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Top 10 Project Methodology Templates with Samples and Examples

Vaishali Rai

Project management is confusing. Have you ever been in a situation like this, sitting at your project meeting, perhaps feeling out of your depth, and finding it hard to follow the conversation around you? It may be due to unstructured and unorganized execution of the project's principles. You also might need to apply a suitable project management methodology. 

What is project management methodology?

A project management methodology is a set of principles, techniques, and procedures Project Managers use to execute and manage projects. There are several methodologies and all require different workflows, deliverables, and project management software development. The project management methodologies facilitate team collaboration by directing team members to work for a common objective.

Are your projects complex or straightforward? Whatever the case may be, these Top 10 Project Management Cycle Templates will help you organize and track every bit of it!

When a project is carried out systematically, chances of success are better. Project managers are responsible for planning tasks, tracking progress, and delivering results. Here’s when a project methodology comes in. It includes certain procedures that help you structure your team’s workflow.

There are many project methodologies available for the systematic execution of a project. Choosing the best one among a landscape of methodologies can be overwhelming. Some of these work well in specific projects or industries. However, Product managers select the methodology that best suits the way their teams work. 

Here, in this blog, we'll talk about project methodologies and templates you can use in your projects. 

Let’s explore!

Template 1: Project Management Methodologies PowerPoint Presentation Slides

This PPT displays an elaborative project agenda, including the project brief essential to operate efficiently. The layout also consists of details about the company's products. Showcase the progress summary, and the milestones achieved and reflect on the potential goals. Download now!

Download now!

Template 2: Three Principles of Waterfall Project Methodology

This PPT is designed while keeping in mind the linear approach, meaning that the tasks are organized in a sequence. This template allows you to map the tasks from beginning to end and work accordingly. It includes three essential waterfall project methodology principles: low customer involvement, robust project documentation, and sequential stages that smoothen up the project management process. Download now!

Template 3: 5D Consulting Project Methodology with Implementation

This PPT Template portrays a five-dimensional visualization process for consulting projects. It includes major steps like discovering, designing, developing, designing, and determining while considering budgetary and cost requirements. It also comprises activities like process assessment, tools management, collaboration, etc., that aid in accurate project deployment and maintenance. Download now!

Template 4: Enterprise Resource Planning Consulting Project Methodology

This template displays an execution method for designing ERP software for both parties; the consulting firm and the buyer. It includes the implementation team, administrative project management, project management team, etc. Ace your resource planning game by organizing, identifying, and listing the resources required to complete a project. Get it now!

Template 5: Rotation Process Illustrating Agile Project Methodology

Agile is more of an approach than a methodology. It is collaborative, fast and effective, data-backed, and values individuals over processes. This template lets you analyze processes, provide suggestions, plan & design projects, project construction, and evaluate & monitor processes. Download now!

Template 6: Consulting Project Methodology for Supply Chain and Logistics

This template exhibits consulting project methodology for supply chain and logistics. It includes the five-step process of mapping, internal audit, gap assessment, solution design, and implementation. The topics discussed in this slide are gap analysis, solution design, implementation, internal audit, and mapping. Download this versatile template now!

Template 7: Project Management Methodology Including Planning

This methodology is the one most used by project managers. It portrays the tasks in a chronological manner involving designing, developing, testing, and deploying a project. If you're looking for a comprehensive guide to your next project, look no further than this. Download it now!

Template 8: Project Management and Implementation Methodology Overview

Project management and implementation methodology plays a significant role in ensuring successful delivery of projects. This template explains how these methods can be used to ensure the successful delivery of projects, along with some tips for implementing them. They also include a variety of practical examples to help you understand how the methodology can be applied in a real-world scenario. Get it now!

Template 9: Waterfall vs Agile Development Methodology for Project

This two-stage process template for projects is explicit and effective. It combines clarity and concise expression to achieve holistic project development by enabling client/stakeholder collaboration. It encourages frequent interaction of team members, making them resolve any complexities and meet requirements before deadlines. Download this now!

Template 10: Methodology Five Steps Indicating Project Lifecycle

Strategically important complex projects that are long-term, resource-heavy, and extensive, require flexible project management methodology. This template includes five steps of a project lifecycle that helps bring more cohesion to your project. Keep every team member on the same page with this helpful and 100% customizable template. Download now!

Manage Your Projects Well

By choosing the right project management methodology at the right time and the right place, you’ll be able to make your projects more efficient. Finding the perfect project methodology also helps implement processes right for you, your team, and your organization.

We hope that the above set of templates serves as the ultimate tool in your belt!

FAQs on Project Methodology

What is a project methodology.

A project management methodology is a detailed manual to supervise project completion. A project team uses this set of defined processes to initiate, plan, and execute the project. The type of project methodology you choose establishes the way of work organization, prioritization, and completion. 

The project management methodology aims to standardize, structure, and organize work requirements and methods. This helps focus on what works best and enables the repetition of successful aspects and learning from mistakes, resulting in a continuous improvement process.

What are the five project methodologies?

Here are five common project methodologies used by Project Managers to manage workflow:

• Agile : This method is best suited for projects which require extreme flexibility and speed. It focuses less on documentation and more on customer satisfaction. Agile methodology is good for products with a faster release cycle. 
• Scrum : Scrum methodology has an iterative project management style. It follows the principles followed in Agile methodology. In this method, the work is done in sessions known as ‘Sprints’. Here, the Scrum Master facilitates the process instead of a Project Manager. 
• Waterfall : It is based on traditional methods and mainly focuses on following the processes. Here, much emphasis is given to project documentation. 
• Critical Path Method : This methodology is a step-by-step method and works best for projects with independent tasks. Its key role is to measure and prioritize tasks.
• Program Evaluation and Review Technique : This method is commonly used along with CPM (Critical Path Method). It is mostly used by businesses that are looking for expansion. It measures progress to create timelines and budgets.
• Critical Chain Method : A separate classification, this methodology is more advanced than the CPM methodology. Here, goals are created based on constraints while focusing on cost-saving benefits.

What are the three major types of project methodologies?

Here are three major types of methodologies commonly used:

• Scrum method : Scrum is the most widely used agile methodology for project management. It allows you to do more by scheduling tasks in short cycles named sprints. It enables you to work as a dedicated team to analyze processes, meet requirements, and meet deadlines. It also helps you receive continuous feedback rather than using final evaluations. The scrum methodology is mostly used to develop new projects, compile budgets, and organize annual reports. 
• Waterfall method : This method is linear and phase-based. It arranges and organizes tasks chronologically, which helps identify major areas of errors. Documentation is a huge part of waterfall methodology. It entails precise details about what you’re doing and how you’re doing it. This methodology doesn’t provide any room for flexibility.
• Lean and Six Sigma method : Lean and Six Sigma method is famous for its ability to manage the resource and time wastage that occurs in other methodologies. It is an approach to continuous improvement that is divided into two types of initiatives- Ongoing improvement initiatives and project-based initiatives. Each of these is associated with a set of methods and tools for you to employ. Ultimately, this methodology is based on the Kaizen principle that aims at making small changes on a daily basis for continuous improvement in small, easy steps.

How do you prepare a project methodology?

A good project method will represent the convergence of many factors, such as your scope, professional experience, and the research done. Here’s how you can prepare a project methodology in five steps:

• Communicate deliverables : A solid plan requires proper research and pre-planning. So, the first step is to set clear objectives, cost & budget, project requirements, and deliverables to work upon. 
• Define the process : Choose the project methodology that best suits your team’s workflow and organizational structure. Sit with your team and draft a process that matches your work style and project requirements. 
• Communicate risks and deadlines : Analyzing the ability to manage risks while meeting project deadlines is the next step in preparing a methodology. You need to observe the level of risk you can handle based on the size of the project.
• Determine task dependencies : Next, it is important to understand if you can perform tasks while keeping room for flexibility to alter the processes.

Define client/ stakeholder collaboration : Finally, you need to oversee the level of involvement you need from your stakeholders and clients in a project. It also defines team roles and assignments to help break down bigger projects into small and easy tasks.

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Top 10 Project Management Methodologies: An Overview

There are many different project management methodologies, and they all have pros and cons. Some of them work better in particular industries or projects , so you’ll need to learn about project management methodologies to decide which one works best for you.

What Is a Project Management Methodology?

A project management methodology is a set of principles, tools and techniques that are used to plan, execute and manage projects. Project management methodologies help project managers lead team members and manage work while facilitating team collaboration.

We’ll go through some of the most popular project management methodologies, which are applied in many sectors such as software development, R&D and product development.

Top 10 Project Management Methodologies

If you manage projects, you need to learn about project management methodologies. Here’s a quick overview of the most commonly used project management methods that you can use.

1. Waterfall Methodology

This may be the most straightforward and linear of all the project management methods in this list, as well as the most traditional approach. The name is apt, as the waterfall methodology is a process in which the phases of the project flow downward. The waterfall model requires that you move from one project phase to another only once that phase has been successfully completed.

When to use it: The waterfall approach is great for manufacturing and construction projects , which are highly structured, and when it’s too expensive to pivot or change anything after the fact. The waterfall method makes use of Gantt charts for planning and scheduling.

2. Agile Methodology

What it is: In a nutshell, Agile project management is an evolving and collaborative way to self-organize across teams. When implementing the agile methodology , project planning and work management are adaptive, evolutionary in development, seeking early delivery and are always open to change if that leads to process improvement. It’s fast and flexible, unlike waterfall project management.

The agile methodology offers project teams a very dynamic way to work and collaborate and that’s why it is a very popular project management methodology for product and software development. That’s because what we think of as agile really appeared in 2001 with the publication of the “Manifesto for Agile Software Development,” authored by 17 software developers.

When to use it: The practice originated in software development and works well in that culture. How do you know if agile is for you? It has been applied to non-software products that seek to drive forward with innovation and have a level of uncertainty, such as computers, motor vehicles, medical devices, food, clothing, music and more. It’s also being used in other types of projects that need a more responsive and fast-paced production schedule , such as marketing.

3. Scrum Methodology

What it is: Scrum is a short “sprint” approach to managing projects. The scrum methodology is It’s ideal for teams of no more than 10 people and often is wedded to two-week cycles with short daily meetings, known as daily scrum meetings . It’s led by what is called a scrum master . Scrum works within an agile project management framework, though there have been attempts to scale Scrum to fit larger organizations.

The term scrum was introduced in a “Harvard Business Review” article from 1986 by Hirotaka Takeuchi and Ikujiro Nonaka. It became a part of agile when Ken Schwaber and Mike Beedle wrote the book “Agile Software Development with Scrum” in 2001. Schwaber formed the Scrum Alliance in 2002, a certified scrum accreditation series. Schwaber left the Scrum Alliance in 2009 to start a parallel accreditation organization called Scrum.org.

When to use it: Like agile, the scrum methodology has been used predominantly in software development, but proponents note it is applicable across any industry or business, including retail logistics, event planning or any project that requires some flexibility. It does require strict scrum roles , however.

4. Project Management Body of Knowledge (PMBOK)

What it is: This is the granddaddy of methodologies if it’s a methodology at all. The Project Management Institute (PMI) is a not-for-profit membership association, project management certification and standards organization.

This organization produces a book called the “Project Management Body of Knowledge” or PMBOK. The PMBOK provides definitions and guidelines for project planning, scheduling, executing and controlling. For example, the project management process groups describe the project life cycle, while the 10 project management knowledge areas explain how to manage a project.

When to use it: Almost any project can benefit from PMBOK, as all projects big and small are going to go through the various stages of the project life cycle outlined in the book. It’s a great way to keep everyone on the same page, so to speak, and offers a clear definition of how a project is managed.

The Project Management Institute it’s also the organization that grants various project management certifications such as the project management professional (PMP) certification, which is the gold standard among project managers and is recognized all over the world. PMBOK is a great traditional framework to run a project.

5. Critical Path Method (CPM)

What it is: In the critical path method (CPM), you build a model of the project, including all the activities listed in a work breakdown structure , the duration of those tasks, what if any task dependencies there are and marking off milestones to indicated larger phases of the project or points in which your project deliverables are due.

With this information, you can identify the longest sequence of tasks to finish the project, which is called the critical path. You’ll need to keep an eye on those tasks because if one of them is delayed, the whole project will be delayed.

The critical path method was developed in the late 1950s by Morgan R. Walker of DuPont and James E. Kelley, Jr., of Remington Rand. DuPont was already using a precursor of CPM as early as the 1940s, and it was applied to the Manhattan Project.

When to use it: CPM works better with smaller or mid-sized projects. The larger the project, the more difficult it can be to take all the data you need to diagram and make sense of it without project management software .

6. Critical Chain Project Management (CCPM)

What it is: In , you’re focusing on resources that you’ll be using to complete the project, such as teams, equipment, office space, etc. It’s a less technical method of project management that doesn’t put as much emphasis on task order or schedule , but rather on balancing resources and keeping them flexible.

First introduced in 1997, in the book “Critical Path” by Eliyahu M. Goldratt, it has been credited with making projects anywhere from 10-50% faster and/or cheaper.

When to use it: CCPM can be applied to both large and small companies, and for projects that include industries such as construction, software development and tech research and development.

7. Kanban Methodology

What it is: The kanban methodology is a visual approach to project management. The name is literally billboard in Japanese. It helps manage workflow by placing tasks on a kanban board where workflow and progress are clear to all team members. The kanban methodology helps reduce inefficiencies and is a great project management tool for many purposes such as lean manufacturing or agile projects.

Kanban project management has been around since the late 1940s when it was studied by Toyota used the rate of demand to control the rate of production of its vehicles. The car company applied it to its lean manufacturing model, known as the Toyota production system.

With the dawn of visual planning boards in software in our era, like Trello, there are now new uses for kanban tools and kanban methods. Agile teams use kanban boards for story-boarding user stories and for backlog planning in software development.

When to use it: Another process developed initially for manufacturing and for software teams, the kanban method has since expanded and has been used in human resources, marketing, organizational strategy, executive process and accounts receivable and payable. Almost anyone can plan with Kanban boards, adding cards to represent project phases, task deadlines, people, ideas and more. Kanban software makes this methodology especially accessible.

8. Extreme Programming (XP)

What it is: It sounds like some dangerous sport the kids are into, but in fact, XP is a type of agile software development with short development cycles and multiple releases to improve productivity. Customer requirements are sought and can adapt to the course of the project.

Created by Kent Beck while working on the Chrysler Comprehensive Compensation System payroll project, he literally wrote the book (“Extreme Programming Explained”) in 1999. But many of its practices have been around for a while.

When to use it: When requirements change frequently, then you’ll want to use a methodology such as XP. It’s good when your customer doesn’t have a clear idea of what they want.

9. Lean Methodology

What it is: Lean project management is what you’d think it is from its name: a way to cut waste and in so doing increase value in projects and manufacturing processes. So, lean focuses on eliminating waste from key processes to continuously be impacting positively on the value stream. It does this by optimizing separate technologies, assets and verticals.

Lean project management goes back to Henry Ford and his flow production for automating the process of building cars. Toyota picked up on the idea, as well, extending their idea beyond manufacturing to the continuous improvement of the product development process.

Today, software development teams run lean processes to focus on end-user feedback and increased value, which means Lean methodology has taken on a new meaning, particularly with the publishing of Lean Startup, by Eric Ries, who advocates for rapid prototyping, end-user feedback and early and rapid product delivery.

When to use it: Lean project management was first developed by Toyota and is obviously a great methodology for manufacturing. In fact, it’s also referred to as lean manufacturing , but it has been adopted by construction and education industries, among others in the manufacturing space and countless startups and software development firms looking to drive products focused on the end-user.

10. Six Sigma

What it is: Introduced by engineers working at Motorola in the mid-1980s, Six Sigma works to improve quality by identifying what is not working in the project. It applies quality management, including empirical statistics, and employs personnel who are experts in these disciplines. There is also a Lean Six Sigma that adds lean methodology to eliminate waste.

As a doctrine, it says that continued efforts to achieve results that are stable and expected are most important to success. Processes can be refined and improved. It takes the whole organization, from the top down, to sustain quality in a project.

When to use it: This methodology works best in larger organizations. Even companies with a few hundred employees are likely too small to take advantage of its benefits. It requires a certification to practice. Learn about six sigma certification here.

11. PRINCE2

What it is: PRINCE2 stands for Projects IN Controlled Environments and is a structured certified methodology. It was initially created by the UK government for IT projects. PRINCE2 is not like other traditional methods like waterfall, in that it’s not a one-size-fits-all solution, but follows seven principles, themes and procedures.

When the UK government adopted standards for IT systems in 1989, they called in PRINCE. PRINCE2 came about in 1996 as a more general project management method. It is now a popular project management methodology throughout all UK governmental agencies and the United Nations.

When to use it: Adopted by many other countries’ governments, PRINCE2, so, as you can imagine, it’s not always suitable for smaller projects.

ProjectManager Works with Any Project Management Methodology

There are almost as many methods to manage as there are projects. But they all share one thing in common: getting deliverables done on time and within budget. No matter which project management methodology you choose ProjectManager is the one software you’ll need to do it.

Tools for Waterfall Project Management

Waterfall is structured. One thing follows the next and it’s all planned out. No problem. ProjectManager has an online Gantt chart . Import your task list to start a new project. Add due dates and the tasks populate a timeline. Link-dependent tasks to avoid bottlenecks. Set milestones to separate the project into phases. You control the project step by step.

Tools for Agile Project Management

Gantt charts aren’t going to help as much as other project tools if you’re working in an agile framework. That’s true, but ProjectManager is flexible enough to serve scrum teams with multiple project views.

Use the kanban view to map out your sprint. Product backlogs are collected on cards, which can be prioritized for scrum teams to know which user story to work on first. Then the sprint can be archived, so when doing a sprint retrospective, teams can learn from their mistakes and improve the process.

Multiple Views for Diverse Teams

What if your organization is larger, with different divisions, some that work with an agile project management framework and others with a more traditional waterfall methodology? What’s great about ProjectManager is that it can switch from one view to the other, giving IT teams a kanban board view for their scrum sprints and managers a Gantt chart for a bigger project planning overview.

The real-time dashboard and reporting features gather the same data and crunch the same numbers, so whatever project management method you use is tracking the same results.

Yes, ProjectManager is an award-winning project management software for a reason. It’s flexible enough to work in an agile environment, traditional waterfall methodology or a hybrid of the two. You decide, not the software, which means ProjectManager is the one tool to bring in your project, however, you manage it, successfully.

Related Content

• Project Integration Management
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There are more project management methodologies, but these are some of the most popular. Regardless of which you use, you need a project management tool to best manage all your processes and projects. ProjectManager is an online PM tool, so whatever methodology is right for you our software will help you apply it to a successful end. Try it free for 30 days and see for yourself.

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Project Management Methodology: Definition, Types, Examples

What is a project management methodology ? How can it be defined? In simple terms, it is a must-have to avoid failure and reduce risks because it is one of the critical success factors as well as the core competency of the management team. It is the straightforward way to guide the team through the development and execution of the phases, processes and tasks throughout the project management life-cycle.

What is a Methodology? The Definition in Project Management

The term “ project management methodology ” was first defined in the early 1960s when various business organizations began to look for effective ways that could simplify the realization of business benefits and organize the work into a structured and unique entity (which was called “ project ” later on). Communication and collaboration were the key criteria for establishing productive work relationships between the teams and departments within one and the same organization.

Since that time, the term has been changed and modified many times, new definitions have been created, new elements and functions have been added. Today we consider a project management methodology as a set of broad principles and rules to manage a specific project that has a definite beginning and end. Below is the current definition of methodology .

Project Management Methodology is a strictly defined combination of logically related practices, methods and processes that determine how best to plan, develop, control and deliver a project throughout the continuous implementation process until successful completion and termination. It is a scientifically-proven, systematic and disciplined approach to project design, execution and completion.

The purpose of project methodology is to allow for controlling the entire management process through effective decision making and problem solving, while ensuring the success of specific processes, approaches, techniques, methods and technologies.

Typically, a project management methodology provides a skeleton for describing every step in depth, so that the project manager or program manager will know what to do in order to deliver and implement the work according to the schedule, budget and client specification.

Referring to the above mentioned definition, an appropriately chosen project management methodology paves the way for gaining the following achievements:

• The needs of stakeholders are defined
• A common “language” is established and understood by the team, so they know what’s expected of them
• Cost estimates are complete, accurate and credible
• Every task is done using a common methodological approach
• Most conflicts are spotted and resolved early
• Expected deliverables are produced and handed over
• Lessons are learned and solutions are quickly implemented

Methodology in Project Management Framework

Project management (the acronym “PM”) provides the framework of planning, doing and delivering projects of any kind, size, nature and type. PM framework focuses on the realization of desired change in line with a chosen methodological approach. Actually, change is the core aspect that should be managed. PM framework identifies and defines how to best manage change. And methodology serves as the “way” to systematically realize change in terms of time, cost and quality.

Managing projects means describing and performing the activities required to meet the specific objectives of making change.

For example, writing a book is a kind of project in which the objective is to write a book. This objective can be fulfilled by a series of activities, including defining the topic, collecting material, creating a draft, typing, proofreading, others. So in terms of project management, the author needs to define and then complete all the necessary activities in order to write a book (which means make change).

Here’s a simplified example of how a project methodology can be presented in the management hierarchical structure:

PM Framework precedes Methodology which in turn precedes Lifecycle Stages and determines the project management Processes, Tasks and Activities

Project Management Methodology Types

In project management there are a variety of approaches and methods that can be employed in managing different kinds of project. All the types of project methodology can be conditionally divided into traditional and modern approaches.

Traditional Approach

A traditional approach involves a series of consecutive stages in the project management process. It is a step-by-step sequence to design, develop and deliver a product or service. It entails achieving the succession in the implementation process and provides the benefits of milestone-based planning and team building. In IT and software development, this methodology type is called “ Waterfall ” – one portion of work follows after another in linear sequence.

The following stages are included the traditional project management methodology:

• Initiation (requirements specification)
• Planning and design
• Execution (construction and coding)
• Control and integration
• Validation (testing and debugging)
• Closure (installation and maintenance)

Modern Approaches

Modern methodologies do not focus on linear processes but they provide an alternative look at project management. Some of the methods are best for IT and software development, while others can be implemented in production, process improvement, product engineering, and so on. Modern PM approaches use different models of the management process.

Project Management Methodology Examples

It is the matter of a project’s type, size and nature to select the right methodology. Here are the most popular PM methodologies:

PMBOK® Guide

Although A Guide to the Project Management Body of Knowledge IS NOT a PM methodology in its “ pure state “, many people regard it as the methodological approach to planning, executing, controlling and terminating various projects. Meanwhile, the PMBOK® Guide is a broad inventory of best practices and ideas on planning and implementing projects. Please note that it is just a guide but not a project management methodology.

PRojects IN Controlled Environments 2 ( PRINCE2 ) presents a suite of process-driven methods and documentation-oriented approaches that allow driving various projects in the private sector. It was developed the UK Government, and today this great example of project management methodology is used both in the UK and internationally.

Critical path method (CPM) explores the most important or critical tasks of a project by defining possible activity sequences and estimating the longest duration of each sequence. It helps figure out how long it will take to complete the work and what tasks will compose the scope.

Lean PM methodology intends to maximize customer value and minimize resource waste. Lean project management lets organizations create higher value for their customers with fewer resources. This approach achieves perfection in customer satisfaction and value generation through implementing an optimized process flow that eliminates waste in products, services, transportation, inventories, etc.

The method of Six Sigma was originally developed by Motorola to improve its production processes by eliminating defects (defined as “non-conformity of a product or service to its specifications”). Today Six Sigma is one of the most popular and worldwide trusted examples of project management methodology for ensuring the accuracy and speed of a process’s implementation through eliminating or minimizing waste.

Critical Chain Project Management (CCPM) is the way to plan, implement and review various kinds of work in single- and multi-project environments. This management methodology uses Theory of Constraints (TOC) and the concept of buffers to establish improved task durations and manage resource-dependent tasks and activities.

SCRUM is an example of Agile PM methodology that involves teams in producing a software product in 30-day “ sprints ” and monthly “ scrum sessions “. In a SCRUM-driven project, the deliverables are broken down into 30-day intervals. This methodology example is specific and applicable mainly to collaborative, 100%-dedicated teams, with no heavily constrained time and materials budget.

Project Management for Students

Project management for students is a vital part of the education and training process. Students can easily get a project management degree, but it does not mean that it comes as easy as taking the homework. Students need to take into account some important aspects if they want to manage a project properly.

For instance, choosing the best admission essay writing service is of great importance because if for some reason the student cannot deliver a high-quality essay in time, he will most likely fail the course or even worse he will be expelled from the college or university.

Students should prepare well for the project or the essay. They need to research on the topic beforehand, keep track of what is going on, write on time and work within the deadline.

This will allow them to catch up with their fellow students, focusing only on what they have to do and not worrying about what other people are doing.

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6 steps for writing a persuasive project proposal

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

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

What is a project proposal?

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

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

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

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

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

Types of project proposals

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

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

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

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

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

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

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

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

How to write a project proposal

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

1. Write an executive summary

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

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have 

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

2. Explain the project background

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

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

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

Why is past research insufficient at addressing this problem?

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

3. Present a solution

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

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities  

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

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

4. Define project deliverables and goals

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

When defining your deliverables, you should include:

The end product or final objective of your project 

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

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

5. List what resources you need

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

In this section, you’ll include:

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

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

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

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

6. State your conclusion

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

Tips for writing an effective project proposal

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

Know your audience

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

Be persuasive

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

Keep it simple

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

Do your research

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

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

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

Use project management tools to strengthen your project proposal

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

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

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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 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.

Made with Visme Infographic Maker

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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About the Author

Unenabasi is a content expert with many years of experience in digital marketing, business development, and strategy. He loves to help brands tell stories that drive engagement, growth, and competitive advantage. He’s adept at creating compelling content on lifestyle, marketing, business, e-commerce, and technology. When he’s not taking the content world by storm, Unenabasi enjoys playing or watching soccer.

Sandeep Kashyap

How to write a perfect project proposal in 2024?

Introduction

The primary purpose of writing a project proposal is to secure funding, gain approval, or secure resources from the most important stakeholders of a project. 

For that, you need to explain the following in simple terms in a project proposal:

• What do you want to do and what are your goals for the project? 
• How are you going to achieve your goals? 
• How are stakeholders going to benefit from the project?
• What do you want from stakeholders?
• How are you going to use the money and resources granted by stakeholders? 

In this post, we will learn about all these about writing a perfect project proposal in 2024. We will look at different types of project proposals, a project proposal template, and a real-world example of a project proposal.  

What is a project proposal? 

A project proposal is a project management document that outlines a project’s objectives, timeline, budget, goals, and requirements. 

It is primarily written for stakeholders to secure funding, gain approval, and secure resources. However, other types of project proposals are also sent to win projects from clients.   

A project manager should have a good understanding of the project and its key stakeholders for writing an effective project proposal. It is because a manager needs to get into the heads of the project’s stakeholders to understand what they expect from a project and write an effective project proposal accordingly to ensure buy-in for the project.

Benefits of writing a strong project proposal

Writing a strong project proposal offers a surprising number of benefits beyond simply securing funding or approval. Here are five key benefits of writing an effective project proposal:

• Clearly defines the project to increase the chances of success  
• Makes it easy for stakeholders to mutually understand the project 
• Ensures everyone involved is on the same page about goals, roles, and expectations
• Helps identify potential roadblocks early for proactive planning of solutions  
• It can attract funding, and talent, and even serve as a marketing tool

Difference between a project proposal, a project charter, and a project plan

It is important to note that a project proposal is different from a project charter and project plan. Let’s understand the difference between these terms.     

Project proposal vs. project charter 

A project charter is a formal document that outlines the project’s goals, objectives , and resource requirements for a shared understanding of the team. It can’t be created until the project proposal is approved. Whereas a project proposal is written during the initiation phase.

Project proposal vs. project plan  

A project plan is a detailed guide that provides step-by-step instructions for executing, monitoring, and managing the approved project. It is created during the planning stage after the project charter and project scope is defined. Whereas, a project proposal is a persuasive tool for securing project approval and resources.

Read more: Project management plan – everything you need to know about

Project proposal types 

Project proposals are of six different types. Each has a different goal. A manager may have to write a project proposal for external and internal stakeholders to run a project successfully. Therefore, it is important to know about the different types of project proposals.

1. Solicited project proposal 

A solicited project proposal is sent in response to a request for proposal (RFP). RFP is a document sent by a company to vendors to seek out resources required for a project. It includes the details of the scope of the work and the payment company pays for the resources. 

RFP is sent to many vendors. Thus, while writing a solicited project proposal, you need to keep in mind that you may be competing against other vendors to secure a project. Thus, you need to keep your tone persuasive.

2. Unsolicited project proposal 

This type of proposal is sent without having received a request for a proposal (RFP). A company has not sent a request for proposal to vendors but you know that the company is seeking resources from third-party vendors. You may or may not be competing against the other vendors in this type of proposal.

3. Informal project proposal

It is a type of project proposal that is created when a client makes an informal request for a project proposal from vendors. It means there is no formal RFP. Thus, the rules for writing a project proposal are less concrete. You can follow any format that can secure you a project.   

4. Renewal project proposal

A project manager writes this type of proposal to existing clients to extend their services to the client. In this type of proposal, you focus on highlighting past achievements to secure a renewal for the future.

5. Continuation project proposal 

The purpose of the continuation project proposal is to inform the client that the project is beginning and communicate the progress. You are not persuading the client with this type of proposal.   

6. Supplemental project proposal

As the name suggests, this type of proposal is sent to the stakeholders who are already involved in a project to secure additional resources. The purpose is to convince the client to invest additional resources during the project execution phase.

How to write a winning project proposal?

You need to include certain elements in the project proposal to make sure it is good. Have a look at the steps to learn how to format a project proposal. 

A. Pre-writing stage

The pre-writing stage is crucial for creating a compelling and successful project proposal. Here’s a breakdown of the key steps involved:

1. Understanding the audience 

The first step is to identify decision-makers and understand the mindset of the audience for which you are writing a proposal. Thoroughly research the client’s needs, goals, and expectations. This includes understanding their industry, current challenges, and past projects. 

Determine who will be reviewing and approving the proposal. This will help you adjust the tone, level of detail, and overall focus to cater to their expertise and interests. Tailor your proposal to directly address their specific concerns and priorities.

2. Project requirements gathering 

To create an effective project proposal that has a higher chance of getting accepted, gather the project requirements. Usually, it is mentioned in the Request for Proposal (RFP) where specific requirements, evaluation criteria, submission deadlines, and any other instructions are provided. 

If there is no RFP, schedule meetings or interviews with key stakeholders to gain a deeper understanding of the project requirements. This allows you to ask clarifying questions, gather feedback, and ensure your proposal aligns perfectly with their expectations. 

3. Team brainstorming

Writing a project proposal is teamwork. Involve your team in brainstorming sessions to make a strong proposal. When a team is involved, it diversifies perspectives and expertise, leading to a more comprehensive and well-rounded proposal. Discuss the project goals, potential solutions, and resource needs with your team. Refine the proposal concept based on the collective knowledge and ensure everyone is aligned on the final approach.

B. Writing the proposal

1. start with writing an executive summary .

An executive summary is a concise overview of what a project is all about. It talks about the most important details or information of the project. 

It primarily talks about the problem a project will solve, the solution a project will provide, and the benefits stakeholders will get from investing in this project. 

It is important to keep in mind to explain these items briefly as you are going to explain the problem and solution in detail later in your proposal.     

The purpose of writing an executive summary is to pique the interest of the stakeholders in a project. It is like the elevator pitch of an entrepreneur whose purpose is to attract the stakeholders for further discussion.

2. Explain the problem in the project background

The project background is a one-page section that focuses on highlighting the opportunity by talking about the project problems you are going to solve. It talks about the problem and its history such as statistics, references, and start date. 

It discusses what has been done so far to solve the problem by others or earlier projects. What is the current state of the problem, and how your project will focus on solving it? 

This section indicates the opportunity and the next section of vision explains how you are going to seize the opportunity.       

3. Project vision and solution

Project vision is the section where you present the solution to the problem. Vision statement defines your vision for the project, the solution you are going to work on, and how it will solve the problems. 

This section tells what goals and objectives you are going to achieve from the project. Thus, it also acts as a north star or success criterion for your project. 

Now, stakeholders know what a project is all about; the problems, the solution, and the objectives. And they are interested to know how you will achieve the proposed objectives of a project. 

The next sections of a project proposal talk about the project approach, scope, deliverables, milestones, budget, resources, and timeline.  

Read more: Project objectives: learn how to write them for business growth

4. Project scope and deliverables

This section describes all the work items you need to work on a project. It involves breaking a large project into small tasks so that stakeholders can easily understand the project scope.

 It also includes describing key milestones and project deliverables during the execution phase of your project life cycle. 

The purpose is to provide stakeholders with enough information to make decisions about funding and resources.    

5. Project timeline

Project stakeholders have a clear idea about the scope of the project. But the very next question that comes to stakeholders’ minds is how much time a project will take to complete. 

You need to propose an estimated timeline for the project describing when the key deliverables and milestones will be delivered and achieved.

6. Project methodology

With every project, the risks of cost, scope, time, and quality are associated. Thus, you need an effective project management approach to manage these risks.

In this section, you explain to stakeholders about the project approach you are going to use for project management . It includes defining project management methodology, tools, and governance for your project.

79% of teams worldwide use digital collaboration tools . The choice of your project management tool is going to influence how the project will be planned, executed, and managed and its potential risks are identified and mitigated successfully. 

ProofHub is an all-in-one project management and team collaboration software that provides you with a centralized platform to collaborate with a team on a project proposal. 

ProofHub strengthens your project proposal’s “Implementation Plan” by providing a platform to meticulously define tasks, assign roles, and track progress . Its work plan section allows for a detailed breakdown of the project with clear task dependencies and time estimates, visualized through a Gantt chart .

Team members can be assigned to specific tasks, ensuring accountability, while resource allocation demonstrates a well-planned approach. 

Real-time progress updates, collaborative discussions within tasks, and reporting capabilities showcase transparency and proactive management.

By incorporating ProofHub, your proposal presents a clear picture of efficient execution, giving the reader confidence in your ability to deliver the project successfully.

Learn more about ProofHub’s collaboration capabilities !

7. Project resource requirements

Project resource requirements talk about the resources you need to complete your project which includes materials, human resources, and technology. It is a key section that is crucial for the success of the project because every project needs resources to convert a plan into action.          

This section of the project proposal briefly describes the project resources you need for the project and how you are going to utilize these resources. 

It does not explain the nitty gritty details of resource allocation. But, it gives a fair idea of why you need specific resources for your project and how these will be utilized. 

Read more: 2024 guide to project resource management: processes, challenges & tools

8. Estimate project costs and budget

Project resources come at a price. Thus, in this section, you will define the project costs and create a project budget. It is the responsibility of a project manager to write this section in such a way that it covers all the project expenses. 

At the same time, it also provides the opportunity for stakeholders to jump in and help you mitigate unexpected costs.  

It also includes estimating project costs everything from the cost of project technology to team salaries and materials.

9. Closing statement 

At this point of a project proposal, stakeholders have complete information about the project: scope, cost, time, objectives, and impact. You just have to briefly summarize the problem your project addresses and remind stakeholders about the benefits they will get from this project. 

You can use cost-benefit analysis to demonstrate why your project is profitable. Thus, in this section, you wrap up your project proposal with a persuasive and confident conclusion to convince stakeholders to close the deal. 

I hope these steps help you write a winning project proposal. Now, let’s have a look at some practical tips from experts to write a winning proposal.

Additional tips to write a perfect project proposal

Here are the five practical project proposal tips for writing a proposal:

• Clarity and conciseness: Do not use jargon or make your proposal overly complex. Keep it simple so that project sponsors can understand it easily.    
• Strong value proposition: You want your project proposal to be accepted. Give strong emphasis on the benefits of your project and how it addresses the existing problems.
• Compelling visuals: Make your proposal compelling so that project sponsors read it. If it is not persuasive and visually interesting, project sponsors may not read it.  
• Proofreading and editing: Do not make silly grammatical mistakes and fact check and proofread your proposal. Wherever required provide statistics to back your claims.  
• Use collaboration tools: A project proposal involves explaining about project scope, cost, time, and resources. Use a project management tool like ProofHub to create a plan and collaborate with a team to create an effective project proposal.

Project proposal examples 

A project proposal in project management is primarily sent to the stakeholders to secure funding, gain approvals, and request resources from stakeholders.        

Here is a real-world example to get an idea of how to write a proposal for a project:

Project Proposal: Implementation of a CRM System to manage company customers, prospects, and leads 

1. Executive 

The Customer Success Manager at XYZ Corporation is proposing the implementation of a new Customer Relationship Management (CRM) system. 

Currently, the company is using a legacy system that makes it difficult to manage data and ensure the alignment between the sales and marketing teams. It results in poor customer service to the customer and missed opportunities. 

The new CRM system streamlines the company’s customer interactions, improves data management, and enhances overall customer satisfaction. 

This results in enhanced customer relationships, improved operational efficiency, and increased business growth.  

2. Background 

• Lack of centralized data management system
• Lack of alignment between marketing and sales departments
• Not able to provide exceptional customer experience due to operational inefficiencies

3. Vision 

• Implementing CRM to improve customer data management by centralizing all customer information into a single database
• Enhance communication and collaboration among sales, marketing, and customer service teams
• Increase customer satisfaction and retention through personalized and timely interaction

4. Project scope

• Researching and selecting a suitable CRM solution based on the specific needs and requirements of XYZ Corporation.
• Customizing the CRM system to align with the company’s business processes and workflows.
• Migrating existing customer data from legacy systems into the new CRM platform.
• Phase 1: Research and Selection (1 week)
• Phase 2: Customization and Configuration (2 weeks)
• Phase 3: Data Migration (1 week)
• Phase 4: Training and Adoption (2 weeks)
• Phase 5: Go-Live and Deployment (2 weeks)

5. Project management approach  

Hybrid project management : Waterfall during the planning of each phase of the project and Agile during the implementation of the CRM.

6. Project resource and budget  

The estimated budget for the CRM implementation project is $50,000, including software licensing fees, customization costs, training expenses, and implementation services.

7. Project risks and mitigation

• Potential resistance from employees toward adopting new technology 
• Integration challenges with existing systems and applications: 

Mitigation:

• Addressed through providing training sessions for employees to ensure hassle-free adoption of the CRM system.
• Managed through careful planning and coordination with IT vendors and stakeholders.

8. Conclusion

The implementation of a CRM system for XYZ Corporation enhances customer relationships, improves operational efficiency, and drives business growth. We seek approval from the executive management team to proceed with the implementation of the CRM system as outlined in this proposal.

Project management proposal template

Trying to manage a project without project management is like trying to play a football game without a game plan. – Karen Tate

A project management proposal template provides the framework and detailed proposal outlining to create a project proposal. It outlines the sections you need to include in a project proposal and the instructions in each section. By following the instructions in the template, you know how to make a project proposal, customized to your business needs.

Here is the project management proposal template: 

1. Executive Summary 

In this section, you will summarize the complete project proposal and add the most important details of the project. 

Outline the following details in brief in the executive summary:

• Project background and vision
• Project goals and deliverables
• Project budget, timeframe, resource, and success criteria      

2. Project Background 

In this section, you will talk about the problem a project is going to solve or the business opportunity a project intends to grab. Explain it in-depth because it forms the basis of the project.

Here is what you need to include:

• Project history and stats of similar projects  
• The basis upon which the project is created

3. Project vision   

This section includes the project vision statement. You explain the solution to the project problem and define the goals of the project. 

Here is what you need to do:

• Write a project vision
• Present a solution       
• Write the SMART goals you want to achieve

4. Project plan

It includes multiple sections as below:

4.1 Project scope and deliverables  

Project scope defines all the work you need to do to complete the project.

Project deliverable is something that is of the end-user or customer value.

4.2 Project timeline 

Every project has a start and an end date. Similarly, there is a timeframe for each task and deliverable.

4.3 Project approach 

Every project follows an approach to project management and uses project management tools. For example, construction projects follow the Waterfall methodology whereas software development projects follow the Agile methodology.

4.4 Project risks

A project risk is something that can impact the cost, time, and scope of the project.

List here all the project risks, likelihood, impact, mitigation plan, and risk owners in a table.

4.5 Project resource requirements

Project sponsors need to know about the details of the resources required to approve the budget for the Project Proposal. 

Define the project resource requirements here in the table: 

• Technology requirements 
• Human resources requirements
• Material requirements    

4.6 Project estimated cost and return on investment  

A project sponsor wants to know the project costs and return on investments.

4.7 Project ownership and communication plan   

This section includes the details of the key stakeholders of the project. 

• Project sponsor: who owns the project 
• Project customer: who the project is being delivered to
• Manager: who is responsible for managing the project and informing the status to stakeholders  

5. Call to action 

In this section, provide your contact details for the client to get in touch with any questions or allow the project sponsor to authorize the project if they are happy with the project proposal.

It is important to keep in mind the above-mentioned are the standard sections that are included in most project proposals. If you want to add some other elements to your project proposal, you can add the sections as per your needs to format a project proposal.

Create a winning project proposal with the right tool

A good project proposal convinces stakeholders why the project should be carried out. It should clearly describe project problems, project objectives, benefits for stakeholders, your requirements from stakeholders, and how you will utilize the secured resources. You need to have a good understanding of the project and project sponsors and stakeholders before writing a project proposal.   

To create an effective project proposal, you need cross-collaboration between departments to gather key details and project management software to plan a project.    

That’s where a feature-rich project management software, ProofHub, comes into play. It helps you with team collaboration and project planning for the project proposal. You can create a project plan using a Gantt chart , create tasks using task management software , and collaborate with the team using chat and a centralized file-sharing system .

Organize, manage, and collaborate seamlessly with ProofHub – All-in-one solution for projects, tasks, and teams

Related articles

• How to manage projects with a tool like ProofHub
• 10 Common project management challenges (and How to solve them)
• Project objectives: learn how to write them for business growth
• The 11 best project management software for your team

How long should a project proposal be?

A project proposal should not be too long. Ideally, a project proposal should take 1-2 pages but it also depends on the complexity of the project and the format you choose.

What section of a proposal presents a list of project costs?

Project costs are briefly covered in the Project Cost section. However, it depends on the template you choose. The detailed breakdown of the project costs is attached with the project proposal in the reference document.

What section of a proposal identifies the key issues and discusses the project goals?

Project background and project vision are the sections that talk about the key issues and project goals. However, it is explained in brief in the executive summary also.

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A step-by-step guide on how to write a winning project proposal

Hanna Stechenko Manager, SEO Management

Reviewed by:

Ashley Kemper VP of Revenue Marketing

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So, you want to discover how to write a proposal for a project.

Well, “Let there be light!” This article is here to show you the way.

Let’s start by diving into what a project proposal is.

What is a project proposal?

A project proposal is a detailed document that presents the plan for a specific project to get approval or funding from stakeholders, such as clients, investors or management.

Usually, it specifies the project’s objectives, scope, methodology, resources, timeline and projected outcomes.

What is the purpose of a project proposal, and why do you need one?

The purpose of a project proposal is to present a clear roadmap for the future project and get necessary buy-ins.

We’ve surveyed 720 users of our project proposal templates , and they highlighted the following three goals of writing a project proposal, among others:

• Define clear objectives: specify goals and deliverables for the project, mitigating risks and scope creep.
• Align stakeholder expectations: make sure everyone is on the same page about the project’s scope and purpose.
• Demonstrate feasibility: build a strong case for the project’s success by outlining a detailed execution plan.

→DOWNLOAD NOW: FREE PROJECT PROPOSAL TEMPLATE

What are the benefits of a well-written project proposal?

There are many benefits to writing a clear and comprehensive project proposal compared to a poorly written one:

Let’s now look at a detailed proposal structure.

What to include in your project proposal structure

Here is a general project proposal structure that you can adjust to your specific needs:

1. Cover page

Add the title of your project, names and roles of people involved, and other data like the project number and initiation date.

2. Project description

Define the problem, solution, and expected outcomes.

Project overview: This initiative aims to develop an AI writing tool that produces more natural, human-like text. By analyzing patterns in human writing samples, the tool varies sentence structures and lengths and occasionally inserts minor imperfections like spelling errors or grammar mistakes. This nuanced approach seeks to create AI-generated content that feels authentic while remaining clear and understandable.

3. Background information

Provide information that is important for understanding the purpose and urgency of the project, such as your previous work, relevant literature, or historical data.

Background: Previous AI language models tended to generate text with rigid adherence to rules, lacking the natural variation of human writing. Our past research examining blogs, novels, and workplace writing revealed a need for more authentic-feeling AI-generated prose. This project builds on those findings.

4. Objectives

Define the project’s goals and success metrics.

Objectives: — Create an AI writing model that outputs prose with human-like variations in style, tone, and structure — Develop algorithms to analyze and replicate common quirks in human writing samples — Implement user controls to adjust output formality and complexity as needed — Achieve high ratings (>4 on a 5-point scale) in user testing for online authenticity and readability

Briefly yet clearly outline the project’s scope.

Scope: The initial scope covers an AI model and tools to generate long-form writing (emails, reports, articles) with customizable levels of human realism. Potential future phases could extend to other domains like storytelling or dialogue.

6. Deliverables

Describe project outcomes, including the product to be delivered, reports, etc.

Deliverables: — AI writing model and integrated user interface — Model training data and linguistic rulesets — Technical documentation and code repositories — Research paper detailing approach and findings

7. Project timeline

Include a schedule with stages and defined timeframes. Example:

Timeline: — Implementation planning (6 weeks) — Data collection and annotation (12 weeks) — Model training and refinement (16 weeks) — User testing and evaluation (8 weeks) — Documentation and delivery (4 weeks)

8. Resource requirements

List what is needed to complete the project: personnel, equipment, technology, financial resources, and other materials.

Resource requirements: — 3 AI researchers/engineers — Cloud computing resources for model training — Access to a corpus of human-written texts — Usability research staff for prototype testing

Break down all project costs , including labor, materials, overhead, and any additional expenses to illustrate the project’s financial feasibility. Example:

Budget: — Personnel: $480,000 — Computing and storage: $75,000 — Research materials: $20,000 — Total: $575,000

10. Risk analysis

Identify foreseeable challenges, evaluate their implications, and propose strategic countermeasures to prevent or mitigate risks while supporting the project’s objectives.

Potential risks: These include human rater biases during data labeling, overfitting models to limited writing styles, and user rejection of artificial text imperfections. We will employ techniques like randomized rater assignment, model cross-validation, and extensive user testing to mitigate these factors.

11. Alternatives considered

Offer your “plan B” for chosen approaches, technologies, workflows , etc.

AI model architecture: — Option 1 (chosen): Transformer-based language model with multi-task learning for style transfer and grammatical error generation — Alternative: Sequence-to-sequence model with separate components for variation and naturalization Human writing data: — Option 1 (chosen): Curated corpus spanning diverse genres (novels, blogs, workplace writing) — Alternative: Automated web crawling of public online text

User interface: — Option 1 (chosen): Interactive sliders to adjust realism/complexity level — Alternative: Predefined style presets (e.g. casual, professional, creative)

12. Terms and conditions

Summarize overall project requirements with concise definitions of what happens if the proposal is approved, including terms of its start, completion deadlines, and penalties for any delays or breaches of the agreement.

Project initiation: Work shall commence within 14 days of receiving documented approval. Project duration: All deliverables must be completed within 46 weeks from initiation. Resources: The approved budget and resource allocations are binding commitments. Delays: Penalties of 2.5% of the total budget per week of delay beyond the contracted schedule, up to 20% maximum. Cancellation: The project can be canceled with 30 days’ notice and payment of all completed work. Acceptance: The final system must meet all acceptance criteria defined during implementation planning. Confidentiality: All project data, models, and code shall remain strictly confidential property.

13. Acceptance

Formalize approval from stakeholders by collecting their signatures , which will mean that everyone has reviewed and accepted the roadmap outlined in the proposal and is ready to move forward with the project.

To speed up the process, you can use proposal management software that allows signing docs electronically.

We’ve analyzed the performance of project proposals with PandaDoc users and found that e-signature on average helped them save from 6 to 24 hours while completing a document.

14. Appendix

Include any extra datasets, visual aids, documents, or references that enrich the proposal , offering additional clarity and depth.

A. Human writing samples: — Creative fiction excerpt (novel) — Technical report sample (annual cybersecurity review) — Email thread (informal workplace communication)

B. Preliminary results: — Sample model outputs at different realism levels — Human evaluation study summary (N=35 participants)

C. Linguistic studies on human writing variation: — “Modeling Grammatical Errors in Informal Text” (Conf. Proc., 2021) — “Style and Authenticity in Long-Form Writing” (Journal Paper, 2019)

D. Resumes — key personnel

How to write a project proposal

If this is the first time you’re writing a project proposal, check out these project proposal templates to avoid potential mistakes and deliver a professional document that will impress the recipient.

1. Define the problem

Start by considering the problem that you will be addressing.

Describe the pain points succinctly and in a way that resonates with your target audience.

Use facts instead of opinions and rely on data you’ve gathered through research.

Here is an example of a problem definition within a project proposal:

The e-commerce platform has faced an increasing customer churn rate over the past six months. This has risen to 15%, compared to the industry average of 10%, negatively impacting revenue and long-term growth potential.

The primary factors contributing to this problem include a lack of personalized product recommendations, slow website performance, and inadequate customer support.

This issue is worth solving because reducing customer churn will result in higher customer retention, increased customer lifetime value, and greater business profitability.

Before embarking on this journey, make sure to understand something referred to as the “triple constraint” — time, scope, and cost — also known as the project management triangle .

Keep in mind your particular triple constraint during every step of the project and remember that a change in one element inevitably affects the others.

For example, extending the functionality of your product will require postponing the deadline, and, most likely, increase the overall costs.

2. Present your solution

Help your audience see that your way of solving the problem is in line with their expectations.

Show/explain why other solutions won’t work (or won’t work as well), and guide the reader through your problem-solving process.

When talking about solutions, anticipate questions and objections and be ready to defend your suggestions.

Do your best to paint a picture that helps the audience understand the solution’s larger impact.

Once again, facts and research-backed examples are your best friends.

3. Define your deliverables

Identify project objectives and break them down into sub-objectives and deliverables.

Deliverables are measurable items that fulfill the objectives of the entire project or separate tasks or processes, and satisfy stakeholders’ requirements.

For example. for the objective ‘Improve the user experience on the e-commerce platform to increase customer satisfaction and reduce churn rate’, sub-objectives and associated deliverables might include:

• Website performance audit report identifying areas for improvement
• Optimized website with faster page load times
• Website performance monitoring dashboard
• Recommendation engine design outlining the algorithm and implementation details
• Fully integrated recommendation engine within the e-commerce platform
• User guide and training materials for the recommendation engine
• Customer support analysis report highlighting areas for improvement
• Revised customer support process flowchart
• Customer support training program for staff
• Updated knowledge base for customer self-service

4. State your strategy

Show the strategic approach you’ll take to achieve the project’s objectives.

To do so, follow these steps:

• Introduce your strategy by providing a brief overview of the approach you’ll take to accomplish the project’s goals.
• Describe the project management methodology you’ll use (e.g., agile, waterfall, or hybrid) and justify your choice based on the project’s nature, complexity, and constraints.
• Detail the specific components and techniques that make up your strategy, like resource allocation, risk management, quality assurance, communication, and change management. Explain how these components will work together to support the project’s objectives.
• Assign roles and responsibilities to each team member and stakeholder, ensuring they can collaborate and communicate efficiently.
• Align key milestones and deadlines with your strategy and include them in the project timeline. Explain how these will help monitor progress, manage risks, and ensure the project stays on track.
• Identify potential challenges and risks that may arise during the project and explain how your strategy addresses them. Discuss your approach to risk management, mitigation, and contingency planning.
• Conclude the strategy section by emphasizing the benefits and advantages of your chosen approach. Explain how your strategy is designed to deliver the desired outcomes and meet stakeholder expectations.

5. Outline your schedule and budget

Break your budget down into categories (tools, supplies, etc.) and include both direct and indirect costs.

Provide as much detail as possible so stakeholders can see you’ve done your research to help them make an informed decision.

Outline your project schedule as precisely as possible.

You can add each separate expenditure item to make your budget fully transparent and aligned with stakeholders’ expectations .

Convey the project lifecycle by communicating concrete start and end times, and do not rely on assumptions within this step!

Budget Proposal Template

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6. Tie it all together

The conclusion of your project proposal should be a brief recap of what you’ve covered in the body of the document.

Restate the parts you want your recipient to take away: crucial ideas, facts, and (of course) the solutions you’re prepared to deliver.

Your project proposal should tell a story and form a cohesive whole.

Try not to include information that doesn’t contribute to the overall project objectives and ensure all necessary elements of a good proposal — as seen in this article — have been addressed.

7. Edit/proofread your proposal

Before submitting or presenting the proposal, double-check that it’s consistent and easy to follow. Edit it for clarity and added value.

Make sure that your proposal is also well-organized and visually appealing .

Check the tone and language, and don’t forget to proofread for grammar, punctuation, and spelling mistakes.

Asking for feedback is vital, too.

What are the most common types of project proposals?

These are five of the most common types of project proposals, each with different goals to meet different requirements.

1. Formally/informally solicited project proposals

A formally solicited proposal is initiated in response to an RFP (request for proposal), RFQ (request for quote) or IFB (invitation for bid).

These are formal requests used by buyers to gather more information about prospective vendors and their solutions.

An informally solicited project proposal is usually requested in a more casual form, which makes writing it trickier.

It’s because this type of project proposal doesn’t come with the same level of context as the formal proposal, and the project team has to do a lot of research to gather more information about the buyer.

2. Unsolicited project proposals

An unsolicited project proposal is one that no one asked for — but someone may want to see it. Unlike the solicited proposal, it’s initiated by the vendor, not the buyer.

These proposals often stem from your innovative ideas or insights, not from the other party’s requirements.

Essentially, unsolicited project proposals are more complex than an elevator pitch but perhaps less structured than solicited proposals.

With this type of proposals, you have way more freedom in presenting your ideas and highlighting what you think is really important.

3. Continuation project proposals

These are usually done on a calendar basis and are a considerably lower lift in the proposal department, as the project itself has already been approved.

This type of project proposal is created when a project enters a new phase or when new resources are needed to guarantee its continuance.

4. Renewal project proposals

Marginally different from a continuation project proposal, these are written when a project has ended and needs to start up again.

You’ll typically use data from the previous project in your renewal proposal.

5. Supplemental project proposals

These proposals are written when you need more resources than you initially requested or when you’ve gone over budget on the project.

What’s the difference between proposals and other project-related docs?

It’s important not to confuse proposals with other documentation typically associated with delivering a project, such as business proposals, contracts, project charters, and project plans.

Project proposal vs business proposal

A business proposal is like a sales pitch — it aims to sell a product or service to potential clients or investors.

On the other hand, a project proposal outlines objectives for completing a project that doesn’t necessarily have a commercial purpose.

It’s more about presenting a detailed plan rather than delivering a sales pitch.

Project proposal vs contract

A project proposal is not a contract — they serve different purposes in the project’s lifecycle.

Imagine building a house.

Before any work begins, the contractor provides you with a document outlining the design, materials, costs, and timeline so you can decide if they are a good fit.

That’s a project proposal.

In most cases, it doesn’t create legal obligations between the parties.

Now, a contract is when the contractor and you sign a legal agreement specifying the terms and conditions, including the final scope of work, project duration and liabilities.

Unlike the project proposal, it’s legally binding.

Project proposal vs project charter

A project proposal convinces the recipient to accept your offer.

Once your proposal has been green-lighted, you can try to speed up the project development by creating a project charter before really getting things off the ground.

A project charter is an internal document that officially authorizes the start of the project.

It’s intended for your internal team and provides a clear framework for project execution.

A good project charter is brief and formal.

It should talk about the project’s expected timeline, scope, and key planning aspects.

In doing so, it creates a clear mandate for your project manager to hold their staff accountable and work to set deadlines.

Ideally, your project charter should be accepted by the client or project sponsor to ensure clarity and alignment, and mitigate risks.

Project proposal vs project plan

Your project plan is a comprehensive roadmap for success, containing the project’s operational and tactical details.

It goes into much more detail than the project proposal or charter.

The project plan elaborates on how you will achieve your goals with a breakdown of tasks, resource allocation, risk management, quality control measures, and anything else to lay the foundations for the project.

This is because team members must know exactly what they should be doing on a day-to-day basis.

And, if things go wrong, a solid plan can help managers pinpoint where the problem lies.

→DOWNLOAD NOW: FREE PROJECT PLAN TEMPLATE

What’s the difference between a project proposal and a project?

A project proposal is a document that proposes the initiation of a new project, serving as a roadmap outlining its key objectives and deliverables, and seeking the recipient’s approval.

A project is the actual implementation of the plan outlined in the project proposal once it’s been accepted by the recipient.

10 project proposal templates (free downloads)

Even if you’re well-versed in proposal writing, a template can still save you a lot of time and become a good source of inspiration.

Plus, it can help you boost conversion rates.

In this section, we explore ten of our most versatile ready-to-go templates and suggest how to write a proposal for a project example.

You can use all of these templates for free just by creating a PandaDoc account.

1. Standard sales proposal template

This sales proposal template is adaptable and can be used for a variety of purposes: bidding for contracts, acquiring clients, launching new products, making investor presentations, and forming strategic partnerships.

It has all the elements for sales reps to present their offerings in an organized and visually appealing way.

→DOWNLOAD NOW: FREE SALES PROJECT PROPOSAL TEMPLATE

2. Digital marketing project proposal template

A digital marketing proposal template that allows you to quickly craft a proposal highlighting your digital marketing services.

It explains the importance of digital marketing, outlines your strategies, and details your pricing , helping to convert prospects into current clients efficiently.

→DOWNLOAD NOW: FREE DIGITAL MARKETING PROJECT PROPOSAL TEMPLATE

3. Sponsorship project proposal template

Acquiring a sponsor isn’t an easy ride, and a proposal is a perfect chance to highlight your value proposition.

This sponsorship project proposal template explains the benefits of partnering with your organization, outlines the sponsorship packages, and details the associated costs, helping to attract and secure potential sponsors with confidence.

It’s a good idea to include sections on the “Purpose of the project” and the “Target audience profile” near the top of the document.

Remember: customization and personalization are key, so make sure to align your narrative with the expectations of your target sponsors for that perfect pitch.

→DOWNLOAD NOW: FREE SPONSORSHIP PROJECT PROPOSAL TEMPLATE

4. Recruitment project proposal template

Workforce trends like hybrid working and the Great Resignation have created a highly competitive environment for recruiters.

A recruitment project proposal is your chance to stand out to companies looking for recruitment services.

Make sure to add your track record in talent acquisition — for instance, by displaying relevant statistics or case studies.

Finally, provide detailed information on the recruitment process, timelines, and expected outcomes.

This helps potential clients understand the value and efficiency of your services.

→DOWNLOAD NOW: FREE RECRUITMENT PROJECT PROPOSAL TEMPLATE

5. Software development project proposal template

Use this proposal to showcase how reliable your software development services are and how good you are at delivering value to your clients.

Don’t forget to turn your client success stories into a powerful marketing tool — link to any relevant websites and examples of the software you’ve developed.

→DOWNLOAD NOW: FREE SOFTWARE DEVELOPMENT PROPOSAL TEMPLATE

6. Accounting project proposal template

A proper accounting project proposal is a great chance for you to secure long-term partnerships that will grow with the accounting needs of your clients.

Create a document that demonstrates your company is competent and has an eye for detail. Emphasize your knowledge of the regulatory frameworks of the recipient’s industry, and provide fully costed breakdowns of your services.

→DOWNLOAD NOW: FREE ACCOUNTING PROJECT PROPOSAL TEMPLATE

7. Real estate development project proposal template

An outstanding real estate project proposal strikes a balance between comprehensive detail and stunning visual aesthetics.

Inside, your readers should be able to see pictures of your previous projects along with aerial views and technical sketches, which will surely grab their attention.

From here, you can really get stuck into the details of your proposed real estate development.

You should include separate sections for financial, environmental, and location analysis, discussing your methodologies for risk monitoring and resource allocation.

→DOWNLOAD NOW: FREE REAL ESTATE PROJECT PROPOSAL TEMPLATE

8. Search engine optimization (SEO) project proposal template

SEO is a technical topic that most businesses understand the importance of, though very few have the time to devise an in-depth SEO strategy for themselves.

This is where a clear project proposal comes in, translating your line of work into comprehensible terms for those outside your industry.

You may want to begin by explaining a bit about how SEO works before presenting your services as the answer to your client’s needs.

SEO is all about hitting KPIs. So make sure to present relevant statistics, demonstrating ‘before and after’ comparisons of your previous clients’ performance.

→DOWNLOAD NOW: FREE SEO PROJECT PROPOSAL TEMPLATE

9. Venture capital project proposal template

We often talk about short attention spans in business settings, but venture capital takes it to the next level.

Since the industry is so fast-moving, venture capital investors are constantly looking for the next cutting-edge company that can provide a proven business case and ROI.

As such, you need to make your proposal urgent and get right to the point. Be sure to highlight your value proposition at the top of your document, alongside a summary of your goals and what any investments will go toward.

→DOWNLOAD NOW: FREE VENTURE CAPITAL PROJECT PROPOSAL TEMPLATE

10. Artificial intelligence (AI) project proposal template

Artificial intelligence has taken the world by storm, and there are many lucrative contracts to be won by developers.

However, securing an AI project is no easy task.

Use this project proposal template to foster trust in your company’s solutions and deliverables.

Specify what types of AI you specialize in, and explain their applications to the reader in layman’s terms.

As the AI space is rapidly changing, it’s a good idea to highlight your agile methodologies and ability to adapt to market forces.

→DOWNLOAD NOW: FREE AI PROJECT PROPOSAL TEMPLATE

Top tips on how to approach writing a project proposal

Before writing a project proposal outline.

Make sure you consider the following:

• Identify your target audience (your primary decision-makers).
• Determine the type of relationship you’re looking to cultivate with them.
• Think of ways to create this type of relationship.

More questions to ask yourself

Here are just some of the questions worth asking yourself before you get down to work:

• How familiar is your audience with the proposed project scope? What do they know? (And what don’t they know?)
• What do they want to hear? What would be the best way to communicate your idea so it’s easily understood?
• Does your proposal need to provide background information and supplemental material on a particular topic?

Keep potential drawbacks and pitfalls in mind

Project proposals often get rejected within organizations because they:

• Are poorly defined
• Do not align with the goals of the recipient’s organization
• Do not clearly and credibly define the project’s benefits
• Are not effectively presented and sold

Make sure to keep these in mind when crafting your next proposal for max impact.

Data and research are key

When looking at how to write a project proposal, remember that it should be backed up by facts, graphs, figures, and charts.

Do some research on past projects — both successful and unsuccessful — to gather useful data, evidence, and examples to prove your claims.

Examine previous case studies and weave them naturally into your narrative presenting project objectives and proposed solutions.

This should help you create solid project proposals that lead to successful outcomes.

Discover how to write a winning project proposal using PandaDoc

Creating a compelling project proposal is crucial for securing approval and support.

By using specialized document management software, you can streamline and enhance this process. Here’s a step-by-step guide on how to create a project proposal with our suite:

• Use one of the free templates (as seen above).
• Alternatively, create your template from scratch to fit the specific needs of your project.
• Fill in the template with relevant customer and project information.
• Add text, images, videos, tables, checkboxes, and other elements to make your proposal look professional and personalized.
• Prepare the signatory fields to collect e-signatures.
• Send your completed proposal to all parties involved.

You can sign up for a free 14-day trial and explore the process in more detail.

PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

Originally published December 16, 2021, updated July 29, 2024

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What Is a Project Proposal and How Do You Write One?

In virtually every field, successful endeavors often begin with a well-structured plan. 

This blueprint in project management is a project proposal , a guiding document outlining a project’s purpose, scope , resources, and potential outcomes. 

Whether you’re aiming to secure funding for a groundbreaking research initiative , pitch a new business venture, or initiate a community-driven project, a thoughtfully crafted project proposal is your foundational tool for gaining approval and support.

In this article, we will look at the fundamental concepts of a project proposal, exploring its significance and shedding light on the step-by-step process of creating one. 

So, let’s embark on this journey to mastering the art of project proposal creation and set the stage for your future successes.

Table of contents

What is a project proposal, what are the different types of project proposals, what are the key components of a project proposal, step 1: research and planning, step 2: executive summary, step 3: project description, step 4: budget and resources, step 5: conclusion and call to action, streamline your creation: downloadable project proposal template, how can you avoid common mistakes in project proposals, how to craft project proposals that get results.

At its core, a project proposal is a comprehensive document designed to present a clear and concise overview of a proposed project to stakeholders , decision-makers, investors, or potential collaborators. 

It serves as the initial roadmap for a project, outlining its objectives, scope, methodology, resources, and anticipated outcomes as project assumptions . This project document is created by both project managers and business analysts .

The primary goal of a project proposal is to persuade the intended audience to support the project by providing the necessary resources, funding, or approval.

A well-crafted project proposal goes beyond merely describing the project; it is a persuasive tool demonstrating its value and feasibility. It aims to answer critical questions, such as why the project is important, how it will be executed, what resources are required, and what potential benefits it will yield. Consider conducting a project audit to answer these questions.

By effectively addressing these questions, a project proposal serves as a bridge between the visionary ideas of its creator and the practical considerations of those who have the power to bring those ideas to life.

Now that we’ve gained a clear understanding of what a project proposal entails, let’s now dive into the diverse types of project proposals that cater to different needs and scenarios.

Project proposals come in various forms, each tailored to the specific needs and goals of the project and its intended audience. 

Understanding the different types of project proposals can help you select the most appropriate format for your situation. 

Here are some common project proposal types:

• Solicited proposal : Responds to specific requests, following guidelines in an RFP . Tailored to meet requester’s needs with detailed project info.
• Unsolicited proposal : Presented proactively without formal request. Highlights innovative solutions and captures interest with clear problem solving and benefits.
• Informal proposal : Less structured, suitable for internal team projects. Offers a clear overview of objectives, scope, and expected outcomes.
• Renewal proposal : Extends existing projects, seeking continued support. Highlights accomplishments, outlines next phase, and justifies ongoing investment.
• Continuation proposal : Extends project timeline due to delays or changes. Explains extension reasons, provides updated timeline and budget, and ensures progress.
• Supplemental proposal : Seeks additional resources or funding for ongoing projects. Explains the reasons for the request, outlines changes, and revises the budget and timeline if needed.

These main types of proposals can also differ based on whether they are internal or external in nature. 

Let’s highlight their key characteristics and purposes:

• Internal proposals : Submitted within an organization, these seek approval or funding from higher management. Assuming familiarity with the organization’s background, they focus on specifics, benefits, and alignment with strategies.
• External proposals : Targeting investors, partners, or clients, these emphasize the project’s value and benefits. They showcase the organization’s credibility, demonstrating alignment with external interests and potential return on investment.

Having explored the various types of project proposals, let’s now shift our focus to dissecting the key components that make up a comprehensive project proposal.

Crafting a compelling project proposal requires a balance between conveying passion and presenting a logical, well-structured plan. 

Here are the components of a comprehensive project proposal:

• Title and introduction : This section introduces the project by providing a concise title and a brief overview of the project’s purpose and significance.
• Project objectives : Clearly state the project goals and objectives. What do you aim to achieve, and why is it important?
• Scope and deliverables : Define the project’s boundaries and detail the specific outcomes or deliverables resulting from its successful completion.
• Methodology : Describe the approach and methods you will use to execute the project. The section about methodology provides an insight into the project’s timeline, tasks, and workflow.
• Resources and budget : Outline the resources required for the project, including human resources, equipment, materials, and budget estimates.
• Benefits and impact : Explain the potential benefits and impact of the project. How will it contribute to the organization, community, or field?
• Risks and mitigation : Identify potential challenges or risks associated with the project and propose strategies to mitigate them.
• Timeline : Provide a timeline that outlines the major milestones and key dates of the project’s progression.
• Evaluation and measurement : Describe how the project’s success will be measured and evaluated. What metrics will be used to determine its effectiveness?
• Conclusion : Summarize the proposal’s key points and reiterate the project’s importance.

With a solid grasp of the essential components of a project proposal, let’s move on to uncover a systematic approach for crafting one in just five fundamental steps.

How to write a project proposal in 5 steps

We want to guide you through a systematic and effective approach to creating a project proposal that captures attention and compels stakeholders to rally behind your vision with our easy-to-follow 5-step process. 

Let’s start from the first step – research and planning activities.

In the initial phase of crafting a compelling project proposal, thorough research, and meticulous planning are essential. 

The first step is identifying the project’s objectives.

1.1 Identifying the project’s objectives

Clearly defining the project’s objectives is a cornerstone of effective proposal writing. These objectives serve as guiding stars, directing the project’s path and outcomes. 

To do this:

• Be specific : Ensure objectives and key results are precise and unambiguous.
• Measure progress : Formulate objectives that are measurable to track success.
• Align and prioritize : Ensure objectives align with goals and prioritize them based on impact.

Example : For a software development project, an objective could be to update a platform to make it more user-friendly, increasing online sales by 20% within six months .

With the project’s objectives in focus, the next step is conducting a comprehensive needs assessment to shape our proposal.

1.2 Conducting a needs assessment

It is crucial to understand the project’s context and the problems it aims to solve. Conducting a needs assessment involves analyzing existing gaps and requirements. 

Here’s how:

• Define the problem : Identify the issues the project intends to address.
• Gather information : Collect data, insights, and feedback from customers and other stakeholders.
• Analyze gaps : Compare the current state to the desired state, highlighting gaps.

Example : In a healthcare project, a needs assessment could reveal a lack of awareness about preventive health measures among a specific demographic.

Once we’ve assessed the needs, our attention shifts to analyzing the target audience, ensuring our proposal resonates effectively.

1.3 Analyzing the target audience

Your project’s success hinges on understanding and catering to your target audience’s needs. Analyzing the target audience involves delving into their characteristics and preferences. 

• Demographic study : Define the audience’s age, gender, location, and other relevant attributes.
• Understanding motivations : Identify what drives your audience’s behavior and decisions.
• Tailoring solutions : Craft proposals that directly address audience members’ pain points.

Example : For an educational project, understanding the target audience might involve recognizing a particular student group’s learning preferences and technological literacy.

Having encapsulated the project’s essence, we now turn to the executive summary, starting with summarizing the entire project.

The executive summary is a pivotal component of your project proposal, serving as a concise yet comprehensive overview of the entire proposal. 

This section provides decision-makers with a snapshot of the project’s essence, objectives, and expected outcomes.

2.1 Summarizing the project

Begin by briefly capturing the essence of the project. Condense the main project components, highlighting its scope and purpose. 

Key steps for this subsection include:

• Project overview : Provide a high-level summary of what the project entails.
• Scope statement : Define the boundaries of the project to set clear expectations.
• Problem statement : Briefly touch upon the issue the project aims to address.

Example : A software development project summary might mention creating a cutting-edge e-commerce platform to enhance online shopping experiences.

Continuing the executive summary, we proceed to stating the purpose and key objectives that drive our proposal’s core.

2.2 Stating the purpose and key objectives

Clearly articulate the project’s purpose and its overarching objectives. This section outlines the fundamental “why” and “what” of the project. 

Steps for this subsection involve:

• Defining purpose : Explain why the project is essential, addressing its significance.
• Establishing objectives : Highlight the primary objectives that the project aims to achieve.
• Link to goals : Connect the project’s purpose and objectives to broader organizational goals.

Example : In an environmental conservation project, the purpose could be to protect a specific endangered species, with objectives related to habitat restoration and public awareness.

With the purpose set, we further elaborate on the expected results and benefits in the executive summary’s final segment.

2.3 Outlining the expected results and benefits

Detail the anticipated outcomes and benefits of the project. This section emphasizes the value the project brings to stakeholders. 

Key points for this subsection include:

• Expected outcomes : Outline the tangible results you aim to achieve.
• Benefits statement : Elaborate on how these outcomes positively impact stakeholders.
• ROI and value : Highlight the return on investment and value proposition .

Example : For an education initiative , expected results could include improved literacy rates, leading to a better-educated workforce and community empowerment.

Moving on from the executive summary, we dive into the project description, offering a comprehensive view of the project’s features.

The project description section of your proposal dives into the heart of your project, providing an in-depth look at its components, approach, and execution. 

This section offers a comprehensive view that assures stakeholders of your thorough planning and expertise.

3.1 Providing detailed project information

This subsection offers an exhaustive view of your project, enabling readers to grasp its intricacies. 

Essential steps include:

• Scope breakdown : Detail project components, outlining what’s involved.
• Resource allocation : Highlight workforce, technology, and other resources required.
• Risk assessment : Address potential challenges and your plan to mitigate them.

Example : In a construction project, detailed information might cover architectural plans, materials, and safety measures.

Having detailed the project’s components, we move on to describing the methodology and approach that will bring our vision to life.

3.2 Describing the methodology and approach

In this section, shed light on your project’s methodology – how you plan to bring it to implementation. 

Key elements to cover include:

• Method explanation : Clarify the steps and processes your team (and their duties based on RACI ) will undertake.
• Rationale : Explain why your chosen methodology is suitable for the project.
• Innovation : Highlight any unique approaches or technologies you’ll employ.

Example : For a market research project, your methodology might involve surveys, data analysis, and competitor analysis.

From methodology, our attention shifts to outlining the project timeline and milestones, a crucial roadmap for our proposal’s success.

3.3 Highlighting the project timeline and milestones

This subsection provides a roadmap for your project’s timeline and key milestones. 

Key steps include:

• Timeline creation : Map out project phases, detailing start dates and deadlines .
• Milestone definition : Identify critical project achievements, like prototype completion.
• Dependencies : Highlight tasks that are interlinked and reliant on one another.

Example : In an event planning project, your timeline might show venue booking, vendor selection, and marketing phases.

Transitioning to the budget and resources section, we first estimate project costs, ensuring financial feasibility.

In this section, you outline the financial and resource aspects of your project proposal. 

This section substantiates the practical feasibility of your project and assures stakeholders that you’ve considered all necessary allocations.

4.1 Estimating project costs

In this subsection, you break down the financial requirements for your project. 

• Cost categories : Categorize expenses into labor, materials, and overhead.
• Cost estimation : Estimate the cost for each category, considering market rates and trends .
• Contingency fund : Include a buffer for unexpected expenses or changes in project scope.

Example : For a software development project, cost estimation might involve developer salaries, infrastructure costs, licensing fees, and software testing expenses.

Having gauged the costs, we proceed to allocating resources and funds, strategically distributing them across the project’s facets.

4.2 Allocating resources and funds

Here, you outline how resources and funds will be distributed across project components. 

Steps include:

• Resource distribution : Assign workforce and materials to specific tasks.
• Funding breakdown : Allocate funds to different project stages or activities.
• Efficiency planning : Optimize resource allocation for maximum productivity.

Example : In a marketing campaign, resource allocation could involve designating staff for content creation, advertising, and social media management.

As resources are allocated, we substantiate our financial planning by justifying the budget and reinforcing the proposal’s viability.

4.3 Justifying the budget

This subsection explains the rationale behind your budget, ensuring stakeholders understand its necessity. 

Key points to address include:

• Cost-benefit analysis : Highlight how project outcomes outweigh expenses.
• Market comparison : Compare your budget to industry standards or similar projects.
• ROI projections : Estimate the return on investment stakeholders can expect.

Example : In a construction project, justifying the budget might involve explaining how high-quality materials and skilled labor contribute to long-term durability and reduced maintenance costs.

Concluding the proposal, we estimate all our efforts and create a call to action to make our proposal active.

The final stretch of your project proposal is where you combine all the pieces. 

This section is a persuasive closing, compelling stakeholders to support and approve your project.

5.1 Reinforcing the project’s importance

In this subsection, you reiterate why your project matters and aligns with stakeholders’ interests. 

Steps to reinforce importance include:

• Recap objectives : Summarize the key project objectives and their significance.
• Impact statement : Describe the positive change or results the project can bring.
• Align with goals : Show how the project aligns with organizational or community goals.

Example : For an environmental project, reinforcing importance could involve highlighting how habitat restoration directly impacts local biodiversity and ecosystem health.

The next step is to reinforce the project’s importance and move toward emphasizing its feasibility.

5.2. Emphasizing the project’s feasibility and viability

Here, you address any lingering doubts about the project’s practicality. 

Key steps to emphasize feasibility include:

• Evidence of planning : Refer to your detailed project description, budget, and resource allocation.
• Team qualifications : Highlight the expertise and experience of your project team .
• Risk mitigation : Discuss strategies to overcome potential challenges.

Example : In a research project, you emphasize feasibility by showcasing your team’s research skills, the availability of necessary resources, and a well-considered timeline.

With importance and viability established, our final step is requesting approval or support, sealing the proposal with a strong call to action.

5.3 Requesting approval or support

In this final step, you make a clear and compelling call to action. Steps for requesting approval or support include:

• Specific ask : Clearly state what you seek – approval, funding, collaboration, etc.
• Benefits reminder : Remind stakeholders of the project’s benefits and anticipated outcomes.
• Contact information : Provide the necessary details for stakeholders to respond or seek more information.

Example : A call to action for a community development project could involve requesting funding from potential donors and offering direct contact for further discussions.

Now that we’ve mastered crafting a project proposal in five essential steps, let’s take it further by exploring a convenient solution – a downloadable project proposal template that streamlines your creation.

While it’s essential to understand the intricacies of crafting a project proposal, having access to examples and templates can provide valuable insights and save you time. 

Here, we’ve prepared a project proposal template that can serve as inspiration for your own proposals.

Remember that this template is meant to serve as a guide. Tailor it to suit your specific project, objectives, and audience. The goal is to provide structure and inspiration while allowing room for your unique ideas and insights. 

Now that we have a clear roadmap for crafting effective project proposals and a template to ease their preparation, let’s explore how to navigate potential pitfalls by learning to avoid common mistakes in the proposal writing process.

Several common pitfalls can undermine the effectiveness of your proposal. 

Steering clear of these mistakes can help ensure your proposal stands out and leaves a positive impression on stakeholders.

Having identified the errors to avoid, let’s focus on creating project proposals that avoid pitfalls and yield successful and impactful outcomes.

Crafting a project proposal that yields the desired outcomes requires strategic planning, compelling communication, and a deep understanding of your audience. 

By integrating the fundamental principles discussed in this guide, you can create proposals that capture attention and secure the support, funding, or collaboration you seek.

Crafting a compelling project proposal requires more than just assembling information – it demands a strategic approach that captures attention, builds confidence, and inspires action. 

Here are some invaluable tips to help you create an effective project proposal that stands out and garners the support you seek.

If you are ready to take your project management to the next level, consider using PPM Express. 

It’s a robust project and portfolio management tool to help you easily plan, execute, and track your projects. 

From managing resources and budgets to visualizing project progress, PPM Express offers a comprehensive solution for effective project management. 

Try PPM Express today and experience firsthand the benefits of smooth project management without scope creep.

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

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

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

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

What’s in this guide:

What is a project proposal?

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

Examples of project proposals

Tips for writing a project proposal

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

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

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

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

Types of project proposals

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

Project length:

Short, one-time project

Longer, phased project

Retainer or ongoing project

Paid discovery or audit project

Payment type:

Hourly with estimated hours

Hourly with min and max hour range

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

Industries:

Website design

Graphic design

Architecture and engineering

Construction and property services

Commercial leasing

Interior design

Event planning

Software subscriptions

Administrative management

Payroll and HR management

Market research and analysis

Software development

Product development

Solicitation types:

Solicited proposals sent in response to an RFPs

Unsolicited proposals sent without a prior RFP

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

The cover page is the easiest page to write.

It typically includes:

Your company’s name

The client’s name or project name

A photograph or graphic design

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

Executive summary or letter

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

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

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

Goals or objectives

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

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

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

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

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

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

Project summary and deliverables

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

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

A quick description of the project

A list of project deliverables

A description of project phases with their own deliverables

A project timeline or roadmap

Your project management process

The collaboration or communication software you plan to use

Measurable or specific milestones in the project

A description of the project team and the talent included

About the company

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

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

Terms and conditions

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

Social proof and samples

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

Consider including:

Testimonials

Star rating averages

Portfolio pieces

Work samples

Mini case studies

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

1. Discover the client’s needs

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

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

2. Define their core problem and goals

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

3. Determine the best approach to serve them

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

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

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

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

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

5. Add all necessary sections and details to your proposal

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

The most common proposal structure is:

Executive summary

Approach or solution

Deliverables

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

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

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

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

7. Handle change requests promptly

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

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

5 examples of proposals for a project

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

1. Printing project with optional items

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

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

This example project proposal template includes these sections:

Our Services

Sample Work

Your Investment

2. Marketing proposal with project timeline

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

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

This example proposal template includes the following sections:

Overview & Goals

Scope of Services

3. Accounting project with goals and batches of work

Our next example is an accounting proposal .

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

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

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

The template includes the following sections:

Project Summary

Work Proposal

4. Construction project with project summary and exclusions

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

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

The project proposal template includes the following sections:

Cover Letter

Meet Our Team

Previous Projects

Project Schedule

5. Event management project with hourly work estimates

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

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

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

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

This template includes the following sections:

Introduction

Our Understanding of Your Needs

Writing a great proposal is a lot of work.

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

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

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

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

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

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

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

Next steps: write your own project proposal

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

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

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

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here: linkedin.com/in/dayanamayfield/

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• eCivis , Grants

Project Methodology: A Grant Proposal’s Plan of Attack

• By: Euna Solutions
• March 3, 2023

Having a clear description of the methods that will be used to accomplish your project objectives will make a strong application even more competitive. Some funding agencies may require you to submit a documented form of their methodology. Developing a methodology is not only helpful to the funding agency, but also allows you to definitively address how you expect to use awarded funds to fulfill your project’s purpose. This publication details the purpose of the methodology as a part of the proposal narrative and what it should address.

Methods: The “How” of a Project

As a part of the proposal narrative, the methodology is where you can clearly outline how you will use the requested funds to accomplish your project’s objectives. It is the component in the proposal narrative where you bridge the gap between the objectives and the eventual outcome. It is also where you demonstrate your project’s feasibility by detailing your experiences and resources that will be drawn upon to carry out the project.

The bulk of your methodology discussion should contain detailed descriptions of what project activities will be conducted and how they will be carried out. As your “plan of attack,” your proposed methodology shows the funding agency that you have a logical and well-thought-out plan to carry out reasonable project activities that will lead to the desired outcome. The methods you describe should be presented in a coherent manner, naturally progressing from start to finish.

For example, if your organization is looking for community development grants to provide increased emergency shelters for the homeless, the methodology should detail how you plan to acquire shelter facilities, offer services, and reach out to those in need of the facilities.

In addition, the methodology should be justifiable or have some form of expert approval to support the viability of the project. This could be documented through studies related to feasibility, market analyses, site control, surveys, data collection, and other forms of justification. The methodology should also demonstrate the resources that you have available to achieve your project objectives, such as a description of personnel needed and how they will be selected. You can use this section of the narrative to detail any financial and/or in-kind resources and the clientele to be served. Clearly documenting any and all resources available to a project will validate your ability to carry out and accomplish a project.

Another important issue to keep in mind is that all project needs must be reflected in the project budget. Using the example above, if the project requires collecting data on the incidence of homelessness in a community, the costs associated with surveying, compensating personnel, and other expenses should be detailed as part of the total project cost within a proposed budget.

Having a logical project methodology within a proposal narrative is a vital part of a complete proposal narrative. Painting a vivid picture of how a project will be accomplished will not only demonstrate a carefully planned application, but will also provide the funding agency with evidence of your capacity to produce the desired results. In other words, submitting an application with a detailed yet clear project methodology will increase your chances of securing the funding needed to make your project possible.

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Thesis, major paper, and major project proposals

• Definitions
• Introductory section
• Literature review

Methodology

• Schedule/work plan
• Other potential elements
• Proposal references
• Ask for help

The methodology section can include (but isn't limited to):

• A description of the research design and methods
• A description of data-gathering instruments
• Methods of data collection
• Ethical considerations
• Analysis strategies and techniques
• Potential participants
• Rationale for your choice of methodological choices
• How the methodology is appropriate for the organization or participants
• The advantages and disadvantages of the methodology
• References to scholarly literature that support the chosen research design and methods

If you are unsure if including the methodology is required in your thesis, major project, or research paper proposal, please consult with your instructor or advisor.

This information regarding the methodology section of a proposal was gathered from RRU thesis and major project handbooks, current in 2020, from programs in the Faculty of Social and Applied Sciences, the Faculty of Management, and the College of Interdisciplinary Studies. If the details here differ from the information provided in the handbook for your project, please follow the handbook's directions.

Image credit: Image by Gerd Altmann from Pixabay

• In SAGE Research Methods Project Planner ; access via this link requires a RRU username and password.

Data Collection

How Do I Write About Theory?

• In SAGE Research Methods: Writing Up ; look for the How Do I Write About Theory? drop down option. Access via this link requires a RRU username and password.

How Do I Write My Methodology Section?

• In SAGE Research Methods: Writing Up ; look for the How Do I Write My Methodology Section? drop down option. Access via this link requires a RRU username and password.

Research Ethics

Image credit: Image by Mohamed Assan from Pixabay

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• Last Updated: Jan 8, 2024 12:29 PM
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Project Management

How to write a project proposal (examples & templates).

Senior Content Marketing Manager

July 13, 2023

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Have you ever left a doctor’s appointment feeling uncertain about the treatment plan? It stinks—no one likes being left in limbo when it comes to things that matter to them. 

Clients feel the same type of frustration when they receive unclear project details from agencies. Reassure your customers with a strong project proposal—a statement that clarifies what your agency will do to help the client meet their goals. 

This proposal is basically a “diagnosis” and a “treatment plan.” It shows the client you understand their situation and outlines what project deliverables your agency will create to help the customer meet their objective. 

Boost clients’ confidence in your projects with this guide. It’s packed with proposal writing best practices, project proposal examples, and more to help you strengthen your pitches.

What is a Project Proposal?

Types of project proposals, step 1: research your prospective client’s product and industry, step 2: brainstorm with your internal team, step 3: define deliverables and determine the required resources, step 4: write the project proposal, step 5: add design elements to the project proposal, step 6: present it to your prospective client, step 7: follow up with the prospective client.

A project proposal is a document that outlines what deliverables your agency will create and the objectives you plan to meet through the work. It should describe your diagnostic and prescriptive approach to getting them where they want to be.

Project Proposal Example Outline

A good project proposal should include the Who, What, Where, When, and How of the solution you provide. Specifically, your project proposal needs to include:

• Table of Contents : An index of what’s to come in the project proposal and page numbers
• Executive Summary : A statement that describes the project background and gives a brief overview of what’s to come in the proposal
• Goals : The long-term outcome the client wants to achieve
• Problem Statement : A summary of the obstacles standing in the way of the client’s goals
• Value Statement : A summary statement of how your agency’s services and expertise will solve the problem statement and benefit the client
• Strategy : The high-level proposed solution for how you will reach the client’s goals
• Project Scope : The services that will be included in your agency’s project approach
• Project Deliverables : Individual tasks within the services you provide that contribute to the project objective(s)
• Measures of Success : Metrics that will be used to measure project success (KPIs)
• Timelines : A roadmap of when the client can expect project deliverables and key milestones along the way
• Case Studies : Success stories and testimonials from clients you’ve worked with on similar projects
• Budget : The monetary resources required to complete the project proposal . Include more than one package with a range of pricing to fit different project budgets and goals).
• Project Summary : A concrete takeaway that summarizes the key details of the project proposal.
• Next Steps : Don’t forget your call to action! Tell the client how to get started working with you.!

Not sure how to tie all of this together? Don’t worry; we’ll cover that later!

There are a few different situations where you would submit a project proposal to a client:

• Solicited project proposal : A prospective client approaches you with a Request For Proposal (RFP) , and you submit a proposal in response.
• Unsolicited project proposal : You identify a prospect in your CRM that fits your ideal customer profile (ICP) and submit an unsolicited project proposal to start a contracting conversation without the prospect reaching out first. 
• Informal project proposal : A more conversational approach to a proposal or one that wasn’t specifically requested.
• Renewal project proposal : An existing client is up for renewal. You send this proposal as a prerequisite to resigning so you can reevaluate your current relationship and set new goals.
• Continuation project proposal : Remind or convince current clients to continue the project or provide details about any outstanding or new tasks that might be needed to complete the project.
• Supplemental project proposal : You identify the need to expand an existing project’s scope of work and redefine the client relationship.

Related: Business Proposal Templates

The benefits of writing proposals for projects 

A well-written project proposal is a powerful tool for showing clients why hiring your agency is their best chance for success. 

Specifically, project proposals have a few key benefits:

• Credibility: Provides you a platform to establish your expertise with the prospect
• Differentiation: Give the prospect something concrete to take to internal stakeholders to compare and contrast your services with others competing for the project and get buy-in from their decision-makers.
• Alignment: Aligns internal and external teams on what the goals and vision are for the project proposal from the very beginning.

How to Write a Project Proposal in 7 Steps

A project proposal can either be a big selling point or a missed opportunity; the difference comes down to your process for developing one. Before you begin writing a project proposal, centralize your team communication . Then you can establish a clear planning process so nothing falls through the cracks.

Bonus: Project Planning Tools

Your prospective client doesn’t want an impersonal project proposal. They want a statement that shows you understand their history, branding, industry, and customers.  Show the client you get them and what matters to them by conducting research for your project proposal.

While conducting your research, consider the following:

• What are your customer’s objectives that are driving this project? 
• What gaps in industry knowledge does your agency have that you need to explore during market research ? 
• How long will you have to conduct your research?
• What form of data collection will you use? 
• Will you conduct a competitor audit, client surveys, or an organizational gap analysis?
• Once you collect the data, how will you analyze it? 
• Are there limitations to your research that need to be considered during your planning?
• Do any themes rise to the top as you conduct your research?  
• What resources did you use in developing your research?
• Are the sources credible?
• Are the sources diverse enough to accurately represent the industry?

Don’t forget to document all of your findings in ClickUp’s User Research Plan Template so you can easily reference your analysis in the following steps of your project proposal!

Armed with your research, rally the troops! It’s time to collaborate with your internal team on how you can solve the client’s needs before you put it on paper. 

Brainstorm together using the mind mapping methodology— a visual diagram of ideas connected by a central concept.  It’s an easy way for your teams to brain-dump ideas and talk through each of their unique perspectives on the project – ultimately coming up with the best ideas. 

For example, developing concepts for a marketing campaign requires inputs from multiple teams in your agency. Using ClickUp’s Mind Map will help subject matter experts from across the agency weigh in on the best approach while keeping the client’s goal as the central concept. 

Corral all that genius in one room with ClickUp’s template for project mapping ! With this resource, you can easily brainstorm and organize ideas visually to identify connections between them quickly.

Once your team has identified the best approach to the project, it’s time to outline the specifics of the solution in a project plan . This includes identifying phases of the project, defining deliverables, and filling in the details of each task. 

Using a project management tool, work with your team to assign the timeline, project budget , and task owners for each deliverable to determine the project’s overall scope. Here are a few ClickUp  project management tools that will help you communicate each of these details:

• Custom Fields: ClickUp’s custom fields enable you to assign unique values to tasks like budgets, task owners, due dates, and so much more.
• Gantt Chart: It’s easy to define timelines when you look at tasks in ClickUp’s Gantt chart view , where you can define dependencies between tasks and layout project deliverables in sequential order.
• Checklists: Sometimes, you just need a simple to-do list to make sure you’ve assigned each piece of the project; that’s where checklists are super handy! Easily tag in task owners, set due dates, and notify the project team of completion with a single click.

Now that you have all the project’s internal details, it’s time to organize them into a concise, personalized proposal statement. Collaborating on all of the ideas in a project proposal whiteboard makes it easy to define your proposal as you go.

Once you have outlined the key concepts on ClickUp’s Whiteboard , it’s time to tag in your copywriting team to round out those ideas and write a cohesive proposal Doc. The copywriting team should reference the Whiteboard, project map, and research document as they write to make sure it’s as personalized to the client as possible.

The copy needs to be definitive, concise, and measurable as possible. Once the copywriters are done, give your internal project team a chance to review and surface any revisions needed before sending the project proposal on to the next step.

Make sure you clearly define the project budget as well. The last thing a client wants is to see various costs from initial conversations.

Now for the fun part! Tag your creative team to translate that project background document into a beautifully designed project proposal (a.k.a. make it pretty!). If you don’t have an internal design team, there are several drag-and-drop design templates from services like Pitch and Canva . 

Consider standardizing your proposal in a template regardless of whether you have an internal design team or are using one of these services. Your team can simply adapt ClickUp’s Project Proposal Whiteboard Template for each new client to maintain brand consistency and save time.

You did it!

The day has finally come—you get to wow your client with your genius. Whether you meet in person or via zoom, send a meeting agenda and a copy of your project proposal via email to your client prior to the proposal presentation.

Providing the proposed project and meeting cadence beforehand will give the client time to consider the proposal, form any questions, and potentially add notes to the meeting agenda. 

CLICKUP PRO TIP Make this step quick, easy, and consistent across teams by developing a standardized email template in ClickUp .

During the meeting, keep detailed meeting notes and assign follow-up tasks immediately so nothing falls through the cracks post-meeting. Easily take notes and assign action items in real-time with the ClickUp Meeting Minutes Template to create the best project proposal.

Make sure to keep your proposal presentation to the point and as brief as possible. You don’t want to bore your audience before they get to the end.

At the end of the presentation, reiterate the next steps you’ve outlined in the proposal and note how much lead time your team will need if the client chooses to sign on. After presenting the project proposal, answer as many questions as possible, and follow up via email with any answers you don’t immediately have.

We’ve all been there. One minute an agency is promising you the world, and the next, they’re ghosting you for the next best client. Don’t let prospects slip through the cracks.

Keep track of every stage of your project proposals so you know who is responsible for reaching out to the prospect, and when your team last contacted them. 

Tracking the client lifecycle in real-time is easy in ClickUp with custom fields. You can define the stages of your project proposals through custom fields, assigning roles, setting due dates for routine follow-ups, and tagging team members. You can also send client emails and comments right from the task window, giving you a clear audit trail of each customer communication.

Related Project Proposal Resources:

• Project Proposal Templates
• Professional Services Template
• Creative Project Plan Template
• Creative Agency Proposal Planning Template
• Consulting Project Plan Template
• Grant Proposal Template
• Consulting Templates
• RFQ Templates

Use ClickUp for Your Next Project Proposal

At the core of successful project proposals, there’s a team that collaborates effectively. And that’s exactly what ClickUp enables your agency to do.

We bring all of your tools, documents, teams, dashboards, budgets, and workflows into one project management software. This is all in an effort to put an end to context-switching and siloed workflows from working within multiple tools.

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We have over 1,000 app integrations and a full library of free templates built by project management experts that make workflow building easy. You no longer have to spend your precious time creating every process and procedure from the ground up.

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

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

What’s included in a project proposal?

A well-written project proposal includes the following:

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

Target your project proposal for your audience

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

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

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

Organize your ideas before you write

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

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

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

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

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

Back up your content with data

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

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

Call out the costs and risks

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

Cost analysis

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

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

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

Risk analysis

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

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

Set SMART goals and outcomes

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

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

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

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

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

Write the project proposal

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

Begin with an executive summary

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

Keep the project proposal simple

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

Add an appendix for all of the details

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

Practice your pitch

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

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

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

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How to Write a Business Project Proposal that Gets Approved

Updated on: 5 January 2023

Writing a business project proposal definitely takes time and careful consideration, but it will pay off when you have managed to impress your investors. 

Your project getting approved or funded may depend on how effective your project proposal is, so investing that extra effort into perfecting it is essential. 

There are steps that you can follow to make sure that your business proposal makes a great impact on your company’s decision-makers , and in this post, we will walk you through them, explaining how to write a project proposal step-by-step. Also provided are templates that you can use to write a winning project proposal.   

What is a Project Proposal 

Let’s start with the basics. 

What is a project proposal? It’s a document that lists down all aspects of a project ; its background, vision, goals, tasks, requirements, owners, associated risks, etc. So it basically explains what your project is, what you want to achieve with it, and how you plan to execute it. 

It’s one of the many crucial parts of the planning phase of the project. It lays out each and every step of the project, allowing everyone to understand what is required of them, their priorities, and the common goal they are supposed to work towards. 

The purpose of the project proposal is to communicate the value of your project to all stakeholders; clients, employers, investors, and convince them of the value of the project.

Benefits of a well-structured project proposal 

• Clarifies the expectations of the project – project requirements and the action plan
• Helps increase the viability of the project 
• Offers a large overview of the project allowing you to identify issues easily 
• Simplifies project implementation  

Different types of project proposals include

• Formally solicited – a proposal that is made in response to an official Request for Proposal (RFP). The RFP document usually outlines the stakeholder requirements and even sometimes spells out the instructions to prepare the proposal. 
• Informally solicited – this type of proposal does not require an RFP, which means there is no official document outlining the demands of the customer or the stakeholder, therefore doesn’t consist of the specific details a formal one usually has.  
• Unsolicited – this type of proposal is thought of by the person creating them and not expected or requested by anyone, yet they can be of a lot of value to the stakeholder .  
• Continuation – this basically requires you to update an ongoing or already approved proposal or remind the stakeholders of it. You are required to check-in with the stakeholders and discuss progress. 
• Renewal – this is written in support of renewing a project that has been terminated or outlived its usefulness. 
• Supplemental – when you need more resources than what was originally allocated to a project, you can write a supplemental project proposal . Its purpose is to justify the need for extra resources and re-estimate the project scope and timeline.  

How to Write a Project Proposal

Once you have identified the type of project proposal that suits your requirement, you can start writing your business project proposal. 

Before you actually begin to write down the project proposal, there are a few preliminary steps that you need to take. These are: 

• Identify who your stakeholders are. While you should aim to win the attention and interest of your stakeholders with your proposal, the best way to do that is to think like them. Understand who they are, what they already know of, and what they prefer in terms of your idea. Based on who they are, you can alter the information you include, and the language you use. 
• Gather information about the problem the project is aiming to solve, especially in terms of how it’s affecting your stakeholders and their interests.
• Conduct research into the current state of the issue and the potential solutions that have already been discovered by those who are outside of your company or by your own team. This will help you adjust your own solution to generate a more solid argument or determine whether it’s worth pursuing (especially if the solutions found by others have already been tested and failed). 
• Determine the impact of the project on your company’s success or how it will benefit your stakeholders. Layout the success metrics for the proposal and showcase the results, and if you find any risks involved, don’t be afraid to bring them to light as well; in any case, knowing them will allow you to alter your action plan to withstand them. 
• Specify a timeline and the resources needed to complete the project. Check if the teams, equipment, and material needed to carry out the project tasks are available and the objectives can be achieved in a timely manner. Take into account the other projects your team will be working on, the equipment or material that’s currently unavailable, and any extra costs on resources you will have to bear in order to carry out the proposed project. 
• Create an outline of your project proposal based on the information you have gathered. Write down the core elements; more or less the basic elements should include an introduction, problem, solution, the action plan, timeline and resources, and a conclusion.

Completing the initial steps above provides you a good head start to writing your business project proposal. Your next step is to organize your research into a coherent document – an actual proposal. Here’s how to write a proposal for a project from scratch; 

1. Write the executive summary

The executive summary offers a quick overview of the proposal that is to follow. It’s not only the first thing the reader will see, but sometimes it’s the only thing a stakeholder will read before making a decision about the proposed idea. Therefore, the executive summary should make sense to someone who hasn’t read it; for this purpose, it should consist of a synopsis of all the sections in the document. 

• An analysis of the problem 
• The conclusions you have arrived at 
• The recommended action plan   

Aim to keep the summary intriguing and convincing; make use of notable statistics in the first two sentences to pique the interest of the reader. 

2. Define the problem 

Give a brief description of the problem your project aims to solve. 

Referring to the research you have done earlier, you can explain the current situation of the problem in terms of what’s being done about it both within and outside of your organization, and why your stakeholders should be concerned about it.

While you need to be straightforward with your explanation, remember to use the language and concepts your stakeholders resonate with the most. 

03. Introduce your solution 

Now that the stakeholders know what the problem is, it’s time to explain how your project or your solution comes into play. This section is usually the most detailed out part of the project proposal, and to retain the attention of your reader, you can play around with the use of visuals.  

This section should explain your solution along with how you plan to execute it. It should reinforce the fact that your decision is backed by proper and thorough research. Clarify,

• The project approach ; how the team will be put together, the tools and equipment that will be used, and how you will be handling the changes during execution. 

• Project schedule ; list the project tasks along with time estimations for each of them. The task breakdown will enable you to allocate your team properly, and you can use a Gantt chart in this section to clearly outline the resources, tasks, and timeline. 

• Project deliverables ; deliverables are the outcomes of a completed project (i.e. product, service or a detailed report). Mention your project deliverables along with delivery dates. Use a work breakdown structure here to help the stakeholders get a clearer picture.    

As required you can also include additional information such as the anticipated risks and steps you would take to overcome them, a communications plan , and milestones to help track progress.  

In order to make this section more reader-friendly, you can present all this information using an action plan . 

04. Outline the project costs

This section focuses on the estimated cost of the proposed project. It should include an itemized budget for the project. 

The purpose of this section is to help the investors get an idea as to whether the project costs can fit into their own budgets, therefore make sure that the calculations are as accurate as possible.

05. Conclude your proposal 

Provide a brief review of all the key points discussed throughout the proposal. As this is the last section, it’s also the last chance you have to convince your stakeholders; therefore reinforce your solution and why your stakeholders should care about it while ensuring that your proposed method is in the best interest of the organization.

06. Add an appendix 

This section is reserved for the reference documents, charts , graphs, etc. that were referred to when writing the project proposal.  

07. Revise and refine 

In order to substantiate your professionalism and win over your stakeholders, you must present an error-free project proposal. 

Proofread your proposal to check for any spelling mistakes and grammatical errors. Often a fresh pair of eyes helps detect mistakes easily; either get a colleague to review the document or wait 1-2 days and review it anew yourself. 

Project Proposal Templates 

A detailed, well-structured project proposal will help you stay focused and stay on track by offering you the necessary instructions throughout the project, which is certainly better than picking things out from your memory or conversations you had with your team during that meeting a few weeks back. 

To make it easy for everyone, you can have a standard project proposal template that they can refer to when documenting their project idea. 

Following are a few project proposal templates that you can share with the team.

One Page Business Project Proposal

You can edit this template online and share the link with your team or the stakeholders online so they can collaborate on it too. Connect with them via Creately in-app video conferencing and walk them through each section of the proposal. Alternatively, using in-line commenting, they can also leave their feedback on the proposal.

Project Proposal Template

What’s Your Process for Writing a Business Project Proposal? 

Creating a project proposal can sometimes be a mini project in itself.  Using a proper process checklist or a standard template can help you accelerate things. Before writing your project proposal, follow the preliminary steps mentioned above first. Keep your target stakeholders in mind and make a compelling case for your proposal. 

Want to share your thoughts on how to write a proposal for a project ? Let us know in the comments section below. 

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What Is A Project Proposal, And How Do You Write a Great One?

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.

Marissa Taffer, PMP, A-CSM is the founder and president of M. Taffer Consulting. In her consulting practice, she helps organizations with project management processes and tools. She also serves as a fractional project manager supporting digital agencies, marketing departments, and other consultancies.

I’ve reviewed the role of the project manager in project proposals and offer tips for writing winning proposals.

As a project manager, business development is most likely not one of your areas of responsibility. But, having the opportunity to either review or help craft a project proposal before it goes to a client or customer can help ensure a smoother project delivery. 

After spending about a decade working in sales and writing countless winning proposals, I’m excited to share some ideas and best practices to help you and your teams leverage your proposals to win more business and better projects. 

What Is A Project Proposal?

When it comes to making a formal bid for new work, a project proposal generally refers to a written document that will be submitted to an internal sponsor, a client, or a prospective client that builds a case to have your team deliver a scope of work. 

The proposal should tell the reader who will do what, by when, and even why and how.

What Is The Purpose Of A Project Proposal?

The purpose of a project proposal is to help someone understand why your team should be the ones to do the work. This is why it’s very important that a proposal is well crafted and tells a compelling story.

In addition to helping your external audience understand, creating the proposal is an opportunity for the internal team to align on the scope of work and plan to accomplish it.

More about why project proposals are important here .

Who Creates Project Proposals?

The person or team responsible for writing project proposals will depend highly on the organization and the audience for the proposal. If you work in-house, as opposed to an agency, you (or the person leading the project) might be responsible for creating the proposal and sharing it with your manager or the project’s approver.

In an agency setting, often, the project proposal process is owned by business development or the agency’s leadership team.

The project manager and key project team members may be consulted to determine the feasibility and weigh in on things like estimated hours or constraints that must be addressed in the proposal to ensure the project’s overall success.

Project Proposal vs Project Charter vs Project Plan

In the typical project life cycle, the project proposal, project charter , and project plan may be developed sequentially but could also overlap. The project proposal may need to include the proposed project charter and project plan, but these documents may be refined before the project officially kicks off.

Once all parties have agreed to the project charter, the project plan can be confirmed (or developed if it hasn’t yet). The project charter is the project’s north star and how project success will be measured. At the end of the project, the team will ensure that what was outlined in the charter has been accomplished.

The project plan will break down the work needed to execute against the charter and document who will do the work and when it will be completed. The project plan will help keep the team aligned with the overall project schedule and can also help ensure the project budget is utilized correctly across the project.

Two Types Of Project Proposals

Solicited project proposals (rfp).

In some cases, a project proposal is solicited by an organization seeking a vendor or partner to complete a specific body of work. 

In this case, the organization may send you or your team a formal document called a request for proposal (RFP). Depending on your relationship with the requesting organization, this may not need to be as formal and maybe an email or even an inquiry through your website.

When responding to an RFP it is important to understand that the organization that sent the request may have sent the same request to several (or many) other organizations.

In some types of projects, like government or municipal projects, the RFP may be required to be posted publicly for a period of time. This is to allow any interested parties to respond to the request.

Your potential client may have outlined specific formats and deliverables they need to accept your proposal. Follow any instructions carefully as this is not the time to go rogue.

Missing a key document or using a different format could disqualify you and your team from moving forward in the proposal process.

Unsolicited Project Proposals

The other type of project proposal you or your team may create is what is called an unsolicited project proposal. This is when you are proactively creating a proposal based on a perceived (or informally expressed) need.

While unsolicited proposals are more likely ignored or rejected, there are some advantages to creating an unsolicited proposal. First, you may face less competition than in a formal RFP process. This is simply because you approached the prospect first.

The other advantage of an unsolicited proposal is the ability to craft a solution with your potential new client.

Since there isn’t a formal RFP, and you aren’t being judged on a specific set of project requirements or project deliverables, you’re better able to craft a solution that achieves the project objectives and speaks directly to the client’s needs and project budget.

This is sometimes called “getting in before the RFP,” and it can be an advantage to your team or agency.

How do you do this? Through a combination of networking and research. For example, if you’re at an industry event or conference and you’re speaking to potential clients, you hear someone in a group casually mention that they’re considering re-designing their website. 

Reaching out with a proposal (or starting to gather information to write one) before the team has sent out a formal RFP can put you at an advantage.

Another way to do this is to review websites or digital projects your team might want to work on. Say you’d love to redesign a certain company’s digital marketing strategy. Look at what they’re currently doing and identify some opportunities for improvement. 

Instead of waiting to see if they’re shopping for a strategy team, send out your proposal with ideas and inspiration as to what it could look like if this company moved forward with your team.

What Should A Project Proposal Include?

There isn’t a one-size-fits-all, silver bullet format or definitive list of ingredients for an effective project proposal, but here’s a list of the most common sections needed to make sure you cover all of your bases:

Example Project Proposal Outline

Executive summary.

Provide a brief (max 1-2 paragraph) introduction that summarizes the challenge, the solution, and the approach you’d take for project stakeholders.

This section should be tailored to a senior leader who may be responsible for approving the overall project but doesn’t need all the nitty-gritty details of how the work will get done or who will be involved. So keep it high level and include the most important information succinctly.

Our Understanding

Reframe the challenge and project background in a way that shows you understand the realities, constraints, and inherent value of solving that challenge.

If your team has had preliminary conversations with the potential client or team, use some of the language you heard in these conversations to show you were listening and understand what they’re seeking.

Our Solution & Proposed Approach

This will be one of the largest sections of the proposal and will have a lot of the “meat.” It should include the following:

• Description of your proposed solution and approach
• The methodology you’ll use to manage the project
• The way you’ll communicate with stakeholders
• The project scope and deliverables you will produce,
• Metrics you’ll use to measure the success of the project
• The overall value completing the project will bring to the organization

Project Plan & Key Milestones

Show that you have a realistic project plan and timeframe to get the job done in the context of your buyer’s business. 

Before presenting this timeline to your potential client or partner, ensure that some of your team who will be responsible for completing the work feel that the timeline is achievable and the milestones are correctly identified. Resource management is only as good as the timeline and project plan are realistic and achievable.

Project Costs

Provide the cost to deliver the desired results. Your pricing should include service fees, ancillary fees, contingency, and tax (if applicable). Where possible, describe this in the context of value: what will your buyer get regarding outcomes and impact? If you know your potential client’s target budget, address how you’ve considered that. 

If the number feels unrealistic, address that in your proposal. I recommend that you provide two sets of project costs. One that shows what you can do within their target budget and the second that shows the realistic costs of everything they’ve asked for. 

With the latter, ensure you’re providing the value proposition to explain why spending additional funds on this work now will be beneficial in the long run.

Proposed Team Members

If you work for a smaller agency or you feel confident that you know how you’ll staff the proposed project, add this section to your proposal. It will help you to prove that you have qualified people to do the work and help your potential client get excited about working with a specific project team. 

You want to articulate what each member will contribute to the project's success and any special skills or knowledge each person will bring to the table. 

Case Studies or Awards 

This is where you can brag a little! Prove that you have the skills and experience to deliver successful projects of this nature. Where possible, show that you’ve done it before at a comparable scale. 

While the focus of your proposal should be on what you will do to benefit the specific client, having some testimonials, case studies or awards to show your experience can help you win the business. 

If you have some previous satisfied clients who are happy to act as a reference for your team, consider sharing it in the proposal (with permission) so that your potential client can learn more about what it’s like working with you.

Assumptions & Needs

Articulate the assumptions you’ve made as the basis of your estimate, and be clear about what you would need from your buyer throughout the project in order to meet the objectives that have been agreed to. For example, things like:

• This proposal assumes the client will provide the copy for the landing page and new pages of the website by X date.
• The pricing in this proposal covers three rounds of design feedback and revisions.
• All stakeholders will attend design review meetings and provide feedback within five business days.
• The project team will have editing access to the back end of the website and relevant plugins.
• The project timeline is contingent on the SOW being signed by X date.

Supplemental Information

Provide any additional information or additional resources you want or need to share. This could include a corporate / team overview, technical information, detailed descriptions of solution functionality, proposed approval workflows, the project management software and communication tools you’ll use, any forms, service agreements, or draft contract language.

In terms of sequencing, the order you present this information (and if you include it at all) will depend entirely on your audience and what they care about.

Read that again: this is about what your audience cares about, not how you want to structure it . Think of it as telling a story that evokes emotion and conviction, even if it isn’t read cover-to-cover.

If you’d like to step through an example of a winning project proposal and the rationale for the way it is structured, take our Master Project Proposals workshop !

What Does A Project Proposal Look Like?

There are many different types of proposal formats, but rather than try to cover them all, we will look at two ends of the spectrum—short-form slide decks and long-form documents.

The Short-Form Slide Deck

When you have a chance to get in front of a senior audience but only have a short amount of time to convince them your approach is the right one, a succinct and punchy deck that provokes dialogue is your best bet. Think of this similar to your elevator pitch. 

While you’ll likely have longer than 2-3 minutes, you want to make sure you’re not burying the lede, and you’re making the most important and compelling points without any fluff!

This is typically a 5-15 slide deck that zeroes in on exactly what your audience cares about. That means you need to truly take the time to step into your buyer’s mindset:

• Do they feel they need a team that deeply understands their business challenges and politics to be effective? 
• Are they looking for a bulletproof approach tailored to their needs instead of a canned methodology? 
• Are they looking for proof that you can deliver tangible results while avoiding the risks that keep them up at night?

This format deliberately stays out of the weeds, usually prioritizing business impact over minutiae about your methodology and day-to-day project work. It also strives to answer the key questions while leaving some mystery to drive a deeper conversation. 

When you rehearse your presentation, it should take less than half the time you have allocated for the meeting to allow for some discussion in real time during the presentation. And while this type of project proposal can be shared outside the meeting and stand on its own, what it is meant to be is the talking points for executives when they are rallying buy-in from their teams.  

• Quicker to build
• Great for an executive audience
• Effective at driving a conversation
• Requires a lot of distillation
• Not much room for detail

The Long-Form Document

When you are asked to paint a detailed picture of your approach to a panel of cross-functional decision-makers who care about very different things, a longer document is probably in order.

This can be almost any length (I’ve done 30-pagers and 220-pagers and everything in between), but the key is that the document is well organized into chapters that will mean something to your readers.  This is your chance to convince their enterprise architect that your proven approach to legacy systems integration will scale with their needs for years to come.

This is your chance to re-iterate the value of your human-centered design philosophies to their director of customer experience. This is your chance to showcase how you plan to collaborate with their business intelligence team to build an analytics engine that leverages next-generation machine learning and AI.

This format uses its content to speak directly to specific decision-makers while reinforcing key win themes throughout. It tells a good story when read in full, but also anticipates that it might be read out of sequence or that some of its readers may only read the sections that they care about.

It attempts to answer a wide range of questions by bringing the project to life for its readers. In some cases, it contains enough detail that parts of it can be used to inform the SoW .

• Accommodates more detail
• Parts can be used for the SOW
• Great for a panel of reviewers with varied values and priorities
• Runs the risk of replacing the conversation
• Requires an intensive proposal writing process

Project Proposal Template & Example

For members of the DPM community, we offer a number of project proposal templates and examples that you can leverage or that can inspire you to create winning proposals of your own.

Having a template, as well as looking at examples of other proposals, can help you to see what works and what doesn’t. As you look at examples of other proposals, put yourself in the shoes of a prospective customer. What will they think? What things will resonate with them?

Looking at other proposals, even outside of your industry, can provide loads of inspiration. Look at what you like and see if you notice any trends that you might be able to leverage when writing your own proposals.

How To Create A Project Proposal

Creating project proposals doesn’t have to be overwhelming; using a template like the one we just reviewed, you might want to proactively start by creating your own template (or templates if you offer multiple services) so they’re ready for customization.

When you’re ready to create a proposal for a new client, here is an easy step-by-step process to make it easier for you and your team to collaborate and wow them!

• Determine what services you will be proposing
• Choose the right project template from your template library
• Sketch out the offer, project team, and any important information for this specific project
• Add all relevant details to your proposal, ensuring it is 100% customized. You may have to remove some information that isn’t relevant to this opportunity.
• Have members of the project team or colleagues review the proposal. Is anything unreasonable or unclear? Do the timing and pricing feel right for the scope of work?
• Address any feedback you received in the previous step.
• Reroute the proposal for final review and approval.
• Send your proposal off to your prospective client (or deliver it in a presentation)
• Cross your fingers and wait for the good news that your proposal has been accepted!

Creating proposal templates is now easier than ever. There are many types of proposal software out there that create beautiful and interactive sales and project proposals. These include Qwilr , PandaDoc , Proposify , and even Canva and Google Slides can be used for this purpose. 

Whatever tool you choose for creating and distributing your proposals, it’s important to keep your template library updated so that proposals can be created quickly, accurately, and efficiently.

Outdated templates can lead to additional work or sending clients old services, or worse, old rates, which means you’re leaving money on the table.

Get more details on the process of creating a project proposal here .

Now that you’re armed with examples, templates, and a clear process to create good project proposals, there is one more skill you may want to brush up on to take your proposals to the next level.

That would be the ability to estimate project work. Having a client accept a proposal for work that wasn’t estimated correctly could cost your team or agency big.

This is why being able to accurately estimate and provide a reasonable and realistic amount of hours and budget for the project is key! If you need tips and strategies for more accurate estimates at every phase of the project life cycle, check out our guide to creating estimates.

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

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

Written by: Jennifer Gaskin Dec 11, 2023

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

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

Click to jump ahead:

• What is a project proposal and how to use it

How to write a project proposal in 9 steps

4 project proposal examples with templates.

• What are the 6 types of project proposals?

What are the contents of a project proposal?

What is a project proposal & how to use it.

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

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

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

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

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

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

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

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

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

Step 2: Create a project proposal outline

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

Step 3: Define the problem and present your solution

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

Step 4: Highlight elements that may set your proposal apart

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

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

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

Step 5: Define project deliverables and goals

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

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

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

Step 6: State your plan or approach

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

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

Step 7: Outline your project schedule and budget

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

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

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

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

Step 8: Write the executive summary

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

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

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

Step 9: Proofread and edit

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

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

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

Additional tips:

Avoid overly salesy language.

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

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

Establish a single point of contact

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

Write with one voice

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

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

Construction project proposal examples

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

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

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

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

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

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

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

Design project proposal examples

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

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

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

Work project proposal examples

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

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

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

Marketing project proposal examples

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

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

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

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

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.

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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• What Is A Project Proposal? (And How To Write One)

Do you have an exciting idea for a project? Can you envision exactly how it would come together, and all the good it would do for your community or organization? A project proposal is a way for you to share that vision with someone else. 

Unless your project is very small, you’ll need buy-in and collaboration from others to make it happen. A proposal is your first step towards getting that support, whether you’re planning a food festival, a new hospital, or a corporate retreat.

Today, we’ll explain what a project proposal is and how to write a great one. Let’s get started! 

What is a project proposal? 

A project proposal is a document that outlines everything your proposed project is going to accomplish. It’s the first stage of the project lifecycle , and it provides a foundation for all the planning and management to follow.

Your proposal tells the reader what’s going to get done, how you’ll put it into action, and what outcomes you expect. But more than that, a proposal is about convincing others to help you make your project a reality. 

Often, a proposal is written to request funding, or other kinds of support, that you need to get your project off the ground. The goal is to prove to others — usually stakeholders or potential partners — why your project is a good idea, and why they should get on board. 

Project proposal vs. project brief vs. project charter

At first glance, these terms may seem interchangeable. They all describe your project at length and are used to bring people up to speed on what the project’s about, what the scope is, and what the final deliverables are. But there are some key differences between them, namely who they’re for, what they accomplish, and how detailed they are.

A project proposal is a detailed document that outlines a project’s objectives, scope, approach, and expected outcomes. Its audience is someone with the power to approve the project, and its purpose is to give that person all the information they need to make a decision. That can be an external client or an internal stakeholder.

A project brief is a shorter document — usually a page or two — that’s more of an overview of the project’s objectives, its scope, and high-level requirements. Depending on how your organization does things, this can come before a proposal, after, or even simultaneously. The important difference is a brief is typically used to inform internal collaborators or stakeholders who’ll either work on the project or need to be aware of it.

A project charter serves a very different purpose than both a brief and a proposal. It’s a fundamental document that codifies your project and its objectives. It serves as a reference point at every stage of your project, helping to prevent scope creep and other issues. In some organizations, a charter is mandatory for formalizing a project.

Types of project proposals

There are many different situations when you might need to write a project proposal, each requiring a different approach. 

Here are four common types of project proposals. 

Solicited project proposal

A solicited project proposal would be submitted in response to a formal Request for Proposals (RFP). 

RFPs are a common practice among governmental and other public-sector organizations, to encourage healthy, unbiased competition, and make sure they’re getting the best possible rate. 

Usually, responding to an RFP means following specific content and formatting guidelines. These could be the difference between getting chosen or disqualified. 

Example: A corporation needs a new ad campaign for a new product. They put out an RFP to find a marketing agency that’ll suit their needs.

Unsolicited project proposal

This is a proposal sent to a person, or organization, that you have no prior relationship with. It’s similar to a cold call or email, because you’re reaching out to a cold lead.

These are the trickiest kind of proposals to write. An unsolicited proposal needs to be extra convincing, because you are truly starting from scratch with the reader. 

Example: A marketing agency regularly sends out unsolicited project proposals to various corporations, advertising their services and hoping to get new business.

Informal project proposal

Not every proposal is a formal, official document. For example, if there’s a project you want to champion at the job you already have, you might just talk to your manager about it one-on-one, then follow up with a proposal sharing the details they requested. 

To write an informal proposal, you likely won’t have to follow strict submission and formatting guidelines. 

Example: A marketer in an agency finds an opportunity for a new campaign, and writes an informal project proposal for their superiors, hoping to kickstart a new project.

Supplementary, renewal, or continuation

You might also write a proposal to renew or continue a project that’s already underway. Or maybe during the project, you realize the scope has changed, and you need additional funding or resources to get things completed. 

In this case, the proposal might have some report-like elements, sharing what’s been achieved to date. 

Example: While working on a new ad campaign with a new client, a marketing agency realizes that a series of unexpected requests and changes have changed the scope of the project. So they create a supplementary project proposal

What to include in a project proposal

No matter what, your project proposal should include: 

A description of your project

Relevant background information 

Details about scope , timeline , and budget

Key outcomes and how you’ll measure them  

A good project proposal should also be interesting to read. This isn’t a dry, quantitative business plan or earnings report — remember, you want to get your audience excited about the project, and interested in taking part! 

Of course, the numbers and facts do matter. But a proposal is trying to sell the reader on your idea while providing the crucial information they’ll need to make an informed choice. 

A proposal also must be written with your audience in mind. Your goal is to quickly communicate everything they need to know about the project — and why it’s an opportunity they should want to be part of. 

What do they need to know about the project? What are they familiar with already? 

For example, if you’re submitting an informal proposal to your manager, you wouldn’t include extensive background on your company, since they already know exactly what you do. But an unsolicited proposal to a potential partner would include extensive information about your firm, explaining exactly who you are and what you do. 

5 sections for your project proposal

If you’re responding to an RFP that calls for different formatting, that comes first — always follow the application instructions carefully!  Otherwise, you’ll want to try organizing your project proposal into these sections. 

Executive summary

Open your proposal with a summary that brings together the most important points from each section. Tell a compelling story about your project that makes the reader want to get involved. 

Even if your audience doesn’t read the rest of the report, the executive summary should give them all the important points. 

Why are you proposing this project? Is it in response to a problem? How do you know there’s demand or interest?  What experience and qualifications do you have? 

The point of this section is to explain why the project’s needed, and why you’re the right person for the job. 

Goals and objectives

What do you want to achieve with the project, and how will you measure success? What key objectives are you working towards?  What are some dependencies that collaborators will have to watch out for?

This section should paint a picture of all the amazing things that will happen once your project gets off the ground. 

Now’s the time to get specific. What exactly is included in your project? 

Break it down into specific deliverables. This is also the place to include potential constraints and issues you’ll need to work around,  and any exclusions the project doesn’t cover. 

Timeline and project budget

This is the place for all those important logistics. 

What are your key progress indicators (KPIs) and when do they need to happen by? What resources, financial and otherwise, will it take to get there? 

4 tips for writing an effective project proposal

Research everything thoroughly.

Before you sit down to write your project proposal, you should know just about everything there is to know about your project. Who’s on the project team? What’s your project budget? Project objectives? You’ll want to take some time to ask everyone involved for their contribution so you can be an expert on every aspect of your project.

Keep things simple

A well-written project proposal doesn’t have to be complicated; in fact it shouldn’t be. Meet every requirement in the most straightforward way you can. Don’t write a page when a paragraph will do, don’t try to use complex language, and just focus on making everything as clear as possible.

Aim for persuasion

Remember that a project proposal has one goal: getting approved. That means everything going into it has to somehow contribute to an overarching argument that your project is worth undertaking, no matter what resources are required. That doesn’t mean you shouldn’t share any potential project risks, but you should always be aiming to be persuasive.

Keep your audience in mind

When writing a project proposal, you’re writing specifically for the people who wield the power to get it approved. But not all project proposal audiences are the same, either. You’ll write very differently for the head of a department at your organization than you would for a client who leads a multi-national corporation.

Use a template

Whether you’re using a project management tool, a Word document, or even a spreadsheet, don’t start your project proposal from scratch if you don’t have to. Ask around to see if anyone on your team has a template you can use. Otherwise, use one from this post!

3 free project proposal templates

Projectmanager’s project proposal template for word.

There’s no simpler tool for your project proposal than Microsoft Word. This project proposal template will allow you to get started quickly without any extra tools.

Jotform’s project proposal template

Jotform is a simple suite of tools for building forms and managing signatures for digital documents. But it’ll also allow you to create project proposals in minutes with this template.

Project proposal template from Canva

Canva is an online tool that lets anyone whip up beautiful designs for just about anything with simple templates. You’ll find this, and more project proposal templates, on their website.

Proposing excellence

Writing project proposals can be a little nerve-wracking because they determine whether your project gets off the ground. 

But as you can see, there’s nothing to be afraid of. Your proposal doesn’t need to be anything fancy. It just needs to be clear, concise, and compelling, so your amazing project idea can shine.

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5 minute read

helped business professionals at:

Short answer

What to include in a website project proposal?

Cover slide

Problem statement

Your solution

Project overview and deliverables

Case studies

Terms and Conditions

Next steps slide

What is a website project proposal?

A website project proposal is a presentation that outlines the plan for creating or redesigning a website, targeting potential clients.

It specifies the project's goals, intended audience, timeline, costs, and design elements, helping to set expectations and steer the project's direction.

What does a website project proposal look like?

If you search for a web design proposal, you'll usually find lots of text-dense Word or PDF files that all seem pretty similar—boring and static.

But honestly, when it comes to design, it's more engaging to see what someone can actually do, rather than just read about it.

Many modern companies are moving away from these static presentations to interactive ones. They include features like before-and-after slides, external links to portfolios, or even iFrames, making everything more lively and informative.

Here’s an example of an interactive web design proposal:

Website project proposal examples that convince clients

In this section, I’m going to show you different web design project proposal examples to inspire your efforts.

All of them are designed with best practices in mind, and they’re 100% replicable, so you can use them as a foundation for your own deck.

Website design & development proposal

First off, this website design and development proposal really caught my eye with its modern look. It quickly gave me a sense of the company's style and their eye for detail.

I also appreciated how simple it was to customize—just plug in the potential client’s URL, and the editor automatically pulls in their logo and branding colors, which adds a nice personal touch.

The one thing I'd tweak? I'd include more visual elements, like a before-and-after slider or examples from their portfolio to really show off their work, sticking to the "show, don’t tell" principle.

New website development proposal

I chose this website development proposal because it's so easy to navigate and understand. It clearly lays out the problem before diving into the solutions and project details, which are neatly organized into separate tabs.

One thing I've always disliked about working with developers or website hosting providers is how often they use industry jargon.

It can be really off-putting when they don't make an effort to simplify their language for those who aren't as familiar with the terms.

So, if you have clients coming to you for expertise, opting for a layout that's straightforward to use can really help warm them up to the idea that you're the right person for the job.

Wordpress website development proposal

This website development proposal is similar to the previous one but is specifically designed for WordPress websites.

While tech-savvy folks might handle setting up a WordPress site on their own, others find it too complex or want a custom design and prefer to outsource it.

I really liked that this proposal guided me through the whole process and clearly laid out the costs. It even included an embedded calendar, so I could easily book a meeting if I had more questions.

This attention to detail helps build trust with potential clients. The proposal could be even better with some Figma mockups showing what the finished website would look like on different devices, ideally tailored to the client’s niche and current website.

E-commerce website development proposal

Designing e-commerce websites is a bit different since you need a solid understanding of the customer's journey from discovering a product to making a purchase, as well as good UX design.

I really liked the running numbers slide in this proposal because it clearly shows why a client should pick you over the competition.

It’s also super handy that you can update the deck even after sending it. The logo placeholders are a nice touch for showing different integration options too.

It would be even more compelling if it included case studies demonstrating your understanding of e-commerce specifics and how your services have benefited other clients. This helps potential clients visualize how they could benefit in a similar way.

How to write a project proposal for a website?

Now that you know what a successful website project proposal looks like, let’s dive into each slide one by one.

In this section, I’ll show you how to write a project proposal that stands out and wins clients, complete with examples.

1) Cover slide

Start your proposal with a concise introduction that doesn't overload your potential client with too much information right away.

The cover slide should clearly display essential details such as:

The client’s name

Your name or your company’s name

The project name

For the project name, skip the generic "Website Design Proposal" for something that resonates with your client’s goals.

Weave in the client's company name and a key benefit, like "Creating [Company]'s Digital Storefront: Conversion-Focused Web Design."

Balance is key: use a clean layout with a single striking visual element. While your agency's branding should be present, it shouldn't overshadow the client-focused message.

Here's an example of a cover slide:

2) Problem statement

In your website design proposal, the problem statement sets the stage.

It's your chance to answer 2 key questions for your client: "Why are you here?" and "What do you hope to achieve?" Start with the challenges your client is facing, not the benefits you offer.

Why focus on challenges? Because often, people are more motivated to avoid pain than to pursue benefits.

This is known as loss aversion, and it's a powerful tool in your proposal toolkit.

So, what should your problem statement include? Really home in on what's troubling your client:

What specific issues are they up against?

Why did they come to you for solutions?

How would solving these problems change their business for the better?

Imagine their business thriving without these headaches—what does that look like?

Even if you’ve already discussed these points in previous meetings, repeating them in your proposal reinforces your understanding of their problems and commitment to solving them.

An example of a problem statement slide:

3) Solution

In the solution section of your proposal, it's time to spell out what you'll be delivering and how you plan to solve the client's problems.

Make sure each part of your service connects directly back to a benefit for the client’s business.

For example, explain how a redesigned website could boost user engagement, potentially increasing sales or enhancing brand visibility.

If you're optimizing the site for mobile users, highlight how this could draw in more customers who prefer browsing on their phones.

When explaining these solutions, focus on easing the client's pain points rather than delving into the technical details of the tools and features you’ll use.

Remember, it’s about making a real difference to their business and to their customers, not just using the latest tech.

Always consider the end-user—your client's customers. Showing that you understand their needs proves your commitment to the project's success and reassures your client that you're focused on what matters most.

Example of a solution slide:

4) Project overview and deliverables

In this section of your proposal, it’s key to list exactly what you’re going to deliver. This helps both you and your client understand exactly what’s included—and what isn’t. Being specific here sets clear boundaries right from the start.

Scope creep is a big risk in web design and development projects. It happens when the deliverables aren’t clearly defined from the beginning, leading to extra requests and expanded project scope without adjustments to timelines or costs.

For example, if creating content for the website isn’t something you do, be clear about that. If not, the client might assume it’s included, which can lead to issues down the line.

It’s also important to specify how many revisions are included and how feedback will be handled. This helps keep the project on track and within budget.

Example of a project overview slide:

5) Schedule

In the schedule section of your proposal, you'll want to lay out a clear timeline that details when the project will start, when it's expected to finish, and how long each key phase will take.

This sets a solid framework for both you and your client and helps keep everything on track.

Here's what to include:

Start and end dates: Kick things off by marking down the start and expected completion dates.

Phase details: Break the project into major parts—planning, design, development, and testing. Give each one a specific timeframe. This breakdown shows your client a clear path and helps manage expectations.

Include some wiggle room: Always good to plan for the unexpected. A little buffer time can go a long way if any surprises pop up. Plus, if things go smoother than expected, you might even wrap up early, which is always a pleasant surprise for your client.

Client responsibilities: Clearly outline any steps your client needs to take, like providing content or feedback. Set deadlines for these tasks to avoid any hold-ups on their end that could delay your progress.

Here's an example of a schedule slide:

Start off by having a chat about the budget with your client early on, even before you draft your proposal. This helps you figure out if the project is a good fit for both of you right from the start.

If the budget checks out, go ahead and detail your costs. Lay out everything clearly so your client can see exactly what they’re paying for.

It’s a good idea to offer at least two pricing packages. This way, you’re essentially competing with yourself rather than other designers, which can work to your advantage.

You could offer:

A basic, quicker package that’s more budget-friendly.

A premium package with all the extras for those who want more comprehensive services.

For clients who might want to spend a bit more, consider offering a fixed-price package with add-ons.

This allows them to customize their package to fit their needs while giving you the chance to maximize your earnings from those who opt for the higher-end options.

An example of a pricing slide:

7) Case studies

When you're reaching out to a potential client, one of the best things you can do is show them examples of your work that are really relevant to what they need. That's where case studies come in.

Look for projects you've done that are in the same industry as your potential client , or that dealt with challenges similar to what they're facing. This helps them picture how you could bring the same kind of success to their business.

When you're writing up a case study, start by describing what the situation was like before you got involved . Paint a picture of what your client was struggling with.

Then, walk them through the process of how you helped turn things around . Don't be afraid to get specific about the steps you took and the improvements you made.

If you have any visuals, like before-and-after shots or a graph showing the progress , include those - they can be really powerful.

Most importantly, highlight the real results your work achieved , whether that's more website visitors, increased sales, better customer reviews, or whatever metrics matter most in their industry. Hard numbers are great if you have them.

Oh, and if you have any quotes from the client about what it was like to work with you, definitely include those! There's nothing quite like a happy customer singing your praises to show your value.

An example of a case studies slide:

8) Terms and Conditions

Okay, let's jump into the 'Terms and Conditions'—not the most thrilling section of your proposal, but super important.

Getting this right sets the tone for everything that follows, so here’s what to include:

First off, sort out the payment details. It’s really important to be upfront about when and how you want to be paid to prevent any confusion down the line.

Also, if there are any delays that aren't your fault, or if the client wants changes that weren't part of the original agreement, it's fair to talk about additional fees that might apply .

If you're planning to use any of the client’s assets like logos or images, just explain how you intend to use them and any licensing details that need to be considered.

Finally, be sure to clarify how the client can use the designs, blueprints, and graphics you create . Are they owning them outright, or are they just licensed for specific uses? Clearing this up from the get-go helps everyone know where they stand.

Example of a T&C slide:

9) Next steps slide

For your next steps slide, you'll want to keep things really clear and easy to follow.

You’ve put in all this effort to pitch your services—now's not the time to just throw up a thank-you slide and leave them guessing how to reach you.

They're probably considering a few different options, and you want to make yours the easiest to say yes to.

To keep the momentum going, pop a calendar link right into your proposal. This way, your client can easily book a follow-up meeting with you, keeping everything smooth and on schedule.

Also, let's ditch the old print, sign, and scan routine—it can be a bit of a hassle. Instead, use an e-signature tool that lets your client sign electronically. It’s quicker and a lot more convenient for both of you.

Next steps slide example:

Web design project proposal templates

Creating a web design project proposal from scratch can be tough and time-consuming, especially if you're technically minded.

You need to include all the essential details, present them in an engaging way, and avoid bogging down your potential clients with technical jargon.

Interactive website project proposal templates offer a ready-made structure that's proven effective. Just fill in your details, and you can quickly customize multiple versions of your proposal in minutes.

Just grab one.

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Watch CBS News

Hundreds of proposals in Project 2025 match Trump's policies

By John Kelly

Updated on: August 22, 2024 / 6:09 PM EDT / CBS News

Former President Donald Trump has repeatedly disavowed Project 2025 , the conservative wish list organized by the Heritage Foundation, saying the plan is not his and contains some "extreme" ideas.

But a line-by-line review by CBS News identified at least 270 proposals in Project 2025's published blueprint for the next Republican president that match Trump's past policies and current campaign promises.

CBS News' data team extracted more than 700 specific policy proposals from Project 2025's 922-page policy guide and compared each one to policies enacted during Trump's first term as well as his campaign platform, rally speeches and interviews.

From shuttering the Department of Education to excising every mention of Diversity, Equity and Inclusion from federal agencies' projects and programs, the Project 2025 agenda often matches Trump's recorded words and his Administration's deeds.

Within Project 2025, CBS News identified:

• At least 80 proposals that would revive executive orders and other policies of Trump's own administration from 2017 to 2020.
• 170 proposals that match ideas Trump's campaign has published on its campaign website or that he's said in rally speeches and interviews.
• 21 more proposals that match both Trump's past actions and his campaign promises and statements.

What's more, CBS News reviewed the work histories of the 38 named primary authors of Project 2025 and found that at least 28 of them worked in Trump's administration. 

That includes the two leaders of Project 2025.

Among the ideas that match Trump's actions and agenda:

• Transgender rights and gender-affirming care.  Project 2025 calls for scouring federal agencies' rules and programs for any mention of gender identity, protection of transgender rights or gender-affirming care — and excising them. Trump repeatedly has promised the same during the campaign, adding that his next administration will reiterate some conservatives' idea that there are only two valid genders, classify gender-affirming care for children as abuse, and keep transgender students off sports teams.
• Education: Project 2025 calls for downsizing the Department of Education and moving most of its function back to the states. Trump repeatedly has said the same during speeches and in campaign documents, going so far as to repeatedly say he will abolish the department.
• Electric vehicles: Project 2025 proposes eliminating any subsidies for electric vehicles and scaling back new emissions limitations on gas-powered vehicles. Trump has promised both on the trail and in his campaign documents, stressing that he will roll back any actions President Biden has taken to subsidize electric vehicles.
• Diversity, Equity, and Inclusion: Project 2025, in its sections on almost every federal department, includes proposals to find and end all rules and programs related to Diversity, Equity and Inclusion as well as teaching or training around critical race theory. The former president regularly stresses the same, saying for example that he "banned" critical race theory in his Administration and will do that and more to remove DEI programs and rules next time. "We are going to finish the job that we so successfully started," he said in a campaign speech. 

Many more ideas in the Project 2025 document mirror Trump's positions on issues including constructing the border wall and mass deportations of illegal immigrants; restricting student and work visas; pulling out of global climate change accords; expanding school choice; increasing and modernizing the U.S. nuclear weapons arsenal; boosting military spending; and work requirements for public assistance recipients.

There are several clear areas where the Project 2025 blueprint does not align with Trump's policies or promises. Among them:

• Project 2025 includes dozens of proposals for ways the federal government could further restrict abortion — including outlawing abortion drugs and criminalizing shipping them through the mail. Trump said he opposes a federal abortion ban and wants to leave abortion questions to states to decide, but hasn't ruled out some federal rules.
• Project 2025 calls for criminalization of pornography in all its forms, including a call to prosecute teachers and public librarians who provide access to books that conservatives consider porn. Trump, for his part, has not taken a position on criminalizing pornography.
• The project calls multiple times for an outright ban on the social media platform TikTok . Trump once supported a ban on the Chinese-owned video social media app, but now opposes it.

The Heritage Foundation also created a similar policy outline under the same title — "Mandate for Leadership" — in 2015 before Trump's first term.

A couple of years into his term, Heritage touted that Trump instituted 64% of its policy recommendations, including leaving the Paris Climate Accords, increasing military spending and increasing drilling.

Taylor Johnston contributed to this report.

• Donald Trump

John Kelly is an investigative journalist and the vice president of Data Journalism for CBS News and Stations.

More from CBS News

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Obama urges Americans to embrace Harris, reject "chaos" of a second Trump term

Buttigieg lights into Trump and Vance in DNC address

Poll analysis: What Democrats' excitement for Harris means and what it doesn't

Specific Resources

Educational resources

Ewma education.

EWMA Conferences

Journal of Wound Management

Direct links.

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Partnerships

EWMA Project Proposals

EWMA invites all our stakeholders to propose ideas for new EWMA projects to be developed and taken forward in future years.

Invitation to propose new EWMA projects

About ewma project proposals.

EWMA invites all our stakeholders, including members, cooperating and international partner organisations, and industry to propose projects to be developed and taken forward by EWMA.  EWMA evaluates project proposals once a year, in autumn, with a deadline for submissions of proposals in September. We are currently receiving proposals for projects  to be developed and taken forward in the period 2025-2027.  

The overall purpose of a EWMA project should be to enhance the quality of care and quality of life for individuals with wounds, particularly those who are not currently receiving support or treatment in line with best practices.

Realisation of the projects will depend on successful fundraising (supported by EWMA) or the possibility to incorporate the proposals in ongoing EWMA activities which are already funded. 

Proposals for EWMA projects may consist of, for example:

• A new publication/guideline, education programme/material, advocacy/awareness campaign, networking event, or similar activity
• An adjustment or further development of an existing, current EWMA activity.

Please note that EWMA does not accept proposals for research projects as these are outside the scope of EWMA project activities. EWMA also reserves the right to propose adjustments for incoming ideas. 

Examples of ongoing EWMA projects can be found here .

Submission of project proposals

How to submit a proposal:

Please complete the  online form below  to submit your proposal

Deadline, autumn 2024:

Monday 23 September 2024

All project proposals received by the deadline will be presented for comments and debate by the EWMA Council at its next meeting in October 2024.

The proponents will receive feedback at the latest approx. 4 months after submission.

Please contact Julie Bjerregaard, [email protected] if you have any further questions or comments.

Submit your proposal here

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Keystone Project Resources

Keystone project statement.

All Kilachand students, regardless of Keystone Pathway , are required to submit a one-page Project Statement and are invited to submit a budget proposal via the Keystone Project Information Form .

Project Statement Guidelines

The Project Statement is a crucial piece of writing because, along with your Budget Spreadsheet and Justification, the Project Statement will be read and evaluated by the Kilachand Keystone Committee. Excellent Project Statements and Budgets will be approved by the committee, whereas materials that need work will be sent back for revision, preventing you from moving forward on your Keystone work.

Successful Project Statements typically have these features:

• Topic: What is your Keystone about?
• Methods: What methods will your project use?
• Stakes: Why is your project important? What impact do you hope to make?
• Product: What will you produce at the culmination of your Keystone Project in addition to your Symposium presentation or poster? A scholarly paper? An object/design? A piece of literature, artwork, film, or performance?

Keystone Project Proposal

Students enrolled in KHC HC451 are asked to prepare a Keystone Project Proposal that articulates their research question, methods, and anticipated deliverable. Below are examples of successful Keystone Project Proposals.

A book for children in preschool classrooms about children with sensory processing disorders or autism spectrum disorders.

A narrative proposing program improvements and changes that could be implemented by Behavioral Health at Boston University .

A period sitcom set in 1860s England that uses comedy and satire to bring to light the inequality of coverture laws and addresses the inherent sexism of the period.

Keystone Précis

All Kilachand students, regardless of Keystone Pathway , are required to submit a one-page précis by May 1 of the senior year. 

The Keystone précis is a concise summary of the project and reflective statement on the work you have done. Most Keystone précis will describe the project’s main topic or question, the methods used to explore that question, and any findings or realizations that the project produced. The format should follow the best practices in your field or interdisciplinary area.

Students whose projects comprise a creative work, such as a film or series of paintings, may submit an Artist’s Statement as their pr écis.

Human Subject Research & The IRB

BU researchers are responsible for the ethical conduct of research with human subjects. An institutional review board (IRB) is the committee that reviews, monitors, and approves human subject research. The purpose of the IRB is to protect the rights and welfare of human subjects and to assure clinical research is conducted according to federal regulations, state law, and IRB policies.

Do you need IRB Approval? Submitting to the IRB Contact the IRB

If you will be working with human subjects, your Keystone Project Advisor should be familiar with the IRB and should be able to guide you through the IRB process.

Keystone Pathway Map

Kilachand students may follow the Keystone Pathway Map to understand their Keystone deadlines, deliverables, and course requirements during the junior and senior year.

Keystone Information Session Videos

We invite all Kilachand students and Keystone Faculty Advisors to view the following to gain a better understanding of the Keystone processes throughout the junior and senior years.

For juniors:

For juniors & seniors:

Egalitarianism in Young Children: A Reproduction/Reanalysis Project and Proposal for Online Replication

Thesis type.

• Thesis (Masters by research)

Thesis note

Copyright statement, supervisors, usage metrics.