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

The importance of a community project proposal template.

As a dedicated community organizer, I understand the importance of a well-crafted project proposal when seeking support for a new initiative. That’s why I’m excited to introduce the Community Project Proposal Template – a valuable tool that can streamline the proposal writing process and increase the chances of receiving funding or resources for your community project. Unlike a standard proposal, this template is specifically designed to address the unique needs of community-based projects, taking into account the diverse stakeholders and the broader impact on the community. In this article, we will explore the key elements of the Community Project Proposal Template and how it can help elevate your project and better engage with potential supporters.

Community Project Proposal Template

Project title: [insert project title here], executive summary:.

[Include a brief summary of the project, outlining the purpose, goals, and potential impact on the community. This section should be a concise overview of the entire proposal.]

Example: The proposed project aims to create a community garden in an underserved neighborhood to provide access to fresh produce and promote healthy eating habits. The garden will also serve as an educational space for local schools and community members to learn about sustainable agriculture and environmental stewardship. The project has the potential to improve food security and overall health in the community.

My advice on the Executive Summary:

Make sure to clearly and succinctly communicate the key objectives and benefits of the project. This section should grab the reader’s attention and provide a compelling reason to continue reading the proposal.

Project Objectives:

• To create a sustainable community garden to address food insecurity.
• To provide educational opportunities for local residents on gardening and sustainable living.
• To establish partnerships with local schools and organizations to involve the community in the project.

Example: The project aims to achieve the following objectives: – Establish a 5,000 square foot community garden with raised beds and irrigation systems. – Host monthly workshops on gardening, composting, and food preservation. – Collaborate with local schools to incorporate the garden into their curriculum and involve students in maintaining the garden.

My advice on Project Objectives:

Clearly outline the specific goals and outcomes that the project aims to achieve. Use action-oriented language to convey the intended impact of the project.

Project Plan:

• Month 1: Secure a location for the community garden and conduct soil testing.
• Month 2-3: Recruit volunteers and obtain necessary gardening supplies.
• Month 4-6: Build raised beds, install irrigation systems, and plant crops.
• Month 7-12: Host educational workshops and maintain the garden.
• Land rental or purchase
• Garden supplies (soil, seeds, tools, etc.)
• Irrigation system
• Educational materials
• Staff or volunteer stipends

Implementation Strategy:

• Engage community members through outreach and informational sessions.
• Recruit and train volunteers to assist with garden maintenance and educational workshops.
• Establish partnerships with local schools and organizations to maximize community involvement .

My advice on Project Plan:

Provide a detailed and realistic timeline for project implementation , including specific tasks and deadlines. Clearly outline the budget and how funds will be allocated. Additionally, describe the strategies and resources needed to effectively execute the project.

Evaluation and Impact:

• Measure the number of community members participating in gardening workshops.
• Monitor the yield and distribution of produce from the garden.
• Conduct surveys to assess changes in knowledge and attitudes towards healthy eating and sustainable living.

My advice on Evaluation and Impact:

Clearly define how the success of the project will be measured and evaluated. Consider both quantitative and qualitative indicators to assess the project’s impact on the community.

By following this template and examples, you can effectively structure your community project proposal to clearly convey the purpose, objectives, and plan for implementation. Be sure to customize the template to fit the specific needs and goals of your project, and provide supporting evidence and data to strengthen your proposal. Good luck!

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

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

Download Free Community Project Proposal Template Powerpoint

FAQs for Community Project Proposal Template

1. What is a community project proposal ? A community project proposal is a document that outlines a proposed project to be undertaken within a community. It includes details about the project’s goals, objectives, budget, timeline, and potential impact on the community.

2. What should be included in a community project proposal ? A community project proposal should include a project summary , a needs assessment, project goals and objectives , a detailed project plan , a budget, a timeline, and an evaluation plan .

3. Who should use a community project proposal template? Nonprofit organizations, community groups, local governments, and other entities that are seeking to undertake a project within a community can use a community project proposal template to outline their proposed project.

4. Why is a community project proposal important? A community project proposal is important because it helps stakeholders understand the purpose and potential impact of the proposed project. It also provides a roadmap for how the project will be implemented and evaluated.

5. Where can I find a community project proposal template? There are many resources available online where you can find community project proposal templates. Websites of nonprofit organizations, government agencies, and grant-making foundations are good places to start.

6. Can a community project proposal be used to apply for funding? Yes, a well-written community project proposal can be used to apply for funding from grant-making foundations, government agencies, or private donors. It should clearly articulate the need for funding and how the funds will be used to benefit the community.

7. How should I customize a community project proposal template for my specific project? You should customize a community project proposal template by adding details specific to your project, such as the project’s goals and objectives, the target community, the budget, and the timeline. You may also need to tailor the language and tone of the proposal to align with the values and expectations of the target audience for the proposal.

8. Is there a standard length for a community project proposal ? There is no strict rule for the length of a community project proposal , but it is generally recommended to keep it concise and to the point. A well-organized and clearly written proposal will likely be more effective than a lengthy and detailed one.

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18+ community project proposal templates – pdf, word, how to write community project proposals.

There are many purposes for community projects, such as neighborhood security, environmental cleaning, NSTP funding, community engagement, charity Proposal events, library construction, family housing, health concerns, and social work. One of the necessary documents to start a community project is a proposal . And so, we’ve prepared a guide on creating community project proposal samples for art contests, social development, vaccinations, corporate engagement, gym construction, peacebuilding, IT technology, and more.

Community Project Proposal

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Top 5 Community Proposal Templates with Examples and Samples

Nidhi Aswal

In a world that's becoming increasingly interconnected, the strength of a community lies in its ability to come together and address shared challenges. Think back to the last time your local community rallied to solve a common problem, whether it was organizing a neighborhood cleanup, supporting a local business struggling during tough times, or advocating for safer streets. These initiatives, fueled by the collective power of individuals, underscore the importance of effective communication and organization. As we navigate this era of collaboration, the need for compelling Community Proposals has never been more critical.

Let's shift our focus to an eye-opening aspect of community-driven endeavors: the correlation between impactful initiatives and sustainable financial support. Shockingly, recent studies have revealed that communities with well-documented and thoughtfully presented proposals are not only more likely to receive funding but also tend to experience long-term financial stability. The link between community engagement and financial backing is a testament to the fact that a compelling proposal isn't just a tool for communication; it's a strategic investment in the future of your community.

To empower you on this journey, we present our Community Proposal Templates . Crafted with precision and designed to captivate, these templates serve as the backbone of persuasive proposals. Whether you're advocating for a local park, launching an educational initiative, or seeking support for a community event, our templates provide the structure and visual appeal needed to leave a lasting impression.

The 100% editable and customizable nature of these PowerPoint Templates provides you with the structure and the desired flexibility to edit your presentations.

Let’s explore!

Template 1: One-Pager Community Service Project Proposal Template

This PowerPoint Template is ideal for professionals seeking to craft standout proposals for community services. The one-pager, featuring 34 well-researched and clear slides, is perfect for engaging potential sponsors, partners, and clients. It covers essential aspects like project tasks, context, objectives, scope, action plans, goals, investment needs, company overview, partner and donor involvement, team introductions, client testimonials, case studies, terms, next steps, and contact details. This comprehensive PPT Deck not only streamlines the B2B sales process but also doubles as an effective sales pitch, highlighting your project's unique value proposition.

Download now!

Template 2: Community Christan Service Proposal Sample Document Report

This PPT Presentation is your go-to resource for presenting impactful service programs that benefit communities for Christian service. This PPT Slide includes a range of slides like a cover letter, project context, objectives, scope of work, communication plans, action plans, key deliverables, church budget structure, and company overview. Designed to captivate your audience, it features visual content that highlights the essence of your Christian service proposal. This PPT Layout effectively showcases your company, involved brands, team, client testimonials, case studies, work statement, next steps, and contact details. It's an invaluable tool for pitching your strengths and attracting more prospects to your community-focused initiatives. Get this PPT today!

Template 3: One-Pager Community Water Supply Project P roposa l T emplate

Step aboard on your project with our One-Pager community water supply project proposal Template. This impressive PowerPoint Template is exclusively crafted to enhance your proposal's impact. It includes 32 slides, each loaded with valuable information to propose your products and services effectively. This PPT Deck is perfect for conveying solutions in community water supply projects, detailing issues like water quality and supply coverage. It covers objectives, costs, duration, and services like solar water pasteurizers and water sanitation systems. Use this PPT Slide to illustrate the implementation process, from site surveys to facility upgrades, and showcase your organization's capabilities. This PPT Theme is ideal for engaging investors, partners, and clients and effectively closing deals with a compelling proposal.

Template 4: Online Community Management Proposal PowerPoint Presentation Slides

This PP Template for specialized online community management is tailored to elevate your digital presence and boost revenue through strategic social media engagement. This PPT Theme allows you to illustrate how your services can effectively enhance digital marketing campaigns, lead conversion, and social media influence. It includes strategies for managing online communities, optimizing content, and leveraging key metrics to increase brand visibility and audience engagement. Showcase your methods for rapid response, insight analysis, and interaction measurement, highlighting your ability to tailor unique solutions for each client. This PPT Layout is an invaluable asset for presenting a comprehensive and effective online community management strategy.

Template 5:  Project Proposal for Community Radio Air Services Powerpoint Presentation Slides

This PPT Template for community radio air services is an all-inclusive tool designed for businesses aiming to enter new global markets and enhance brand image through radio marketing. This PPT Template insightfully presents a customized plan for product promotion, incorporating market trend analysis and detailing the services and capabilities offered. It includes a detailed timeline for radio commercials, specifying weeks, time slots, and advertisement durations. Additionally, it showcases company information, team member details, organizational vision, and long-term goals. This PPT Deck also covers client testimonials, agreement terms and conditions, service and payment options, and contract cancellation policies. This PPT Theme is ideal for companies seeking an effective and persuasive radio air services proposal, backed by thorough research and conversion-focused content or content interaction.

To acquire clients, businesses need community proposal templates for showcasing their vision and forging strong, trust-based relationships with potential clients in the community. These expertly crafted templates offer a streamlined approach to showcase community projects, from contribution work to advertisement planning. These PPT Deck enhances clarity and appeal, boosting community engagement and project success. Transform your approach to community projects with these dynamic PPT Templates. Step towards impactful community involvement today. These valuable PPT Presets from SlideTeam can take your community engagement strategies to new heights. Visit SlideTeam today and start your journey to successful community projects now.

Looking to make waves in radio advertising? Explore our 'Must-Have Radio Air Business Proposal Templates' for dynamic examples and compelling samples with a click here .

Seeking a visionary approach for your church's growth? Click here to access our exclusive must-have Church Strategic Planning Template', complete with examples and samples.

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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 .

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FREE 10+ Community Project Proposal Samples [ School, Cleaning, Service ]

To be a good citizen, we all have the responsibility to give back to our communities. We can do this through volunteering, charities, and community projects.  You might be wondering, why do we have to do this? Community projects, ranging from social businesses in some of the world’s poorest rural areas to sample programs aiming to improve the quality of life for the most vulnerable members of society in any country or region, play a vital part in the evolution of society. Whether you’re pitching for a community project for your school, cleaning, or any other service, it’s critical that your proposal be well-written and organized in order to be accepted. If you’re looking for some assistance with this, look no further! In this article, we provide you with free and ready-to-use samples of Community Project Proposals Sample that you could use for your convenience. Keep on reading to find out more!

Community Project Proposal

10+ community project proposal samples, 1. community project proposal template, 2. sample community development project proposal template, 3. leadership community project proposal template, 4. community service project proposal template, 5. sample school community project proposal template, 6. community project request for proposal template, 7. sample community project peace proposal template, 8. sample community project proposal template, 9. community project program proposal template, 10. sample community infrastructure project proposal template, 11. editable community project proposal template, what is a community project proposal, how to make a community project proposal, 1. study and assess your community’s problems., 2. make the request very specific., 3. provide proper justification., 4. outline your project’s timeline and budget., what does a communal project look like, what are the differences between the two sorts of communities, what factors contribute to the success of a community project.

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A community project proposal , like any other project proposal plan, is a document that contains information on a specific program that aims to have an influence on a community that is in desperate need of the program’s awareness or assistance. Title, start and finish dates, objectives and goals, requirements, and a descriptor of the proposed solution are all included in the proposal. The majority of  community programs aim to achieve some level of socioeconomic autonomy. It all starts when a small group of dedicated people in a community band together to address a common concern: how can we improve our community’s development?

Stakeholder support and appropriate money are required to get any community development project off the ground. A project proposal aims to achieve both of these goal list. If you’re interested in making a community project proposal, use the free templates listed above so that you wouldn’t have to write one from scratch. Other than that, follow these steps to make a compelling proposal:

Before you begin your community project, you must first conduct a thorough sample assessment of your community’s requirements. In the narrative section of your proposal, outline each problem that the project will address after you’ve decided which niche you’d like to improve. A basic collection of facts or figures, on the other hand, is insufficient. Create a visual aid to assist stakeholders in comprehending each problem, its underlying causes, and prospective or present consequences.

Typically, community development projects receive funding from a variety of sources. A unique executive summary section will be required for each pitch. Request a specific monetary amount, specify how you intend to utilize the funds, and explain how the funding will help the project. You need to be persuade your stakeholders that your project would contribute significantly for your community.

The argument for the project outlines why it is the best solution to the problem. It explains why we need to implement a specific solution to the problem we just discussed. It explains why this is the greatest answer to the problem for the donors. This may be the most significant portion of the proposal if you want to persuade a donor to support a project.

This is where you break down project work expenditures and explain how you’ll achieve deadlines. Give as much information as you can. Divide your budget into areas like supplies, tools, wages, and so on. Include all indirect and overhead expenditures. A clear financial breakdown shows stakeholders that you’ve done your homework and won’t waste their money.

Helping with a primary school play, organising or coaching junior athletics, setting up an arts center for the community, or being engaged in youth radio are all examples of community initiatives.

There are two categories of communities: affluent and affluent. Due to the disparity in social conditions between rural and urban areas, rural and urban groups must coexist.

Community projects that are successful are well-planned and involve everyone in the sample planning and decision-making process. When all participants are involved in the planning and decision-making process at all levels, community  projects are successful.

Overall, a community project proposal is important to determine whether or not your project can bring significance and contribute to your school or locality. This can help you, your team charter , and your stakeholders assess how to finalize your project. To ensure that your proposal is compelling and persuasive enough, download our easily customizable and printable Community Project Proposal samples today!

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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.

Get your free

Project Proposal Template

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

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

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

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 .

Deliver your projects on time and under budget

Start planning your projects.

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10 Grant Proposal Writing for Community Initiatives

Dr. Mahbub Hasan MSW, Ph.D.

• What is a Grant Proposal?
• Why are grant proposals developed?
• What are the standard components of a grant proposal?
• Process in developing a grant proposal
• Writing Components of a grant proposal
• Project cost and Budget
• Examples of a Grant Proposal
• Examples of Grant Call

Introduction

A grant proposal is an idea and a dream where community aspirations are communicated with funders by an agency or community group. Our communities have various assets, but sometimes they need external support to address the pressing and immediate needs of the community members.  This chapter will focus on defining a grant proposal and when and why you should write it. This chapter will describe key elements of a grant proposal and how to write it logically using result-based management. This chapter also explains how to create a project budget and work plan, by sharing an example of a request for proposals and a written grant.

1. What is a Grant Proposal?

A  grant  is a sum of money given to an agency or individual to address a problem or need in the community. The written document that one prepares to request or apply for this money (funding) is a  grant proposal (Berkowitz & Wadud, 2022). A grant proposal is an expression of partnership to work together on common interests and achieve common goals. This document briefly explains community issue/needs, how the issue affects community members, and provide the rationale for why the issue should be addressed through collaborative efforts with the community.

A grant proposal communicates how this funding will make a positive change in people’s lives. Grant proposals are prepared as per the funder’s guidelines, including a description of the desired interventions or community change initiatives, inputs and recourses -both financial and technical support required for the community initiative. Some funders may provide only financial support, some may provide in-kind support (such as technical expertise needed), and some funders/agencies partner with local agencies and community groups for community initiatives. For example, agencies like United Way Greater Toronto and ActionAid International provide both financial and technical support for community initiatives or projects. Agencies such as Women and Gender Equality Canada and  City of Toronto  provide grants to community agencies and groups for their project. An agency like VSO International provides technical support to community initiatives by placing volunteers.

1.1 Where might you find postings of Calls for Proposals

• Web sites for individual government agencies and foundations
• Newsletter circulated by NGOs networks
• Advertisements on social media and newspapers

1.2 Grants are competitive!

Winning a grant is challenging because many agencies submit their unique project ideas for community change. Usually, a funder has specific amounts of grants to disburse in a particular year or a period. A funder cannot fund all projects. For example, while working as Program Officer of Canada Fund for Local Initiatives ( CFLI ) in Bangladesh in 2005, our office received 54 grant proposals from local agencies. Most agencies wanted to address critical community issues and submit their project proposals. However, we had to select only 11 proposals for funding. Our team lead was the Canadian High Commissioner to Bangladesh. Our team initially selected 17 unique project ideas submitted by the agencies, and then we created Project Approval Document to present to the High Commissioner. Finally, we selected 11 projects for funding through a consultative process. Some key considerations for selection were:

• whether the initiative will address pressing community needs
• project location
• whether the project is logically organized
• if the project goals are aligned with CFLI,
• project inputs and budget are relevant and consistent with project goal and objectives
• community engagement strategies
• how the project activities will be monitored and results will be evaluated
• organizational capacity to successfully complete the project

2. Why are grant proposals developed? 

In the community development sector, agencies and groups work with the community to address emerging issues, build community assets, enhance harmony and collaboration, and socio-economic, cultural, and spiritual development. In doing this work, community workers continuously dialogue with community members, identify their challenges and needs, and develop an action plan. In an agency setting, Community workers share ongoing community needs and aspirations with their program and resource mobilization team. They jointly develop a formal proposal and seek support from funders such as government agencies, private organizations, trusts, and foundations with similar interests and mission mandates.

2.1 When is a grant proposal developed? 

As a community worker, you may plan to submit a proposal for a new initiative or ongoing project that might need additional resources to achieve the goal. Usually, the funders announce calls for grant proposals where donors state their mission, priorities, amount of grants, eligibility for recipient agency and criteria for the community initiatives, what activities will be funded, and timeframe for proposal submission. A grant proposal creates a partnership between two like-minded agencies that have similar interests. In this partnership, one will be directly involved with the community and will implement a project to achieve desired goals set by the community. At the same time, another will provide financial and technical support to the implementing agency to achieve community change.

2.2 Who develops a grant proposal?

Writing a grant proposal is teamwork. A grant proposal has various components such as a statement on community needs/issues, project description, project implementation, and community engagement strategies and budget. As a community worker, you should have the knowledge and skills to develop a grant proposal. In this regard, you must collaborate with your colleagues with specific skill sets such as communications, creative writing, project management, human resource, and financial management. Your teamwork will increase the probability of winning in this competitive process.

3. What are the standard components of a grant proposal?

The following components are standard in grant proposals, and funder asks for information:

• Describe community needs /statement of the Problem
• Project Description ( describe project goal(s) , objectives , activities; how project will be delivered, how community will be engaged and benefitted)
• Monitoring and Evaluation Plan (how project will be monitored; describe criterial and tools for project evaluation)
• Budget (provide cost for human resources -the major cost in project, program delivery cost, administrative costs; community and agency contribution; exact amount asking from funder)
• Applicant Qualifications (registration, experience in the sector)
• Future Funding Plans / Plans for Sustainability
• Appendices (Work plan, audited financial report of the agency, recent annual reports, agency policies etc)

How do you prepare a  winning  grant proposal?

• Following all directions
• Well-organized proposal sections that are integrated and easy to comprehend
• Well researched and documented statement of the problem
• Statement of the problem or need in a way that explicitly addresses the funder’s priorities
• Creative or innovative strategies for addressing the need
• Feasible goals and objectives
• Measurable objectives
• A sound evaluation plan

4. Process in developing a grant proposal

Successful grant writing is a bottom-up approach. You should engage community people (who are directly or indirectly impacted by the community issues) in this process. Remember, community people are the experts and have first-hand experience with the issue and needs. As community workers, our role is to capture the community voice, including needs and aspiration, and transform it into a community initiative.

After identifying the issues through community consultations, our next step would be gathering relevant statistics, relevant research reports, and recent news stories from mainstream media, both electronic and print media such as newspapers and television. Funders want to hear a compelling story about the community by sharing their voices, concerns, and aspirations. To explain a community issue and its urgency for support, we should provide facts from recent statistical reports, research reports, and news stories. Identify community assets and resources that will be utilized to address the community issue. Most funders want to see what community resources will be utilized.

Understanding the grant call and requirements is the most critical step in the grant proposal writing process. You should review funders’ websites, their vision, mission, priorities, and guidelines for the specific grant call you are interested in applying to. Most funders organize orientation sessions to discuss their priorities and funding guidelines. You should join such a session to gain more deeper knowledge about the grant call. Your participation in the orientation session may help you for building a network with funders and develop a partnership. You can contact the funder for clarification about guidelines.

Community engagement in every stage of the project cycle is an essential indicator for winning a grant proposal. So ask the community how they want to contribute to the project cycle, such as planning, implementation, monitoring, and evaluation. It is our responsibility to explain the project cycle to the community and share how they can participate and provide leadership in the community initiative. One of the ways to engage the community in the project/initiative is to recruit project staff from the community. Of course, the staff has the required skill sets and experience to perform the tasks. We can always build staff capacity through ongoing training and mentoring. Recruiting volunteers is another way to engage the local community with your initiative. Your project should plan how many volunteers you need to recruit, what skill sets are required for performing the volunteer roles, and how the volunteers will be appreciated.

While developing a grant proposal, you should discuss it with local agencies and gather their perspectives on the community issues. Collaboration with other local agencies will make your grant proposal stronger, and sometimes is a requirement of the grant. Collaboration may mean that local agencies write a ‘letter of support’ for your grant proposal application. As well, you can  obtain letters of support for your project from local elected representatives and administrators who are interested in working on the issues.

Finally, ensure that your agency has an updated website with a clear and unique vision, mission, values, principles, and program and project details with stories. These should be outlined in your strategic plan. Your agency should have updated financial information, audited reports, and annual report. Your agency should have updated policies such as human resources, administration, finance, Anti-discrimination and anti-harassment policies.

5. Logframe

A logframe is a methodology used to provide a structure for designing, monitoring and managing humanitarian projects ( Save the Children ).  A community worker should know about the basics of logframe as they use it project designing and management. The following video introduces the purpose of a logframe in humanitarian projects and gives a brief overview of how a logframe is produced .  

Video: Humanitarian Logframes

Source: YouTube, https://youtu.be/L8n4PwpFsHc

6. Writing Components of a grant proposal

A grant proposal has critical components, and you must answer the following questions to make your grant proposal. You will get instructions for the word limit. You are required to create short paragraphs to write each section. Please do not forget to answer all questions in your shorter paragraphs under each section.

Video: Grant Writing: The Basics

Source: YouTube, https://youtu.be/WddrcheOYkA

6.1 Describe community needs

In this section, you are going to provide information about a challenge that the community is facing. You should define the problem and provide information from your community needs assessment. You must explain clearly with supporting statistics/facts that the issue/problem impacts community people. To write this section, you can do a Problem tree analysis to define the problem and examine the root causes of the problem. You can use some direct quotes from community members. Funders review this section carefully to understand the situation and urgency of community needs.

Problem tree analysis

The following section is written based on Results-based management for international assistance programming at global affairs Canada: A how-to guide by Global Affairs Canada. (2016). This reproduction is a copy of the version available at https://www.international.gc.ca/world-monde/funding-financement/results_based_management-gestion_axee_resultats-guide.aspx?lang=eng&_ga=2.60928748.1391290644.1661586075-2032413860.1655745558

The problem tree is one of the methods used most frequently at Global Affairs Canada—although staff and partners may choose to use others. This is a visual situation analysis tool that enables its users to break down a very complex issue into its components, and then to examine and explore the cause-and-effect relationships between these components. It enables users to identify potential reach (intermediaries and beneficiaries), activities, outputs and outcomes for a project and gives users an idea of other key stakeholders and how they relate to and experience the issues. As such, it is particularly well suited to supporting the articulation of a theory of change and the development of a logic model.

Its key steps are:

• Identify the core problem(s).
• Identify the causes and effects.
• Note the relationships.
• Review the problem tree.
• Create a solution tree.

Source: Global Affairs Canada, 2016, p.69

In a problem tree, the trunk represents the core problem(s), the roots represent the causes of the core problem and the branches represent the effects.

Once the first four steps of problem-tree exercise have been completed, compare the findings to those findings of other exercises, such as program/portfolio review and donor mapping, and budget and organizational priorities, to determine which elements of the situation the project will attempt to address. Next, develop a solution tree for the selected elements. For each selected negative statement, the solution tree should contain a corresponding outcome statement, and output or activity statement.

6.2 Project Participants/Stakeholders

• Who is directly affected by the issue? Here describe your community/project participants who will be closely engaged and supported by your project.
• Who is indirectly affected by the issue?
• Who is (community groups) currently working with/connected with the affected population?

Stakeholders include beneficiaries/project participants , intermediaries , implementers and donors as well as other actors (Global Affairs Canada, 2016).

6.3 Project Description

In this section, you should create logical framework and describe each section.  Funders usually expect that you provide a logical framework and describe your project idea in a compelling way. The project description is the critical section where you logically share your plan and theory of change. Here is some tips to write this section:

• How do you plan to address community needs utilizing community assets and capacities?
• Demonstrate that each project objective is SMART (i.e., Specific, Measurable, Attainable, Realistic, and Time-specific) and therefore credible.
• Use activity/action words: facilitate, conduct, deliver, promote, train, provide, repair, etc.
• Under each objective, briefly describe specific activities that relate to the objective.
• Your project objectives and activities must be based on Community Development Principles.
• Detail why your proposed strategies and activities are unique and innovative and will effectively respond to the community’s needs.

6.4 Describe alignment between community needs, agency involvement, and funder’s priorities 

• Outline your agency’s vision, mission, experience, and priorities in dealing with the issues in the neighborhood and project participants
• Demonstrate community development and resident engagement expertise and knowledge of your agency regarding the local community
• How does your request reflect the priorities of the funder?

6.5 The theoretical basis for the interventions

• Your project activities, objectives, and goals should be connected to at least one or two Community Development theories (e.g. Systems Theory, Anti-Oppressive Practice, Indigenous Worldviews, etc.). We have discussed some theories in this resource book.
• Create a diagram on the theory of change. This will make your grant proposal unique, and it will get the attention of funders. This basis of your theory of change should be your Logical framework/ RBM .

 6.6 Project Organization

  In this section, you should highlight some key points such as:

• a) How will the proposed project be implemented? Outline your human resource plan (number of project staff and volunteers who will be engaged in the project). Please allocate staff and volunteer costs in the project budget.
• b) Create a project organogram to show human resources for project administration.

Do not forget to review the funders’ website and priorities and match it with your project goals and ideas. Moreover, use keywords, terminologies, and facts used by funders which will help you to show alignments between your project and funders’ priority.

6.7 Community Engagement

Most funders are interested in how you plan to engage the community in every stage of the project cycle, i.e., from project inception to closing.

Shared ownership

The project must be “based on shared ownership of decision-making.” In the context of development, participatory approaches came into practice in “response to ‘top down’ approaches to development, in which power and decision-making [was] largely in the hands of external development professionals” (Global Affairs Canada, p.25)

Involving the appropriate people

Taking a participatory approach means that all key stakeholders—including intermediaries and beneficiaries, both female and male—are involved and consulted throughout the project’s life cycle, from planning and design to implementation, monitoring and reporting (Global Affairs Canada, p.25)

Allocating appropriate time and resources during the project life cycle

Appropriate time and resources should be allocated to ensure that all key stakeholders are involved in planning, joint monitoring, evaluation and decision-making throughout the project life cycle (Global Affairs Canada, p.25).

Integration of Gender Equality, Environmental Sustainability

• Gender equality results are fundamental to program effectiveness, as it ensures that women and men receive the tailored support they need to achieve similar outcomes. Global Affairs Canada’s Gender Equality Policy for Development Assistance Objectives
• To advance women’s equal participation with men as decision-makers in shaping the sustainable development of their societies
• To support women and girls in the realization of their full human rights, and
• To reduce gender inequalities in access to and control over the resources and benefits of development

Using the appropriate methodologies

A participatory approach can be facilitated through many different methodologies. Project teams should choose those most appropriate to the context in which they are working.  Any methodology chosen must also encourage equitable and gender sensitive participation (Global Affairs Canada, p.25).

In writing Community engagement section, you should focus on the following points:

• Demonstrate how the project participants, such as low-income residents and other equity-seeking groups, will be involved and participate in the project.
• Explain methods used for community involvement, engagement, participation, and empowerment (avoid “clientizing” community members).
• What strategies are you using to build power in the community?
• What steps will you take to try and ensure the project is sustainable?

6.8 Monitoring and Evaluation (M&E)

Monitoring and evaluation have always been fundamental aspects of good project and program management. In project management, “the term ‘Monitor’ means to collect performance data with respect to a plan, produce performance measures, and report and disseminate performance information” (PMI, 2013, p.546). And “Monitor and Control project work means the process of tracking, reviewing, and reporting the progress to meet the performance objectives defined in the project management plan” (PMI, 2013, 546).

Here are few questions and tips for creating your monitoring and evaluation section:

• How will you recognize if you are running a successful project?
• Determine how you will monitor your project (planned activities vs. progress and corrective actions).
• How will you measure your program outcomes? (planned objectives and results/outcome and project goal)
• Describe types of documents (i.e., attendance, meeting minutes, etc.) and systems (excel database) your agency will use to record data and assess progress.
• Describe methods (i.e., survey, case study, interview, Focus Group Discussion, etc.) that will be used to evaluate project outcome/results.

6.9 Project Learning and Results Dissemination

• Describe how project achievements and lessons learned will be shared with United Way and relevant stakeholders (other neighborhoods, agencies, policymakers).
• How will your agency collaborate with United Way in sharing best practices?
• Demonstrate the capacity to act as a local convener/issue leader.

7. Work plan

The source of information of this section is Feminist Response and Recovery Fund call for proposals: How to develop your application by  Women and Gender Equality Canada.  This reproduction is a copy of the version available at https://women-gender-equality.canada.ca/en/funding/funding-programs/feminist-response-recovery-fund/feminist-response-recovery-fund-how-develop-application.html#sectionE

The purpose of the work plan is to provide the Funder with information regarding the key activities and timelines for your project ( Government of Canada , 2022). While an organization often relies on a detailed work plan for project management, for the purposes of your proposal you are encouraged to only include the key activities that have a direct impact on the project objectives.

The key activities you propose need to:

• be realistic in terms of project duration and funding available
• be listed in a chronological order
• be well-defined and linked to project objectives and deliverables or outputs
• include timelines that are feasible and reflect the requirements of the activities being proposed
• include information to demonstrate how the project outcomes will be sustained beyond the duration of project funding
• include the involvement of partners or stakeholders, if applicable
• Compare the activities to your budget to ensure you have the resources required to carry-out the project activities.

Sample Work Plan by Author: 

8. Project Budget

The project budget is an estimate of all the funds needed to carry out the activities of the project. Budgets are broken down into individual lines that are determined by what the funder wants to see and the actual costs of your project (e.g. staff salaries and other project administration cost).

Every project, no matter how big or small, involves costs. It’s very rare to have endless piles of money at the ready, so having a planned budget for a project is a must. As the project manager, you’ll be accountable for sticking to the budget, so you need to be sure it’s right ( Australian Institute of Project Management, 2022 ).

8.1 What is a project budget?

A project budget is the total estimated cost of completing each project activity over each phase of a project. It’s important as it helps set expenditure expectations and is critical in getting project approval, ensuring funds are ready at the right time, and measuring performance. It’s a dynamic document, continuously monitored, reviewed, and updated throughout the project ( Australian Institute of Project Management, 2022 ).

8.2 What are the components of a project budget?

Project budgets contain all the costs associated with the project. It generally includes:

• Labour costs: employee wages, benefits, payroll taxes, and overheads.
• Material procurement costs: goods, services, equipment, and supplies needed for the project that come from external providers.

8.3 Sample Budget Template 

Project Title:_ _ _

Duration of Project: _ _ _

Start date: (April 1 or the effective date of this agreement, whichever is latest) (YYYY-MM-DD)

Project completion date (YYYY-MM-DD): _ _ _

* e.g. Indirect administrative expenditures may not to exceed $6,521.75 for a $50K project.

• Compare your budget and work plan to ensure all expenses including human resources and materials required to deliver each activity are included and expenses not clearly linked to activities may be removed ( Government of Canada, 2022 )
• Administrative costs will not be approved where they are higher than funders celling (15-20% of the total funding requested from the Funder ( Government of Canada, 2022 ).

Some Clarification on key budget  terms based on Government of Canada:

This source of this section is Feminist Response and Recovery Fund call for proposals: How to develop your application by  Women and Gender Equality Canada. This reproduction is a copy of the version available at https://women-gender-equality.canada.ca/en/funding/funding-programs/feminist-response-recovery-fund/feminist-response-recovery-fund-how-develop-application.html#sectionE

Eligible expenditures are those considered necessary to support the purpose of the project and are costs incurred after the signature of the agreement. There are two types of eligible expenditures:

• direct delivery expenditures:  expenses related to the implementation of the project and easily traced to specific activities
• administrative expenditures:  expenses related to an organization’s ability to administer and support project activities
• All budget costs must be rounded to the nearest dollar.

Financial contributions  offset expenditures related to the project. Examples include, but are not limited to, funding provided by other levels of government and funding provided by private-sector organizations or foundations.

In-kind contributions  are non-monetary goods or services provided instead of cash. For the project’s budget, a reasonable monetary value should be applied to in-kind contributions. Examples include, but are not limited to, staff and volunteer time, services, programs, office space and administrative services necessary for the proposed project that would otherwise have to be purchased. Organizations cannot request reimbursement for in-kind contributions  ( Government of Canada, 2022 )

Assessment criteria

• The budget effectively itemizes and details expenditures and demonstrates that these are reasonable (in other words, costs are aligned with regional standards and other related norms).
• The budget demonstrates how project expenditures are directly linked to the activities as described in the work plan.
• The budget includes the required resources to deliver the project or demonstrates that the organization has the capacity to deliver based on the listed in-kind contributions.
• The total amount of administrative expenditures does not exceed 20% of the total funding requested from the Department.
• The total amount requested from the Department does not exceed the allowable funding level based on the project reach.

9. Examples of a Grant Proposal

Project :  Rural Community Recreation Project: Increase Access to Technology for People with Disabilities

Project summary:

The Rural Community Recreation Project will address barriers to recreation participation faced by adults with disabilities. Assistive Technology Partnerships, in collaboration with multiple organizations, will promote inclusion, access, and availability of assistive technology used for recreation in two rural communities. Project activities will include community mapping of local recreation resources, training related to assistive technology use, provision of assistive technology devices to community recreation sites, and information dissemination.

Time frame:  January 1, 2004 – December 31, 2005

Requested funds:  $184,738

Please review project proposal details at Berkowitz & Wadud, 2022,  Community ToolBox.

Reflection Question:

• Please identify strengths and weakness of the grant proposal .

10. Example of Grant Calls

Community Development Grant Call from United Way. Please click on Example of a Grant Call to review it.

Grant Call from Canadian Women Foundation. Please click here to review grant call .

• Please identify key components of the grant call
• Please list eligible costs outlined in the grant call

KEY TAKEAWAYS AND FEEDBACK 

We want to learn your key takeaways and feedback on this chapter.

Your participation is highly appreciated. It will help us to enhance the quality of Community Development Practice and connect with you to offer support. To write your feedback, please click on  Your Feedback Matters .

Global Affairs Canada. (2016). Results-based management for international assistance programming at global affairs Canada: A how-to guide.  https://www.international.gc.ca/world-monde/funding-financement/results_based_management-gestion_axee_resultats-guide.aspx?lang=eng&_ga=2.60928748.1391290644.1661586075-2032413860.1655745558. Author also received this publication directly form Global Affairs Canada via email. 

Australian Institute of Project Management. (2022). The ultimate guide to project budgets. Retrieved on August 8, 2022, from https://www.aipm.com.au/blog/the-ultimate-guide-to-project-budgets#:~:text=What%20is%20a%20project%20budget,right%20time%2C%20and%20measuring%20performance .

Center for Community Health and Development. (2022).  Chapter 42. Getting Grants and Financial Resources . University of Kansas. Retrieved July 24, 2022, from the Community Tool Box:  https://ctb.ku.edu/en/table-of-contents/finances/grants-and-financial-resources

Government of Canada. (2022 ). Feminist Response and Recovery Fund call for proposals: How to develop your application. Retrieved on August 8, 2022, from https://women-gender-equality.canada.ca/en/funding/funding-programs/feminist-response-recovery-fund/feminist-response-recovery-fund-how-develop-application.html#sectionE

Blake, M. (2022). How to Apply for Grants in Simple Steps.  Retrieved on August 8, 2022, from https://charity.lovetoknow.com/Free_Grant_Applications

Rivera , M. (2022). 7 Steps to Writing the Perfect Project Proposal: https://www.fool.com/the-ascent/small-business/project-management/articles/project-proposal/

Community Capacity Building Project: Introduction to Proposal Writing Module

https://www.gov.nl.ca/iet/files/CCB_ProposalWritingGuide.pdf

Community Development Practice: From Canadian and Global Perspectives Copyright © 2022 by Dr. Mahbub Hasan MSW, Ph.D. is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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

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

What’s included in a project proposal?

A well-written project proposal includes the following:

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

Target your project proposal for your audience

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

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

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

Organize your ideas before you write

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

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

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

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

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

Back up your content with data

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

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

Call out the costs and risks

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

Cost analysis

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

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

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

Risk analysis

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

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

Set SMART goals and outcomes

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

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

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

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

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

Write the project proposal

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

Begin with an executive summary

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

Keep the project proposal simple

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

Add an appendix for all of the details

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

Practice your pitch

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

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

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

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38+ SAMPLE Community Project Proposal in PDF | MS Word

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• Facilitate a blood drive to the community.
• Give cards to soldiers that works abroad.
• Have a bake sale that you can do for a charitable organization.
• Hold a basketball game for people in wheelchair.
• Give gifts to patients at the hospital.
• Hold a charity race.
• Have an event for the Memorial Day .
• Make an event for the National Youth Service Day.
• Help in the voting committee.
• Have an advocacy in financial literacy.
• Donate stuffed toys.
• Facilitate activities for hospitalized people.
• Facilitate a Special Olympics for the youth.
• Facilitate a Bible School.
• Organize an immunization day to avoid diseases.
• Hold religious camps.
• Donate books at libraries at school.
• Facilitate activities for new students.
• Propose a new game that can be introduced to children.
• Do counseling for teen crisis.
• Give music lessons for people who wants to learn music.
• Facilitate sports for the youth.
• Provide a performance checklist  for people at the hospital.
• Facilitate a bike-a-thon and sponsor prizes.
• Provide a summer camp.
• Give baby clothes to new parents.
• Hold a reading program for children.
• Give groceries to old neighbors.
• Help the old people to learn computer skills.
• Go with the elderly when they are going to the doctor.
• Give birthday cards to senior citizens.
• Serve in a retirement home.
• Hold a concert for the seniors.
• Care for the animals at the animal shelter.
• Plant trees.
• Plant flowers on the community roads.
• Take care of the local park.
• Make a garden for the community.
• Facilitate a recycling event.
• Make a walking trail at the park.
• Take care of the rainforest .
• Clean the river or lake.
• Make bird houses.
• Facilitate a carpool on how to decrease vehicle emissions.
• Ensure that the water quality in the river is good.
• Cooperate with Habitat for Humanity .
• Give first aid supplies to the homeless.
• Facilitate an outing for the homeless children.
• Give grocery stubs to food bank.
• Cooperate in painting a warming center.
• Give art supplies to children at the emergency housing.
• Provide a soup kitchen to the homeless.
• Facilitate a winter drive and collect clothes that can be donated.
• Provide blankets to the homeless.
• Hold a Thanksgiving dinner to the persons who cannot have one.
• Make a firehouse.
• Do a graffiti in the community.
• Facilitate a campaign for a drug-free community.
• Facilitate a watch program for the community.
• Start a public service station.
• Facilitate a program for self-defense.
• Have a training program for lifeguards.
• Start a hotline that can give help to people.
• Make the neighborhood to be certified in CPR.
• Make benches at the park.
• Take care of the cleaning at the vacant lots.
• Plant trees at the public places.
• Provide lights at the dark streets.
• Facilitate on welcoming new families in the neighborhood.
• Provide public restrooms.
• Providing trash bins for the community.
• Clean the highway.
• Redesign the public playground.
• Campaign to create a museum.
• What will be the impact of the project to the community?
• Why is the project important?
• How much will the project cost?
• Will you have volunteers on the project?
• Who will supervise the operation?
• How can you prevent corruption?
• Will the project solve the problem of the community?

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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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10 Steps to Creating an Irresistible Community Garden Project Proposal [2024] 🌱

• March 5, 2024
• Community Garden Events

Quick Answer: If you’re passionate about creating a thriving community garden, you’ll need a compelling project proposal to rally support and secure resources. In this article, we’ll guide you through 10 essential steps to craft an irresistible community garden project proposal that will captivate stakeholders and help you bring your green vision to life. Let’s get started!

Quick Tips and Facts:

• A well-crafted community garden project proposal can attract funding, volunteers, and community support.
• Your proposal should clearly outline the goals, benefits, and sustainability of the project.
• Including a detailed budget and timeline will demonstrate your project’s feasibility.
• Engaging the community and building partnerships are key to the success of your proposal.

Table of Contents

Background: cultivating a green haven for all, step 1: define your vision and goals, step 2: identify potential sites, step 3: conduct a site assessment, step 4: engage the community, step 5: develop a detailed budget, step 6: create a project timeline, step 7: outline garden design and features, step 8: establish maintenance and management plans, step 9: demonstrate sustainability and impact, step 10: present your proposal with passion, recommended links, reference links.

Imagine a vibrant community garden where neighbors come together to grow fresh produce, foster connections, and beautify their surroundings. Community gardens have become powerful catalysts for positive change, providing numerous benefits such as improved food security, enhanced mental well-being, and strengthened community bonds. To bring this vision to life, you’ll need a compelling community garden project proposal that captures the hearts and minds of stakeholders. Let’s dive into the 10 steps to create an irresistible proposal!

✅ Clearly articulate your vision for the community garden project. What do you hope to achieve? Is it to promote sustainable food production, provide educational opportunities, or create a gathering space for the community? Define your goals and ensure they align with the needs and aspirations of the community.

✅ Scout for potential sites that are accessible, have ample sunlight, and access to water. Consider vacant lots, unused spaces, or underutilized public areas. Engage with local authorities, landowners, or community organizations to secure permission for the garden.

✅ Evaluate the potential sites by conducting a thorough site assessment. Consider factors such as soil quality, drainage, existing vegetation, and potential hazards. This assessment will help you determine the feasibility of the site and identify any necessary remediation or improvements.

✅ Community involvement is crucial for the success of your project. Engage with local residents, community organizations, and potential gardeners to gather input, build support, and create a sense of ownership. Host community meetings, workshops, or online surveys to gather ideas and feedback.

✅ Create a comprehensive budget that outlines all the necessary expenses for your community garden project. Include costs for site preparation, materials, tools, irrigation systems, signage, and ongoing maintenance. Research local grants, sponsorships, and fundraising opportunities to secure the necessary funds.

✅ Establish a realistic timeline that outlines the key milestones and activities for your community garden project. Break down the timeline into manageable phases, considering factors such as site preparation, construction, planting, and ongoing maintenance. This timeline will help you stay organized and accountable.

✅ Develop a garden design that maximizes space, promotes accessibility, and incorporates sustainable practices. Consider raised beds, vertical gardening, composting areas, and communal spaces. Incorporate features that encourage biodiversity, such as pollinator gardens or rainwater harvesting systems.

✅ Clearly define how the garden will be maintained and managed in the long term. Outline responsibilities, such as watering, weeding, pest control, and overall garden upkeep. Consider establishing a garden committee or volunteer program to ensure ongoing community involvement.

✅ Highlight the sustainability practices and environmental benefits of your community garden project. Discuss how the garden will conserve water, promote organic gardening methods, and contribute to local biodiversity. Quantify the potential impact on food security, community health, and social cohesion.

✅ Finally, present your community garden project proposal with enthusiasm and conviction. Clearly communicate the vision, goals, budget, timeline, and community engagement strategies. Use visuals, such as renderings or photographs, to bring your proposal to life. Engage stakeholders emotionally and inspire them to support your project.

What is the goal of a community garden?

The goal of a community garden is to create a shared space where community members can come together to grow fresh produce, foster connections, and beautify their surroundings. Community gardens often aim to promote sustainable food production, provide educational opportunities, and enhance community well-being.

Read more about “What is the goal of a community garden?”

How do you plan a community garden?

To plan a community garden, follow these steps:

• Define your vision and goals.
• Identify potential sites.
• Conduct a site assessment.
• Engage the community.
• Develop a detailed budget.
• Create a project timeline.
• Outline garden design and features.
• Establish maintenance and management plans.
• Demonstrate sustainability and impact.
• Present your proposal with passion.

Read more about “What Happens in a Community Garden? … 🌱”

What type of project is a community garden?

A community garden is a collaborative project that involves community members coming together to create and maintain a shared garden space. It is a grassroots initiative that promotes community engagement, sustainable food production, and environmental stewardship.

Read more about “Community Garden Business Plan: Grow Together and Reap the Rewards …”

How do community gardens make money?

Community gardens can generate revenue through various means, such as:

• Selling excess produce to local markets or restaurants.
• Hosting fundraising events or workshops.
• Offering garden plot rentals or memberships.
• Applying for grants or sponsorships from local organizations or businesses.
• Partnering with local schools or community centers for educational programs or events.

Read more about “How do community gardens make money?”

Creating an irresistible community garden project proposal requires careful planning, community engagement, and a clear vision for the future. By following these 10 steps, you’ll be well-equipped to craft a compelling proposal that captures the hearts and minds of stakeholders. Remember, a community garden is more than just a patch of land – it’s a thriving ecosystem that nurtures connections, promotes sustainability, and cultivates a sense of belonging. Now, go forth and create a green haven for all to enjoy!

• Benefits of Community Gardens
• Community Garden Policies
• Therapeutic Benefits of Gardening
• Garden Design Ideas
• Community Garden Business Plan: Grow Together and Reap the Rewards 2024
• How to Start a Community Garden | UMN CCAPS
• Science Direct
• American Community Gardening Association
• American Public Gardens Association

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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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How to Write a Business Project Proposal that Gets Approved

Updated on: 5 January 2023

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

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

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

What is a Project Proposal 

Let’s start with the basics. 

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

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

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

Benefits of a well-structured project proposal 

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

Different types of project proposals include

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

How to Write a Project Proposal

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

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

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

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

1. Write the executive summary

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

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

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

2. Define the problem 

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

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

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

03. Introduce your solution 

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

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

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

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

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

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

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

04. Outline the project costs

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

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

05. Conclude your proposal 

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

06. Add an appendix 

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

07. Revise and refine 

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

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

Project Proposal Templates 

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

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

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

One Page Business Project Proposal

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

Project Proposal Template

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

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

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

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13 Types of Project Proposals That Get Approved (and How to Write Them)

A project proposal is how you can get management to act on your ideas. They’re the bottom-up version of a project request form .

Writing a project proposal isn’t rocket science, but it is a lot harder if you don’t have something like a template to give you a head start.

Using a template for your proposals gives you a document which you can reference throughout the entire project. It’s a great example of effective business process management – the proposal acts as a banner that your whole team can rally around to ensure you’re all working towards the same goal.

So, in this Process Street post, I’ll go through how to create a project proposal, that gets approved, by going through the following topics:

Free project proposal template

12 more free project proposal templates, what makes a good project proposal.

• Key tips for writing effective project proposals

Writing a lot of project proposals? Check this out!

• More stuff to help you write amazing project proposals

Ready to get started?

If you’re in a hurry and you need a simple, effective project proposal template you can pick up and use immediately, then check out our Project Proposal Template Checklist .

You can also find the same project proposal template embedded just below.

Template: How to write a project proposal

Click here to get this project proposal template!

If you’re in need of a more specific template, we also have a bunch of other project proposal templates below, for pretty much any kind of project proposal use case you could think of. Just click the header to expand it and see the full workflow template.

⬇️ Click here to see our template for a formally solicited project proposal

A formally solicited project proposal is made in response to an official request for a proposal. In a way, this is the easiest way to create a proposal for a new project, since the Request For Proposal (RFP) document will usually tell you exactly what the customer or audience wants and sometimes even directions for preparing the proposal.

RFP forms aren’t to be confused with project request forms though – the former is a way to directly react to specific needs and desires, whereas the latter is a way for higher management to request a project of their teams.

Therefore, for formally solicited proposals you should take a more structured approach. You have to respond directly to the contents of whatever rough details have been relayed to you, essentially turning feedback into a quantifiable project which you can then judge the worth of starting.

Your project proposal checklist doesn’t need to be complicated. The template below is an example of how a simple checklist can help you to write your project proposals.

Remember that this simple template can be used for formally solicited, informally solicited, and unsolicited project proposals alike.

⬇️ Click here to see our template for an informally solicited project proposal

Informally solicited project proposals are the same as formally solicited ones, except the information they are based on isn’t set out in a specific document. This makes them a little harder to deal with (more research is involved in analyzing them), but you at least have a rough starting point.

It’s pretty much just a lack of detail that separates formal from informal – formal proposal requests have set details, goals, deliverables, and potentially even methods, while informal ones could be based on a conversation. If you’ve been asked for a proposal but haven’t been given any specifics, it’s an informally solicited one.

Again, the approach for this isn’t too different from a formally solicited one, but you’ll have to put in some extra legwork in defining details like the objectives and method and in assessing how viable the whole thing is.

To get a template you can use to create an informally solicited project proposal, check the previous section.

⬇️ Click here to see our template for an unsolicited project proposal

Unsolicited project proposals are the project equivalent of cold calls – nobody asked to receive one, but (if you’ve done your homework), it can still provide a ton of value. These are proposals that are thought of by the person submitting them and can be inspired by anything, from a eureka moment in the employee’s daily work to a casual conversation with a customer.

Arguably these are the hardest proposals to write, as you’ll have to be extra persuasive (nobody asked for the proposal, so they’ll need extra nudging). This means gathering more evidence than usual to prove the proposal’s worth and taking extra care when writing to make sure that it’s convincing.

To get a template you can use to create an unsolicited project proposal, check out the previous section on formally solicited proposals.

⬇️ Click here to see our template for proposing to continue a project

Continuation project proposals are by far and away the easiest to write since these are essentially reminders/updates for ongoing (and already approved) projects.

These are almost not even proposals, in the sense that you’re not asking for anything new or pitching your case. Instead, all you have to do is remind the audience of the project they previously approved, report on its progress, account for any changes, and ask for permission to continue.

Usually, continuation proposals are reserved for requesting funds when starting a new phase in a project.

⬇️ Click here to see our template for proposing to renew a project

Once an ongoing project has finished or outlived its usefulness (and support for it is going to be terminated), a renewal project proposal can be written to make the case for its continued support.

Much like continuation proposals, these are less about convincing the audience of the project’s worth by itself and more about showing why it’s valuable to continue doing it. This usually means weighing up the return benefits with the resources it takes to upkeep the practice.

It’s also good to compare the project you’re trying to get renewed support for with other continuing projects – this puts its worth in the context of other ongoing efforts and can indicate areas better suited to being discontinued.

⬇️ Click here to see our template for making a proposal for supplemental project resources

A supplemental project proposal is required when you need to ask for extra resources for a project (beyond those originally proposed). The main aim when writing these proposals is to be able to justify the extra resources and produce updated estimates of what the project will now take to complete.

If the project’s scope is being increased to have a further reach, then this will read as an extension of the original document with a focus on explaining the benefits of expanding the scope.

However, if problems or new information have arisen that means the original goals require extra resources, you should instead focus on reiterating the benefits that the project will bring, explain why such problems and/or information weren’t seen in advance, and reassure the audience that the operation is still worth the investment.

⬇️ Click here to see our template for a business proposal

This business proposal template is basically a sales pitch on paper. Its primary purpose is to persuade a company or organization to do business with you.

It should describe what you can do to solve the problem, how you plan to solve the problem, and the finer details about what, when, why, and how it will solve the problem.

It should also contain a key call to action that will compel the recipient to take the next step.

⬇️ Click here to see our template for a contractor proposal

A contractor proposal is a written outline of the project that’s to be completed by the contractor.

The goal for any contractor proposal is to introduce yourself, highlight your services, describe the costs, and convince the client that you are the right one to trust for the job.

This ‘Contractor Proposal Template’ checklist covers the high-level items that every general contractor proposal should include. Use it alongside the proposal document you plan to submit to make sure you include information such as resources needed, estimated costs, past experience, and payment schedules.

⬇️ Click here to see our template for a consulting proposal

A consulting proposal outlines the working relationship between the consultant and the client so that both parties can stay aligned and understand the other’s expectations.

It’s a document sent from a consultant to a prospective client describing a job they wish to take on and the conditions under which they will do so.

⬇️ Click here to see our template for a grant proposal

The process of how to write a grant is a long one, and it can seem overwhelming at first.

Final decisions about which proposals are funded often come down to whether the proposal convinces the reviewer that the research project is well-planned and feasible and whether the investigators are well-qualified to execute it.

⬇️ Click here to see our template for a sponsorship proposal

A sponsorship proposal needs to convince a potential investor that it’s in their best interest to invest. Use this checklist to make sure your proposal is persuasive, effective, and targeted enough to win the sponsorship money.

⬇️ Click here to see our template for a research proposal

Use this checklist, alongside the proposal document you are planning to submit, to convince others that you have a worthwhile research project and that you have the competence and the work plan to complete it.

If you’re interested in learning how to write the best project proposal possible, read on for some pro tips for writing project proposals that actually get accepted.

What’s the goal of a project proposal?

The goal of a project proposal is to communicate your project’s core value proposition to an interested party. It should establish the scope of the project, including expected outcomes and how you plan to execute it. It also serves as a roadmap that defines each step of the project so that everyone involved is on the same page, working towards the same goals from the start.

One of the most important things about a project proposal, but one that is often forgotten, is that project proposals should serve to convince whoever you’re proposing to that the project is worthwhile. That could be an investor, a C-level executive, or even your teammates (buy-in from your team is always important, after all).

That’s why getting inside the heads of the people you are writing the proposal for is vital; you need to think like the project’s stakeholders to deliver a proposal that meets their needs.

In other words, the goal of a project proposal is to get approved.

The best kind of project proposals, the ones that knock it out of the park and convince everyone on the receiving end of the presentation that this is something worth investing time and money in, are the ones that:

• Understand who they’re speaking to (and leverage that knowledge)
• Understand that people have a very short attention span
• Focus on essential information
• Use simple language, and focus on clearly communicating a message (as opposed to needlessly confusing people with jargon)
• Do adequate preparation & research
• Focus on the outcome with a clear, straightforward plan for execution

So how do you pack all this into your project proposals? Let’s dive into the process of writing an effective project proposal.

️ Key tips for writing effective project proposals

There are two stages to the creation of an effective project proposal:

Let’s start with planning.

Adequate planning: Understanding your audience & core message

Planning a good project proposal looks something like this:

• Define your audience
• Clearly define the scope of the proposal
• Be clear about predicted outcome of the project
• Assess the time and resources the project will need
• Plot a project roadmap

Don’t worry too much about the language you’re using or being terribly well-formatted here. Instead, focus your attention on getting the base facts right and covering yourself for any questions that might counter your proposal.

If you’re aiming to get your proposal approved, you need to convince the person reading it that it’s worth the time and resource investment. To do that, you need to know who your audience is, what they prioritize, and what they’re likely to be resistant to.

So, the first thing you need to do when planning your project proposal is to define your audience.

Lay out exactly who they are, what their position is (manager, CEO, potential customer, etc.), and whatever you know about their background. This will then let you relate every aspect of your proposal back to them to make it as appealing as possible.

You’re also assessing how much detail you need to go into with the various concepts of your proposal. If your audience doesn’t know much about what you’re proposing, you’ll want to take extra care to explain it in a language they can understand and therefore see the value in what you’re saying.

For example, if I was pitching a project to our head of marketing ( Ben Brandall ), I’d take special note of his focus on data (shown by posts like his breakdown of 250 SaaS pricing pages ) and use that knowledge to pitch with more evidence to back up my points, as shown above. Since he’s familiar with most things marketing, I’d also be able to use more specific terms and concepts – he has the background knowledge, so there’s no point in patronizing him with surface details.

Now that you know what your problem is, what’s already been done to solve it, and who you’re writing for, you need to work out and clearly define what your project proposal is. Don’t worry too much about relating it back to your audience just yet – for now, the focus should be on coming up with a solution to the problem.

The key here is to not go overboard with detail. You only need to say what your proposal broadly is and the steps that will be taken to complete it.

Anyone with the power to approve your proposal will likely have one question in their mind after hearing it; “why is this the best solution to the problem?”. If they can’t make the link between your proposal and the problem you’ve highlighted, you’ll never get past the pitch.

So, here in your plan, you need to lay out your predictions for the proposal and how it will benefit your audience. Using what you know of previous experiments, the current state of your main problem, and what your proposal does, lay out the success metrics for your proposal and attempt to predict the results.

Don’t be afraid to highlight the factors which could negatively affect your proposal either. Knowing these and pointing them out will at least let your audience know the risks involved and can allow you to alter your proposal before submission to account for weak points.

Above all else, this is the stage in your proposal where you’ll be justifying your proposal to the audience, so don’t be afraid to be harsh and alter your proposal to account for any weaknesses you find. You can’t hide them (doing so sets you up for failure in your audience’s eyes), so instead, do what you can to minimize the risks and improve the predicted outcomes.

Progress doesn’t come for free, and now it’s time to look into the time and resources your proposal will take to complete. This will let you know whether the proposal is worth the investment before even submitting it – if you can see that the time and resources far outweigh your predicted outcomes, chances are that it’s worth saving your audience’s time and not pitching it at all.

Being conservative when estimating the time and resources your project will take is a surefire way to fail to meet expectations and deadlines, so you also shouldn’t sugarcoat these elements. It’s better to give yourself room for a little error and be underestimated than to keep everything tight and have to submit a supplemental proposal.

Note down what teams will be working on the project, the specific expertise (and, therefore staff members) the various stages will take, how long their tasks should take them, and any resources beyond the base time commitment.

Don’t forget about each staff member’s other commitments too – if possible, you should aim to fit the proposal in with their current schedule rather than take attention away from other tasks. This won’t always be possible, but at least make sure you know what you’re asking for.

Finally, once you have all the information you need, it’s time to plan the outline for your project proposal. Don’t worry about making everything look nice or read perfectly for now – focus on getting the core elements of your proposal on one page. Then, you can worry about the specific language when you’re actually writing your proposal.

Although the exact layout of your proposal will change based on the format you use and how your team usually submits them, in general, make sure you cover:

• An introduction that summarizes the proposal and hooks the audience
• The problem you’re tackling
• The solution you’re proposing
• The method for your solution (step-by-step)
• Why this is the best course of action
• The time and resource commitment (potentially including budget)
• A conclusion that reinforces your proposal

Remember to pose all of the evidence and points you’ve gathered from the perspective of what your audience cares about and in a language they understand. When you’re pitching to a team manager, colleague, or the CEO, they need to be able to see why they should care about the proposal and why it’s the best thing they can do to solve the problem.

Once you’ve got this outline done, it’s time to move on and learn how to write a proposal.

✍️ Clear, concise writing: Keep it simple, stupid!

When it comes to writing a proposal , your structure should look something like this:

• The introduction
• The problem
• The solution
• The justification
• The schedule and/or budget
• How the whole thing will be measured/tracked
• The conclusion

I’ll cover each section & give advice while showing & referring to an example project proposal.

Specifically, I’ll be looking at this proposal for an assessment of a nuclear waste storage site.

Having a hook in your introduction is vital for catching the interest of your audience. If they’re not interested in the proposal from the get-go, then it’ll be much harder to convince them of the benefits and therefore get their approval, and that’s if they don’t dismiss the whole document after a cursory glance.

If you come across any striking statistics when looking into the problem you’re tackling, use them in your first line. This will help to catch their interest and lead them into the rest of the proposal, especially if you can relate the figures back to something they know and care about.

Above all else, don’t make your introduction more than a couple of sentences (three or four at best). Shorter introductions are not only easier to read, but by limiting the space you have to work with, you force yourself to focus on only the most important details.

Hit the audience with a reason to care about the problem, give a little context on what’s currently being done about it, then quickly describe what your proposal will do to tackle it.

Follow up your introduction with a summary of the problem that your proposal tackles and what the current state of it is. Use the research from your plan to spend a couple of sentences explaining what it is, what’s being done about it both internally and externally, and why your audience should care about it in the first place.

There’s not much else to say here – you need to clearly define the problem you’re tackling using the research you conducted when planning the proposal. The only thing you need to remember here is to relate it back to your audience using language and concepts they understand and value.

Once they understand the problem they’re facing, it’s time to present your proposed solution. You need to give both a rough summary of the purpose of your solution and the steps it takes to achieve that goal.

Again, don’t get lost in detail here, as that’s a surefire way to make your audience lose interest. Instead, give them the proposed method in a way they will understand and clearly highlight how this will tackle the main problem.

Here you not only need to relate the solution back to your audience, but it’s vital that the method is as specific as possible to show them exactly what steps will be taken and reassure them that you’ve done the appropriate research into what this entails.

Although the value of your solution should be clear from how you’ve presented both it and the problem it tackles, it’s worth re-iterating why your method is the best course of action. While this can be done in the previous section of the proposal, dedicating a short segment will let your audience easily scan the document to see the value immediately.

In a couple of sentences (ideally a single paragraph) go over how you predict the proposal will affect the problem it’s tackling, and ideally back up these assertions with evidence from previous and/or similar attempts in the past.

If all’s gone to plan, then your audience should be on board – now it’s time to give them all of the information they need to know what the project will cost and how long it will take to complete. Break down the proposed solution into specific steps with a rough time estimate for each, and give a budget that accounts for any extra items, staff, technology, and so on.

This will let your audience visualize the timeline and cost of your project as opposed to the benefits that it brings. As such, they need to have enough detail to be able to judge the worth of the proposal, such as the time investment of various team members and departments alongside any funds for items beyond your current inventory.

It might seem like overkill to lay out the teams involved and how much time they will be spending on the various stages, but remember that your proposal probably isn’t the only thing that they could be doing. You’re not only asking for those teams to spend time completing your tasks, but you’re also justifying why they should not be spending that time on another project.

Without a structured way to monitor your proposal in action and to track its progress, neither you nor your audience will know whether it’s working or not, and nobody will be able to address any problems as they surface. This is a massive red flag to anyone with the power to approve your proposal because it leaves everyone in the dark until the very end of the project.

You need to show (again, using language and concepts that your audience understands) how the project will be monitored as it progresses and, therefore, how you will be able to detect problems at the earliest possible opportunity. This will also reassure your audience that they will be receiving regular updates on the project and that the tasks you’ve laid out will be carried out correctly (since they are being monitored).

In other words, this is your opportunity to limit human error in your proposal’s success by closely tracking its progress. All you have to do is show the chain of command and how everything will be tracked.

Finally, you need to write a brief conclusion to wrap up your points, remind the audience why they should approve the proposal, and reassure them that you have thoroughly researched the topic to give them the greatest chance of success.

You shouldn’t be introducing any new information here – all you have to do is write a few sentences reminding them why the problem is important and why your proposal is the best solution for the resources it requires.

If you’re finding yourself writing a lot of project proposals, it might be time to consider building a process for writing them to make your life easier.

In fact, if you’re writing a lot of project proposals, you already have a process (even if you don’t know it yet). And you can always improve your processes & workflows to do smarter & better work.

That’s what we’re all about at Process Street: Helping you build powerful workflows that automate repetitive tasks and manage team knowledge so that you can focus on the work that matters (and empower your whole team to do the same).

Check out this video to find out more about who we are and what we do:

With our advanced features, you can customize your project proposal templates so it fits your organization, the type of proposal you’re writing, and your way of working like a glove:

• Stop tasks (to make sure the process is followed in the correct order & crucial project information isn’t missed)
• Dynamic due dates (to ensure proposals are finished on time)
• Task permissions (to make sure only you and whoever you grant access to can work on the proposal)
• Conditional logic (for guiding you through writing different kinds of proposals from the same template based on what you need)
• Approval tasks (so you can get the project proposal approved by management, or approve a proposal that has been drafted by someone on your team)

Not only that, but you can connect to thousands of apps through Zapier , webhooks, or API integration to automate your workflows and save time, effort, and money.

You can use Process Street to create a process for all sorts of things, not just writing project proposals . From creating client onboarding processes and to-do list templates to managing your quality management software or standard operating procedure templates .

The list is endless.

✨ More stuff to help you write amazing project proposals

To give you even more help and guidance, check out these alternative proposal templates that you can use when writing your project proposal:

• Bid Proposal Template Checklist
• Budget Proposal Template
• Construction Proposal Template Checklist
• Consulting Proposal Template Checklist
• Contractor Proposal Template Checklist
• Event Proposal Template Checklist
• Marketing Proposal Template Checklist
• Simple Proposal Format Checklist
• Sponsorship Proposal Template Checklist
• Website Proposal Template Checklist

Let us know how you organize your project proposals in the comments below!

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Ben Mulholland

Ben Mulholland is an Editor at Process Street , and winds down with a casual article or two on Mulholland Writing . Find him on Twitter here .

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Home » Articles » How to write a proposal for development work in your community

How to write a proposal for development work in your community

Answering a short list of questions should help communities request work, and potential investors understand the work that lies ahead.

While working in low-resource regions around the world, I have received numerous proposals from communities in need. These proposals have ranged from educational needs, to environmental conservation, to general infrastructure projects. Some of them were well thought out, detailed, and make arguments for the proposed project. But others lacked the clarity needed to convince a potential donor or investor. Documents such as these need to answer “why” and “how” for an investor or development agency. Moreover, by answering these questions, the community gains an understanding of how much of their own time and expertise will be required to complete such a project.

One proposal for development work that I received in Nduti, Kenya, was one of these under-cooked documents. It started off as a story about a safari and a meal, with some non-descript details of a non-governmental organization; then it mentioned water, an assessment report, an existing borehole and the need for a polytechnic, and it concluded with costs for an electric pump. The writer clearly indicated that there was a need and a story to tell with lots of relevant information. Unfortunately, it was disorganized and left me to guess as to what exactly they wanted.

I returned to Nduti to meet with the community to clarify what, exactly, they were requesting. They showed me a broken-down well and hand pump that had been provided by Impact East Africa in 2003. It had broken some years earlier, but the organization had left without training the community in how to fix it. The first couple of times the pump broke, the community pooled their money together to pay a professional from a nearby town to come fix it. The pump began to break so often, though, that fixing it was not financially viable. Clearly, the community needed a new pump. They also spoke of a plan to irrigate nearby public land. NGOs had given them seeds for moringa, watermelon, tomatoes, peppers and other fruits when the pump was working. Once the pump broke however, the crops could not be irrigated and would fail. They then discussed ideas about leasing the irrigated land to nearby families. They had some great ideas – ideas that would really bring the community forward. They just needed to get them onto paper.

I handed them an outline of questions that I wanted them to consider. I provide the outline below. It could be applied to any of the proposals that I have received. Answering the following questions should help communities and potential investors understand the work that lies ahead.

Introduction

• Name of proposal
• Estimated total cost
• Name of community organization
• Name of author and postion in organization

Description of Organization

• How many board members?
• What are the goals of the organization?

Location and climate

• Population Industries
• Problems (Health? Employment? Education?)

Previous Donors and Activities

• What did they do?
• How did their projects help?
• How did they not help?
• Were any reports produced? Please attach.

This kind of Information is uncommon in proposals from developing communities. However, such documentation is needed. It is often the case that charitable organizations have undertaken projects previously. Some projects worked well, others have failed. Knowledge of these histories would help potential investors understand the complications. Also, the community will need to reflect upon their recent history and ask, “Is this what we really want?”

What is left to do? What problems remain?

This will clarify that while assistance from one group or another may have helped, the major issues are still unsolved. It will also transition into a discussion of solutions.

What are some solutions?

• Which one (or two) are the most important and will have the most positive impact on the community?

When communities provide a series of possible solutions and identify the best, the investor can catch a glimpse of their thought process. This also allows a development professional to consider possible alternatives.

What is involved with the solution?

• Where is the proposed location?
• How much will materials cost?
• How much will labor cost?
• Will the community be willing to volunteer their labor? Why or why not?

Often engineers, educators and health professionals are in short supply in a developing community. Therefore, these questions are difficult for them to answer. Providing any relevant information, though, will assist the investor in substantiating costs. It will also show the community’s dedication to helping the project succeed.

After the project is complete, and the donor has left, what organizational structure will be put in place to ensure the continued viability of the project?

• How will the community pay for maintenance of the project?
• Will rent, fees or insurance be paid by the residents?
• Who will be overseeing the operation?
• How will corruption be prevented?
• How will this project open doors for the community to solve its other problems on its own?

This is the most difficult part of this proposal. It not only asks for financial considerations from the community, but insists that the community understand that this project will be theirs. And if they are willing to work to build it, they must be willing to prepare and to work to maintain it.

• How will this project solve the problem? (Restate “why” in #6)
• How much will it cost? (restate, summarize #7)
• Thank you, contact information

While the first two items may seem redundant, proposals must be written for both the investor that reads through the document chronologically, line by line, as well as for the donor who may skip to the end before reading; asking “Okay, what and how much?”

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Comments from the Community

21 Comments

I COME Papua new guinea, one of the developing countries.

I need lots to do in my community but how do i get the information.

Thanks paul Yakira

iam a papua new guinean and work as a school teacher. iam thinking of helping rural communities to build school infrastructure so children can enjoy the same previllege as children in urban areas enjoy. please i need helping information on how to write community project proposal for financial assistance from donor agencies.

I’m a health worker in dearly need to help my community get clean safe water so I need informatiom on how to write a development project proposal. thanks

I need more info about working in our community, this was helpful but writing it to satisfaction needs your help Thank you

I AM IN GHANA AND I HAVE THOUGHT OF HELPING MOST OF THE RURAL COMMUNITIES IN IT TRAINING. PLEASE CAN YOU GUIDE ME ON HOW TO DRAFT A PROPOSAL TO THE REGIONAL MINISTER AND OTHER ABOVE AUTHORITIES. THANK YOU

Hi, i want to write proposal of building community hall to the investor. Can u please assist me with how to write it, Coz i really want to impress investors

i d love to hear about your proposals for your community. am also planning the same for my country kenya. 🙂

sample of project proposal for development work in communnity

This can make a differant to some one whos cluless like me but an example would make it more cleare.

I am nicholas chw I need to write aproposal to our MP to built us an office in an hospital we are atouched to.please help.

Am Polly from Uganda. I love to conserve by mobilizing and training people living around our national parks in art and craft. As an artist and a service provider in these parks, I have proved that poaching is rampant. How can I help my country.

This is what all grassroots organisations need.It answers all the questions asked by donors during their monitoring visits to communities. Thank you.

Hi, i am Juma Benjamin from south sudan, i wuld like your help on how i can generate community development project that would target the youths by empowering them in skills and sustainability that can stop their mind set from arms and cattle raiding activities, thanks.

thank you so much..so helpful!

This is one of our assignment for the ED 192 ,that we should write one of the project proposal based on one of the specific needs of school community. So I need alot to do but how could I get my information..

Thank you for the piece of information on how to write better during proposal writing.

I need more news feeds on this area.

Best Regards,

Hi, u am Saidu OSMAN Conteh fringe Sierra Leone. I would really want to help me write a project proposal for a school toilet facility

The content is good and useful.Requestion for sample drafts that can ive a guide to come up with a proposal.

Thanks Susan – Uganda f

Hi all, Anybody to help me, i would like to write a proposal on changing old windows to a new ones to an organization.

Plz forward to me

I like to reconstruct our regular kitchen into the modular kitchen we face them so many problems can you help me from where do I have to start and who will go to help me? I hope I will get a response from you.

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A sample of project proposal by a community based organisation

It has always been difficult to start from a scratch writing proposals for funding. While every proposal is written in response to a call by prospective donor with their own guidelines, it is important to have something that you can refer to. This proposal was sent to UNDP in Malawi through a Department of Disaster Management Affairs (DoDMA) for consideration after being successful at concept note stage. I hope you will learn one or two issues here.

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Choose Your Test

Sat / act prep online guides and tips, 129 great examples of community service projects.

Extracurriculars

Are you interested in performing community service? Do you want examples of service projects you can do? Community service is a great way to help others and improve your community, and it can also help you gain skills and experience to include on your resume and college applications.

Read on for dozens of community service ideas to help you get started volunteering.

What Is Community Service?

Community service is work done by a person or group of people that benefits others. It is often done near the area where you live, so your own community reaps the benefits of your work. You do not get paid to perform community service, but volunteer your time.

Community service can help many different groups of people: children, senior citizens, people with disabilities, even animals and the environment. Community service is often organized through a local group, such as a place of worship, school, or non-profit organization, but you can also start your own community service projects.

Many people participate in community service because they enjoy helping others and improving their community. Some students are required to do community service in order to graduate high school or to receive certain honors. Some adults are also ordered by a judge to complete a certain number of community service hours.

Why Should You Participate in Community Service?

There are numerous benefits to participating in community service, both for yourself and others. Below are some of the most important benefits of volunteering:

• Gives you a way to help others
• Helps improve your community
• Can help strengthen your resume and college applications
• Can be a way to meet new friends
• Often results in personal growth
• Gives you a way to gain work experience and learn more about certain jobs

How Should You Use This List?

This list of over one hundred community service examples is organized by category , so if you're particularly interested in working with, say, children or animals, you can easily find community service activities more related to your interests.

In order to use this list most effectively, read through it and make note of any community service ideas that match your interests and that you may want to participate in. Some considerations to keep in mind are:

Is there a specific group of people or cause you are passionate about? Look for projects that relate to your passion and interests. You may also just want to perform particular community service activities that allow you to do hobbies you enjoy, like baking or acting, and that's fine too.

Perhaps you don't have enough time to regularly devote to community service. In that case, it may be better to look for opportunities that only occur once or sporadically, such as planning special events or helping build a house.

Some people prefer to participate in community service activities that have a quantifiable impact, for example, activities where you know the specific number of kids you tutored, dollars you raised, or cans of food you collected. This is in contrast to activities that don't have such clear numbers, such as creating a garden or serving as a volunteer lifeguard. Some people prefer quantifiable activities because they feel they look stronger on college applications, or because they simply enjoy knowing their exact impact on the community.

Many community service activities can help you gain skills. These skills can range from teaching to medicine to construction and more. If there is a particular skill you'd like to learn for future classes, jobs, or just out of personal interest, you may want to see if there is a community service activity that helps you learn that skill.

List of Community Service Examples

Below I've listed over 100 community service ideas to get you started with brainstorming.

General Ideas

Donate or raise money for your local Red Cross

Organize a community blood drive

Send cards to soldiers serving overseas

For your next birthday, ask for charitable donations instead of gifts

Hold a bake sale for your favorite charity

Read books or letters to a person who is visually impaired

Organize a wheelchair basketball team

Participate in a charity race

Organize an event or parade for Memorial Day

Volunteer to help at a charity auction

Participate in National Youth Service Day in April

Contact a tree farm about donating Christmas trees to nursing homes, hospitals, or to families who can't afford to buy their own

Collect unused makeup and perfume to donate to a center for abused women

Help register people to vote

Organize a car wash and donate the profits to charity

• Help deliver meals and gifts to patients at a local hospital
• Write articles / give speeches advocating financial literarcy. First you should learn about the topics themselves, like calculating housing costs, or understanding personal loans, and then give presentations on these topics.

Helping Children and Schools

Tutor children during or after school

Donate stuffed animals to children in hospitals

Organize games and activities for children in hospitals or who are visiting hospitalized relatives

Knit or crochet baby blankets to be donated to hospitals or homeless shelters

Collect baby clothes and supplies to donate to new parents

Organize a Special Olympics event for children and teenagers

Sponsor a bike-a-thon and give away bike safety gear, like helmets and knee pads , as prizes

Collect used sports equipment to donate to families and after-school programs

Volunteer at a summer camp for children who have lost a parent

Sponsor a child living in a foreign country, either on your own or as part of a group

Coach a youth sports team

Put on performances for children in hospitals

Give free music lessons to schoolchildren

Become a volunteer teen crisis counselor

Organize a summer reading program to encourage kids to read

Organize an Easter egg hunt for neighborhood children

Create a new game for children to play

Organize events to help new students make friends

Babysit children during a PTA meeting

Organize a reading hour for children at a local school or library

Donate used children's books to a school library

Work with the local health department to set up an immunization day or clinic to immunize children against childhood diseases

• Volunteer to help with Vacation Bible School or other religious camps

Helping Senior Citizens

Read to residents at a nursing home

Deliver groceries and meals to elderly neighbors

Teach computer skills to the elderly

Drive seniors to doctor appointments

Mow an elderly neighbor's lawn

Host a bingo night for nursing home residents

Host a holiday meal for senior citizens

Make birthday cards for the elderly

Donate and decorate a Christmas tree at a nursing home

Organize a family day for residents of a retirement home and relatives to play games together

Ask residents of a retirement home to tell you about their lives

Pick up medicine for an elderly neighbor

Perform a concert or play at a senior center

Help elderly neighbors clean their homes and organize their belongings

Rake leaves, shovel snow, or wash windows for a senior citizen

• Deliver cookies to a homebound senior citizen

Helping Animals and the Environment

Take care of cats and dogs at an animal shelter

Clean up a local park

Raise money to provide a bulletproof vest for a police dog

Plant a tree for Arbor Day

Place a bird feeder and bird fountain in your backyard

Start a butterfly garden in your community

Sponsor a recycling contest

Grow flowers in your backyard then give bouquets to hospital patients or people who are housebound

Help create a new walking trail at a nature center or park

Update the signs along a nature trail

Adopt an acre of rainforest

Help train service dogs

Participate in the cleanup of a local river, pond, or lake

Foster animals that shelters don't have space for

Organize a spay and neuter your pet program

Care for a neighbor's pet while they are away

Sponsor an animal at your local zoo

Train your pet to be a therapy animal and bring it to hospitals or nursing homes

Build and set up a bird house

Organize a carpool to reduce car emissions

Campaign for more bike lanes in your town

Volunteer at a nature camp and teach kids about the environment

Test the water quality of a lake or river near you

• Plant native flowers or plants along highways

Helping the Hungry and/or Homeless

Build a house with Habitat for Humanity

Donate your old clothes

Volunteer at a soup kitchen

Donate old eyeglasses to an organization that collects that and distributes them to people in need

Donate non-perishable food to a food bank

Donate blankets to a homeless shelter

Host a Thanksgiving dinner for people who may not be able to afford their own

Offer to babysit or nanny for a family in need

Make "care kits" with shampoo , toothbrushes , combs , etc. to donate to homeless shelters

Prepare a home-cooked meal for the residents of a nearby homeless shelter

Collect grocery coupons to give to a local food bank

Help repair or paint a local homeless shelter

Donate art supplies to kids in a homeless shelter

Help organize and sort donations at a homeless shelter

Babysit children while their parents look for jobs

Become a Big Buddy for children at a homeless shelter

Take homeless children on outings

Bake a batch of cookies or loaf of bread and deliver it to a soup kitchen

Build flower boxes for Habitat for Humanity houses

Organize a winter clothes drive to collect coats, hats, scarves, and gloves to be donated

Make first aid kits for homeless shelters

Reducing Crime and Promoting Safety

Volunteer at a police station or firehouse

Become a certified lifeguard and volunteer at a local pool or beach

Paint over graffiti in your neighborhood

Organize a self-defense workshop

Organize a drug-free campaign

Sponsor a drug-free post-prom event

Start or join a neighborhood watch program

Create and distribute a list of hotlines for people who might need help

Teach a home-alone safety class for children

Create a TV or radio public service announcement against drug and alcohol use

Become CPR certified

• Volunteer as a crossing guard for an elementary school

Promoting Community Enhancement

Paint park benches

Donate used books to your local library

Become a tour guide at your local museum

Repaint community fences

Plant flowers in bare public areas

Organize a campaign to raise money to buy and install new playground equipment for a park

Participate in or help organize a community parade

Clean up vacant lot

Produce a neighborhood newspaper

Campaign for more lighting along poorly lit streets

Create a newcomers group in your neighborhood to help welcome new families

Petition your town leaders to build more drinking fountains and public restrooms

Volunteer to clean up trash at a community event

Adopt a local highway or road and clean up trash along it

Help fix or raise funds to repair a run-down playground

Clean up after a natural disaster

Now that you know what your options are for community service, you can take the following steps to start getting involved:

#1: Look over your interests: Which activities seem most appealing to you? Were they mostly in one particular category, like children or the environment? If so, that's a good starting place for choosing specific organizations to contact.

#2: Figure out how much time you can devote to community service: Are you available for two hours every week? Are you not free on a regular basis but can volunteer for an entire weekend now and then?

Think about transportation as well and how you'll be able to get to different locations. Knowing this information will help you choose which community service projects to pursue, and it's helpful information for volunteer coordinators to know.

#3: Do some research to see what projects you can do in your community: Check at your school, place of worship, or town hall for more information on volunteering. You can also contact the place where you'd like to perform your community service, such as a particular animal shelter or nursing home, and ask if they take volunteers.

#4: Start volunteering! This list ranges from small projects that you can complete on your own in a few hours, to much larger projects that will take more time and people. If you find a project you can start on your own, do it!

If you want to do a project where you'll need more resources or people, check around your community to see if a similar program already exists that you can join. If not, don't be afraid to start your own! Many organizations welcome new volunteers and community service projects.

Additional Information

Considering doing volunteer work in another country? Read our guide on volunteer abroad programs and learn whether or not you should participate in one.

Are you in college or will be starting soon? Extracurriculars are one of the best parts of college! Check out our guide to learn which extracurricular activities you should consider in college .

Did you know that you can use your community service work to help pay for college? Check out our step-by-step guide on how to win community service scholarships.

These recommendations are based solely on our knowledge and experience. If you purchase an item through one of our links, PrepScholar may receive a commission.

Christine graduated from Michigan State University with degrees in Environmental Biology and Geography and received her Master's from Duke University. In high school she scored in the 99th percentile on the SAT and was named a National Merit Finalist. She has taught English and biology in several countries.

Ask a Question Below

Have any questions about this article or other topics? Ask below and we'll reply!

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Community project proposal, submit a community project proposal.

This pre-proposal submittal will be reviewed by Parks and Recreation Managers. A response will be sent to the contact person listed. If conditional acceptance is given, detailed proposal submittal and possible fees shall be listed in the letter.

Detailed proposal, if requested, will include at minimum:

• Detailed site plan showing proposed work and the surrounding site. Show existing conditions and utilities, and proposed removals.
• Detailed layout of proposed work, including dimensions to reference points and property lines, and elevation controls.
• Details of proposed work, including representative typical details or sections, dimensions, foundations, and utility connections.
• Concepts of grading and drainage.
• Temporary and permanent erosion controls.
• Contractor, if known, and proposer representative in charge of construction.

Community Project Proposal Form

Last Edited: November 16, 2021

• Email Address

Public Safety Center Community Engagement Room Public Art Project

Description

SUMMARY: Construction is currently underway for the new City of Reno Public Safety Center, which will soon serve as the headquarters for the Reno Police Department (RPD). The City of Reno is accepting qualifications from artists/artist teams for an interior public art installation located in the building’s Community Engagement Room. Part of this project includes a community engagement component. Selected artist(s) will be expected to work with City staff to conduct community engagement sessions with users of the building and the surrounding neighborhood. The final design of the artwork will be created from input from these sessions.

ARTIST QUALIFICATIONS / ELIGIBILITY: This is a national call and request for qualifications. This project is open to any artist regardless of race, color, creed, gender, gender variance, national origin, age, religion, marital status, political opinion or affiliation, or mental or physical handicap. Artists may apply as a single artist or as a multi-person collaborative group. In the case of a group, please apply under one single application. Artists and teams working in the United States and who have experience implementing projects with a similar budget and scope are encouraged to apply.

Artists age 18 or older may apply as an individual or a team Must be available for on-site visit to Reno Eligible applicants must reside in the United States

PROJECT DESCRIPTION: The City of Reno is seeking artists for an interior public artwork in the Community Engagement Room at the new Public Safety Center. The City is looking for projects that take into consideration the history of the site and the unique characteristics of the surrounding environment.

The selection committee is looking for artwork that is appropriate for placement in the Community Engagement Room of the public safety facility and for the diverse Reno community. The theme of the artwork does not need to be directly connected to public safety functions and imagery, or to Reno history.

The artwork will be on two of the walls in the Community Engagement Room. Artwork will need to be 2D, which can include murals or framed/mounted artwork. See below for site images.

The goals for the project include: creating a unique character for a specific building, increasing public awareness of art, engaging with the community to create something that reflects the area and use of the space, and broadening visitors’ perspectives of public spaces within the City. The artist(s) selected should have demonstrated experience working in public locations.

The RACC seeks artists with prior public art experience, specifically 2D and mural work. The $25,000 commission will cover all services from design through final installation/implementation, including artist fee, fabrication, insurance, transportation, travel fees, equipment, and installation. Final selection of one artist or team will be made by the PAC, RACC, and stakeholders and approved by Reno City Council based on qualifications and proposal.

Selected artists/artist teams/design team will be expected to work with the community, City staff, and stakeholders to design the final artwork.

Marin County affordable housing project cut in half after pushback over equity concerns

T he size and scope of a planned affordable housing complex in Marin City has been scaled down virtually by half after pushback from the community, according to Marin County.

The development slated for 825 Drake Ave. on the former site of a Baptist church had an original proposal of 74 units in five stories, but would now contain a maximum of 42 units, the county said last week.

The history of Marin City residents’ voices being overlooked in county plans factored into the changes, according to Marin Community Development Agency director Sarah Jones.

“We feel this change gives Marin City the voice they didn’t have a chance to express when the project was originally proposed and approved,” said Jones in a release sent out by the county, adding that the original proposal was put forth before the county adopted its housing plan last year.

But nonprofits and community groups have been very vocal about their opposition to the project, citing historical inequities in Marin City for Black and brown residents and the specter of gentrification.

One group expressing reservations with the project is the Sierra Club, which applauds infill development in the city that is close to transportation, but saying it “fails on multiple serious factors,” such as actually being unaffordable to many Black residents who are already facing displacement due to gentrification.

The Sierra Club said that though 80 percent of the units would be set aside for low-income households, in Marin County, that means a single person making $97,600 qualifies.

“That means this project won’t meet the needs of Marin City’s Black residents, a quarter of whom live below the poverty line,” said the environmental group on its website.

Twenty percent of the units at the site in its original proposal would be set aside for very low-income households, which the Sierra Club clocked at 15 apartments.

‘Massive, poorly conceived, unsafe and dangerous’

Perhaps the most vocal group against the project is dubbed Save Our City , which is affiliated with the Hannah Project Partnership for Academic Achievement in Marin City, a community-based organization that promotes equity for low-income Black and brown youth and their families.

Save Our City calls the development “massive, poorly conceived, unsafe and dangerous,” citing its proximity to senior housing that they say will be impacted by the five-story building blocking its sunlight and also creating an impediment to emergency vehicles.

“The 825 Drake Project by design will exacerbate these threats and puts a nail in the coffin that will remove the black and low-income persons from Marin City and the county all together,” reads the group’s webpage.

Save Our City said it filed a lawsuit to stop funding for the project, which it says is a continuance of “the paternalism, inequity and disregard for the interests and concerns of Marin City residents that have characterized the County’s relationship with Marin City for the past 80 years.”

Marin City has the largest population of Black residents in the county due to the Great Migration, when people from the South headed west to work in California’s military shipyards.

Men and women came to Marin City during World War II for better lives, but found themselves forced to live in one place — Marin City — through housing redlining and segregation.

Today, Marin County continues to have disparities along racial lines. According to the Marin County Race Equity Planning Committee , as of 2022, the county came in second in the state for being the most racially disparate across several indicators such as housing, health, economic opportunity and education.

“This project has concerned me from the outset,” said Supervisor Stephanie Moulton-Peters, who represents Marin City. “After a lot of work based on community input and collaboration with the developer … this proposal reduces the size and scale of the project, including more parking spaces and improved landscaping in a community that has uniquely suffered decades of inequitable policies since World War II.”

The remaining 32 units will be built in a city or town outside of Marin City, the county said.

“I believe this proposal works to better balance the clear need for new affordable housing while better fitting within the surrounding neighborhood that has for too long been overlooked,” said Moulton-Peters.

Save Our City could not be reached to respond to the proposed changes to the housing plan.

The post Marin County affordable housing project cut in half after pushback over equity concerns appeared first on Local News Matters .

Knox County budget increase will pay for teacher raises, road projects, community center

Taxes generated from new developments have lifted Knox County's budget about $32 million higher than the current year, and the money will help pay for a significant salary increase for teachers.

The salary increases approved by the Knox County Board of Education will cost $41 million , and put Knox County Schools on track to meet higher state salary requirements by 2026. Starting pay for teachers with bachelor's degrees will be $47,000 per year and those with master's degrees will make almost $51,000.

Knox County Mayor Glenn Jacobs at his May 6 State of the County speech touted the passing of his signature initiative Advance Knox , a roadmap to manage explosive growth in the county over the next two decades. That effort took two years and cost the county $1.2 million.

"The choice facing Knox County is not 'Change or no change,'" Jacobs said. "The question is, 'How can we adapt to changes in a productive, positive way?'"

Jacobs said while the county is fiscally responsible in keeping the property tax rate flat, money is tight due to inflation. County employees, including officers in the Knox County Sheriff's Office, will receive scheduled cost of living raises that equal a 2% salary increase starting Jan. 1.

"I wish I could match what we have been able to do these past five years," Jacobs said, referring to previous raises.

Sheriff's office employees received a huge raise last year.

The proposed budget totals $1.1 billion, including almost $15 million for road improvements.

Other highlights of the proposed budget include:

• Nearly $80 million for a new elementary school in Farragut and improvements at schools Mechanicsville/Lonsdale and South Knoxville
• $4 million for additional Schaad Road extensions
• $870,000 for a new community center in Hardin Valley
• Increased funds to pave roads

The Knox County Commission must vote on the budget by June 30. Commissioners will have budget hearings at 3:30 p.m. May 13 and at 4 p.m. May 20 in the main assembly room of the City-County building.

Allie Feinberg reports on politics for Knox News. Email her: [email protected] and follow her on X, formerly known as Twitter, @alliefeinberg.

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One proposal in the works for repurposing a sales tax: more flood mitigation

Sales tax dollars that go to the American Bank Center arena and Corpus Christi’s downtown seawall could see big – or only relatively slight – changes, depending on how discussions shake out in the coming months.

While input from the public is still pending town hall meetings, the City Council is continuing to move closer to a more defined proposal.

Two of the city’s voter-approved sales taxes, should they not be renewed, would expire within the next two years.

Set at 1/8-cent each, the two funds are dedicated to specific projects that improve the arena and the downtown seawall.

The upcoming expirations have spurred officials to discuss bringing to voters potentially new projects or tweaking the lineup of project types that would be supported by the funding – talks that will be further hashed out in a City Council workshop Wednesday afternoon.

Some of the ideas floated by city officials include expanding funding that is now used solely for the seawall to include flood mitigation projects around the city, and increasing the scope of the arena sales tax to the entirety of the American Bank Center – which in addition to the arena, includes the convention center and Selena Auditorium.

Any projects that would be considered eligible must be those that either reinforce or bolster economic development efforts.

Reupping both sales taxes would also need the blessing of voters, who would be the final decisionmakers on either reauthorizing or repurposing the existing sales taxes.

Some of the proposals in consideration would establish specific city assets that could receive funding – such as the Art Museum of South Texas, Corpus Christi Museum of Science and History and Texas State Museum of Asian Cultures and Education Center – according to a draft presentation.

The proposal for expanding flood mitigation beyond the seawall – vocally endorsed by City Councilman Gil Hernandez – would be a way to further support flood mitigation needs around the city that can’t currently be met and also to alleviate storm water fee increases.

“The seawall is only a small part of town,” he said, adding that making other flood mitigation projects qualify for funding would ensure that taxpayers who contribute to the funds all have “a benefit from it.”

The move also would make sense because revenue for the seawall fund grew large enough that money was spent on projects that were unrelated to flood mitigation.

Although the proposition approved by voters more than two decades ago allows for the money to be spent on other economic development projects for the seawall, debate has been raised in recent years on whether voters’ primary intent was to shore up exclusively flood protection.

Residents want to continue with funding the seawall, said City Councilman Jim Klein – and it may be worth considering extending the seawall structure itself further than as it exists currently, where some areas at present are guarded by other flood mitigation infrastructure.  

Consideration should also be given to contributing sales tax revenue to city-owned building in the area, such as the South Texas Museum of Art, he said.

“I think those are good assets and we certainly need to take care of those,” Klein said.

A one-eighth-cent sales tax is the equivalent of 12.5 cents per $100, wrote Assistant City Manager Heather Hurlbert in an email to the Caller-Times sent in February.

It is estimated that the arena and seawall funds will each bring nearly $9 million into city coffers this year, the draft presentation shows. City officials also anticipate that renewing the two 1/8-cent sales taxes could yield a combined revenue of about $256 million in a 25-year term, according to the documents.

Discussions on how to approach voters with a proposed reauthorization and repurposing of the two existing sales taxes has been ongoing since the failure of Proposition A in November.

At the time, it had been proposed that – if approved – revenue would go to expanding and renovating the American Bank Center complex, increasing flight options out of the Corpus Christi International Airport, and improving certain parks and certain streets considered to support economic development.

Councilmembers have generally said they will not offer the same proposal to voters – and are making efforts to collect community input ahead of the upcoming election in the fall, as well as include a potential sunset date on any potential propositions, possibly for a 25-year term.

It will be important for residents to attend and give feedback in scheduled town hall meetings, Hernandez said – and especially relevant to the current dialogue on the American Bank Center, he added.

What is presented on the November ballot must be “palatable to the voters,” Hernandez said.

““Ultimately people have to vote on this stuff,” he said. “It’s not going to be just, ‘We’re going to put it out there’ and it will be an automatic thing.”

Community input

A series of town hall meetings has been scheduled for community feedback on the proposed sales tax reauthorizations, as well as a potential bond project package.

All are scheduled for between 6 p.m. and 7:30 p.m.

May 8: Lindale Senior Center, 3135 Swantner Drive.

May 13: Ethyl Everly Senior Center, 654 Graham Rd.

May 15: CCW Building, Choke Canyon Room, 2726 Holly Rd.

May 20: Northwest Senior Center, 9725 Up River Rd. May 22: Del Mar College – Oso Creek campus, culinary arts building, 7002 Yorktown Blvd.

More: THROWBACK: Seawall in downtown Corpus Christi

More: City officials say there were missteps made in Prop A. Here's what that may mean.

F41 Change Proposal: Multiple Versioned CRI-O and CRI-Tools Packages (Self-Contained)

Multiple versioned cri-o and cri-tools packages.

This is a proposed Change for Fedora Linux. This document represents a proposed Change. As part of the Changes process , proposals are publicly announced in order to receive community feedback. This proposal will only be implemented if approved by the Fedora Engineering Steering Committee.

Wiki Announced

The installed versions of CRI-O and CRI-Tools are supposed to match the version of Kubernetes that they are deployed with. FESCo recently approved multiple, versioned packages for Kubernetes ( Changes/VersionedKubernetesPackages - Fedora Project Wiki ). This Change Request, if approved, will allow Fedora to also provide matchin versions of CRI-O and CRI-Tools for Kubernetes administrators that use Fedora as the base machine OS.

Name: Brad Smith

Email: [email protected]

Name: Peter Hunt

Email: [email protected]

Detailed Description

Both CRI-O ( Overview - rpms/cri-o - src.fedoraproject.org , upstream: GitHub - cri-o/cri-o: Open Container Initiative-based implementation of Kubernetes Container Runtime Interface ) and CRI-Tools ( Overview - rpms/cri-tools - src.fedoraproject.org , upstream: GitHub - kubernetes-sigs/cri-tools: CLI and validation tools for Kubelet Container Runtime Interface (CRI) . ) are designed to version match the version of Kubernetes they are deployed with. Version matching is a guarantee to Kubernetes administrators that these components use the same API version of the target Kubernetes installation.

Starting in Fedora 41, users will be able to install any supported version of Kubernetes (typically 3 concurrent, supported versions) using, for example, “dnf install kubernetes1.30”. This Change, if approved would allow the user to also install CRI-O and/or CRI-Tools with the same version, i.e. “dnf install cri-o1.30 kubernetes1.30” or “dnf install cri-tools1.30” to work with any version 1.30 CRI (Container Runtime Interface) implementation.

CRI-O is a well-regarded CRI implementation. Each Kubernetes cluster requires a CRI implementation such as cri-o to function. Alternatives include containerd or Docker Engine among others.

CRI-Tools contains the crictl command line interface tool that provides a CLI for CRI-compatible container runtimes. This allows the CRI runtime developers to debug their runtime without needing to set up Kubernetes components.

Benefit to Fedora

Enthusiasts and kubernetes administrators and developers will have access to the full stack of properly versioned components to install and manage a Kubernetes cluster directly from Fedora repositories. All supported versions of Kubernetes and related components such as CRI-O and CRI-Tools will be available in each of the supported releases of Fedora, starting with Fedora 41.

The past practice of tying a specific version of Kubernetes to a release of Fedora created an unnecessary tight coupling between Fedora and Kubernetes for cluster administrators and developers. In order to change the version of either Kubernetes or Fedora, the version of the other component also needed to change. This proposal provides changes that finalize the uncoupling of Fedora releases and Kubernetes cluster versions.

Proposal owners: Request appropriate src.fedoraproject.org repositories from Fedora engineering and maintain those repositories.

Policies and guidelines: N/A (not needed for this Change)

Trademark approval: N/A (not needed for this Change)

Alignment with the Fedora Strategy: This proposal enhances Fedora’s strengths in Technology and Innovation as it enhances the use of Fedora to function as the machine OS for any supported version of Kubernetes and as the administrator’s workstation for all supported Kubernetes clusters regardless of where the cluster is deployed.

Upgrade/compatibility impact

The shift from the existing model to the versioned model could create friction for current users of CRI-O or CRI-Tools on Fedora. Proper use of Provides and Obsoletes in the spec files as well as a supporting communication plan will help to reduce those complications.

Early Testing (Optional)

Do you require ‘QA Blueprint’ support? N

How To Test

• Install a versioned CRI-O or CRI-Tools package on a fresh instance of Fedora. Install should be error free.
• On an existing Fedora machine, replace a non-versioned CRI-O or CRI-Tools package with a versioned package. There should not be any errors.

User Experience

The user experience should remain unchanged except for the need to select a specific version of CRI-O or CRI-Tools.

Dependencies

No direct dependencies. If Kubernetes is installed and used then CRI-O and Kubernetes should have the same major:minor version. As a command line tool, the version of CRI-Tools will be selected by the user based on their specific requirements and needs.

Contingency Plan

• Contingency mechanism: (What to do? Who will do it?) N/A (not a System Wide Change)
• Contingency deadline: N/A (not a System Wide Change)
• Blocks release? N/A (not a System Wide Change), Yes/No

Documentation

The Kubernetes section of Fedora Quick Docs ( Using Kubernetes on Fedora :: Fedora Docs ) can be expanded as needed.

N/A (not a System Wide Change)

Release Notes

Last edited by @amoloney 2024-05-08T16:35:48Z

How do you feel about the proposal as written?

• Strongly in favor
• In favor, with reservations
• Opposed, but could be convinced
• Strongly opposed

If you are in favor but have reservations, or are opposed but something could change your mind, please explain in a reply.

Please note that this is an advisory “straw poll” meant to gauge sentiment. It isn’t a vote or a scientific survey. See About the Change Proposals category for more about the Change Process and moderation policy.

Thanks a lot for doing that!

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