last Updated: February 22, 2024 Approved

This article was co-authored by Michael McCutcheon, PhD . Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR). There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, 100% of readers who voted found the article helpful, earning it our reader-approved status. This article has been viewed 56,046 times.

Presenting a business proposal requires more than simply reading a transcript of the proposal text. Gaining the confidence of your audience requires tact, research, and a whole lot of preparation. If done correctly, your presentation can inspire your listeners to adopt your proposal.

Preparing the Proposal

• If possible, talk to someone who has already seen the proposal, and gauge their interest.
• Check recent news stories which indicate the current financial state of the company or individual you're targeting.
• Think about the audience's values, goals, and ideals. Your proposal should address not just their economic needs but their corporate mission, too.

• Your written proposal should not be identical to your oral presentation. Simply reading the proposal word for word will bore your audience. Your oral presentation should use the proposal text as a foundation but should also expand on your main points without lingering on every detail.

• An improper or incomplete proposal submission may jeopardize your chances of not only having your proposal approved but also receiving future RFPs. Use care when crafting your submission.

Making the Pitch

• This is especially important when conducting an RFP presentation.

• Slide shows can help listeners retain information and better understand the main points of your proposal.
• You can use the slide show to supplement or replace your own notes. They can keep you on track and keep your audience engaged.

• Before you begin, try breathing in and out slowly for a while.
• Assume your audience is receptive, not hostile, to your proposal.

• Avoid interjecting filler words like "uh" or "um" into your presentation.

Sealing the Deal

• If you get an off-topic or difficult question, address it honestly, but artfully try to redirect the question back to why your proposal is a good one. [11] X Trustworthy Source Harvard Business Review Online and print journal covering topics related to business management practices Go to source

Expert Q&A

• Don't feel defeated if your proposal is not accepted. Think of it as a learning experience, and try to identify points which could be stronger next time. Thanks Helpful 0 Not Helpful 0
• Pay attention to the details. This applies to both the written proposal and your oral presentation. Thanks Helpful 0 Not Helpful 0
• Dress professionally for your presentation. First impressions are important. A sloppy appearance could hurt your proposal's chances of success no matter how good your presentation is. Thanks Helpful 0 Not Helpful 0
• Do not take beta-blocker drugs in an attempt to relax before your presentation. You run the risk of becoming a little too relaxed and doing or saying something you'll later regret. Thanks Helpful 1 Not Helpful 0

You Might Also Like

• ↑ Michael McCutcheon, PhD. Career Coach & Psychologist. Expert Interview. 14 October 2020.
• ↑ https://www.entrepreneur.com/starting-a-business/7-steps-to-a-winning-business-proposal/299681
• ↑ http://www.fripp.com/selling-your-way-to-success-how-to-present-your-proposal-at-an-executive-meeting/
• ↑ Paul R. Timm, How to Make Winning Presentations, https://books.google.com/books?id=qqScv8LU9noC&lpg=PP1&dq=winning%20presentations&pg=PT60#v=onepage&q=winning%20presentations&f=false
• ↑ Thomas Leech, How to Prepare, Stage, and Deliver Winning Presentations, https://books.google.com/books?id=GEJn-UPf1cEC&lpg=PP1&dq=winning%20presentations&pg=PA80#v=onepage&q=proposal&f=false
• ↑ https://hbr.org/2010/11/how-to-get-their-approval.html
• ↑ https://hbr.org/2010/11/defend-your-research-people-often-trust-eloquence-more-than-honesty/ar/1

About this article

To present a business proposal, make sure to speak in a clear, audible voice to command your audience’s attention, and avoid using distracting filler words like “uh” and “um.” Additionally, emphasize the main points rather than reading your proposal word for word, since your audience will have the text before them. You should also use visuals, like PowerPoint slide shows, to help the audience have a better understanding of your main points. Then, end your proposal by reiterating your main points in a simple, straightforward way. For more advice, like how to write your proposal with inspiring, optimistic language, keep reading! Did this summary help you? Yes No

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How To Write A Project Proposal Presentation?

Presenting your ideas well is essential to gaining quick approval for projects, whether internal or external. Even the strongest elevator pitch is not going to work by itself. Writing a project proposal presentation enters the picture at this point. You must be able to deliver a proposal for a project effectively if you have the technology or product to show a particular investor. This blog will help you understand how to write a project proposal presentation quickly and how to compose it.

What is a Project Proposal Presentation?

A project proposal serves as a project management tool for outlining the goals and specifications of a project. It facilitates initial project planning framework agreement between organizations and external project stakeholders.

Its primary goal is to win over decision-makers. Because of this, a project proposal presents the main selling point of your endeavor to internal and external project stakeholders. The proposal aims to catch the interest of project sponsors and stakeholders.

Different Types of Project Proposal Presentations

Before learning how to make a project proposal presentation, you need to know that they are of different types. Here are some of the types in which you can give a presentation of a project proposal:

1. Solicited Project Proposal: 

A solicited project proposal is a formal document submitted in response to a specific request or invitation from an organization or entity seeking external project ideas or services. The one requesting issues a Request for Proposal (RFP). 

The proponents create a solicited project proposal presentation detailing their approach, expertise, timelines, and costs for addressing the outlined needs. Organizations evaluate and compare the proposals that describe their solutions and services before selecting them.

2. Unsolicited Project Proposal

In an unsolicited proposal, you create a proposal after carefully identifying the possible solutions for the problems. It’s unlike an RFP but something an investor didn’t ask for. These project proposal presentations are sent to potential clients without being asked for as a pitch or an introduction to investors or sponsors.

3. Informal Project Proposal

With informal project proposals, potential customers express interest in your offerings and ask to review your proposal. Since these are based on conversations rather than official requests, they frequently include all the required information. So they usually need much more research.

4. Renewal Project Proposal

A renewal project proposal presentation is a document that outlines plans for extending, updating, or continuing an existing project or service. These offers are made to potential customers to prolong the support for an ongoing project close to completion. The proposal typically includes reviewing the project’s past performance, achievements, and any necessary adjustments or enhancements for the renewal period. 

5. Continuation Project Proposal

A continuation project proposal is a document submitted to request for extension or continuation of an existing project beyond its initially planned time frame. It typically includes an assessment of the project’s progress, achievements, and the need for additional time to accomplish its goals. The proposal outlines the reasons for the extension, any adjustments to the project plan, and a renewed timeline to ensure the successful completion of the ongoing initiative.

6. Supplemental Project Proposal

A supplemental project proposal presentation is a formal request document submitted to propose additional work or modifications to an existing project. The use of this proposal arises due to changing project requirements, unforeseen challenges, or the identification of new opportunities during the project. The proposal details the scope of the supplemental work, its impact on the overall project, associated costs, and any adjustments needed in the project plan.

This section gives you some clarity on how to write a project proposal PowerPoint presentation. It outlines the blueprint of a comprehensive presentation, using a project proposal presentation example:

1. Understand Your Audience and the Problem you’re Solving:

Before diving into the content creation process, it’s essential to have a deep understanding of your audience. Identify their needs, concerns, and expectations to tailor your project proposal presentation accordingly. This ensures that your proposal addresses their specific requirements and resonates with them.

Persuade your reader with references and data. Among the inquiries to make are:

• What issue is your project trying to solve?
• What is known about this issue already?
• Who has previously tackled this issue, and what literature is available?
• Why can’t this problem be adequately addressed by previous research?

2. Define Clear Objectives:

Clearly outline the objectives of your project proposal presentation on PowerPoint or Google Slides . Whether seeking approval, securing funding, or gaining support, having well-defined goals will guide your content creation process and help you focus on delivering a persuasive message.

A few things to mention are:

• Your project’s mission statement
• Your project timeline, complete with significant checkpoints
• Roles and duties of the project team 
• A risk register outlining your risk-reduction strategy
• Deliverables for the project
• Tools for reporting that you’ll utilize during the project

3. Structure Your Presentation:

Create a well-organized structure for your presentation to maintain clarity and flow. Begin with an engaging introduction, followed by a detailed overview of the project, the problem it aims to solve, proposed solutions, and a compelling conclusion. Use visual aids, such as slides and graphics, to enhance understanding and engagement.

As you’re defining the structure of your presentation, be sure to incorporate the following:

• The outcome or goal of your undertaking 
• A schedule for the project’s deliverables’ readiness
• SMART objectives in line with the outputs you’re generating

4. Craft a Captivating Introduction:

Start your project proposal presentation with a hook that captures attention and sets the tone for the rest of the proposal. Clearly state the problem your project addresses and why it’s important. Establish a connection with your audience by highlighting the project’s relevance to their interests or goals.

5. Clearly Define The Project Scope:

Provide a comprehensive overview of your project, detailing its scope, objectives, and anticipated outcomes. Clearly articulate the timeline , milestones , and deliverables to give your audience a realistic understanding of what to expect.

6. Highlight The Value Proposition:

Emphasize the unique selling points and benefits of your project. Communicate how it addresses the identified problem and why it stands out from alternative solutions. Use data, testimonials, or case studies to bolster your claims and build credibility.

7. Develop A Realistic Budget:

Include a detailed budget that outlines the financial requirements of your project. Break down costs into categories and provide justifications for each expense. This demonstrates a thorough understanding of the financial implications and reinforces your credibility.

8. Address Potential Challenges And Risks:

Acknowledge potential challenges and risks associated with the project and outline mitigation strategies. Demonstrating a proactive approach to risk management reflects your preparedness and commitment to the project’s success.

9. Engage Your Audience:

Encourage audience interaction throughout your presentation. Incorporate opportunities for questions and discussions to address concerns, gather feedback, and foster a collaborative atmosphere.

10. Conclude with a Strong Call to Action:

Wrap up your presentation with a compelling conclusion reinforcing the project’s value and importance. Clearly state the desired action or decision you seek from your audience, whether it’s approval, support, or funding.

By following these comprehensive steps, you can create a project proposal presentation that informs and persuades, increasing the likelihood of successful project approval and implementation.

How To Present A Project Proposal Presentation?

Presenting a project proposal is an art that involves not just the spoken word but also the visual representation of your ideas. Each slide in your presentation plays a crucial role in conveying key information and building a compelling case for your project:

Slide 1: Title Slide

The title slide sets the tone for your presentation. Include the project title, your name or team name, and the date. Use visually appealing graphics or images related to the project to capture attention.

Slide 2: Agenda

Provide an overview of the presentation structure . This helps orient your audience and gives them a roadmap of what to expect. Clearly outline the key topics and sections you’ll be covering.

Slide 3: Introduction

Start with a compelling introduction. Highlight the problem your project addresses and why it is significant. Engage your audience initially, making them eager to learn more about your proposal.

Slide 4: Project Overview

Offer a brief but comprehensive overview of the project. Include key details such as the project’s purpose, goals, and objectives. Use visuals like charts or graphics to convey information succinctly.

Slides 5-8: Problem Statement and Need

Dedicate a few slides to articulate clearly the problem your project aims to solve. Provide data, statistics, or real-life examples to emphasize the urgency and relevance of the issue.

Slide 9: Solution

Present your proposed solution to the identified problem. Break it into key components and use visuals to illustrate how your project addresses the issues. Communicate the unique value of your solution.

Slides 10-12: Project Scope and Deliverables

Detail the scope of your project , including specific deliverables and milestones. Use visuals like timelines or Gantt charts to help your audience visualize the project’s timeline and workflow.

Slide 13: Budget

Introduce the financial aspect of your project. Break down the project budget into categories and provide a clear overview of the costs associated with each. Use graphs or pie charts to make the information easily digestible.

Slides 14-15: Risks and Mitigation

Acknowledge potential challenges and risks associated with your project . Demonstrate your awareness and preparedness by outlining mitigation strategies for each identified risk.

Slide 16: Team and Expertise

Introduce the key members of your project team and highlight their relevant expertise. This slide helps build credibility and assures your audience that you have the necessary skills to execute the project successfully.

Slide 17: Conclusion and Call to Action

Wrap up your presentation with a powerful conclusion. Reiterate the key points, emphasize the project’s value, and issue a clear call to action, whether it’s approval, support, or further discussion.

Tips On Giving A Project Proposal Presentation

Regardless of the type of presentation you deliver, your goal is to influence or wow the audience:

Define Your Agenda:

• Clarify proposal details for investors and clients.
• Address omitted RFP questions.
• Contrast your plan with rivals if requested.

Tell a Story:

• Introduce data, charts , and graphs with a narrative.
• Engage the audience by appealing to human nature.
• Enhance content through storytelling.

Think Lean:

• Apply lean thinking to enhance client relationships.
• Eliminate non-beneficial procedures in your presentation.
• Avoid jumping to long-term future estimates.

Construct an Eye-Catching Presentation:

• First, dress appropriately for the presentation you are about to give.
• A well-constructed presentation reflects positively on your company.
• Avoid hastily put-together presentations to maintain quality perception.

Ask Questions:

• Avoid excessive talking during the presentation.
• Engage the audience by posing questions.
• Boost your confidence and gather feedback through polls or direct inquiries.

ALSO READ: How to write an effective project charter?

Top 5 Project Proposal Templates

1. project proposal summary powerpoint template.

This template provides a concise and visually appealing overview of your project proposal, featuring key elements such as objectives, timelines, and budgetary considerations in a structured and professional format.

2. Project Proposal Presentation Template

The Project Proposal Presentation Template is designed for project leaders to propose new ideas to clients, investors, or business owners. Executives can also use it to propose their businesses to different investors. The marketing, product, and project management teams can use this presentation to propose new business or project ideas.

3. Project Management Lifecycle PowerPoint Template

Specifically designed to illustrate the phases and milestones of project management, this template guides stakeholders through the entire project lifecycle, emphasizing key stages, deliverables, and decision points for a comprehensive understanding.

4. Project Management Swimlane PowerPoint Template

This template employs a swimlane format to delineate responsibilities among team members or departments, offering a clear and organized visualization of tasks and workflows to enhance transparency and streamline project execution.

5. Business Proposal Deck PowerPoint Template

A sophisticated and customizable template for crafting compelling business proposals , this deck incorporates modern design elements to showcase essential details, including market analysis, value propositions, and financial projections, ensuring a professional and persuasive presentation.

Developing a project proposal is essential for connecting you, your group or organization, investors, and other stakeholders. Your greatest option for a concise, educational, and polished presentation is a project proposal presentation. As discussed above, making an eye-catching summary of your project will attract more interested outside collaborators and their encouraging comments.

You can also access SlideUpLift, one of the top platforms for presentation templates and tools to help with the presentation-making task. You can select from a wide range of carefully crafted templates for project proposals. SlideUpLift gives presenters the tools to make visually striking and memorable presentations, emphasizing customization, clarity, and aesthetics. 

How do I make a project proposal PowerPoint presentation?

To create a project proposal PowerPoint presentation, start by outlining the project’s goals, objectives, and key details. Utilize SlideUpLift’s Project Proposal templates for a professional look and incorporate visuals for clarity.

What is the step-by-step process for the presentation of a project proposal?

During the project proposal presentation, the presenter should introduce the project, present an overview, detail the methodology, present the timeline and budget, and conclude with a summary of key points.

What should I include in the presentation of a project proposal?

In a project proposal presentation, you should cover essential elements such as project goals, methodology, budget, and team details to provide a comprehensive overview for stakeholders.

How should I start a project proposal presentation?

Begin your project proposal presentation with a strong opening, clearly introducing the project’s name and purpose and highlighting its significance to capture the audience’s attention.

Where to find the best Project Proposal Presentation templates?

There are a variety of project proposal presentation templates available on SlideUpLift. Just find your desired template on SlideUpLift.com and download it.

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

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.

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.

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

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

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

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

1. Write an Executive Summary

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

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

2. Provide a Project Background

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

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

3. Establish a Project Vision & Success Criteria

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

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

4. Identify Potential Risks and Mitigation Strategies

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

5. Define Your Project Scope and Project Deliverables

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

6. Set SMART Goals for Your Project Proposal

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

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

7. Explain What’s Your Project Approach

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

8. Outline The Expected Benefits of Your Project Proposal

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

9. Identify Project Resource Requirements

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

10. Estimate Project Costs and Project Budget

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

11. Define a Project Timeline

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

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

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

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

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

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

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

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

ProjectManager & Project Proposals

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

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

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

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

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

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

Deliver your projects on time and on budget

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Research proposal steps powerpoint presentation slides

If you are confused to kick start your next research proposal steps slide presentation, then we can help. With help of our sample research proposal presentation deck you can lay emphasis on different components as well as elements of research proposal thereby helping students in writing proposals. Besides this, using PowerPoint presentation slides of our pictorial show you can also illustrate the purpose of research proposal. Additionally, our PPT sample file supports in briefing students about the procedure for writing a research proposal. Furthermore, with help of this visual communication you can easily convince the audience about problem purpose to investigate is significant enough. To make this PPT model even more precise innovative presentation templates like methods of approach – limitations, work plan with timetable, implication of research etc. are just a few to name here. Good thing here is that to get the customized PowerPoint show you can also contact our graphic designers. Why to wait now? With our PowerPoint presentation example of research proposal you can easily get the best results. Just click to quickly download. Bank on your judgement with our Research Proposal Steps Powerpoint Presentation Slides. Allow your inner belief to assert itself.

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Easy manual editing option to alter PPT background, font, text etc. No pixelate problem comes even while projecting on wide screen. Ready to use for students, teachers, consultants, project planners etc. Complete pre built set of 29 presentation slides. Freely insert text, title, logo, animation or videos as per requirement. Works well with all modern software's. Short downloading process triggers with just a click. The stages in this process are parallel computation thesis, dissertation defense, compilation thesis, grey literature, comprehensive examination, doctoral thesis, masters thesis, bachelors thesis, phd thesis.

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Content of this Powerpoint Presentation

If you’ve drafted a research proposal, you must be aware of the rigor and effort required. Sleepless nights, struggles to find inspiration, and living off caffeine for days.

For students, researchers, and writers, drafting a research proposal from scratch is  intimidating. To complete  their professional degrees or to get funded for sponsored research projects, these proposals are crucial.

A research proposal is a detailed plan outlining the objectives, methodology, and expected outcomes of a research project. Typically, researchers, academics, or graduate students write these to seek  funding or approval to conduct their research. Research proposals serve to communicate the significance of the study, demonstrate the feasibility of the research plan, and secure resources or institutional support. They are essential for gaining funding, academic approval, or collaboration opportunities for research endeavors.

The primary audience of these research proposals are academic advisors, instructors, funding agencies or institutions. Therefore, the proposal should be tailored to an academic audience with expertise in the relevant field of study.

With industry experts reviewing your proposal, you wouldn't wanna miss a chance to impress them. SlideTeam experts have prepared an Academic Proposal Template to help you with laying a strong foundation for your research  paper. The 100% customizable nature of the template provides you with the desired flexibility to edit your presentations. The content-ready slides give you a structure to get started.

Template 1: Abstract

This PPT Template allows you to prepare the  foundation for your research proposal. Compile your opening thoughts in the slide. The purpose section of the research project will highlight the intent and aim. Use the design methodology to list the approaches that you plan to use while carrying out the research. Write down the factors and variables in which the findings will be compiled. In the last column, originality/value, write the sources of data, a brief of references and credits.

Template 2: Introduction

This Slide helps you to give your readers an overview of your research project. Start off by giving a broad picture of your research hypothesis in the first column. In one line mention your research question, this is the  core idea of your work.   The general description will include the brief elements of your argument and sources of evidence. The final words are the closing ideas, quantitative and qualitative results, and the research conclusion. You can insert information into each section in  bullet points for enhanced clarity.

Template 3: Thesis Statement

A thesis statement summarizes the central argument of an essay or research paper. Be sure  to include the topic of discussion, your position or claim on the topic, the supporting evidence or reasoning, and the scope or parameters of the argument in the PPT Layout. This statement slide will serve as a roadmap for the reader, guiding them through the main points and focus of your research paper. Write a concise statement to capture the reader's attention.

Template 4: Methods or Approach

When it comes to conducting thorough research, it's crucial to have a unique and detailed approach. The research method is a strategic plan that outlines specific techniques and procedures to gather, analyze, and interpret data. This layout helps you plan your research approach or methods you will adopt, like surveys, questionnaires, interviews, case studies, and observations. As this data is crucial for the proposal you should follow a systematic approach towards gathering  data, and use this PPT Template to do it well.

Template 5: Preliminary Discussion and Results

The template compiles information on two areas; the preliminary discussion and the results. The former section focuses on outlining the research conducted, including the hypothesis being tested. Whereas the next section can be used to present the findings of the research, including both positive and negative outcomes. This template offers a clear and concise way to communicate  research progress and findings. You can present up to four key ideas.

Template 6: Work Plan With Timetable Template with Activities and Month

Before  writing your research proposal, it is vital to map out an action plan  on how to stay on track and build a strong foundation. With this Work Plan PPT Template, you can use the chart to map out activities like the acceptance of the research proposal, connecting with locals in the study area, developing research tools, sample selection, data collection, report writing etc. Use the arrows provided in the slide to mark the tentative time span and the month in which the action will take place. Plan your monthly, weekly, or daily activities with the table provided.

Template 7: Work Plan Timetable Template with Weekly Activities

This PPT Deck offers you multiple formats to prepare a work plan timetable. This Gantt Chart Template enables you to present your action plan in a clear and concise manner. You can list down all the steps involved in drafting your research proposal. You can use the format to make a weekly or a monthly work plan. Based on this chart, you can prepare detailed action plans and manage your resources.

Template 8: Work Plan  Timetable Template with Seven Stages and Time Frame

Use this slide to prepare a workplan in a tabular format. Categorize  activities involved in preparing a research proposal into stages. Write a brief description of each stage in the second column of the table. Use the column provided in the slide to mention the tentative time frame of the stage. This will showcase your readiness and commitment towards the research project to your academic advisors or funding agents.

Template 9: Implication of Research

The template on implications of research refers to the potential consequences or applications of its findings in practical, theoretical, or societal contexts. These should be included in research proposals to demonstrate the significance and relevance of the study's potential outcomes, guiding future actions and understanding. This PPT Template  can record up to four potential implications or problems in your research. Based on this, you  can make contingency plans and suggest methods to lower their impact on the project.

Template 10: List of References/Bibliography

References establish the credibility of your work, demonstrate the knowledge of existing research, and provide a basis for your research's theoretical framework. Use this presentation template to list referencing conventions used in your academic proposal. Ensure that you cite both primary and secondary sources referred to in your research.

Ace your Research Proposals!

When creating an academic research proposal, it's crucial to present a well-structured, professionally crafted document with credible backing. Maintain consistency in formatting, adhere to citation guidelines, and provide a detailed list of credible sources. A polished proposal demonstrates your commitment and makes a strong case for your research's credibility, increasing the likelihood of approval and funding from academic committees or institutions.

You can streamline this process by using our content-ready research proposal PPT template, saving valuable time and effort. With this template, you can focus on the content of your proposal, allowing your ideas to shine through, while the template handles the visual part of the presentation and keeps the audience engaged.

Research proposal steps powerpoint presentation slides with all 29 slides:

Highlight the ingenuity of your creation with our Research Proposal Steps Powerpoint Presentation Slides. Elaborate on your invention.

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