project proposal example rationale

How to Write a Rationale for a Project Proposal

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When it comes to creating a project proposal, a well-written rationale is one of the most critical components. A project rationale serves as the foundation for the proposal, providing the reader with an understanding of the why and how of the intended project. A strong rationale is not only persuasive but also ensures that the project objectives are met and the project runs smoothly. In this article, we will explore the importance of a project rationale, its key components and provide tips for writing a persuasive rationale.

Understanding the Importance of a Project Rationale

Before we dive into how to write an effective rationale, it is crucial to understand why having one is so important. A good project rationale serves a variety of purposes, ultimately setting the stage for what the rest of the proposal will entail.

One of the primary reasons a project rationale is important is that it helps to ensure that everyone involved in the project is on the same page. By clearly defining the purpose and goals of the project, you can ensure that everyone understands what is expected of them and what they need to accomplish. This can help to prevent misunderstandings and confusion down the line, which can be costly and time-consuming to correct.

Defining the Purpose of a Project Rationale

The primary purpose of a project rationale is to define why a particular project is necessary. In this section of the proposal, the problem or opportunity that the project aims to address should be identified and explained. This is where you will answer the question: what issue or need is the project attempting to solve?

For example, if you are proposing a project to improve the efficiency of a manufacturing process, you might explain that the current process is slow and inefficient, leading to delays, increased costs, and reduced productivity. You might then explain how your proposed project will address these issues, by introducing new equipment, streamlining procedures, and providing additional training to employees.

The Role of a Rationale in the Proposal Process

Not only does the project rationale explain why a particular project is necessary, but it also helps in obtaining funding and support. The rationale should provide the reader with enough information to understand the project's purpose, scope, and expected outcomes. By doing so, it helps build the case for why the project is well worth the resources – whether that be time, money, or manpower – required to undertake it.

In addition, a well-crafted project rationale can help to demonstrate your organization's expertise and credibility. By explaining the problem or opportunity in detail, and providing a clear plan for addressing it, you can show potential funders and partners that you have a deep understanding of the issues at hand, and that you are well-positioned to make a meaningful impact.

Overall, a strong project rationale is essential to the success of any proposal. By clearly defining the purpose and goals of the project, and explaining why it is necessary, you can help to ensure that everyone involved is aligned and committed to achieving success.

Key Components of an Effective Rationale

Now that we understand the importance of a project rationale, let's explore the key components that make one effective.

Clearly Stating the Problem or Opportunity

One of the most crucial components of an effective rationale is clearly stating the problem or opportunity that the project aims to address. This is where you will provide a concise overview of the issue or need that the project aims to solve.

Identifying the Target Audience or Stakeholders

It is essential to identify the target audience or stakeholders who are impacted by the problem or opportunity that the project addresses. This will help ensure that the project's goals and objectives align with the needs and interests of those affected.

Outlining the Project Objectives and Goals

The project objectives and goals should be specific, realistic, and achievable. It is helpful to break down objectives into smaller, more manageable goals, making it easier to track progress and adjust the project plan if necessary.

Demonstrating the Feasibility of the Project

Demonstrating the feasibility of the project is critical in ensuring its success. A feasibility study should be conducted to assess the project's viability and potential for success.

Addressing Potential Challenges and Risks

No project is without its challenges and risks. It is important to address these potential obstacles in the rationale to show that they have been considered, and that contingency plans have been developed to minimize their impact on the project.

Tips for Writing a Persuasive Rationale

Writing a persuasive rationale can be a challenging task. Here are some tips to help ensure that your rationale is compelling.

Conduct Thorough Research

Thorough research is essential to writing an effective rationale. Be sure to use reliable sources and gather as much information as possible to provide evidence supporting the need for the project.

Use Clear and Concise Language

To keep your reader engaged, it is important to use clear and concise language. Avoid using technical jargon or complicated language that may be difficult for the reader to understand.

Provide Evidence and Examples

To further support the need for the project, provide evidence and examples of similar projects that have been successful. This will help build the case for why your project is necessary and potentially beneficial.

Highlight the Benefits and Impact of the Project

Make sure to highlight the benefits and impact of the project. This will help the reader understand why the project is worth investing time, resources, and funding into.

Keep the Tone Professional and Objective

Lastly, keep the tone of your rationale professional and objective. Avoid using emotional language or making assumptions. Stick to the facts and avoid being overly persuasive.

Final Thoughts

Writing a rationale is a critical part of creating a successful project proposal. A well-written rationale should provide the reader with a clear understanding of the problem or opportunity being addressed, outline the project's objectives, and demonstrate feasibility. By following the key components outlined in this article and using the tips provided, you can write a persuasive and effective rationale that will ultimately help ensure the success of your project.

ChatGPT Prompt for Writing a Rationale for a Project Proposal

Use the following prompt in an AI chatbot . Below each prompt, be sure to provide additional details about your situation. These could be scratch notes, what you'd like to say or anything else that guides the AI model to write a certain way.

Please compose a thorough and well-articulated explanation that justifies the need for a proposed project, outlining its objectives, potential benefits, and the resources required for its successful implementation.

[ADD ADDITIONAL CONTEXT. CAN USE BULLET POINTS.]

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

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

Written by: Jennifer Gaskin Dec 11, 2023

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

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

Click to jump ahead:

• What is a project proposal and how to use it

How to write a project proposal in 9 steps

4 project proposal examples with templates.

• What are the 6 types of project proposals?

What are the contents of a project proposal?

What is a project proposal & how to use it.

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

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

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

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

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

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

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

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

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

Step 2: Create a project proposal outline

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

Step 3: Define the problem and present your solution

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

Step 4: Highlight elements that may set your proposal apart

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

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

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

Step 5: Define project deliverables and goals

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

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

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

Step 6: State your plan or approach

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

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

Step 7: Outline your project schedule and budget

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

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

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

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

Step 8: Write the executive summary

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

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

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

Step 9: Proofread and edit

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

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

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

Additional tips:

Avoid overly salesy language.

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

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

Establish a single point of contact

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

Write with one voice

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

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

Construction project proposal examples

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

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

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

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

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

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

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

Design project proposal examples

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

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

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

Work project proposal examples

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

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

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

Marketing project proposal examples

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

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

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

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

What are the 6 types of project proposal s?

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

Solicited through RFP

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

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

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

I nformally solicited

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

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

Unsolicited

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

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

Pre-proposals

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

Non-competing/continuation proposals

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

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

Competing/renewal proposals

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

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

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

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

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

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

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

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

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

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

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

Project proposal FAQs

What is the difference between project proposals and project charters.

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

What is the difference between project proposals and business cases?

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

What is the difference between project proposals and project plans?

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

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

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

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

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How to write a project proposal that’s persuasive and precise

Project proposals are a great way to kick off an initiative. They show a clear path of execution and make stakeholders aware of costs and benefits. They can convince a team or manager to make a change. Or they can show a client what services and solutions you can provide. You can write a project proposal for just about anything: to build a new tool, for a process to improve team workflows, or to create a new website. Here’s how to write a project proposal that’s professional, informative, and persuasive.

What’s included in a project proposal?

A well-written project proposal includes the following:

• Goals (What problem are you trying to solve? And how?)
• Timeline of the project (Including milestones along the way)
• Budget (What’s it going to cost? And what’s the expected return?)
• Objectives (How will you measure if the goal has been achieved?)

Target your project proposal for your audience

You might not think you work in marketing, but if you want to convince someone to accept your project, then think again! Know your target audience segment and adjust your message accordingly. Think carefully about who you’re talking to—your client? your boss?—and what they care about. Consider their goals, such as driving more leads, or increasing employee productivity. What factors are important to them? And how are they balanced and prioritized?

Think about how they prefer to receive information. Are they looking at the big picture? Or the small details? Would they prefer chart and graph visualizations? Or a short list of bullet points? Or maybe they want to hear a story?

Use all of this information to customize the proposal for your specific audience. If it’s more relatable, they’ll be most likely to grasp the information and respond positively.

Organize your ideas before you write

Choose the right tools to help keep your ideas and your research organized. Create your proposal on a Trello board to sort related documents, ideas, and important information for each section of the project proposal. 

Stay on the board and use it to track progress and activities to reach your objective. With Timeline View , you can monitor the steps to help you reach your goal. Viewing Trello cards in a timeline to see overlaps in work, or identify potential bottlenecks down the road. 

Dashboards help quantify and sort the work on your project. For example, when you assign cards to your teammates, you’re able to sort by person to see who might be overloaded with work all at once. Dashboard gives you a quick visual overview for reference. 

Of course, you can start your project proposal Trello board from scratch, but you’ll save time if you copy and customize this project proposal template at the start.

You can also use a slide deck or a text document to kick off your thinking, but only Trello will keep your ideas organized and help you track your progress in real time.

Back up your content with data

Your proposal will be stronger if you have hard facts to back it up. Use statistics that are relevant, such as successful campaigns at similar companies or metric improvements associated with the project. If you can’t find any within your organization, research your project subject matter and look for stats and data that relate to your project. 

For example, if you’re writing a proposal to optimize a client’s website, it’s powerful to mention that 25% of visitors abandon a website if it takes more than four seconds to load.  

Call out the costs and risks

Highlight the positive outcomes that will come from doing the project. But your project proposal will be even more convincing if you also acknowledge the pitfalls and costs. Show the full scope of the project to build trust and transparency with your reader. If risks are known ahead of time, your project will be ready to confront them.

Cost analysis

Provide a total estimated cost for the project, but also list each line item. Get granular to show thoughtful detail, and to show potential points of adjustment. Justify the reason for each cost. Explain why they’re necessary and what you expect to gain. 

Although it’s not always possible, it’s best if you can associate a dollar amount of benefit behind each cost. Calculate the return on investment (ROI) to show why it’s worth it to spend the money.

Keep in mind that costs are more than just dollars. Resources such as software or raw materials or employee time are a cost. Account for it so there are no surprises later.

Risk analysis

Every project has risk. It could waste time and money. Or it could have more serious legal ramifications or an impact on brand loyalty. 

Explain how you plan to mitigate those risks and prevent them. Be realistic. Also indicate how likely those risks are to occur, and what you could do to fix them.

Set SMART goals and outcomes

A persuasive project proposal includes a definition of success with a plan for how to reach it. Create a SMART goal for your project that clearly defines what a successful outcome looks like. Your goal should be: 

• S pecific (clearly defined)
• M easurable (quantifiable, and include a way to “check off” its completion)
• A chievable (it’s okay to be a stretch, but don’t make it impossible)
• R elevant (a positive impact for the stakeholders)
• T ime-bound (include a clear timeframe or deadline for success)

Once you’ve set your target goal, create outcomes and milestones to help measure progress on the journey. Define metrics that show if you’re on track to reach your goal, or if you need to make adjustments to the plan.

If it’s hard to predict exactly what outcomes and metrics to expect, show best-, mid-, and worst-case scenarios. Your best case should show a very optimistic goal of what you think you can achieve if everything goes according to plan. Your mid-case goal should allow for a few hiccups along the way. Your worst-case scenario includes the minimum of what you think is possible, even if many things go wrong.

Here’s what it might look like to create a project proposal for a new ad campaign:

Write the project proposal

Your project proposal will likely be read by multiple people, each with a different level of investment in the project. Include these sections in your pitch to make it digestible and accessible for every stakeholder. 

Begin with an executive summary

Summarize the key points of your proposal, such as the estimated goal and outcomes with costs. Identify the key stakeholders and the resources to make it happen. Quickly share the best and worst-case scenarios, so the range of expected outcomes are clear. Keep this short and easy to read: Just a few bullet points or a single paragraph.

Keep the project proposal simple

Add detail and data to your executive summary, but don’t feel pressured to write a book. More words do not mean better quality. Write to get your point across, then review it to make it more clear and concise.

Add an appendix for all of the details

For lengthy studies, analyses, and reports that will help support your project, lean on your appendix. Keep the project proposal tight; not every reader will want to see every detail. Instead, reference the appendix in your proposal and send readers there for all of the details and nitty-gritty.

Practice your pitch

If you plan to present the proposal on a call or in person, practice your talking points and presentation. Do not simply read the project proposal to your audience, as their attention may wander.

Include your personality and passion, as this will help you sell the project. Be sure to show your enthusiasm. Share why you care about the initiative personally and what motivates you to make the project happen. 

Your drive and your passion—and the right tools—will help position your project proposal for success.

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How to Write the Project Rationale Section in a Proposal Template

The project rationale section is an essential component of a proposal template, as it provides a clear explanation of the reasons behind the proposed project. This section helps the reader understand the purpose, relevance, and potential impact of the project. Whether you are writing a grant proposal , research proposal, or business proposal , the project rationale section is crucial for convincing the reader of the project’s significance.

What is the Project Rationale?

The project rationale is a detailed explanation of the underlying reasons for initiating the project. It outlines the current problem or opportunity that the project aims to address, and why it is important to do so. This section provides context for the project and justifies the need for its implementation.

How to Write the Project Rationale

Identify the Problem or Opportunity: Start by clearly stating the problem or opportunity that the project aims to address. Provide evidence or data to support the existence and significance of the problem or opportunity.

Explain the Relevance: Describe why the problem or opportunity is relevant and timely. Discuss the potential impact of addressing the issue and how it aligns with the goals and objectives of the organization or funding agency.

Justify the Project: Provide a rationale for why the proposed project is the most suitable solution to the identified problem or opportunity. Explain why alternative approaches or solutions are not sufficient.

Support with Evidence: Use evidence, research, or case studies to support your arguments. This can help strengthen the credibility of your rationale and demonstrate a thorough understanding of the issue.

Be Clear and Concise: Ensure that the rationale is presented in a clear and concise manner. Avoid unnecessary jargon or overly technical language that may confuse the reader.

Frequently Asked Questions

Q: In which types of proposal templates is the project rationale section used?

A: The project rationale section is commonly included in grant proposals, research proposals, business proposals , and project funding requests. It is relevant for any proposal where a clear justification for the proposed project is required.

Q: How long should the project rationale section be?

A: The length of the project rationale section may vary depending on the specific requirements of the proposal. In general, it should be comprehensive enough to thoroughly explain the reasons behind the project, but concise enough to maintain the reader’s attention.

Q: Can I use the same project rationale for multiple proposals?

A: While the underlying reasons for the project may remain consistent, it is advisable to tailor the project rationale to each specific proposal. This allows you to address the unique needs and priorities of each potential funder or stakeholder.

In conclusion, the project rationale section of a proposal template is a critical element for persuading the reader of the importance and necessity of the proposed project. By following the guidelines outlined above and addressing the frequently asked questions, you can ensure that your project rationale effectively communicates the relevance and significance of your project.

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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 .

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The Essential Guide to Writing Winning Project Proposals

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

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

What Is a Project Proposal?

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

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

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

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

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What Is the Purpose of a Project Proposal?

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

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

Different Types of Project Solicitations

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

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

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

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

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

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

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

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

What Are the Different Types of Proposals?

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

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

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

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

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

Basics of a Project Proposal

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

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

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

In general, a proposal should answer the following questions:

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

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

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

What Is the General Outline of a Project Proposal?

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

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

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

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

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

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

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

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

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

What Is the Rationale in a Project Proposal?

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

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

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

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

General Advice before Writing a Project Proposal

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

How Do I Write a Project Plan?

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

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

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

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

Writing the Sections of a Proposal

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

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

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

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

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

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

Writing Short Proposals or One-Page Project Proposals

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

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

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

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

Before Submitting a Project Proposal

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

Here’s an editing checklist to follow:

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

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

Submitting or Presenting the Proposal

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

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

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

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

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

Education and Training for Proposal Writing

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

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

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

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

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

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

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How to Write a Proposal for a Project (With Examples)

An excellent project proposal should address the client’s main concerns and goals, sell your unique approach, and clarify the project process.

If the project is crystal clear to both you and your client, you can reduce confusion, scope creep , and complaints.

In this guide to writing proposals for projects, we dive into what this type of proposal must include and how to write one. Plus, we showcase excellent examples to copy and data-driven best practices to follow.

What’s in this guide:

What is a project proposal?

What to include in a project proposal, how to write a project proposal.

Examples of project proposals

Tips for writing a project proposal

Looking for proposal templates, automated follow-ups, and closing insights? Get a custom Proposify demo .

12 min. read

A project proposal is sent by a design, consulting, or other type of firm to a potential client in order to present important project details like deliverables, timelines, expected outcomes, and costs. When the terms of service are included, a signed project proposal can double as a contract for the legal protection of both parties.

A project proposal is not to be confused with a request for proposal (RFP), which is sent by a corporation or government agency to multiple consulting firms in order to receive the maximum amount of proposals and pricing options for a project that they’ve already defined internally.

A project proposal, on the other hand, is created as part of a consultative selling process and can benefit a client even if they don’t move forward with the work because of the helpful project breakdown.

Types of project proposals

There are many different types of project proposals, from different lengths to fee structures.

Project length:

Short, one-time project

Longer, phased project

Retainer or ongoing project

Paid discovery or audit project

Payment type:

Hourly with estimated hours

Hourly with min and max hour range

Hybrid flat rate and hourly (common in interior design, event planning, and other fields with hard costs and hourly costs)

Industries:

Website design

Graphic design

Architecture and engineering

Construction and property services

Commercial leasing

Interior design

Event planning

Software subscriptions

Administrative management

Payroll and HR management

Market research and analysis

Software development

Product development

Solicitation types:

Solicited proposals sent in response to an RFPs

Unsolicited proposals sent without a prior RFP

A successful project proposal will include all or most of these important sections. You can mix and match them with your own templates or AI writing tools to craft the perfect project proposal outline.

The cover page is the easiest page to write.

It typically includes:

Your company’s name

The client’s name or project name

A photograph or graphic design

You might also choose to include your contact information on the cover page, but this is usually reserved for the About Us page or a dedicated contact page.

Executive summary or letter

The executive summary is where you offer an overview of your methodology and the proposed project. Consider it elevator pitch. Shoot to write approximately 75 - 200 words.

Use this free AI-enabled character counter to help both get through writer's block as well as make sure your executive summary is the right length.

Many other parts of the proposal will be written as bullet points or very short phrases, so use this section to really paint the full picture of the project with language that is on-brand.

Goals or objectives

You can include the project goals and objectives of the client in the executive summary, in the project summary, or in a section dedicated just for this purpose.

You might write 75 - 150 words describing the goals, or utilize a bulleted list of 3-8 goals.

The approach section can go by a lot of different names, such as “solution” or “methodology.” In this section, you’re describing the strategy behind your approach. It sets the stage for the project details and budget to follow.

This is particularly important when winning over new clients who aren’t familiar with what sets your business apart from the competition.

A catering company might use this proposal page to talk about the sort of experience or quality of food they provide.

Meanwhile, a marketing company might include its brand ethos or core beliefs here.

Project summary and deliverables

While the previous section is about the strategy, this section is all about the specifics. Spell out exactly what you’ll do for the client.

Here’s what you might include in the project summary:

A quick description of the project

A list of project deliverables

A description of project phases with their own deliverables

A project timeline or roadmap

Your project management process

The collaboration or communication software you plan to use

Measurable or specific milestones in the project

A description of the project team and the talent included

About the company

You can write an About Us page, an Our Team page, or both. An About Us page should include a description of what your company does, your target audience, and the results you provide. An Our Team page will feature bios of important people on your team.

You need to spell out the project costs. Depending on the nature of your business, you might show a flat rate project total, your hourly rate alongside the number of estimated hours , or a variety of package options for the client to choose from.

Terms and conditions

Next up: terms and conditions. When using a proposal management software with e-signatures , your proposal can work as a binding contract. Include your master service agreement and allow the project summary to serve as the statement of work.

Social proof and samples

Prospective clients will need some reassurance to help them trust your business.

Consider including:

Testimonials

Star rating averages

Portfolio pieces

Work samples

Mini case studies

Ready to pitch a new project? Here’s a step-by-step process to create a winning project proposal.

1. Discover the client’s needs

The first step is to understand the client’s current challenges and goals. As part of your discovery process, you might conduct a single sales call, or several.

Some companies actually charge for a longer discovery or audit process, and use a proposal to sell that introductory service. They will then later upsell that client on a project based on their findings with a custom proposal. However, most firms conduct the discovery process for free and then make project recommendations in their first proposal.

2. Define their core problem and goals

Next, you’ll want to distill everything the client has shared with you. You might take some time to gather your notes, talk it through with a colleague, and then determine the most important objectives. These project objectives will guide all further decisions.

3. Determine the best approach to serve them

Now it’s time to decide which method or approach will lead to project success. If you have a templatized project process and always serve similar clients, you can offer your usual solution.

But if you offer custom work unique to each client, then you’ll need to decide on the approach. For example, an event planner might decide to offer event marketing, registration, setup, and breakdown services if a client doesn’t have any in-house resources, but they might only offer setup and breakdown if the client has in-house marketing and ticketing specialists.

4. Breakdown the project into deliverables, timelines, etc.

Now that you’ve done your research and decided what to pitch to the client, it’s time to break the project down.

Determine the project costs or pricing options, break up work into phases, and clarify deliverables. You can jot this down on a piece of paper or work directly inside of a proposal template .

5. Add all necessary sections and details to your proposal

Write out your proposal and make sure that you’ve covered all of the bases. It’s worth noting that longer isn’t necessarily better. Through our analysis of 1 million proposals, we found that winning proposals have 7 sections and 11 pages on average .

The most common proposal structure is:

Executive summary

Approach or solution

Deliverables

Keep in mind that you can alter and rename these sections to match your services and unique brand voice. Leverage an AI writing generator to help brainstorm content while you work on the sections of your proposal.

6. Send the proposal to the client (with e-signatures)

Now it’s time to send the proposal. You can save time and reduce your software needs by using one software for both proposals and contracts. Just make sure that you’ve included your terms and conditions.

Proposals with e-signatures assigned to both the sender and recipient have a 426% higher closing rate. And if you sign the proposal first (before the client opens it), you’ll increase your chances of closing by a further 36.8%.

7. Handle change requests promptly

Be on hand to make changes per client requests, whether they want to change the project scope or adjust contractual language because of their picky legal team.

Being asked to revise a proposal isn’t necessarily a bad thing. In fact, proposals that are revised a couple of times are more likely to close.

5 examples of proposals for a project

Need some inspiration? These project proposals offer examples of exactly what to include in your next pitch.

1. Printing project with optional items

This printing proposal offers an excellent example of how to clearly communicate your pricing and offer interactive options. When we analyzed 1 million proposals sent with our platform, we found that proposals with fee tables have a 35.8% higher closing rate than those without and that proposals with editable quantities have an 18.5% higher closing rate.

You can use this proposal template with your free trial of Proposify and easily customize it for your unique business offerings.

This example project proposal template includes these sections:

Our Services

Sample Work

Your Investment

2. Marketing proposal with project timeline

A project timeline is an important part of any project proposal. This marketing proposal template offers a great example of how to share this timeline in a simple format.

Break your project down into distinct steps so the client knows exactly what to expect.

This example proposal template includes the following sections:

Overview & Goals

Scope of Services

3. Accounting project with goals and batches of work

Our next example is an accounting proposal .

This proposal stands out because it includes the client’s goals in the Project Summary section. See those short and sweet bullet points? They serve as a smart way to let the client know that you understand their goals and will be able to satisfy them.

This proposal also includes a breakdown of work that is categorized into four different batches, or chunks: QuickBooks Startup, Data Migration, QuickBooks Data Build, Overall (throughout the project). You can use this example when breaking down a project into different stages or services.

Access this accounting proposal template with a paid subscription or a free trial of Proposify.

The template includes the following sections:

Project Summary

Work Proposal

4. Construction project with project summary and exclusions

Do you need to include exclusions in your proposals? If the type of work you offer is contingent on other service providers or lends itself to complications, then you might want to start adding exclusions. This can help protect your business from the many risks associated with project scope confusion or misaligned expectations.

This construction proposal template , available inside of Proposify, offers a perfect example of an exclusion section, which follows what is included in the project.

The project proposal template includes the following sections:

Cover Letter

Meet Our Team

Previous Projects

Project Schedule

5. Event management project with hourly work estimates

Event planning is complicated—that’s exactly why the event industry serves as a great example of how to charge for both hourly work and fixed costs at the same time.

You can access this event planning proposal template with your Proposify account (check it out with a free trial ).

In the Budget section, the proposal kicks things off with a fee table including all of the hourly costs .

This project proposal also has a second fee table to estimate the hard costs , such as catering and photography, and the hourly costs and hard costs are then added up for the full project total.

This template includes the following sections:

Introduction

Our Understanding of Your Needs

Writing a great proposal is a lot of work.

Here are some project proposal best practices that will help you save time and get better results:

Create templates for different services, projects, or clients. The faster you send a proposal, the more likely it is to close. Try creating a few different templates to make it easy to generate a new proposal based on the clients’ unique needs. And of course, you can always speed up the process by beginning with one of our templates .

Get the client’s opinion on your plan before you turn it into a proposal. Try pitching your project idea to the client at the end of the sales call. Check to see their reaction. If they love what you’ve suggested, turn that into your proposal. If not, ask what they have in mind. This way, you’ll create a proposal that is more likely to close.

Ask the client what they want the proposal to include. If your client has given you a detailed RFP , you’ll know exactly what to include in your proposal. If not, don’t be afraid to ask. Especially when working with large corporations and government agencies, your main point of contact should be able to share what all stakeholders will expect to see in the project plan.

Offer dynamic pricing options. Proposals with both optional rows and editable quantities have a 20.2% higher close rate. Consider add-ons and options that will cater to decision-makers while customizing and perfecting the project scope. Clients should be able to select the options directly in the business proposal to create an accurate project total in real-time and then sign off on it.

Include multimedia content in your proposal. Proposal content shouldn’t just be in a written format. Accompany your writing with mages and videos to help them visualize the project. Proposals with images are 72% more likely to close and proposals with videos are 41% more likely to close. Try including pictures of your team and your previous work and illustrations of your process or typical ROI.

Write and automate follow-up emails. Proposals with just one automated follow-up email are 35% more likely to close. If you use Proposify, you can easily turn on automated follow-ups for every proposal. You can use our follow-up email templates, or create your own templates for different types of clients or projects.

Next steps: write your own project proposal

An excellent project proposal should include the project roadmap, milestones, budget, and any supplemental information that will help the client really understand the value of the project and secure buy-in.

To make any proposal more likely to close, make sure you include multimedia content, pricing options, and e-signatures.

Proposify’s proposal templates , automated follow-ups, and viewing analytics can take your proposal closing game to a whole new level. Book a demo today.

Winning Proposal Structure Tips (What The Research Says)

June 21, 2022

4 Tips That Will Make Any Proposal More Likely to Close

July 12, 2022

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Examples of Project Rationale

• Small Business
• Accounting & Bookkeeping
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What Is Differential Cash Flow?

How to calculate arr, strategic management & project selection.

• What Is a Strategic Project?
• How to Conduct Strategic Planning for a Project

A business project presented to your company's leadership can range from an evaluation of the financial viability of multiple projects or a plan for international expansion. Within a larger project proposal or business case, the project rationale is included. It is a brief description of why a specific project should receive funding and management approval, and it can be used in both for-profit and on-profit businesses.

Return on Investment

The rationale for a project could be the financial evaluation of multiple projects. For example, a company may have to decide whether to fund research and development into a new product, acquire a competitor with a similar product or form a joint venture with another company.

Common evaluation tools include net present value and payback period. The net present value is a project's future cash flow discounted back to the present. The payback period is the time required to recover a project investment. Projects with a positive or high net present value and a short payback period are generally preferable over projects with low or negative present value and a long payback period.

Competing Technology Evaluation

A project rationale could be the evaluation of competing technology solutions. For example, a small business could be selecting a hardware or software platform for its next generation of products. Senior management might establish a project team to evaluate the various alternatives. The rationale for this project could be to select the technology option that represents the best long-term growth potential for the company.

A medium or large company, when considering the implementation of an enterprise software solution for process improvements, could set up a project team to evaluate competing solutions from SAP, Oracle and other vendors. The rationale for this project could be to determine the most cost-effective and technologically superior solution.

Exploring a Business Expansion

Companies are always looking for revenue growth opportunities. For a small business, this growth may come from developing new products, increasing the sales of existing products and exploring new markets. The company could fund projects to evaluate each one of these strategic alternatives. For example, one project rationale could be to determine which international market offers the best growth opportunity over the medium- to long-term.

Other Types of Project Rationales

Other examples of project rationales include assessing different marketing strategies, constructing new facilities and moving products from research into full-scale production. Each one of these projects represents benefits, such as future cash flows, and risks, such as high initial cash outlays and the failure to gain market acceptance.

• FundsforNGOs LLC: Writing Problem Statement/Project Rationale in a Proposal
• Rochester Institute of Technology: Writing a Successful Proposal

Based in Ottawa, Canada, Chirantan Basu has been writing since 1995. His work has appeared in various publications and he has performed financial editing at a Wall Street firm. Basu holds a Bachelor of Engineering from Memorial University of Newfoundland, a Master of Business Administration from the University of Ottawa and holds the Canadian Investment Manager designation from the Canadian Securities Institute.

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How to Write the Rationale for a Research Paper

• Research Process
• Peer Review

A research rationale answers the big SO WHAT? that every adviser, peer reviewer, and editor has in mind when they critique your work. A compelling research rationale increases the chances of your paper being published or your grant proposal being funded. In this article, we look at the purpose of a research rationale, its components and key characteristics, and how to create an effective research rationale.

Updated on September 19, 2022

The rationale for your research is the reason why you decided to conduct the study in the first place. The motivation for asking the question. The knowledge gap. This is often the most significant part of your publication. It justifies the study's purpose, novelty, and significance for science or society. It's a critical part of standard research articles as well as funding proposals.

Essentially, the research rationale answers the big SO WHAT? that every (good) adviser, peer reviewer, and editor has in mind when they critique your work.

A compelling research rationale increases the chances of your paper being published or your grant proposal being funded. In this article, we look at:

• the purpose of a research rationale
• its components and key characteristics
• how to create an effective research rationale

What is a research rationale?

Think of a research rationale as a set of reasons that explain why a study is necessary and important based on its background. It's also known as the justification of the study, rationale, or thesis statement.

Essentially, you want to convince your reader that you're not reciting what other people have already said and that your opinion hasn't appeared out of thin air. You've done the background reading and identified a knowledge gap that this rationale now explains.

A research rationale is usually written toward the end of the introduction. You'll see this section clearly in high-impact-factor international journals like Nature and Science. At the end of the introduction there's always a phrase that begins with something like, "here we show..." or "in this paper we show..." This text is part of a logical sequence of information, typically (but not necessarily) provided in this order:

Here's an example from a study by Cataldo et al. (2021) on the impact of social media on teenagers' lives.

Note how the research background, gap, rationale, and objectives logically blend into each other.

The authors chose to put the research aims before the rationale. This is not a problem though. They still achieve a logical sequence. This helps the reader follow their thinking and convinces them about their research's foundation.

Elements of a research rationale

We saw that the research rationale follows logically from the research background and literature review/observation and leads into your study's aims and objectives.

This might sound somewhat abstract. A helpful way to formulate a research rationale is to answer the question, “Why is this study necessary and important?”

Generally, that something has never been done before should not be your only motivation. Use it only If you can give the reader valid evidence why we should learn more about this specific phenomenon.

A well-written introduction covers three key elements:

• What's the background to the research?
• What has been done before (information relevant to this particular study, but NOT a literature review)?
• Research rationale

Now, let's see how you might answer the question.

1. This study complements scientific knowledge and understanding

Discuss the shortcomings of previous studies and explain how'll correct them. Your short review can identify:

• Methodological limitations . The methodology (research design, research approach or sampling) employed in previous works is somewhat flawed.

Example : Here , the authors claim that previous studies have failed to explore the role of apathy “as a predictor of functional decline in healthy older adults” (Burhan et al., 2021). At the same time, we know a lot about other age-related neuropsychiatric disorders, like depression.

Their study is necessary, then, “to increase our understanding of the cognitive, clinical, and neural correlates of apathy and deconstruct its underlying mechanisms.” (Burhan et al., 2021).

• Contextual limitations . External factors have changed and this has minimized or removed the relevance of previous research.

Example : You want to do an empirical study to evaluate the effects of the COVID-19 pandemic on the number of tourists visiting Sicily. Previous studies might have measured tourism determinants in Sicily, but they preceded COVID-19.

• Conceptual limitations . Previous studies are too bound to a specific ideology or a theoretical framework.

Example : The work of English novelist E. M. Forster has been extensively researched for its social, political, and aesthetic dimensions. After the 1990s, younger scholars wanted to read his novels as an example of gay fiction. They justified the need to do so based on previous studies' reliance on homophobic ideology.

This kind of rationale is most common in basic/theoretical research.

2. This study can help solve a specific problem

Here, you base your rationale on a process that has a problem or is not satisfactory.

For example, patients complain about low-quality hospital care on weekends (staff shortages, inadequate attention, etc.). No one has looked into this (there is a lack of data). So, you explore if the reported problems are true and what can be done to address them. This is a knowledge gap.

Or you set out to explore a specific practice. You might want to study the pros and cons of several entry strategies into the Japanese food market.

It's vital to explain the problem in detail and stress the practical benefits of its solution. In the first example, the practical implications are recommendations to improve healthcare provision.

In the second example, the impact of your research is to inform the decision-making of businesses wanting to enter the Japanese food market.

This kind of rationale is more common in applied/practical research.

3. You're the best person to conduct this study

It's a bonus if you can show that you're uniquely positioned to deliver this study, especially if you're writing a funding proposal .

For an anthropologist wanting to explore gender norms in Ethiopia, this could be that they speak Amharic (Ethiopia's official language) and have already lived in the country for a few years (ethnographic experience).

Or if you want to conduct an interdisciplinary research project, consider partnering up with collaborators whose expertise complements your own. Scientists from different fields might bring different skills and a fresh perspective or have access to the latest tech and equipment. Teaming up with reputable collaborators justifies the need for a study by increasing its credibility and likely impact.

When is the research rationale written?

You can write your research rationale before, or after, conducting the study.

In the first case, when you might have a new research idea, and you're applying for funding to implement it.

Or you're preparing a call for papers for a journal special issue or a conference. Here , for instance, the authors seek to collect studies on the impact of apathy on age-related neuropsychiatric disorders.

In the second case, you have completed the study and are writing a research paper for publication. Looking back, you explain why you did the study in question and how it worked out.

Although the research rationale is part of the introduction, it's best to write it at the end. Stand back from your study and look at it in the big picture. At this point, it's easier to convince your reader why your study was both necessary and important.

How long should a research rationale be?

The length of the research rationale is not fixed. Ideally, this will be determined by the guidelines (of your journal, sponsor etc.).

The prestigious journal Nature , for instance, calls for articles to be no more than 6 or 8 pages, depending on the content. The introduction should be around 200 words, and, as mentioned, two to three sentences serve as a brief account of the background and rationale of the study, and come at the end of the introduction.

If you're not provided guidelines, consider these factors:

• Research document : In a thesis or book-length study, the research rationale will be longer than in a journal article. For example, the background and rationale of this book exploring the collective memory of World War I cover more than ten pages.
• Research question : Research into a new sub-field may call for a longer or more detailed justification than a study that plugs a gap in literature.

Which verb tenses to use in the research rationale?

It's best to use the present tense. Though in a research proposal, the research rationale is likely written in the future tense, as you're describing the intended or expected outcomes of the research project (the gaps it will fill, the problems it will solve).

Example of a research rationale

Research question : What are the teachers' perceptions of how a sense of European identity is developed and what underlies such perceptions?

Braun, V., & Clarke, V. (2006). Using thematic analysis in psychology. Qualitative Research in Psychology , 3(2), 77-101.

Burhan, A.M., Yang, J., & Inagawa, T. (2021). Impact of apathy on aging and age-related neuropsychiatric disorders. Research Topic. Frontiers in Psychiatry

Cataldo, I., Lepri, B., Neoh, M. J. Y., & Esposito, G. (2021). Social media usage and development of psychiatric disorders in childhood and adolescence: A review. Frontiers in Psychiatry , 11.

CiCe Jean Monnet Network (2017). Guidelines for citizenship education in school: Identities and European citizenship children's identity and citizenship in Europe.

Cohen, l, Manion, L., & Morrison, K. (2018). Research methods in education . Eighth edition. London: Routledge.

de Prat, R. C. (2013). Euroscepticism, Europhobia and Eurocriticism: The radical parties of the right and left “vis-à-vis” the European Union P.I.E-Peter Lang S.A., Éditions Scientifiques Internationales.

European Commission. (2017). Eurydice Brief: Citizenship education at school in Europe.

Polyakova, A., & Fligstein, N. (2016). Is European integration causing Europe to become more nationalist? Evidence from the 2007–9 financial crisis. Journal of European Public Policy , 23(1), 60-83.

Winter, J. (2014). Sites of Memory, Sites of Mourning: The Great War in European Cultural History . Cambridge: Cambridge University Press.

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How to Write the Rationale for a Research Proposal

Table of Contents

Writing a research proposal can be intimidating, especially when you are expected to explain the rationale behind your project. This article will help you learn how to write the rationale for a research proposal to provide justification for why it should be pursued. A good rationale should give readers an understanding of why your project is worth undertaking and how it will contribute to existing knowledge. It should outline any practical implications that could come from your work. By thoroughly preparing this section of your proposal , you will increase the chances of having your research approved.

What Is a Rationale in Research?

A research rationale provides a detailed explanation of why a study is necessary and should be carried out. It convinces the reader or examiner of the importance of the research by outlining its relevance, significance, and potential contribution to existing knowledge. Additionally, it helps transition from the research problem to the methods used in the study, connecting both elements into one comprehensive argument. The research rationale justifies why the researcher chose to conduct this particular study over any other possible alternative studies.

Why Is a Research Rationale Important?

A well-written rationale can help demonstrate your commitment to the project. It can convince reviewers that you have put thought into developing a high-quality research plan. When composing this section, focus on the scientific merit of your proposed study by providing clear and concise reasons for conducting the research. Your goal is to communicate the potential benefits of your project and show that you understand its limitations. Include sufficient detail about the methods you plan to use, any ethical considerations to consider, and how you will evaluate your results. Explaining why your research is important and necessary is essential for getting approval from funding bodies or academic institutions. Your rationale should provide a convincing argument for why the project needs to be conducted. The rationale must make it clear that there are potential benefits that justify its costs. Consider the broader impact of your work and describe how it could contribute to furthering knowledge in the field.

The rationale for research is also known as the justification of the study. Make a mention of the following points while writing the rationale for a research proposal:

Background on All Previous Research on the Subject of Your Study

It is important to include background information on what research has already been done on the study topic. This will help to build a foundation for understanding the current knowledge, open questions, and gaps.

The Open Questions of the Study

Highlighting the open questions related to the study topic helps to identify potential areas for further exploration. It gives readers an understanding of where new research could be helpful. It is essential to state these questions to have clear objectives and goals for the research proposal.

Identify the Gaps in Literature

Identifying literature gaps helps highlight areas that have not yet been studied. This provides the opportunity to add new information and understanding to the field. By including these points in the rationale, the writer can showcase how his work will contribute to existing research.

Highlight the Significance of Addressing These Gaps

Emphasizing why it is important to address those gaps is vital in any research proposal. It allows readers to understand why this particular project needs to be undertaken. By clearly outlining why addressing these gaps is crucial, the writer can successfully argue why his proposed project should be given consideration.

A rationale for a research proposal can help convince the reader of the importance and relevance of your study. This article explains the importance of a rationale and discusses the key elements to learn how to write the rationale for a research proposal . Following these tips will let you create a powerful research rationale that will help convince others of the value of your project.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Project Proposal Template

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

Use this project proposal template to start a new project—outline project goals, deliverables, timelines, resources and budget. Then, let everyone know what problem your project solves, and put yourself that much closer to approval and kickoff! Download your free project proposal template for Word now and start your project off right.

Our project proposal Word template is designed to work for projects across industries. Customize it to your liking and turn it into one of the following:

• Construction proposal template
• IT project proposal template
• Marketing proposal template
• Engineering project proposal template
• Business proposal template

But before we dive into how to make a project proposal and how to use our free template, let’s begin by understanding what a project proposal is.

What Is a Project Proposal?

You can think of this project proposal template as the vehicle in which you deliver the rationale for your project. It’s a formal communications document that exists to convince your sponsor or boss that the project has a good reason for existing as it addresses a specific problem or exploits a unique business opportunity.

The project proposal is created to kick off a new project. The project proposal must be in-depth, but the cover letter and executive summary must be clear to convince the sponsor of its value. The whole project rests on the project proposal document because after reviewing it, the sponsor will either approve or pass on the project.

Why You Need a Project Proposal Template

A project proposal template is necessary when coordinating resources, tasks, equipment and materials within a timeframe to reach a business objective. It helps you structure the project so that it remains on track with your goals and objectives. This focus is what leads to a successful project.

The project proposal template should be used by the project manager, though that’s not always the case. Sometimes a project manager will come on board a project after the proposal has been approved, and they’ll inherit the document and be expected to carry it out. Either way, when a project proposal document has been approved, the next step is writing a business case . That’s a document in which the financial requirements are outlined and explained. Also, you’ll have to write a project charter to scope out the project and ensure that all parties involved know what’s required.

How to Fill Out a Project Proposal Template

Writing a project proposal document varies depending on the project, but the planning of any project shares foundational parts. Some of those pieces of the project proposal that are universal, no matter what you’re working on, are defining your audience. You have to know who you’re talking to or there is no direction to your project, whether it is a construction, IT, marketing or business proposal.

Another fundamental is identifying a problem and explaining how the project plan is the solution to that problem. Projects aren’t initiated for the fun of it. There must be a purpose and that has to be clearly defined in the project proposal document.

All projects require research. Whether that’s going back to historical data or market research or tapping the experience of experts, the project needs to provide the due diligence of stating what the issue is and what the potential solutions are. Then the project must be tethered to the organization’s business plan. It must adhere to the strategic goals of the organization, of course. But the project plan must also act as a means to further the organization’s success. This must be clear in your project proposal format.

Every plan must also have a timeline over which the project will run its course. Resources must be noted – what type and how much – as they’re the materials with which you build your project. With all these pillars in place, you can now start your project management proposal template.

While some people use an Excel project proposal template, we’ve provided a Word template to help you with the actual document creation step-by-step. All you have to do is fill in each step with the pertinent project information. So, now, how do you use this free project proposal template?

What Is Included in This Free Project Proposal Template for Word?

If you’re looking for a project proposal format, you probably want to learn how to make your own proposal. Our free project proposal template for Word is a great starting point for anyone who wants to create one.

Most project proposal examples have a similar structure. These are the most important elements of a project proposal outline:

• Cover letter
• Executive summary
• Initial consultation
• Implementation
• Deliverables
• Costs (project manager, consultation, project plan, etc.)
• Additional costs (travel and expenses)
• Terms and conditions
• Acceptance letter

Our free project proposal Word template has all those elements and can be easily adjusted to your IT, construction, marketing and business proposals. Use it as a project proposal example, and try our project management tool once you’re ready to start managing your project.

How to Use This Free Project Proposal Template for Word

Below, we’ve outlined all the steps you need to take to create your project proposal. Each section of this simple project proposal template for Word is described in full to help you know what data or information you need to include in each area of the free project proposal template.

Executive Summary

First, you have to write what is called an executive summary of the project. Think of it as an overview of the project in which the entire project is noted within the history, vision, goals and timeframe of the job. This is like your elevator pitch, where you want to capture the audience with a vivid picture of the project as a whole. After your executive summary, which sketches out each of the sections of the project proposal form, the sponsor should already be sold on the idea.

This is the section in which you provide a history of the business, which puts the project in context. Describe the relevant history that has happened in the company until the date of the proposed project. If there have been any previous projects that through their experience will help or hinder the project, note them in your project proposal format. Don’t leave anything out; if you do the sponsor may come back with questions and request more information, which delays the start of the new project.

Requirements

At this point in the proposal, go into great detail about the business problem the project solves or the opportunity it is taking advantage of. If it’s a problem, what type of problem is it? What are the features of the problem that the company is directly experiencing? If you’re addressing an opportunity, then what’s the environment for that opportunity? Is there a timeframe in which it can be taken advantage of?

Now the important piece of the proposal puzzle: How do you plan to solve this problem? Write what that solution is, then explain the scope of the solution and the way in which it’ll be delivered. Don’t get off track. Your project is about this solution and only this solution. The more narrowly focused you are, the more likely you’ll communicate your idea and it will succeed.

Project Proposal Template Format

You’ve got your background done, and you’ve put this new project in context. Now you need to describe the new project.

What’s Your Vision and Your Goal?

Be clear and state the vision of the project and its goals and how they align with the organization’s business plan. You must be specific and the goals must be measurable. Think action-oriented, realistic and based on time. This isn’t a place for broad strokes, but rather for concise and exact results you expect to achieve. Add clarity by having the goals listed.

What Are the Deliverables?

Whatever the project scope is, there are going to be deliverables throughout its life cycle. These are crucial to the project’s success and need to be detailed.

What Is the Timeframe?

A project isn’t a project if it doesn’t end. Every project is subject to its timeframe, and this is where you detail yours. What’s the amount of time you need to complete the project phases? Specify that here.

What Are the Resources?

A project needs resources to get it done, and this is the section you’ll detail those needed to complete your project. List the type of resource and the quantity and then add notes as needed to clarify.

What Is the Project Budget?

Resources cost money, and that financial obligation is estimated here. This is an important part of the budget for the sponsor, as they are going to pay for it and you have to show them a return on that investment.

Who Owns the Project?

Here you outline the people responsible for the project, the target of the project and the person whom the project is being executed for. Determine who is the project sponsor, customer, project manager, etc.

How Will the Project Be Reported On?

If the sponsor approves the project, they are going to want a progress report . The frequency of those reports will be determined in this section of the project proposal form. Also, how will the reports be distributed and who will get them? You can also put in the number of team meetings you intend to have over the life cycle of the project.

What Are the Risks and Issues?

Risks are what might happen. You need to write them down, how they may occur and what to do if they do. Issues are something that has happened. While there are unlikely to be many before the launch of the project, if anything is going to stop deliverables from being delivered, this is where you want to collect them.

What Are the Implications for the Project?

This is the part when you explain what would happen if the sponsor chooses not to accept the project. What will the implications be? Make it clear that the cost to the business of not taking on the project is higher than if they approve it with a case scenario.

What Are the Success Criteria?

How do you define success in the context of this project? This is the section in which you get to note what that is. Be careful and specific in rendering these project success details. It’s helpful to list five key success criteria against which the project will be measured.

Authorization

Someone is going to have to authorize the project throughout its lifecycle, and this is the section in which you determine who those people are.

Document the supporting papers that underlie your project here.

Benefits of Using a Project Proposal Template

The advantage of a project proposal template is that the outline is already done. All you have to do is fill in the blanks. True, that’s the hard part, but anything that structures your proposal will make it easier for you to write and for others to read.

A template by definition also creates continuity. Having a proposal template means that all your proposals will have a unified look. That’s going to make you look more professional. Remember, many project proposals spend so much time on the details, which are important, but they forget that presentation is also going to sway a potential client.

On a more practical note, a project template saves time. As noted, you don’t have to reinvent the wheel each time you’re proposing a project. You can instead spend your time on the nuts and bolts of the proposal, which are frankly the most important aspect in terms of winning that proposal.

Disadvantages of Using a Project Proposal Template

The biggest disadvantage of using a project proposal template is that it’s a static document. If you win the project all that data needs to be transferred to whatever project management software tool you’ll be using to plan, manage and track the work.

But most project management software isn’t used for proposals so let’s look at other issues with using a project proposal template. They are generic by design and the one you’re using might also be used by the competition. It’s not the best way to differentiate yourself and show that you’re the best organization for the project.

Templates aren’t made to be unique and often act as a square peg trying to fit in a round hole. The project, whatever it might be, is one of a kind. If you’re proposing to manage it with a template, then you’re already a step behind. You’re showing that you don’t really care and won’t go the extra mile to create something specially made for the project.

Tips for Using this Project Proposal Template

Something to remember when creating a project proposal form is that the cover letter or executive summary is often the only thing they read. If you don’t wow them from the get-go then they might lose interest. There goes your project.

Along the same lines, you must show throughout the proposal that you understand the needs of your client, stakeholder and/or end-user. This is why research is so important. You can’t be expected to know everything about their business, but you should do the work to be intimately familiar with whatever venture you’re proposing.

While you should have spent a good amount of time on the project scope and budget, you might not have given the proposal a final read. Editing is important. It looks bad if there are typos or if your tone and style are diametrically opposed to the organization.

Give the proposal a rest, get some coffee or lunch, then go back to it with fresh eyes. You’d be surprised what you find. Or, better still, get someone else to edit the proposal. You can never have too many eyes on a piece of writing.

Other Project Management Templates to Help You Create a Project Proposal Format

A project proposal form must be thorough and convincing in order to get the green light. As you work to assemble the parts that make up your proposal, use these free project management templates for Word and Excel to make sure you write the best proposal possible.

Executive Summary Template

The executive summary might be the most important element of any project or business proposal. It’s the hook that captures your reader, so you want to make sure it’s well-crafted. The free executive summary template helps you write just the right amount to engage your stakeholder and not overwhelm them with too much detail.

Marketing Budget Template

A marketing proposal wouldn’t be complete without having a section to talk about costs and budget. Our marketing budget template is the perfect tool to help you create a budget for your marketing proposal.

Construction Proposal Template

Even though our project proposal format works for construction, marketing and IT projects, our construction proposal template was specifically designed to include what’s most important for a construction proposal.

Requirements Gathering Template

Part of any project proposal is understanding the project requirements. The free requirements gathering template is a place to collect those requirements and communicate them between the user and the developer. This template is great for product or IT proposals, which have strict requirements about the product to be delivered. If your proposal is approved, you’re one step closer to planning a successful project.

RACI Matrix Template

Using our free RACI matrix template is a great way to understand who on your team is responsible for what, and which stakeholders need to be prioritized. It’s a fundamental plank in the platform that will hold up your project. Therefore, it’s important to understand the RACI of your team, in other words, who is responsible, accountable, consulted and informed on the project.

These are just some of the free templates we offer to manage any type of project. In addition, you’ll find industry-specific project management templates for construction, marketing and IT projects.

Related Content

ProjectManager is not only award-winning project management software , it’s a hub for experienced project managers. It’s also great for those new to leading projects. ProjectManager is your one-stop shop to learn the fundamentals of the profession with informative articles, videos and guidebooks that are regularly published on the site. Here are a few that relate to project proposals.

• Project Documentation: 15 Essential Project Documents
• How to Write a Project Management Proposal
• How to Create a Project Charter
• Project Planning Software
• How to Write a Business Case

ProjectManager is online project management software that provides tools to address every aspect of managing a project, from beginning to end. Once you’ve used the free project proposal template and you’re ready to take your project to the next level with real-time scheduling, reporting and tracking, visit ProjectManager and take our free 30-day trial.

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• Academic Skills
• Reading, writing and referencing
• Writing effectively

Writing a rationale

How to write a rationale.

What is a rationale?

A rationale is when you are asked to give the reasoning or justification for an action or a choice you make.

There is a focus on the ‘ why ’ in a rationale: why you chose to do something, study or focus on something. It is a set of statements of purpose and significance and often addresses a gap or a need.

A rationale in Australian academic writing is rarely a whole task by itself.  It is often a part of a bigger task. For example, a part of a lesson plan might be to provide a rationale for why you chose to teach particular content or use a certain resource or activity, or you may be asked to provide a rationale as to why you chose a particular theory to apply or a concept to support.

You may be called upon to provide a rationale:

prior to an action or decision; why you plan to do something and how, or

• after you have acted or decided something; reflecting, looking back, why you did something and how it worked or not.

You can use language to signal you are clearly providing a rationale in your writing. You can link your rationale to learning outcomes or aims for a lesson, activity or assessment task.

A model: problem-solution-rationale

A rationale can be provided by offering longer essay-based support for why it is important to do something in a certain way – in that sense, a whole paper can be a rationale.

However, a more specific or focused way of thinking about a rationale is how we can overtly show we are justifying our choices with the language we use.

One way of doing this is to consider the problem or issue requiring attention, the solution and then the rationale or justification for the solution (the ‘why’). This sets the rationale (the reason) within a context.

A diagnostic assessment determined that the students required more attention to addition and subtraction of mixed fractions. This activity intends to address this problem by having the children engage with the task with blocks before it is done with figures. The reason I chose to do this is because students have higher comprehension levels when presented with visual or tangible representations of abstract problems (Benson, 2016). I also did this as I wanted to allow the children to ‘play’ with maths, to see that it can be a fun activity and in doing so, to breakdown some of the ‘anti-mathematics prejudices’ that Gaines (2017, p. 4) talks about.

The important thing here is the language used to signal the rationale , in this case:

The reason I chose to do this is because … and I also did this as …

Another problem / solution / rationale example:

Scaffolding is the support provided by the teacher or a significant other, such as a classmate, which helps students in learning (Gibbons, 2015). Some students were having difficulty with the language at entry while others, particularly those who had completed the pre-tasks, had few problems. Therefore, in order to address this disparity in level and understanding, mixed-ability pairs were created where the more competent student helped the other. On reflection, this was an effective way to run the activity for two reasons : it allowed peer-to-peer teaching which solidified both students’ understanding; and it scaffolded the support in a way that allowed me to roam the room lending advice to pairs as needed.

The language used to signal our rationale in this example:

in order to and for two reasons …

Language to signal rationale

in order to

the reason this was done/chosen …

for the following reason(s) …

for two/three reasons …

Language for further justification - showing importance

This was important / significant because …

This meant that I could…

This enabled me to …

… which enabled / allowed me to…

… which pointed to / highlighted that / showed me that …

The key thing to remember about rationale writing is to stand back from the writing, look at it in a big picture sense and ask yourself, ‘ Have I explained why? ’ If that is clearly articulated, you have provided a rationale.

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How to Write an RFP for Grants – Everything You Need to Know

Updated: May 09, 2024

Published: May 08, 2024

Beth Goldowitz, who’s been managing nonprofit organizations for the past 20 years, says that when “managed correctly, grants can keep organizations afloat. They’re stable and predictable, a revenue stream that the organization can count on for the duration of a contract.”

But do you know how long it takes to write a single grant application?

Over 30 hours, and considering that grant writers usually get paid between $25 and $100 per hour, depending on their experience, it’s a significant cost. That’s why it’s so important for nonprofits to decide which grants to pick.

Your organization can make it much easier for applicants to assess if they’re the right fit for your project. It all comes down to getting your RFP for grants right, including adding the right sections and asking the right questions.

Before I dive deeper into the subject, let’s answer the question: what is an RFP for grants?

What is an RFP for grants?

The challenges of writing an rfp for grants, the anatomy of an rfp for grants, how to write an rfp for grants, best practices for writing an rfp for grants, rfp for grants resources.

An RFP for grants, or Request for Proposals, is a document issued by grantors such as foundations and government agencies encouraging nonprofit organizations to submit proposals for funding.

Essentially, RFPs offer nonprofits an opportunity to secure funding for various initiatives, irrespective of whether they relate to education, healthcare, or environmental causes.

Each RFP is tailored to achieve a specific goal, so submitted proposals must be in line with the objectives outlined in the RFP.

Free RFP Templates

Fill out the form to get these templates.

• One-Pager RFP
• Longer In-Depth RFP
• Designed PDF RFP

You're all set!

Click this link to access this resource at any time.

I have spoken to a few people working at nonprofits to find out what challenges they came across, either while creating their own RFPs or preparing RFP proposals. Here are the most common obstacles.

Lack of Sufficient Information About the Procurement Process

The quality of your procurement process will impact the quality of the applications you receive. If you don’t share enough information about it, like the timeline, budget, selection criteria, etc., then two things might happen:

• You will receive applications that aren’t the right fit for the project.
• A lot of applicants who are the right fit won’t take part in the process as they’ll feel discouraged by the lack of clarity.

The more detailed and logical your procurement process is, the higher the chances of receiving high-quality proposals.

RFP Grants Failing to Communicate the Vision Clearly

This is an RFP grant challenge that has come up the most frequently.

Gauri Manglik, CEO and co-founder of Instrumentl , says that “many organizations struggle to articulate what specific issues they are trying to address and how the grant they offer will drive impact.”

What often happens is that RFP grant writers take a scattered approach instead of having a cohesive strategic framework. As a result, it’s hard for founders who give out grants to evaluate the proposal’s purpose and potential.

Manglik adds that “the most effective RFPs have a sharply defined focus outlining the goals, target population, and theory of change for proposed activities.”

Not Understanding the Legal Implications of the Grant

Grants often come with terms and conditions that must be followed to stay compliant. Failing to do so might result in penalties or even in grants being revoked.

These terms and conditions should be clear and easy to understand to minimize the risk of breaching them.

Jonathan Feniak, general counsel at LLC Attorney , says, “When writing RFP grant proposals, it’s crucial to understand the legal implications of the grant and factor any liabilities into your plan.

If any IP is developed with grant funding, you must specify ownership rights to avoid potential conflicts with donors later.”

Feniak also notes that proposals should clearly outline your expectations, and you must agree on whether the charity or the investor owns its rights.

“Generally, it’s best to consult your legal team throughout the RFP writing process to manage the risks and clearly outline IP ownership,” adds Feniak.

Ensuring clarity and specificity in the language used.

It’s vital to use a language that is not only clear but also specific so it’s easier for potential bidders to understand what’s expected of them. This applies to the requirements, objectives, and expectations of the project.

Kimberly Wall, co-founder of BibleKeeper , says, “The challenge lies in articulating the project’s goals, objectives, and expected outcomes clearly using words that are not really overwhelming the potential applicants with unnecessary details.”

Using the right language will eliminate confusion among nonprofits and make sure that their proposals accurately correspond to the needs of the RFP issuer.

RFPs for grants come in two forms: concise, short tables, where information is filled out in bullet points, and longer ones, which cover each section in detail.

The former aims to give a high-level overview, while the latter is where applicants take a deep dive into their proposal.

So, there isn’t such a thing as an “ideal” length for an RFP. These types of documents can take up multiple pages and usually function as downloadable PDFs.

If you’re wondering what elements grantors should include, then here’s an RFP structure we recommend at HubSpot.

RFP: [Project Name]

Proposal Due By: [Date]

[Organization Name]

In addition to the name, this section could also feature a short overview of your mission. Don’t include a long history of your organization. Instead, use this space to provide a bit of context on what it does and its target market.

Project Overview

A brief introduction to the project itself to let nonprofits know right away if it’s something worth bidding on — no longer than 1-2 paragraphs.

Project Goals

This section identifies what you hope to accomplish through assigning funds to relevant organizations. Specify what you’ll see as a “win” so everyone is on the same page.

Scope of Work

A description of the project and a scope of work — either detailed, if it’s a long RFP, or bullet points if it’s short.

Current Roadblocks and Barriers to Success

In this section, mention any potential constraints that could either disqualify certain candidates or increase the operational complexity of meeting goals.

Evaluation Metrics and Criteria

Here, you outline how you’re going to choose grantees. There are different approaches — some companies use simple “yes” or “no” evaluations to check if a proposal meets the project objectives.

Other organizations use percentages to score more important criteria higher than others.

Submission Requirements

Exact guidelines bidders must adhere to.

Project Due By

If there is a specific project delivery date, mention it in the RFP. This will help you filter out applicants who can’t guarantee completing it within the required timeline.

Here, you should include the target budget. Specify if this budget will be distributed among multiple organizations or assigned to a single grantee.

General Conditions of Contract

This could include information like:

• Applicant’s legal status.
• Your stance on subcontracting.
• Indemnification, insurance, and liabilities.

Some templates also suggest asking questions that you expect bidders to answer — these can serve as a way to further check their alignment with your mission.

So, now that you know what goes into an RFP, let’s learn how to write them. Below, I’ll describe the steps you should take when tackling this paperwork.

In each section, I’ll work through the steps, as I build a mock RFP for sustainability nonprofits.

My sample organization, Earthly Partners, is looking to fund sustainability projects based in the Southwestern United States. Let's get started.

1. Identify the objectives.

In this step, I want to list all the key information, like goals, timeline, budget, and applicant profile.

As you gather these, you’ll likely come across some informational gaps or considerations that require expert knowledge, like legal considerations and grantor/grantee obligations.

This is an important preliminary stage, which should end with a complete list of information you’ll need to evaluate bidders.

Testing It Out

So, what does my organization, Earthly Partners, want to accomplish? We want to focus on fighting climate change in the South West, particularly through drought relief and community advocacy.

We are able to provide grants of up to $50,000 to each nonprofit.

2. Write an introduction.

Now, I want to provide a bit of information about the organization and the area we focus on. I may also include my organization’s values, current challenges, and the problems we would like to address.

Here is an example of an intro to Earthly Partners’ RFP. Here, we highlight the mission that we focus on and a little bit about our mock organization’s history.

Earthly Partners is pleased to announce the availability of grant funding to support projects that align with our mission of environmental conservation and advocacy.

Established in 2010, Earthly Partners has been dedicated to promoting eco-friendly practices, water conservation, and community empowerment. We recognize the importance of fostering innovative solutions and collaborations within our community, and through this grant opportunity, we aim to support projects that demonstrate creativity, sustainability, and significant impact.

We are most interested in projects focused on community advocacy for climate policies and drought relief.

3. Provide a project description.

This section should serve as a high-level overview. Potential applicants will look at it to quickly assess whether they can propose a relevant project within the required timeline and available budget.

Here’s my project description for my mock sustainability nonprofit:

Grant Purpose: The purpose of this Request for Proposals (RFP) is to solicit proposals for projects that address environmental conservation, climate change mitigation, or sustainable development.

We seek proposals that offer innovative approaches, foster community engagement, and contribute to the long-term sustainability and resilience of ecosystems and communities.

Grant Details:

• Total Funding Available: $50,000
• Grant Duration: 12 months
• Grant Amount: Grants may range from $2,500 to $10,000
• Eligibility: Nonprofit organizations and community groups operating within the Greater Metropolitan Area are eligible to apply.
• Application Deadline: July 31, 2024.

4. List clear requirements.

Here, I can specify what exactly I need to know about the proposal. That includes asking the applicants for the project description and how it will help fulfill the goals of your grant.

Continuing with the sustainability grant project from above, this section could look like the following:

Proposal Guidelines:

Applicants are invited to submit proposals that address the following key components.

• Project Description: Provide a detailed description of the proposed project, including its objectives, activities, target population, and anticipated outcomes.
• Project Impact: Clearly articulate the potential impact of the project on the environment or the local community. Describe how the project will contribute to positive change and address identified environmental or social needs.
• Innovation and Creativity: Highlight any innovative approaches or strategies proposed to address the identified environmental or social challenge. We encourage applicants to think creatively and propose solutions that may be outside traditional approaches.
• Sustainability: Demonstrate the project’s sustainability beyond the grant period. Describe plans for ongoing funding, partnerships, and stakeholder engagement to ensure the long-term success of the project.
• Roadblocks to Success: Identify potential challenges or roadblocks that the project may face and describe strategies to overcome them. Consider factors such as regulatory hurdles, community resistance, funding constraints, or technical limitations.
• Budget and Timeline: Provide a detailed budget that outlines how grant funds will be used. Include a project timeline with key milestones and deliverables.

5. Include a submission deadline.

Here, I want to call out the deadline for submissions and explain my preferred way of submitting proposals.

For Earthly Partners, I want to have proposals by the end of July. I call that out, along with my preferred submission format, below.

Submission Instructions:

Please submit your proposal electronically to [email address] no later than July 31, 2024. Proposals should be submitted in PDF format and include the organization's name, contact information, and the title of the proposed project in the subject line.

​​​​6. Be clear on the evaluation factors.

It’s important to explain all the elements your organization will pay attention to while evaluating applications.

Applicants who do not meet your criteria will likely withdraw from submitting their proposal if they don’t see they’re a good fit. This, in turn, will help you pre-qualify organizations and shorten the selection process.

For Earthly Partners, I want to explain how we plan to evaluate applicants and give an overview of next steps. This allows me to explain what projects are likely to receive funding and the timeline for these evaluations.

Evaluation Process:

Proposals will be evaluated based on the following criteria:

• Alignment with Earthly Partner’s mission and grant objectives.
• Clarity and feasibility of the project proposal.
• Potential impact and sustainability of the project.
• Innovation and creativity of proposed approaches.
• Budget justification and cost-effectiveness.

Notification:

Applicants will be notified of funding decisions by August 31, 2024. Successful applicants will receive further instructions regarding grant agreements, reporting requirements, and funding disbursement.

7. Proofread and edit the document.

I use the editing process to make sure that all the necessary elements are included in my RFP and that the instructions are easy to follow.

Failing to use easy-to-understand language might result in low-quality submissions. It’s a good idea to ask a few of your colleagues for feedback to ensure you’ve not missed any important details.

Here are a few considerations to take into account while preparing your RFP.

Dedicate time to selecting the right eligibility and application criteria.

This is, arguably, the single most important section of your RFP — perhaps even more important than “budget,” as NGOs will want to quickly assess their eligibility.

Esther Strauss, co-founder of Step by Step Business , agrees:

“Given the diversity of causes we support, from education to environmental conservation, finding a grant that provides the necessary funding and also aligns with our goals can be like searching for a needle in a haystack.”

Strauss says that, whenever applying for a grant herself, she needs to know if her organization can genuinely meet the grantor’s requirements while staying true to the organization’s objectives and values.

The need to get the application “right” can also extend to selecting the right application format or method. “The pressure to get it right is immense, as these grants can significantly impact our ability to serve our community,” she adds.

So, how can you make it easier for applicants to assess if they’re the right fit and avoid application mistakes?

Include clear information like:

• Only bidders who meet at least X out of Y criteria will be considered.
• Proposals must be sent in [FORMAT] by [DEADLINE]. Applications sent in through other channels will not be considered.
• Application needs to include a proposed schedule.
• Proposals must be shorter than [NUMBER] pages. Failure to comply with this guideline will result in an automatic rejection.

For a real-life example, you can also look at this RFP proposal from the U.N. , which keeps the requirement descriptions clear and concise.

As you can see, the quality of the proposals and organization fit lies largely in your hands.

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Simplify negotiations by including key contract terms.

Earlier, I’ve mentioned that many RFP grant writers struggle with translating legal requirements in the RFP.

Wayne Tung of Sendero wrote a great piece on this subject, encouraging RFP publishers to give it the same level of attention as requirements and scope.

“Many people do not include contract term requirements, such as legal and commercial terms, in RFPs. This results in prolonged negotiations,” or even failed grants, he says.

Featuring the main contract terms in the RFP shows respect for both parties — you as the project operator and the organizations seeking funding.

Sometimes, fewer questions are better.

I spent quite some time going through Reddit threads popular among the RFP community, and one of the most interesting points I’ve seen was about question-fit.

One Redditor, roger_the_virus , blatantly says grantors should avoid “useless questions that won’t provide helpful answers. I do my best to make sure we’re not asking for a bunch of information we don’t need and won’t do anything with.”

That said, when it comes to questions, don’t automatically discredit applicants who can’t answer all of them. Offer organizations that have pitched a fitting project and budget the opportunity to ask follow-up questions.

This will prevent them from submitting answers with low informational value, i.e., responses that are vague or unrelated to your query.

Speaking of supplementary questions, this leads to the next point.

Provide clear contact information.

The larger your organization, the less likely it is that there will only be one person responsible for proposal reception and answering questions from applicants.

However, even if it’s an entire office, you should provide contact information with the relevant communication method — either walk-ins between a specific time, like Monday to Friday, email address, or phone number.

Bear in mind that many nonprofits apply to RFPs ongoingly and will only do so if they see that the grantor can help with applicant requests. Here’s an opinion on Reddit from an RFP proposal writer, which garnered multiple upvotes:

“I won’t respond to an RFP unless they commit to giving me their time for detailed discovery and a chance for them to read me the RFP requirements line by line and why they’re important.”

Disclose any potential blockers.

Finally, be transparent about any potential roadblocks winning bidders might come across.

When applying for grants, NGOs need to know if they have the means to complete the project and if there are any other issues, like conflict of interest.

For example, say your organization wishes to assign funds to boost literacy rates in remote rural areas. One of the prerequisites could be having established relationships within target communities.

Such an approach will help preselect applicants, particularly those who don’t have the operational capacity to navigate around any potential constraints.

Here are three resources that might come in handy while drafting an RFP for grants.

1. Candid’s Foundation Directory

Candid’s Foundation Directory shares essential information to help you make smart and strategic funding requests. These resources and tools give you access to funding opportunities that go beyond RFPs.

It includes a list of foundations, including their profiles, funding priorities, application procedures, and contact information.

RFP writers can go through the proposals that have been published already and use them as inspiration to create their own.

2. Free RFP Templates From HubSpot

HubSpot’s Free RFP templates are a great starter kit and will help you draft your request in no time.

This resource gives you two RFP versions — a shorter one and a longer one. Both documents are fully customizable, allowing you to easily add your company name and logo.

You can download them in PDF or turn them into a Microsoft Word or Google Docs file.

These templates include all the crucial elements of an RFP, such as:

• Company name and background.
• Project goals.
• Expected project timeline.
• Submission requirements.
• Evaluation criteria.
• Potential roadblocks.

Each section comes with a quick explainer to help you get the contents right.

Download HubSpot’s RFP Templates for Free

3. Reddit – RFP Subreddits

Unsurprisingly, Reddit is one of the best places to learn from RFP experts as well as understand the applicant’s perspective.

I especially recommend following the RFP subreddit and navigating into more intricate conversations and topics from there.

While many of the discussions cover not only grants but also commercial projects, the advice is universal.

It also goes without saying that you shouldn’t just lurk around the corner — if there’s a challenge you’ve come across while drafting your RFP, this is the community you should ask for advice.

Getting Your RFP for Grants Right

Writing the RFP is the first — and arguably — most important step in the entire grant process. How so? It’s up to you as the grantor to select the right questions and criteria and explain the purpose of the project.

Remember, the more information you provide potential applicants, the easier it will be for them to assess if they fit the grant objectives. And this, in turn, will lead to a higher quality of proposals.

While there isn’t a one-size-fits-all template for each project, there are certain must-have sections to include. So, refer to this article to get a head start next time you need to create an RFP for grants.

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