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

Table of Contents

What is a project proposal, 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.

• ProjectManager & Project Proposals

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.

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.

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.

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

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

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

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

1. Write an Executive Summary

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

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

2. Provide a Project Background

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

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

3. Establish a Project Vision & Success Criteria

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

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

4. Identify Potential Risks and Mitigation Strategies

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

5. Define Your Project Scope and Project Deliverables

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

6. Set SMART Goals for Your Project Proposal

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

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

7. Explain What’s Your Project Approach

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

8. Outline The Expected Benefits of Your Project Proposal

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

9. Identify Project Resource Requirements

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

10. Estimate Project Costs and Project Budget

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

11. Define a Project Timeline

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

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

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

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

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

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

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

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

ProjectManager & Project Proposals

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

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

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

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

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

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

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Writing a Project Proposal

Main navigation, a good proposal describes....

• what you hope to accomplish
• why those objectives are important to your academic or artistic field
• how you intend to achieve your objectives

Your original project proposal is the core of your grant application. 

Detailed Proposal Requirements

• General guidelines for all grant proposals
• Additional specific guidelines for  Research, Arts/Design, and Senior Synthesis  project proposals -- please follow carefully!
• Ways to turn your good proposal into a great one
• Sample Project Proposals : Check out exemplars of past student project proposals.

Connect with Faculty Mentors and UADs

• Faculty Mentors should meet required eligibility criteria .
• Students should  schedule a meeting with their Undergraduate Advising Director (UAD)  as they write their proposal. UADs are well-versed with all VPUE Undergraduate Research Grants!

Watch a 3-minute overview of the VPUE Student Grant application process.

Watch a 2-minute video on how to write the critical dialogue section of a creative arts project proposal.

Proposal Template AI

Free proposal templates in word, powerpoint, pdf and more

Student Project Proposal Template: A Comprehensive Guide + Free Template Download + How to Write it

A simple and effective way to craft a student project proposal.

As a student, one of the essential tasks in any academic journey is to create project proposals . These proposals serve as a guide for the entire project and help convey the significance of the project to instructors, advisors, and peers. The Student Project Proposal Template is a valuable tool designed to streamline the proposal writing process, ensuring that students present their ideas in a clear and professional manner. This template is specifically tailored to the unique needs of students, providing a structured format and guidelines for presenting research or project ideas. Unlike a standard proposal template, the Student Project Proposal Template incorporates elements that are more relevant and suitable for student projects, making it an essential resource for academic success.

Student Project Proposal Template

• Example: “Using Machine Learning to Predict Stock Market Trends ”
• Explanation: The title should clearly and concisely describe the main focus of your project. It should grab the reader’s attention and give them a good understanding of what your project is about.

2. Introduction

• Example: “The stock market is a complex and unpredictable system that can be influenced by a wide range of factors. In this project, we aim to use machine learning algorithms to analyze historical stock data and predict future market trends.”
• Explanation: The introduction should provide background information on the problem or topic you are addressing. It should also clearly state the purpose and objectives of your project.

My advice on Introduction:

• It’s important to engage the reader from the beginning by presenting a clear and compelling introduction. Make sure to highlight the significance of your project and clearly articulate the goals you aim to achieve.

3. Objectives

• Example: “Our main objectives are to develop a machine learning model that can accurately predict stock market trends, evaluate the performance of the model using historical stock data, and compare the predictions with actual market movements.”
• Explanation: The objectives section should outline the specific goals and outcomes you hope to achieve through your project. It should be specific, measurable, achievable, relevant, and time-bound (SMART).

My advice on Objectives:

• When setting objectives , make sure they are realistic and achievable within the scope of your project. Clearly define the metrics you will use to measure the success of your project.

4. Methodology

• Example: “We will collect historical stock data from various sources, preprocess the data to remove any outliers or missing values, and then train and test multiple machine learning models such as linear regression, decision trees, and neural networks. We will also use cross-validation to evaluate the performance of our models and select the best-performing one for prediction.”
• Explanation: The methodology section should describe the specific approach and techniques you will use to achieve the objectives of your project. It should provide a detailed overview of the steps you will take to conduct your research or develop your solution.

My advice on Methodology:

• Be as detailed as possible when describing your methodology. Clearly outline the steps you will take, the tools and techniques you will use, and the rationale behind your choices. This will demonstrate the rigor of your approach and the feasibility of your project.

5. Timeline

• Example: “Week 1-2: Collect historical stock data. Week 3-4: Preprocess and clean the data. Week 5-7: Train and test machine learning models. Week 8-10: Evaluate model performance and make any necessary adjustments. Week 11-12: Finalize project report and presentation.”
• Explanation: The timeline section should provide a clear and realistic schedule for completing your project. It should outline the specific tasks and activities you will undertake and the estimated time required for each.

My advice on Timeline:

• When creating your timeline, be sure to account for any potential setbacks or delays that may arise during the course of your project. It’s better to overestimate the time needed for certain tasks to ensure you have a buffer for unexpected challenges.
• Example: “We do not anticipate any significant expenses for this project as we will be using freely available historical stock data and open-source machine learning tools. However, we may need to allocate some budget for purchasing additional computing resources for model training and testing.”
• Explanation: The budget section should outline any financial resources you will need to complete your project. It should provide a detailed breakdown of the costs associated with your project, including any equipment, materials, or services that may be required.

My advice on Budget:

• Even if you don’t anticipate significant expenses, it’s important to consider and outline any potential costs that may arise during the course of your project. This will demonstrate that you have thought through all the necessary resources needed to successfully complete your project.

Download free Student Project Proposal Template in Word DocX, Powerpoint PPTX, and PDF. We included Student Project Proposal Template examples as well.

Download Free Student Project Proposal Template PDF and Examples Download Free Student Project Proposal Template Word Document

Download Free Student Project Proposal Template Powerpoint

Student Project Proposal Template FAQ

1. how do i start writing my project proposal using this template.

You can start by filling out the details in the sections provided, such as the project title , objectives, methodology, and timeline. Make sure to follow the instructions and guidelines provided in each section.

2. Can I customize the template to suit my specific project?

Yes, you can definitely customize the template to fit the requirements of your individual project. Feel free to add or remove sections as needed, and tailor the content to best represent your project.

3. Is there a word limit for each section of the proposal?

There is no strict word limit, but it is recommended to be concise and to the point in each section. Aim to provide enough information to clearly convey your project idea and plan without being overly lengthy.

4. What should I include in the methodology section?

In the methodology section , you should outline the specific steps and methods you plan to use to achieve your project objectives . This may include research techniques, data collection methods , and other approaches relevant to your project.

5. Can I include graphics or images in my project proposal?

Yes, you can include relevant graphics, images, charts, or diagrams to support and enhance your proposal. Make sure to appropriately reference any visual aids used.

6. How should I format my citations and references in the proposal?

You should follow a standard citation style such as APA, MLA, or Chicago for any references or sources cited in your proposal. This ensures proper crediting of the original sources.

7. Is there a deadline for submitting the project proposal?

The deadline for submitting your project proposal will be specified by your instructor or department. Make sure to inquire about the submission deadline and plan accordingly.

8. Can I get feedback on my project proposal before final submission?

Yes, it is recommended to seek feedback from your instructor or peers before the final submission. This can help you improve the quality of your proposal and address any potential issues.

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Nail Your Student Project Proposal With These Templates & Tips

Never scramble for a topic or miss a deadline again with our trusty student project proposal template and tips.

School projects — some of us love them, and some of us love to loathe them. If you fall firmly into the latter camp, then you'll be ecstatic to know that there are shortcuts you can take. Start with a great outline, or our solid template, and work your way through these helpful guidelines. You can nail any student project that comes your way with the right approach. 

How to Create a Student Project Proposal

Sometimes just seeing another person's example is all the help you need. Here is a student project proposal example with editable fields so you can customize it to suit your topic. Download the sample to edit, print, or save. Not sure how? Our  Adobe guide to printables can answer your questions.

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4 Ways to Use This Template 

In some cases, teachers may require you to submit a project proposal. But even if you don't need one, we find this template extremely useful when trying to stay organized and on task in a variety of different situations, like these. 

• Organize your thoughts and ideas for a paper or presentation.
• Propose an idea for your classroom project.
• Apply for a grant or enter a contest. It can help organize most of the info you need to add to the applications.
• Gather information for a college application essay. The template is super comprehensive so you can make sure you're including all the important details. 

4 Key Steps to Help You Start Your Proposal

Before writing your proposal, you can begin to identify exactly what you need to go into it so you have all your bases covered — aka fill out the meat of the project. Follow this checklist to help you get started. 

• Choose a topic that intrigues you. It doesn't have to be one you're an expert on, just something that tickles your fancy. 
• Once you choose your topic, think about why and how it's useful and worth presenting.
• Begin to identify experts and sources. Think about where you'll go to get your information and facts.
• Think about your ultimate goal. What do you hope to achieve with your project? 

Related:  150+ Community Service Project Ideas for All Ages

How to Write Your Student Proposal Step-By-Step 

If your teacher has a specified format to follow, then of course follow that first. But check it against this proposal format. The more details you know you need to collect, the easier it'll be to stay organized. Most project proposals will likely have the same elements, so it's totally alright if you start with this one and pivot to a teacher-mandated one. 

Project Title

The project title should be short, but descriptive, so the reader has an idea of what's being requested or developed. You'll want to avoid acronyms (like POTUS for "President of the United States"), unless you spell them out first or they serve a purpose specific to your project. If you aren't sure about your title, ask your teacher about it. Try your hand at three different titles and let them sink in to see what ultimately feels best.

Project Applicant

Here's where you put your name, grade, class, and other contact information for your mentor or for anyone who reads your project. 

Reasons for the Project

This is your "why" — why you want to do the project and how it's useful. Sure, it may be required work for graduation or a grade, but what intrigued you to choose this subject in particular? 

Knowledge of Subject

Describe what you already know about the subject or proposal. These questions will help you identify that.

• Have you always been fascinated by it? Why?
• If this topic is new to you?
• What about it caught your imagination?
• What do you want or expect to learn about the subject during this project?
• Do you have a personal connection to the topic? 

Preliminary Research/Literature Search

Think about your sources, and who the experts are on the topic you're covering. These are some questions you should consider when hunting down sources. 

• Who else is writing about this topic?
• Is this topic interesting to a lot of people?
• What do others say or write about the topic?
• If there's nothing out there about this topic, why do you think this might be?
• How many books or articles have been written about the topic? What are the titles and who are the authors?
• Are there websites dedicated to this topic?

During your preliminary research, create a short bibliography of your sources so you can recall where you found the information. Since you'll be referencing them later, you might want to go ahead and format them according to the dictated citation style. 

Project Description

Here, you'll want to get whoever is reading your proposal excited about your topic. It should be a clear, specific, and easy-to-understand narrative of what you plan to do. It's all about the who, what, where, when, why, and how of your work.

• Who was involved with this topic, and what is its history? Who were the first to invent, write, or do something with this topic?
• What does this topic mean? Define it and explain what it is.
• Where does this topic impact people or things? Where did this topic originate? 
• When did this topic become important? Has it always been important?
• Why do you think people should know about this topic?
• How does this topic affect the world?

Write your narrative in the first person (I will, I plan to, etc.). Precision and clarity are your friends — try to avoid long, complex sentences here. But also, be true to yourself — use your voice and show your enthusiasm about the project. You can be brief in describing the topic, and fill in the rest with details of what you want to accomplish with your new knowledge.

Project Outcomes

This section sets up a bit of technical expectation — what exactly are you creating? Is it a paper, a book, or a poster? Is there a website component? How many words are you writing? What types of illustrations will you use? This helps your teacher visualize the final outcome, and forces you to think about the end result before diving too deep into the research. 

Timeline or Tasks

Setting goals helps keep you on task. A project timeline can be made in the form of a text reminder, a chart, or a table. Once you know your tasks (research, interviewing, writing, photography, layout, etc), you'll have a better idea of how to use your time. Create a timeline for a first, second, and final draft and you'll never miss a deadline. 

Identify who'll be mentoring or helping you, and why that mentor is the best person for the job. Is this a teacher you've worked with on earlier projects? Does this teacher or mentor know about your topic, and will they help you with your research? Will your mentor read or view your project and offer feedback? Who will you give this project to at the end, and who will assign you a grade?

Knowing all this will help you to find the right help when you need it, and keep you from missing those all-important deadlines.

Possible Problems

If there's one thing you can rely on, it's that not everything will go to plan. When you're starting a new project, you never know where it'll lead you. Sometimes you'll expect to find one thing, and you find something entirely different. Or you may discover there's too much information, and you need to narrow your topic.

Ask yourself these questions, and tell your reader how you plan to solve them should they arise.

• Are you concerned about meeting your deadlines?
• What will you do if you need to change your topic?
• What will you do if you find out you have to pay for transportation or printing?
• Will you have the money to do the activities outlined in your project proposal?

One thing to remember when writing a school project proposal is to be clear, concise, and compelling. You'll want to look at the whole of the project and troubleshoot both at the beginning and throughout. This sets you up to focus on your end goal and to stay on task.

Set Yourself Up for Success 

A student project proposal isn't just for your professors — it's the perfect tool to set yourself up for success. Following a template does half the work of creating a detailed outline of everything you've got to cover. It may seem like a pain writing it up at the start, but you'll be so glad you did when you're well ahead of schedule. 

How to Write an Successful Project Proposal

Learn how to create a compelling pitch for your next project and get it approved by the stakeholders.

Being able to successfully present your ideas is a vital skill for getting your projects approved.

Giving a convincing elevator pitch is often not enough – you need to create a formal, structured document that explains why your ideas are worth being executed and addresses the stakeholders' concerns before they had a chance to voice them.

Let's dive deeper into what a project proposal is and how to write it.

What is a project proposal?

Project proposal example, how to write a project proposal, project proposal template, tips for creating a persuasive project proposal.

A project proposal is a document that outlines your project’s core value proposition and sells it to the stakeholder. Simply put, it establishes what the project is, what you are aiming to achieve with it, how you plan to get there, and why it's a worthwhile endeavor. Writing it is the first step in the project management process .

A project proposal may include a list of activities or tasks that will be associated with the project, but it doesn't go into the same level of detail as a project plan .

There are many reasons why you might what to create a formal proposal for your project – to win a new client, to secure funding, to convince your manager to allocate resources to your initiative, and many more. In any case, a well-written, clear, and detailed document is usually the best way to approach it:

A project proposal helps you get a buy-in at your organization.

It creates clarity about the goals, priorities, and requirements of the project.

It forces the project initiator to think through the project details before pitching it.

After the project proposal is approved by all the stakeholders, it becomes the foundation of the project plan .

No two project proposals are alike, and depending on the nature of your project you may want to follow a different format. There are various types of project proposals:

Internal or external (intended to get buy-in from internal or external stakeholders)

Solicited or unsolicited (created in response to an official request for proposal or written ad-hoc)

Continuation (an update to an ongoing and already approved project)

Renewal (put forward to restart a terminated project)

Supplemental (used to request additional resources for an existing project)

The amount of detail in your project proposal can also vary significantly. In some cases, a simple and brief one-pager proposal would suffice, while in others, you would need to cover every point in great detail, creating an extensive document spanning many pages.

Here's what a project proposal example can look like in Nuclino :

Nuclino is a unified workspace where you can not only manage your projects and collaborate on project documentation , but also build your internal knowledge base , onboard new employees , take meeting minutes , and more. It works like a collective brain, allowing you to bring all your team's work together in one place and collaborate without the chaos of files and folders, context switching, or silos.

Include an executive summary

The executive summary is the first and most important part of your project proposal and should be written last. If it fails to capture the attention of your readers and make a compelling point, it may doom your proposal right then and there. Think of it as the elevator pitch for your project and focus on describing what success would look like.

Here are some guiding questions to help you get started:

What problem does your project aim to solve?

Why is it important to solve it?

How will it help solve it?

Include the project background

Include a section where you go into more detail about the problem you are solving. Prove to your readers why they should care about this project and back your claims with relevant references and statistics.

Consider providing answers to the following questions:

What is the history of the problem? How long has it existed?

How is solving it related to the business goals of your organization?

Explain your solution

After you have described the problem, it's time to lay out the proposed solution:

How will you solve the problem you described?

Why will the proposed solution be effective?

Why is the proposed solution better than alternatives?

What would it take to make it happen?

Define the deliverables and success criteria

Make it clear how the success of your proposed project will be measured:

What will be the project deliverables?

What are the SMART (specific, measurable, achievable, realistic, and time-bound) objectives of the project?

List the required resources

Be realistic and detailed when you estimate your project budget requirements. Include the supplies, tools, ad spend including cost per click , salaries , and whatever else would be required to successfully deliver the project.

A detailed financial breakdown will signal to the stakeholders that you've done your research and assure them that there wouldn't be many unexpected costs down the road. If you're working on a project for an external client, a good way to avoid any surprises would be to provide them with a formal cost estimate and get their approval.

You may want to conclude the document with a brief conclusion. Reiterate the points you made and remind your audience why they should approve your proposal, without introducing any new information.

As previously mentioned, there is no one-size-fits-all format. But this simple project proposal template can be a great starting point:

Using a good template does not guarantee the success of your project proposals. Following a clear structure is important, but that alone is not enough.

There are several noteworthy best practices that can help you make your proposal as compelling as possible.

Understand your audience and write for it

No matter how great and innovative your initiative is, it will fail to persuade your readers if you don't convey it in a way they would understand.

Try to answer the following questions as you write:

What is the background of your readers – specifically, the decision-makers? Would they understand specialized terminology or would it be better to use simpler language?

What would they find more convincing? Data? Visuals? User feedback?

What tone of voice is likely to resonate with them? Formal or informal?

Keep it brief and simple

There is probably a lot you can say about your project – you have likely been thinking about it a lot. But is all that information relevant to the point you are trying to make? Focus on what would strengthen your pitch and provide as much detail as needed, not as much as possible.

Make your solution SMART

Avoid vague goals such as "increase MRR" or "optimize a process". Make sure your proposal clearly defines the success criteria of your project and keeps it SMART (specific, measurable, achievable, realistic, and time-bound).

Anticipate questions and objections

Be prepared to defend your solution. Don't wait for the stakeholders to voice their objections – address them directly in your project proposal.

Writing formal project proposals may seem like a hassle, especially when you are confident in your idea. But not all great ideas get approved or funded – in many cases, whether your initiative sees the light of day depends on how effective and convincing your proposal is.

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

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

Written by: Jennifer Gaskin Dec 11, 2023

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

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

Click to jump ahead:

• What is a project proposal and how to use it

How to write a project proposal in 9 steps

4 project proposal examples with templates.

• What are the 6 types of project proposals?

What are the contents of a project proposal?

What is a project proposal & how to use it.

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

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

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

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

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

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

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

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

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

Step 2: Create a project proposal outline

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

Step 3: Define the problem and present your solution

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

Step 4: Highlight elements that may set your proposal apart

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

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

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

Step 5: Define project deliverables and goals

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

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

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

Step 6: State your plan or approach

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

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

Step 7: Outline your project schedule and budget

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

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

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

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

Step 8: Write the executive summary

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

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

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

Step 9: Proofread and edit

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

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

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

Additional tips:

Avoid overly salesy language.

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

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

Establish a single point of contact

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

Write with one voice

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

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

Construction project proposal examples

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

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

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

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

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

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

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

Design project proposal examples

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

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

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

Work project proposal examples

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

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

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

Marketing project proposal examples

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

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

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

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

What are the 6 types of project proposal s?

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

Solicited through RFP

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

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

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

I nformally solicited

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

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

Unsolicited

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

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

Pre-proposals

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

Non-competing/continuation proposals

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

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

Competing/renewal proposals

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

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

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

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

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

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

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

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

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

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

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

Project proposal FAQs

What is the difference between project proposals and project charters.

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

What is the difference between project proposals and business cases?

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

What is the difference between project proposals and project plans?

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

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

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

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

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

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

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

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

What’s in this guide:

What is a project proposal?

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

Examples of project proposals

Tips for writing a project proposal

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

12 min. read

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

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

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

Types of project proposals

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

Project length:

Short, one-time project

Longer, phased project

Retainer or ongoing project

Paid discovery or audit project

Payment type:

Hourly with estimated hours

Hourly with min and max hour range

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

Industries:

Website design

Graphic design

Architecture and engineering

Construction and property services

Commercial leasing

Interior design

Event planning

Software subscriptions

Administrative management

Payroll and HR management

Market research and analysis

Software development

Product development

Solicitation types:

Solicited proposals sent in response to an RFPs

Unsolicited proposals sent without a prior RFP

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

The cover page is the easiest page to write.

It typically includes:

Your company’s name

The client’s name or project name

A photograph or graphic design

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

Executive summary or letter

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

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

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

Goals or objectives

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

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

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

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

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

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

Project summary and deliverables

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

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

A quick description of the project

A list of project deliverables

A description of project phases with their own deliverables

A project timeline or roadmap

Your project management process

The collaboration or communication software you plan to use

Measurable or specific milestones in the project

A description of the project team and the talent included

About the company

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

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

Terms and conditions

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

Social proof and samples

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

Consider including:

Testimonials

Star rating averages

Portfolio pieces

Work samples

Mini case studies

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

1. Discover the client’s needs

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

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

2. Define their core problem and goals

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

3. Determine the best approach to serve them

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

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

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

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

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

5. Add all necessary sections and details to your proposal

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

The most common proposal structure is:

Executive summary

Approach or solution

Deliverables

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

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

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

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

7. Handle change requests promptly

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

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

5 examples of proposals for a project

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

1. Printing project with optional items

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

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

This example project proposal template includes these sections:

Our Services

Sample Work

Your Investment

2. Marketing proposal with project timeline

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

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

This example proposal template includes the following sections:

Overview & Goals

Scope of Services

3. Accounting project with goals and batches of work

Our next example is an accounting proposal .

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

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

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

The template includes the following sections:

Project Summary

Work Proposal

4. Construction project with project summary and exclusions

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

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

The project proposal template includes the following sections:

Cover Letter

Meet Our Team

Previous Projects

Project Schedule

5. Event management project with hourly work estimates

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

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

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

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

This template includes the following sections:

Introduction

Our Understanding of Your Needs

Writing a great proposal is a lot of work.

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

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

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

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

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

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

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

Next steps: write your own project proposal

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

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

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

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Final Year Project Proposal Format (+PDF Sample, Free Download)

Free project proposal template: In this post is a sample project proposal for final year undergraduate students. This will give you a solid idea of the elements of a project proposal and the essential information contained in them.

One thing you have to note is that format for a project proposal can sometimes vary depending on what your supervisor, department or school prefer. For example, this sample project proposal is derived from a format used at the University of Nigeria, Nsukka (UNN). So check if there is any specific format recommended by your school, else you can derive from this example.

Sample project proposal for undergraduate/final year students

CONSTRUCTION AND ANALYSIS OF A PELTON WHEEL TURBINE FOR SMALL-SCALE HYDROELECTRIC POWER GENERATION

AHMED, TUNDE EMEKA [REG. NUMBER]

DEPARTMENT OF MECHANICAL ENGINEERING, FACULTY OF ENGINEERING

UNIVERSITY OF NIGERIA, NSUKKA

There is a need to develop mechanical systems applicable for converting the small hydro potentials that exist in Nigeria to small-scale hydroelectricity.

Inspired by the need for Nigeria to explore energy sources that are more environmentally friendly than fossil fuel, suitable for industrial applications, and yet economical, this project work is on constructing a Pelton turbine suitable for small-scale hydroelectricity generation.

The method of getting this work done involves studying and analyzing the design of already existing Pelton turbines and then constructing such a turbine from locally available materials.

Although the scope of this work doesn’t go beyond the construction of a Pelton turbine, a number of other systems that will help in demonstrating the end result will be incorporated into the work.

TABLE OF CONTENTS

Title page i

Approval Abstract

Table of Contents

Chapter 1: Introduction

• Statement of the problem
• Purpose of the study

Chapter Two: Literature Review

• Review of Pelton turbine design
• Justification of the study

Chapter Three: Methodology

• Pelton wheel design
• Choice of Materials
• Cost analysis

Introduction

Over the years, much effort has been put into developing alternative energy sources free from the negative consequences of fossil fuels. Hydroelectricity has remained among the top alternative to fossil fuels because of its numerous advantages.

In many countries, including China, India, and Brazil, attention has been paid not only to large-scale hydropower plants but also to small-scale hydroelectricity. But in Nigeria, it is not so. Small-scale hydro has not been given much attention in the country, and there is a need to have locally manufactured systems that will help the country utilize the hydro potentials that exist.

1.1 Background of Study

In 1866, Samuel Knight develops a bucketed wheel that captures the energy of a free jet, which converted a high head of water to kinetic energy. Knight’s invention was inspired by the high-pressure jet systems used in hydraulic mining in the gold fields.

Lester Allan Pelton in 1879 develops a double bucket design, exhausting the water to the side, eliminating some energy loss of the Knight wheel which exhausted some water back against the center of the wheel. This Pelton’s invention, today known as the Pelton wheel or Pelton turbine, marked the first time energy from the water was converted most efficiently.

Inspired by the invention of the earlier water wheels, the Pelton turbine is being used in engineering applications today, especially in hydroelectric systems where it is used to convert water energy into mechanical energy.

1.2 Statement of the problem

Fossil fuel has been associated with a lot more negative environmental implications than hydroelectricity and other energy renewable energy sources. The negative impacts of fossil fuel for power generation include the increase of greenhouse effect, health implications, global warming, climate change, acidic pollution, oil spills, rise in sea levels, and a shift in the ecological balance and land impacts.

Nigeria is a tropical region country that experiences a long rainy season every year. The rainfall water can be channelled to drive a turbine to produce small-scale electricity. There are also various streams and rivers in the country with small-scale hydro potential. But these sources have gotten little or no attention in the country. Therefore, the need arises to construct turbines that can be used to utilize the small-scale hydro potential in Nigeria to produce more economically and environmentally friendly energy.

1.3 Purpose of study

The aim of this project work is to construct a Pelton turbine suitable for small-scale hydroelectricity generation.

This aim will be achieved through the following objectives:

• studying the design of already existing Pelton turbines
• constructing a Pelton turbine using locally available materials

This work will not go into the complexity of modelling or constructing a complete hydroelectric power plant. Instead, this work will focus on constructing a Pelton turbine for small-scale hydro. Other necessary components that will be used to demonstrate the working of the turbine, examples are the water source, alternator, and other electrical components, which are not the mainstay of this work.

Chapter Two

Literature review, 2.1 review of pelton turbine design.

Several works have been done and several studies carried out on Pelton turbines, using both analytical and numerical methods. Most of the advanced studies focused on determining and predicting the performances of the machine. Others have studied the service life, and rupture threshold of the machine due to fatigue or corrosion. A number of past studies have tried to improve the design and construction of a Pelton turbine.

• Alexandre PERRIG (2007) work tries to fully understand the physical phenomena involved in the Pelton turbine bucket flow.
• Binaya K.C. and Bhola Thapa (2009) carried out a study mainly focused on finding the pressure distribution inside the Pelton bucket.
• Bryan Patrick Ho-Yan's (2012) Design of a Low Head Pico Hydro Turbine for Rural Electrification in Cameroon considered, among other things, the general principles and the system components for Pico Hydro.

2.2 Justification of the Study

This work is mainly due to the perceived need for Nigeria to adopt, in a much larger number, small-scale hydroelectric generation. The need for this country to do so includes, but is not limited to the following reasons summarized below:

• Low power costs: since small-scale hydro plants don’t require any form of fuel to run. In addition to this, it doesn’t require much resources or money to construct micro or Pico hydroelectric plants.
• Reduced CO2 emissions.
• Suitability for industrial applications.

Chapter three

Methodology.

In accomplishing this project work, the following methods will be used:

Design : an important and initial part of this work will be the studying of already existing designs of the Pelton turbine so as to be able to construct a high enough Pelton turbine for this project work.

Construction : construction of the turbines will be done with locally available materials. This will involve making a pattern and using a casting process to make construct the buckets, and then sourcing locally available materials for other components of the turbine system.

3.1 Pelton wheel design

The figure below shows the typical geometry of a Pelton type turbine.

The turbine will consist of buckets mounted on a flange. The buckets will be fastened on the flange with a pin. The flange will be mounted on a wheel necessitating the transfer of energy from water to the shaft horsepower.

Water emanating from a nozzle will be used to drive the runner, and the energy extracted from the water will be converted into mechanical energy. The shaft power will be used to drive an alternator to produce electricity.

3.2 Choice of Materials

In constructing the Pelton turbine buckets a heavy metal that will increase the torque obtainable, will be sought. But in the event whereby finding and using such materials for casting the buckets becomes too difficult, aluminium or plastic or any other available and suitable material will be used in the casting work.

The flange, where the buckets will be mounted will be fabricated from mild steel for easier machinability. The shaft will also be made of mild steel.

3.3 Cost analysis

The major cost that will be incurred from this project work will come from constructing the buckets for the Pelton wheel. The reason for this is that such parts are not manufactured in the country, and finding a workshop with a good level of expertise where such a furnace for casting work is available won’t be easy.

Another component that will add significantly to the cost will be a pump, piping, and nozzles that are necessary for demonstrating the working of the turbine. Having considered these and other components that will be needed in this work, the estimated cost for this work is as summarized below:

• Alexandre PERRIG. (2007) Hydrodynamics of the free surface flow in Pelton turbine buckets . Lausanne, EPFL
• Binaya K.C., and Bhola Thapa. (2009). Pressure distribution at inner surface of selected pelton bucket for micro hydro . Kathmandu university journal of science, engineering and technology. vol. 5, no. Ii, September, pp 42-50.
• Bryan Patrick Ho-Yan. (2012). Design of a Low Head Pico Hydro Turbine for Rural Electrification in Cameroon . Guelph, Ontario, Canada.
• Anonymous (2016). “Hydroelectricity.” Wikipedia [online]. https://en.wikipedia.org/wiki/Hydroelectricity. Accessed [full date].

Download sample project proposal PDF

Note: To see the formatting and proper arrangement of this example, I advise that you download a project proposal PDF . Also, there are images in the PDF document which I did not include in this sample.

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Complete project proposal.

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18 project proposal templates to accurately capture your vision

So you have an idea. And you're here looking for the best way to frame it so that whoever needs to approve your proposal doesn't dismiss you out of hand. 

If you haven't made a video of yourself proposing this idea and played it during a meeting while proudly standing in the corner, mouthing along to your epic speech, I'm happy to report that you're doing great so far.

Proposals are common, whether it's to initiate new business, secure funding, or land a contract. But project proposals are more specialized in that you can use them to get approval or inform stakeholders of new projects and initiatives. 

My design team and I have put together some templates for project proposals, designed and formatted to suit different purposes. They're Google Docs that you can copy, and once you've filled them in, you can download them as PDFs. Have at 'em.

1. Business project proposal template

This template outlines the basic elements of a project proposal. It contains sections for your executive summary, project goals, tasks, schedule, budget, and resources. It's flexible enough to adapt to business proposals of every size and purpose. Pageantry aside, this template represents the essentials of a business proposal.

Tip: Tie your schedule section to the task list you have in mind, so readers can get a clear view of the project's timeline.

2. Research project proposal template

Research proposals demand a focus on context. Whatever kind of research it is, it will always require an overview of existing information, gaps in knowledge, and any theoretical frameworks that may already be out there. It focuses heavily on explaining how you'll approach the project and how you'll collect and analyze the data.

Tip: Include as much context and background information about the industry or area you're researching. Display expertise and knowledge of the subject matter.

3. Grant project proposal template

It's never easy getting your project funded. But a good grant proposal can definitely boost your chances of getting free money. This template is designed to shine a light on the project details, timeline, goals, and team. It allows you to go into greater detail regarding where you intend to spend your funding. I'm told companies and entities that grant grants like transparency.

Tip: Break down the costs and be as transparent as possible about your goals and how this funding will help you reach them.

4. Marketing project proposal template

While all proposals share the same foundation, this template is formatted to accommodate a marketing team's most important points, providing an overview of the team, services, projected impact of the project, and an outline of the tools, software, and expenses needed.

Tip: Make use of the company section to highlight the team working on the project. Some proposals include detailed bio sections for each member.

5. Event project proposal template

Every successful event needs a roadmap that incorporates event objectives, venue options, budget breakdowns, strategies, and contingency plans. You can tailor this template to match events of different sizes. It'll do wonders for a company's product reveal and launch event, just the same as it would your CTO's daughter's 15th birthday party.

Tip: Highlight the unique selling points of your event, and incorporate engaging visuals or themes.

6. Software development project proposal template

This template emphasizes past experience and successful projects, as these are the most important software development selling points. It outlines the project scope, functionalities, development stages, projected timeline, budget estimation, and case studies.

Tip: Emphasize the scalability and user-friendliness of your software. Illustrate how it solves specific problems or improves efficiency.

7. Web design project proposal template

Much like software development, web design is the type of industry that requires a portfolio, making testimonials and imagery very important elements. This template will also help you outline ideas for the project, detailing pages and features you plan to implement. It's adaptable for freelance projects or agency pitches.

Tip: Showcase previous successful projects or design concepts to illustrate your creativity and technical expertise.

8. Training project proposal template

You can use this template to present comprehensive training programs. It includes training goals, methodologies, curriculum outlines, delivery modes, assessment strategies, and budget breakdowns.

Tip: Highlight the anticipated impact on learners and how your training program addresses specific skill gaps.

9. Consulting project proposal template

As a consultant, you want to emphasize problem-solving strategies, proposed methodologies, deliverables, costs, and expected outcomes. This proposal template helps frame that information and remains customizable enough to work with consulting services across multiple industries.

Tip: Incorporate case studies or testimonials to showcase successful consulting projects or solutions.

10. Education project proposal template

This template is structured to outline educational initiatives, curriculum changes, or program enhancements. It focuses on educational objectives, teaching methodologies, resource allocation, budget estimation, and evaluation criteria. 

It can work great for corporate training, leadership development, or any other educational work you're leading at your business.

Tip: Emphasize how the proposed changes or initiatives align with educational standards or contribute to student success.

11. Non-profit project proposal template

For a non-profit project proposal, it's important to highlight its social impact, community engagement, fundraising strategies, budget allocation, and volunteer involvement. It's designed to convey your mission and its significance.

Tip: Highlight successful initiatives or stories of changed lives to illustrate the impact of your non-profit.

12. Sales project proposal template

Very likely the most commonly used type of proposal, sales requires a very detailed outline of products or services, pricing, benefits, ROI projections , and proposed strategies. You can easily customize this template for B2B or B2C sales.

Tip: Identify your client's pain points and include them in your proposal alongside your solution.

13. Human resources project proposal template

This template is best used to outline initiatives such as recruitment strategies, training programs, employee benefits, or policy changes. This template focuses on HR objectives, methodologies, implementation plans, and budget allocation.

Tip: Showcase the anticipated positive impact on employee satisfaction and company performance. Provide evidence and proof that your approach has yielded positive results in the past and has a proven track record.

14. IT infrastructure project proposal template

You can use this type of proposal to pitch implementing an IT infrastructure or upgrading it. It includes technical specifications, budget breakdowns, timelines, and risk mitigation strategies.

Tip: Emphasize scalability, security, and technological advancements when you pitch your services.

15. Real estate project proposal template

This template outlines property details, market analysis, project scope, and financial details. You can use this project proposal for property development, sales, or investments.

Tip: Include visuals like property images or location maps to help readers visualize your ideas.

16. Financial project proposal template

Unsurprisingly, a financial proposal highlights financial strategies, budget allocation, ROI projections, risk assessment, and expected outcomes. It's best used for funding requests, investment proposals, or financial planning.

Tip: Emphasize the projected financial returns and risk mitigation strategies.

17. Arts and culture project proposal template

To best represent cultural initiatives, art projects, or events in a compelling manner, it's important to lean heavily on displaying artistic significance, community involvement, budget allocation, and expected cultural impact.

Tip: Showcase previous successful cultural events or artistic collaborations to highlight credibility and creativity. Make sure to include promotion strategies for your project.

18. Engineering project proposal template

For engineering projects, it's important to focus on technical specifications and design alongside project scope, methodologies, technical specifications, budget estimates, and anticipated outcomes.

Tip: Make sure your technical approach and specifications are as detailed as possible. This information can raise issues for your client if your technical specifications aren't compatible with their existing infrastructure.

Tips and best practices

Writing a great project proposal comes down to filtering the most important information for your industry, business, services, and client. There's a lot you can include in this document, but if it's irrelevant, too long, or way off-topic, it may cause more damage than good.

Write compelling objectives: Your objectives should be specific, measurable, achievable, relevant, and time-bound ( SMART ). Modify them to fit your proposal type.

Write for your audience: Write each proposal with your audience in mind. A research project proposal, for example, should focus on clearly defined objectives and adhere to academic standards, while a non-profit project proposal should highlight social impact and take on a storytelling approach. 

Structure an effective approach: Your approach needs to match the nuances of each proposal type. Whether it's research, marketing, or education, customize your methodology and strategies to align with the project's objectives. For example, if you're writing a research project proposal, your objectives should focus on the gap in knowledge that your research fills.

Allocate resources and prepare your budget plans: Develop a detailed and realistic budget plan. Allocate resources considering the unique needs of each project. Prioritize expenditures and ensure alignment with project goals. For example, if you're writing an engineering proposal, it's important to consider necessary expenses like hiring costs, technology, and software.

Set evaluation and success metrics: Different project scopes demand different metrics. Whether it's ROI for financial proposals or community impact for non-profit projects, establish measurable criteria to assess success.

A project proposal can help you set the stage for success. While a business plan helps you create your entire operation, a proposal is a tool of a smaller scale and approach that highlights key information, making it possible for you to secure project funding, win clients, or implement groundbreaking projects.

A persuasive project proposal does more than communicate your vision and plan for the project. It showcases your dedication and capability to execute it. Once approved, you can leverage Zapier 's project management automation to set up the workflows you need for a seamless project launch and execution. Learn more about how to automate project management .

Related reading:

Project initiation 101: 5 steps for launching a new project

The best free project management software

Free business plan template—and how to write your own

Business startup checklist: How to launch a startup step by step

21 project management templates to organize any workflow

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Hachem Ramki

Hachem is a writer and digital marketer from Montreal. After graduating with a degree in English, Hachem spent seven years traveling around the world before moving to Canada. When he's not writing, he enjoys Basketball, Dungeons and Dragons, and playing music for friends and family.

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43+ SAMPLE Student Project Proposal in PDF | MS Word

Student project proposal | ms word, 43+ sample student project proposal, what is a student project proposal, different types of student projects, main points of a student project proposal, steps on how to make a student project proposal, what is the importance of creating a student project proposal, what are the various kinds of student projects, what should a student project proposal look like.

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• 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

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

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

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 .

Related resources

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Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

How To Write A Proposal

Writing a Proposal involves several key steps to effectively communicate your ideas and intentions to a target audience. Here’s a detailed breakdown of each step:

Identify the Purpose and Audience

• Clearly define the purpose of your proposal: What problem are you addressing, what solution are you proposing, or what goal are you aiming to achieve?
• Identify your target audience: Who will be reading your proposal? Consider their background, interests, and any specific requirements they may have.

Conduct Research

• Gather relevant information: Conduct thorough research to support your proposal. This may involve studying existing literature, analyzing data, or conducting surveys/interviews to gather necessary facts and evidence.
• Understand the context: Familiarize yourself with the current situation or problem you’re addressing. Identify any relevant trends, challenges, or opportunities that may impact your proposal.

Develop an Outline

• Create a clear and logical structure: Divide your proposal into sections or headings that will guide your readers through the content.
• Introduction: Provide a concise overview of the problem, its significance, and the proposed solution.
• Background/Context: Offer relevant background information and context to help the readers understand the situation.
• Objectives/Goals: Clearly state the objectives or goals of your proposal.
• Methodology/Approach: Describe the approach or methodology you will use to address the problem.
• Timeline/Schedule: Present a detailed timeline or schedule outlining the key milestones or activities.
• Budget/Resources: Specify the financial and other resources required to implement your proposal.
• Evaluation/Success Metrics: Explain how you will measure the success or effectiveness of your proposal.
• Conclusion: Summarize the main points and restate the benefits of your proposal.

Write the Proposal

• Grab attention: Start with a compelling opening statement or a brief story that hooks the reader.
• Clearly state the problem: Clearly define the problem or issue you are addressing and explain its significance.
• Present your proposal: Introduce your proposed solution, project, or idea and explain why it is the best approach.
• State the objectives/goals: Clearly articulate the specific objectives or goals your proposal aims to achieve.
• Provide supporting information: Present evidence, data, or examples to support your claims and justify your proposal.
• Explain the methodology: Describe in detail the approach, methods, or strategies you will use to implement your proposal.
• Address potential concerns: Anticipate and address any potential objections or challenges the readers may have and provide counterarguments or mitigation strategies.
• Recap the main points: Summarize the key points you’ve discussed in the proposal.
• Reinforce the benefits: Emphasize the positive outcomes, benefits, or impact your proposal will have.
• Call to action: Clearly state what action you want the readers to take, such as approving the proposal, providing funding, or collaborating with you.

Review and Revise

• Proofread for clarity and coherence: Check for grammar, spelling, and punctuation errors.
• Ensure a logical flow: Read through your proposal to ensure the ideas are presented in a logical order and are easy to follow.
• Revise and refine: Fine-tune your proposal to make it concise, persuasive, and compelling.

Add Supplementary Materials

• Attach relevant documents: Include any supporting materials that strengthen your proposal, such as research findings, charts, graphs, or testimonials.
• Appendices: Add any additional information that might be useful but not essential to the main body of the proposal.

Formatting and Presentation

• Follow the guidelines: Adhere to any specific formatting guidelines provided by the organization or institution to which you are submitting the proposal.
• Use a professional tone and language: Ensure that your proposal is written in a clear, concise, and professional manner.
• Use headings and subheadings: Organize your proposal with clear headings and subheadings to improve readability.
• Pay attention to design: Use appropriate fonts, font sizes, and formatting styles to make your proposal visually appealing.
• Include a cover page: Create a cover page that includes the title of your proposal, your name or organization, the date, and any other required information.

Seek Feedback

• Share your proposal with trusted colleagues or mentors and ask for their feedback. Consider their suggestions for improvement and incorporate them into your proposal if necessary.

Finalize and Submit

• Make any final revisions based on the feedback received.
• Ensure that all required sections, attachments, and documentation are included.
• Double-check for any formatting, grammar, or spelling errors.
• Submit your proposal within the designated deadline and according to the submission guidelines provided.

Proposal Format

The format of a proposal can vary depending on the specific requirements of the organization or institution you are submitting it to. However, here is a general proposal format that you can follow:

1. Title Page:

• Include the title of your proposal, your name or organization’s name, the date, and any other relevant information specified by the guidelines.

2. Executive Summary:

•  Provide a concise overview of your proposal, highlighting the key points and objectives.
• Summarize the problem, proposed solution, and anticipated benefits.
• Keep it brief and engaging, as this section is often read first and should capture the reader’s attention.

3. Introduction:

• State the problem or issue you are addressing and its significance.
• Provide background information to help the reader understand the context and importance of the problem.
• Clearly state the purpose and objectives of your proposal.

4. Problem Statement:

• Describe the problem in detail, highlighting its impact and consequences.
• Use data, statistics, or examples to support your claims and demonstrate the need for a solution.

5. Proposed Solution or Project Description:

• Explain your proposed solution or project in a clear and detailed manner.
• Describe how your solution addresses the problem and why it is the most effective approach.
• Include information on the methods, strategies, or activities you will undertake to implement your solution.
• Highlight any unique features, innovations, or advantages of your proposal.

6. Methodology:

• Provide a step-by-step explanation of the methodology or approach you will use to implement your proposal.
• Include a timeline or schedule that outlines the key milestones, tasks, and deliverables.
• Clearly describe the resources, personnel, or expertise required for each phase of the project.

7. Evaluation and Success Metrics:

• Explain how you will measure the success or effectiveness of your proposal.
• Identify specific metrics, indicators, or evaluation methods that will be used.
• Describe how you will track progress, gather feedback, and make adjustments as needed.
• Present a detailed budget that outlines the financial resources required for your proposal.
• Include all relevant costs, such as personnel, materials, equipment, and any other expenses.
• Provide a justification for each item in the budget.

9. Conclusion:

•  Summarize the main points of your proposal.
•  Reiterate the benefits and positive outcomes of implementing your proposal.
• Emphasize the value and impact it will have on the organization or community.

10. Appendices:

• Include any additional supporting materials, such as research findings, charts, graphs, or testimonials.
•  Attach any relevant documents that provide further information but are not essential to the main body of the proposal.

Proposal Template

Here’s a basic proposal template that you can use as a starting point for creating your own proposal:

Dear [Recipient’s Name],

I am writing to submit a proposal for [briefly state the purpose of the proposal and its significance]. This proposal outlines a comprehensive solution to address [describe the problem or issue] and presents an actionable plan to achieve the desired objectives.

Thank you for considering this proposal. I believe that implementing this solution will significantly contribute to [organization’s or community’s goals]. I am available to discuss the proposal in more detail at your convenience. Please feel free to contact me at [your email address or phone number].

Yours sincerely,

Note: This template is a starting point and should be customized to meet the specific requirements and guidelines provided by the organization or institution to which you are submitting the proposal.

Proposal Sample

Here’s a sample proposal to give you an idea of how it could be structured and written:

Subject : Proposal for Implementation of Environmental Education Program

I am pleased to submit this proposal for your consideration, outlining a comprehensive plan for the implementation of an Environmental Education Program. This program aims to address the critical need for environmental awareness and education among the community, with the objective of fostering a sense of responsibility and sustainability.

Executive Summary: Our proposed Environmental Education Program is designed to provide engaging and interactive educational opportunities for individuals of all ages. By combining classroom learning, hands-on activities, and community engagement, we aim to create a long-lasting impact on environmental conservation practices and attitudes.

Introduction: The state of our environment is facing significant challenges, including climate change, habitat loss, and pollution. It is essential to equip individuals with the knowledge and skills to understand these issues and take action. This proposal seeks to bridge the gap in environmental education and inspire a sense of environmental stewardship among the community.

Problem Statement: The lack of environmental education programs has resulted in limited awareness and understanding of environmental issues. As a result, individuals are less likely to adopt sustainable practices or actively contribute to conservation efforts. Our program aims to address this gap and empower individuals to become environmentally conscious and responsible citizens.

Proposed Solution or Project Description: Our Environmental Education Program will comprise a range of activities, including workshops, field trips, and community initiatives. We will collaborate with local schools, community centers, and environmental organizations to ensure broad participation and maximum impact. By incorporating interactive learning experiences, such as nature walks, recycling drives, and eco-craft sessions, we aim to make environmental education engaging and enjoyable.

Methodology: Our program will be structured into modules that cover key environmental themes, such as biodiversity, climate change, waste management, and sustainable living. Each module will include a mix of classroom sessions, hands-on activities, and practical field experiences. We will also leverage technology, such as educational apps and online resources, to enhance learning outcomes.

Evaluation and Success Metrics: We will employ a combination of quantitative and qualitative measures to evaluate the effectiveness of the program. Pre- and post-assessments will gauge knowledge gain, while surveys and feedback forms will assess participant satisfaction and behavior change. We will also track the number of community engagement activities and the adoption of sustainable practices as indicators of success.

Budget: Please find attached a detailed budget breakdown for the implementation of the Environmental Education Program. The budget covers personnel costs, materials and supplies, transportation, and outreach expenses. We have ensured cost-effectiveness while maintaining the quality and impact of the program.

Conclusion: By implementing this Environmental Education Program, we have the opportunity to make a significant difference in our community’s environmental consciousness and practices. We are confident that this program will foster a generation of individuals who are passionate about protecting our environment and taking sustainable actions. We look forward to discussing the proposal further and working together to make a positive impact.

Thank you for your time and consideration. Should you have any questions or require additional information, please do not hesitate to contact me at [your email address or phone number].

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Proposal Templates

7+ student project proposal templates – pdf, word, apple pages, google docs.

You need to submit a proposal for your final project but you don’t know where to start? Well, you are in the right article because here you will find Project Proposal Templates and Final Year Project Proposal Templates and all the information you need to help you do it successfully.

Proposal Template Bundle

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Student Project Proposal Template

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Student Project Proposal Format

What is a proposal template?

What are the different types of proposals.

• A solicited proposal that is necessary when there is a formal request of proposals and you need to present a formal proposal within a timeframe.
• Unsolicited proposals that are submitted without a previous request for it and requires extra persuasive skills.
• Renewal or continuation proposal that is needed when a project needs to move on to a different stage or requires funding renewal.
• A revised budget proposal that is required when the budget of the project needs to change in order to get completed.

Student Government Funding Proposal

Electronic Student Project Proposal

Masters Student Project Proposal

Excellent Student Program

Project Proposal Safety Authorisation

Rules for Writing a Project Proposal

• Know the people that will read the proposal. Most times there is a committee in the institute that has the task of reviewing the students’ proposals and makes the decision about accepting or rejecting it. So make sure you use formal and clean writing style.
• Structure matters. A structured document can give you the opportunity to section your content in such a way that looks presentable, and that is also easy to read through. Additionally, it will help the reviewers to find the needed information with ease. An article you can also check is about College Project Proposal Templates that presents you with a list of structured templates to choose from.
• Most educational institutes have their own templates to use, however you can follow the basic form of a proposal that consists of the summary, history or introduction, the literature overview, the methodology, and the expected results. Lastly, adding a list of references will make your proposal look credible.
• Research the subject. Every project has to be an answer to a question. Make sure you understand the questions you are going to answer before you start writing your proposal. This will give you the time to think through all the aspects of the outline that you need as well as to gather all the necessary information.

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Simple student project proposal, mechanical engineering student design projects template, student project proposal sample, student management system project proposal, final year student project proposal, graduate student project proposal, student research project proposal, it student project proposal, student council project proposal, student project work proposal.

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FREE 15+ Student Project Proposal Samples [ Management, Council, School ]

Are you a student who is required to perform a student project as part of your studies? This often includes conceiving, planning, and finishing a project, as well as publishing a research paper to summarize the project and giving a public presentation. The project can be about almost anything that the student is interested in. You’ll almost certainly need to submit a sample proposal to describe what you’re sample planning and get your project approved before you can begin. Writing a proposal is probably not as difficult as you believe. Your teacher or mentor may have already provided you with a list of required pages. But, in case you don’t have that list, let’s start with the first page of a proposal and work our way to the end. Remember that you’ll use the majority of these themes in your final paper outlining your project , so incorporating them in your proposal gets you one step closer to finishing.

Student Project Proposal

15+ student project proposal samples, 1. student project proposal template, 2. student project proposal sample, 3. graduate student project proposal template, 4. it student project proposal template, 5. engineering student project proposal template, 6. final year student project proposal template, 7. basic student project proposal template, 8. student project programme proposal template, 9. sample student mini project proposal template, 10. honours student project proposal template, 11. independent student project proposal template, 12. sample student program project proposal template, 13. sample student project proposal template, 14. student project activity proposal template, 15. student technology fee project proposal template, 16. medical student education project proposal template, how to write a student project proposal, what are the steps for a successful student project, what is the rubric in assessing a student’s project work.

What is a project proposal? A project proposal is a document that lays out everything stakeholders need to know in order to get started on a project. It’s an important first step toward getting a project started. Typically, a project proposal is chosen during the project intake phase. A well-written project proposal both informs and persuades, and it combines project management abilities with a few other important talents, such as research, data analysis , and some copywriting.

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• To begin, you may require a cover letter, which basically states that you are submitting this proposal for consideration or approval and includes your name and contact information if needed. Then you’ll almost certainly want to include a title page.
• You’ll need a goals or objectives page to explain what you’re hoping to achieve with your project.
• You’ll almost certainly require a list of resources, which might include persons you’ll interview or reference materials you’ll research. Including an assumptions page, which lists your best predictions about what will and won’t be achievable, is common. If your project involves a lot of jargon, you may require a definitions page. You’ll almost certainly need a page detailing the procedures you’ll employ to achieve your goals, as well as a schedule page to show when your procedure steps will occur. You’ll almost certainly need a presentation page to detail how you’ll deliver your presentation and what you’ll say.
• You’ll include all of the pages described above in your final paper, but you’ll also need to provide annotations and a bibliography of the sources you utilized. To demonstrate the end result of your project, you’ll also need pages with titles like results and/or conclusions.
• Make sure to spell-check and proofread each page before submitting your proposal or final research paper on your topic, so you sound like a professional writer and each page appears professional.

For your student project, you may be obliged to utilize a specified format. However, if you have complete control over how your pages are put together, you might choose to start with a tool, which is built for drafting proposals and studies of all types. It features thousands of templates for a variety of themes, with instructions and samples for what might be included on each page – these aren’t there to tell you exactly what to do, but rather to serve as reminders of content you might wish to utilize.

It includes choosing a good cause for your student project, being creative and at the same time staying focused, choosing an appropriate angle and making it applicable, and remembering presentation and planning are essential.

The following includes:

• Gives a clear picture of what to expect from a project work .
• Examines both the product and the complete project development process.
• Lists the accomplishments that will be used to evaluate students.
• During the project process, explains what makes excellence.
• Aids students in comprehending what they must do in order to succeed.
• Aids in the elimination of subjectivity and prejudice in the appraisal process.

If you want to see more samples and formats, check out some student project proposal samples and templates provided in the article for your sample reference.

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University Project Proposal

Students, as well as professionals, make proposals. It’s one way of preparing them to write good project proposal samples that can make a significant difference in the community. It’s also advantageous for them because they’ll be doing the same thing in their future jobs. You might also be interested in proposal samples.

9+ University Project Proposal Examples

1. university faculty project proposal template.

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What Is a Project Proposal?

A Project Proposal serves as the starting point for defining an internal or external project. The proposal is divided into sections that include a title, start and end dates, objectives and goals, requirements, and a description of the proposed solution.

How To Write a University Project Proposal?

Time and research are required when writing a student project proposal. It is not a task that can be completed in a short period. It should be well-thought-out and well-planned to gain the necessary persuasive power. You can also look at sample project proposal templates . The steps to writing a student project proposal are as follows:

1. Make a cover letter

The cover letter should include the proposal’s title, your name, and contact information. The title should be enticing and engaging enough to pique the reader’s interest. Additionally, it should be memorable and written in plain language. This is the first thing your teachers will see when you submit your project proposal, so it should be succinct. Protracted titles cause readers to lose interest in the proposal.

2. Create an Introduction

After the free cover letter, the proposal’s introduction is written. You inform the readers about your proposed project in this section. Give the proposal’s description most shortly and concisely possible. It doesn’t have to be a member of either. State a few key points, and you’re good to go.

3. Discuss the Problem

Following the introduction, you must state the problem in the community and is the subject of your research.  Explain why the issue needs to be resolved and how the panel can assist. You can also look at proposal templates that have been used in the past.

4. Plan your vision and goals

In this section of the proposal, describe how you envision your project. This will assist you in determining the objectives of your proposal. In the end, you’ll know what you want to accomplish. Also, include the objectives you hope to achieve with your proposal. Include a set of goals that you want to perform at the end of the study. These will serve as your roadmap for taking the steps necessary to achieve your objectives. You can also check the writing proposal templates .

5. Make a Schedule

It will help if you create a realistic timeline for completing the project proposal. Tell the panel that you’ll be able to finish it in the time you’ve set. Dissect each stage of the manufacturing process. Calculate how many days or weeks each phase will take to complete. It must be thorough and well-organized for the panel to believe in your production process. Templates for academic proposals are also available.

6. Proofread and Cite Sources

Remember to proofread and edit your proposal before submitting it. It’s too much of a pain to read one with errors. To the readers, make sure it appears professional and businesslike. Proposals don’t just appear out of nowhere. The evidence used and reported in the proposal should be duly referenced, or an allegation of plagiarism should follow. You can also check Research proposal templates and proposal outline templates.

What is the definition of a proposal template?

The template includes deliverables, quantifiable targets, deadlines, and cost breakdowns. You can also have conditions for transforming the template into a contract for a job proposal.

What is a written proposal?

The proposal outlines the project’s implementation strategy, including detailed information on the project’s goals, methods of implementation, and expected outcomes.

What exactly is a project report?

A project report is a document that outlines the planned business’s overall image, and it also summarizes the project proposal to determine the feasibility of the proposed plan/activity.

Several ideas can be converted into proposals for student projects. You must know, as a student, who is right for you. You must also consider the budget and the feasibility of the project before starting with the proposal. You can see the grant proposal as well.

Proposal Maker

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

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