research project description template

Expert Tips for Writing a Project Description With Free Templates

By Kate Eby | May 25, 2021

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A strong project description provides a roadmap for stakeholders and communicates the vision without getting bogged down in details. We’ve compiled expert tips and sample project descriptions to help you get started. 

In this article, you’ll find a project description outline , steps for writing a project description , expert tips , and examples of project descriptions by industry .

What Is a Project Description?

A project description is a high-level overview of why you’re doing a project. The document explains a project’s objectives and its essential qualities. Think of it as the elevator pitch that focuses on what and why without delving into how. 

You typically draft a project description early on, during the project initiation phase of the project management lifecycle.

The project manager often writes the project description. However, if you are working for an agency that seeks grant funding or writing a research proposal, you might need to learn how to write a project description in a project proposal.

The project description should include an overview of the following:

• Project goals and objectives
• Stakeholders and their roles
• Metrics for measuring success
• Estimated budget

The tricky part is figuring out what doesn’t belong in the project description. The description should focus on goals, objectives, and the overall approach, but you don’t need to include lists of tasks, an extensive background, or research analysis. In general, the project description is broad; you’ll include more detail in the project plan.

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Project Description Outline

The parts of a project description will vary depending on the type of project. However, your project description should contain the following elements:

Parts of a Project Description Outline

• Project Title: Aim for a short, unambiguous, and memorable title. 
• Overview: This is a high-level summary (no more than one or two paragraphs).
• Project Justification: Explain the problem or opportunity and why the project is necessary.
• Objectives: Set specific and measurable project goals.
• Phases of Work: Break down the project into phases that describe the desired outcome for each.
• Metrics for Evaluating and Monitoring: Include the metrics you’ll use to evaluate the project’s success. 
• Timeline: Outline the timeline for each phase, including the basic tasks that you will accomplish, with start and end dates.
• Estimated Budget: Include the budget and projected costs.

How to Write a Project Description

Although writing a project description will vary somewhat depending on the type of project, the basic process is the same. The following 10 steps are key to writing a good project description.

• Summarize: Write a one- or two-paragraph explanation of what the project aims to accomplish. Avoid delving deep into background or past projects. A good project summary will not only serve as your elevator speech, but will also help you clarify larger issues with your plan.
• Define: Describe the problem or opportunity and how the project will address it.
• Specific: Answer who, what, when, where, and why.
• Measurable: Include metrics for defining success.
• Achievable: Set goals that are possible to accomplish with the available resources.
• Relevant: Goals should be aligned with your organization’s mission.
• Time-bound: Include intermediate and final deadlines for each goal.
• Explain: Briefly explain your methodology. Include any key technologies or project management techniques you’ll use and why they’re appropriate.
• Measure: Identify the project deliverables . How will you measure success and evaluate the project?
• Schedule: Include a general timeline, with project phases and milestones. Be sure to note any important deadlines.
• Budget: Include the total estimated cost of the project and how much you have budgeted. (Note that this shouldn’t be a line item budget.) Use a project budget template for a more detailed breakdown of budgeted and actual project expenses.
• Get feedback: Seek feedback from key stakeholders, customers, and anyone impacted by the project for feedback. Ask them to explain the project in their own words to get a sense of how clearly you’ve communicated the vision.
• Proofread: Have someone else proofread the project description. In addition to spelling and grammatical errors, ask them to look for missing details that are significant to the project.
• Revise: Update and revise the document as the project progresses. Treat the project description as a living document.

A 10-Step Checklist for Writing a Project Description

Now that you know how to write a project description, use this checklist to help you focus on the key details.

Types of Project Descriptions With Examples

In this section, you’ll find a variety of free, customizable project description templates. We’ve completed them with sample information so that you can get an idea of how to write a description that fits your needs. You can also download a free project documentation template to help you track its progress.

Architectural Project Description Template

Download Architectural Project Description Template

Microsoft Word | Adobe PDF | Google Docs

An architectural project description should start with a summary that explains the need for the project. Briefly identify the site, any key design features and aesthetic considerations, and a broad timeline. Keep it simple, and write for the general public. Here’s an example of an architectural project description summary for a downtown parking garage:

After you summarize the project, use the architectural project description template to create a customizable action plan. Include a breakdown of work by phases. Note any communications and approvals needed to ensure success.

Client Creative Project Brief Template

Download Client Creative Brief Template

Microsoft Excel | Smartsheet

Create a client creative project brief  to ensure a project strategy aligns with client goals. Creative briefs are frequently used for projects involving graphic design, videography, or marketing campaigns. Start by briefly describing the project, objectives, and deadlines. The following client creative project brief provides an overview of a holiday marketing campaign.

The format will vary based on the type of project. In the client creative project template example above, you’ll find a number of kickoff questions about the campaign’s target audience, key components, and messaging. If this template doesn’t meet your needs, check out other Smartsheet client creative briefs and marketing project plan templates .

Grant Project Description Template

Download Grant Project Description Template 

Microsoft Word | Adobe PDF  

When you’re applying for grant funding or planning a grant-funded project, it’s essential to identify the target population and how they’ll benefit from project activities. Focus on why the project is necessary, rather than on the needs of your organization. The following example describes a grant project for a program seeking funding to combat childhood hunger:

This grant project description template breaks down the description into separate sections for the problem to be addressed, goals and objectives, target population, project activities, and key staff. It provides additional space for background information, measurable outcomes, and a timeline and budget, and it includes separate columns for income sources and expenses.

Interior Design Project Description Template

Download Interior Design Project Description Template

Microsoft Word | Google Docs

An interior design project description is similar to a client creative project brief. You’ll use the project overview to spell out a vision for the project that syncs with the client’s needs. The following interior design project description summarizes a residential kitchen remodel project.

Use the remainder of the interior design project description template to document the client’s likes and dislikes in greater detail. The template includes space to note the client’s preferences for general style, as well as colors, patterns, textiles, furnishings, and more. You’ll also find space to include measurements, a floor sketch, a project schedule, and a budget.

IT Project Description Template

Download IT Project Description Template

Microsoft Excel | Microsoft Word | Adobe PDF

An IT project description should start with a basic summary that condenses key background information and what the project entails. Keep it simple, and explain the project in lay terms. The following IT project description summary provides an overview of a plan to develop a mobile ordering app for a fast casual restaurant:

This IT project description template includes space for goals, assumptions, measurements of success, and risks. Additionally, the template includes space for a breakdown of the scope of work, including processes impacted by the project, milestones, costs, and resources.

Software Project Description Template

Download Software Project Description Template

Microsoft Word | Adobe PDF

A software project description should start with an overview that explains the type of software that will be developed, the problem it will solve, and the benefits to users and the business. The overview shouldn’t focus on the technical aspects of the project, but instead on the final product and its benefits. This software project description example gives an overview of a point-of-sale (POS) system under development for a brewery.

Once you’ve completed the overview, use this software project description template to explain purposes and goals in greater detail. The template includes sections for obstacles, risk factors, hardware compatibility, and software employed. Other features include a detailed breakdown of the project’s timeline and cost structure.

For other project description templates, please refer to our Free Project Description Templates article .

PMP Project Description

If you’re a project manager seeking the Project Management Professional certification, you’ll need either 36 or 60 months of professional experience leading projects, depending on your education level. 

The Project Management Institute (PMI) requires you to submit each project as its own entry on the application and include the following:

• A one-sentence project objective.
• Your role in accomplishing project deliverables in each of the five phases of project management : initiating (IN), planning (PL), executing (EX), monitoring and controlling (MC), and closing (CL).
• A brief description of project outcome.

You can use this PMP application project description example for guidance:

• Objective: Redesign Company XYZ’s website to improve lead generation by 25 percent.
• Project Deliverables: I was the project manager for Company XYZ’s redesign. I drafted the project charter and recruited a team of four IT staffers to complete the project (IN). I created the work breakdown structure, timeline, and budget, and I met with stakeholders to assess project contingencies and risks (PL). I coordinated between departments, provided quality assurance, and managed the four-person team throughout the project (EX). I conducted risk audits and communicated results to stakeholders (MC). I obtained stakeholder feedback, archived project documents, and held multidepartment training once the redesign was completed (CL).
• Outcome: Company XYZ’s website redesign was completed $10,000 under budget and two weeks ahead of schedule. Lead generation increased by 30 percent within six months.

How to Write a Project Description in a CV or Resume

Writing a project description for successful past projects can give you an edge when you’re a job candidate or looking for new clients. When writing a project description for your CV, resume, or portfolio, clearly state the project objective, your role, and the outcome.

Continuing with the example above, here’s a project management project description sample to avoid in your resume because it’s vague. The second project description is a more effective example. It also highlights the most significant accomplishments and responsibilities first.

Project Description Before Example

IT Project Manager, Company XYZ Project: Website redesign

• Managed a highly successful redesign
• Provided leadership throughout the project
• Updated key stakeholders in a timely manner
• Coordinated communications and staff trainings
• Completed the project under budget and ahead of schedule, resulting in improved sales

Project Description After Example

IT Project Manager, Company XYZ Project: Website redesign with goal of increasing lead generation by 25%

• Managed website redesign that resulted in a 30% increase in lead generation
• Completed the project $10,000 under budget and two weeks ahead of schedule
• Recruited and managed a team of four IT staffers
• Created the work breakdown structure, timeline, and budget; assessed project contingencies and risks
• Communicated with key stakeholders throughout the project; trained staff across departments once the project was complete

Tips for Writing a Good Project Description

To write an effective project description, draft early in the process. Keep it high-level without going into too much detail or background. Use the description to generate interest among a broad audience. Keep it brief and free of jargon.

• Clear: Keep writing straight to the point and don’t include unnecessary jargon. 
• Concise: Focus on the project itself, rather than on background information.
• Complete: This can be a challenge when you’re also aiming for concision. Regardless, the description should include the key points your audience needs to understand the project. 
• Credible: Only cite authoritative sources and the most up-to-date information.
• Draft the Project Description Early in the Process: Gregory Carson, PMP, is a biomedical engineer, attorney, and patent agent with more than 20 years of project management experience and who owns Carson Patents . Carson suggests drafting the project description early, ideally as soon as the idea occurs to you or your team. The description will serve as the summary roadmap to refer back to throughout the project. “All of the other details have some direct relationship to the project description, so having the project description well drafted before you begin the execution planning can save you time and frustration, in particular as changes need to be included,” Carson says. At the end of the project, you’ll want to refer back to the document to show that the project fulfilled the goals and objectives.
• Make a Memorable First Impression: Alan Zucker, PMP, is a project manager with more than 25 years working with Fortune 100 companies and founder of the website Project Management Essentials . He says that a project description should motivate. The goal is for people to understand and support the project after reading the description. “When crafting your pitch, remember that most people will form their initial impressions about the project within the first 30 seconds. Lead with a strong statement and a powerful image of the project’s benefit,” Zucker says.
• Write for a Broad Audience: A common mistake when writing a project description is targeting too narrow of an audience. “There is usually no lack of attention on the stakeholders that are funding the project, and they are important audience members for the project description to focus on,” Carson says. “But particular attention focused on the stakeholders who will benefit from the project often leads to helpful insights for the project.” Getting feedback on the description from a broader audience is also helpful. Zucker suggests reviewing the description with key stakeholders, customers, and those impacted by the project. “After reading your description, see if they can restate it in their own words,” Zucker suggests. “Was the restatement what you intended? If not, then continue to revise the description based on the feedback.”
• Avoid Excessive Details, Especially Early On: Your project description should convey a vision, rather than provide a detailed implementation plan. Don’t worry too much about planning out details in the description phase —  Zucker suggests that you simply make sure there’s a clear understanding of the project’s goals and why you want to proceed. “The description will evolve as we learn more about the project,” Zucker says. “Don’t worry about committing too early. Part of that evolutionary process is sharing the description and getting feedback on it.” Keeping a high-level focus will help generate buy-in for the project. Carson says it’s key to describe the project so that others “can understand and appreciate your marvel.” “You don’t want to pontificate to the point where people stop reading or get confused about any of the goals and objectives,” he says.
• Ask Someone to Proofread Your Project Description: Proofreading and editing are essential when you finalize your project description. But if you wrote the description, recruit someone else to edit it. “Too often as we write, we ‘remember’ what we were writing about and can miss little details, even spelling and grammar, that can impact the meaning and importance of a project and its description,” Carson says. Don’t be surprised if you need to revise and rewrite a few times. It’s all part of the process of crafting your message.

How to Write a Brief Description of a Project

Focus on the project and the problem it addresses. Avoid delving into background info or referencing other projects. Emphasize the what and why without excessive detail about the tasks it requires. This can be your pitch to sell the project.

What Is a Project Description in a Project Proposal?

A project description in a project proposal is a brief summary of the goals, the objectives, and the need for the project. It shouldn’t be more than one or two paragraphs. The project proposal will provide more detailed information.

What Is a Project Description in a Thesis?

A project description in a thesis outlines the research you’re undertaking, typically as part of graduate studies. It includes your working title, your research goals, basic methodology, and why the research is needed.

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How to Write a Project Description: A Quick Guide

A project description seems self-explanatory, but don’t underestimate a well-written project description as it sets your project up for success. It acts as a communication tool for stakeholders and shares the project vision in a clear and actionable fashion.

Let’s talk a look at what a project description is, why it’s so important and how to write an impactful one. Then we’ll throw in some free project management templates that can get you started and show how project management tools help turn the project description into a reality.

What Is a Project Description?

A project description outlines the details of one project, including all its phases and processes involved, in a single document. It addresses the problem that initiated the project and the desired goals and objectives.

But it doesn’t have to stop there. The project description can also go into planning, including the activities that the team will execute, the timeline and even the location of the project. The benefits of the project are also outlined in the project description.

This is done at the initiation phase of the project and will be referred to throughout the project as a refresher. The project manager is responsible for writing the project description and helps guide the project manager and their team throughout the life cycle of the project.

In a sense, the project description is the setup and the project execution is the delivery. But a project description, as helpful as it is, will not manage and track your project to help it stay on schedule. What you need is project management software.

ProjectManager is online project management software that helps you plan, manage and track your project in real time to make more insightful decisions. Turn your project description into an actionable plan with our robust Gantt charts. Organize tasks on a visual timeline, link all four dependencies and filter for the critical path. Then set a baseline and track project variance to better manage cost and time. Get started with ProjectManager today for free.

Project Description vs. Project Proposal

The project description is part of the larger project proposal. While the project description covers a lot of ground, it’s really more of a high-level view of the project. While some expand on the description to include more planning with the objectives, it’s still a cursory look.

The project proposal is a more expansive document. In this context, the project description is just a summary of what is to come in the larger project proposal, which will flesh out that outline. The project proposal will sometimes refer to the project description as an executive summary . Whatever it’s called, it’s the lead into the bigger picture.

Naturally, a project proposal goes more in-depth. There are sections on the background or history of the previous projects, requirements for the project, the approach, such as techniques and skills in executing the project and, finally, who the decision-makers in the project are.

Project Description vs. Project Summary

A project description isn’t a project summary, though they might sound the same. As we’ve discussed, a project description is more of a high-level overview of the project being proposed. It’s usually the opening of the project proposal when a project is being pitched.

The purpose of the project is explained in the project description. It also briefly describes how the project will run and what it plans to achieve. A project summary is far more detailed. It’s very much like the project proposal defined above in that it goes into background, processes and more.

However, these terms are often used to describe different things. A project summary is more commonly used as a project description as an introduction to the project proposal . Whatever you call it, in this context, they share the same definition of being a brief overview of the project.

How to Write a Project Description: 6 Key Steps

Writing a project description is more difficult than it might seem. Yes, it’s brief, but that means every word must count. To accomplish this, you need to understand the project inside and out, from its purpose to its scope . But the project is described simply without leaving out any key details.

That said, everything that’s critical to the project plan should be included. You don’t want to leave out anything relevant or leave anything that’s out of date. Everything in the project description should connect to the purpose of the project. Now you’re ready to write the project description, which should follow these six steps.

1. Summarize

Begin with an outline that should only be a few lines long, but answers the who, what, where, how and why of the project.

Explain the reason for the project, such as the problem it solves or the niche it fills. This will define the purpose of the project.

Show your project stakeholders why this project is worth the investment. Prove that they’ll get a good return and explain your metrics if necessary.

4. Evaluate

Make a cost-benefit analysis and show how you plan to measure those gains against the cost of the project.

5. Explain the Project Approach

Here you want to briefly explain how you’ll meet the project goals and objectives. Describe the project management methodology and resources that will be used.

6. Estimate the Timeline

Forecast the duration of the project, including the working hours and resources for each phase of the project’s life cycle.

When Should You Write a Project Description?

Now that you know the why and the how for a project description, it’s time to explore the when. Obviously, the project description is one of the first things that you’ll write as it’s often the lead to a project proposal.

Writing the project description is part of the initiation stage of the project life cycle. This is the point at which a project is defined, evaluated, and, possibly, authorized by the project sponsor.

It’s best not to write the summary until you’ve done the groundwork of defining key deliverables, risks, an estimate of costs and resources. The amount of work this takes is dependent on how big or complex the project is.

Why Is It Important to Write a Project Description?

The project description is the opening in your attempt to prove the validity of the project and its return on investment (ROI). It should make the reader, whether they’re a customer, sponsor or stakeholder, understand the project and why it’s right for them.

It also acts almost as a blueprint or roadmap for the project. The project description contains important information about the project. This includes a brief look at costs and duration, all of which will make clear what it’ll take to implement the project .

What you’re doing isn’t only selling the project but also setting realistic project expectations. It’s critical that the stakeholders know the key objectives and the time and costs associated with achieving them. That way, if the project is approved, it’ll be easier to manage stakeholder expectations because you’ve already created a baseline.

Free Project Management Templates

In order to help you write a thorough project description, ProjectManager has free templates to give you a head start. Our site features dozens of free project management templates for Excel and Word that cover all the phases of a project. The following are just a few that relate to our topic.

Executive Summary Template

The executive summary is very close to a product description. It covers similar ground and can even be interchangeable with the project description. Using our free executive summary template for Word will lay out everything you need to fill in for a thorough project description.

Project Proposal Template

The project description or executive summary is the first section of any project proposal. Since you’ll need to write a description and a proposal, our free project proposal template for Word includes the intro and all the other important information you’ll need to include to get approval.

Project Budget Template

You’ll have to estimate the cost of the project in your project description. Our project budget template for Excel is more detailed than what you’ll need but all that work will come in handy if the project is approved and you have to create a budget.

How ProjectManager Turns a Project Description Into a Project Plan

The project description ideally leads to an approved project. Now you’ll have to turn the elements that you touched on into a workable project plan. ProjectManager is online project management software that has real-time tools to help you meet your objectives without going over schedule or budget.

Use The Tools You Want

While the Gantt chart is great for project managers to visually plan their schedule, it’s not the best for the team when assigned tasks to execute. That’s why we offer multiple project views, all of which are updated together in real time. Now teams can choose the tools they prefer to work with, whether that’s our robust task lists or the visual workflow of a kanban board.

Monitor Progress and Performance in Real Time

Giving teams the freedom to work how they want doesn’t mean you can’t manage them. Our real-time dashboard automatically gathers data on time, costs, workload and more. It then calculates and displays these metrics in easy-to-read graphs and charts. Best of all, there’s no setup required as with lightweight competitors. It’s plug-and-play.

Of course, your stakeholders are also going to want to stay updated on progress. They won’t need the high-level view of a dashboard, which is why we also have customizable reports that can provide greater detail. It just takes a couple of keystrokes to generate status reports, project variance reports and more. Then easily share them with stakeholders.

Related Project Description Content

We’ve touched on executive summaries, project proposals and more. If you want a more in-depth look at them, below is some related content. Remember, ProjectManager is more than empowering software. We’re also the online hub for all things project management, publishing blogs weekly and offering free guides and templates.

• How to Write an Executive Summary: A Quick Guide
• How to Write a Project Proposal (Steps & Template Included)
• Project Planning Guide
• Project Scheduling Guide
• 7 Steps for a Successful Project Budget

ProjectManager is award-winning software that helps you plan, manage and track your projects in real time. Our risk management, task management and resource management features keep you on schedule and budget. Join teams at Avis, Nestle and Siemens who are using our software to deliver success. Get started with ProjectManager today for free.

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Writing a Project Description

When writing a project description for external funding always think of your audience. It is essential to use plain English, define your key terms and cite key international and easily accessible references wherever possible. Succinctness and clarity is key.

All funding agencies have a page limit with 6-8 pages being common. A quality application is readable, feasible and interesting.

The following structure may not necessarily suit all submissions. Always read the guidelines and then read them again.

Don't hesitate to contact your Research Development Officer (RDO)  for assistance.

Project title

Your project title should:

• Use less than 20 words
• Be catchy and memorable.

Project summary

The project summary:

• Is usually limited to 50-100 words
• Includes aims, outcomes, significance and social and/or economic benefits of the research
• Is often best written last
• Should use language suitable for public/press release
• Can be used as a marketing tool.

Consider the following:

• What is the field of study? What is the object of the research?
• Keep aims clear and succinct 
• Dot points can work well 
• Think about the nature of the research – basic, strategic, applied or experimental 
• Ask is it genuinely feasible? Does it replicate work done elsewhere?
• Let the reader know the context of the research issues
• Use subheadings to identify themes and/or other issues
• How do people achieve that objective now? 
• Are there any current unresolved issues in your field? Why are they unresolved or unsatisfactory? How do you think you will overcome the problem/issue? 
• Bring out your knowledge of the field and literature. Let readers know you have the expertise. You are not only selling the idea, but also the researcher and/or research team 
• Include information about recent international progress in the field of the research, and the relationship of this proposal to work in the field generally 
• Define your key terms and cite key international and easily accessible references wherever possible

Significance and innovation

Describe and detail the significance of the research and whether the research addresses an important problem. Ask yourself the following:

• Why undertake the research?
• Will I strengthen basic knowledge? 
• Will I provide the answer to an important practical or significant problem? 
• Does my project have particular resonance for the future e.g. global environmental issues? 
• How will the anticipated outcomes advance the knowledge base of the discipline? 
• What is novel and innovative about the approach I am using? 
• What new methodologies or technologies will be developed?

Approach and training

• Describe the conceptual framework
• Describe the design and methods to be used 
• Explain how these are appropriate and how they integrate with the aims of the project 
• Provide step-by-step detail 
• How will you collect your data and what will you do with it i.e. what framework will inform your analysis? 
• Convince the reader you understand/have experience in undertaking qualitative/quantitative research

If the research work provides research training explain how the intellectual content and scale of the work proposed will be deserving of a research higher degree. If the research training is embedded in a larger project, describe/separate the part that the student will focus on.

Timetabling

This is a measure of the project's feasibility and your chance to let readers know who is doing what. You should:

• Link phases of the research plan/approach with the anticipated timeline
• List any milestones – draft reports etc. 
• Build in any ethics clearances required.

Expected outcomes

Describe the expected outcomes and likely impact of the proposed research. You should:

• Link to the aims – what will the anticiapted results be of what you plan to do? 
• Be realistic as you will be judged on these outcomes 
• Check the University's Intellectual Property Policy.

Communication of results

Outline plans for communicating the research results by thinking of both the users and benefits of the this research. Consideration should be given to each of the following:

• If communication of results will be undertaken formally through journal articles or conference presentations, try to be specific and name the journals and conferences. 
• If communication of results will be undertaken informally, name the interest groups, types of reports, websites, etc. you will use/target
• Media strategies
• Training of students

Benefit of the research

Describe how the research project might result in economic and/or social benefits. Consider the following questions:

• Why are you doing the research?
• What are the expected benefits for the specific industry and/or industry sector? List separately. 
• What are the expected benefits for the Australian community more broadly?

Description of personnel

Summarise the role, responsibilities and contributions of each investigator.

• Who brings what expertise? Which part of the project are they driving if relevant? 
• You should also summarise the roles and levels of involvement of other participants e.g. technical staff, students, research assistants and/or research associates.
• Include a list of all references. Usually these also must be within the page limit.
• Cite only the key international, substantive and easily accessible references wherever possible. 
• Avoid using a footnote system, use endnotes instead.

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Your new research website

Building an online presence for your research group that is easy to maintain in the long term, describing your research project.

The goal in trying to improve the web site is to show off the work of the department. This document describes how to write a short piece (extended abstract length) that will allow you to do that. We don’t expect what you produce to perfectly fit the guidelines described here, just for you to keep this specification (and the philosophy behind it) in mind as you compose. If you have any questions at all about this, please don’t hesitate to contact Sunny Bains < [email protected] >.

You should not think of your research project summary as a technical paper, but as an advertisement for your work and your expertise (so that people want to read your publications, collaborate with you, and give you money). The main thing is to get across the importance of what you’re doing, how you are doing it, and the expertise that you and your group have that make you qualified to be able to succeed at it.

However, we don’t want it to be too fluffy. When people within your own field read about the project, we want them to have some idea of how your work differs from your competitors, which may involve getting a little bit technical and/or referring to your publications.

Essentially, you are having to address three different audiences at once. First is a general technical audience (we’ll call it G) consisting of people from very different disciplines: if you are an computer scientist, it may be useful to think of a reader who is a microbiologist. This class of people is important because it includes industrial managers, sponsors, civil servants etc.: people who have technical backgrounds but don’t necessarily have any knowledge that is relevant to your particular work. These are often people who hold purse strings and make employment decisions.

Second is the subset of readers within your general discipline (we’ll call this D): other computer scientists. They have degrees in CS (possibly from many years ago), but their work may be drastically different to yours (for instance, consider someone in machine vision trying to talk to someone working in quantum computing). Finally, there are those people who are actually specialists in your field who want to know the meat of your technological contribution (we’ll call them S).

The formula to please all your audience is very simple. A typical 500-word project description (plus one picture with a short caption and as many references as you want) will normally consist of about five roughly 100-word paragraphs that should be addressed to the following audiences: G, G, D, S, G. For fuller details, the actual content, see the outline—with examples—below.

Finally, as you go along, please think carefully about the publications you want to reference and also, if you can, about any pictures that could be used to illustrate your work. If it’s a diagram and you’re concerned it’s ugly, remember we can have it redrawn for you: the idea is to choose something that really communicates what you’re doing.

Name of the project with important acronyms spelled out  (General technical audience)

Keep it short (ten words or fewer), straightforward, and as free from jargon as you can.

FUSE: Floodplain underground sensors

Short description  (General technical audience)

This is not an abstract, just a sentence or two summing up what the project is about: the whole thing should be no longer than 35 words. It is going to show up in lists and will always be seen with the name of the project above it. For example:

We are creating enhanced algorithms that perform pattern matching for applications like medical screening and biometric identification. Novel coding allows them to operate orders of magnitude faster than current approaches and with a lower false-positive rate.

Paragraph 1: The problem (General technical audience)

Give the context of your work for a non-specialist. To what general field(s) does your work apply, and why is this field important? What could be achieved in these fields and what issues are holding back this progress? Remember to spell out all acronyms the first time you use them, and to explain all jargon terms that aren’t well understood outside your field.

Please write the main text in the active voice where possible, using the first person or first person plural (“we have developed…”). For instance:

Having to use ionizing radiation for body scans has many disadvantages, particularly related to the safety of both medical staff and patients. It would be ideal if we could use visible light instead: it is simple to generate, poses little risk to humans, and can captured easily using electronic cameras. Unfortunately, however, diffusion of light rays through body tissue mean that the images that emerge are unclear…

Paragraph 2: The set up (General Technical Audience)

From the issues you described in the first paragraph, now pick out the ones that directly relate to your work. How have people tried to solve this/these in the past? Why have these solutions fallen short? What is (briefly) your new solution? For example:

There have been many approaches to the development of micromechanical structures with very high aspect ratios. Most of those in two dimensions have problems of low-yield. For instance, with three-dimensional techniques, such as {techniques and problems here}. To get around these issues, we have been working on a new approach called hybrid structure formation (HSF), that attempts to incorporate the advantages of both and the disadvantages of neither.

Paragraph 3: Your approach (Audience in your discipline)

Having mentioned your approach in the last paragraph, you should now explain the basic concepts behind it and how it works. Here you can be a little more technical, but if you use words that can’t be looked up in a basic scientific dictionary, add some explanation. For example:

Neuromorphic engineering—the building of brain-like structures in silicon—was originally conceived by Carver Mead at the California Institute of Technology.6 It is based on the idea that it is more efficient to use the physics of electronic devices to implement functions directly, rather than to simulate these functions using digital algorithms. This is a particularly advantageous approach for building neural systems as the functions that transistors perform naturally are qualitatively very similar to those in biological neurons…

Paragraphs 4: What you’ve done (Audience in your discipline for paragraph 4, moving to a specialist audience for 5 and 6)

This is the most straightforward section of the article, and the one that is least likely to be a problem. Just very briefly outline what you’ve done and link to the papers where people can find out in detail what this has involved. An easy way to think about this is simply to use one sentence to describe the work that’s been published in a single paper, and to string all the papers/sentences together into a narrative. For example:

Our work has shown that, to maximize performance, AI in embodied systems must be optimized for the specific sensors and actuators of each individual body: not just as designed, but as they work in reality.1 Because sensors and actuators are not digital but analogue, this means that all machines, even built to the same specification, will be different.2 This means that the final optimization must take place through learning on the actual robot or other machine that the intelligence is to control.3 To achieve this we have developed an approach called…

Paragraph 7: Summary and further work (General audience)

Without restating from scratch and explain how the work you’ve just described has changed/progressed the problem you described at the top. Then tell us how you think you can make even further progress. For example:

To make the types of three-dimensional structures we need for next-generation batteries and other devices, the use of surfactants as templates seems promising. So far our results have shown that we can easily make structures at the right scale (5-10nm), in the right types of patterns (such as hexagonal cells), and that are solid enough to be viable in real devices. Our next step will be to show that the new materials can be fabricated in large-enough slabs to be useful in macroscopic products.

What is Project Description: How to write [with samples]

Introduction to Project Description

A project description provides a comprehensive project overview, including its phases, processes, goals, and objectives. It addresses the problem that initiated the project and outlines the planned activities, timeline, and project location.

The project description is created during the initiation phase and serves as a reference throughout the project. The project manager is responsible for writing the project description and guiding the project team using the project description throughout the project’s life cycle.

Elements of a Good Project Description

A good project description includes essential elements:

• Title: Clear and concise project title.
• Introduction: Briefly outlines project background and context.
• Objectives: Clearly defined and measurable project goals.
• Scope: Defines project boundaries, deliverables, and constraints.
• Methodology/Approach: Overview of project approach and strategies.
• Timeline: Key milestones, activities, and deadlines.
• Resources: Identification of required resources.
• Stakeholders: Key individuals involved or affected by the project.
• Risks and mitigation: Assessment of potential risks and mitigation plans.
• Evaluation and success criteria: Criteria to evaluate project success and measure outcomes.

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How to Write a Project Description: Step-by-Step Guide

You can follow these six steps to write a project description :

Step 1: Summarise – Begin with a brief outline that answers the critical questions of who, what, where, how, and why in just a few lines.

Step 2:  Define – Clearly explain the project’s purpose by highlighting the problem it solves or the specific niche it targets. This definition will set the foundation for the project’s goals.

Step 3:  Justify – Convince stakeholders of the project’s value and investment worthiness. Present a compelling case for the expected returns and demonstrate how the project aligns with its objectives.

Step 4:  Evaluate – Conduct a thorough cost-benefit analysis and demonstrate how the project’s gains outweigh the costs. Use metrics and measurements to support your evaluation.

Step 5:  Explain the project approach – Briefly explain your approach to achieving the project goals and objectives. Describe the project management methodology and highlight the essential resources.

Step 6:  Estimate the timeline – Forecast the project’s expected duration, outlining the estimated working hours and resource allocation for each project’s life cycle phase.

Tips for Writing a Clear and Concise Project Description

Consider these tips when creating a project description:

When describing a project, be precise about your goals and desired outcomes.

For example, if you’re working on enhancing a mobile application’s user interface at a software development company, specify the aspects you’ll investigate and the desired improvements. This level of precision ensures clarity and sets clear expectations.

Important information often includes:

• The person is responsible for each task.
• Each phase’s projected results.
• The people involved in each step.

Use Credible Sources

Project managers rely on credible sources to support their claims. Ensure that experts write your sources and have a reputable background.

Check the author’s credentials and evaluate the publisher’s reputation before including a source in your project details. This ensures the validity and credibility of the information provided.

Communicate clearly

Keep your writing clear and concise to accurately convey your message. Explain concepts in simple terms and define technical words. Focus on one idea per sentence to aid reader comprehension of complex project details.

Use visuals and diagrams

Use diagrams in your project details to visually illustrate concepts instead of relying solely on explanations.

Visuals and diagrams help stakeholders and team members comprehend your project vision. If using charts or graphs from external sources, provide proper citations. For self-created diagrams, briefly describe their purpose in your presentation.

Examples of Project Descriptions: Sample Templates and Formats

Example 1 – project description.

In this example, the project description includes the project name, overview, objectives, justification, and organisation name. It concisely summarises the project’s purpose, goals, and the organisation involved.

Example 2 – Communication Project

In this example, effective communication is crucial in project management. Different projects require various communication methods, such as verbal, non-verbal, written, and visual. A well-document communication plan is essential for a website redevelopment project for a client’s new brand.

It outlines communication activities, methods, and target audience to ensure clear and comprehensive communication. By prioritising effective communication, project objectives can be successfully achieved.

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Common Mistakes to Avoid When Writing Project Descriptions

Avoiding common mistakes hindering clarity and effectiveness is essential when writing project details . By steering clear of these pitfalls, you can ensure that your project description accurately communicates the project’s purpose, scope, and goals.

Some critical mistakes to avoid are as follows:

Lack of clarity: One of the most common mistakes is being vague or using ambiguous language. Ensure your project details clearly states the objectives, deliverables, and expected outcomes. Use concise and specific language to avoid ambiguity.

Neglecting the target audience: Consider who will read the project description and tailor the language and level of detail accordingly. Avoid assuming prior knowledge and provide sufficient context and explanations to ensure understanding by all stakeholders.

Lack of structure and organisation: Ensure your project description has a clear and logical structure. Use headings, subheadings, and bullet points to break down information into sections. It makes it easier for readers to navigate and comprehend the content.

Ignoring stakeholder perspectives: Your project description should consider the needs and interests of different stakeholders. Take into account their views, concerns, and potential benefits. Addressing stakeholder considerations helps build trust and support for the project.

Failing to revise and proofread: Neglecting to revise and proofread your project description can result in grammatical errors, typos, and inconsistencies. Take the time to review the document carefully, ensuring it is error-free and presents a professional image.

Lack of engagement: A dry and unengaging project description can fail to captivate readers and convey the project’s significance. Use clear, persuasive language and inspires interest in the project.

Our Top Management Articles

How to tailor your project description to your audience: adapting to different stakeholders.

After identifying your intended audience, developing writing strategies that align with your demographic is essential.

Create an audience profile

Developing an audience profile involves capturing key characteristics of your target readers, including their preferences, attitudes, education, and location.

This detailed image helps align your writing with catering to their interests and needs.

Develop areas for connection

Once you have created an audience profile, review it to identify areas of shared interest. You can establish a personal connection and develop a relatable tone by finding common ground with your readers. This shared understanding enhances your credibility and builds trust with your audience.

Provide value

Irrespective of your target audience, delivering value to your readers is crucial. Whether solving a problem or offering an engaging narrative, providing meaningful content keeps your audience engaged and distinguishes your work from competitors.

Reviewing and Refining Your Project Description: Importance of Feedback and Iteration

Reviewing and refining your project description through feedback and iteration is crucial in ensuring its clarity, effectiveness, and alignment with project goals.

Some of the reasons why feedback and iteration are essential in this process are stated below:

Enhanced clarity

Feedback from stakeholders, team members, or advisors can help identify areas where the project description may need to be clarified or more specific. By incorporating their input, you can refine the language, structure, and content to improve the clarity of your project description .

Clear communication is essential for ensuring everyone involved understands the project’s purpose, scope, and objectives.

Alignment with stakeholder expectations

Feedback provides an opportunity to gather insights and perspectives from different stakeholders. By incorporating their feedback, you can ensure that your project details reflect their expectations and address their concerns. It helps foster alignment and stakeholder buy-in, which is vital for project success.

Identifying omissions or inconsistencies

External feedback can help identify gaps or inconsistencies in your project description . By seeking input from others, you can discover aspects you might have overlooked or areas where additional details are needed. It ensures that your project description is comprehensive and cohesive.

Refinement of project goals and objectives

Feedback can prompt you to reconsider and refine your goals and objectives. Constructive criticism and suggestions from others can help you clarify your intentions, make adjustments, and ensure that your project description accurately represents your desired outcomes.

Increased confidence and credibility

A well-reviewed and refined project description inspires confidence in stakeholders and enhances the credibility of your project. When your project details effectively address questions, incorporate feedback, and align with stakeholder expectations, it demonstrates your commitment to thorough planning and increases trust in your project’s potential.

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A project description is a crucial document that outlines a project’s purpose, scope, and objectives. A good project description offers a clear roadmap for project implementation and helps stakeholders understand the project’s value and potential outcomes.

When writing a project description , it is important to be specific and concise and use straightforward language to convey the project details .

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Frequently Asked Questions (FAQs)

A project description is a document that provides essential information about a project, including its objectives, scope, deliverables, and timeline.

A project description guides the project manager in planning and executing the project effectively and serves as a reference for communication and decision-making.

Project details provide specific information about what the project aims to achieve, what tasks must be completed, and when they should be completed.

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

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

Table of Contents

How To Write a Research Proposal

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

1. Title and Abstract

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

2. Introduction:

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

3. Research Objectives

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

4. Literature Review:

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

5. Methodology:

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

6. Timeline:

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

7. Resources:

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

8. Ethical Considerations:

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

9. Expected Outcomes and Significance:

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

10. References:

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

11. Appendices:

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

Research Proposal Format

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

1. Title Page:

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

2. Abstract:

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

3. Introduction:

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

5. Research Objectives:

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

6. Methodology:

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

7. Timeline:

8. Resources:

• Explain how you will acquire or utilize these resources effectively.

9. Ethical Considerations:

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

10. Expected Outcomes and Significance:

11. References:

12. Appendices:

Research Proposal Template

Here’s a template for a research proposal:

1. Introduction:

2. Literature Review:

3. Research Objectives:

4. Methodology:

5. Timeline:

6. Resources:

7. Ethical Considerations:

8. Expected Outcomes and Significance:

9. References:

10. Appendices:

Research Proposal Sample

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

1. Introduction

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

2. Objectives

The main objectives of this research are as follows:

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

3. Methodology

3.1 Study Design

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

3.2 Participants

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

3.3 Data Collection

The research will employ the following data collection methods:

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

3.4 Data Analysis

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

4. Ethical Considerations

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

5. Significance and Expected Outcomes

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

6. Timeline

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

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

8. Conclusion

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

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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What’s Included: Research Proposal Template

Our free dissertation/thesis proposal template covers the core essential ingredients for a strong research proposal. It includes clear explanations of what you need to address in each section, as well as straightforward examples and links to further resources.

The research proposal template covers the following core elements:

• Introduction & background (including the research problem)
• Literature review
• Research design / methodology
• Project plan , resource requirements and risk management

The cleanly-formatted Google Doc can be downloaded as a fully editable MS Word Document (DOCX format), so you can use it as-is or convert it to LaTeX.

PS – if you’d like a high-level template for the entire thesis, you can we’ve got that too .

Research Proposal Template FAQS

What types of research proposals can this template be used for.

The proposal template follows the standard format for academic research projects, which means it will be suitable for the vast majority of dissertations and theses (especially those within the sciences), whether they are qualitative or quantitative in terms of design.

Keep in mind that the exact requirements for the introduction chapter/section will vary between universities and degree programs. These are typically minor, but it’s always a good idea to double-check your university’s requirements before you finalise your structure.

Is this template for an undergrad, Master or PhD-level proposal?

This template can be used for a research project at any level of study. Doctoral-level projects typically require the research proposal to be more extensive/comprehensive, but the structure will typically remain the same.

How long should my research proposal be?

The length of a research proposal varies by institution and subject, but as a ballpark, it’s usually between 1,500 and 3,000 words.

To be safe, it’s best to check with your university if they have any preferences or requirements in terms of minimum and maximum word count for the research propsal.

How detailed should the methodology of the proposal be?

You don’t need to go into the fine details of your methodology, but this section should be detailed enough to demonstrate that your research approach is feasible and will address your research questions effectively. Be sure to include your intended methods for data collection and analysis.

Can I include preliminary data or pilot study results in my proposal?

Generally, yes. This can strengthen your proposal by demonstrating the feasibility of your research. However, make sure that your pilot study is approved by your university before collecting any data.

Can I share this template with my friends/colleagues?

Yes, you’re welcome to share this template in its original format (no editing allowed). If you want to post about it on your blog or social media, we kindly request that you reference this page as your source.

What format is the template (DOC, PDF, PPT, etc.)?

The research proposal template is provided as a Google Doc. You can download it in MS Word format or make a copy to your Google Drive. You’re also welcome to convert it to whatever format works best for you, such as LaTeX or PDF.

Do you have templates for the other chapters?

Yes, we do. We are constantly developing our collection of free resources to help students complete their dissertations and theses. You can view all of our template resources here .

Can Grad Coach help me with my dissertation/thesis?

Yes, you’re welcome to get in touch with us to discuss our private coaching services .

Further Resources: Proposal Writing

The template provides step-by-step guidance for each section of your research proposal, but if you’d like to learn more about how to write up a high-quality research proposal, check out the rest of our free proposal-related resources:

• Research Proposal 101
• Examples of research proposals
• How To Find A Research Topic
• How To Find A Research Gap
• Developing Your Golden Thread
• How To Write A Research Proposal
• 8 Common Proposal Writing Mistakes

You can also visit the Grad Coach blog for more proposal-related resources.

If you’d prefer 1-on-1 support with your research proposal, have a look at our private coaching service , where we hold your hand through the research process, step by step.

FSU | Office of Research

Writing the Project Summary and Project Description

Project summary.

The project summary is a one page document that consists of separate overview, intellectual merits, and broader impacts sections. Each of these three sections is required to be present and must be clearly defined. All NSF proposals must have project summaries.

The project summary is one of the most important parts of the proposal. It is likely the first thing a reviewer will read, and is your best chance to grab their interest, and convince them of the importance, and quality, of your research before they even read the proposal.

Though it is the first proposal element in order, many applicants prefer to write the project summary last, after writing the project description. This allows the writer to better avoid any inconsistencies between the two.

Suggested Project Summary Outline

Project Description

Applicants have considerable freedom in developing the format Project Descriptions. NSF requires that CAREER Project Descriptions contain" a well-argued and specific proposal for activities that will, over a 5-year period, build a firm foundation for a lifetime of contributions to research and education in the context of the PI's organization".

Project Descriptions must include:

A description of the proposed research project, including preliminary supporting data where appropriate, specific objectives, methods, and procedures to be used, and expected significance of the results

A description of the proposed educational activities, including plans to evaluate their impact on students and other participants

A description of how the research and education activities are integrated with one another

results of prior NSF support if applicable

Successful applicants will propose creative, effective, integrated research and education plans, and indicate how they will assess these components.

While excellence in both research and education is expected, activity of an intensity that would lead to an unreasonable workload is not. In other words, make sure that what you propose to do is reasonable given your time and resources, and make sure that the proposal convinces the reviewers of this.

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