creative writing project proposal sample

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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. And to speed up the process of creation project proposal you can use an AI proposal generator .

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

Click to jump ahead:

• What is a project proposal and how to use it ?
• What is a project proposal template ?

5 project proposal examples with templates

• How to write a project proposal in 9 steps?
• What are the 6 types of project proposals?

Benefits of using a project proposal template

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.

What is a project proposal template?

A project proposal template is a sample proposal that outlines all the essential elements of an actual project proposal, including title, executive summary, introduction, problem statement, scope and budget. You can use a project proposal template as a guide or reference to create an actual project proposal.

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.

Real-world project proposal example

Here is a real-world project proposal example for developing a mobile gaming application.

Title: Development of Mobile App for XYZ Gaming Company Ltd.

Executive Summary

This project proposes the development of a mobile gaming application for XYZ Gaming Company Ltd. to provide a convenient platform for customers to browse, purchase, and download digital games directly from their mobile devices. The app will help the company enhance customer experience and streamline gaming-related purchases.

By launching this app, XYZ Gaming expects to boost mobile-based transactions by 40% in the first year, while also improving customer retention through personalized marketing and in-app promotions.

Introduction

XYZ Gaming Company Ltd. is a new brand in the gaming industry who wants to offer mind games for kids and young adults. As mobile usage continues to dominate, especially among the gaming demographic, there is a need for a dedicated mobile app to provide an enhanced gaming experience. This app will serve as a one-stop solution for game purchases and updates.

Objectives and scope

• Develop a user-friendly mobile app for Android and iOS to offer seamless browsing, purchasing, and downloading of digital mind games.
• Integrate a loyalty program and personalized game recommendations to increase customer engagement.
• Implement multiple secure payment gateways, including options for in-app purchases and digital wallets.
• Enable the app to provide real-time updates on game releases, promotions, and gaming events.
• Ensure user retention and engagement through push notifications, in-app promotions, and personalized content.

Methodology

• App design and development: Design a visually appealing, fast, and easy-to-navigate app.
• Core features : Include features such as, puzzle challenges and brain teasers with varying difficulty levels, daily mind training exercises and progress tracking and in-app hints and rewards system for completing tasks.
• Testing and security : Extensive app testing will ensure the app runs smoothly across all devices.
• Launch : The software development team will conduct final testing, address any last-minute bugs, and deploy the mobile app to app stores.

Here is the estimated cost for this project:

• App Development (iOS & Android) – $35,000
• UI/UX Design – $10,000
• Backend API Integration – $15,000
• Security & Testing – $5,000

Total cost – $65,000

The development of a mobile e-commerce app for XYZ Gaming Company Ltd. is a strategic move that will allow the company to capture a larger portion of the gaming market and increase mobile-driven sales. It will enable XYZ Gaming to remain competitive and grow its presence in the mobile gaming market.

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.

How to write a project proposal in 9 steps ?

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.

Visit Proposally.ai for more project proposal examples .

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.

Now let’s see how you can use project proposal templates to your advantage:

• Ensures consistency and standardization: Project proposal templates provide a uniform structure that help you arrange all proposal sections easily.
• Shows professionalism: Using a well-designed project proposal template gives your proposal a polished and sophisticated look and enhances credibility.
• Saves time: With project proposal templates, you don’t have to spend time formatting the project or adding visuals.
• Minimize errors: A project proposal template provides a standardized structure and reduces the errors involved in manual formatting or designing.

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 (Examples & Template Included)

Table of Contents

Types of project proposals, project proposal vs. project charter, project proposal vs. business case, project proposal vs. project plan, project proposal outline, how to write a project proposal, project proposal example, project proposal tips, what is a project proposal.

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

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

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

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

Get your free

Project Proposal Template

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

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

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

All the elements in the above project proposal outline are present in our template. This free project proposal template for Word will provide you with everything you need to write an excellent project proposal. It will help you with the executive summary, project process, deliverables, costs—even terms and conditions. Download your free template today.

A project proposal is a detailed project document that’s used to convince the project sponsor that the project being proposed is worth the time, money and effort to deliver it. This is done by showing how the project will address a business problem or opportunity. It also outlines the work that will be done and how it will be done.

A project charter can seem like the same thing as a project proposal as it also defines the project in a document. It identifies the project objectives, scope, goals, stakeholders and team. But it’s done after the project has been agreed upon by all stakeholders and the project has been accepted. The project charter authorizes the project and documents its requirements to meet stakeholders’ needs.

A business case is used to explain why the proposed project is justified. It shows that the project is worth the investment of time and money. It’s more commonly used in larger companies in the decision-making process when prioritizing one project over another.

The business case answers the questions: what is the project, why should it be taken up, who will be involved and how much will it cost? It’s therefore related to a project proposal, but the project proposal comes before the business case and is usually part of the larger proposal.

Again, the project proposal and the project plan in this case are very similar documents. It’s understandable that there would be some confusion between these two project terms. They both show how the project will be run and what the results will be. However, they’re not the same.

The project proposal is a document that aims to get a project approved and funded. It’s used to convince stakeholders of the viability of the project and their investment. The project plan, on the other hand, is made during the planning phase of the project, once it’s been approved. It’s a detailed outline of how the project will be implemented, including schedule, budget, resources and more.

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

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

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

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

1. Write an Executive Summary

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

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

2. Provide a Project Background

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

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

3. Establish a Project Vision & Success Criteria

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

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

4. Identify Potential Risks and Mitigation Strategies

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

5. Define Your Project Scope and Project Deliverables

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

6. Set SMART Goals for Your Project Proposal

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

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

7. Explain What’s Your Project Approach

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

8. Outline The Expected Benefits of Your Project Proposal

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

9. Identify Project Resource Requirements

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

10. Estimate Project Costs and Project Budget

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

11. Define a Project Timeline

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

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

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

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

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

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

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

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

ProjectManager & Project Proposals

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

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

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

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

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

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

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• Design for Business

How to Write a Project Proposal (Examples & Templates)

Written by: Unenabasi Ekeruke

A project is not something that just comes together overnight. It often takes strategic planning and a significant amount of time to get it right and receive the support it needs to thrive.

To fast-track approval for an external or internal project, it’s important to successfully present your ideas . And although a convincing elevator pitch may work in some circumstances, it’s often not enough. This is where writing a project proposal comes in.

But what is a project proposal exactly?

A project proposal is a powerful document that communicates what the project is all about, how it will be executed, and what outcomes can be expected.

Read on to learn what a project proposal is and what it should include. We've also included editable templates and tips to help you create a winning project proposal.

Here’s a short selection of 8 easy-to-edit project proposal templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What is a project proposal, types of project proposals.

• How to Write a Project Proposal

10 Project Proposal Template Examples

The top 7 tips for writing a project proposal, project proposal faqs, give your project proposal an upgrade today.

• A project proposal is a document that communicates everything stakeholders should know about a project, including the objectives, deliverables, timeline and budget.
• Project proposals are created to secure funding and stakeholder buy-in, win clients over and convince higher-ups to allocate resources to an idea.
• The six major types of project proposals include solicited, unsolicited, informal, renewal, continuation and supplemental project proposal.
• Six steps to writing a project proposal: write the executive summary, explain the project background, present a solution, and define the project deliverables and resources needed.
• Top tips for writing a persuasive project proposal: know your audience, keep it simple and make it persuasive, do you research, use a template and cover letter.
• Tap into Visme’s extensive template library to create winning project proposals .

A project proposal is a document or set of documents that clearly communicates and defines your project and ideas, including the goals and objectives, timelines , deliverables and budget.

Project proposals are used to tell the story of why a project idea should be executed and supported.

They are typically created for the purpose of securing funding or buy-in, winning new clients, extending an existing client’s contract or convincing someone to allocate resources to a new initiative.

It should establish what the project is, what you’re aiming to achieve with it, how you plan on getting there and why it’s worthwhile. You can use a timeline maker to visualize timelines, deadlines, and milestones, while a budget planner can help you work out inflow and outflows.

Essentially, a project proposal should not just grab attention for the sake of it. It should be persuasive with a clear, confident and congruent message.

As the project's foundation, project proposals are vital for creating clarity around the goals. They define the priorities and requirements of a project before and when a stakeholder gets involved.

There are different types of project proposals to choose from, depending on your proposal's audience and the type of proposal you're presenting.

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Here's a brief description of each of them.

Solicited Project Proposal

A solicited project proposal is sent in response to a Request for Proposal (RFP). An RFP is a document that gets sent to a qualified organization. It announces a project, describes it and asks for a bid.

RFPs are competitive and often put businesses up against top candidates. They come with highly specific directions and require thorough research and sharp persuasive writing skills.

Unsolicited Project Proposal

An unsolicited project proposal is just that — unsolicited. It’s a bit like the cold call version of a proposal. In this situation, no one has asked for your proposal and there is no RFP involved. However, under the right circumstance, a well-executed unsolicited project proposal can be a game-changer.

A possible downside to unsolicited project proposals is not having clear knowledge of a stakeholder’s needs.

Maybe you've identified a problem and the solution to it. While the opportunity presents itself, you need resources to bring your idea to life. This is when you might turn to an unsolicited project proposal.

Informal Project Proposal

In the case of an informal project proposal, a client may reach out with an informal request for a project proposal to be sent to them. Once completed, you can respond with your pitch.

However, because this isn’t an official RFP , the rules aren’t as well established. This means that this type of proposal most likely isn’t going to come with much context. The writer will need to do a lot of solo research.

Renewal Project Proposal

A renewal is used when a project has run its course and needs to start again. The research that goes into this type of proposal typically stems from the success data of the last project.

In this project proposal format, the goal is to highlight ideal past results produced via the project. If the results are worth it, you should work to persuade project sponsors and other stakeholders of your capabilities to produce similar, or even better, future results.

Continuation Project Proposal

Continuations are usually done on a calendar basis when a project is entering a new phase or when new resources are needed to ensure the project can continue. These proposals don’t require as much work as the project has already been approved and is up and running.

For example, you can send continuation proposals when you seek additional funding to extend the project's duration and scope or continue an ongoing project beyond its initial funding period.

Supplemental Project Proposal

Along the lines of a continuation proposal, a supplemental proposal is needed in situations where you may have gone over budget or need more resources than you originally requested.

Essentially, the project scope has grown beyond initial expectations. The project team needs to modify the project's scope, budget, or timeline to address unforeseen circumstances or take advantage of new opportunities not included in the original proposal.

This proposal aims to persuade stakeholders to invest more resources by proving the value of the modified scope or project.

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How To Write a Project Proposal

After you’ve completed your project proposal outline, it’s time to write.

How you write a project proposal can make or break its success. It’s often the first and last impression a reader will have to make a final decision. So, how do you put together a project proposal that’s impactful, formative and memorable?

The best way is to follow this step-by-step plan, regardless of the type of proposal. These project proposal writing steps below will  make sure your proposal is a winner.

Step 1: Write the Executive Summary

Coming up with an executive summary is the first step to take when writing a project proposal. It’s a relatively shorter section designed to give investors and stakeholders a brief overview of the most important information about the project. It should summarize what’s coming and also persuade the reader to continue reading.

It often contains a short statement that addresses the main selling points of the project, such as:

• The core problem your proposal aims to solve
• Who will benefit and how
• What resources are needed
• A timeline and budget
• How the success of the project will be measured
• Return on investment (ROI) and more

The goal of an executive summary is to capture your audience’s attention . It should get them excited and motivated about the project you’re pitching and its potential impact.

Follow the executive summary tips below.

Step 2: Explain the Project Background

This section gives you the opportunity to go into the background of the project.

When putting together the project background, it’s critical to explain the current state of the problem and why your audience should care about solving it. Using references and statistics in this section can be helpful in getting your point across effectively.

Some points to cover may include:

• A deeper dive into the problem your project addresses
• What’s already known about the problem
• Who has addressed the problem before
• What research is out there already (if any) and
• Why past research has been insufficient at fixing the problem.

The best practice is to keep this section no longer than one page.

Step 3: Present a Solution

Now that you’ve presented the problem, you must now present the solution. This section serves as a great opportunity to outline your project approach in more extensive detail.

Some of the key items to include are a vision statement, the project schedule and any important milestones . Also include project team roles and responsibilities, reporting tools to be used throughout the project and more.

This section is great for showcasing how you’ll be measuring and reporting on your project’s success. Give an overview of which metrics you’ll watch and how you intend to display those results accurately.

Step 4: Define the Project Deliverables

Defining your project deliverables is a crucial step during the project proposal process. Stakeholders want to know just what it is you’re going to be delivering to them at the end of the project. This could be a product, a program, an upgrade in technology or something similar.

For example, depending on your project type, your project deliverable can be any of these things:

• A software application
• Training material
• Report, plan or policy document
• Infrastructure (buildings, bridges, or highways)
• Artistic or literary works

When defining project deliverables, the stakeholders should easily be able to visualize your project and the end goal in mind. Also, include realistic timelines outlining the time and date of each deliverable.

Step 5: Request Your Needed Resources

Hopefully, by this point, you have convinced your reader that your project can’t wait and needs to be implemented. Congratulations! But you're not out of the weeds yet.

Now is the time to share the pivotal details on:

• The project budget. This involves everything from the supplies needed to create the project to ad pricing and team salaries.
• A breakdown of the costs. This should cover why you need the specific resources you do. That way, stakeholders have a firm grasp on what their buy-in is being used for.
• A resource allocation plan. It’s important to include an overview of your resources being allocated and where they plan to be used. For instance, if you need $100,000 to complete your project, where will this money be going? Technology, materials, etc.?

Requesting resources can be tricky. So it’s important to be clear on what you need, how much you need and most importantly, why you need it.

It’s a good idea to save the required resources for the end of your project proposal so you’re not overwhelming anyone right away with requests. It’s better they know first what their resources are actually going to provide and the objective at hand.

Step 6: State Your Conclusion

The conclusion section of a project proposal should give a final summary and brief review of all the points already discussed. This is your last chance to win over your audience. So make it count by ensuring it incorporates the absolute most important evidence in order to receive approval.

This serves as the closing moment to emphasize the impact of your project. Prove you have adequately researched all potential solutions and are positive your proposed method is the best way to go.

This section is typically dedicated to any additional graphs , charts , images or reports that were not already cited in the proposal. With Visme’s data visualization tool , you can bring your project proposals to life with interactive graphs and charts like the one below.

For example, you can visualize key financial metrics associated with the project, such as

• Gross margin
• Cost-benefit analysis
• Return on investment (ROI) analysis
• Break-even analysis

When visualizing project tasks, milestones, and dependencies, Also, Gantt charts, PERT charts and flowcharts can come in handy.

The amount of detail you choose to include in your project proposal can vary significantly, depending on the project itself and its scope. In some cases, a brief proposal may suffice; in others, an extensive document spanning many pages may be a better fit.

No matter what amount of detail or length your project proposal needs to be, Visme has got you covered. We offer a variety of beautiful and customizable project proposal templates.

If you’re short on time and need a project proposal ASAP, use Visme’s AI Designer . This AI-powered tool will ask you a series of questions to craft a personalized template for your industry and project needs. Either way, you’re bound to find a template you love!

Here's what Autumn, a finance manager, has to say about Visme.

“I feel that for anyone who wants to improve efficiency and effectiveness at the workplace, VISME gives you the extra edge to take things forward. It's an apt tool for quickly converting your thought process into a unique communication.” 

Take a look at some of Visme’s top proposal template examples.

Example #1: Web Development Project Proposal

With this project proposal template, you can share your project ideas, attract investor interest and get them to pull out their checks. The template features an attractive cover page, color combination and layout bound to hold your readers spellbound.

Every design element in this template is customizable. You can swap content, colors, fonts, shapes and logo to match your branding.

Example #2: Project Management Proposal Template

Share your business idea and impress potential clients with this project management proposal template. The template features a sleek black theme with multiple bright colors flowing through the footer, giving off a trendy look.

Notice how this project proposal example uses icons on the cover and images in the adjoining pages. That’s the beautiful thing about using Visme. You can switch things up as much as you want.

Visme has a rich library of high-quality images and other design assets, including 3D icons, shapes and illustrations and animated graphics to make your proposal shine. So, when you’re creating a proposal template, it’s more likely to stand out professionally and visually.

Even if you don’t find a perfect fit, Visme’s got your back. You can upload yours or use our AI-image generator tool to whip up stunning images, art, illustrations and graphics in seconds.

Example #3: Technical Project Proposal

If you’re embarking on a technical project and need to secure approval, funding and the resources needed for execution, this proposal template is a must-have. This proposal serves as a plan of action that outlines the steps necessary to complete the project and helps stakeholders understand the technical aspects of the project.

Visme’s intuitive editor makes it super easy for you to customize every part of their template. You can visualize data using graphs, charts, diagrams and widgets like progress bars and radial gauges.

Notice how page 5 depicts the project timeline. You can do that and more with Visme’s timeline maker .

Example #4: Architectural Project Proposal

This template has everything you need to create a winning project proposal. From the aesthetics to the layout to the content, every part of this proposal oozes elegance and quality. It features sections like project goals, milestones and budgets, plus lots of images to add more context, each helping to bring your best project proposal ideas to life.

Amp up your proposal and create engaging reading experiences using animation and interactive elements like popups, hover effects, animated icons, illustrations and special effects.

Example #5: Simple Business Proposal Template

This simple business proposal template cuts across a wide range of use cases. You can use it to secure buy-in for a short or long-term project or business. It features key sections like introduction,  services, customer reviews, setup process, delivery timeline and pricing.

Sometimes it can be difficult to create project proposals in silos. Fortunately, you can get your team involved in the process and collaborate with style using Visme’s collaboration feature .

You can add your team to a single workspace and assign user roles and permissions. Team members can tag each other, leave comments and feedback, react, resolve and delete comments.

Furthermore, you can take advantage of the workflows feature to assign different sections of the proposal to specific team members. Likewise, you can use it to ask the team lead for approval on the final design.

Example #6: Construction Proposal Template

Win your next project bid with this attention-grabbing project proposal template. The bright color combination and high-quality images are next-level, giving your proposal a trendy and professional look.

Customize the template by replacing the placeholder text and then proceed to edit the visual elements until you’re satisfied with the look and feel.

Once done, you can download your proposal in PDF, JPG, PNG and HTML5 format. Or share it online using a live link or embed it on your website.

Example #7: Nonprofit Proposal Template

Are you running a nonprofit organization and want to solicit funding, grants, or other forms of support from individuals, corporations, or government agencies? We’ve got a project proposal template for you.

Share important information about your project, program or initiative using this enchanting proposal template from Visme. The template has a superb selection of high-resolution stock photos that add flair to your design, plus an exquisite design layout that will help you draw attention to your content.

Example #8: Financial Proposal Template

Elevate your company's product proposal using Visme's polished proposal template. Our templates offer a sophisticated design layout, a range of high-quality stock photos, and separate sections for product specifications, budget, and usage. This expertly crafted template serves as the perfect example of a proposal that knows how to stand out.

Utilize our data visualization tools to effectively visualize financial details like budget, cost and expenditure analysis. You can even add an extra page to your document to capture investment requirements, cost analysis, revenue projections, risk analysis and more.

Example #9: Corporate Proposal Template

This template is professionally to grab the attention of potential business partners and give your corporate image a boost. You can customize the proposal for a new product development project or corporate initiative.

Visme’s brand design tool can help ensure your proposal stays on brand. You can create beautiful templates, a library of assets and reusable content blocks tailored specifically to your brand. Simply input your website address into the AI-powered brand wizard and watch the magic happen.

Example #10: Partnership Proposal Template

Writing a partnership proposal requires putting your best foot forward. And that’s what this template offers. It encapsulates all of the key details, including the company overview, benefits or value proposition and legal considerations.

With Visme’s Dynamic Fields , preparing a proposal is a piece of cake. You can easily update information throughout your projects and ensure you don’t miss out on anything important.

Example #11: Purchasing Proposal Template

Writing a good proposal is also an essential skill for procurement experts. If you’re looking to convince higher-ups, clients and other stakeholders to release funds for procurement, this template is a perfect pick. It highlights why they should invest in the equipment, the specifications and pricing details.

Feel free to add in more details as you deem fit. Add a flipbook effect so your readers can flip through pages as though they are opening a book.

Example #12: Freelance Proposal Template

Whether you’re a freelancer, creative or professional, you need a captivating proposal that pitches your service in the most compelling way.

The good news is that this template fits the bill. The template displays unique designs, distinctive layout, color and font combinations on all pages.

Use it to show your clients why you’re the best fit for the project, what they should expect, goals, payment and budget. After sharing your proposal, monitor Visme’s analytics to see who has viewed or clicked on it.

Example 13: Bid Proposal Template

Make a strong case for your company and win your next bid with this stunning project proposal template from Visme.

The proposal template features a minimalist yet sleek design that captures the eyes. The colorful geometric pattern and a blend of high-resolution photos make this template a masterpiece.

Furthermore, it includes a formal letter, budget and conditions for project commencement and completion.

Get help writing critical proposal sections so they’re concise and easy to understand, using the Visme AI Writer . Use the prompt window to ask the AI to condense, reword, summarize or edit your proposal text.

Make this template your own by editing content, changing image(s), applying custom colors, fonts and logo and more.

Example #14: One Page Proposal Template

Who says your proposal has to consist of multiple pages? Visme allows you to switch things up with your designs.

Capture the essence of your project using this attractive one-page proposal . The template design layout allows you to keep the information short, sweet and to the point, making it easy for clients to make decisions fast.

Didn’t see what you were looking for? No problem. Visme has a large variety of proposal templates that are colorful, visual, attractive and simple to use. Check out the rest of our project proposal templates in our fully stocked library.

No matter which proposal format you’re working on, here are seven tips that apply as best practices for all.

1. Know Your Audience

It’s important to keep your audience (i.e. the stakeholders) in mind while you write your proposal. Consider where they’re coming from. Why should they give you funding? Will it have a direct impact on them? Knowing your audience can help increase your chances of winning your audience over.

2. Keep It Simple

Although a project proposal is often a hefty lift, that doesn’t mean it needs to be overly complex. This means you can discuss the project plan , but you don’t need to discuss every technical detail. It’s also imperative to keep your writing style simple, clear and free of errors .

3. Be Persuasive

If your reader isn’t intrigued by your project, it will be much harder to get them on board. To combat this, focus more on how it will benefit others and how it will positively impact your industry, rather than just sharing the features it will offer.

4. Do Your Research

A winning project proposal includes thorough research and knowing the ins and outs, backwards and forwards. Be sure you can back up your problem - and solution - with reputable sources via outlets such as case studies , customer testimonials, user analytics, statistics or charts.

5. Utilize the Smart Method When Setting Goals

When writing a project proposal, setting your project’s objective and locking down the right goals should not be overlooked.

If you’re running into roadblocks, consider implementing the SMART (Specific, Measurable, Attainable, Relevant, Time-bound) method. They help ensure your KPIs cover everything and every goal can be met effectively.

6. Include a Cover Letter and Table of Contents

Your project proposal should read like a book. Therefore, it should come as no surprise that your proposal should also include a cover letter and a table of contents .

A cover letter, paired with a table of contents, makes for a great couple. When combined, they are a perfect way to help set your audience up mentally for what they’re about to read.

To enhance reader experience, consider making your Table of Contents (TOC) clickable. This allows readers to easily navigate between sections of your proposal.

7. Use a Template

In a lot of ways, project proposals are all about making the best impression possible. Establishing a proposal using a pre-built template can help keep everyone on the same (virtual) page. It also helps keep your template looking modern and visually eye-catching. When in doubt, use a template .

Even more, use AI-backed tools like Visme’s AI document generator . Use the chatbot prompt to describe what your project proposal needs to include and the tool will suggest a number of styles based on Visme templates. Choose one and let the AI save you time and effort to create a first draft for your project proposal.

Q. Project Proposal vs. Project Charter

A project proposal is a preliminary document used to secure approval and funding for a project. The proposal typically includes a high-level overview of the project, a description of the problem or opportunity the project addresses, the proposed solution, the expected outcomes, and the cost and resource estimates.

On the other hand, a project charter is a formal document used to initiate and manage the project once it has been approved. ​​

The purpose of a project charter is to provide a clear, concise, and shared understanding of the project and its objectives and to establish a framework for project management and decision-making. The charter is typically created after the project proposal has been approved, and it provides a more detailed and specific plan for the project.

Q. What Is the Difference Between a Project Proposal and a Project?

A project proposal and a project are two distinct concepts in project management.

A project proposal is a document that outlines the plan for a proposed project. It describes what the project is about, what needs to be done, and how it will be done.

A project on the other hand, is the actual work that is carried out to achieve the objectives outlined in the project proposal. It is a specific set of activities that are planned, executed, and monitored to achieve a specific goal within a defined timeline and budget.

Q. What Are the Two Types of Proposals?

The two types of proposals are solicited proposals and unsolicited proposals .

Solicited proposals are those that are requested by a client or organization. The client typically issues a Request for Proposal (RFP) that outlines the requirements and specifications for the project and invites interested parties to submit proposals in response.

Solicited proposals are usually more structured and formal, as they need to address the specific needs and requirements outlined in the RFP.

Unsolicited proposals, on the other hand, are submitted without a formal request or invitation. These proposals are typically used to pitch an idea, product or service to a potential client or organization and persuade them to consider a partnership or collaboration. This type of proposal is usually less structured and formal.

Q. What Are the 6 Types of Project Proposals?

As highlighted in the article, the six types of project proposals include:

• Unsolicited project proposals
• Solicited project proposals
• Informal project proposals
• Renewal project proposals
• Continuation project proposals
• Supplemental project proposals

Q. What Are the 4 C’s in Proposal?

The 4 C's in a proposal refer to the key components that should be included to make a winning proposal.

Customer-focused: A good proposal should be customer-focused, meaning it should be tailored to meet the specific needs and requirements of the customer.

Clear: The proposal should be clear and concise, with a well-defined structure and logical flow. It should be easy to read and understand. Try to avoid technical jargon or unnecessary complexity.

Compelling: The proposal should be compelling, capturing the customer's attention and persuading them to take action. Make sure to use persuasive language, compelling visuals, and a well-crafted value proposition.

Competitive: The proposal should be competitive, meaning it should demonstrate how your solution is superior to that of your competition. You can achieve this by highlighting your unique selling proposition, competitive advantages, and value proposition. Also, include a clear pricing strategy and demonstrate good value for money.

Q. How Long Should a Project Proposal Be?

The length of a project proposal can vary depending on the complexity and scope of the project.

However, as a general rule, a project proposal should be concise and to the point while still providing enough information to fully describe the project, including the purpose, scope, objectives, deliverables, timelines, budget, and potential impact.

A typical project proposal can range from 5 to 20 pages, although it can be shorter or longer depending on the funding organization's requirements or the nature of the project.

Q. What Is The Format of a Proposal?

The basic proposal writing format is as follows:

• An executive summary to introduce the proposal.
• The project’s background and the problem it aims to solve.
• The potential and expected solutions the project offers.
• A list of project deliverables that will be done at the end of the project.
• A request for resources to complete the project.
• Financial metrics to highlight a budget and costs.
• Review and conclusion to close the proposal.

You can create a proposal as a document or as a presentation. Both options are viewable as flipbooks, when created with Visme.

When it comes to proposal writing and designing, it’s in your best interest to follow a formula that’s tried and true. Stick to what your clients expect from you and add a dose of your brand personality through the messaging.

Make the best impression possible and get one step closer to your goal by using a visually striking and compelling professional proposal template from Visme. Then, deploy all the design and business features to plan, create, share and manage all sorts of content within the platform.

Start creating your project proposal today with our free and easy-to-use tool.

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• 6 steps for writing a persuasive projec ...

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. 

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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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