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

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.

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Project Proposal Template

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

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

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

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 .

Click here to browse ProjectManager's free templates

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How to Write a Proposal and Get What You Want (Free Templates)

A proposal has a lot of different purposes, but there’s only one good way to write one: the way that pulls together all of the information in a concise and persuasive way and helps you get what you want … whether that’s a whole new software system, or just a tweak to your marketing strategy.

This Process Street article isn’t about a business proposal — also known as a quote — but instead about the document required when formally pitching an idea for action and execution by managers or department heads .

To explain how to write a proposal document and get what you want, we’ll go through the following:

Free proposal writing template

When are proposals necessary, why are proposals important, examples of proposals, how to write a proposal: step-by-step, last steps before submitting the proposal, more free proposal writing checklists, even more free proposal writing checklists, customize your proposal checklists with process street.

Let’s get started.

If you fancy taking a quick look at a free interactive template, that will help you write your proposals right away, feel free to dive straight into this!

Writing a Proposal: Step-by-Step Guide

There are more templates, like this one, further down in this post, so stick around.

Any project you don’t have the clearance or authority to start without a higher-up’s approval, you need to submit a proposal for.

According to SSWM , a proposal is “a detailed description of a series of activities aimed at solving a certain problem”.

That problem could be anything, from:

Process improvement
Cost reduction
A new marketing strategy

If it’s an idea you need to ask permission to execute, or to get action on, it needs a proposal.

A proposal is a way to pitch an idea and state your requirements, so it’s important for supervisors because they can get information in writing (not casually in the elevator), and be able to act knowing the full implications of their decision.

They’re also a chance for you to make a structured, logical argument and lay down everything in favor of your idea. A well-written proposal shows your manager you care about the cause, and it’s not just a mid-meeting whim you blurted out.

To write a top proposal you need to scrutinize it before you present it.

It’s a broad topic, but it’s best explained with examples.

Proposal for Process Improvement
Proposal for Server Replacement
Proposal for Cost Savings

Below is a simple proposal example with some basic sections.

Now let’s take a look at how to write a proposal — whether it’s as simple as the one above, or more complex.

Here’s the general structure of a proposal:

As you can see, a proposal generally consists of:

Introduction : A brief overview of the problem, solution, costs, and benefits.
Issue : The main definition of the issue, including subject, purpose, main argument, background information and importance.
Solution : The main definition of the solution, including your step-by-step plan, the benefits, and how potential obstacles will be overcame.
Qualifications : Overview of the personnel required, experience.
Conclusion of the costs and benefits, and wrap-up : Balance the cost against the benefit, reinforce your point one last time.

1. Identify and define your reader

Just like with any kind of persuasion, it helps if you understand how to appeal to your audience. Who will be reading your proposal and deciding if it’s accepted or rejected? What do they care about? What kind of language and benefits would resonate with them? This is the first step because it’s an important thing to keep in mind as you go along and as information that informs the way you write from here on.

2. Define the problem your proposal will solve

Who : Who will the proposal affect?

What : What’s the reason for you to write the proposal in the first place? Explain the current situation and the problems that come with it.

3. Define the solution

How : How are you going to solve the problem? Explain step-by-step in detail.

Who : Identify the personnel you need, along with their prior experience to add persuasion to the proposal

4. Conclusion: costs, benefits and wrap-up

Reiterate : The purpose and main argument

Costs : Break down the projected costs involved for different elements of the project

Benefits : Break down the benefits to the organization, monetary and non-monetary, to persuade the reader there’ll be a return on investment

Thanks : Thank the reader for their time.

Contact information : Where can the reader get in touch with you? Make sure to be crystal clear to make the details easily discoverable.

Clear writing is your best friend when you’re trying to write persuasively. For that reason, there are a few checks to run before you submit your proposal.

Remember, what’s clear to you might not always be clear to other people.

1 .Check for jargon (then destroy it)

Although jargon is popular in the business world, not everyone shares the equal love for it. It’s terms like right-size, blue sky (verb), turn-key, and synergize. They might mean something to you, or make you feel intelligent, but there are simpler alternatives that will help people understand what you mean !

2. Change the passive voice to the active voice

The passive voice is defined as :

“The noun or noun phrase that would be the object of an active sentence (such as Our troops defeated the enemy) appears as the subject of a sentence with passive voice (e.g. The enemy was defeated by our troops).”.

It’s a long-winded way of expressing something that could be expressed in simple terms:

The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don’t want to add extra words to cloud your point.

3. Proofread the proposal

Install a tool like Grammarly and check the proposal in an online text editor. Grammarly will manage to pick up on anything that is grammatically incorrect and sometimes even flags up stylistically poor phrases. Poor spelling and grammar will only discredit the value of what you’re saying and could be a problem that leads to your proposal being rejected.

As promised, check out the below five templates that have each been designed by the team at Process Street — makers of the finest remote work software for processes around — to help you write winning proposals.

Proposal Template Checklist Process

This proposal template is a checklist that should be used alongside the proposal document you are planning to submit. Use it to make sure that all the elements have been considered, that the proposal contains everything it needs to and that it meets all set requirements.

Click here to access the Proposal Template Checklist Process!

Business Proposal Template Checklist

Whether your business proposal is solicited or unsolicited, use this business proposal template checklist to ensure you include all the required information in your proposal and cover key areas such as these the problem the organization is facing, the proposed solution, the budget, and a key CTA.

Click here to access the Business Proposal Template Checklist!

How to Write a Grant Proposal Checklist

Use this template to make sure your grant proposal includes all the relevant information, that it contains everything it needs to, and that it meets all stated RFP requirements.

Click here to access the How to Write a Grant Proposal Checklist!

Research Proposal Example Checklist

Use this template to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it.

Click here to access the Research Proposal Example Checklist!

Project Proposal Template Checklist

Use this template, alongside the proposal document you are planning to submit, to set the project vision, define the project requirements, describe the deliverables, and specify the deadlines.

Click here to access the Project Proposal Template Checklist!

If you’re looking for more inspiration, give these alternative proposal writing templates a go too.

Bid Proposal Template Checklist
Budget Proposal Template
Construction Proposal Template Checklist
Consulting Proposal Template Checklist
Continuation Project Proposal Template
Contractor Proposal Template Checklist
Event Proposal Template Checklist
Marketing Proposal Template Checklist
Project Proposal Template
Renewal Project Proposal Template
Simple Proposal Format Checklist
Sponsorship Proposal Template Checklist
Supplemental Project Proposal Template
Website Proposal Template Checklist

If the above templates don’t quite fit your company, industry, or the proposal document you are writing, don’t worry!

Process Street to the rescue!

Process Street is super-powered checklists . We are a super-charged, state of the art BPM SaaS platform which allows you to create templates and run individual checklists from these. You can check tasks off as you work through them, set deadlines, request approvals, assign various tasks , and work through your proposal workflows with ease.

Watch this to get an idea about who we are and what we do:

To help you customize your proposal writing template, and make your proposal wriitng easier, you can use all these different types of Process Street features:

Dynamic due dates
Task permissions
Conditional logic
Approval tasks
Embed widget
Role assignments

You can also connect your templates to thousands of apps through Zapier , webhooks, or API access to automate your proposal processes and workflows.

If you’re unfamiliar with process automation, what it means, and the benefits it can bring to your business, watch this Process Street webinar on automation:

Remember, if you want to get access to any of our proposal writing checklists, just click the links above and they will be added to your Process Street account where you can use them over and over again. Or, if you haven’t yet signed up for a Process Street account, click here and start your free trial.

Has this guide helped you out? I’d love to hear about it in the comments.

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Benjamin Brandall

Benjamin Brandall is a content marketer at Process Street .

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6 steps for writing a persuasive project proposal

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

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

What is a project proposal?

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

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

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

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

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

Types of project proposals

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

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

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

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

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

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

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

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

How to write a project proposal

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

1. Write an executive summary

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

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have

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

2. Explain the project background

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

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

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

Why is past research insufficient at addressing this problem?

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

3. Present a solution

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

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

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

4. Define project deliverables and goals

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

When defining your deliverables, you should include:

The end product or final objective of your project

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

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

5. List what resources you need

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

In this section, you’ll include:

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

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

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

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

6. State your conclusion

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

Tips for writing an effective project proposal

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

Know your audience

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

Be persuasive

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

Keep it simple

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

Do your research

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

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

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

Use project management tools to strengthen your project proposal

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

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

Related resources

How to use a feasibility study in project management

How to track utilization rate and drive team profitability

How to accomplish big things with long-term goals

Smooth product launches are simpler than you think

How to Write a Proposal in 11 Steps

Become a Certified Proposal Writer

If you’re a proposal writer, you know that writing a proper proposal is no easy task. No matter if it’s business proposals or project proposals, creating a full proposal from start to finish takes time.

A potential customer or a new client doesn’t know that writing a proposal isn’t that much about writing. Writing is usually the easy part.

Hence, the top reasons why proposals fail are:

Significance – The client doesn’t show an understanding of the problem in their proposal letter.
Approach – Missed deadline, sent the proposal to the wrong organization, or did not follow the provided rules.
Investigator – The client’s line of work doesn’t fit the project.

In other words, the client or the person who wrote the proposal didn’t do research. To help out, the article will cover all required steps for how to write a proposal, from researching to writing a conclusion. If you’re interested in learning via video, then watch below. Otherwise, skip ahead.

Phase 1: Research

If you’re just starting as a proposal or a grant writer , the article will also help you prepare for discussions with potential clients (especially for freelance proposal writers). Clients rarely know what it takes to create a great proposal, and it’s your job to explain. Furthermore, it’s your job to use your critical thinking and ask the right questions to get specific details about the client and their business.

All of that happens in the research phase, so let’s start.

Define the Target Audience

Although you should specialize, you never know who’s your next potential client. It’s less messy if you work for a company with a structured workflow, multiple templates , and other team members. But if you’re alone, you need to define your objectives.

Defining the target audience means two things:

Learn about the client
Learn about the proposal’s target

You usually start by learning about your prospective client. What’s their business, niche, general background information, etc. Depending on your current knowledge of their industry, you want to ask more questions if you feel comfortable taking the task. For example, writing a research proposal for human resources isn’t the same as writing a business proposal for a military company.

Next is figuring out who’ll be reading the proposal. The readers are the decision-makers who decide if your client will get the project or grant or not. Your goal is to convince the decision-maker to take the right action. Naturally, you need to know who they are.

The questions to ask are:

Who will be reading the proposal?
What do you need to do to convince them to make a favorable decision?
What do they want to hear that your client can provide?
Do they prefer a formal or informal writing style?

Define the Problem

Defining the problem isn’t a big deal since an agency or business clearly states it in their RFP (request for proposal).

Unfortunately, the problem gets more convoluted as you figure out can your client deliver. To figure out the solution, you need to understand the problem.

Although your client will have a general idea of the issue at hand, don’t let that stop you from asking questions. The client is looking to gain something from the proposal so that they will be biased. You’re here to help them. Even it is by facing the harsh reality that their business isn’t the right one.

For example, just because your client knows how to ride a bike doesn’t qualify them for a bike manufacturing grant.

By defining the problem, you’re creating the first layer of your proposal writing. The problem is where you begin writing. Without deep understanding, your chances to do a great job diminish.

Questions to ask in this research step are:

Why is this problem significant to the proposal prospect?
What are they getting from solving the problem?
Ask the client to explain how the issue fits their business capabilities?

Develop a Solution

Now that you understand the problem, it’s time to understand the solution. You can observe the solution as the client’s problem since the answer will make or break their business proposal.

This step shouldn’t be difficult. If your client knows what they are doing, the answer should come out naturally.

Nevertheless, it’s best to dilute to the very core of how the solution works by asking the following questions:

Does the solution make sense?
Does the solution fit the timeline?
What do you hope to gain from delivering the solution?

Define the Writing Style

With the first three steps ready, we approach proposal writing. Knowing the target reader helps you with defining the style. Additionally, you can get a solid idea of the style by reading their RFP. How they write the RFP is how you should write the proposal letter.

The tone should be plain and direct, whether it’s a grant or business proposal. The goal is to inform the reader and incentivize action, not to entertain or bore them. Also, complex verbiage won’t impress anybody. Ask yourself:

How do you create a persuasive tone that strikes a chord with the reader?

Although this depends on the reader, you create a persuasive tone with simple sentences backed by research. Think of it like chess. You want to bring the opponent (reader) into a position where they must comply.

Create an Outline

The outline is never part of your final proposal. But it is a valuable document that helps you as you write. It’s like a cheatsheet.

Gather all the relevant details, such as goals, benefits, costs, ideas, and quantitative data you have in a single place. There’s no need to spend too much time creating the outline, but it should have basic information such as problem, solution (why your solutions are the best), and business information.

Additionally, if the proposal requires an executive summary, it also helps to include primary budget data.

If you’re interested in understanding the finer details of writing a proposal and becoming a top-tier proposal writer, then check out our proposal writing certification course.

Phase 2: Writing

Congrats! You should be ready to write everything with detailed research, including a business proposal, proposal letter, executive summary, convert letter, and a brief overview. If you’re using a proposal template, feel free to have it by your side.

Proposal writing has a broad niche; you never know what the following proposal will require, so you must be ready.

Keep in mind that you need to think of the deadline. This is where your organization skills will come into play since you’ll need to balance the limited time between writing and research.

Introduce your Company/Organization

When someone mentions an introduction, the first picture we get is a polite handshake or a nod followed by the sentence “Hello, my name is…”

Although your business proposal introduction should be polite, it must be convincing. You’re not writing fiction where the story slowly heats up. The proposal should be blazing from the first sentence.

To achieve that, use your client’s information as the skeleton of the introduction instead of as the meat. For example, the starting sentence can be: “Our company, Bycicyle Builders, knows there aren’t enough bicycles in our city. We reduce car usage from 75% to 50% by integrating the latest bicycle building technology to make new bicycles 20% cheaper.”

You can also start with data and use that as the build-up for the introduction. Whatever your approach is, stay away from including opinions. You can use facts, but opinions aren’t trackable and rarely work. Although the opening is a general overview, it’s also the setup for the rest of the proposal.

Finally, think about the title page as you write the introduction. Research shows that proposals with a visually appealing title page work 45% better.

Clarify the Problem

Before you move on to the next step, you must understand why you’re writing this section of your project or business proposal. You’re not explaining the problem (the reader already knows that). You’re showing how well you and your client understand the issue.

Great questions to answer are:

What is the problem?
What’s the problem’s cause?
How does the problem affect society or industry?

You should have valuable data that you can use here to emphasize your understanding and interest. You can further impress the audience if you can point to additional issues.

Propose a Solution

The solution is the most critical section. Here you’ll address the client’s capability to stand out amongst the competition by providing benefits that others can not. How can the company or organization meet the objectives and solve the issue?

Whenever a new business creates its first proposal, they often fall into the trap of social proof. When presenting the answer, they focus more on what they assume the reader wants to hear than the question and answer. Although the goal is to satisfy the reader’s need, the road to that goal shouldn’t be complimenting the reader but practical possibilities.

If you go back to questions in the previous step, this section should answer:

How your client’s business will address the problem?
Why are you offering the particular answer?
What is the outcome?

Start with the general impact. Address the main benefit and objectives. After, move to explain why your ideas are better. Don’t assume that the reader will accept the offer at face value. Just because you know your proposition is incredible doesn’t make it clear to others.

Reasons for “why” can be plenty. Maybe it’s more cost-effective. Perhaps it solves the issue faster or with a less negative impact on the environment. The more data and research you present, the better. Furthermore, if you can provide an example of your proposition achieving the claimed goals, that’s extra points.

If you can’t prove that the proposal works, you’ll fail since there will be candidates that can do precisely that.

After reading the section, the audience should be ready to talk about money.

Define Schedule & Budget

Now that you have the reader’s attention, it’s time to move to the second most crucial part – budget. Every proposal is a business proposal, making it an investment. Even if you have the best solutions, it won’t matter if the project costs are too high.

If the RFP requires an executive summary, you’ve probably touched on the budget, but this is where you go in detail since merely providing the total cost isn’t enough.

Look at this section as if you’re starting from the beginning. You’ve successfully convinced the reader into your project. Now you need to do it again.

You prove that your client’s business is the best investment by sticking to facts and covering every penny.

Questions you should answer regarding the budget and schedule are:

When do you see the project starting?
What are specific steps spread across the general timeline?
How does each step tie to the previous and next one?

Use responsive pricing tables and visuals if possible. A simple clickable table can make the budget more intuitive.

Anything that will make it easier for the reader to understand how you plan to spend the money across a specific schedule. The more detail you provide, the better the proposal. A good proposal offers solutions but balances it out with the cost. Include any document (or research article) that benefits your cause.

It’s possible to win a proposal with costs that are over the initial budget. But in that case, your company needs to offer additional reasons why they are worth the extra investment.

Finally, double-checking everything you wrote before the budget section is always a good idea. The last thing you want is that the numbers don’t match on pages two and nine.

State the Conclusion

Whether you’re writing a grant or business proposal, you need to wrap it up. But instead of writing a conclusion as a polite “see you again” message, use the conclusion to your advantage.

A nice trick to use here is an executive summary, cover letter, or any document example that summarizes the proposal. If you have one, you can use the content for the conclusion, but remember to rewrite it.

The conclusion is the proposal summary and should remind the target audience why your client is the best choice. Instead of telling them to have a nice day, go through everything mentioned in previous sections.

Only after you feel like you’ve made your case should you wish them a nice day and thank them for their consideration.

Edit & Proofread

Embrace the fact that the first draft of the proposal will rarely be the final version, and that’s perfectly normal. Start by editing the proposal and follow up with your client (or coworkers if you have them) reading the proposal.

Don’t shy away from editing every little doubt that you have. It might feel cumbersome at times, but that’s what proposal writing is about—being meticulous and patching up every single hole. This is also where a proposal template might help. A proposal template usually has guidelines that help when you write a proposal. As a result, there’s less content to edit.

When editing the proposal (and other documents such as the proposal letter), make sure you check for the following:

Remove cliches – Cliche phrasing makes any article seem lazy. The cliche in business proposals means phrases such as “we understand the problem.” Does that sentence explain that you do understand the problem? No. Providing data and solutions does.
Remove passive voice – Passive voice makes the proposal vague. And in a copy that’s all about convincing, you want to avoid vagueness. Always use active voice as much as possible.
Remove weak and useless phrases – It’s impossible to list every example, but if you know how to write a proposal, you’ll know bland terms when you read one. Words such as “We believe, think, feel” are useless and sound weak. Write confidently. If you genuinely believe that the business idea works, you won’t resort to words and phrases.

You need to proofread every new proposal draft. If you don’t have somebody else to proofread, take a break before checking for grammatical errors. Writing and proofreading require two different approaches, and mixing the two results in a poor business proposal.

Proposal Specifics

Depending on the proposal type, you might have to write additional content. Before we dwell on proposal specifics, let’s cover extra copies that go for every proposal.

If you have data that didn’t fit the main proposal, you can add an appendix. But don’t do it just because you have extra content. If it makes the proposal too heavy, it’s better to leave it out. Only add an appendix if you’re 100% confident.

Don’t forget to include contact information. It sounds obvious, but many business proposals make it difficult to get in touch. You can add as a part of the background information or part of the proposal letter.

If you’re sending a proposal electronically, the receiver has your email. But that isn’t an excuse to share company details in any way that makes replying quicker.

Also, some proposals might need press releases so you can promote the project.

Business Proposal

You should write a business proposal per instructions, but you may need to create additional content.

First, there’s the executive summary. This is a short document that summarizes the proposal. Although shorter than actual business proposals, readers should make a decision purely by reading the executive summary. You write it to make the decision easier for readers who don’t have the time to read the whole proposal.

A business proposal also often includes the bidder’s qualifications. Does your potential client have the experience and knowledge to solve the issue?

Finally, you might need to include legal documents that cover possible legal matters after writing a proposal.

Research Proposal

A research proposal is somewhat different since it focuses more on the methodology used to prove a hypothesis. Although the format isn’t different from a business project proposal, how you approach the proposal is.

Instead of writing about how you’ll solve the issue, you write about the methodology you’ll use to research a specific phenomenon. Similarly, if you’re using a questionnaire, you should include the questions and summarize what you hope to achieve by asking the questions.

Research proposals have a higher tendency to fall into the social proof trap than others. That’s especially the case if researching people’s habits, emotions, or daily behavior since the results vary based on the researcher’s approach.

Grant Proposal

With a grant proposal, you’re directly asking for money. Meaning, you need to pay extra attention when creating the budget section. You can use a grant proposal budget template to help you out.

Just like an executive summary, you should have a cover letter . A cover letter summarizes your proposal but also reminds the reader of any previous interaction. Grant proposals are also unique for the way a business or an organization finds one.

Your client might have direct contact with the grant provider. Reminding the provider about previous interactions is a helpful bump in the right direction.

Grant proposals differ from state to state and between different government agencies. But most grant proposals usually ask for the following documents:

Organization and financial overview
Latest financial statement
Company budget (income and expenses)
The latest IRS tax-exempt document copy
The latest annual report

These documents go outside your responsibilities as a proposal writer. But as you write a proposal letter, it’s good to know what to look for when reading an RFP.

The article provides a better understanding of how to write a proposal of any type. Remember that every bid is different, and although a template like this is helpful, it doesn’t take away from your research time.

The next potential client will be different than the previous one. Although every proposal you write requires an introduction, finance, problem, answer, and conclusion, you need to adjust the sections to every company. The average proposal success rate is 30% for new proposals . Meaning to succeed, you need to be thorough.

Look at it from the reader’s perspective. They get hundreds of proposals full of ideas. Instead of looking at how to bypass rules, think about making the decision-making process more manageable.

By creating a habit of observing the project from the client’s and reader’s perspective, you’re setting yourself up for a winning proposal.

Here are the most frequently asked questions about writing proposals.

What makes a good proposal writer?

A great proposal writer can write a convincing proposal that clearly describes the question and answer and makes it easy to make significant financial decisions. Additionally, great proposal writers are confident enough in their writing skills that they can spend more time researching than writing the proposal.

How to become a proposal writer?

Proposal writers start by getting a bachelor’s degree in communication, English language, or another relatable field. Although you can become a proposal writer without a college degree, it’s easier to land jobs. An alternative is online grant writing courses that offer the required knowledge, skillsets, and certifications that you can use as proof of your capabilities.

If you are new to proposal writing and are looking to break-in, we recommend taking our Proposal Writing Certification Course , where you will learn the fundamentals of being a proposal writer and how to write winning proposals.

We offer a wide variety of programs and courses built on adaptive curriculum and led by leading industry experts.

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How to write a project proposal

Table of contents, what is a project outline, what is a project proposal.

A project proposal is a key document that describes an external or internal project. It states details like goals, objectives, important dates, milestones and requirements needed to start and complete the project.

Your project proposal should whet decision-makers' appetites, clearly communicate your ideas while winning buy-in and those all-important resources and budgets you need to make it happen. This article is your project proposal guide ; it's filled with examples, project proposal writing tips, tricks, and things to know. We've also created a project proposal template to work from in the future, so you never miss a thing.

Before we dive into the thick of it all, let's fill in the project background a little. A project proposal is your project's first impression with leadership. It's that first handshake that determines interest in your idea—or not—and kicks off a project life cycle.

It's essential that you not only grab attention, but you deliver your project proposal with clarity and confidence. If you don't believe in your project, it'll show in your proposal.

Types of Project Proposals

It's worth noting; there are a few types of project proposals out there. Let's run through them quickly, so you know which type of project proposal is a fit for you.

Formally/informally solicited project proposals

A formally solicited proposal is in response to an RFP (Request for proposal.) Often initiated by project managers, it comes with pretty specific directions. There's a high chance that if this proposal is well-written it'll be approved.

An informally solicited project proposal is perhaps the trickiest type of project proposal to write. It's the same as above but usually requested verbally or via an informal communication channel.

It means this type of proposal doesn't come with as much context, the writer will need to do a lot of research themselves in order to get someone else's idea approved. It's a tricky one, but manageable with the right template.

Unsolicited project proposals

Just because no one asked for your project proposal, doesn't mean they don't want it. Perhaps they don't know they need it yet and you're one step ahead of the game. You'll need to do a lot of work to get this type of proposal approved, but it could be a game-changer for your business.

Unsolicited proposals come from those "Aha" moments you have in your everyday work. Perhaps you've identified a problem, a solution, or an opportunity but need resources to build out your idea and get it approved—this is when you turn to an unsolicited project proposal.

Continuation project proposals

This type of project proposal is usually done on a calendar basis when a project enters a new phase, or new resources/budgets are needed to ensure the continuation of a project.

Continuation project proposals are lower lift as the project itself has already been approved and is running.

Renewal project proposals

Slightly different from a continuation project proposal. This type of project proposal is for when a project has run its course and needs to start again. The research for this type of proposal usually comes from the success data of the previous project.

Supplemental project proposals

Have you gone over budget on your project or need more resources than you originally requested? This one's for you. It's not the most positive of project proposals, but if something is in short supply that you need to complete a previously approved project proposal then this type of proposal is the one you'll turn need.

A project proposal outline breakdown

Your project proposal format is the make or break of a successfully proposed project. Despite the different types of proposals out there, key information needs to be displayed in a way that's digestible and expected. We've outlined the running order of winning project proposals.

1. Introduction

At the beginning of this article, we mentioned the importance of a first handshake to make a good impression. Your introduction is your moment to excite readers. Your project proposal executive summary needs to hook the reader. It's essentially your elevator pitch to your project while summarizing what the reader can expect.

2. Proposed problem and solution

Next up, you'll want to jump straight into the meat of your proposal while you've got the readers' utmost attention. Here you need to explain the problem you've witnessed alongside your proposed solution. Keep it short, concise and try to be data-minded.

3. Proposed method to fix the problem

After you've outlined your solution, lay out the methodology you've planned to help get there. This is essentially your project itself. You'll need to determine why this method is best, others you've considered, and use past projects as case studies to back up your strategy.

At this point, you'll also want to showcase how you'll be measuring and reporting on the project's success. State which metrics you'll watch, and how you intend to display the results. Get into the nitty-gritty here. If you're going to use a specific graph or measurement theory, then let the reader know—they may have a better solution.

4. Request for resources

By this point, you've hopefully convinced the reader that your project needs to be implemented and assured them that the method you've laid out is the best way to go about it. Now comes the tricky part, a request for resources. Be clear on what you need, how much you need and why .

It's always good to ask for more and use less, than have to ask for more later on with a supplemental project proposal.

5. Authorization

Once you've laid out all of your requests, you need to identify those key stakeholders and team members essential to the approval process. Include internal and external stakeholders that are responsible for making this project a success, as well as the time frame they'll have to give the go-ahead for each stage of the project.

6. Conclusion

Wrap things up nicely; this is your last opportunity to push your project forward. Finish on a positive note and focus on the benefits your project will bring the company. For more information - view our project outline guidelines.

7. Appendix

Your project proposal is going to need a lot of data and research. However, to stay on track and keep the proposal short, not all your info needs to be in the body of the proposal. Use references in your proposal and show where you got your information from in the appendix.

How to write the best project proposal?

Whether you're a seasoned pro at writing project proposals or you're about to start writing your first one, there are a few best practices you can use to help make it the best it can be.

Step 1: Understand your triple constraint

Time, scope, and cost—project management 101. Also known as the project management triangle. Know your triple constraint throughout every step of your project and don't be afraid to address them in your proposal.

Step 2: Write for your audience

Your project proposal will resonate a lot better if you know who you're addressing. Know your reader or readers and adjust your formalities and provided information accordingly. Knowing your audience will also help you understand what they already know and what you need to explain in further detail.

Step 3: Use a cover letter & table of contents

Just like a book submission to an editor, no one wants to dive into the unknown. Submit your project proposal with a cover letter. Your cover letter can be something as simple as a few paragraphs via email. This letter, coupled with a table of contents, will help set your audience up mentally for what they're about to read.

Step 4: Use the 5 W's when explaining

If you're ever in doubt on how to explain something within your project proposal, you can always rely on the 5 W's. What, why, who, where, when— and how for good measure . By answering these simple questions, you'll be surprised by the information they prompt out of you.

Step 5: Keep it short

Know your limit. You'll have a reader's attention at first, but even the best of writers can only keep that attention for so long. Try to keep your project proposal to two pages maximum, with only the appendix running onto the third page.

Step 6: Use a template

Maybe you saw this one coming, maybe you didn't. When in doubt, use a template . Establishing a project proposal template or templates within your organization will help everyone's proposals cover the important bits, as well as manage expectations for readers.

Step 7: Proof your work

We cannot stress this point enough. Get a second pair of eyes, or just rested eyes, on your proposal before you submit it. Sure, you're not being graded on your spelling, however, it will help build your trustworthiness and avoid any miscommunication.

Step 8: Reference your points

A good project proposal doesn't shy away from images, or other data points to back up what you're saying. Customer testimonials, customer complaints, user analytics, whatever your reasoning is behind your project proposal; make sure it's coming from informed decisions rather than feelings. You're more likely to get it approved that way.

Step 9: Discuss the core problem and its current state

When discussing the problem you've identified, make sure you cover its current state and why that's failing your business before you offer a solution. By doing so, you allow the reader to see the bigger picture, they can then decipher if your project should be a larger priority if the problem is currently damaging the company's reputation.

Step 10: Outline client benefits

No matter what area of the business your project focuses on, at some point, your project will benefit your current customers or new clients. Whether it's directly affecting them like inclusive pricing. Or, is something that will, in turn, affect them like optimizing an internal process. Be sure to highlight the how and why—no matter how far down the line they will benefit. By doing so, you bring a focus on your customer and add greater value to your project.

Step 11: Deliverables and KPIs

Be strategic when goal setting for your new project. Try to focus on SMART goals to ensure your KPIs cover everything and properly showcase the project's progress. State how often you will share a project report .

Putting your project proposal together

Whether you're a small business with limited budgets, or you're a large corporate with defined process already, don't be afraid to suggest some solid project management software if you don't have any already. Successful projects happen because a project team is set up for success from day one , and everything is accounted for.

The best project management software updates in real-time and most-likely integrate with the SaaS you're company is already using. When in doubt, summarize it in the proposal, it's easier to remove it later than add it in after you've got a green light.

Your next project can greatly benefit from a project proposal that takes into account previous projects and the entire project scope . You're not just proposing a project with this template, you're building a project roadmap that can develop into a design documentation template later on.

This proposal is a project documentation tool for you as much as it is for a prospective client or internal stakeholder. Get as detailed as possible when building out your proposal, and then cut the fluff after. Even if research doesn't make it into the appendix, you'll benefit from doing it regardless. Once your proposal gets the green light, then you can proceed to write a project charter or a Statement of Work (SoW) for your project.

Free Project Proposal Template

Last but not least, here it is, what you've been waiting for. Writing a project proposal shouldn't be a challenge, take this project proposal template and make it your own. Implement it into your company's knowledge base tools. ‍

Another great way to ensure that your business continues to thrive is by utilizing a business proposal template . These tools will have you armed and ready for every new idea and opportunity that comes your way.

Laure Albouy is Slite's first marketing hire and in charge of Product Marketing. Her role? Making sure our users get the most out of Slite —including guides, product announcements, market research and more. Laure lives in Paris and is a pasta afficionada.

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How To Write A Proposal: Data-backed Best Practices For 2022

Business proposals are sometimes perceived as a necessary evil in sales. Whether you're writing a proposal for a huge new contract or simply pitching to a potential lead, writing sales proposals can be daunting.

After all: with how hard you've worked to get the potential customer to this part of the process, a lot rides on your ability to get them to cross the finish line.

What if we told you that writing a smart, data informed business proposal could be the highlight of your sales process that also helps you to close more deals and increase revenue?

12 min. read

The purpose of this guide is to provide a clear set of rules when it comes to how to draft, format, and implement a successful, stress-free sales proposal.

We'll take a deep-dive into the elements that need to be included, why these elements are essential for success, and how to effectively structure your proposal so that it's easy for your customers to understand their problem, your proposed solution, and make them eager to start doing business with you.

What is a business proposal?

A business proposal is an offer from a seller to a prospective customer. It's a document that outlines the scope of work, costs and deliverables for a project. Unlike estimates and invoices, business proposals are written before any work has started and are used to win new clients. Business proposals can vary; however, there's one thing in common: their purpose is to convince potential customers to buy your products or services.

Business Proposal – Marketing Template Example

They can be grouped into two categories:

Solicited proposals:

This is also known as an RFP (Request for Proposal). It's sent in response to a request from an existing customer or when contacting a company you already know. This type of proposal is based on the specifications provided by the client and must include all the information they have requested.

Unsolicited proposals:

Unsolicited proposals are sent to companies you don't have an established relationship with. This type of proposal is more like a sales pitch as you don't have any specifications to follow. In this case, you need to include as much information about your products or services as possible in order for your potential client to assess whether you're the right fit for them.

Why putting time and effort into your business proposal will pay off

If you've just landed a new prospect, you're likely both excited about the opportunity and wanting to move forward.

A well-crafted business proposal is a step toward landing the deal. A poorly crafted one, on the other hand, might give them reason to take their business elsewhere.

The hardest part of writing a business proposal is making a compelling argument for your work.

You need to show that:

you clearly understand the client's needs
you have the right skills and experience to undertake the project
your ideas are original and fresh
you have the willpower and determination to follow through on your promises
you have personality! (Nobody’s here for the boring business stuff)

With the world's information always quick search away, clients want to know why you're the absolute best solution to their problems, and that you're going to be worth investing in.

To ensure that you're always sending out top-quality proposals that will win over clients, use these data-backed best practices for writing business proposals in 2022.

Best Practices: What Should a Project Proposal Include?

A proposal’s structure and flow is like that of a story: it has a beginning, a middle and an end. Just like a good narrative, it is organized and tells a convincing story designed to captivate clients.

Most proposals follow similar patterns, but every proposal will be different depending on the company, industry, deal size, and the product or service in question.

The following sections detail the sections typically found in business proposals as well as explain how to include them.

1. Cover Page

It's hard to judge a book by its cover, but you can guess how well it will sell. A sales proposal cover page that is clean and informative, including the client’s name, your name and contact info, and the date submitted, is key to gaining and keeping a client’s attention. Consider including a table of contents to make it easy for the client to jump to the area they need to review.

2. Executive Summary

The executive summary isn't a brief rehashing of the whole proposal, it is a highlight of the most important elements of your business proposal. The goal is to show the client that you understand their background information, business plan and unique challenges--and that you are just the one to solve them. Pique their interest and give them a reason to continue reading.

For inspiration writing your executive summary, take a look at these three executive summary examples you can steal.

3. Approach/Solution

How do you solve your prospects’ problems better than your competitors? How can your company solve customers’ pain in ways that are unique and compelling to your reader? The key to successful proposal writing is to outline the ways in which you provide solutions and make yourself a winning choice.

4. About Us/Our Team

Introduce your leadership team, company founders, and team members who will be working with your new clients on their project. Better yet, show how the members of your team have had success handling similar situations in the past.

The goal of this section is to give your client confidence that they will be working with a competent, professional team and minimize any doubts they might have about hiring you. You can also include a custom logo or digital business card, created through Tailor Brands , to enhance your proposal's professional appearance.

Pro Tip: in marketing, it's well known that including real, human photos increases trust with a customer and as a result, higher conversion rates. Apply this insight to your about us/our team section to create a memorable impression with your reader.

5. Deliverables

The deliverables section of a business proposal is probably the most important section because it outlines exactly what will be delivered for the client.

It’s important to always include this section in your business proposals, as it gives the prospect a clear picture of what you are going to do and how you are going to do it.

The deliverables section should outline details like:

The scope of the project includes recommendations based on research and analysis.
What you will provide (content, design, strategy, etc.)
How you will provide it (online, onsite, etc.)
When you will provide it (timeline)
Who will be responsible for what tasks and when they will be performed.

Aim to keep your pricing section succinct and straightforward. Explain how much their total investment is going to cost. List and describe all the project fees, taxes, discounts, and optional extras. If your client has any confusion or concern about hidden extra fees, they'll be more likely to trust you less — leading to a higher chance of rejection.

Highlight any additional costs that may arise during the project lifecycle. Clients tend to be sensitive about extra costs that weren't mentioned in the proposal. The more transparent you are with them, the more likely it is they will trust you and be willing to pay those additional costs if they crop up later on in the project. Make sure this is crystal clear in your business proposal price section so there's no confusion about what's included and what's not included in your pricing

Pro Tip : Instead of referring to your prices as fees or charges, label your pricing section Your Investment. This will remind people they’re making an investment in their own development and that of their team and organization.

7. Terms and Conditions/Sign Off

If you've gotten this far, you're on the home stretch. The closing of a business proposal should be the easiest part of creating it. You already did the hard work in the beginning and throughout, so it's time to wind down and push things over the finish line.

A clean, well-designed page is a great way to close out your proposal with confidence. Just make sure that you include all the necessary information: a place for your new client to esign, clear, up-to-date terms and conditions, and any other last-minute details they may need to review before making your partnership official.

8. Bonus: Case Studies

A case study is an in-depth look at a single example of a success story. It’s typically used to demonstrate how your offering has helped a customer overcome a key challenge they’ve been facing, and how it’s delivered tangible results as a result.

Case studies and testimonials are particularly useful in the closing stages of the deal cycle, when buyers are trying to determine whether or not a proposed solution is right for them. Social proof from a client who’s experienced success with your solution can go a long way in helping get your buyer over the line.

How Should A Business Proposal Look?

Given the high stakes of winning new business, you can’t afford to have a bad looking proposal. You’ve got to make it look good and fast.

Too many people focus on the content and forget about the design. The truth is both are equally important to the success of your proposal.

If you're not designing, you're losing out.

A well-designed proposal with engaging, high-quality images, graphics and video stands out from the competition and quickly communicates value to decision makers. Business proposals that stand out close deals.

Proposals with images close at a higher rate

In Proposify's annual State of Proposals report , we analyzed the data from the 1+ million business proposals sent through our software in 2021.

When it comes to images, the message is clear. Proposals that include images perform significantly better than those without. In fact, project proposals that contained images were 72% more likely to close, and they did so at a 20% faster rate.

If you’re looking for a way to make your proposals shine, adding images can be a real game-changer. They can help catch the attention of your prospect, while also allowing your company to show off its expertise and communicate ideas more effectively.

But which images should you include? Here are some suggestions:

Headshots of your team members:

If you’re offering services, it helps to let the prospect know who they’ll be working with. It also helps build trust — if they know who you are and can put faces to names, they’ll feel like they have an established relationship with you by the time they open the proposal.

Product shots to show off what you sell:

If you’re offering a specific product or service, including photos gives the prospect a better idea of what it entails. Product shots are particularly useful if you’re selling through an online marketplace such as Amazon or Etsy, because customers will already be used to seeing them there.

Images that illustrate your services in action:

For example, if you were pitching for a window cleaning job, showing images of past projects would serve as case studies that would help show off your skills and convince the prospect that you could create something similar for them.

Adding video to proposals increases close rates

Rather than just talking about how a proposal was constructed, proposal videos can show the reasoning behind their pricing. This makes the close much more effective, and greatly helps to close deals.

(Need help with video? Check out Vidyard .)

When your client shares your proposal internally, video makes it easy to have conversations where your voice is always present. Your client will love you because you’re explaining the deal yourself. Decision makers and buying committees will love you because you can demonstrate how you’ll solve their problem in 5 minutes, asynchronously, instead of 30 minutes over a scheduled call.

From Proposify's annual State of Proposals report :

"Video is quickly becoming a critical part of the closing process. In 2021, there was a 40.5% year-over-year increase in the use of proposal video. This is up from a 31% YOY increase in 2020. Despite this increase, however, only 21% of all proposals contain video."

As companies search for creative ways to engage potential buyers, you can capitalize on this strategy now to help your deals stand out.

For inspiration, check out these examples on winning proposal design .

Sales Proposal Follow-Up

The best way to follow up with leads is to use data, not guesswork.

Professional persistence is an important element of good salesmanship—and when done right it can go a long way. A cautious approach and a smart strategy, not to mention personal reliability, will pay off.

How you follow up after sending a proposal is just as important as the proposal itself, and the timing of your follow-up can be the deciding factor in getting a deal closed, so it's important to know when is best to reach out.

You’re more likely to succeed when you reach out with important information based on your prospect’s behavior. For example, if you know that prospects open a proposal an average of five times before they make a decision, build high-importance tasks into your process for reps to follow up on the proposal as soon as it has been opened for a fifth time.

To effectively use your follow-up process, you need to know the baseline metrics of your team. Once you know these numbers, you can identify patterns that indicate a deal may be in trouble and act before you miss your opportunity.

Ready to get started but need some inspiration?

Proposify's free Proposal Templates include everything you need to dominate your brand pitches and win more clients. Included are dozens of business proposal templates for businesses ranging from accounting firms, creative agencies, and architecture firms all the way to individual construction job proposal templates. If there’s a business that does it, there’s likely a template waiting for you inside.

A winning business proposal has a greater chance of success and can be the difference between getting that client, making that sale, or missing out on that opportunity. To get your proposal noticed in a sea of competitors, you need to work at creating a document that is easy and enjoyable to read.

Our best tip? Keep it short and concise, but don’t hesitate to include details in the most relevant sections.

Long story, short: create the proposal that you would be thrilled to get.

How to Structure a Proposal

May 18, 2021

How To Write an Executive Summary

May 20, 2021

It’s about more than just proposals—it’s about world domination.

Get a demo and start your team's total takeover.

17 Free Project Proposal Templates

By Kate Eby | November 24, 2017

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In this article, we’ve researched and compiled the best project proposal templates, ranging from software and consulting proposals to construction and engineering, so you can get the support and approval needed to hit the ground running on your next project plan .

Included on this page, you’ll find a simple project proposal template , IT project proposal template , research project proposal template , and more, free to download in Excel, Word, PDF, and Google Docs formats. Plus, we'll uncover what to include in a project proposal .

General Project Proposal Templates

Simple project proposal template.

Download Simple Project Proposal Template

Google Docs | Excel | PDF

This simple template breaks the proposal into clearly delineated sections, providing an organized layout that is easy-to-use and read. You can use this template for a wide range of proposal types, including school projects. Edit the template as needed to increase or reduce the number of sections. Since this is a Google Docs template, you can quickly download and print the document or share it with others via your Google Drive account.

One-Page Project Proposal Template

Download One-Page Project Proposal Template

PDF | Word

With this template, you can limit your project proposal to a single page, focusing on key details such as objectives, measurements, timeline, and a budget overview. This template can help project managers compile and organize critical information into a concise document. A brief project proposal will make a strong impact and set the stage for in-depth planning.

Generic Project Proposal Template - Word

Download Generic Project Proposal Template - Word

Use this generic project proposal to create a customized template. Complete the basic outline with essential proposal elements, including the problem statement, goals, scope of the project, and itemized timeline and expenses. Once you have adjusted the proposal to meet your project needs and company standards, you can reuse the template for future projects, saving time, energy, and cost.

Business Project Proposal Template - Word

Download Business Project Proposal Template - Word

This business project proposal template includes fields at the top for entering project details; sections for listing objectives, justification for and impact of carrying out the project, and resources required; plus a schedule timeline. Create a comprehensive proposal that identifies stakeholders, addresses potential risks, and presents a compelling argument for project approval.

Freelance Job Proposal Template

Download Freelance Job Proposal Template

Freelancers can use this template to pitch their services to prospective clients. Describe what problem you will solve, how you will meet the client’s needs, and why they should hire you. The template covers deliverables, quantifiable objectives, a timeline with deadlines, and breakdown of project costs. You can also include terms and conditions to turn the template into a job proposal contract.

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Project Proposals by Product or Service

It project proposal template.

Download IT Project Proposal Template

Excel | Word

This IT project proposal provides room for listing important roles, such as project sponsor, owner, and manager, their general responsibilities, and the names of other stakeholders. It covers all of the typical elements for a project proposal, including space for technology requirements, security risks, hardware and software costs, and more.

Software Project Proposal Template - Word

Download Software Project Proposal Template

Word | Smartsheet

Craft a proposal for a software development project that includes an overview, key milestones, information on development and testing, and reporting methods. A table is provided for a thorough timeline of tasks to help accurately estimate project hours. If the proposal is for external use, you can include payment terms for prospective clients to review.

Mobile App Proposal Template

Download Mobile App Proposal Template

Excel | PDF

This template can serve as a professional pitch for mobile app design services. To stand out from the crowd and highlight relevant experience, attach examples of previous work to the proposal template. The information included in the proposal will depend on the specific project. Customize the template to address pertinent details - such as a timeline of design stages and itemized costs - while showcasing what you have to offer.

Project Management Proposal Template - Excel

Download Project Management Proposal Template - Excel

With this project management proposal template, you can describe the activities involved in different project phases, outline key deliverables, and list expectations. Adjust the proposal to suit the scale and type of project to be managed along with industry norms.

Engineering Project Proposal Template - Excel

Download Engineering Project Proposal Template - Excel

An engineering project proposal should have relevant background information, including the scope of the project and specific engineering tasks to be executed. This Excel template includes automatic calculations for adding costs. Use the work schedule to show a timeline of project phases, from preliminary design through construction. If that work schedule doesn’t work for you, choose one of these free templates for Word and Excel.

Construction Proposal Template - Excel

Download Construction Proposal Template

This construction proposal template offers two sheets, one for providing contractor information, project scope, and agreement terms, and the other for listing the costs for labor and materials. The template calculates subtotals and total expenses, including tax, so that project costs are clear.

Marketing Proposal Template

Download Marketing Proposal Template

Google Docs | Excel | Word | PDF

Marketing plans mix data with a strategy to reach effective outcomes. Use this template to describe the goals, challenges and projected results of a marketing project. Depending on the project, tasks may include activities related to branding, competitive analysis, content development, and new market development. In addition to a project overview, include a detailed schedule with specific dates for project stages and campaign milestones.

Web Design Proposal Template

Download Web Design Proposal Template

From initial research to ongoing hosting and maintenance, this template can help you create a thorough web design proposal. Write a proposal for a website upgrade or pitch design services to an internal or external client. Clearly state the goals of the web design project in the proposal, including alignment with the vision of the company or organization.

Social Media Proposal Template

Download Social Media Proposal Template

Social media campaigns are a valuable part of business marketing, and proposals need to show how projects will accomplish specific goals, whether it’s reaching a broader audience, creating a brand presence on social networks, or boosting sales. This template follows a traditional format, outlining an executive summary, problem statement, objectives, tactics, and scheduling. We’ve also incorporated a budget section for estimating project costs.

Accounting Proposal Template - Excel

Download Accounting Proposal Template

Excel | Smartsheet

Use this template to pitch financial services such as accounting. This proposal could be for a specific project or ongoing services for a business or other organization. Include the terms of service, a breakdown of costs, important goals, and a compelling solution for the client’s financial needs.

Consulting Project Proposal Template - Word

Download Consulting Project Proposal Template - Word

Consultants can use this template to offer services for a specific project and make a strong case for getting hired. As with other project proposals, focus on how you will help a company resolve specific issues or seize opportunities. List the activities you will undertake, specific deliverables, and a timetable for project tasks. Contract terms can also be included to secure an agreement with clients.

Research Proposal Templates

Research project proposal template - word.

Download Research Project Proposal Template - Word

Research proposals, whether for academic, scientific, or other purposes, are slightly different from the typical business project proposal. In addition to a project overview and background, the template also includes a literature review section to support the significance of a proposed project by identifying gaps in the available literature that the project would address. Additionally, the research design and method section enables you to outline exactly how the research project will be set up and how the results will be interpreted. A list of references may be included to show all sources cited in the proposal.

What to Include in a Project Proposal

Project proposals vary depending on the type of project and organization, and whether the proposal is for internal or external use. However, there are some common details to include to justify the project and gain approval. Here are some typical sections in a project proposal and how to use them:

Executive Summary: Briefly provide sponsors with an overview of the project. The aim is to offer a compelling pitch so that sponsors are already convinced the project is a good idea after reading the summary. The rest of the proposal offers greater detail about the key points in the executive summary.
Background: Use background information to provide context, including company history, details about the problem or opportunity the project addresses, and the proposed solution.
Objectives: Include measurable goals as well as a broader vision for supporting business objectives.
Methodology: Describe the project approach and organization along with specific activities and deliverables that will move it toward its goal. This section may include a project schedule with a concrete timeline showing milestones and deadlines.
Resources: Include any resources necessary to complete a project, such as human resources (including hiring new staff), tools and equipment, time allocated for computer use or other tasks, and the management structure.
Budget: Show all project costs in the budget, listing each item separately in a table or spreadsheet along with its associated cost. You may also need to include information to justify budget costs or provide further explanation.
Measurement and Reporting: How will you define and measure success? Explain how you’ll measure and report progress, including the frequency that sponsors will receive status reports.
Risks: Note potential risks along with the probability of occurrence, potential impact, and plans for mitigating them if they do occur. You may include a detailed risk management plan along with a list of risks and methods for controlling them.
Appendix: In the appendix, list any separate documents that are attached to support the proposal.

Additionally, you may define and assign key roles to specific people. A proposal will also typically have a section for authorization to document approval. Once the project is approved, you can create a project charter and comprehensive plan.

Project Proposal Tips

The first step for a project manager, or whoever is writing the project proposal, is to carry out detailed research, which may include analyzing previous projects and gathering information to support the project’s efficacy, objectives, and business value. It is important to involve stakeholders and decision makers early in the process to support buy in. Soliciting feedback in face-to-face meetings, and incorporating that feedback into the proposal, can help limit the changes needed and save time in the long run.

When it comes to actually writing the proposal, start by emphasizing the problem you’re addressing. The proposal needs to show measurable benefits such as deliverables for a company or organization to be persuasive. Overall, the proposal should support an organization’s vision and long-term objectives. Whether you’re writing a lengthy research proposal or submitting a one-page proposal template, use clear, concise language so that readers can easily identify the information they need.

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Blog Business How to Write Business Proposal (Examples + Free Templates)

How to Write Business Proposal (Examples + Free Templates)

Written by: Aditya Sheth Jan 25, 2024

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal, what are the components of a business proposal.

How to write a business proposal step by step

What should you include in a business proposal?

What are the types of business proposals, more business proposal examples + writing and design tips.

FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

A business proposal is a document designed to outline a business plan to convince potential client, investor or partner to engage in a business agreement with you or your company. It’s basically a sales pitch in writing to persuade potential clients to show them benefits of working with you or your company for their business success.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

simple business proposal project proposal template

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

social media marketing business proposal template

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

Working on a new project? These project proposal examples might come in handy for you.

The components of a business proposal can change depending on the field, company size and client needs. While details may differ, strong proposals typically introduce your company, explain the problem, offer a solution and its benefits, highlight your team’s skills, and outline timeline, cost and next steps.

How to write a business proposal step by step

Before you start creating your business proposal template, you need to understand the business proposal format. At a high level, your effective business proposal should include the following:

Create a compelling business proposal title
Build a table of contents
Craft the executive summary
Write a detailed problem statement
Propose your solutions
Showcase your team’s expertise
Create a realistic timeline
Present your payment structure
Specify the terms and conditions
Receiving the decision

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

1. Create a compelling business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s .

What makes a good title page? Here are the essential elements to include:

Your name along with your company’s name
The name of the prospect (or their business)
The date you’re submitting the proposal

Gray Business Consulting Proposal Template Cover Page_Venngage

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

2. Build a table of contents

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

Creative Social Media Business Proposal Template Table of Contents

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. Ensuring your business plan format follows a clear structure can greatly enhance readability and comprehension for potential investors or partners.

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .

3. Craft the executive summary

The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

Introduce your company to your buyer
Provide an overview of your company goals
Showcase your company’s milestones, overall vision and future plans
Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Gray Business Consulting Proposal Template About Us

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Crafting an executive summary and keeping it concise and compelling can be challenging. but you can use an AI summarizer online to generate an executive summary. Such tools are trained on relevant AI models that can extract core points from a given text. You can get such a point either in bullet form or in abstract summary form.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

4. Write a detailed problem statement

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

A well-defined problem statement does two things:

It shows the prospect you have done your homework instead of sending a generic pitch
It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place.

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to…

5. P ropose your solutions

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

Sales Plan Proposal Table Template_Venngage

6. Showcase your team’s expertise

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

business proposal qualifications section

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

7. Create a realistic timeline

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a flow chart . Or add a roadmap with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

Abstract Business Consulting Proposal Template Timeline_Venngage

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

8. Present your payment and terms

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal. You can even use the Excel Invoice Template to create professional-looking invoices (including brand logo and other elements) and add them to this page.

The adoption of invoice templates is beneficial for small businesses as it streamlines the invoicing process and maintains professionalism in financial dealings. Also, by utilizing small business invoice templates , you can efficiently manage invoicing tasks while upholding a polished and structured approach to financial transactions.

The key to good pricing is to provide your buyer with options. A pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself.

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

Bold Business Proposal Template Pricing Page_Venngage

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

9. Specify the terms and conditions

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return. Add the overall project timeline from start to end, as well as payment methods and payment schedule, incorporating these details into an online digital project management tool. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

10. Receiving the decision

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions. A professional way of doig that would be to include an e-business card with your contact details, email i.d and any other social links you want to share. You can go through this article for the best digital business cards .

A business proposal usually aims to answer the following questions:

Who you are and what your company does
The problem your buyer is facing
The solution your company offers to alleviate the problem
How your company will implement this solution effectively
An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

Generally, there are three types of business proposals:

1. Formally solicited

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal:

1. Know your audience

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

content marketing plan business proposal example

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

App design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website :

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex ) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing .
Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be?

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points.

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

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Home » How To Write A Research Proposal – Step-by-Step [Template]

How To Write A Research Proposal – Step-by-Step [Template]

Table of Contents

How To Write a Research Proposal

Writing a Research proposal involves several steps to ensure a well-structured and comprehensive document. Here is an explanation of each step:

1. Title and Abstract

Choose a concise and descriptive title that reflects the essence of your research.
Write an abstract summarizing your research question, objectives, methodology, and expected outcomes. It should provide a brief overview of your proposal.

2. Introduction:

Provide an introduction to your research topic, highlighting its significance and relevance.
Clearly state the research problem or question you aim to address.
Discuss the background and context of the study, including previous research in the field.

3. Research Objectives

Outline the specific objectives or aims of your research. These objectives should be clear, achievable, and aligned with the research problem.

4. Literature Review:

Conduct a comprehensive review of relevant literature and studies related to your research topic.
Summarize key findings, identify gaps, and highlight how your research will contribute to the existing knowledge.

5. Methodology:

Describe the research design and methodology you plan to employ to address your research objectives.
Explain the data collection methods, instruments, and analysis techniques you will use.
Justify why the chosen methods are appropriate and suitable for your research.

6. Timeline:

Create a timeline or schedule that outlines the major milestones and activities of your research project.
Break down the research process into smaller tasks and estimate the time required for each task.

7. Resources:

Identify the resources needed for your research, such as access to specific databases, equipment, or funding.
Explain how you will acquire or utilize these resources to carry out your research effectively.

8. Ethical Considerations:

Discuss any ethical issues that may arise during your research and explain how you plan to address them.
If your research involves human subjects, explain how you will ensure their informed consent and privacy.

9. Expected Outcomes and Significance:

Clearly state the expected outcomes or results of your research.
Highlight the potential impact and significance of your research in advancing knowledge or addressing practical issues.

10. References:

Provide a list of all the references cited in your proposal, following a consistent citation style (e.g., APA, MLA).

11. Appendices:

Include any additional supporting materials, such as survey questionnaires, interview guides, or data analysis plans.

Research Proposal Format

The format of a research proposal may vary depending on the specific requirements of the institution or funding agency. However, the following is a commonly used format for a research proposal:

1. Title Page:

Include the title of your research proposal, your name, your affiliation or institution, and the date.

2. Abstract:

Provide a brief summary of your research proposal, highlighting the research problem, objectives, methodology, and expected outcomes.

3. Introduction:

Introduce the research topic and provide background information.
State the research problem or question you aim to address.
Explain the significance and relevance of the research.
Review relevant literature and studies related to your research topic.
Summarize key findings and identify gaps in the existing knowledge.
Explain how your research will contribute to filling those gaps.

5. Research Objectives:

Clearly state the specific objectives or aims of your research.
Ensure that the objectives are clear, focused, and aligned with the research problem.

6. Methodology:

Describe the research design and methodology you plan to use.
Explain the data collection methods, instruments, and analysis techniques.
Justify why the chosen methods are appropriate for your research.

7. Timeline:

8. Resources:

Explain how you will acquire or utilize these resources effectively.

9. Ethical Considerations:

If applicable, explain how you will ensure informed consent and protect the privacy of research participants.

10. Expected Outcomes and Significance:

11. References:

12. Appendices:

Research Proposal Template

Here’s a template for a research proposal:

1. Introduction:

2. Literature Review:

3. Research Objectives:

4. Methodology:

5. Timeline:

6. Resources:

7. Ethical Considerations:

8. Expected Outcomes and Significance:

9. References:

10. Appendices:

Research Proposal Sample

Title: The Impact of Online Education on Student Learning Outcomes: A Comparative Study

1. Introduction

Online education has gained significant prominence in recent years, especially due to the COVID-19 pandemic. This research proposal aims to investigate the impact of online education on student learning outcomes by comparing them with traditional face-to-face instruction. The study will explore various aspects of online education, such as instructional methods, student engagement, and academic performance, to provide insights into the effectiveness of online learning.

2. Objectives

The main objectives of this research are as follows:

To compare student learning outcomes between online and traditional face-to-face education.
To examine the factors influencing student engagement in online learning environments.
To assess the effectiveness of different instructional methods employed in online education.
To identify challenges and opportunities associated with online education and suggest recommendations for improvement.

3. Methodology

3.1 Study Design

This research will utilize a mixed-methods approach to gather both quantitative and qualitative data. The study will include the following components:

3.2 Participants

The research will involve undergraduate students from two universities, one offering online education and the other providing face-to-face instruction. A total of 500 students (250 from each university) will be selected randomly to participate in the study.

3.3 Data Collection

The research will employ the following data collection methods:

Quantitative: Pre- and post-assessments will be conducted to measure students’ learning outcomes. Data on student demographics and academic performance will also be collected from university records.
Qualitative: Focus group discussions and individual interviews will be conducted with students to gather their perceptions and experiences regarding online education.

3.4 Data Analysis

Quantitative data will be analyzed using statistical software, employing descriptive statistics, t-tests, and regression analysis. Qualitative data will be transcribed, coded, and analyzed thematically to identify recurring patterns and themes.

4. Ethical Considerations

The study will adhere to ethical guidelines, ensuring the privacy and confidentiality of participants. Informed consent will be obtained, and participants will have the right to withdraw from the study at any time.

5. Significance and Expected Outcomes

This research will contribute to the existing literature by providing empirical evidence on the impact of online education on student learning outcomes. The findings will help educational institutions and policymakers make informed decisions about incorporating online learning methods and improving the quality of online education. Moreover, the study will identify potential challenges and opportunities related to online education and offer recommendations for enhancing student engagement and overall learning outcomes.

6. Timeline

The proposed research will be conducted over a period of 12 months, including data collection, analysis, and report writing.

The estimated budget for this research includes expenses related to data collection, software licenses, participant compensation, and research assistance. A detailed budget breakdown will be provided in the final research plan.

8. Conclusion

This research proposal aims to investigate the impact of online education on student learning outcomes through a comparative study with traditional face-to-face instruction. By exploring various dimensions of online education, this research will provide valuable insights into the effectiveness and challenges associated with online learning. The findings will contribute to the ongoing discourse on educational practices and help shape future strategies for maximizing student learning outcomes in online education settings.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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6.5 Writing Process: Creating a Proposal

Learning outcomes.

By the end of this section, you will be able to:

Describe the elements of the rhetorical situation for your proposal.
Apply prewriting strategies to discover a problem to write about.
Gather and synthesize information from appropriate sources.
Draft a thesis statement and create an organizational plan.
Compose a proposal that develops your ideas and integrates evidence from sources.
Implement strategies for drafting, peer reviewing, and revising.

Sometimes writing a paper comes easily, but more often writers work hard to generate ideas and evidence, organize their thoughts, draft, and revise. Experienced writers do their work in multiple steps, and most engage in a recursive process that involves thinking and rethinking, writing and rewriting, and repeating steps multiple times as their ideas develop and sharpen. In broad strokes, most writers go through the following steps to achieve a polished piece of writing:

Planning and Organization . Your proposal will come together more easily if you spend time at the start considering the rhetorical situation, understanding your assignment, gathering ideas and evidence, drafting a thesis statement, and creating an organizational plan.
Drafting . When you have a good grasp of the problem and solution you are going to write about and how you will organize your proposal, you are ready to draft.
Review . With a first draft in hand, make time to get feedback from others. Depending on the structure of your class, you may receive feedback from your instructor or your classmates. You can also work with a tutor in the writing center on your campus, or you can ask someone else you trust, such as a friend, roommate, or family member, to read your writing critically and give honest feedback.
Revising . After reviewing feedback from your readers, plan to revise. Focus on their comments: Is your thesis clear? Do you need to make organizational changes to the proposal? Do you need to explain or connect your ideas more clearly?

Considering the Rhetorical Situation

Like other kinds of writing projects, a proposal starts with assessing the rhetorical situation —the circumstance in which a writer communicates with an audience of readers about a subject. As a proposal writer, you make choices based on the purpose for your writing, the audience who will read it, the genre , and the expectations of the community and culture in which you are working. The brainstorming questions in Table 6.1 can help you begin:

Summary of Assignment

Write a proposal that discusses a problem you want to learn more about and that recommends a solution. The problem you choose must be a current problem, even though it may have been a problem for many years. The problem must also affect many people, and it must have an actual solution or solutions that you can learn about through research. In other words, the problem cannot be unique to you, and the solution you recommend cannot be one you only imagine; both the problem and the solution must be grounded in reality.

One way to get ideas about a problem to write about is to read a high-quality newspaper, website, or social media account for a week. Read widely on whatever platform you choose so that you learn what people are saying, what a newspaper’s editorial board is taking a stand on, what opinion writers are making cases for in op-eds, and what community members are commenting on. You’ll begin to get a handle on problems in your community or state that people care about. If you read a paper or website with a national or international audience, you’ll learn about problems that affect people in other places.

You will need to consult and cite at least five reliable sources. They can be scholarly, but they do not have to be. They must be credible, trustworthy, and unbiased. Possible sources include articles from reputable newspapers, magazines, and academic and professional journals; reputable websites; government sources; and visual sources. Depending on your topic, you may want to conduct a survey, an interview, or an experiment. See Research Process: Accessing and Recording Information and Annotated Bibliography: Gathering, Evaluating, and Documenting Sources for information about creating and finding sources. Your proposal can include a visual or media source if it provides appropriate, relevant evidence.

Another Lens. Another way to approach a proposal assignment is to consider problems that affect you directly and affect others. Perhaps you are concerned about running up student loan debt. Or perhaps you worry about how to pay your rent while earning minimum wage. These concerns are valid and affect many college students around the United States. Another way is to think about problems that affect others. Perhaps students in your class or on your campus have backgrounds and experiences that differ from yours— what problems or challenges might they have encountered during their time in college that you don’t know about?

As you think about the purpose and audience for your proposal, think again about the rhetorical situation, specifically about the audience you want to reach and the mode of presentation best suited to them and your purpose. For example, say you’re dissatisfied with the process for electing student leaders on your campus. If your purpose is to identify the problems in the process and propose a change, then your audience would include other students, the group or committee that oversees student elections, and perhaps others. To reach other students who might also be dissatisfied, you might write an article, editorial, or letter for the campus newspaper, social media page, or website, depending on how students on your campus get news. In addition, you might organize a meeting of other students to get their input on the problem. To reach the decision makers, which may include elected students, faculty, and administrators, you might need to prepare an oral presentation and a slide deck.

Below in Figure 6.7 are three slides from Shawn Krukowski’s proposal that he adapted for a presentation: the title slide, a slide on one aspect of the problem, and a slide introducing one of the proposed solutions.

Quick Launch: Finding a Problem to Write About

A proposal must address a real-life problem and present one or more workable solutions. Usually, problems worth writing about are not easily solved; if they were, they would no longer be considered problems. Indeed, problems in proposals are often complex, and solutions are often complicated and involve trade-offs. Sometimes people disagree about whether the problem is a problem at all and whether any proposed solutions are viable solutions.

Exploring a Problem

One way to generate ideas about a problem is to brainstorm. To explore a topic for your proposal, use a graphic organizer like Table 6.2 to write responses to the following statements and questions:

For example, perhaps you’re considering a career in information technology, and you’re taking an IT class. You might be interested in exploring the problem of data breaches. A data breach is a real-world problem with possible solutions, so it passes the first test of being an actual problem with possible solutions. Your responses to the questions above might look something like those in Table 6.3 :

Narrowing and Focusing

Many problems for a proposal can be too broad to tackle in a single paper. For example, the sample above reveals that data breaches are indeed a problem but that several aspects can be explored. If you tried to cover all the aspects, you would be left writing general paragraphs with little specific information. The topic needs to be narrowed and focused.

The data breaches example above could be narrowed to the following problems—and possibly even more. Note that the questions start to zero in on possible solutions, too. In your own writing, as you brainstorm, try placing subtopics you discover into their own categories and asking more questions, as shown in Table 6.4 .

Sample Proposal Topics

The following broad topics are potentially suitable as a start for a proposal. Choose one of these or one of your own, and ask the exploring questions. Then look at your responses, and ask focusing questions. Continue to focus until you have a specific problem that you can discuss in sufficient depth and offer a concrete solution or solutions.

Health fields: cost of medical and dental care for uninsured people, management of chronic conditions and diseases, infection control, vaccinations, access to mental health care, drug use and addiction, sports injuries, workplace safety
Education: gaps in academic achievement, curriculum, recruitment and retention of staff and/or students, buildings and grounds, graduation rates, cocurricular activities
Environment: forest management and fires, hurricanes and other extreme storms, water and air pollution, sustainable development, invasive species, waste management, recycling and composting, community gardening
Engineering and computer science: robotics, vehicles and transportation, digital divide, online privacy, misinformation and misbehavior on social media, video games
Business and manufacturing: quality improvement, process improvement, cost control, communication, social media, pay equity, fundraising, sourcing of materials, net-zero energy processes, workplace safety
Policy and politics: public institutions, such as public schools, libraries, transportation systems, and parks; taxes, fees, and services; donations to political campaigns; healthcare, such as Medicare and Medicaid; social security; unemployment insurance; services for active military and veterans; immigration policy
Society and culture: social media and free speech; inequality in housing, employment, education, and more; cancel culture; bullying; wealth and poverty; support for the arts; athletes and sports; disparities related to race, sex, gender identity and expression, age, and/or ability

Gathering Information

Proposals are rooted in information and evidence; therefore, most proposal assignments require you to conduct research. Depending on your assignment, you may need to do formal research, an activity that involves finding sources and evaluating them for reliability, reading them carefully and taking notes, and citing all words you quote and ideas you borrow. See Research Process: Accessing and Recording Information and Annotated Bibliography: Gathering, Evaluating, and Documenting Sources for detailed instruction on conducting research. If you are proposing a solution to a problem in your local community or on your campus, you may need to conduct primary research as well, such as a survey or interviews with people who live or work there.

Whether you conduct in-depth research or do background reading, keep track of the ideas that come to you and the information you learn. You can write or dictate notes using an app on your phone or computer, or you can jot notes in a journal if you prefer pen and paper. Then, when you are ready to begin to organize what you have learned, you will have a record of your thoughts and information. Always track the source of the information you gather, whether from your reading or a person you interviewed, so that you can return to that source if you need more information and can credit the source in your paper.

Kinds of Evidence

You will use evidence to demonstrate that the problem is real and worthy of being solved and that your recommended solution is workable. Choose evidence for your proposal that is rooted in facts. In addition, choose evidence that best supports the angle you take on your topic and meets your instructor’s requirements. Cite all evidence you use from a source. Consider the following kinds of evidence and examples of each:

Definition : an explanation of a key word, idea, or concept.

The Personal Data Notification & Protection Act of 2017 defines a security breach as “a compromise of the security, confidentiality, or integrity of, or the loss of, computerized data that results in… (i) the unauthorized acquisition of sensitive personally identifiable information; or (ii) access to sensitive personally identifiable information that is for an unauthorized purpose, or in excess of authorization.”

Example : an illustration of an idea or concept.

Every month, university staff members receive a fake phishing email from the IT department. The goal is to train employees of the university to be critical readers of every email they receive.

Expert opinion : a statement by a professional whose opinion is respected in the field.

In The Sixth Extinction , science writer Elizabeth Kolbert observes that humans are making the choice about “which evolutionary pathways will remain and open and which will be forever closed” (268).

Fact : information that is true and can be proven correct or accurate. Statements of fact are built on evidence and data.

In March and April of 2020, 43 states in the United States issued orders directing residents to stay home except for essential activities.

Interview : a person-to-person, phone, or remote conversation that involves an interviewer posing questions to another person or group of people.

During an interview, I asked about parents’ decisions to vaccinate their children. One pediatrician said, “The majority of parents see the benefits of immunizations for their children and for public health. For those who don’t, I talk to them and try to understand why they feel the way they do.”

Quotation : the exact words of an author or speaker.

According to the Federal Aviation Administration, SpaceX was required to conduct a “comprehensive review of the company’s safety culture, operational decision-making, and process discipline,” in addition to investigating the crash of its prototype spacecraft (Chang).

Statistics : numerical fact or item of data.

According to the Environmental Protection Agency, more than 40 million tons of food waste were generated in 2017, comprising 15.2% of all trash sent to landfills (DeSilver).

Survey : a structured interview in which respondents are all asked the same questions and their answers are tabulated and interpreted. Surveys reveal attitudes, beliefs, or habits of the general public or segments of the population.

In a survey of adults conducted in July 2020, 64 percent of respondents said that social media have a mostly negative effect on American society (Auxier).

Visuals and other media : graphs, figures, tables, photographs, diagrams, charts, maps, videos, audio recordings, etc.

Thesis and Organization

Drafting a thesis.

When you have a solid grasp of the problem and solution, try drafting a thesis . A thesis is the main idea that you will convey in your proposal and to which all the paragraphs in the paper should relate. In a proposal, you will likely express this main idea in a thesis statement of one or two sentences toward the end of the introduction.

For example, in the thesis statement Shawn Krukowski wrote for his proposal on climate change, he identifies the problem and previews the solutions he presents:

student sample text What is needed to slow climate change is unified action in two key areas—mitigation and adaptation—spurred by government leadership in the United States and a global commitment to addressing the problem immediately. end student sample text

Here is another example that identifies a problem and multiple solutions:

student sample text The number of women employed in the IT field is decreasing every year, a trend that can be changed with a multifaceted approach that includes initiatives in middle schools, high schools, and colleges; active recruitment; mentoring programs; and flexible work arrangements. end student sample text

After you draft a thesis statement, ask these questions and revise it as needed:

Is it engaging? A thesis for a proposal should pique readers’ interest in the problem and possible solutions.
Is it precise and specific? If you are interested in curbing the spread of invasive plant species, for example, your thesis should indicate which environment the plant or plants are invading and that you are proposing ways to stop the spread.

Organizing Your Ideas

A proposal has a recognizable shape, starting with an introduction, followed by discussions of the problem, possible solutions, potential objections to the solutions, and a conclusion with a recommendation. A graphic organizer like Table 6.5 can help you organize your ideas and evidence.

Drafting a Proposal

With a tentative thesis, an organization plan, and evidence, you are ready to begin drafting your proposal. For this assignment, you will discuss a problem, present possible solutions, address objections to the solutions, and conclude with a recommendation.

Introduction

You may choose to write the introduction first, last, or midway through the drafting process. Whenever you choose to write it, use it to draw readers in. Make the proposal topic clear, and be concise. End the introduction with your thesis statement.

Opening a proposal with an overview of your topic is a reliable strategy, as shown in the following student-written example on women working in IT. The thesis statement, which appeared earlier in this section, is underlined:

student sample text People who work in the information technology (IT) field often start their careers fixing computers and other electronic devices for others. Through experience and education, an IT worker’s career path can branch out to specialize in everything from programming new software to setting up and maintaining networks. The IT field is growing because of the constant development of technology, and the demand for employees also is growing. underline Yet the number of women employed in the IT field is decreasing every year, a trend that can be changed with a multifaceted approach that includes initiatives in middle schools, high schools, and colleges; active recruitment; mentoring programs; and flexible work arrangements end underline . end student sample text

Body Paragraphs: Problem, Solutions, Objections

The body paragraphs of your proposal should present the problem, the solution or solutions, and potential objections to the proposed solution(s). As you write these paragraphs, consider using the point , evidence , and analysis pattern:

The point is the central idea of the paragraph, usually given in a topic sentence stated in your own words at or toward beginning of the paragraph.
With the evidence you provide, you develop the paragraph and support the point given in the topic sentence. Include details, examples, quotations, paraphrases, and summaries from sources. In your sentences and paragraphs, synthesize the evidence you give by showing the connections between sources. See Position Argument: Practicing the Art of Rhetoric and Argumentative Research: Enhancing the Art of Rhetoric with Evidence for more information on quoting, summarizing, paraphrasing, and synthesizing.
The analysis comes at the end of the paragraph. In your own words, draw a conclusion about the evidence you have provided and relate it to the topic sentence.

The paragraphs that follow show the point-evidence-analysis pattern in practice.

Body Paragraphs: Problem

Follow the introduction with a discussion of the problem. Using paragraph structure, define the problem and discuss it, drawing on evidence from your sources. This paragraph (or paragraphs) should answer these questions: What is the problem? Why is this a problem? The following example, from the proposal on women working in IT, answers the first question:

student sample text The information technology (IT) field is continuously expanding, with many more positions available than workers to fill them. In fact, the pool of IT professionals was so small that in 2001, Congress raised the visa limit in an effort to fill the gap with employees from overseas (Varma, 2002). And yet the number of women represented in the occupation is decreasing. From 1990 to 2020, the percentage of women in IT declined from 31 percent to 25 percent, even though women make up 47 percent of all employed adults in the United States. According to White (2021), only 19 percent of women pursue a computer science major in college, compared to 27 percent in 1997. Of those women who graduated with a computer science degree, 38 percent are working in the field compared to 56 percent of men, a statistic that indicates women are not staying in the field. Although gender diversity supposedly is valued in the workplace, the underrepresentation of women in IT is clearly a problem. end student sample text

The writer then goes on to answer the second question: Why is this a problem? The writer discusses stereotypes, lack of encouragement and role models, workplace culture, pay, and prospects for advancement (not shown here).

Body Paragraphs: Solutions

After presenting and explaining the problem, use specific information from the sources you consulted to present the solution or solutions you have discovered through your research. If you are proposing more than one solution, present them one at a time, using headings as appropriate.

The solutions section will likely be the longest part of your proposal. Below are two paragraphs from the proposal about women working in IT. Note how the first paragraph introduces the solutions and how the second paragraph uses evidence to develop the first proposed solution. Also note the informative boldface headings.

student sample text The following suggestions are ways to encourage women to enter IT and build their careers, with the eventual goal of achieving gender balance in the field. The solutions discussed include encouraging interest in computer technology among girls in middle school and high school, actively recruiting college-age women to study IT, and within the field, mentoring women and expanding workplace flexibility to improve retention. end student sample text

student sample text The National Center for Women & Information Technology (NCWIT) is an organization that encourages girls in middle school and high school to explore their interest in IT. One program, the NCWIT’s Aspirations in Computing, supports women in high school by showing them that they can succeed in technology and introducing them to other students with similar interests. The same program matches middle-school girls with female high-school and college students and awards scholarships for computing and programming competitions. In addition, internships and IT courses in middle school and high school provide opportunities to learn what a career in IT entails, with or without a degree in IT. Opportunities like these give girls and women support and a sense of belonging. end student sample text

The paragraphs that follow (not shown here) continue the discussion of the possible solutions.

Body Paragraphs: Objections

Depending on the problem and solution, consider the objections readers may raise, and explain why your proposal is necessary and worthwhile. For example, the proposal on women in IT does not discuss objections because few people would object to the writer’s proposal. Shawn Krukowski, however, in his proposal on climate change, includes a section on objections to taking action. He focuses the discussion on people who deny that climate change is a problem. Would you do the same? Consider whether this section of Shawn’s proposal might have been stronger had he addressed objections to the solutions he proposed—mitigation and adaptation—instead of objections to the problem.

student sample text Despite scientific evidence, some people and groups deny that climate change is real or, if they admit it exists, insist it is not a valid concern. Those who think climate change is not a problem point to Earth’s millennia-long history of changing climate as evidence that life has always persisted. Most of the change, however, predates human civilization, which has benefited from thousands of years of stable climate. The rapid change since the Industrial Revolution is unprecedented in human history. end student sample text

student sample text Those who deny climate change or its dangers seek primarily to relax or remove pollution standards and regulations in order to protect, or maximize profit from, their industries. To date, their lobbying has been successful. For example, the world’s fossil-fuel industry received $5.3 trillion in 2015 alone, while the U.S. wind-energy industry received $12.3 billion in subsidies between 2000 and 2020 (Green America, 2020). end student sample text

Conclusion and Recommendation

The conclusion and recommendation section of your proposal is the part in which you interpret your findings and make a recommendation or give a call to action. At this point, focus on the solution that will best solve the problem, suggesting or summarizing specific actions.

Below is the recommendation section from the proposal about women in IT. In the full conclusion (not shown here), the writer summarizes the main points of the proposal. In the recommendation paragraph that follows, the writer calls for specific actions:

student sample text Many researchers have studied why few women choose IT as a career and why some decide to leave the field. Although the numbers cannot be improved immediately, the following changes in school and the workplace could recruit and retain more women in IT: end student sample text

Include technology education courses and formal IT programs in middle- and high-school curricula to give girls and young women opportunities to develop an interest at an early age.
Develop internship and mentor programs in high schools and colleges to combat stereotyping and encourage women to enter the field.
Develop and encourage workplace mentor programs, flexible work options, and open communication for professional growth and retention.

student sample text With time and effort, these actions may result in more women seeing themselves in long-term IT careers. end student sample text

References or Works Cited Page

Including any data you gathered through primary research, such as a survey you created and administered, interviews you conducted, or observational notes you took, you must cite the sources you consulted. These sources appear in the text of your proposal and in a bibliography at the end. The paragraphs in the previous section, including Shawn Krukowski’s proposal, use APA documentation style. For more on documenting sources, see Index and Guide to Documentation , MLA Documentation and Format , and APA Documentation and Format .

Abstract or Executive Summary

An abstract (or executive summary) summarizes your proposal. The purpose is to present information briefly and economically so that readers can decide whether they want to read further. Include your main points, but not the evidence.

Although an abstract or executive summary comes first in a proposal, it is advisable to write it after you have completed your proposal and are certain of your main points. The example below is the abstract from the proposal about women in IT.

student sample text The purpose of this proposal is to raise awareness of the small number of women working in the information technology (IT) field, to examine the factors that contribute to discouraging women from entering IT, and to propose ways to draw women into the field and retain them. Although the IT field is growing, the number of women employed within it remains low. Women may be reluctant to pursue a career in IT because of stereotypes, few role models, and lack of encouragement. Women who have already established a career in IT report leaving the field for these reasons, as well as family responsibilities and lack of advancement. There are several potential ways to raise the number of women in IT. Encouraging interest in computer technology among girls in middle school and high school, recruiting college-age women to study IT, mentoring young professional women, and improving workplace flexibility will, over time, break down stereotypes and increase the number of women in the IT field. end student sample text

Peer Review: Getting Feedback from Readers

With a complete draft in hand, you may engage in peer review with your classmates, giving feedback to each other about the strengths and weaknesses of your drafts. For peer review within a class, your instructor may provide a list of questions or a form for you to complete as you work together.

Conferencing in Writing Groups

Other people can provide feedback on your writing beside your classmates. If you have an on-campus writing center, it is well worth your time to make an online or in-person appointment with a tutor at any point in your writing process. You will get valuable comments and improve your ability to review your own writing.

Another way to get fresh eyes on your writing is to ask a friend or family member to read your draft. To get useful feedback, provide a list of questions or a form such as the one shown in Table 6.6 for them to complete as they read.

Revising Your Proposal

A strong college paper is rarely written in a single draft, so build in time to revise your work. Take time with the comments you receive from your readers, and read your own work with a critical eye.

Responding to Reviewers’ Feedback

When you receive feedback from readers—whether from your instructor, your classmates, a writing tutor, or someone else—read each comment carefully to understand what the reader is communicating. Do your best not to become defensive, and be open to suggestions for improvement. Remind yourself that your readers are trying to help. As someone who hasn’t thought about your proposal as much as you have, a new reader can often see strengths and weaknesses that you cannot. Analyze each response, and decide whether acting on a suggestion will make your writing better. Remember that you remain the author, and you make the final call on your writing.

As you read, keep track of the comments your readers make. Pay special attention to strengths and weaknesses that more than one reader identifies. Use that information to improve later assignments as well as your proposal.

Revising on Your Own

The following revising strategies can help you read your draft critically and carefully:

Read your draft aloud. Read the entire text from the beginning slowly and carefully, marking spots that need revision. Reading in this way allows you to see areas that need clarification, explanation, or development that you may have missed when you wrote the first draft. You can also have someone read your draft aloud to you.
Make a paragraph outline. The most common unit of thought in writing is the paragraph, a group of sentences set off from other groups because they focus on a single idea. Writing a paragraph outline creates a map of your whole paper that can help you determine whether the organization is effective or needs changing. Number each paragraph and write a phrase describing its topic or focus. Check that each paragraph has a topic sentence that states the main idea of the paragraph.
Test your evidence. Check whether each piece of evidence is factual and supports the main idea of the paragraph. Check that each piece of evidence is introduced, woven into your sentences, and cited.
Listen for your voice. In most college papers, your language should sound like a real person. If your instructor requires a formal style for the assignment, the language should be objective and in third-person point of view .
Let go if you need to. View change as good. Learn to let go of words, sentences, paragraphs, and maybe even your entire first draft. Sometimes the best way to revise is to start fresh. The knowledge you have built in writing a first draft will serve you well if you need to start over.
Create a new file for each revision. Each time you revise a draft, save the new version with a new file name so that you don’t lose your previous work. That way, you can return to an earlier version of your draft if you are not happy with the revision.
Edit and proofread. When you are satisfied with the overall shape of your paper, reread it once again to check for sentence-level errors in grammar, punctuation, spelling, and source citations.

Taking It Public: Publishing or Presenting Your Proposal

Publishing is a final step in the writing process. You may want to consider publishing your full proposal in your campus newspaper (or rewriting it as a letter to the editor) if your topic is related to your school. Or you may want to present it to an organization or committee on campus that can help you make your solution a reality. If your topic is related to the community in which you live, consider submitting your proposal to the local newspaper or presenting it at a city council meeting. (Note that if you decide to present your proposal orally, you’ll need to figure out in advance the procedure for speaking or getting on a meeting agenda.) If your topic is more general and involves substantial research, consider submitting your proposal to one of these journals that publish undergraduate research work in all fields:

American Journal of Undergraduate Research
Midwest Journal of Undergraduate Research
PURSUE Undergraduate Research Journal

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7. COMMON DOCUMENT TYPES

7.2 Proposals

Proposals and progress reports are some of the most common types of reports you will likely find yourself writing in the workplace. These reports are persuasive in nature: proposals attempt to persuade the reader to accept the writer’s proposed idea; progress reports assure the reader that the project is on time and on budget, or explain rationally why things might not be going according to the initial plan.

A proposal, in the technical sense, is a document that tries to persuade the reader to implement a proposed plan or approve a proposed project. Most businesses rely on effective proposal writing to ensure successful continuation of their business and to get new contracts. The writer tries to convince the reader that the proposed plan or project is worth doing (worth the time, energy, and expense necessary to implement or see through), that the author represents the best candidate for implementing the idea, and that it will result in tangible benefits.

A man holds a woman's hand and offers her flowers

Proposals are often written in response to a Request For Proposals (RFP) by a government agency, organization, or company. The requesting body receives multiple proposals responding to their request, reviews the submitted proposals, and chooses the best one(s) to go forward. Their evaluation of the submitted proposals is often based on a rubric that grades various elements of the proposals. Thus, your proposal must persuade the reader that your idea is the one most worth pursuing. Proposals are persuasive documents intended to initiate a project and get the reader to authorize a course of action proposed in the document. These might include proposals to

Perform a task (such as conducting a feasibility study, a research project, etc. )
Provide a product
Provide a service

Proposals can have various purposes and thus take many forms. They may include sections such as the following:

Introduction and/or background
Problem statement
Purpose/motivation/goal/objectives
Definition of scope and approach
Review of the state of the art
Technical background
Project description
Schedule of work/timeline
Qualifications

Four Kinds of Proposals

There are 4 kinds of proposals, categorized in terms of whether or not they were requested, and whether they are meant to solve a problem within your own organization or someone else’s. From the following descriptions, you will see that can they also overlap:

Solicited Proposals: an organization identifies a situation or problem that it wants to improve or solve and issues an RFP (Request for Proposals) asking for proposals on how to address it. The requesting organization will vet proposals and choose the most convincing one, often using a detailed scoring rubric or weighted objectives chart to determine which proposal best responds to the request.
Unsolicited Proposals: a writer perceives a problem or an opportunity and takes the initiative to propose a way to solve the problem or take advantage of the opportunity (without being requested to do so). This can often be the most difficult kind of proposal to get approved.
Internal Proposals: these are written by and for someone within the same organization. Since both the writer and reader share the same workplace context, these proposals are generally shorter than external proposals, and usually address some way to improve a work-related situation (productivity, efficiency, profit, etc .). As internal documents, they are often sent as memos, or introduced with a memo if the proposal is lengthy.
External Proposals : these are sent outside of the writer’s organization to a separate entity (usually to solicit business). Since these are external documents, they are usually sent as a formal report (if long), introduced by a cover letter (letter of transmittal). External proposals are usually sent in response to a Request for Proposals, but not always.

EXERCISE 7.1 Task Analysis

If you are writing proposal assignments, identify the kind of proposals you are tasked with writing by placing them within the grid below. Given the kinds of proposals you must write, what forms will you use (memo, letter, report, etc .)?

Proposals written as an assignment in a Technical Writing classes generally do the following:

Identify and define the problem that needs to be solved or the opportunity that can be taken advantage of. You must show that you clearly understand the problem/situation if you are to convince the reader that you can solve it. Rubrics that assess proposals generally place significant weight (~20%) on clarity and accuracy of the problem definition.
Describe your proposed project, clearly defining the scope of what you propose to do. Often, it is best to give a general overview of your idea, and then break it down into more detailed sub-sections.
Indicate how your proposed solution will solve the problem and provide tangible benefits. Specifically, indicate how it will meet the objectives and abide by the constrains outlined in the problem definition. Give specific examples. Show the specific differences between “how things are now” and “how they could be.” Be as empirical as possible, but appeal to all appropriate persuasive strategies. Emphasize results, benefits, and feasibility of your proposed idea.
Include the practical details: propose a budget and a timeline for completing your project. Represent these graphically (budget table, and Gantt chart) . Your timeline should include the major milestones or deliverables of the project, as well as dates or time frames for completion of each step.
Conclude with a final pitch that summarizes and emphasizes the benefits of implementing your proposed idea – but without sounding like an advertisement.

Additional Proposal Elements to Consider

Describe your qualifications to take on and/or lead this project; persuade the reader that you have the required skills, experience, and expertise to complete this job.
Decide what graphics to use to illustrate your ideas, present data, and enhance your pitch.
Include secondary research to enhance your credibility and the strength of your proposal.
Choose format; is this a memo to an internal audience or a formal report to an external audience? Does it require a letter of transmittal?

All proposals must be convincing, logical, and credible, and to do this, they must consider audience, purpose and tone.

Irish and Weiss [2] urge readers to keep the following in mind:

An engineering proposal is not an advertisement. It must show, with objective language, clarity, and thoroughness, that the writers know what they are doing and will successfully complete the project.

Sample Proposal Organization

Each proposal will be unique in that it must address a particular audience, in a particular context, for a specific purpose. However, the following offers a fairly standard organization for many types of proposals:

Language Considerations

Proposals are fundamentally persuasive documents, so paying attention to the rhetorical situation—position of the reader (upward, lateral, downward or outward communication), the purpose of the proposal, the form, and the tone—is paramount.

Clearly define your purpose and audience before you begin to write
Be sure you have done research so you know what you are talking about
Remain positive and constructive: you are seeking to improve a situation
Be solution oriented; don’t blame or dwell on the negative
Make your introduction very logical, objective, and empirical; don’t start off sounding like an advertisement or sounding biased; avoid logical fallacies
Use primarily logical and ethical appeals; use emotional appeals sparingly

As always, adhere to the 7 Cs by making sure that your writing is

Clear and Coherent : don’t confuse your reader with unclear ideas or an illogically organized structure.
Concise and Courteous : don’t annoy your reader with clutter, unnecessary padding, inappropriate tone, or hard-to-read formatting.
Concrete and Complete : avoid vague generalities; give specifics. Don’t leave out necessary information.
Correct : don’t undermine your professional credibility by neglecting grammar and spelling, or by including inaccurate information.

The Life Cycle of a Project Idea

A great idea does not usually go straight from proposal to implementation. You may think it would be a great idea to construct a green roof on top of the Clearihue building, but before anyone gives you the go ahead for such an expensive and time-consuming project, they will need to know that you have done research to ensure the idea is cost effective and will actually work. Figure 7.2.1 breaks down the various stages a project might go through, and identifies some of the typical communications tasks that might be required at each stage.

Most ideas start out as a proposal to determine if the idea is really feasible, or to find out which of several options will be most advantageous. So before you propose the actual green roof, you propose to study whether or not it is a feasible idea. Before you recommend a data storage system, you propose to study 3 different systems to find out which is the best one for this particular situation . Your proposal assumes the idea is worth looking into, convinces the reader that it is worth spending the time and resources to look into, and gives detailed information on how you propose to do the “finding out.”

The four phases of a project and associated communications tasks. Image description available.

Once a project is in the implementation phase, the people who are responsible for the project will likely want regular status updates and/or progress reports to make sure that the project is proceeding on time and on budget, or to get a clear, rational explanation for why it is not. To learn more about Progress Reports, go to 7.3 Progress Reports .

Image descriptions

Figure 7.2.1 image description:

Once there is an idea, a project goes through a design process made up of four stages.

Problem Definition – identifying needs, goals, objectives, and constraints.
Define context and do research.
Identify potential projects.
Public engagement projects; Stakeholder consultation.
Propose a project (budget, timeline, etc.).
Create or respond to a request for proposals, evaluate proposals.
Develop or design solution concepts.
Project management plan.
Feasibility Studies, Recommendation Reports).
Write contracts and apply for permits for construction and building sites.
Progress reports, status updates.
Documentation of project.
Continued research and design improvements.
Final reports and documentation.
Close contracts.
Ongoing Support: User Guides, Troubleshooting, FAQs.

[Return to Figure 7.2.1]

[Proposal image]. [Online]. Available: https://pixabay.com/en/couple-love-marriage-proposal-47192/. Pixabay License. ↵
R. Irish and P. Weiss, Engineering Communication: From Principle to Practice , 2nd Ed., Don Mill, ONT: Oxford UP, 2013. ↵
[Lightbulb image]. [Online]. Available: https://www.iconfinder.com/icons/667355/aha_brilliance_idea_think_thought_icon. Free for commercial use . ↵

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7.2 Proposals

Proposals are often written in response to a Request For Proposals (RFP) by a government agency, organization, or company. The requesting body receives multiple proposals responding to their request, reviews the submitted proposals, and chooses the best one(s) to go forward. Thus, your proposal must persuade the reader that your idea is the one most worth pursuing. Proposals are persuasive documents intended to initiate a project and get the reader to authorize a course of action proposed in the document. These might include proposals to

Perform a task (such as a feasibility study, a research project, etc. )
Provide a product
Provide a service

Proposals can have various purposes and thus take many forms. It may include sections such as the following:

Introduction and/or background
Problem statement
Purpose/motivation/goal/objectives
Definition of scope and approach
Review of the state of the art
Technical background
Project description
Schedule of work/timeline
Qualifications

Four Kinds of Proposals

Solicited Proposals: an organization identifies a situation or problem that it wants to improve or solve and issues an RFP (Request for Proposals) asking for proposals on how to address it. The requesting organization will vet proposals and choose the most convincing one, often using a detailed scoring rubric or weighted objectives chart to determine which proposal best responds to the request.
Unsolicited Proposals: a writer perceives a problem or an opportunity and takes the initiative to propose a way to solve the problem or take advantage of the opportunity (without being requested to do so). This can often be the most difficult kind of proposal to get approved.
Internal Proposals: these are written by and for someone within the same organization. Since both the writer and reader share the same workplace context, these proposals are generally shorter than external proposals, and usually address some way to improve a work-related situation (productivity, efficiency, profit, etc .). As internal documents, they are often sent as memos, or introduced with a memo if the proposal is lengthy.
External Proposals : these are sent outside of the writer’s organization to a separate entity (usually to solicit business). Since these are external documents, they are usually sent as a formal report (if long), introduced by a cover letter (letter of transmittal). External proposals are usually sent in response to a Request for Proposals, but not always.

EXERCISE 7.1 Task Analysis

Identify the kinds of proposals your Report 1 and Report 2 assignments ask you to write by placing them within the grid below. Given the kinds of proposals you must write, what forms will you use (memo, letter, report, etc .)?

Proposals written as an assignment in a Technical Writing classes generally do the following:

Identify and define the problem that needs to be solved or the opportunity that can be taken advantage of. You must show that you clearly understand the problem/situation if you are to convince the reader that you can solve it. Rubrics that assess proposals generally place significant weight (~20%) on clarity and accuracy of the problem definition.
Describe your proposed project, clearly defining the scope of what you propose to do. Often, it is best to give a general overview of your idea, and then break it down into more detailed sub-sections.
Indicate how your proposed solution will solve the problem and provide tangible benefits. Specifically, indicate how it will meet the objectives and abide by the constrains outlined in the problem definition. Give specific examples. Show the specific differences between “how things are now” and “how they could be.” Be as empirical as possible, but appeal to all appropriate persuasive strategies. Emphasize results, benefits, and feasibility of your proposed idea.
Include the practical details: propose a budget and a timeline for completing your project. Represent these graphically (budget table, and Gantt chart) . Your timeline should include the major milestones or deliverables of the project, as well as dates or time frames for completion of each step.
Conclude with a final pitch that summarizes and emphasizes the benefits of implementing your proposed idea – but without sounding like an advertisement.

Additional Proposal Elements to Consider

Describe your qualifications to take on and/or lead this project; persuade the reader that you have the required skills, experience, and expertise to complete this job.
Decide what graphics to use to illustrate your ideas, present data, and enhance your pitch.
Include secondary research to enhance your credibility and the strength of your proposal.
Choose format; is this a memo to an internal audience or a formal report to an external audience? Does it require a letter of transmittal?

All proposals must be convincing, logical, and credible, and to do this, they must consider audience, purpose and tone.

Irish and Weiss [1] urge readers to keep the following in mind:

An engineering proposal is not an advertisement. It must show, with objective language, clarity, and thoroughness, that the writers know what they are doing and will successfully complete the project.

Sample Proposal Organization

Language Considerations

Clearly define your purpose and audience before you begin to write
Be sure you have done research so you know what you are talking about
Remain positive and constructive: you are seeking to improve a situation
Be solution oriented; don’t blame or dwell on the negative
Make your introduction very logical, objective, and empirical; don’t start off sounding like an advertisement or sounding biased; avoid logical fallacies
Use primarily logical and ethical appeals; use emotional appeals sparingly

As always, adhere to the 7 Cs by making sure that your writing is

Clear and Coherent : don’t confuse your reader with unclear ideas or an illogically organized structure.
Concise and Courteous : don’t annoy your reader with clutter, unnecessary padding, inappropriate tone, or hard-to-read formatting.
Concrete and Complete : avoid vague generalities; give specifics. Don’t leave out necessary information.
Correct : don’t undermine your professional credibility by neglecting grammar and spelling, or by including inaccurate information.

The Life Cycle of a Project Idea

Image Descriptions

Figure 7.2.1 image description:

Once there is an idea, a project goes through a design process made up of four stages.

Problem Definition – identifying needs, goals, objectives, and constraints.
Define context and do research.
Identify potential projects.
Public engagement projects; Stakeholder consultation.
Propose a project (budget, timeline, etc.).
Create or respond to a request for proposals, evaluate proposals.
Develop or design solution concepts.
Project management plan.
Feasibility Studies, Recommendation Reports).
Write contracts and apply for permits for construction and building sites.
Progress reports, status updates.
Documentation of project.
Continued research and design improvements.
Final reports and documentation.
Close contracts.
Ongoing Support: User Guides, Troubleshooting, FAQs.

[Return to Figure 7.2.1]

Media Attributions

Couple Love Marriage by Clker-Free-Vector-Images is licensed under a Pixabay License .
Figure 7.2.1 Phases of a project and some accompanying communications tasks by Suzan Last is licensed under a CC BY 4.0 licence . Brilliance, idea, think icon by The Pictographers is free for commercial use .
R. Irish and P. Weiss, Engineering Communication: From Principle to Practice , 2nd Ed., Don Mill, ONT: Oxford UP, 2013. ↵

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If the 2024 presidential election were held today, who would you vote for if the candidates were Joe Biden and Donald Trump ?

By Nate Cohn

Donald J. Trump leads President Biden in five crucial battleground states, a new set of polls shows , as a yearning for change and discontent over the economy and the war in Gaza among young, Black and Hispanic voters threaten to unravel the president’s Democratic coalition.

The surveys by The New York Times, Siena College and The Philadelphia Inquirer found that Mr. Trump was ahead among registered voters in a head-to-head matchup against Mr. Biden in five of six key states: Michigan, Arizona, Nevada, Georgia and Pennsylvania. Mr. Biden led among registered voters in only one battleground state, Wisconsin.

[You can find the full results of the polls, including the exact questions that were asked, here . You can see answers to common questions about our polling process here .]

The race was closer among likely voters. Mr. Trump led in five states as well, but Mr. Biden edged ahead in Michigan while trailing only narrowly in Wisconsin and Pennsylvania. While Mr. Biden won all six of those states in 2020, victories in Pennsylvania, Michigan and Wisconsin would be enough for him to win re-election, provided he won everywhere else he did four years ago.

The results were similar in a hypothetical matchup that included minor-party candidates and the independent candidate Robert F. Kennedy Jr., who won an average of 10 percent of the vote across the six states and drew roughly equally from the two major-party candidates.

The findings are mostly unchanged since the last series of Times/Siena polls in battleground states in November. Since then, the stock market has gained 25 percent, Mr. Trump’s criminal trial in Manhattan has started, and the Biden campaign has unleashed tens of millions of dollars in advertisements across the battleground states.

The polls offer little indication that any of these developments have helped Mr. Biden, hurt Mr. Trump or quelled the electorate’s discontent. Instead, the surveys show that the cost of living, immigration, Israel’s war in Gaza and a desire for change continue to be a drag on the president’s standing. While Mr. Biden benefited from a burst of momentum in the wake of his State of the Union address in March, he continues to trail in the average of national and battleground state polls.

How support for the candidates differ

between registered and likely voters

The findings reveal widespread dissatisfaction with the state of the country and serious doubts about Mr. Biden’s ability to deliver major improvements to American life. A majority of voters still desire the return to normalcy promised by Mr. Biden in the last campaign, but voters in battleground states remain particularly anxious, unsettled and itching for change. Nearly 70 percent of voters say that the country’s political and economic systems need major changes — or even to be torn down entirely.

Only a sliver of Mr. Biden’s supporters — just 13 percent — believe that the president would bring major changes in his second term, while even many of those who dislike Mr. Trump grudgingly acknowledge that he would shake up an unsatisfying status quo.

The sense that Mr. Biden would do little to improve the nation’s fortunes has helped erode his standing among young, Black and Hispanic voters, who usually represent the foundation of any Democratic path to the presidency. The Times/Siena polls found that the three groups wanted fundamental changes to American society, not just a return to normalcy, and few believed that Mr. Biden would make even minor changes that would be good for the country.

Mr. Trump and Mr. Biden are essentially tied among 18-to-29-year-olds and Hispanic voters, even though each group gave Mr. Biden more than 60 percent of their vote in 2020. Mr. Trump also wins more than 20 percent of Black voters — a tally that would be the highest level of Black support for any Republican presidential candidate since the enactment of the Civil Rights Act of 1964.

The polls suggest that Mr. Trump’s strength among young and nonwhite voters has at least temporarily upended the electoral map, with Mr. Trump surging to a significant lead in Arizona, Georgia and Nevada — relatively diverse Sun Belt states where Black and Hispanic voters propelled Mr. Biden to signature victories in the 2020 election.

Mr. Biden nonetheless remains within striking distance. He has maintained most of his support among older and white voters, who are much less likely to demand fundamental changes to the system and far likelier to say that democracy is the most important issue for their vote. As a result, Mr. Biden is more competitive in the three relatively white Northern swing states: Michigan, Pennsylvania and Wisconsin.

The economy and the cost of living, however, remain the most important issues for one-quarter of voters — and a significant drag on Mr. Biden’s prospects. More than half of voters still believe that the economy is “poor,” down merely a single percentage point since November despite cooling inflation, an end to rate hikes and significant stock market gains.

Nearly 40 percent of Mr. Trump’s supporters said that the economy or the cost of living was the most important issue in the election, among them Jennifer Wright, a registered nurse in Sterling Heights, Mich. She supported Mr. Trump in 2016 and 2020, and to her the election comes down to one question: “Who is the best candidate who is going to help me be in a financial situation to retire?”

“Even me, as a registered nurse, I’m buying Kroger brand or store brand. I’m not buying Jif. We’ve all had to cut back,” she said.

The Biden administration’s insistence that the economy is faring well has fallen flat for many voters, including Jacob Sprague, 32, who works as a systems engineer in Reno, Nev. He says that he voted for Mr. Biden in 2020 but will not be doing so this time.

“It is concerning to me when I keep seeing press come out of the White House where they keep saying the economy is good,” Mr. Sprague said. “That’s really weird because I’m paying more on taxes and more on groceries and more on housing and more on fuel. So that doesn’t feel good.”

With less than six months to go until the election, there is still time for an improving economy to lift Mr. Biden’s standing. Historically, polls at this early stage have not been necessarily indicative of the outcome, and Mr. Trump’s breakthrough among traditionally Democratic young, Black and Hispanic voters may not rest on a solid foundation. His strength is concentrated among irregular, disengaged voters who do not pay close attention to politics and may not yet be tuned into the race. They may be prone to shift their views as the race gets underway.

In a finding that will frustrate Democrats, even as it presents opportunity for Mr. Biden, nearly 20 percent of voters blame him more than they do Mr. Trump for the Supreme Court’s decision in 2022 to overturn Roe v. Wade. They may be the kind of voters that the Biden campaign hopes to persuade as the campaign heats up.

The polls showed that abortion loomed as one of Mr. Trump’s biggest vulnerabilities. On average, 64 percent of voters in battleground states said that abortion should be always or mostly legal, including 44 percent of Mr. Trump’s own supporters.

In recent weeks, the Biden campaign has sought to emphasize Mr. Trump’s support for the Supreme Court justices who overturned Roe v. Wade. For now, though, voters preferred Mr. Biden over Mr. Trump to handle the issue of abortion by 11 points, 49 to 38 percent.

A bigger challenge for Mr. Biden than disengaged voters may ultimately be the disaffected and the disillusioned — those who desire fundamental changes to American society, or who believe that the political and economic systems need to be torn down altogether. Not long ago, these anti-system voters might have been reliably Democratic, but Mr. Trump’s anti-establishment populist brand of conservatism has flipped the usual political dynamic.

Seventy percent of voters believe that Mr. Trump will either bring major changes to the political or economic system or tear down the systems altogether, compared with 24 percent who expect the same from Mr. Biden. And while many voters express deep reservations about Mr. Trump personally, 43 percent of voters believe that he will bring good changes to the country, compared with 35 percent who think the changes will be bad.

Most Americans think the system

needs to change …

Which comes closest to your view about

the political and economic system in America,

even if none are exactly right?

The system needs ...

... no changes 2%

Don’t know/

declined to say 2%

… and they think that Donald Trump

would bring more change …

If [this candidate] won the election, do you think

nothing would change, there would be minor

changes to how things work, there would be

major changes to how things work, or he would

tear down the system completely?

would change

Minor changes

declined to say 4%

… but they are split on whether that

change would be good or bad.

Do you think the changes that [this candidate]

would make would be good for the country

or bad for the country, or neither good nor bad?

or very good

or very bad

declined to say 5%

Most Americans think the system needs to change …

Which comes closest to your view about the political and economic

system in America, even if none are exactly right?

... major changes

... minor changes

… and they think that Donald Trump would bring more change …

If [this candidate] won the election, do you think nothing would change,

there would be minor changes to how things work, there would be major

changes to how things work, or he would tear down the system completely?

… but they are split on whether that change would be good or bad.

Do you think the changes that [this candidate] would make would be good

for the country or bad for the country, or neither good nor bad?

Mr. Trump fares especially well among those who believe that the political and economic systems ought to be torn down, a group that represents about 15 percent of registered voters. He leads among these anti-system voters by 32 points, and the tear-it-down voters are especially likely to have defected from the president. In contrast, Mr. Biden retains nearly all of his 2020 supporters who believe only minor changes are necessary.

These change voters are not necessarily demanding a more ideologically progressive agenda. In the last Times/Siena poll of the same states, 11 percent of registered voters thought that Mr. Biden was not progressive or liberal enough. And while many liberal or progressive voters want major changes, relatively few of those voters are defecting from Mr. Biden.

Instead, Mr. Biden’s losses are concentrated among moderate and conservative Democratic-leaning voters, who nonetheless think that the system needs major changes or to be torn down altogether. Mr. Trump wins just 2 percent of Mr. Biden’s “very liberal” 2020 voters who think the system at least needs major changes, compared with 16 percent of those who are moderate or conservative.

One exception is Israel’s war in Gaza, an issue on which most of Mr. Biden’s challenge appears to come from his left. Around 13 percent of the voters who say they voted for Mr. Biden last time, but do not plan to do so again, said that his foreign policy or the war in Gaza was the most important issue to their vote. Just 17 percent of those voters reported sympathizing with Israel over the Palestinians.

Gerard Willingham, 30, works as a web administrator and lives in Riverdale, Ga. He voted for Mr. Biden in 2020, but he plans to vote for a third-party candidate in November because of the president’s response to the conflict in Gaza, the issue about which he cares most right now.

“I think it’s made quite a bit of difference in that it made me more heavily than in the past push toward voting for a third party, even if I feel that the candidates almost 100 percent won’t win,” Mr. Willingham said. “It’s starting to reach into my moral conscience, I guess.”

Mr. Trump’s trial in Manhattan, on charges that he falsified business records related to a hush-money payment to cover up an affair with the adult film star Stormy Daniels, was already underway when the polls began in late April. However, the survey offered little indication that the trial had damaged the former president’s political fortunes, at least so far. Just 29 percent of voters in battleground states said that they were paying “a lot” of attention to Mr. Trump’s legal woes, and 35 percent thought that the trial was likely to end in a conviction.

Alyce McFadden contributed reporting.

Here are the key things to know about how these polls were conducted:

We spoke with 4,097 registered voters in Arizona, Georgia, Michigan, Nevada, Pennsylvania and Wisconsin from April 28 to May 9, 2024.

Our polls are conducted by telephone, using live interviewers, in both English and Spanish. Nearly 95 percent of respondents were contacted on a cellphone for this poll. You can see the exact questions that were asked and the order in which they were asked here .

Voters are selected for the survey from a list of registered voters. The list contains information on the demographic characteristics of every registered voter, allowing us to make sure we reach the right number of voters of each party, race and region. For this set of polls, we placed nearly 500,000 calls to about 410,000 voters.

To further ensure that the results reflect the entire voting population, not just those willing to take a poll, we give more weight to respondents from demographic groups underrepresented among survey respondents, like people without a college degree. You can see more information about the characteristics of our respondents and the weighted sample on the methodology page , under “Composition of the Sample.”

When the states are joined together, the margin of sampling error among registered voters is plus or minus 1.8 percentage points. Each state poll has a margin of error ranging from plus or minus 3.6 points in Pennsylvania to plus or minus 4.6 points in Georgia. In theory, this means that the results should reflect the views of the overall population most of the time, though many other challenges create additional sources of error. When computing the difference between two values — such as a candidate’s lead in a race — the margin of error is twice as large.

You can see full results and a detailed methodology here . If you want to read more about how and why we conduct our polls, you can see answers to frequently asked questions and submit your own questions here .

The New York Times/Philadelphia Inquirer/Siena College poll of Pennsylvania was funded by a grant from The Lenfest Institute for Journalism. The poll was designed and conducted independently from the institute.

Nate Cohn is The Times’s chief political analyst. He covers elections, public opinion, demographics and polling. More about Nate Cohn

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Explain step-by-step in detail. Who: Identify the personnel you need, along with their prior experience to add persuasion to the proposal. 4. Conclusion: costs, benefits and wrap-up. Reiterate: The purpose and main argument. Costs: Break down the projected costs involved for different elements of the project.
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How to Write a Project Proposal (Examples & Template Included)

Table of Contents

Project Proposal Template

1. Write an Executive Summary

2. Provide a Project Background

3. Establish a Project Vision & Success Criteria

4. Identify Potential Risks and Mitigation Strategies

5. Define Your Project Scope and Project Deliverables

6. Set SMART Goals for Your Project Proposal

7. Explain What’s Your Project Approach

8. Outline The Expected Benefits of Your Project Proposal

9. Identify Project Resource Requirements

10. Estimate Project Costs and Project Budget

11. Define a Project Timeline

ProjectManager & Project Proposals

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How to Write a Proposal and Get What You Want (Free Templates)

Free proposal writing template

Writing a Proposal: Step-by-Step Guide

1. Identify and define your reader

2. Define the problem your proposal will solve

3. Define the solution

4. Conclusion: costs, benefits and wrap-up

1 .Check for jargon (then destroy it)

2. Change the passive voice to the active voice

3. Proofread the proposal

Proposal Template Checklist Process

Business Proposal Template Checklist

How to Write a Grant Proposal Checklist

Research Proposal Example Checklist

Project Proposal Template Checklist

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