how to write proposal writing

• Privacy Policy

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

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

Table of Contents

How To Write A Proposal

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

Identify the Purpose and Audience

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

Conduct Research

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

Develop an Outline

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

Write the Proposal

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

Review and Revise

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

Add Supplementary Materials

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

Formatting and Presentation

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

Seek Feedback

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

Finalize and Submit

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

Proposal Format

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

1. Title Page:

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

2. Executive Summary:

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

3. Introduction:

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

4. Problem Statement:

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

5. Proposed Solution or Project Description:

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

6. Methodology:

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

7. Evaluation and Success Metrics:

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

9. Conclusion:

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

10. Appendices:

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

Proposal Template

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

Dear [Recipient’s Name],

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

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

Yours sincerely,

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

Proposal Sample

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

Subject : Proposal for Implementation of Environmental Education Program

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

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

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

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

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

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

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

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

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

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

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

You may also like

Grant Proposal – Example, Template and Guide

How To Write A Business Proposal – Step-by-Step...

Business Proposal – Templates, Examples and Guide

How To Write A Research Proposal – Step-by-Step...

Proposal – Types, Examples, and Writing Guide

How to choose an Appropriate Method for Research?

How to Write a Proposal and Get What You Want (Free Templates)

A proposal has a lot of different purposes, but there’s only one good way to write one: the way that pulls together all of the information in a concise and persuasive way and helps you get what you want … whether that’s a whole new software system, or just a tweak to your marketing strategy.

This Process Street article isn’t about a business proposal — also known as a quote — but instead about the document required when formally pitching an idea for action and execution by managers or department heads .

To explain how to write a proposal document and get what you want, we’ll go through the following:

Free proposal writing template

When are proposals necessary, why are proposals important, examples of proposals, how to write a proposal: step-by-step, last steps before submitting the proposal, more free proposal writing checklists, even more free proposal writing checklists, customize your proposal checklists with process street.

Let’s get started.

If you fancy taking a quick look at a free interactive template, that will help you write your proposals right away, feel free to dive straight into this!

Writing a Proposal: Step-by-Step Guide

There are more templates, like this one, further down in this post, so stick around.

Any project you don’t have the clearance or authority to start without a higher-up’s approval, you need to submit a proposal for.

According to SSWM , a proposal is “a detailed description of a series of activities aimed at solving a certain problem”.

That problem  could be anything, from:

• Process improvement
• Cost reduction
• A new marketing strategy

If it’s an idea you need to ask permission to execute, or to get action on, it needs a proposal.

A proposal is a way to pitch an idea and state your requirements, so it’s important for supervisors because they can get information in writing (not casually in the elevator), and be able to act knowing the full implications of their decision.

They’re also a chance for you to make a structured, logical argument and lay down everything in favor of your idea. A well-written proposal shows your manager you care about the cause, and it’s not just a mid-meeting whim you blurted out.

To write a top proposal you need to scrutinize it before you present it.

It’s a broad topic, but it’s best explained with examples.

• Proposal for Process Improvement
• Proposal for Server Replacement
• Proposal for Cost Savings

Below is a simple proposal example with some basic sections.

Now let’s take a look at how to write a proposal — whether it’s as simple as the one above, or more complex.

Here’s the general structure of a proposal:

As you can see, a proposal generally consists of:

• Introduction : A brief overview of the problem, solution, costs, and benefits.
• Issue : The main definition of the issue, including subject, purpose, main argument, background information and importance.
• Solution : The main definition of the solution, including your step-by-step plan, the benefits, and how potential obstacles will be overcame.
• Qualifications : Overview of the personnel required, experience.
• Conclusion of the costs and benefits, and wrap-up : Balance the cost against the benefit, reinforce your point one last time.

1. Identify and define your reader

Just like with any kind of persuasion, it helps if you understand how to appeal to your audience. Who will be reading your proposal and deciding if it’s accepted or rejected? What do they care about? What kind of language and benefits would resonate with them? This is the first step because it’s an important thing to keep in mind as you go along and as information that informs the way you write from here on.

2. Define the problem your proposal will solve

Who : Who will the proposal affect?

What : What’s the reason for you to write the proposal in the first place? Explain the current situation and the problems that come with it.

3. Define the solution

How : How are you going to solve the problem? Explain step-by-step in detail.

Who : Identify the personnel you need, along with their prior experience to add persuasion to the proposal

4. Conclusion: costs, benefits and wrap-up

Reiterate : The purpose and main argument

Costs : Break down the projected costs involved for different elements of the project

Benefits : Break down the benefits to the organization, monetary and non-monetary, to persuade the reader there’ll be a return on investment

Thanks : Thank the reader for their time.

Contact information : Where can the reader get in touch with you? Make sure to be crystal clear to make the details easily discoverable.

Clear writing is your best friend when you’re trying to write persuasively. For that reason, there are a few checks to run before you submit your proposal.

Remember, what’s clear to you might not always be clear to other people.

1 .Check for jargon (then destroy it)

Although jargon is popular in the business world, not everyone shares the equal love for it. It’s terms like right-size, blue sky (verb), turn-key, and synergize. They might mean something to you, or make you feel intelligent, but there are simpler alternatives that will help people understand what you mean !

2. Change the passive voice to the active voice

The passive voice is defined as :

“The noun or noun phrase that would be the object of an active sentence (such as Our troops defeated the enemy) appears as the subject of a sentence with passive voice (e.g. The enemy was defeated by our troops).”.

It’s a long-winded way of expressing something that could be expressed in simple terms:

The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don’t want to add extra words to cloud your point.

3. Proofread the proposal

Install a tool like Grammarly and check the proposal in an online text editor. Grammarly will manage to pick up on anything that is grammatically incorrect and sometimes even flags up stylistically poor phrases. Poor spelling and grammar will only discredit the value of what you’re saying and could be a problem that leads to your proposal being rejected.

As promised, check out the below five templates that have each been designed by the team at Process Street — makers of the finest remote work software for processes around — to help you write winning proposals.

Proposal Template Checklist Process

This proposal template is a checklist that should be used alongside the proposal document you are planning to submit. Use it to make sure that all the elements have been considered, that the proposal contains everything it needs to and that it meets all set requirements.

Click here to access the Proposal Template Checklist Process!

Business Proposal Template Checklist

Whether your business proposal is solicited or unsolicited, use this business proposal template checklist to ensure you include all the required information in your proposal and cover key areas such as these the problem the organization is facing, the proposed solution, the budget, and a key CTA.

Click here to access the Business Proposal Template Checklist!

How to Write a Grant Proposal Checklist

Use this template to make sure your grant proposal includes all the relevant information, that it contains everything it needs to, and that it meets all stated RFP requirements.

Click here to access the How to Write a Grant Proposal Checklist!

Research Proposal Example Checklist

Use this template to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it.

Click here to access the Research Proposal Example Checklist!

Project Proposal Template Checklist

Use this template, alongside the proposal document you are planning to submit, to set the project vision, define the project requirements, describe the deliverables, and specify the deadlines.

Click here to access the Project Proposal Template Checklist!

If you’re looking for more inspiration, give these alternative proposal writing templates a go too.

• Bid Proposal Template Checklist
• Budget Proposal Template
• Construction Proposal Template Checklist
• Consulting Proposal Template Checklist
• Continuation Project Proposal Template
• Contractor Proposal Template Checklist
• Event Proposal Template Checklist
• Marketing Proposal Template Checklist
• Project Proposal Template
• Renewal Project Proposal Template
• Simple Proposal Format Checklist
• Sponsorship Proposal Template Checklist
• Supplemental Project Proposal Template
• Website Proposal Template Checklist

If the above templates don’t quite fit your company, industry, or the proposal document you are writing, don’t worry!

Process Street to the rescue!

Process Street is super-powered checklists . We are a super-charged, state of the art BPM SaaS platform which allows you to create templates and run individual checklists from these. You can check tasks off as you work through them, set deadlines, request approvals, assign various tasks , and work through your proposal workflows with ease.

Watch this to get an idea about who we are and what we do:

To help you customize your proposal writing template, and make your proposal wriitng easier, you can use all these different types of Process Street features:

• Dynamic due dates
• Task permissions
• Conditional logic
• Approval tasks
• Embed widget
• Role assignments

You can also connect your templates to thousands of apps through Zapier , webhooks, or API access to automate your proposal processes and workflows.

If you’re unfamiliar with process automation, what it means, and the benefits it can bring to your business, watch this Process Street webinar on automation:

Remember, if you want to get access to any of our proposal writing checklists, just click the links above and they will be added to your Process Street account where you can use them over and over again. Or, if you haven’t yet signed up for a Process Street account, click here and start your free trial.

Has this guide helped you out? I’d love to hear about it in the comments.

Get our posts & product updates earlier by simply subscribing

Benjamin Brandall

Benjamin Brandall is a content marketer at Process Street .

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Take control of your workflows today

• PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
• EDIT Edit this Article
• EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
• Browse Articles
• Learn Something New
• Quizzes Hot
• This Or That Game
• Train Your Brain
• Explore More
• Support wikiHow
• About wikiHow
• Log in / Sign up
• Education and Communications
• Official Writing

The Complete Guide to Proposal Writing

Last Updated: May 17, 2024 Fact Checked

Planning Your Proposal

Writing your own proposal.

This article was co-authored by Dave Labowitz . Dave Labowitz is a Business Coach who helps pre-entrepreneurs, solopreneurs/entrepreneurs, and team leaders start, scale, and lead their businesses and teams. Before beginning his coaching career, Dave was a startup executive who spent over a decade building high-growth companies. Dave’s “path less traveled” life includes adventures such as dropping out of high school, co-authoring a book in the Smithsonian Institute, and getting his MBA at Pepperdine’s Graziadio Business School. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 4,004,590 times.

Writing a good proposal is a critical skill in many occupations, from school to business management to geology. The goal of a proposal is to gain support for your plan by informing the appropriate people. Your ideas or suggestions are more likely to be approved if you can communicate them in a clear, concise, engaging manner. Knowing how to write a persuasive, captivating proposal is essential for success in many fields. There are several types of proposals, such as science proposals and book proposals, but each following the same basic guidelines.

Writing a Proposal

Proposals aim to inform the reader on a given topic and persuade the reader to take the requested action. When proposal writing, start with a firm introduction before stating the problem and your proposed solutions. Include a schedule and budget and finish with a strong conclusion.

Sample Proposal Outline & Draft

• Who will be reading your proposal? What level of familiarity with your topic will they have? What might you need to define or give extra background information about?
• What do you want your audience to get from your proposal? What do you need to give your readers, so they can make the decision you want them to make?
• Refine your tone to meet your audience's expectations and desires. What do they want to hear? What would be the most effective way of getting through to them? How can you help them understand what you're trying to say?

• What is the situation this issue applies to?
• What are the reasons behind this?
• Are we certain that those, and not others, are the real reasons? How are we sure of it?
• Has anyone ever tried to deal with this issue before?
• If yes: has it worked? Why?
• If no: why not?

Tip: Use your summary to show that you've conducted in-depth research to evaluate and understand the issue. Include only the information that's most relevant to your topic, and avoid writing a summary that's obvious to anyone in the field.

• Your proposal needs to define a problem and offer a solution that will convince uninterested, skeptical readers to support it. Your audience may not be the easiest crowd to win over. Is the solution you're offering logical and feasible? What's the timeline for your implementation?
• Consider thinking about your solution in terms of objectives. Your primary objective is the goal that you truly must achieve with your project. Secondary objectives are other goals that you hope your project achieves.
• Another helpful way of thinking about your solution is in terms of "outcomes" and "deliverables." Outcomes are the quantifiable results of your objectives. For example, if your proposal is for a business project and your objective is "increase profit," an outcome might be "increase profit by $100,000." Deliverables are products or services that you will deliver with your project. For example, a proposal for a science project could "deliver" a vaccine or a new drug. Readers of proposals look for outcomes and deliverables because they are easy ways of determining what the "worth" of the project will be.

• How are you going to be persuasive? Convincing proposals can use emotional appeals, but should always rely on facts as the bedrock of the argument. For example, a proposal to start a panda conservation program could mention how sad it would be for the children of future generations to never see a panda again, but it shouldn't stop there. It would need to base its argument on facts and solutions for the proposal to be convincing.

Avoid writing in jargon and using obscure abbreviations or needlessly complex language. Instead, write in plain, direct language as much as possible.

For example, instead of saying "rectification of a workplace imbalance," you could simply write, "let employees go."

• Your outline should consist of your problem, your solution, how you'll solve it, why your solution is best, and a conclusion. If you're writing an executive proposal, you'll need to include things like a budget analysis and organizational details.

• If you have any stark facts that shed some light on why the issue needs to be addressed and addressed immediately, it's a safe bet that's something you can start with. Whatever it is, make sure what you start out with is a fact and not an opinion.

• Emphasize why your problem needs to be solved and needs to be solved now. How will it affect your audience if left alone? Make sure to answer all questions and cover them with research and facts. Use credible sources liberally.

Tip: Make the issue as relevant to the audience as you can. Tie it to their interest or goal as directly as you can. Make it specific to them, and avoid relying solely on generic appeal to emotions or values.

• Discuss the larger impact of your ideas. Ideas that seem of limited applicability aren't as likely to spark enthusiasm in readers as ideas that could have widespread effects. Example: "Greater knowledge of tuna behavior can allow us to create a more comprehensive management strategy and ensure canned tuna for future generations."
• Addressing why you will do something is as significant as stating what you will do. Presume that your readers are skeptical and will not accept your ideas at face value. If you're proposing to do a catch-and-release study of 2,000 wild tuna, why? Why is that better than something else? If it's more expensive than another option, why can't you use the cheaper option? Anticipating and addressing these questions will show that you've considered your idea from all angles.
• Your readers should leave your paper assured that you can solve the problem effectively. Literally, everything you write should either address the problem or how to solve it.
• Research your proposal extensively. The more examples and facts you can give your audience, the better -- it'll be much more convincing. Avoid your opinions and rely on the hard research of others.
• If your proposal doesn't prove that your solution works, it's not an adequate solution. If your solution isn't feasible, nix it. Think about the results of your solution, too. Pre-test it if possible and revise your solution if need be.

• Your readers probably understand that your budget may change, especially if this is a startup project, but they want to see that you at least have a cohesive plan. They have to see that you know directionally where you're going to spend the money and how long it's going to last.
• When do you envision the project starting? At what pace will it progress? How does each step build on the other? Can certain things be done simultaneously? Being as meticulous as possible will give your readers confidence that you've done your homework and won't waste their money.
• Make sure your proposal makes sense financially. If you're proposing an idea to a company or a person, consider their budget. If they can't afford your proposal, it's not an adequate one. If it does fit their budget, be sure to include why it's worth their time and money.

Tip: Stay away from vague or unrelated objectives! Include details, responsibilities, and time commitments for departments and individual staff.

• If you have extra content that doesn't exactly fit into your proposal, you may want to add an appendix. But know that if your paper is too bulky, it may scare people off. If you're in doubt, leave it out.
• If you have two or more appendices attached to your proposal, letter them A, B, etc. This can be used if you have data sheets, reprints of articles, or letters of endorsement and the like.

• Have another set of eyes (or two) read over your work. They'll be able to highlight issues your mind has grown blind to. There may be issues that you haven't completely addressed or questions you've left open-ended.
• Eliminate jargon and clichés! These make you look lazy and can get in the way of understanding. Don't use a long word when a short word will do just as well.
• Avoid the passive voice whenever possible. Passive voice uses forms of "to be" verbs and can make your meaning unclear. Compare these two sentences: "The window was broken by the zombie" and "The zombie broke the window." In the first, you don't know who broke the window: was it the zombie? Or was the window by the zombie and just happened to also be broken? In the second, you know exactly who did the breaking and why it's important.
• Use strong, direct language and avoid muddling your proposal with qualifiers and extra phrasing. For example, instead of using phrases like "I believe that...," or "this solution may aid...," say, "The plan will significantly reduce poverty rates."

• Any mistakes on your end will make you look less educated and less credible, reducing your likelihood of getting approved.
• Make sure that your formatting is in line with whatever the guidelines require.

Community Q&A

Reader Videos

• Use language that everyone can understand. Keep to short sentences that are clear and to the point. Thanks Helpful 0 Not Helpful 0
• Any discussion of financial or other resources should be conducted carefully and should present a realistic picture of the expense required. Thanks Helpful 0 Not Helpful 0
• Do not try to use very twisty and tacky words, which are not used in a normal conversation, thinking that it would be useful and impressive. Don't beat around the bush. Go to the main point straight away using simple words. Thanks Helpful 0 Not Helpful 0

Tips from our Readers

• Make sure that your proposal has a strong "statement of need." A statement of need describes the specific community needs that your project will address.
• It may be a good idea to include information on how the project will benefit the person who's considering sponsoring it.

You Might Also Like

• ↑ http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf
• ↑ https://libguides.usc.edu/writingguide/academicwriting
• ↑ https://www.ndsu.edu/fileadmin/cfwriters/Graduate_Student_Writing_Resources/GrantOutline.pdf
• ↑ https://library.sacredheart.edu/c.php?g=29803&p=185918
• ↑ https://advice.writing.utoronto.ca/revising/revising-and-editing/
• ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/

About This Article

To write a proposal, start with an introduction that clearly states the purpose of your proposal. Then, explain the problem at hand and why it needs to be solved right now. Go on to detail your proposed solutions to the problem and why you've chosen those solutions. Also, don't forget to include a schedule and budget. To conclude your proposal, briefly summarize the key points you want readers to walk away understanding. For help formatting and outlining your proposal, read the article! Did this summary help you? Yes No

• Send fan mail to authors

Reader Success Stories

Hasmig Adjeleian

May 4, 2018

Did this article help you?

Anguyo George

May 11, 2018

Randy Debrahy-Boateng

Oct 22, 2019

Jun 25, 2019

May 15, 2018

Featured Articles

Trending Articles

Watch Articles

• Terms of Use
• Privacy Policy
• Do Not Sell or Share My Info
• Not Selling Info

Don’t miss out! Sign up for

wikiHow’s newsletter

• Contact sales

Start free trial

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 on budget

Start planning your projects.

• Product overview
• All features
• App integrations

CAPABILITIES

• project icon Project management
• Project views
• Custom fields
• Status updates
• goal icon Goals and reporting
• Reporting dashboards
• workflow icon Workflows and automation
• portfolio icon Resource management
• Time tracking
• my-task icon Admin and security
• Admin console
• asana-intelligence icon Asana Intelligence
• list icon Personal
• premium icon Starter
• briefcase icon Advanced
• Goal management
• Organizational planning
• Campaign management
• Creative production
• Content calendars
• Marketing strategic planning
• Resource planning
• Project intake
• Product launches
• Employee onboarding
• View all uses arrow-right icon
• Project plans
• Team goals & objectives
• Team continuity
• Meeting agenda
• View all templates arrow-right icon
• Work management resources Discover best practices, watch webinars, get insights
• What's new Learn about the latest and greatest from Asana
• Customer stories See how the world's best organizations drive work innovation with Asana
• Help Center Get lots of tips, tricks, and advice to get the most from Asana
• Asana Academy Sign up for interactive courses and webinars to learn Asana
• Developers Learn more about building apps on the Asana platform
• Community programs Connect with and learn from Asana customers around the world
• Events Find out about upcoming events near you
• Partners Learn more about our partner programs
• Support Need help? Contact the Asana support team
• Asana for nonprofits Get more information on our nonprofit discount program, and apply.

Featured Reads

• Project planning |
• 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

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

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

What is a project proposal?

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

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

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

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

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

Types of project proposals

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

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

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

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

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

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

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

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

How to write a project proposal

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

1. Write an executive summary

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

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have 

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

2. Explain the project background

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

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

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

Why is past research insufficient at addressing this problem?

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

3. Present a solution

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

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities  

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

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

4. Define project deliverables and goals

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

When defining your deliverables, you should include:

The end product or final objective of your project 

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

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

5. List what resources you need

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

In this section, you’ll include:

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

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

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

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

6. State your conclusion

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

Tips for writing an effective project proposal

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

Know your audience

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

Be persuasive

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

Keep it simple

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

Do your research

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

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

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

Use project management tools to strengthen your project proposal

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

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

Related resources

How to use a feasibility study in project management

How to track utilization rate and drive team profitability

How to accomplish big things with long-term goals

Smooth product launches are simpler than you think

We use essential cookies to make Venngage work. By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.

Manage Cookies

Cookies and similar technologies collect certain information about how you’re using our website. Some of them are essential, and without them you wouldn’t be able to use Venngage. But others are optional, and you get to choose whether we use them or not.

Strictly Necessary Cookies

These cookies are always on, as they’re essential for making Venngage work, and making it safe. Without these cookies, services you’ve asked for can’t be provided.

Show cookie providers

• Google Login

Functionality Cookies

These cookies help us provide enhanced functionality and personalisation, and remember your settings. They may be set by us or by third party providers.

Performance Cookies

These cookies help us analyze how many people are using Venngage, where they come from and how they're using it. If you opt out of these cookies, we can’t get feedback to make Venngage better for you and all our users.

• Google Analytics

Targeting Cookies

These cookies are set by our advertising partners to track your activity and show you relevant Venngage ads on other sites as you browse the internet.

• Google Tag Manager
• Infographics
• Daily Infographics
• Popular Templates
• Accessibility
• Graphic Design
• Graphs and Charts
• Data Visualization
• Human Resources
• Beginner Guides

Blog Business How to Write Business Proposal (Examples + Free Templates)

How to Write Business Proposal (Examples + Free Templates)

Written by: Aditya Sheth Jan 25, 2024

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal, what are the components of a business proposal.

• How to write a business proposal step by step

What should you include in a business proposal?

What are the types of business proposals, more business proposal examples + writing and design tips.

• FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

A business proposal is a document designed to outline a business plan to convince potential client, investor or partner to engage in a business agreement with you or your company. It’s basically a sales pitch in writing to persuade potential clients to show them benefits of working with you or your company for their business success.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

Working on a new project? These project proposal examples might come in handy for you.

The components of a business proposal can change depending on the field, company size and client needs. While details may differ, strong proposals typically introduce your company, explain the problem, offer a solution and its benefits, highlight your team’s skills, and outline timeline, cost and next steps.

How to write a business proposal step by step

Before you start creating your business proposal template, you need to understand the business proposal format. At a high level, your effective business proposal should include the following:

• Create a compelling business proposal title
• Build a table of contents
• Craft the executive summary
• Write a detailed problem statement
• Propose your solutions
• Showcase your team’s expertise
• Create a realistic timeline
• Present your payment structure
• Specify the terms and conditions
• Receiving the decision

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

1. Create a compelling business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s . 

What makes a good title page? Here are the essential elements to include: 

• Your name along with your company’s name
• The name of the prospect (or their business) 
• The date you’re submitting the proposal

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

2. Build a table of contents

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. Ensuring your business plan format follows a clear structure can greatly enhance readability and comprehension for potential investors or partners.

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .

3. Craft the executive summary

The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

• Introduce your company to your buyer
• Provide an overview of your company goals
• Showcase your company’s milestones, overall vision and future plans
• Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Crafting an executive summary and keeping it concise and compelling can be challenging. but you can use an AI summarizer online to generate an executive summary. Such tools are trained on relevant AI models that can extract core points from a given text. You can get such a point either in bullet form or in abstract summary form.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

4. Write a detailed problem statement

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

 A well-defined problem statement does two things: 

• It shows the prospect you have done your homework instead of sending a generic pitch
• It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place. 

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to… 

5. P ropose your solutions

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

6. Showcase your team’s expertise

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

7. Create a realistic timeline

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a  flow chart . Or add a  roadmap  with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

8. Present your payment and terms

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal. You can even use the  Excel Invoice Template  to create professional-looking invoices (including brand logo and other elements) and add them to this page.

The adoption of invoice templates is beneficial for small businesses as it streamlines the invoicing process and maintains professionalism in financial dealings. Also, by utilizing small business invoice templates , you can efficiently manage invoicing tasks while upholding a polished and structured approach to financial transactions.

The key to good pricing is to provide your buyer with options. A  pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself. 

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

9. Specify the terms and conditions

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return.   Add the overall project timeline from start to end, as well as payment methods and payment schedule, incorporating these details into an online digital project management tool. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

10. Receiving the decision

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions. A professional way of doig that would be to include an e-business card with your contact details, email i.d and any other social links you want to share. You can go through this article for the best digital business cards .

A business proposal usually aims to answer the following questions: 

• Who you are and what your company does
• The problem your buyer is facing
• The solution your company offers to alleviate the problem
• How your company will implement this solution effectively
• An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

Generally, there are three types of business proposals:

1. Formally solicited 

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited 

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited 

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional  market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal: 

1. Know your audience 

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas  for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

App design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.  

Check out this formal business proposal format for some inspiration:

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website : 

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex ) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

• Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
• Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
• Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing . 
• Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be? 

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points. 

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

• 31 Consulting Proposal Templates to Close Deals
• 20+ Professional Business Letterhead Templates + Branding Tips
• How to Write a White Paper [Tips & Templates]

Discover popular designs

Infographic maker

Brochure maker

White paper online

Newsletter creator

Flyer maker

Timeline maker

Letterhead maker

Mind map maker

Ebook maker

How To Write A Proposal: Data-backed Best Practices For 2022

Business proposals are sometimes perceived as a necessary evil in sales. Whether you're writing a proposal for a huge new contract or simply pitching to a potential lead, writing sales proposals can be daunting.

After all: with how hard you've worked to get the potential customer to this part of the process, a lot rides on your ability to get them to cross the finish line.

What if we told you that writing a smart, data informed business proposal could be the highlight of your sales process that also helps you to close more deals and increase revenue?

12 min. read

The purpose of this guide is to provide a clear set of rules when it comes to how to draft, format, and implement a successful, stress-free sales proposal.

We'll take a deep-dive into the elements that need to be included, why these elements are essential for success, and how to effectively structure your proposal so that it's easy for your customers to understand their problem, your proposed solution, and make them eager to start doing business with you.

What is a business proposal?

A business proposal is an offer from a seller to a prospective customer. It's a document that outlines the scope of work, costs and deliverables for a project. Unlike estimates and invoices, business proposals are written before any work has started and are used to win new clients. Business proposals can vary; however, there's one thing in common: their purpose is to convince potential customers to buy your products or services.

They can be grouped into two categories:

Solicited proposals:

This is also known as an RFP (Request for Proposal). It's sent in response to a request from an existing customer or when contacting a company you already know. This type of proposal is based on the specifications provided by the client and must include all the information they have requested.

Unsolicited proposals:

Unsolicited proposals are sent to companies you don't have an established relationship with. This type of proposal is more like a sales pitch as you don't have any specifications to follow. In this case, you need to include as much information about your products or services as possible in order for your potential client to assess whether you're the right fit for them.

Why putting time and effort into your business proposal will pay off

If you've just landed a new prospect, you're likely both excited about the opportunity and wanting to move forward.

A well-crafted business proposal is a step toward landing the deal. A poorly crafted one, on the other hand, might give them reason to take their business elsewhere.

The hardest part of writing a business proposal is making a compelling argument for your work.

You need to show that:

• you clearly understand the client's needs
• you have the right skills and experience to undertake the project
• your ideas are original and fresh
• you have the willpower and determination to follow through on your promises
• you have personality! (Nobody’s here for the boring business stuff)

With the world's information always quick search away, clients want to know why you're the absolute best solution to their problems, and that you're going to be worth investing in.

To ensure that you're always sending out top-quality proposals that will win over clients, use these data-backed best practices for writing business proposals in 2022.

Best Practices: What Should a Project Proposal Include?

A proposal’s structure and flow is like that of a story: it has a beginning, a middle and an end. Just like a good narrative, it is organized and tells a convincing story designed to captivate clients.

Most proposals follow similar patterns, but every proposal will be different depending on the company, industry, deal size, and the product or service in question.

The following sections detail the sections typically found in business proposals as well as explain how to include them.

1. Cover Page

It's hard to judge a book by its cover, but you can guess how well it will sell. A sales proposal cover page that is clean and informative, including the client’s name, your name and contact info, and the date submitted, is key to gaining and keeping a client’s attention. Consider including a table of contents to make it easy for the client to jump to the area they need to review.

2. Executive Summary

The executive summary isn't a brief rehashing of the whole proposal, it is a highlight of the most important elements of your business proposal. The goal is to show the client that you understand their background information, business plan and unique challenges--and that you are just the one to solve them. Pique their interest and give them a reason to continue reading.

For inspiration writing your executive summary, take a look at these three executive summary examples you can steal.

3. Approach/Solution

How do you solve your prospects’ problems better than your competitors? How can your company solve customers’ pain in ways that are unique and compelling to your reader? The key to successful proposal writing is to outline the ways in which you provide solutions and make yourself a winning choice.

4. About Us/Our Team

Introduce your leadership team, company founders, and team members who will be working with your new clients on their project. Better yet, show how the members of your team have had success handling similar situations in the past.

The goal of this section is to give your client confidence that they will be working with a competent, professional team and minimize any doubts they might have about hiring you. You can also include a custom logo or digital business card, created through Tailor Brands , to enhance your proposal's professional appearance.

Pro Tip: in marketing, it's well known that including real, human photos increases trust with a customer and as a result, higher conversion rates. Apply this insight to your about us/our team section to create a memorable impression with your reader.

5. Deliverables

The deliverables section of a business proposal is probably the most important section because it outlines exactly what will be delivered for the client.

It’s important to always include this section in your business proposals, as it gives the prospect a clear picture of what you are going to do and how you are going to do it.

The deliverables section should outline details like:

• The scope of the project includes recommendations based on research and analysis.
• What you will provide (content, design, strategy, etc.)
• How you will provide it (online, onsite, etc.)
• When you will provide it (timeline)
• Who will be responsible for what tasks and when they will be performed.

Aim to keep your pricing section succinct and straightforward. Explain how much their total investment is going to cost. List and describe all the project fees, taxes, discounts, and optional extras. If your client has any confusion or concern about hidden extra fees, they'll be more likely to trust you less — leading to a higher chance of rejection.

Highlight any additional costs that may arise during the project lifecycle. Clients tend to be sensitive about extra costs that weren't mentioned in the proposal. The more transparent you are with them, the more likely it is they will trust you and be willing to pay those additional costs if they crop up later on in the project. Make sure this is crystal clear in your business proposal price section so there's no confusion about what's included and what's not included in your pricing

Pro Tip : Instead of referring to your prices as fees or charges, label your pricing section Your Investment. This will remind people they’re making an investment in their own development and that of their team and organization.

7. Terms and Conditions/Sign Off

If you've gotten this far, you're on the home stretch. The closing of a business proposal should be the easiest part of creating it. You already did the hard work in the beginning and throughout, so it's time to wind down and push things over the finish line.

A clean, well-designed page is a great way to close out your proposal with confidence. Just make sure that you include all the necessary information: a place for your new client to esign, clear, up-to-date terms and conditions, and any other last-minute details they may need to review before making your partnership official.

8. Bonus: Case Studies

A case study is an in-depth look at a single example of a success story. It’s typically used to demonstrate how your offering has helped a customer overcome a key challenge they’ve been facing, and how it’s delivered tangible results as a result.

Case studies and testimonials are particularly useful in the closing stages of the deal cycle, when buyers are trying to determine whether or not a proposed solution is right for them. Social proof from a client who’s experienced success with your solution can go a long way in helping get your buyer over the line.

How Should A Business Proposal Look?

Given the high stakes of winning new business, you can’t afford to have a bad looking proposal. You’ve got to make it look good and fast.

Too many people focus on the content and forget about the design. The truth is both are equally important to the success of your proposal.

If you're not designing, you're losing out.

A well-designed proposal with engaging, high-quality images, graphics and video stands out from the competition and quickly communicates value to decision makers. Business proposals that stand out close deals.

Proposals with images close at a higher rate

In Proposify's annual State of Proposals report , we analyzed the data from the 1+ million business proposals sent through our software in 2021.

When it comes to images, the message is clear. Proposals that include images perform significantly better than those without. In fact, project proposals that contained images were 72% more likely to close, and they did so at a 20% faster rate.

If you’re looking for a way to make your proposals shine, adding images can be a real game-changer. They can help catch the attention of your prospect, while also allowing your company to show off its expertise and communicate ideas more effectively.

But which images should you include? Here are some suggestions:

Headshots of your team members:

If you’re offering services, it helps to let the prospect know who they’ll be working with. It also helps build trust — if they know who you are and can put faces to names, they’ll feel like they have an established relationship with you by the time they open the proposal.

Product shots to show off what you sell:

If you’re offering a specific product or service, including photos gives the prospect a better idea of what it entails. Product shots are particularly useful if you’re selling through an online marketplace such as Amazon or Etsy, because customers will already be used to seeing them there.

Images that illustrate your services in action:

For example, if you were pitching for a window cleaning job, showing images of past projects would serve as case studies that would help show off your skills and convince the prospect that you could create something similar for them.

Adding video to proposals increases close rates

Rather than just talking about how a proposal was constructed, proposal videos can show the reasoning behind their pricing. This makes the close much more effective, and greatly helps to close deals.

(Need help with video? Check out Vidyard .)

When your client shares your proposal internally, video makes it easy to have conversations where your voice is always present. Your client will love you because you’re explaining the deal yourself. Decision makers and buying committees will love you because you can demonstrate how you’ll solve their problem in 5 minutes, asynchronously, instead of 30 minutes over a scheduled call.

From Proposify's annual State of Proposals report :

"Video is quickly becoming a critical part of the closing process. In 2021, there was a 40.5% year-over-year increase in the use of proposal video. This is up from a 31% YOY increase in 2020. Despite this increase, however, only 21% of all proposals contain video."

As companies search for creative ways to engage potential buyers, you can capitalize on this strategy now to help your deals stand out.

For inspiration, check out these examples on winning proposal design .

Sales Proposal Follow-Up

The best way to follow up with leads is to use data, not guesswork.

Professional persistence is an important element of good salesmanship—and when done right it can go a long way. A cautious approach and a smart strategy, not to mention personal reliability, will pay off.

How you follow up after sending a proposal is just as important as the proposal itself, and the timing of your follow-up can be the deciding factor in getting a deal closed, so it's important to know when is best to reach out.

You’re more likely to succeed when you reach out with important information based on your prospect’s behavior. For example, if you know that prospects open a proposal an average of five times before they make a decision, build high-importance tasks into your process for reps to follow up on the proposal as soon as it has been opened for a fifth time.

To effectively use your follow-up process, you need to know the baseline metrics of your team. Once you know these numbers, you can identify patterns that indicate a deal may be in trouble and act before you miss your opportunity.

Ready to get started but need some inspiration?

Proposify's free Proposal Templates include everything you need to dominate your brand pitches and win more clients. Included are dozens of business proposal templates for businesses ranging from accounting firms, creative agencies, and architecture firms all the way to individual construction job proposal templates. If there’s a business that does it, there’s likely a template waiting for you inside.

A winning business proposal has a greater chance of success and can be the difference between getting that client, making that sale, or missing out on that opportunity. To get your proposal noticed in a sea of competitors, you need to work at creating a document that is easy and enjoyable to read.

Our best tip? Keep it short and concise, but don’t hesitate to include details in the most relevant sections.

Long story, short: create the proposal that you would be thrilled to get.

How to Structure a Proposal

May 18, 2021

How To Write an Executive Summary

May 20, 2021

It’s about more than just proposals—it’s about world domination.

Get a demo and start your team's total takeover.

Keep in touch!

By subscribing you are agreeing to APMG holding the data supplied to send occasional e-newsletters & promotional emails for the selected categories. APMG takes your privacy seriously. We will keep your personal information private and secure and will not supply your details to third parties; see our privacy policy for details.

• How to write a bid or proposal

A step-by-step guide for proposal writers

Landing that game-changing contract starts with one crucial document: a bid/proposal. But what does it take to craft a bid/proposal that outshines your competition? Buckle up, as we break down the basics of writing a bid/proposal that actually wins!

What is a bid/proposal?

A standout bid/proposal is your organisation’s gateway to lucrative work opportunities. It’s a formal document that outlines the products or services that you can provide to address the specific needs of a customer.

When a customer wants to outsource a work effort or project, they’ll typically release a request for proposal (RFP). This is your invitation to submit a bid/proposal that proves you are the right organisation to undertake that work for them.

Customers will often receive a number of proposals in response to their RFP. A bad or improperly formulated bid/proposal can definitely lose you an opportunity, so it’s important to make sure that your bid/proposal can hold its own among the competition.

What are the key features of a bid/proposal?

What your bid/proposal looks like may vary depending on the project, customer and industry. However, there are a few features that are universally essential.

These include:

• An executive summary.
• Details of the project, including the scope of work and methodology.
• The pricing and budget.
• Your qualifications and experience.
• Value proposition.
• Clear and persuasive graphics.

Customers often specify headings or structures they want to see in a bid/proposal within their RFP. You should always follow the customer’s specifications – these take precedence over any advice you may read elsewhere.

How do you write the bid/proposal?

Let’s take this step by step..., step one: understand the requirements.

It may sound obvious, but your first step when an RFP is released is to read it carefully. From formatting rules and structure guidelines to the key requirements for the work, you need to understand exactly what the customer is looking for.

A compliance matrix is essentially just a list of all of the customer’s needs and requirements. Having a compliance matrix means that you can plan your bid/proposal to cover every requirement. It also means that you can easily review the finished proposal to ensure it covers everything it needs to.

If you’re submitting a bid/proposal, you should have already communicated with the customer prior to the RFP’s release. If you want to stand out, you should ensure you’re including everything that you know about the customer’s needs and values in your compliance matrix – whether it appears in the RFP or not.

Step two: Research and planning

It’s crucial that you develop a strong plan before you start writing. Poor planning can result in inconsistent work, and you run the risk of wasting time and resources due to extensive rework.

You should have a strong content plan that outlines the headings and subheadings you’ll be using. It’s also a good idea to ensure there is a clear outline of what will be discussed in each section, including where each customer requirement will be addressed.

You need to make sure you have a clear conception of your organisation’s win themes – as well as your features, benefits and discriminators. Integrate these into your plan so they are all covered in a logical way that links to relevant requirements.

Step three: Executive summary

You should try and start your executive summary early in the process, e.g. after the kick-off meeting. It’s the section that will be most scrutinised, so it’s vital that you give it the attention it deserves.

• The executive summary needs to include:
• The customer’s business goals.
• An introduction to your solution.
• The next steps.

The executive summary should highlight your understanding of the project and key selling points. There will be some people in the evaluation process who only read the executive summary and not the whole bid/proposal. You have to make sure this section captures your customer's attention and provides a compelling overview of your proposal.

Step four: Details of the project

Your bid/proposal should outline the deliverables, milestones, and timelines – as specifically as you can. You can use this section to outline the approach or methodology you will employ to execute the project successfully. The customer should come away from reading this part with a clear picture of what it’s like to work with you.

You should show that you will be able to complete the work in a way that meets the customer’s needs, including any innovative strategies and tools that may set you apart from competitors.

Step five: Pricing and budget

It’s important to be transparent about your price in the proposal. It’s easy to shy away from being upfront about your price for fear that it will take you out of the running immediately. However, it’s important to ensure that costs are broken down clearly and justified. This means that your customer can see where the value for money is.

You could structure your pricing section like an argument as follows:

• Clarify the customer’s needs.
• State your costs clearly.
• Show the value for money by demonstrating how the customer will benefit, e.g. the return on investment.
• Summarise the value of your solution for your customer’s needs.

Step six: Proof points

Make sure you thread evidence for your solution’s benefits throughout your proposal. You could describe successes you’ve had in the past, particularly on similar contracts. You could highlight the qualifications and experience of your team, and any data you have to show the benefits past customers have received.

Effective proof points could include:

• Case studies and success stories.
• Customer quotes and testimonials.
• Awards and recognition.
• Examples of overcoming challenges.
• Evidence of meeting customer requirements.

You should explicitly link your proof points to the customer’s needs and requirements. You should also ensure that proof points you use have quantitative evidence attached, and that they are verifiable. This makes them more persuasive to the customer.

Additional tips for your bid/proposal

• Optimise your bid/proposal for skim reading: Use clear headings and subheadings. Put your most important points at the start of each section so they’re impossible to miss.
• Be customer-first: Use your customer’s name more often than your organisation’s. Put your customer’s name before your organisation’s in your sentences. Use the terminology and language that your customer uses. Don’t assume that they will find benefits in the features you think are most impressive. Instead, research your customer and figure out their mindset so that you can write it with that in mind.
• Write persuasively : Make sure you really understand your customer and appeal to what you know your customer cares about. Use proof points and structure your sections like you’d structure an argument.
• Clearly demonstrate your value : Describe what the client can expect when they work with you. Prioritise outlining the benefits the customer will receive from your solution over the features your organisation has. Make explicit connections between what you’re offering and what they have told you they need.
• Pay attention to the details: Make sure that your bid/proposal is as free from spelling and grammar errors as possible. While a few typos aren’t likely to tank your whole effort, the bid/proposal is an opportunity to demonstrate that ever-important attention to detail.

Essential takeaways

• The aim of a bid/proposal is to persuade the customer that you’re the best choice.
• Your bid/proposal needs to show how ‘in tune’ you are with the customer.
• It’s essential to plan your bid/proposal before you write it.
• Make sure you understand your organisation’s win themes, and the features, benefits and discriminators of your solution.
• Write your executive summary early and make sure it captures the customer’s attention.
• Give a clear and realistic overview of your specific plans for completing the project from a logistical standpoint.
• Be transparent about your price, but persuade the customer that it will be worth it for the return they receive.
• Demonstrate your organisation’s capabilities and success by using quantifiable and verifiable evidence.
• Don’t leave your customers to fill in the blanks about how your solution benefits them – link everything you write back to the customer’s needs and requirements.

How training can help you write a better bid/proposal

Whether you are awarded a contract or not doesn't entirely come down to the quality of your proposal. However, a poor proposal can do a lot of damage to your chances.

Participating in training programs or workshops can enhance bid writing skills and keep you updated on industry best practices. Continuous learning and skill development improve effectiveness as a bid writer, increasing the chances of winning contracts and projects.

The Association of Proposal Management Professionals is considered the global authority on bid/proposal best practices, and offers multiple certifications that can help you write the best bid/proposals you can.

Proposal Management Certifications

Foundation training and micro-certifications.

The Foundation training and certification program equips individuals with essential industry skills, knowledge, and terminology. Micro-Certifications provide deeper insights into specialized areas. With these certifications, professionals can confidently deliver high-quality work, always prioritizing clients and customers.

Start your journey and validate your skills with APMP Foundation and various Micro-Certifications .

APMP Practitioner and Capture Practitioner Certifications

Advance your career and showcase your expertise in Bid and Proposal best practices with APMP Practitioner and Capture Practitioner certifications . These credentials affirm your capability to implement best practices in your daily work. Whether you're guiding your team to a successful proposal with the Practitioner certification or managing the pursuit of complex business opportunities with the Capture certification, these certifications highlight your professional skills.

APMP Professional Certification

Elevate your position as a leader in the Bid and Proposal industry by attaining the esteemed APMP Professional certification . This certification recognizes and validates an individual’s career accomplishments. It assesses the competencies demonstrated by the individual and evaluates a Proposal Professional Impact Paper (PPIP), mirroring and showcasing real-world proposal experience, skills, and abilities.

RELATED PRODUCTS

Strategy Implementation Professional (SIP)

Become a certified strategy implementation specialist.

Lean Six Sigma

Lean Six Sigma Certification will help you improve processes and do it continuously

Sourcing Governance

Get the most out of outsourcing

RECOMMENDED READING

The Innovators Dilemma

Organisatorisches verhaltensmanagement - eine einfuhrung

illu book Business-Resilience-a-practical-guide-to-sustained-progress-delivered-at-pace

Critical Communication Capability Framework

Praxis Framework

Expand your knowledge.

New certification Artificial Intelligence Practitioner launches

APMG International is excited to announce a new enterprise-wide certification in Artificial Intelligence (Artificial Intelligence Practitioner)

How to become a Business Analyst in 2024 Part 2

Live streamed to Youtube and LinkedIn

APMG’s Change Management Training Course Outline

Deep diving into the Change Management Foundation Training Content and the Syllabus.

Certifications & Solutions

Aerospace Auditor Authentication Body (AAB) Scheme

Active Qualified Human Resource Organization (AQRO®) Stress-Free Efficiency

Analytics Translation

APMP Micro-Certification

APMP® - Bid & Proposal Management Certification

Business Relationship Management (BRM) certification

Business Resilience Fundamentals

businessagility.works® Foundations

Certified Professional Technical Communicator (CPTC™)

Chain of Responsibility (CoR) Lead Auditor Certification

Critical Communication Capability Certification

Data Science with Python

DTMethod® (Design Thinking Methodology)

Enterprise Big Data Certification (EBDC)

Experience Design XD Practitioner

Facilitation Training and Certification

Finance for Non-Financial Managers (FNFM)

ISO 37000 Governance of Organizations

Lean Green Belt

Organizational Behavior Management (OBM)

Private Brand Fundamentals

PuMP® Certification

The Process Communication Model® (PCM)

The Professional Services (PS) Professional®

TSIM Foundation Course

Change, Risk & Benefits

Agile Change Agent Certification

Certified Local Change Agent (CLCA)

CHAMPS2® - Business Change

Change Management Certification

Managing Benefits™ Certification

Neuroscience for Change Certification

Cyber Security

Artificial Intelligence Practitioner Certification (AIP)

CDCAT® - Cyber Defence Capability Assessment Tool

CDCAT® Classic Assessment

Certified Cyber Professional (CCP) assured service

CIISEC - Information and Cyber Security Foundation (ICSF)

Cloud Computing

Cyber Essentials

ISO/IEC 27001

IT-Security Foundation

NCSC Assured Training

NCSC Assured Training - Differentiate your course

NIST Cybersecurity Professional

IT Governance & Service

Artificial Intelligence – AI Certification

ASL®2 Certification - Application Services Library

BiSL® (Business Information Services Library)

COBIT® 5 - IT Governance Framework Certification

Computerworld University (CWU) Business IT Certification

Digital Information Design (DID)

Experience Collab Certification and Training

IAITAM - IT Asset Management Certifications

ISACA Certifications

ISACA COBIT 2019 – IT Governance Certification

ISACA Cybersecurity Certificate Programs

ISO/IEC 20000

Lean IT Certification

SFIA Assessments and Digital Badges

Site Reliability Engineering (SRE)

Technology Business Management (TBM) Certification Training

The Service Automation Framework (SAF)

Unified Service Management (USM)

Project, Programme & Portfolio

Agile Digital Services (AgileDS™)

Agile Programme Management (AgilePgM®)

Agile Project Management (AgilePM®) Certification

AgileBA (Agile Business Analysis) Certification

AgilePM for Scrum

Better Business Cases™

Climate-Resilient Infrastructure Officer (CRIO) Certification

CP3P The APMG Public-Private Partnerships (PPP) Certification Program

Digital Assurance® Business Owner

Earned Value

Essentials for PMO Administrators

Essentials for PMO Analysts

Essentials for PMO Directors

Essentials for PMO Managers

Forest Garden Certification (FGC)

Global Agile Assurance®

Global Gateway Assurance®

Half Double Certification

House of PMO Essentials

Infrastructure Business Cases

IPMA Project Management Certification

Model Based System Engineering (MBSE) with SysML Certification Training

Praxis Framework™ - Project and Programme Management Certifications

Project Analytics Certification

Project Canvas Practitioner

Project Management (PM²) Foundation Certification

Project Management for Sustainable Development (PM4SD™)

Project Planning and Control™ (PPC) Certification

Scrum Certification

Stakeholder Engagement

WISP® (Working in Small Projects)

STAR® Manager

Accredited training providers

Select any filter and click on Apply to see results

• Artificial Intelligence (AI)
• 3D & Animation
• Game Design & Development
• Graphic Design & Illustration
• UI/UX Design
• Office Productivity
• Video Editing
• Audio & Music
• Free Learning Resources
• Free Online Courses

How to Write a Request for Proposal (RFP): Template and Tips

Are you looking for the best way to create a winning request for proposal (RFP)? An RFP template can be your ace up the sleeve in crafting a compelling and effective proposal. In this comprehensive guide, we'll dive into what an RFP is, why using an RFP template is crucial, and provide an overview of the essential elements you need to include in your template.

By the end of this guide, you'll have a clear understanding of how to create an RFP template that helps you win more business and grow your company.

What is an RFP Template?

An RFP template is a pre-formatted document that outlines the essential components and structure of a request for proposal (RFP). It serves as a blueprint for creating an effective RFP, ensuring that all crucial information is included and presented in a clear, organized manner. 

The primary benefit of using an RFP template is consistency. A well-designed template ensures that every RFP you create follows a standardized format , making it easier for vendors to understand your requirements and submit their proposals. 

When should you use an RFP template? Anytime you need to solicit proposals from multiple vendors for a project or service, an RFP template can help you streamline the process. Whether you're seeking proposals for a complex software development project or a straightforward marketing campaign, a well-crafted RFP template can save you time and ensure that you receive high-quality proposals that address your specific needs.

Key Elements of an Effective RFP Template

A well-crafted RFP template is essential for attracting high-quality proposals from qualified vendors. An effective RFP template should include a clear project overview, detailed scope of work, and relevant background information. This helps vendors understand the project's objectives and requirements, enabling them to submit targeted proposals that address your specific needs.

Another crucial element of an RFP template is a comprehensive timeline. The template should outline the project timeline, including key deliverables, milestones, and deadlines . A clear timeline helps vendors plan their resources and ensures they can meet your expectations within the given timeframe.

Evaluation criteria are also a vital component of an RFP template. The template should specify the criteria used to assess vendor qualifications and select the winning proposal. This may include factors such as experience, expertise, cost, and project approach.  

The RFP template should also include submission instructions and format requirements. This ensures that all proposals are submitted in a consistent manner, making it easier for your team to review and compare them. 

How to Customize an RFP Template

To start, add your company's branding, tone, and business document standards to the RFP template. This helps establish a professional image and ensures consistency across all your communications. Include your logo, color scheme, and any other relevant visual elements.

Next, highlight the unique requirements of the project and clearly define the scope of the project. This may include specific technical specifications, timelines, deliverables, or any other project-specific details. 

Don't forget to provide relevant background information on the company in your customized RFP template. This helps potential vendors understand your organization's mission, goals, and industry, enabling them to tailor their proposals to your specific context.

Tips for Writing a Winning RFP

1. Be concise yet thorough to solicit quality bids from contractors

• Provide enough detail about your project requirements, goals and expectations so vendors can determine if they are a good fit and submit relevant, targeted proposals. 
• At the same time, avoid overwhelming vendors with too much information or overly specific requirements that limit creativity.

XYZ Company is seeking proposals for a new customer relationship management (CRM) system. The system must integrate with our existing ERP software, be cloud-based, and include robust reporting features. Our goal is to improve sales team efficiency and customer retention. The budget is $50,000 and the system must be implemented within 6 months.

2. Provide a realistic timeline, project timeline and firm deadline

• Include key dates such as the proposal deadline, when proposals will be evaluated, and the date the winning bidder will be selected. This sets clear expectations for vendors.
• Ensure you allow enough time for vendors to ask questions and prepare thorough proposals, while still meeting your project timelines. Don't rush the process.

Example RFP timeline

• RFP issued: June 1 
• Vendor questions due: June 10
• Proposals due: July 15
• Proposals evaluated: July 16-31
• Winning vendor selected and notified: August 7
• Contract signed: August 21
• Project kickoff: September 1

3. Clearly define evaluation criteria upfront so bidders submit relevant proposals

Tell vendors exactly what factors will be considered and how proposals will be scored. This may include price, technical capabilities, past experience, project approach, etc.

Weighting the criteria shows vendors what is most important to you.

Example evaluation criteria

• Technical capabilities (30%) 
• Pricing (25%)
• Implementation approach (20%) 
• Company experience (15%)
• References (10%)

4. Allow bidders to ask the right questions to submit a proposal that meets your needs

• Provide a way for vendors to ask clarifying questions about your RFP, such as via email or a Q&A conference call. 
• Compile all questions and answers into an addendum shared with all bidders so everyone has the same information.

Please submit any questions about this RFP via email to [email protected] by June 10. All questions and official responses will be compiled into an addendum and shared with all participating vendors by June 15.

5. Proofread carefully before sending RFP to prospective vendors

• Review the final RFP document thoroughly to eliminate any typos, unclear information, or conflicting requirements. 
• Have multiple people on your team read through the RFP with a critical eye.

Before sending out the RFP, the procurement manager does a final read-through. She catches a few typos, clarifies the language around one requirement, and ensures all dates are correct. The RFP is then sent to the project sponsors for a final approval before distributing to vendors.

By following these best practices and using clear examples, you can create an effective RFP that results in high-quality, apples-to-apples proposals from qualified vendors. A well-written RFP is the foundation for a successful vendor selection process and project outcome.

Using RFP Software to Streamline the Process

When evaluating RFP management software, look for key features that will help you streamline your workflow. A centralized content library is essential for maintaining a repository of reusable RFP templates, responses, and other assets. This allows your team to quickly access and repurpose content, saving valuable time and ensuring consistency across proposals.

Collaboration features are another must-have in RFP software. Look for tools that enable real-time editing, commenting, and version control, so your team can work together seamlessly on RFP templates and responses. Project management capabilities, such as task assignments, deadlines, and progress tracking, are also crucial for keeping your RFP projects on track.

Some top RFP software options to consider include Loopio, RFPIO, and Qvidian . These platforms offer robust features for RFP template creation, content management, and collaboration. They also integrate with popular project management software like Salesforce and Microsoft Dynamics , allowing you to manage your RFP process within your existing workflows.

RFP Template Examples

When it comes to creating an RFP, having the right RFP template can make all the difference. Here are some examples:

1. Simple one-page RFP template, simple RFP and RFP lite

For straightforward projects with a limited scope, a simple one-page RFP template can suffice. This type of RFP, sometimes called a "simple RFP" or "RFP lite", concisely outlines the key project details without excessive complexity. 

A simple RFP template should include:

• Brief company overview
• Project goals and deliverables 
• Timeline and key milestones
• Budget range
• Submission requirements and deadline

Example simple RFP template by Atlassian

2. Detailed RFP template for complex projects and multi-tier RFP process

Large-scale, technically complex, or high-budget projects warrant a comprehensive RFP. A detailed RFP template for intricate initiatives should dedicate space to clearly defining requirements and expectations. It may span multiple pages to sufficiently cover:

• In-depth company background
• Detailed project scope, objectives, and success metrics
• Technical specifications and integrations 
• Project governance structure
• Evaluation criteria and vendor selection process
• Proposal format and required details

For multi-phase projects, the RFP may outline a multi-tier process with different proposal rounds, such as a initial RFI (request for information) followed by a full RFP. The template should clarify what information is required at each stage.

Example detailed RFP template by Atlassian

3. RFP template for marketing/creative services and product or service procurement 

When seeking marketing services, creative assets, or procuring products/services, tailor the RFP template accordingly. Along with standard sections, include:

• Brand guidelines and creative requirements
• Target audience and key messages
• Examples of desired style/tone
• Product specifications or service level agreements
• Evaluation criteria focused on quality, creativity, and relevant experience

Example marketing RFP template by Confluence  

4. RFP template for IT/software development and technical projects

IT and software development RFPs require sufficient technical details to solicit accurate proposals from qualified vendors. The RFP template should include:

• Current technology stack and infrastructure 
• Functional requirements and user stories
• Technical specifications (e.g. programming languages, frameworks, hosting)
• Integrations and compatibility needs
• Maintenance and support expectations
• Security and compliance requirements 

Example software development RFP template by DPsolutions

5. Free RFP templates and sample RFPs for reference

Many websites offer free, downloadable RFP templates and real-world RFP examples. Use these as a starting point to structure your own RFP. Some top resources:

• Microsoft Office RFP templates
• Smartsheet RFP templates for various industries
• Atlassian templates

Mistakes to Avoid When Writing an RFP

One of the biggest mistakes is being too vague or too prescriptive in your RFP . You want to provide enough detail to guide vendors in crafting a relevant proposal, but not so much that you stifle creativity or innovation. Strike the right balance by clearly outlining your objectives and requirements while leaving room for vendors to propose unique solutions.

Another mistake is setting unrealistic timelines and deadlines . While it's important to have a clear project timeline, be sure to allow enough time for vendors to ask questions, prepare thorough proposals, and for your team to evaluate and make a decision. 

Don't underestimate the importance of providing background information and an overview of your project in the RFP. Vendors need context to understand your business, industry, and project goals. 

During the RFP response process, be sure to address all questions from potential bidders. Ignoring inquiries or providing incomplete answers can frustrate vendors and lead to misaligned proposals. 

Finally, avoid the temptation to choose the lowest bid over the most qualified vendor proposal. While budget is important, the cheapest option may not deliver the best results. Evaluate proposals based on the criteria outlined in your RFP template, considering factors like relevant experience, technical capabilities, and project approach. 

RFP template: Conclusion

Remember, an effective RFP template should include key elements such as a detailed project overview, clear scope of work, realistic timeline, and well-defined evaluation criteria. It should be tailored to your specific project needs and provide enough information for vendors to submit targeted, relevant proposals.

Using RFP software can further streamline the RFP process, making it easier to collaborate with your team, manage vendor communications, and stay organized throughout the procurement lifecycle. 

By following best practices and avoiding common mistakes, you can create an RFP template that sets your project up for success. A quality RFP template not only saves time but also helps you communicate your needs effectively, ensuring that you receive proposals that align with your goals and requirements.

About Author:

Latest posts:, 600+ snazzy name ideas for your hairdressing company in 2024, 500+ clever newspaper name ideas in 2024, 600 best food truck name ideas in 2024, more from our blog:, 25 funny out of office messages to make your co-workers rofl, 100 instagram bio ideas to make your profile stand out in 2024, 15 inspiring mission statement examples to help craft your own, funny powerpoint night ideas for you and your friends in 2024, to whom it may concern: how (not) to use it in your cover letter, is testerup legit a review of the user testing app in 2024, fun interview questions: why ask them and sample answers, 600 creative salon name ideas for your new beauty business, featured reviews, featured posts, information.

• How to Write Winning Grant Proposals: 9 Tips and Techniques

Securing grant funding is not just about having a great project idea—it’s about effectively communicating that idea to align with the funding organization’s goals. Winning grant proposals act as a bridge between the potential of your project and the priorities of the funder, presenting a compelling case for why your project deserves support.

This article will guide you through the essential elements of crafting effective grant proposals, including how to structure your proposal, what key details to include, and how to ensure your proposal resonates with the funder’s objectives.

By mastering these elements, you can enhance your ability to secure funding and bring your project visions to life.

How to Write Winning Grant Proposals: Tips and Techniques

1. understand the funder’s objectives.

Before you start writing, it’s crucial to thoroughly understand what the funder is looking for. Review the funder’s mission and past funded projects to gauge their priorities and interests.

This knowledge will help you tailor your proposal to clearly align with their goals, increasing your chances of success. Delve into the specific criteria that the funder uses to evaluate grant proposals and look for any strategic themes or focus areas emphasized in their recent grant cycles .

Engaging with the funder’s published materials, such as annual reports or strategic plans, can also provide deeper insights into their long-term objectives and how they measure impact.

By aligning your proposal with these insights, you not only demonstrate your project’s relevance but also show your commitment to contributing to the funder’s overarching goals, significantly strengthening your grant proposals.

2. Structure Your Proposal Clearly

A well-structured proposal makes a strong first impression. Most grant proposals include the following sections:

• Executive Summary: A concise overview of your project that includes the need for the project, the expected outcomes, and the amount of funding requested.
• Statement of Need: Why the project is necessary and what issues it seeks to address.
• Project Description: Detailed outline of the project including goals, timeline, and activities.
• Budget: An itemized list of how funds will be used.
• Organization Information: Background information that establishes credibility and capacity to complete the project.
• Conclusion: Briefly recap the proposal’s key points, reinforcing the project’s importance and your organization’s capacity to successfully implement it.

3. Focus on the Need

Your proposal should clearly articulate the problem or need your project addresses. Use data and research to back up your statements and show the funder why this issue is important.

This section should evoke a sense of urgency and demonstrate that your project can effectively address this need. Be sure to present a compelling narrative that connects the need to real-world impacts, illustrating the consequences of inaction and the benefits of timely intervention.

Detailing the specific populations or ecosystems affected and citing recent studies or statistics not only validates the significance of the need but also positions your organization as well-informed and capable of handling the challenge.

Furthermore, by articulating a clear, direct connection between the funder’s objectives and your project’s aims, you enhance the relevance of your grant proposals, making it more compelling to the decision-makers.

4. Define Clear Goals and Objectives

Clearly state what your project intends to achieve. Goals should be broad, long-term aims, and objectives should be narrow, specific, and measurable. This clarity helps the funder understand your project’s scope and the specific outcomes you aim to achieve, which makes your grant proposals more compelling.

5. Develop a Detailed Project Plan

This is where you outline how you intend to achieve your objectives. Include a timeline, the specific activities to be completed, and who will be responsible for each activity. This section should convey a realistic and well-thought-out plan that instills confidence in your ability to manage the project .

Elaborate on the resources you will need, including any tools, technologies, or support services that are essential to project execution. Additionally, delineate the milestones you expect to reach throughout the project duration, providing clear markers of progress that align with your goals.

This level of detail not only demonstrates your thorough preparation but also reassures the funder that your organization has the competence and foresight to navigate any challenges that may arise.

By presenting a robust, actionable plan, you effectively communicate your commitment to making the project a success and your accountability in using the funder’s resources responsibly.

Get our checklist of the best free nonprofit tools of 2024 sent directly to your inbox

6. include a comprehensive budget.

The budget should be detailed, realistic, and justified. It should clearly align with your project activities and reflect a prudent use of funds. Be sure to include a narrative that explains each budget item. This transparency helps build trust with the funder.

7. Make Your Case Compelling

Use persuasive language to make your case. While your grant proposals should be based on facts and evidence, remember that conveying a compelling story can also capture the funder’s interest.

Show how your project will change lives, improve systems, or transform communities. Incorporate testimonials or case studies from past initiatives that demonstrate your organization’s impact and expertise.

These narratives can humanize your data, giving a face and a story to the numbers and making the outcomes of your proposed work more relatable and tangible.

Moreover, explain the broader implications of your project: discuss how the changes you propose will lead to significant societal, environmental, or economic benefits.

This approach helps the funder visualize the ripple effects of their investment, further solidifying the value and urgency of your proposal.

By intertwining factual data with emotive storytelling, you can engage the funder on both intellectual and emotional levels, making a memorable and persuasive case for your project.

8. Revise and Proofread

Grant proposals that are well-written and error-free reflect your organization’s professionalism and attention to detail. Before submitting, revise your proposal several times and have it proofread by someone who can provide a fresh perspective.

9. Follow Submission Guidelines

Carefully review the submission guidelines provided by the funder. Adhering to these guidelines is crucial as failure to do so can lead to your proposal being disqualified before it is even reviewed.

Crafting winning grant proposals is a crucial skill that can significantly impact your organization’s ability to fund and execute projects. By aligning your proposal with funder priorities, articulating a clear need, and detailing a sound project plan and budget, you increase your chances of success.

Remember, the key to effective grant writing is not just in following a template but in understanding how to tell your project’s story in a way that engages funders and clearly shows the value of your work.

As you apply these tips and refine your approach, each proposal becomes an opportunity to learn and improve, enhancing your ability to secure funding and make a meaningful difference in your community and beyond.

Nonprofit Business Card Overview:

Cash back that gives back.

We’re on a mission to help nonprofits across the country.

Join our mailing list to receive tips and strategies for how to optimize your nonprofit along with a dose of positivity about organizations making the world a better place!

Join Our List

Related posts.

14 Useful Considerations for Choosing a Credit Card for Your Nonprofit

3 Easy Ways to Boost Your Credit Score

3 Apps to Help You Manage Your Money

Recent posts.

• 14 Outstanding Philadelphia Nonprofits Shaping Society
• 15 Remarkable Seattle Nonprofits Fostering Growth
• 14 Inspiring Charleston Nonprofits Creating Change
• 10 Best Grant Management Software for Nonprofits