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

Table of Contents

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

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

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

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

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

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Project Proposal Template

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1. Write an Executive Summary

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

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

2. Provide a Project Background

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

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

3. Establish a Project Vision & Success Criteria

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

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

4. Identify Potential Risks and Mitigation Strategies

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

5. Define Your Project Scope and Project Deliverables

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

6. Set SMART Goals for Your Project Proposal

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

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

7. Explain What’s Your Project Approach

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

8. Outline The Expected Benefits of Your Project Proposal

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

9. Identify Project Resource Requirements

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

10. Estimate Project Costs and Project Budget

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

11. Define a Project Timeline

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

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

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

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

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

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

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

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

ProjectManager & Project Proposals

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

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

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

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

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

Related Project Planning Content

• Project Documentation: 15 Essential Project Documents
• How to Create a Project Execution Plan (PEP)
• How to Write a Scope of Work

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

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How to Write a Proposal Essay

A proposal essay serves as a persuasive piece of writing that aims to convince its audience of the value and feasibility of a particular idea, project, or solution. Whether you are a student presenting a proposal to your instructor, a professional pitching an idea to your colleagues, or an advocate seeking support for a cause, the ability to craft a compelling proposal is a valuable skill.

In this guide, we’ll explore how to write a proposal essay, providing you with the guidelines and insights necessary to make a convincing case for your ideas.

What Is a Proposal Essay?

A proposal essay is a persuasive piece of writing where you present a detailed plan or idea and make a case for its approval or implementation. In this type of essay , you propose a solution to a problem, suggest a course of action, or advocate for a particular change.

From defining your purpose and audience to crafting a compelling thesis statement, each step plays a crucial role in constructing a proposal essay that stands out and leaves a lasting impression.

You could find yourself writing a proposal essay in an academic setting, in your professional life, or for social advocacy, and they can cover a wide range of topics as these proposal essay examples illustrate. However, whatever topic you’re covering, and whether you’re writing for your instructor, colleagues, or the broader public, the methods and goals of writing an effective proposal essay largely remain the same. This is to persuade your audience that your proposal is not only viable but necessary.

So, are you ready to master the art of proposal essay writing? Let’s take a look at how to write a proposal essay so that you can discover how to persuasively articulate your thoughts to gain the support and approval you seek.

To ensure your readers grasp the purpose of your essay, you need to include certain essential components. A well-crafted proposal essay typically includes a clear introduction, a concise statement of the problem, a detailed plan or solution, and persuasive arguments supporting your proposal.

Note, however, that it is only a general outline, and before you do any of this you’ll need to plan your essay.

Here are some basic guidelines to follow when writing a proposal essay:

Plan Your Essay

Before you start writing any type of essay it’s important to make a plan. This can be a more significant step than the actual writing and is especially true for proposal essays. If you plan and organize your proposals before writing, it can save time and effort when it comes to writing the essay. Here are a few things to keep in mind as you’re crafting your draft:

Know Your Target Audience

The goal of every proposal essay is to convince the reader, professor, or audience about the necessity of the topic and why it should be researched or undertaken. A great way to get to achieve this is by understanding your target audience.

If you understand your readers, their level of knowledge in the field, previous history or achievements, and any preferences they have, it can help you make a more effective proposal essay. This way, you ensure you’re putting forward ideas that your audience will be receptive to. You can then set them up in a tone and style of writing that helps you catch the reader’s attention and see the quality of your work.

Carry Out Extensive Research

Proposal essay writing requires thorough research, and you’ll need to research the problem statement extensively for your essay. This includes using primary and secondary sources to gather relevant facts and examples to support your objectives for the project. You should aim to ensure that the essay proposal is well-backed with credible sources and provides evidence to convince the audience and readers of a comprehensive research process.

Create An Outline

Another important step when planning a proposal essay is the creation of your essay outline. You should analyze and brainstorm different ideas on the structure of the paper. This includes but is not limited to how to arrange the paper in a consistent and logical flow to arouse the reader’s interest and ensure the quality of the essay. When creating your outline, include the introduction, body, and conclusion parts.

Run Final Checks

After understanding the audience, conducting research, and creating a paper outline, you are almost ready to prepare your proposal essay. However, running final checks on what you’ve done so far is important. Go through data, statistics, sources, and the structure to be certain you have the right information in the right order.

You can also create a visual illustration of your proposal argument by writing down your proposal with points for or against it. This can be a great way to determine how to tackle any objections your audience might have.

Ask Yourself, Will It Work?

To put it simply, you need to ask yourself if your proposal essay will successfully convince its readers. To help determine this, you can refer to comparable past submissions and assess the strength of your own essay plan. Some proposal essays will be stronger than others, but if you’re satisfied that you raise a strong argument you can begin the writing process.

Introduction

When you’re writing a proposal essay, the introduction is typically the most important part of the paper. The section aims to introduce the readers to the problem and provide background information about the topic. Add a clear thesis statement that encapsulates the essay’s primary point. You should lay out the subject of your proposal essay and the suggestion in the first paragraph.

When writing the introduction section, ensure you keep the tone, writing style, and use of words easy to read and understand. Moreover, it is critical to include statistics, facts, and other evidence that show the importance of the topic and explain why you want to address the issue. It also needs to be well structured.

How to Structure It

A good way to break down the introduction is as follows:

• Start with a Hook: Begin your introduction with a compelling hook sentence to grab your reader’s attention. This can be a surprising fact, a relevant quote, a thought-provoking question, or a brief anecdote that relates to your proposal.
• Introduce the Issue: After the hook, provide some background information to introduce the issue or problem your proposal aims to address. Clearly articulate the significance of the problem, emphasizing why it is important and relevant to your audience. This is vital for proposal essays and the the issue statement should be front and center of your research paper.
• State Your Proposal’s Purpose: Clearly state the purpose of your proposal essay. Explain what you intend to achieve or solve through your proposed plan of action. Be concise and direct in conveying the main objective of your essay.
• Provide a Preview: Give a brief overview of the key points or components of your proposal. This serves as a roadmap for your readers, helping them understand the structure and flow of your essay. Outline goals and remember to mention reasons and examples why the study is critical.
• Include a Thesis Statement: Conclude your introduction with a strong and clear thesis statement. This statement should succinctly outline your proposed solution or course of action and convey why it is the best approach to address the problem.
• Use Clear and Engaging Language: Throughout the introduction, use language that is clear, concise, and engaging. Avoid jargon that might confuse your audience, and ensure that your writing is accessible to a broader readership.

Remember to tailor your introduction to your specific audience and the nature of your proposal. By incorporating these elements, you can create an introduction that captivates your reader and sets the stage for a persuasive and well-structured proposal essay.

In the proposal section of a proposal essay, you should present your plan or solution, clearly outlining the steps or measures that need to be taken.

Start by articulating the specific actions you propose to address the identified problem or issue. Clearly state the objectives and goals of your proposal, emphasizing how they contribute to resolving the problem at hand.

Address potential concerns or counterarguments and offer counterpoints to strengthen your case. Justify your proposal by presenting evidence or logical reasoning that supports the effectiveness and feasibility of your plan. You should do this throughout the essay’s main body. As a rule, paragraphs should only ever make one point each and be backed up with proof.

Once you’ve done this you can move on to describing your plan of action.

Plan of Action

The primary focus of this essay section is to explain the intended course of action to solve the problem. Here, you can provide more detail about the methods or strategies you intend to employ. Typically, the main points include:

Convincing Explanation

Explain in detail how you want to implement the plan of action. Ensure you break down technical terms and utilize easy-to-understand words to ensure readers understand the proposed plan. You need to be able to convince them that it will work.

Be certain to convince readers that you have done proper research on the solution, why it works, and highlight why you are the best person to solve the problem.

Another key thing to address is the analysis of potential drawbacks the plan of action could face. This may include any implementation difficulties, government restrictions, and a SWOT analysis. However, ensure you also provide them with well-thought solutions to these potential issues when they come up.

Remember, you need to anticipate potential problems but also show that you have the solution to those problems.

Desired Outcomes

This is a short section that reiterates the proposal’s aims. This brief description serves to remind the reader of the purpose and helps guide them toward grasping the intended results.

Overall, your proposal section should be a well-structured and persuasive presentation of your plan, convincing your audience of its viability and the positive outcomes it promises.

Resources Needed

Here, you need to discuss any resources, such as funding, personnel, or tools, required for the successful implementation of the proposal. Include tangible resources such as equipment, instruments, books, money, paper, and intangible resources, including time. 

This is the final part of the proposal essay. Repeat the thesis and summarize the key points covered in the earlier sections that support your proposal. Don’t introduce any new concepts or information not already mentioned in the paper.

You want readers to be focused on your main idea and be convinced by it. Make your conclusion succinct and striking if you want the audience to remember it.

Depending on how you choose to close your essay, you may also want to emphasize the need for further research to be carried out in a separate paragraph. In this case, you can include a recommendation for more research or a call to action.

Cite all of the sources you used in the text in the references. Listed alphabetically, they must adhere to the specified citation style. Acknowledging sources and avoiding accusations of plagiarism are two of the most important reasons to reference correctly.

Finally, ensure you proofread your essay and check for grammatical errors and inaccuracies. You can also always give the first draft of your proposal essay to your fellow college students or an experienced colleague for feedback if you want another pair of eyes on it before submission.

When Might You Need to Write a Proposal Essay?

You may need to write a proposal essay in various settings, including academic, professional, and advocacy contexts.

In academic settings, students often write proposal essays to present research ideas or potential solutions to academic problems. For college and university students, making proposals can be essential to their coursework or dissertation.

In the professional realm, employees may draft proposal essays to present new initiatives, project plans, or business strategies, or suggest process improvements.

Advocacy groups and individuals may use proposal essays to advocate for social or policy changes, seeking support from the public, government, or other stakeholders.

Ultimately, the need for a proposal essay arises whenever you aim to persuade others to endorse, fund, or implement a specific course of action or idea.

Proposal essays are a form of writing that requires careful consideration, logical reasoning, and effective communication. If you’re able to combine these successfully, you’ll be well on your way to convincing readers of the merits of your proposal through your writing skills.

Founder of DoTEFL, James has been helping people teach English abroad and online since 2011.

He’s traveled to over 30 countries, lived in 3, and taught English in Chile and online. James is passionate about helping others fulfill their own dreams through teaching and traveling abroad.

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