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What is a Project Proposal and Why is it Important?

Updated jun 19, 2024.

Understanding what a project proposal is, why it’s important to your business and your clients, and how to approach a project proposal successfully can help you more effectively write and deliver a project proposal .

What is a Project Proposal?

A project proposal is a document that describes a proposed project and its purpose, outcomes, and the steps that will be taken to complete the project. Not to be confused with a project contract, which is the formal agreement between two parties to complete a project, a project proposal’s purpose is to communicate how a company, team, or individual plan to approach a project.

While the actual elements of a project proposal differ depending on the project itself, there are several key elements of a project proposal, including:

• Project Background: What problems, challenges, or opportunities exist that create a need for this project?
• Objectives: What are the intended outcomes of this project?
• Project Scope: What are the steps or stages of the project? What elements are included in this project? How will the objectives be reached through this project?

Why is a Project Proposal Important?

The purpose of a project proposal is to describe services and outcomes from a potential service provider so decision-makers can compare vendors and pick the best provider for their needs. It should be considered a sales document that persuades the decision-maker or stakeholder that the prospective provider has the skills and expertise needed to complete the project to their satisfaction. It should also set expectations, detail budget and timeline, as well as set expectations for what delivery would look like.

• Improved Vendor Comparison One of the most important purposes of a project proposal is to allow decision-makers to more objectively compare vendors. With a project proposal, decision-makers can compare prices, processes, and projected outcomes. If there are price differentiations, the decision-maker can also see what aspects of service may differ to create the difference in price. This detailed information helps decision-makers make more informed and objective vendor decisions.
• Project Understanding A project proposal outlines the purpose and scope of a project. This is helpful before a project takes place since it ensures both parties agree about what the project itself will include. It states to the decision-maker or stakeholder that the service provider understands the scope of the project. This helps establish trust between the parties to facilitate a transactional agreement.
• Establish Credibility A project proposal should be seen as a sales tool that helps establish credibility. It should communicate to the decision-maker or stakeholder that the service provider is capable of completing the project and fulfilling expectations. This is done by detailing how the project will be completed. The project proposal may also include potential risks or complications and how the service provider would overcome those challenges.
• Propose an Estimated Timeline & Budget A project proposal also proposes a timeline and budget for the project. While this document is not a formal contract, it provides stakeholders enough information about budget, timeline, and outcomes to determine whether or not to move forward with a project and, if so, to make an informed contractor or vendor decision.
• Set Expectations In addition, a project proposal also sets expectations for the client relationship. This includes having a mutual understanding of deliverables, timelines, and budget. While the project proposal is not a contractual agreement, it does set a preliminary agreement that the details in the project proposal will be put into the contract if the project moves forward.
• Inform Project Planning Finally, a project proposal also helps to inform project planning. Once the project is approved, this document will be used to finalize timelines and budget for the contract as well as to complete resource scheduling.

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The right project management solution can make writing professional, effective project proposals easier than ever. It also seamlessly bridges estimating jobs and scheduling resources. Check out our step-by-step guide for writing a winning project proposal here.

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What is a project proposal, and why is it important.

Feb 24, 2024 in Project Management • Guest Post

You’ve had several meetings, exchanged elaborate emails, and held thorough discussions on project details; yet, the prospective client wants you to send them the official project proposal anyway? 

Writing a project proposal might seem like unnecessary paperwork, and it’s just putting pen on paper – the client has already agreed with the plan and the price, and all you need is for them to sign the contract. It’s a done deal, right?

Well, not so much. 

Project proposals are crucial for decision-makers to reach an objective, informed, and data-driven decision. In addition, a good project proposal helps the prospective client compare vendors, their fees, processes, and projected outcomes.

For you, as a company aiming to take on a new client, project proposals are essential for showcasing your expertise, attention to detail, and dedication to the client.

Of course, a vague and sloppy project proposal will dishearten even your most eager prospect. Therefore, in this article, we’re helping you avoid falling at the last hurdle and sharing the secrets of a project proposal clients can’t say no to.

On the other hand, there is always the option of hiring professionals from popular recruiting agencies. You can filter them by location, team size, pricing, and reviews to find the best partner for your business needs, and this will probably save a significant amount of time. 

But, let’s dive into the secrets of a good project proposal.

Let us demonstrate why Celoxis is the ideal PPM Solution for you.

What is a project proposal.

A project proposal is a comprehensive document used to outline a proposed project’s objectives, strategies, and outcomes. It’s a cornerstone in various settings, aiming to secure agreement or funding from another party. Whether it’s for a business venture requiring project management software or a community initiative, a project proposal details the problem, proposed activities, and goals. Including aspects like the potential use of enterprise project management software can further strengthen the proposal by demonstrating a commitment to efficiency and innovation.

Key Elements of a Project Proposal

The core of a compelling project proposal includes:

Project Background: Identify the challenges and issues at hand. Mentioning how project management software can address these issues can add value.

Solutions: Outline the benefits of your approach, perhaps highlighting the advantages of using specialized project management software over generic alternatives.

Project Scope: Detail each project phase, showing how tools like enterprise project management software can facilitate achieving project objectives.

Timeline and Budget Estimates: Offer realistic timelines and budget estimates, possibly utilizing project management software for accuracy and efficiency.

Project Proposal vs Project Plan vs Project Contract

Understanding the distinctions among these documents is crucial. A project proposal outlines your approach and solution, potentially including the use of project management software. Following acceptance, a project contract formalizes the agreement. A project plan , which might be part of the proposal, specifies the operational details, integrating project management software for task tracking and resource allocation.

Why does Project Proposal Matter?

A project proposal is more than a pathway to a contract; it’s a demonstration of your understanding and capability to lead a project to success. It allows stakeholders to compare your approach, including the use of project management tools, with others, often tipping the scale in your favor if your proposal demonstrates a thorough understanding of the project’s requirements and innovative solutions.

Crafting a Proposal That Stands Out

A personalized project proposal not only resonates with potential clients but also serves as an opportunity to refine your company’s methodology, including how you utilize project management software . This approach not only appeals to clients but also helps streamline your internal processes, making project execution more efficient.

Setting Expectations on Both Sides

While a project proposal is not a contract, it sets the foundation for a clear understanding of the project scope, deliverables, timelines, and budget. Detailing how project management software will be used to track progress and manage resources can help set realistic expectations and build trust with the client.

Conclusion: The Strategic Advantage of a Well-Developed Proposal

Ultimately, a project proposal is a critical element in securing and successfully executing projects. It allows you to showcase your expertise, understanding of the client’s needs, and how your solutions, possibly including the use of enterprise project management software, are the best fit for their project. By carefully crafting your proposal to highlight every project phase and the benefits of your approach, you position yourself as the ideal partner for the project.

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Essay Papers Writing Online

Learn how to effectively write a proposal essay and present your ideas with confidence to impress your audience.

When it comes to persuading others to embrace your ideas and support your cause, the ability to present a convincing proposal can be a game-changer. Whether you’re vying for a research grant or seeking approval for a new project, the power of a well-crafted proposal essay cannot be understated. By effectively outlining your goals, presenting a solid argument, and utilizing persuasive language, you can maximize your chances of success.

Successful proposal essays require meticulous planning and thoughtful execution. Much like a skilled architect who carefully designs a blueprint before constructing a building, a successful writer must lay the groundwork for their proposal essay. This involves conducting thorough research, understanding the audience’s needs and expectations, and structuring the essay in a logical and compelling manner.

One key aspect of a winning proposal essay is the ability to clearly articulate the problem or need that your proposal aims to address. Whether it is a social issue, a business opportunity, or a scientific inquiry, it is essential to concisely define the problem and highlight its significance. This not only helps the reader understand the context of your proposal but also establishes the relevance and urgency of your solution.

What is a proposal essay and why is it important?

A proposal essay is an academic paper in which the writer presents an idea or solution to a problem and argues for its feasibility and effectiveness. The purpose of a proposal essay is to convince the reader that the proposed idea or solution is worth pursuing and that it can make a positive impact. This type of essay is important because it allows students to develop critical thinking skills, research and analyze a topic, and present a well-formed argument. Writing a proposal essay also helps students build persuasive writing skills, which are useful in various professional settings.

Understanding the purpose and significance of proposal essays

In the realm of academic writing, proposal essays hold a distinctive place. These unique pieces of writing serve a specific purpose and carry significant weight in various academic and professional settings. Proposal essays are persuasive documents that aim to propose a solution, suggest a course of action, or present an argument for a particular issue or problem.

Proposal essays offer individuals the opportunity to showcase their critical thinking skills, research abilities, and persuasive writing techniques. The purpose of a proposal essay is to convince the reader that the proposed solution or idea is valid and feasible. It requires a thorough understanding of the topic, careful analysis, and the ability to present logical arguments supported by credible evidence.

Furthermore, proposal essays play a crucial role in decision-making processes. In academic settings, professors often require students to write proposal essays as a way to assess their understanding of a particular subject and their ability to propose innovative solutions to real-world problems. In professional environments, individuals may need to write proposal essays to persuade clients, stakeholders, or decision-makers to adopt a specific course of action or implement a particular change.

Proposal essays typically follow a structured format, including an introduction that captures the reader’s attention and presents the problem or issue, a thorough analysis of the problem, a detailed proposal or solution, and a conclusion that summarizes the main points and emphasizes the significance of the proposed solution.

In conclusion, proposal essays are valuable tools that allow individuals to explore critical issues, propose innovative solutions, and showcase their persuasive writing skills. These essays contribute to academic and professional environments by fostering critical thinking, driving decision-making processes, and facilitating positive change.

Choosing a compelling topic for your proposal essay

One of the crucial factors to consider when writing a proposal essay is selecting a compelling topic. The topic you choose should not only be interesting to you but also captivate your readers. It should address a specific problem or issue that you are passionate about and offer a potential solution. In this section, we will explore some effective strategies to help you choose a topic that will engage your audience and make your proposal essay stand out.

By considering these factors and following these tips, you can choose a compelling topic that will pique your readers’ interest and effectively convey your proposal in your essay. Remember, a well-chosen topic is the foundation of a winning proposal essay.

Strategies for selecting an engaging and relevant subject

When it comes to crafting a proposal essay, one of the most important steps is selecting a subject that is both engaging and relevant. The subject you choose will determine the focus and direction of your essay, so it’s crucial to choose wisely. This section will explore a few strategies that can help you select an engaging and relevant subject for your proposal essay.

1. Identify your interests and passions:

Start by reflecting on your own interests and passions. What topics do you find most compelling? What issues do you feel strongly about? By selecting a subject that aligns with your interests, you’ll be more motivated to research and write about it, which will ultimately result in a more engaging essay.

2. Research current trends and issues:

To ensure that your proposal essay is relevant, it’s important to stay informed about current trends and issues. Researching topics that are currently being discussed or debated can help you identify subject matters that are timely and impactful. Look for areas where change or improvement is needed, as these topics often make for compelling proposal essays.

3. Consider your audience:

When selecting a subject, it’s crucial to consider your audience. Think about who will be reading your essay and what topics they might find interesting or relevant. Tailoring your subject to your audience’s needs and interests will make your essay more engaging and increase the likelihood of it being well-received.

4. Narrow down your focus:

While it’s important to select a subject that is broad enough to provide ample research material, it’s also important to narrow down your focus to avoid overwhelming yourself and your readers. A specific and well-defined subject will allow you to delve deeper into the topic and provide a more detailed proposal.

5. Brainstorm and seek inspiration:

Don’t be afraid to brainstorm and seek inspiration from various sources. Read articles, books, and essays on different subjects to spark ideas. Engage in discussions with others to get their perspectives and insights. By opening yourself up to new ideas and perspectives, you’ll increase your chances of finding an engaging and relevant subject for your proposal essay.

By utilizing these strategies, you’ll be well on your way to selecting an engaging and relevant subject for your proposal essay. Remember to choose a subject that aligns with your interests, research current trends and issues, consider your audience, narrow down your focus, and seek inspiration from various sources. With the right subject, your proposal essay will captivate readers and make a compelling case for your ideas.

The structure and components of a successful proposal essay

In order to create a compelling proposal essay, it is essential to understand the structure and components that make it successful. A well-structured proposal essay will not only impress your audience but also effectively convey your ideas and arguments.

First and foremost, a successful proposal essay should have a strong introduction. This is where you grab your readers’ attention and provide them with a clear understanding of the issue you are addressing. Your introduction should include a hook, some background information, and a strong thesis statement that clearly outlines your proposal and its significance.

After the introduction, it is important to present a clear and detailed description of the problem or issue you are proposing a solution for. This section should include relevant statistics, facts, and examples to support your claims. It is essential to establish the urgency and importance of the problem you are addressing in order to convince your readers of the need for your proposed solution.

Once you have established the problem, it is time to present your proposed solution. This section should outline your plan of action and explain how it will effectively address the problem. Be sure to provide evidence and reasoning to support your solution and demonstrate its feasibility and effectiveness. Additionally, consider addressing any potential counterarguments and provide rebuttals to strengthen your proposal.

Furthermore, a successful proposal essay should include a section on the expected outcomes and benefits of implementing your proposed solution. This is where you explain the positive impact your proposal will have and why it is a valuable and worthy investment. Use concrete examples and evidence to illustrate the potential benefits and persuade your readers to support your proposal.

In conclusion, a well-structured proposal essay should reiterate the main points of your proposal and emphasize its importance. Avoid introducing new information in the conclusion and instead provide a strong summary that leaves a lasting impression on your readers. Lastly, include a call to action, encouraging your audience to take action and support your proposal.

By following this structure and including these essential components, you can create a successful proposal essay that effectively communicates your ideas and convinces your readers to support your proposal.

Breaking down the essential elements and organization

Understanding the fundamental components and structure of a proposal essay is crucial for crafting a persuasive and effective piece of writing. By breaking down the essential elements and organizing them in a logical manner, you can ensure that your proposal essay is clear, concise, and compelling.

One of the key elements of a winning proposal essay is a well-defined problem statement. This statement should clearly outline the issue or challenge that your proposal aims to address. It is important to provide a detailed description of the problem and explain why it is significant and relevant. By highlighting the problem, you can demonstrate to your audience why your proposed solution is necessary and valuable.

After presenting the problem statement, it is essential to provide a rationale for your proposal. This involves explaining the reasons behind choosing the proposed solution and how it directly addresses the identified problem. The rationale should be supported by evidence, research, or expert opinions to establish credibility and strengthen the argument for your proposal.

Next, it is important to outline the specific objectives and goals of your proposal. These objectives should be realistic, measurable, and aligned with the problem statement. By clearly stating the desired outcomes of your proposal, you can show your audience the benefits they can expect to achieve by accepting your proposal.

In addition to presenting the objectives, it is crucial to provide a detailed action plan. This plan should outline the specific steps, strategies, and resources required to implement the proposed solution. By breaking down the implementation process, you can demonstrate your readiness and preparedness to carry out the proposal.

Furthermore, a proposal essay should address potential challenges or limitations that may arise during implementation. By acknowledging and addressing these concerns, you can show your audience that you have considered various perspectives and have developed contingency plans to overcome obstacles.

In conclusion, a well-structured and organized proposal essay is essential for effectively communicating your ideas and persuading your audience. By breaking down the essential elements and organizing them in a logical manner, you can create a compelling proposal that addresses the problem, provides a rationale, sets clear objectives, outlines an action plan, and anticipates potential challenges. Paying attention to organization and clarity will help ensure that your proposal essay is persuasive and impactful.

Researching and gathering evidence for your proposal essay

When preparing a proposal essay, the key to success lies in the research and evidence you gather to support your ideas and arguments. Thorough research is essential to ensure that your proposal is well-informed, well-supported, and persuasive.

Before diving into the research process, it is important to have a clear understanding of the topic you are proposing. Take the time to brainstorm and refine your ideas, identify the main points you want to address, and outline the structure of your essay. This initial planning will provide a solid foundation for your research and help you stay focused throughout the process.

Once you have a clear direction, start by gathering background information on the topic. This could involve reading academic articles, books, or reputable websites that provide authoritative insights into the subject matter. Taking notes and highlighting key points will help you organize your thoughts and identify potential gaps in your knowledge.

In addition to background research, it is crucial to conduct targeted research to support your proposed solution or argument. This involves finding evidence, data, and examples that illustrate the effectiveness or feasibility of your proposal. Look for scholarly articles, case studies, empirical data, and expert opinions that support your ideas. Examples and real-world evidence can make your proposal more compelling and credible.

When conducting research, be critical of the sources you consult. Evaluate the credibility, reliability, and relevance of each source to ensure that the information you include in your essay is trustworthy and valid. Peer-reviewed academic journals, government publications, and reputable research institutions are often good sources of reliable information.

As you gather evidence, keep in mind that a diverse range of perspectives can strengthen your proposal. Consider different viewpoints, counterarguments, and alternative solutions to demonstrate your understanding of the complexities of the issue and to address potential objections. This will make your essay more balanced and persuasive.

It is also important to properly cite and reference all the sources you use in your proposal essay. This not only gives credit to the original authors but also adds credibility to your own work. Follow a recognized citation style, such as APA or MLA, and ensure that you include an accurate bibliography or reference list.

In summary, researching and gathering evidence for your proposal essay is a crucial step in the writing process. Through thorough research, you can develop a well-informed and persuasive proposal that is supported by credible evidence and examples. By demonstrating a deep understanding of the topic and presenting a compelling argument, you increase the likelihood of your proposal being successful.

Tips for finding and utilizing credible sources

When working on your proposal essay, it is crucial to gather information from credible and reliable sources. This ensures that your arguments are backed up by trustworthy evidence and your proposal is grounded in facts and expert opinions. Here are some tips to help you find and utilize credible sources effectively.

• Start with scholarly databases: Scholarly databases such as JSTOR, ProQuest, and Google Scholar provide access to peer-reviewed articles, research papers, and academic journals. These sources are written by experts in the field and undergo rigorous review processes, making them highly reliable.
• Check the author’s credentials: Before using any source, it is important to evaluate the author’s expertise and qualifications. Look for their educational background, affiliations with reputable institutions, and any relevant experience in the field. This information can help you determine the credibility of the source.
• Consider the publication date: While older sources can still be valuable, it is essential to prioritize recent publications. Research in various fields evolves over time, and new studies and discoveries may have emerged since older sources were published. Seek out the most up-to-date information to ensure the accuracy and relevance of your proposal.
• Look for peer-reviewed sources: Peer-reviewed sources go through a thorough evaluation process by experts in the field, ensuring the quality and accuracy of the information presented. These sources are more reliable and trustworthy compared to non-peer-reviewed materials.
• Consult reputable institutions and organizations: Government agencies, reputable nonprofits, and well-established organizations often provide reliable information and data on various topics. Websites ending in .gov, .edu, and .org are generally more trustworthy, as they are associated with these credible institutions.
• Use multiple sources to cross-reference information: One of the best ways to ensure the credibility of your sources is to consult multiple sources on the same topic. Cross-referencing information from different sources allows you to verify the accuracy and reliability of the information. If multiple credible sources provide similar information, it strengthens the validity of your proposal.

By following these tips, you can find and utilize credible sources effectively, strengthening the quality and reliability of your proposal essay. Remember to critically evaluate each source and consider its relevance to your topic to ensure that you present a well-rounded and well-supported argument.

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

Table of Contents

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

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

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

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

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

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Project Proposal Template

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1. Write an Executive Summary

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

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

2. Provide a Project Background

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

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

3. Establish a Project Vision & Success Criteria

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

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

4. Identify Potential Risks and Mitigation Strategies

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

5. Define Your Project Scope and Project Deliverables

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

6. Set SMART Goals for Your Project Proposal

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

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

7. Explain What’s Your Project Approach

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

8. Outline The Expected Benefits of Your Project Proposal

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

9. Identify Project Resource Requirements

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

10. Estimate Project Costs and Project Budget

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

11. Define a Project Timeline

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

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

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

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

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

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

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

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

ProjectManager & Project Proposals

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

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

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

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

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

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

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• 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

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

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

What is a project proposal?

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

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

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

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

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

Types of project proposals

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

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

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

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

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

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

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

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

How to write a project proposal

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

1. Write an executive summary

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

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have 

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

2. Explain the project background

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

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

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

Why is past research insufficient at addressing this problem?

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

3. Present a solution

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

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities  

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

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

4. Define project deliverables and goals

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

When defining your deliverables, you should include:

The end product or final objective of your project 

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

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

5. List what resources you need

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

In this section, you’ll include:

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

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

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

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

6. State your conclusion

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

Tips for writing an effective project proposal

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

Know your audience

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

Be persuasive

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

Keep it simple

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

Do your research

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

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

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

Use project management tools to strengthen your project proposal

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

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

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How to Write a Project Proposal (Examples & Templates)

Written by: Unenabasi Ekeruke

A project is not something that just comes together overnight. It often takes strategic planning and a significant amount of time to get it right and receive the support it needs to thrive.

To fast-track approval for an external or internal project, it’s important to successfully present your ideas . And although a convincing elevator pitch may work in some circumstances, it’s often not enough. This is where writing a project proposal comes in.

But what is a project proposal exactly?

A project proposal is a powerful document that communicates what the project is all about, how it will be executed, and what outcomes can be expected.

Read on to learn what a project proposal is and what it should include. We've also included templates and tips to help you create a winning project proposal.

Here’s a short selection of 8 easy-to-edit project proposal templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What is a project proposal, types of project proposals.

• How to Write a Project Proposal

10 Project Proposal Template Examples

The top 7 tips for writing a project proposal, project proposal faqs, give your project proposal an upgrade today.

• A project proposal is a document that communicates everything stakeholders should know about a project, including the objectives, deliverables, timeline and budget.
• Project proposals are created to secure funding and stakeholder buy-in, win clients over and convince higher-ups to allocate resources to an idea.
• The six major types of project proposals include solicited, unsolicited, informal, renewal, continuation and supplemental project proposal.
• Six steps to writing a project proposal: write the executive summary, explain the project background, present a solution, and define the project deliverables and resources needed.
• Top tips for writing a persuasive project proposal: know your audience, keep it simple and make it persuasive, do you research, use a template and cover letter.
• Tap into Visme’s extensive template library to create winning project proposals .

A project proposal is a document or set of documents that clearly communicates and defines your project and ideas, including the goals and objectives, timelines , deliverables and budget.

Project proposals are used to tell the story of why a project idea should be executed and supported.

They are typically created for the purpose of securing funding or buy-in, winning new clients, extending an existing client’s contract or convincing someone to allocate resources to a new initiative.

It should establish what the project is, what you’re aiming to achieve with it, how you plan on getting there and why it’s worthwhile. You can use a timeline maker to visualize timelines, deadlines, and milestones, while a budget planner can help you work out inflow and outflows.

Essentially, a project proposal should not just grab attention for the sake of it. It should be persuasive with a clear, confident and congruent message.

As the project's foundation, project proposals are vital for creating clarity around the goals. They define the priorities and requirements of a project before and when a stakeholder gets involved.

There are different types of project proposals to choose from, depending on your proposal's audience and the type of proposal you're presenting.

Made with Visme Infographic Maker

Here's a brief description of each of them.

Solicited Project Proposal

A solicited project proposal is sent in response to a Request for Proposal (RFP). An RFP is a document that gets sent to a qualified organization. It announces a project, describes it and asks for a bid.

RFPs are competitive and often put businesses up against top candidates. They come with highly specific directions and require thorough research and sharp persuasive writing skills.

Unsolicited Project Proposal

An unsolicited project proposal is just that — unsolicited. It’s a bit like the cold call version of a proposal. In this situation, no one has asked for your proposal and there is no RFP involved. However, under the right circumstance, a well-executed unsolicited project proposal can be a game-changer.

A possible downside to unsolicited project proposals is not having clear knowledge of a stakeholder’s needs.

Maybe you've identified a problem and the solution to it. While the opportunity presents itself, you need resources to bring your idea to life. This is when you might turn to an unsolicited project proposal.

Informal Project Proposal

In the case of an informal project proposal, a client may reach out with an informal request for a project proposal to be sent to them. Once completed, you can respond with your pitch.

However, because this isn’t an official RFP , the rules aren’t as well established. This means that this type of proposal most likely isn’t going to come with much context. The writer will need to do a lot of solo research.

Renewal Project Proposal

A renewal is used when a project has run its course and needs to start again. The research that goes into this type of proposal typically stems from the success data of the last project.

In this project proposal format, the goal is to highlight ideal past results produced via the project. If the results are worth it, you should work to persuade project sponsors and other stakeholders of your capabilities to produce similar, or even better, future results.

Continuation Project Proposal

Continuations are usually done on a calendar basis when a project is entering a new phase or when new resources are needed to ensure the project can continue. These proposals don’t require as much work as the project has already been approved and is up and running.

For example, you can send continuation proposals when you seek additional funding to extend the project's duration and scope or continue an ongoing project beyond its initial funding period.

Supplemental Project Proposal

Along the lines of a continuation proposal, a supplemental proposal is needed in situations where you may have gone over budget or need more resources than you originally requested.

Essentially, the project scope has grown beyond initial expectations. The project team needs to modify the project's scope, budget, or timeline to address unforeseen circumstances or take advantage of new opportunities not included in the original proposal.

This proposal aims to persuade stakeholders to invest more resources by proving the value of the modified scope or project.

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How To Write a Project Proposal

After you’ve completed your project proposal outline, it’s time to write.

How you write a project proposal can make or break its success. It’s often the first and last impression a reader will have to make a final decision. So, how do you put together a project proposal that’s impactful, formative and memorable?

The best way is to follow this step-by-step plan, regardless of the type of proposal. These project proposal writing steps below will  make sure your proposal is a winner.

Step 1: Write the Executive Summary

Coming up with an executive summary is the first step to take when writing a project proposal. It’s a relatively shorter section designed to give investors and stakeholders a brief overview of the most important information about the project. It should summarize what’s coming and also persuade the reader to continue reading.

It often contains a short statement that addresses the main selling points of the project, such as:

• The core problem your proposal aims to solve
• Who will benefit and how
• What resources are needed
• A timeline and budget
• How the success of the project will be measured
• Return on investment (ROI) and more

The goal of an executive summary is to capture your audience’s attention . It should get them excited and motivated about the project you’re pitching and its potential impact.

Follow the executive summary tips below.

Step 2: Explain the Project Background

This section gives you the opportunity to go into the background of the project.

When putting together the project background, it’s critical to explain the current state of the problem and why your audience should care about solving it. Using references and statistics in this section can be helpful in getting your point across effectively.

Some points to cover may include:

• A deeper dive into the problem your project addresses
• What’s already known about the problem
• Who has addressed the problem before
• What research is out there already (if any) and
• Why past research has been insufficient at fixing the problem.

The best practice is to keep this section no longer than one page.

Step 3: Present a Solution

Now that you’ve presented the problem, you must now present the solution. This section serves as a great opportunity to outline your project approach in more extensive detail.

Some of the key items to include are a vision statement, the project schedule and any important milestones . Also include project team roles and responsibilities, reporting tools to be used throughout the project and more.

This section is great for showcasing how you’ll be measuring and reporting on your project’s success. Give an overview of which metrics you’ll watch and how you intend to display those results accurately.

Step 4: Define the Project Deliverables

Defining your project deliverables is a crucial step during the project proposal process. Stakeholders want to know just what it is you’re going to be delivering to them at the end of the project. This could be a product, a program, an upgrade in technology or something similar.

For example, depending on your project type, your project deliverable can be any of these things:

• A software application
• Training material
• Report, plan or policy document
• Infrastructure (buildings, bridges, or highways)
• Artistic or literary works

When defining project deliverables, the stakeholders should easily be able to visualize your project and the end goal in mind. Also, include realistic timelines outlining the time and date of each deliverable.

Step 5: Request Your Needed Resources

Hopefully, by this point, you have convinced your reader that your project can’t wait and needs to be implemented. Congratulations! But you're not out of the weeds yet.

Now is the time to share the pivotal details on:

• The project budget. This involves everything from the supplies needed to create the project to ad pricing and team salaries.
• A breakdown of the costs. This should cover why you need the specific resources you do. That way, stakeholders have a firm grasp on what their buy-in is being used for.
• A resource allocation plan. It’s important to include an overview of your resources being allocated and where they plan to be used. For instance, if you need $100,000 to complete your project, where will this money be going? Technology, materials, etc.?

Requesting resources can be tricky. So it’s important to be clear on what you need, how much you need and most importantly, why you need it.

It’s a good idea to save the required resources for the end of your project proposal so you’re not overwhelming anyone right away with requests. It’s better they know first what their resources are actually going to provide and the objective at hand.

Step 6: State Your Conclusion

The conclusion section of a project proposal should give a final summary and brief review of all the points already discussed. This is your last chance to win over your audience. So make it count by ensuring it incorporates the absolute most important evidence in order to receive approval.

This serves as the closing moment to emphasize the impact of your project. Prove you have adequately researched all potential solutions and are positive your proposed method is the best way to go.

This section is typically dedicated to any additional graphs , charts , images or reports that were not already cited in the proposal. With Visme’s data visualization tool , you can bring your project proposals to life with interactive graphs and charts like the one below.

For example, you can visualize key financial metrics associated with the project, such as

• Gross margin
• Cost-benefit analysis
• Return on investment (ROI) analysis
• Break-even analysis

When visualizing project tasks, milestones, and dependencies, Also, Gantt charts, PERT charts and flowcharts can come in handy.

The amount of detail you choose to include in your project proposal can vary significantly, depending on the project itself and its scope. In some cases, a brief proposal may suffice; in others, an extensive document spanning many pages may be a better fit.

No matter what amount of detail or length your project proposal needs to be, Visme has got you covered. We offer a variety of beautiful and customizable project proposal templates.

If you’re short on time and need a project proposal ASAP, use Visme’s AI Designer . This AI-powered tool will ask you a series of questions to craft a personalized template for your industry and project needs. Either way, you’re bound to find a template you love!

Here's what Autumn, a finance manager, has to say about Visme.

“I feel that for anyone who wants to improve efficiency and effectiveness at the workplace, VISME gives you the extra edge to take things forward. It's an apt tool for quickly converting your thought process into a unique communication.” 

Take a look at some of Visme’s top proposal template examples.

Example #1: Web Development Project Proposal

With this project proposal template, you can share your project ideas, attract investor interest and get them to pull out their checks. The template features an attractive cover page, color combination and layout bound to hold your readers spellbound.

Every design element in this template is customizable. You can swap content, colors, fonts, shapes and logo to match your branding.

Example #2: Project Management Proposal Template

Share your business idea and impress potential clients with this project management proposal template. The template features a sleek black theme with multiple bright colors flowing through the footer, giving off a trendy look.

Notice how this project proposal example uses icons on the cover and images in the adjoining pages. That’s the beautiful thing about using Visme. You can switch things up as much as you want.

Visme has a rich library of high-quality images and other design assets, including 3D icons, shapes and illustrations and animated graphics to make your proposal shine. So, when you’re creating a proposal template, it’s more likely to stand out professionally and visually.

Even if you don’t find a perfect fit, Visme’s got your back. You can upload yours or use our AI-image generator tool to whip up stunning images, art, illustrations and graphics in seconds.

Example #3: Technical Project Proposal

If you’re embarking on a technical project and need to secure approval, funding and the resources needed for execution, this proposal template is a must-have. This proposal serves as a plan of action that outlines the steps necessary to complete the project and helps stakeholders understand the technical aspects of the project.

Visme’s intuitive editor makes it super easy for you to customize every part of their template. You can visualize data using graphs, charts, diagrams and widgets like progress bars and radial gauges.

Notice how page 5 depicts the project timeline. You can do that and more with Visme’s timeline maker .

Example #4: Architectural Project Proposal

This template has everything you need to create a winning project proposal. From the aesthetics to the layout to the content, every part of this proposal oozes elegance and quality. It features sections like project goals, milestones and budgets, plus lots of images to add more context, each helping to bring your best project proposal ideas to life.

Amp up your proposal and create engaging reading experiences using animation and interactive elements like popups, hover effects, animated icons, illustrations and special effects.

Example #5: Simple Business Proposal Template

This simple business proposal template cuts across a wide range of use cases. You can use it to secure buy-in for a short or long-term project or business. It features key sections like introduction,  services, customer reviews, setup process, delivery timeline and pricing.

Sometimes it can be difficult to create project proposals in silos. Fortunately, you can get your team involved in the process and collaborate with style using Visme’s collaboration feature .

You can add your team to a single workspace and assign user roles and permissions. Team members can tag each other, leave comments and feedback, react, resolve and delete comments.

Furthermore, you can take advantage of the workflows feature to assign different sections of the proposal to specific team members. Likewise, you can use it to ask the team lead for approval on the final design.

Example #6: Construction Proposal Template

Win your next project bid with this attention-grabbing project proposal template. The bright color combination and high-quality images are next-level, giving your proposal a trendy and professional look.

Customize the template by replacing the placeholder text and then proceed to edit the visual elements until you’re satisfied with the look and feel.

Once done, you can download your proposal in PDF, JPG, PNG and HTML5 format. Or share it online using a live link or embed it on your website.

Example #7: Nonprofit Proposal Template

Are you running a nonprofit organization and want to solicit funding, grants, or other forms of support from individuals, corporations, or government agencies? We’ve got a project proposal template for you.

Share important information about your project, program or initiative using this enchanting proposal template from Visme. The template has a superb selection of high-resolution stock photos that add flair to your design, plus an exquisite design layout that will help you draw attention to your content.

Example #8: Financial Proposal Template

Elevate your company's product proposal using Visme's polished proposal template. Our templates offer a sophisticated design layout, a range of high-quality stock photos, and separate sections for product specifications, budget, and usage. This expertly crafted template serves as the perfect example of a proposal that knows how to stand out.

Utilize our data visualization tools to effectively visualize financial details like budget, cost and expenditure analysis. You can even add an extra page to your document to capture investment requirements, cost analysis, revenue projections, risk analysis and more.

Example #9: Corporate Proposal Template

This template is professionally to grab the attention of potential business partners and give your corporate image a boost. You can customize the proposal for a new product development project or corporate initiative.

Visme’s brand design tool can help ensure your proposal stays on brand. You can create beautiful templates, a library of assets and reusable content blocks tailored specifically to your brand. Simply input your website address into the AI-powered brand wizard and watch the magic happen.

Example #10: Partnership Proposal Template

Writing a partnership proposal requires putting your best foot forward. And that’s what this template offers. It encapsulates all of the key details, including the company overview, benefits or value proposition and legal considerations.

With Visme’s Dynamic Fields , preparing a proposal is a piece of cake. You can easily update information throughout your projects and ensure you don’t miss out on anything important.

Example #11: Purchasing Proposal Template

Writing a good proposal is also an essential skill for procurement experts. If you’re looking to convince higher-ups, clients and other stakeholders to release funds for procurement, this template is a perfect pick. It highlights why they should invest in the equipment, the specifications and pricing details.

Feel free to add in more details as you deem fit. Add a flipbook effect so your readers can flip through pages as though they are opening a book.

Example #12: Freelance Proposal Template

Whether you’re a freelancer, creative or professional, you need a captivating proposal that pitches your service in the most compelling way.

The good news is that this template fits the bill. The template displays unique designs, distinctive layout, color and font combinations on all pages.

Use it to show your clients why you’re the best fit for the project, what they should expect, goals, payment and budget. After sharing your proposal, monitor Visme’s analytics to see who has viewed or clicked on it.

Example 13: Bid Proposal Template

Make a strong case for your company and win your next bid with this stunning project proposal template from Visme.

The proposal template features a minimalist yet sleek design that captures the eyes. The colorful geometric pattern and a blend of high-resolution photos make this template a masterpiece.

Furthermore, it includes a formal letter, budget and conditions for project commencement and completion.

Get help writing critical proposal sections so they’re concise and easy to understand, using the Visme AI Writer . Use the prompt window to ask the AI to condense, reword, summarize or edit your proposal text.

Make this template your own by editing content, changing image(s), applying custom colors, fonts and logo and more.

Example #14: One Page Proposal Template

Who says your proposal has to consist of multiple pages? Visme allows you to switch things up with your designs.

Capture the essence of your project using this attractive one-page proposal . The template design layout allows you to keep the information short, sweet and to the point, making it easy for clients to make decisions fast.

Didn’t see what you were looking for? No problem. Visme has a large variety of proposal templates that are colorful, visual, attractive and simple to use. Check out the rest of our project proposal templates in our fully stocked library.

No matter which proposal format you’re working on, here are seven tips that apply as best practices for all.

1. Know Your Audience

It’s important to keep your audience (i.e. the stakeholders) in mind while you write your proposal. Consider where they’re coming from. Why should they give you funding? Will it have a direct impact on them? Knowing your audience can help increase your chances of winning your audience over.

2. Keep It Simple

Although a project proposal is often a hefty lift, that doesn’t mean it needs to be overly complex. This means you can discuss the project plan , but you don’t need to discuss every technical detail. It’s also imperative to keep your writing style simple, clear and free of errors .

3. Be Persuasive

If your reader isn’t intrigued by your project, it will be much harder to get them on board. To combat this, focus more on how it will benefit others and how it will positively impact your industry, rather than just sharing the features it will offer.

4. Do Your Research

A winning project proposal includes thorough research and knowing the ins and outs, backwards and forwards. Be sure you can back up your problem - and solution - with reputable sources via outlets such as case studies , customer testimonials, user analytics, statistics or charts.

5. Utilize the Smart Method When Setting Goals

When writing a project proposal, setting your project’s objective and locking down the right goals should not be overlooked.

If you’re running into roadblocks, consider implementing the SMART (Specific, Measurable, Attainable, Relevant, Time-bound) method. They help ensure your KPIs cover everything and every goal can be met effectively.

6. Include a Cover Letter and Table of Contents

Your project proposal should read like a book. Therefore, it should come as no surprise that your proposal should also include a cover letter and a table of contents .

A cover letter, paired with a table of contents, makes for a great couple. When combined, they are a perfect way to help set your audience up mentally for what they’re about to read.

To enhance reader experience, consider making your Table of Contents (TOC) clickable. This allows readers to easily navigate between sections of your proposal.

7. Use a Template

In a lot of ways, project proposals are all about making the best impression possible. Establishing a proposal using a pre-built template can help keep everyone on the same (virtual) page. It also helps keep your template looking modern and visually eye-catching. When in doubt, use a template .

Even more, use AI-backed tools like Visme’s AI document generator . Use the chatbot prompt to describe what your project proposal needs to include and the tool will suggest a number of styles based on Visme templates. Choose one and let the AI save you time and effort to create a first draft for your project proposal.

Q. Project Proposal vs. Project Charter

A project proposal is a preliminary document used to secure approval and funding for a project. The proposal typically includes a high-level overview of the project, a description of the problem or opportunity the project addresses, the proposed solution, the expected outcomes, and the cost and resource estimates.

On the other hand, a project charter is a formal document used to initiate and manage the project once it has been approved. ​​

The purpose of a project charter is to provide a clear, concise, and shared understanding of the project and its objectives and to establish a framework for project management and decision-making. The charter is typically created after the project proposal has been approved, and it provides a more detailed and specific plan for the project.

Q. What Is the Difference Between a Project Proposal and a Project?

A project proposal and a project are two distinct concepts in project management.

A project proposal is a document that outlines the plan for a proposed project. It describes what the project is about, what needs to be done, and how it will be done.

A project on the other hand, is the actual work that is carried out to achieve the objectives outlined in the project proposal. It is a specific set of activities that are planned, executed, and monitored to achieve a specific goal within a defined timeline and budget.

Q. What Are the Two Types of Proposals?

The two types of proposals are solicited proposals and unsolicited proposals .

Solicited proposals are those that are requested by a client or organization. The client typically issues a Request for Proposal (RFP) that outlines the requirements and specifications for the project and invites interested parties to submit proposals in response.

Solicited proposals are usually more structured and formal, as they need to address the specific needs and requirements outlined in the RFP.

Unsolicited proposals, on the other hand, are submitted without a formal request or invitation. These proposals are typically used to pitch an idea, product or service to a potential client or organization and persuade them to consider a partnership or collaboration. This type of proposal is usually less structured and formal.

Q. What Are the 6 Types of Project Proposals?

As highlighted in the article, the six types of project proposals include:

• Unsolicited project proposals
• Solicited project proposals
• Informal project proposals
• Renewal project proposals
• Continuation project proposals
• Supplemental project proposals

Q. What Are the 4 C’s in Proposal?

The 4 C's in a proposal refer to the key components that should be included to make a winning proposal.

Customer-focused: A good proposal should be customer-focused, meaning it should be tailored to meet the specific needs and requirements of the customer.

Clear: The proposal should be clear and concise, with a well-defined structure and logical flow. It should be easy to read and understand. Try to avoid technical jargon or unnecessary complexity.

Compelling: The proposal should be compelling, capturing the customer's attention and persuading them to take action. Make sure to use persuasive language, compelling visuals, and a well-crafted value proposition.

Competitive: The proposal should be competitive, meaning it should demonstrate how your solution is superior to that of your competition. You can achieve this by highlighting your unique selling proposition, competitive advantages, and value proposition. Also, include a clear pricing strategy and demonstrate good value for money.

Q. How Long Should a Project Proposal Be?

The length of a project proposal can vary depending on the complexity and scope of the project.

However, as a general rule, a project proposal should be concise and to the point while still providing enough information to fully describe the project, including the purpose, scope, objectives, deliverables, timelines, budget, and potential impact.

A typical project proposal can range from 5 to 20 pages, although it can be shorter or longer depending on the funding organization's requirements or the nature of the project.

Q. What Is The Format of a Proposal?

The basic proposal writing format is as follows:

• An executive summary to introduce the proposal.
• The project’s background and the problem it aims to solve.
• The potential and expected solutions the project offers.
• A list of project deliverables that will be done at the end of the project.
• A request for resources to complete the project.
• Financial metrics to highlight a budget and costs.
• Review and conclusion to close the proposal.

You can create a proposal as a document or as a presentation. Both options are viewable as flipbooks, when created with Visme.

When it comes to proposal writing and designing, it’s in your best interest to follow a formula that’s tried and true. Stick to what your clients expect from you and add a dose of your brand personality through the messaging.

Make the best impression possible and get one step closer to your goal by using a visually striking and compelling professional proposal template from Visme. Then, deploy all the design and business features to plan, create, share and manage all sorts of content within the platform.

Start creating your project proposal today with our free and easy-to-use tool.

Put together compelling proposals in seconds using Visme

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About the Author

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

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

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

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

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

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

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

What Is A Project Proposal?

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

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

What Is The Purpose Of A Project Proposal?

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

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

More about why project proposals are important here .

Who Creates Project Proposals?

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

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

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

Project Proposal vs Project Charter vs Project Plan

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

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

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

Two Types Of Project Proposals

Solicited project proposals (rfp).

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

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

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

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

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

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

Unsolicited Project Proposals

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

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

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

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

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

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

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

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

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

What Should A Project Proposal Include?

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

Example Project Proposal Outline

Executive summary.

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

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

Our Understanding

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

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

Our Solution & Proposed Approach

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

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

Project Plan & Key Milestones

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

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

Project Costs

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

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

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

Proposed Team Members

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

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

Case Studies or Awards 

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

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

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

Assumptions & Needs

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

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

Supplemental Information

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

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

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

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

What Does A Project Proposal Look Like?

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

The Short-Form Slide Deck

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

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

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

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

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

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

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

The Long-Form Document

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

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

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

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

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

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

Project Proposal Template & Example

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

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

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

How To Create A Project Proposal

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

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

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

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

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

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

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

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

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

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

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How To Write A Project Proposal in 2023 (+ Examples & Templates)

Coming up with a project and completing it successfully is hard work. This hard work does not happen overnight, either. It takes tons of careful planning and strategic implementation from ideation to completion. But it all starts with a project proposal .

Writing an effective project proposal can place any project in the fast lane toward success. But figuring out how to write a project proposal can be daunting. But it doesn’t have to be.

In this article, we’ll show you six types of project proposals, five key tips for writing one, and how to write a project proposal for project success. But let’s get the definition out of the way first.

What is a project proposal?

A project proposal is a document that describes a project, includes a timeline, budget, objectives, and goals, and answers every question that may arise concerning it. 

The proposal outlines everything stakeholders need to know about the proposed project, including;

• Project goals or what the project aims to achieve
• Objectives or the problem(s) the project aims to solve
• Timeline within which the project will be implemented
• Budget of the resources to be used in project implementation  

The project proposal gives the stakeholders a glimpse into what you intend to achieve through the project. 

The goal of a project proposal can be to secure project funding, gain stakeholder buy-in, or build excitement and momentum for the project. 

Here’s an example.

One of the best answers to “ how to write a project proposal ” is to write it clearly and confidently. That way, your confidence in the project will be transferred to the stakeholders. 

If you’re not confident about your project, it will show in the proposal and compromise your desired outcome.

6 Types of project proposals

When creating a project proposal, you’ll come across six types of proposals. As a project manager, you need to understand each type. 

1. Solicited

A solicited project proposal is written or prepared in response to a Request for Proposal (RFP) or a Request for Application (RFA). Sponsors and stakeholders use these requests to get proposals from businesses and other institutions.

A Request for Proposal is used to announce a project in detail for qualified teams to prepare proposals and bid for project funding. 

Therefore, do in-depth research and write persuasively to win the bid. Keep in mind that you are competing against other companies for project funding. 

2. Unsolicited

Unlike a solicited project proposal, an unsolicited proposal was not requested by the sponsors or stakeholders. It is defined as a proposal written to a government agency but not requested by the government. 

It often proposes a public-private partnership submitted by a private company to enter an agreement with the government agency.

With unsolicited project proposals, you’re not under any competition with other companies. However, you must still be convincing enough to get the stakeholders you are pitching to interested in your project. It’s important to note that verifying the email of the stakeholders beforehand can also help ensure that your proposal reaches the right people and doesn’t end up in their spam folders.

3. Informal

This short document (only a few pages long) is formatted as a memo or a letter and gives general details concerning a project. It has fewer sections than a formal proposal. 

These sections are the introduction, background, plan, project team structure , budget, and authorization.

Your client can send you an informal request for a proposal. When this happens, you reply by preparing and sending them an informal project proposal. The rules are less strict when writing this kind of proposal.

Project managers need to learn how to write a renewal proposal. A renewal project proposal is written to the client after an ongoing project has contractually ended. 

The proposal is prepared to request the client to renew the contract for a similar project. Here’s an example.

This proposal is written to clients or project sponsors with the hope that they will extend their engagement with your company. 

For instance, let’s say you run a SaaS marketing agency. You can write a renewal proposal including why SaaS marketing is different from traditional strategiesto convince your clients to continue working with you. 

Take time to emphasize your past results, milestones , and achievements that you’ve helped the client to achieve. This may persuade them that you’re the right fit for them to achieve even more success in the future.

5. Continuation

There’s no need to persuade or convince the stakeholders when writing a continuation proposal. It is simply a reminder to them that the project is kicking off. 

This proposal is key to getting stakeholders to release the project funds they already approved. Here’s an example.

It can also act as a progress report and budget breakdown before they release additional funds for the project to continue. 

However, keep in mind that continuation proposals can only be written for budget years that were already approved by the sponsors in the original award.

6. Supplemental

A supplemental project proposal is written to request increased support for a proposal already written, approved, and funded. The requested resource increase may result in the broadening of the project scope . 

Additionally, a new budget must be written to include the supplementary resources included in this new arrangement. 

Persuasion is vital when writing a supplementary proposal because you must convince the stakeholders of the importance of the additional resources you’ve requested.

5 Essential tips for writing a project proposal

A few important tips will guide you on how to write a project proposal effectively. Let’s look at the five top tips you should follow.

1. Know your audience

Your project proposal will have a positive impact on your stakeholders if you have a good understanding of who they are and what they’re looking for. 

Get to know how familiar they are with the proposed project. This will guide you on how to communicate your idea to them. 

It’ll also help you decide whether to provide supplemental information or materials to the stakeholders. 

Remember to adjust the information and formalities you include in the proposal to suit each stakeholder and their preference. You may, therefore, need to write more than one version of the project proposal for each stakeholder.

2. Keep it simple

It’s advisable to use language that is easy to understand when writing a project proposal. Try and avoid jargon to ensure you don’t lose your audience in the process of trying to make an impression. 

Remember also to use simple sentences and an easy-to-follow format to enhance the readability of your proposal further. Consider using a good content generator to help you with this. These content writing tools can help you detect complex sentences and words that can be simplified for your audience.

Additionally, keep the proposals short. Even if you’re the best writer in your region, you can only sustain your readers’ attention for so long. So know your limit and ensure your project proposal is not any longer than it needs to be.

3. Be persuasive

When talking about how to write a project proposal, persuasion is an invaluable asset to have. It helps you get the stakeholders to act favorably toward the project. 

There are several persuasive tools that you can use to grab your sponsors’ attention. Use;

• Historical data from similar projects in the past
• Marketing predictions from trusted institutions
• Survey results from reputable sources
• Testimonials from previous studies
• Case studies from studies done in the past

Don’t be shy to highlight your past achievements and qualifications too. This will help instill confidence and trust in your readers, leading them to take action on your project proposal.

4. Do your research

Facts, graphs, figures, charts, and numbers are very important in helping you substantiate your project proposal. These also help prove that the project is a worthwhile investment for your sponsors.

So get your hands dirty and dig for all the information you can get about past projects. Look at both successful and unsuccessful projects alike. This data will serve as evidence and examples that you can follow to craft a convincing project proposal for your stakeholders and sponsors.

5. Use a template

You know what they say; when in doubt, use a template. 

Okay, I made that up. But you get the point.

Templates help your company establish a consistent way of creating proposals while preventing anyone from missing any critical details. Here’s an example.

Templates also save time since anyone using them will know what details should be included and where each section should appear in the final draft.

6 Steps to writing a project proposal 

Even though you need to customize each proposal for the intended audience and project in question, these six steps can act as guidelines to ensure you create a compelling project proposal.

1. Write the executive summary

Like an essay introduction or a report abstract, the executive summary briefly describes your project. 

The executive summary is meant to give the reader an overview of the project and persuade them to keep reading until the end. 

A great executive summary should include:

• The challenge or problem that your project seeks to solve
• The proposed solution to that problem
• The positive impact your project will have after solving the problem
• Who will benefit from the project outcome, and how
• The needed project resources, timeline, and budget
• How project success will be measured

The summary should be just a few paragraphs long. Remember, it’s not meant to be a detailed description of the project. You’ll get the chance to discuss the project in-depth later on in the proposal.

2. Explain the project background 

When considering how to write a project proposal, a background check is an essential element to capture. 

Here, make sure to write about the specific problem your project is looking to address and what is already known about it. 

Include who has addressed the problem before, their research findings, and why this data is insufficient. 

Here’s an example of a project background.

This is where you use your research data and statistics to bolster your project proposal. These numbers go a long way in convincing readers that your project and the problem you’re addressing are worthwhile undertakings. 

In the end, let this section be about a page long (or less).

3. Introduce a solution

Since you’ve presented a problem in the project background section, it’s only logical that you present a solution in the next section. 

This section provides an opportunity to reveal your project approach in more detail. 

In this section, include;

• Your vision and mission statements
• Project scheduling and key milestones
• Project responsibilities and roles
• Project deliverables
• A risk register detailing how you’ll mitigate the risks
• The reporting tools to be used till the end of the project

This might turn out to be the longest section of your proposal. That’s because you need to explain everything involved in achieving your proposed solution in detail. 

It’s also worth noting that you may not need all the items stated above in your solution statement. So depending on your project scope, you can choose what to include and what to leave out.

4. Define the project deliverables 

Every stakeholder wants to know what the results of the project will be. Use this section to show them what their resources will ultimately achieve. 

Project deliverables should include the final product or projected outcome, SMART goals that align with your deliverables, and a project timeline.

As important as the problem and solution statements are, stakeholders visualize the project more easily when the deliverables are clearly defined.

5. List what resources are required 

By this point, every project manager hopes they’ve convinced the stakeholders that the project is worthwhile and needs to be implemented immediately. So the next natural step is to list what resources you need to undertake the project. 

For example, this software development project proposal presents a breakdown of the costs required for the project.

One of the key points on how to write a project proposal is to be clear about the resources you’ll need to deliver the desired products. So be sure to include:

• A detailed project budget
• A breakdown of the costs
• A resource allocation plan

It’s recommended that you save this section for the end of the project proposal to avoid bombarding and overwhelming your sponsors with requests too early. 

Give your idea time to float and convince them of the project’s value before stating the costs. 

6. Include a conclusion

The concluding section should give an overview of all the points discussed within the proposal . Make sure to write a persuasive and confident conclusion because this is your final chance to convince your reader to invest in the project. 

Here’s a nice example.

You can restate the problem your project seeks to solve, the proposed solution, and the impact the solution will have in the end. Just like a traditional essay, keep it relevant to the proposal.

If you are pitching or proposing the project to someone via email, we recommend going for plain text formatted email rather than spending time and designing email templates from scratch.

3 Examples of project proposal templates

Now that you know how to write a project proposal, let’s look into three templates you can use for your next proposal.

Business proposal template from Nifty

A business proposal is a written document aimed at helping a business gain clients and partners. This is done by describing the products and services offered, the potential outcomes of using the services, and the costs associated with them.

A business proposal template will help guide you into writing an effective proposal that is likely to win the approval of the intended sponsor.

Financial proposal template

A financial proposal is prepared to help organizations and businesses get funding from investors. It can also be used to suggest some changes in the budget and how much time is needed for the changes to be made. 

Here’s a great example.

When using a financial proposal template, be sure to detail all the resources needed, why you need each resource, and how they will be used to achieve the desired outcome. 

Since most of the financial proposals are to be sent in person, you can try experimenting with multiple formats like a Half-Fold template, trifold brochure template , or Gate-Fold, as these templates make reading the proposal a bit easy.

Nonprofit project proposal template

A nonprofit project proposal acts as a pitch letter that shows grantors the benefits of funding a nonprofit organization for a specified project. These grant proposals can be used to ask for funding from within the organization or from grantors outside the organization. 

These kinds of proposals can be very detailed. Therefore, a nonprofit project proposal template (like the one shown above) can come in handy in ensuring you don’t miss any crucial details.

In this article, we have shown you how to write a project proposal effectively. You have learned about the six types of project proposals and the five essential tips to apply when writing a project proposal.  

More importantly, you saw the six steps to writing a successful proposal. You can also use the three examples of project proposal templates for guidance. 

You’re now equipped to write a winning proposal for all your subsequent projects. Remember to do lots of research into your chosen topic and add data and numbers to your proposal. This will further convince your sponsors and stakeholders to invest in the project. All the best!

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Crafting a Persuasive Project Proposal: Key Techniques and Tips

Creating a project proposal can be intimidating at first. Proposals help stakeholders understand a project’s expected deliverables as well as what resources are necessary for the project to be successful. Once a project proposal has been approved, the project team can begin. 

But the question is, how can you write a persuasive project proposal that will help more projects get approved? 

In this blog, we’ll break down what a project proposal is, the different types of proposals, what goes into a proposal, as well as tips to write one like a pro. We’ve also created a template that you can use to make your proposals look polished and professional. 

Without further ado, let’s begin! 

What is a project proposal? 

A project proposal is essentially your pitch on your plan and vision for a particular project. The goal is to win stakeholder approval so you can move forward with the necessary budget and resources to make the project a success. 

Your project proposal document should include everything stakeholders need to know about a project, including your timeline, budget, objectives, and goals. Gaining stakeholder buy-in will be difficult if you’re not on the same page, so creating a written document of project details ensures everyone’s alignment. 

Because stakeholders will often sift through several proposals before selecting one to proceed with, your project proposal must be concise and efficient. If nothing else, it’s crucial to leave stakeholders with a clear understanding of the project’s core value proposition.  

Related: The Ultimate Guide to Managing Projects Effectively

Project proposal vs. estimate

While project proposals and estimates do have some overlap, they have some key differences. 

For one, proposals are typically submitted as part of the competitive process of winning new clients, so they involve you pitching how you’ll create value for the project. Budget or project estimates are just one detail of many that are typically included in a project proposal. 

On the other hand, the main purpose of an estimate is to provide an approximation of the costs necessary to carry out the project. A detailed estimate is likely something you’d present to stakeholders once they’ve decided yours is the winning project proposal.

You might’ve also heard the term ‘project charter’ before, as this is another step in the project creation process. A project charter documents your objectives, stakeholders, risks, goals, and overall budget. 

But whereas proposals are usually persuasive, your project charter is just a reference document based on the details of your proposal. Your project sponsors will look over your project charter and give their final stamp of approval. The other key difference between the two is that proposals are created in the initiation phase, whereas project charters are created in the planning phase of your project. 

Pro tip: The easiest way to create a project charter is with our project charter template.  

We get it though – managing all of the different documents you need for your project can be confusing. Luckily, project management software tools like Rodeo Drive can help. Try Rodeo Drive for free and create a project estimate in just a few clicks. 

Types of project proposals 

The type of project proposal you’ll need to write depends on your goals and project. In general, though, there are six types of project proposals that project managers should be familiar with. 

Here’s a breakdown of each: 

Solicited project proposals are created in response to a Request for Proposal (RFP). RFPs are essentially project announcements where stakeholders solicit bids from teams that are qualified to complete the project. 

RFPs typically come with very specific instructions that you’ll need to adhere to when creating your project proposal. Because solicited proposals are more competitive, you must hone your research and persuasive writing skills. 

Unsolicited 

Proposals are considered unsolicited when they’re submitted without an RFP, meaning the project stakeholders did not ask for your project proposal. While this makes unsolicited project proposals less competitive, there’s often some uncertainty on whether the stakeholders actually need your help. 

You might want to consider creating an unsolicited project proposal if you’ve identified a problem or opportunity during your everyday work that requires resources to solve, even if stakeholders aren’t yet aware of this opportunity.

Informal 

An informal project proposal is developed when project managers are asked to create a proposal – either verbally or through an informal communication channel – without an RFP. Since these proposals are less formal, you’ll have fewer guidelines and context, meaning they typically require more research. 

Renewal 

A renewal project proposal is sent to an existing or past client with the goal of them partnering with your organization again on a new project. As such, be sure to emphasize your previous project success and persuade them on your ability to create future results for them. 

Continuation

Continuation project proposals are less about persuading a potential client and more about providing information about an ongoing project – usually when a project is entering a new phase. These proposals are lower stakes and less complicated since stakeholders have already approved the project in the past and you’re not competing against other potential project teams. 

Supplemental 

Supplemental project proposals are sent to stakeholders already involved in your project, typically when you’re asking them to contribute more resources to ensure the project is a success. This might occur at the beginning of a project, or if a particular resource is in short supply and you cannot complete the project without it. Regardless, it’s critical to be persuasive in a supplemental project proposal. 

How to write a persuasive project proposal in 6 steps 

Now that we’ve covered the different contexts for project proposals, it’s time to break down what goes into writing a persuasive one. 

1. Craft an executive summary 

Just like the essays you wrote in school, it’s important to begin your project proposal with an introduction that hooks readers in. The best way to grab attention in a proposal is with an executive summary that provides a brief overview of the problem the project will address, your solution, and the impact the project will have. 

2. Establish the problem and project background

Next, it’s important to demonstrate a thorough understanding of the problem. Your goal should be to convince your audience that this problem is worth addressing and that you’re the right person to do so. 

This is where you should begin including research and statistics as supporting evidence. Generally, this section should provide a brief overview of what’s known about the problem and why previous attempts to solve the problem have been insufficient. 

3. Present your proposed solution

Now that you’ve described the problem, it’s time to pitch your solution. Showcase your project approach by including your vision statement, milestones , team, and deliverables that you’ll use to solve the problem you just finished framing. 

Your project scope will largely determine what should be included in this section, but you should expect this section to be the longest part of your project proposal. Your audience should leave this section with a clear understanding of what your plans are and how you’ll execute them. 

4. Establish your goals and deliverables 

The goals and deliverables section of your project proposal is important because it ensures your expectations are in alignment with that of your stakeholders. 

Your deliverables are the expected outcomes of your project, which might be a report, product, or new system. If you fail to produce the project deliverables that stakeholders expect from you, you’ll likely leave them unsatisfied, which is why they must be clearly outlined in your project proposal. 

The same goes for your goals. It’s a good practice to set Objectives and Key Results (OKRs) or SMART goals – in other words, goals that are specific, measurable, attainable, relevant, and time-based – and include a timeline for when you expect these goals to be met during the project. 

Also read: The Project Management Checklist: 12 Steps to Follow

5. Outline the budget and resources needed

Now that you’ve sold your audience on your proposed solution, it’s time to outline what resources you’ll need to see the project through. 

Your project budget should include all items that will eat up your budget, including supplies, team salaries, and project management tools , to name a few. Every dollar in your budget should be accounted for in the project proposal. 

Related: 12 Best Project Management Budgeting Tools to Try in 2023

Additionally, providing a breakdown of costs – meaning an explanation and additional research on why each resource is a necessary budget item – can be very helpful in gaining stakeholder trust and buy-in on your project proposal. 

You might want to also consider overestimating the number of resources you need so you can avoid having to create a supplemental project proposal to ask for additional funds later on.  

6. End with a strong conclusion

A strong conclusion determines how your audience will feel about your project proposal after they finish reading. Your final section should summarize the problem and solution you’ve already discussed and emphasize why you’re the best project team to work on it. 

Try to end on a positive note by highlighting the outcomes you’ll be able to deliver should your project proposal be selected. 

Manage your projects with Rodeo Drive

8 tips to write project proposals like a pro 

Like most things, writing a great project proposal requires practice. If you’re new to project management and proposals or just want to refine your skills , here are a few tips to help you out. 

Tip #1: Address the project management triangle throughout 

The project management triangle – also known as the triple constraint – includes your project’s time, scope, and cost. These three things will be top of mind for the stakeholders receiving your project proposal, so you should not hesitate to address them very clearly. 

It’s especially important that the project scope is universally agreed upon, as scope creep has the power to derail your budget and project timeline . Once your project proposal is approved, make sure all parties agree on the project management triangle. 

Tip #2: Add a cover page and table of contents 

Project proposals contain a lot of dense information, and you wouldn’t want your audience to begin reading without understanding what’s ahead first. You can easily do so by adding a cover letter and table of contents, which provide important context while also making your project proposal look significantly more professional. 

Tip #3: Keep it brief 

Think of your project proposal as an elevator pitch – you want to leave your audience with an understanding of your project vision without bogging them down with too many details. Try to keep your proposal to around two pages, with an appendix adding additional supplemental information if necessary. 

Tip #4: Tailor it to your audience 

Researching your audience ahead of time can help you decide the appropriate tone as well as the level of explanation you need to incorporate into your project proposal. 

For example, if your stakeholders are well-versed in the project area, you don’t need to dedicate as much time explaining terms or processes as you would if your audience was unfamiliar with the industry at hand. 

Tip #5: Set SMART goals 

You should aim to leave your stakeholders feeling confident in your ability to monitor your success along the way. The best way to do this is by making sure you’re setting SMART goals. 

While goal setting, it’s also crucial to set KPIs or milestones that prevent anything from slipping through the cracks. Your project management KPIs should help you make sure the project deliverables are on track for high-quality and on-time delivery. Also, be sure to communicate how often you’ll be sending project reports to stakeholders. 

Related:  Marketing Management Tasks to Prioritize for Successful Results

Tip #6: Include an appendix 

As we’ve previously mentioned, your project proposal should be concise. To avoid bogging your proposal down with the nitty-gritty details of the research you’ve done, you should consider including an appendix that you refer to throughout instead. 

This might include additional images, customer testimonials, or other data points that support the claims you’re making in the proposal. This is also where you would cite your sources so your audience knows where you got your information from. 

By referring to research in your appendix, you can demonstrate that your project plans are data-driven and informed – not just based on feelings. 

Related: Project Administration: A Crucial Part of Project Management

Tip #7: Have someone proofread 

Whether or not your team is chosen to spearhead a project might come down to the quality of your project proposal. When the stakes are high, there’s no room for typos and grammatical errors. 

This is why it’s a good idea to get a second pair of eyes on your project proposal before you send it to stakeholders. This person can also look for inconsistencies and missing information in addition to helping you identify minor errors. 

Remember – you want your audience to trust you to deliver on your project proposal, and you don’t want preventable errors getting in the way of that. It’s important to present yourself as a strong communicator. 

Tip #8: Use a template

Making sure your project proposal is visually appealing can take valuable time away from the research and planning that goes into your pitch. This is where templates come in handy. 

Project proposal templates are the best way to cut down on wasted time while also ensuring your proposals feature a high-quality graphic design. Plus, you can reuse templates for future project proposals rather than having to build a new one from scratch every time. 

At the end of this article, you’ll find an eye-catching template that you can download and customize to meet your needs. 

Planning your project proposals with Rodeo Drive 

To say that project management is time-consuming would be an understatement. Fortunately, project management tools like Rodeo Drive can cut down on your wasted time to help you increase your productivity. 

Rodeo Drive is an all-in-one project management tool that supports project managers through every stage of a project’s lifecycle. With budgeting , time tracking , invoicing , and reporting , Rodeo Drive is the single source of truth for your projects. 

When you create a new project in Rodeo Drive, you’ll be prompted to begin with a budget. Rodeo Drive’s budgets are broken down into phases, activities, and tasks to help you plan out our project and properly estimate how much everything will cost. 

Once your budget is built, sending an estimate to your client is effortless. In fact, you can customize your estimate with your company branding before sending it off to the client straight from Rodeo Drive in just a few clicks. 

And once that estimate is approved, your team can track time towards the project, which will automatically update your budget in real time. 

Want to view insights on employee productivity or project profitability? Your project data is available through Rodeo Drive’s "Reports" tab . 

Interested in trying it out for yourself? Try Rodeo Drive for free  – no credit card required.   

Free project proposal template 

As we’ve already mentioned, using a template to build your project proposal can save you a lot of time. Plus, it can prevent you from forgetting a section. 

This free project proposal template provides a sample project proposal outline while also ensuring your proposals are aesthetically appealing to stakeholders.

Click here to download a free project proposal template

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Ultimate Guide to Writing a Proposal Essay

Carla johnson.

• June 14, 2023
• How to Guides

If you’re a student, it’s likely that you’ve been asked to write a proposal essay at some point. A proposal essay is an academic piece of writing that tries to persuade the reader to do something or take a certain point of view. In this article, we’ll show you the best way to write a proposal essay that gets accepted.

What You'll Learn

What is a proposal essay?

A proposal essay is a type of academic writing in which the writer suggests an idea or solution to a problem and then backs up that suggestion with evidence. The proposal can take many different shapes, but it usually involves pointing out a problem or issue , suggesting a solution or course of action, and giving evidence to back up that solution or action.

Why are proposal essays important?

Proposal essays are important because they give students a chance to look into tough problems and come up with solutions that could change the world. By writing a proposal essay, students learn how to find and analyze information, think critically , and explain their ideas clearly. These skills are useful not only in school, but also in a lot of professional settings.

Thesis statement

In this article , we’ll provide you with a step-by-step guide to writing a proposal essay that will help you win over your audience and get your proposal accepted. We’ll cover everything from choosing a topic to formatting your essay , so you can be sure that you’re presenting your ideas in the most persuasive and effective way possible.

Choosing a Topic

Before you can start writing your proposal essay, you need to choose a topic. There are several factors to consider when choosing a topic, including your personal interests, the scope of the project, and the needs of your audience. Here are some tips to help you choose a great proposal essay topic:

Factors to Consider When Choosing a Topic

1. Your Interests: Choose a topic that you are passionate about or interested in. This will make the research and writing process more enjoyable and engaging.

2. Relevance: Choose a topic that is relevant to your audience or community. This will make your proposal more compelling and increase the likelihood of it being accepted.

3. Feasibility: Choose a topic that is feasible within the scope of your project . Make sure you have access to the resources and information needed to effectively research and support your proposal.

Brainstorming Techniques

Once you have considered these factors, it’s time to start brainstorming potential topics. Here are some techniques to help you generate ideas:

1. Mind Mapping: Create a visual map of your ideas, starting with a central topic and branching out into related subtopics.

2. Freewriting: Set a timer for 10-15 minutes and write down everything that comes to mind about a particular topic. Don’t worry about grammar or structure – just let your ideas flow.

3. Listing: Make a list of potential topics and then narrow it down based on the factors mentioned above.

Examples of Proposal Essay Topics

Here are some examples of proposal essay topics to help inspire your brainstorming:

1. Should college athletes be paid?

2. How can we reduce plastic waste in our community?

3. Should schools require students to wear uniforms?

4. How can we improve mental health resources for college students?

5. Should the minimum wage be increased?

6. How can we reduce the gender pay gap ?

7. Should the government provide free healthcare to all citizens?

8. How can we reduce the carbon footprint of our city?

9. Should there be stricter gun control laws?

10. How can we improve public transportation in our city?

Researching Your Topic

Once you have chosen a topic for your proposal essay, it’s time to conduct thorough research . This will involve gathering information from a variety of sources, evaluating their credibility, and organizing your findings in a way that supports your proposal.

Conducting Thorough Research

The first step in researching your topic is to identify credible sources of information. These may include academic journals, books, government reports, and reputable news sources. Use a variety of sources to ensure that you are getting a balanced and well-rounded perspective on your topic.

Evaluating Sources

Not all sources are created equal, so it’s important to evaluate each source for its credibility and relevance to your topic. Consider the following factors when evaluating sources:

1. Authorship: Who wrote the source, and what are their credentials?

2. Currency: How recent isthe information in the source? Is it still relevant?

3. Accuracy: Is the information in the source accurate and supported by evidence?

4. Bias: Does the source have a particular bias or agenda that may affect its credibility?

Taking Notes and Organizing Information

As you conduct your research, it’s important to take detailed notes and organize your information in a way that supports your proposal essay. Some effective note-taking strategies include:

1. Summarizing: Write a brief summary of key points and information from each source.

2. Quoting: Use direct quotes from sources to support your argument.

3. Paraphrasing: Restate information from sources in your own words, making sure to cite the source.

Once you have taken notes, organize them into an outline or mind map to help you structure your essay and ensure that your proposal is well-supported by evidence.

By following these steps, you can ensure that your proposal essay is well-researched, well-supported, and persuasive. In the next section, we’ll discuss how to effectively outline and structure your essay for maximum impact.

Outlining Your Proposal

Once you’ve chosen a topic and conducted thorough research , it’s time to create an outline for your proposal essay. An outline will help you organize your thoughts and ensure that your proposal is well-structured and easy to follow. Here are some tips for creating an effective proposal essay outline:

Creating a Proposal Essay Outline

1. Introduction: Begin with an attention-grabbing introduction that provides context for your proposal and sets the stage for your argument.

2. Background Information: Provide background information on your topic, including any relevant statistics, research, or historical context.

3. Problem Statement: Clearly state the problem or issue that your proposal addresses.

4. Proposed Solution: Present your proposed solution or course of action, providing evidence to support its effectiveness.

5. Implementation: Discuss how your proposed solution would be implemented and what steps would need to be taken to make it a reality.

6. Conclusion: Summarize your proposal and reiterate its importance, urging your audience to take action.

Tips for Effective Outlining

– Use bullet points or numbered lists to clearly organize your ideas.

– Make sure each section of your outline relates back to your thesis statement .

– Keep your outline concise and to the point.

Example Proposal Essay Outline

Here is an example proposal essay outline for a topic on reducing plastic waste in a community:

I. Introduction

– Attention-grabbing opening sentence

– Background information on plastic waste

– Thesis statement

II. Problem Statement

-Description of the problem of plastic waste in the community

– Statistics on the amount of plastic waste generated in the community

– Impact of plastic waste on the environment and health

III. Proposed Solution

– Proposal to ban single-use plastics in the community

– Alternatives to single-use plastics

– Benefits of reducing plastic waste

IV. Implementation

– Steps to implement the proposed ban on single-use plastics

– Timeline for implementation

– Strategies for community education and outreach

V. Conclusion

– Recap of the problem and proposed solution

– Call to action for community members to support the ban on single-use plastics

V. Writing Your Proposal

Now that you have a solid outline for your proposal essay, it’s time to begin writing. Here are some tips for crafting a strong proposal essay:

Crafting a Strong Introduction

Your introduction should grab the reader’s attention and provide context for your proposal. Here are some tips for crafting a strong introduction:

– Start with a hook, such as a surprising statistic, quote, or anecdote.

– Provide background information on your topic to help the reader understand the context of your proposal.

– Clearly state the problem or issue that your proposal addresses.

Writing the Body of Your Proposal

The body of your proposal essay should provide evidence to support your proposed solution. Here are some tips for writing the body of your proposal:

– Use research and statistics to support your proposal.

– Provide examples and case studies to illustrate the effectiveness of your proposed solution.

– Address Potential counterarguments and provide rebuttals to strengthen your argument.

Tips for Persuasive Writing

To make your proposal essay as persuasive as possible, here are some tips to keep in mind:

– Use strong, clear language that conveys your confidence in your proposal.

– Make sure your argument is logical and well-supported by evidence .

– Use emotional appeals sparingly and only when appropriate.

– Use transitional phrases to connect your ideas and ensure a smooth flow of information.

Avoiding Common Mistakes

Here are some common mistakes to avoid when writing your proposal essay:

– Failing to clearly state the problem or issue you are addressing.

– Presenting a solution that is not feasible or practical .

– Failing to address potential counterarguments or objections to your proposal.

– Overusing emotional appeals or providing insufficient evidence to support your argument.

By following these tips and avoiding common mistakes, you can craft a persuasive and effective proposal essay that will convince your audience to take action.

Refining Your Proposal

Once you’ve written a draft of your proposal essay, it’s important to refine it through careful editing and revision. Here are some tips to help you refine your proposal essay:

Editing and Revising Your Proposal

– Review your essay for grammar, spelling, and punctuation errors.

– Make sure your writing is clear, concise, and easy to understand.

– Check that your proposal is well-supported by evidence and that your arguments are logical.

– Look for areas where you can improve the flow and organization of your essay .

Peer Review and Feedback

It’s also a good idea to get feedback from others to help you refine your proposal essay. Here are some tips for getting feedback:

– Ask a peer or mentor to review your essay and provide feedback on areas that need improvement.

– Consider joining a writing group or seeking feedback from an online community.

– Take the feedback you receive seriously and use it to improve your essay .

Finalizing Your Proposal

Once you’ve made revisions based on feedback and edited your essay for clarity and accuracy, it’s time to finalize your proposal. Here are some final steps to take:

– Review your essay one last time to ensure it is error-free and well-organized.

– Make sure your essay is formatted correctly, with appropriate headings, margins, and font size.

– Create a bibliography or works cited page to provide proper credit to your sources.

Proposal Essay Examples

To help you understand what makes a successful proposal essay,here are some examples of effective proposal essays:

1. “Implementing a School-Wide Recycling Program” – This proposal essay outlines a plan to implement a recycling program in a high school. It provides a clear problem statement, proposed solution, and implementation plan, as well as statistics and research to support the proposal. The essay also addresses potential objections and provides rebuttals.

2. “Increasing Access to Healthy Food in Low-Income Communities” – This proposal essay proposes a solution to the problem of food insecurity in low-income communities. It provides a clear problem statement, proposed solution, and implementation plan, as well as research to support the proposal. The essay also addresses potential objections and provides rebuttals.

3. “Reducing Gun Violence in the United States” – This proposal essay proposes a solution to the problem of gun violence in the United States. It provides a clear problem statement, proposed solution, and implementation plan, as well as statistics and research to support the proposal. The essay also addresses potential objections and provides rebuttals.

Analysis of What Makes These Proposals Effective

These proposal essays are effective because they:

– Clearly state the problem or issue they are addressing.

– Provide a well-supported proposal or solution.

– Address potential objections and provide rebuttals.

– Use research and statistics to support their proposals.

– Provide a clear implementation plan.

– Use clear and persuasive language.

By analyzing successful proposal essays, you can gain insight into what makes a proposal effective and use thoseinsights to improve your own proposal essay. Remember to carefully research your topic , create a clear and well-supported proposal, and address potential objections to make your proposal as persuasive as possible. With these tips and examples in mind, you’ll be well on your way to writing a winning proposal essay.

Frequently Asked Questions

1. what are the elements of a proposal essay.

A proposal essay typically includes an introduction, background information, a problem statement, a proposed solution, an implementation plan, and a conclusion. It should also be well-supported by evidence and address potential objections.

2. How do I choose a topic for a proposal essay?

When choosing a topic for a proposal essay, consider your personal interests, the relevance of the topic to your audience or community, and the feasibility of the proposal within the scope of your project.

3. What is a proposal essay structure?

A proposal essay typically follows a structure that includes an introduction, background information, a problem statement, a proposed solution, an implementation plan, and a conclusion. Each section should be well-supported by evidence.

Writing a winning proposal essay requires careful research, persuasive writing, and effective organization. By choosing a relevant and feasible topic, conducting thorough research, creating a well-supported proposal, and refining your essay through editing and revision, you can create a persuasive and effective proposal essay that inspires action.

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

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

Written by: Jennifer Gaskin Dec 11, 2023

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

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

Click to jump ahead:

• What is a project proposal and how to use it

How to write a project proposal in 9 steps

4 project proposal examples with templates.

• What are the 6 types of project proposals?

What are the contents of a project proposal?

What is a project proposal & how to use it.

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

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

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

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

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

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

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

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

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

Step 2: Create a project proposal outline

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

Step 3: Define the problem and present your solution

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

Step 4: Highlight elements that may set your proposal apart

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

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

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

Step 5: Define project deliverables and goals

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

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

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

Step 6: State your plan or approach

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

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

Step 7: Outline your project schedule and budget

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

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

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

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

Step 8: Write the executive summary

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

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

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

Step 9: Proofread and edit

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

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

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

Additional tips:

Avoid overly salesy language.

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

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

Establish a single point of contact

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

Write with one voice

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

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

Construction project proposal examples

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

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

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

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

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

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

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

Design project proposal examples

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

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

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

Work project proposal examples

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

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

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

Marketing project proposal examples

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

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

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

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

Visit Proposally.ai for more project proposal examples .

What are the 6 types of project proposal s?

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

Solicited through RFP

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

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

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

I nformally solicited

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

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

Unsolicited

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

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

Pre-proposals

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

Non-competing/continuation proposals

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

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

Competing/renewal proposals

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

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

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

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

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

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

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

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

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

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

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

Project proposal FAQs

What is the difference between project proposals and project charters.

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

What is the difference between project proposals and business cases?

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

What is the difference between project proposals and project plans?

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

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

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

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

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6.5 Writing Process: Creating a Proposal

Learning outcomes.

By the end of this section, you will be able to:

• Describe the elements of the rhetorical situation for your proposal.
• Apply prewriting strategies to discover a problem to write about.
• Gather and synthesize information from appropriate sources.
• Draft a thesis statement and create an organizational plan.
• Compose a proposal that develops your ideas and integrates evidence from sources.
• Implement strategies for drafting, peer reviewing, and revising.

Sometimes writing a paper comes easily, but more often writers work hard to generate ideas and evidence, organize their thoughts, draft, and revise. Experienced writers do their work in multiple steps, and most engage in a recursive process that involves thinking and rethinking, writing and rewriting, and repeating steps multiple times as their ideas develop and sharpen. In broad strokes, most writers go through the following steps to achieve a polished piece of writing:

• Planning and Organization . Your proposal will come together more easily if you spend time at the start considering the rhetorical situation, understanding your assignment, gathering ideas and evidence, drafting a thesis statement, and creating an organizational plan.
• Drafting . When you have a good grasp of the problem and solution you are going to write about and how you will organize your proposal, you are ready to draft.
• Review . With a first draft in hand, make time to get feedback from others. Depending on the structure of your class, you may receive feedback from your instructor or your classmates. You can also work with a tutor in the writing center on your campus, or you can ask someone else you trust, such as a friend, roommate, or family member, to read your writing critically and give honest feedback.
• Revising . After reviewing feedback from your readers, plan to revise. Focus on their comments: Is your thesis clear? Do you need to make organizational changes to the proposal? Do you need to explain or connect your ideas more clearly?

Considering the Rhetorical Situation

Like other kinds of writing projects, a proposal starts with assessing the rhetorical situation —the circumstance in which a writer communicates with an audience of readers about a subject. As a proposal writer, you make choices based on the purpose for your writing, the audience who will read it, the genre , and the expectations of the community and culture in which you are working. The brainstorming questions in Table 6.1 can help you begin:

Summary of Assignment

Write a proposal that discusses a problem you want to learn more about and that recommends a solution. The problem you choose must be a current problem, even though it may have been a problem for many years. The problem must also affect many people, and it must have an actual solution or solutions that you can learn about through research. In other words, the problem cannot be unique to you, and the solution you recommend cannot be one you only imagine; both the problem and the solution must be grounded in reality.

One way to get ideas about a problem to write about is to read a high-quality newspaper, website, or social media account for a week. Read widely on whatever platform you choose so that you learn what people are saying, what a newspaper’s editorial board is taking a stand on, what opinion writers are making cases for in op-eds, and what community members are commenting on. You’ll begin to get a handle on problems in your community or state that people care about. If you read a paper or website with a national or international audience, you’ll learn about problems that affect people in other places.

You will need to consult and cite at least five reliable sources. They can be scholarly, but they do not have to be. They must be credible, trustworthy, and unbiased. Possible sources include articles from reputable newspapers, magazines, and academic and professional journals; reputable websites; government sources; and visual sources. Depending on your topic, you may want to conduct a survey, an interview, or an experiment. See Research Process: Accessing and Recording Information and Annotated Bibliography: Gathering, Evaluating, and Documenting Sources for information about creating and finding sources. Your proposal can include a visual or media source if it provides appropriate, relevant evidence.

Another Lens. Another way to approach a proposal assignment is to consider problems that affect you directly and affect others. Perhaps you are concerned about running up student loan debt. Or perhaps you worry about how to pay your rent while earning minimum wage. These concerns are valid and affect many college students around the United States. Another way is to think about problems that affect others. Perhaps students in your class or on your campus have backgrounds and experiences that differ from yours— what problems or challenges might they have encountered during their time in college that you don’t know about?

As you think about the purpose and audience for your proposal, think again about the rhetorical situation, specifically about the audience you want to reach and the mode of presentation best suited to them and your purpose. For example, say you’re dissatisfied with the process for electing student leaders on your campus. If your purpose is to identify the problems in the process and propose a change, then your audience would include other students, the group or committee that oversees student elections, and perhaps others. To reach other students who might also be dissatisfied, you might write an article, editorial, or letter for the campus newspaper, social media page, or website, depending on how students on your campus get news. In addition, you might organize a meeting of other students to get their input on the problem. To reach the decision makers, which may include elected students, faculty, and administrators, you might need to prepare an oral presentation and a slide deck.

Below in Figure 6.7 are three slides from Shawn Krukowski’s proposal that he adapted for a presentation: the title slide, a slide on one aspect of the problem, and a slide introducing one of the proposed solutions.

Quick Launch: Finding a Problem to Write About

A proposal must address a real-life problem and present one or more workable solutions. Usually, problems worth writing about are not easily solved; if they were, they would no longer be considered problems. Indeed, problems in proposals are often complex, and solutions are often complicated and involve trade-offs. Sometimes people disagree about whether the problem is a problem at all and whether any proposed solutions are viable solutions.

Exploring a Problem

One way to generate ideas about a problem is to brainstorm. To explore a topic for your proposal, use a graphic organizer like Table 6.2 to write responses to the following statements and questions:

For example, perhaps you’re considering a career in information technology, and you’re taking an IT class. You might be interested in exploring the problem of data breaches. A data breach is a real-world problem with possible solutions, so it passes the first test of being an actual problem with possible solutions. Your responses to the questions above might look something like those in Table 6.3 :

Narrowing and Focusing

Many problems for a proposal can be too broad to tackle in a single paper. For example, the sample above reveals that data breaches are indeed a problem but that several aspects can be explored. If you tried to cover all the aspects, you would be left writing general paragraphs with little specific information. The topic needs to be narrowed and focused.

The data breaches example above could be narrowed to the following problems—and possibly even more. Note that the questions start to zero in on possible solutions, too. In your own writing, as you brainstorm, try placing subtopics you discover into their own categories and asking more questions, as shown in Table 6.4 .

Sample Proposal Topics

The following broad topics are potentially suitable as a start for a proposal. Choose one of these or one of your own, and ask the exploring questions. Then look at your responses, and ask focusing questions. Continue to focus until you have a specific problem that you can discuss in sufficient depth and offer a concrete solution or solutions.

• Health fields: cost of medical and dental care for uninsured people, management of chronic conditions and diseases, infection control, vaccinations, access to mental health care, drug use and addiction, sports injuries, workplace safety
• Education: gaps in academic achievement, curriculum, recruitment and retention of staff and/or students, buildings and grounds, graduation rates, cocurricular activities
• Environment: forest management and fires, hurricanes and other extreme storms, water and air pollution, sustainable development, invasive species, waste management, recycling and composting, community gardening
• Engineering and computer science: robotics, vehicles and transportation, digital divide, online privacy, misinformation and misbehavior on social media, video games
• Business and manufacturing: quality improvement, process improvement, cost control, communication, social media, pay equity, fundraising, sourcing of materials, net-zero energy processes, workplace safety
• Policy and politics: public institutions, such as public schools, libraries, transportation systems, and parks; taxes, fees, and services; donations to political campaigns; healthcare, such as Medicare and Medicaid; social security; unemployment insurance; services for active military and veterans; immigration policy
• Society and culture: social media and free speech; inequality in housing, employment, education, and more; cancel culture; bullying; wealth and poverty; support for the arts; athletes and sports; disparities related to race, sex, gender identity and expression, age, and/or ability

Gathering Information

Proposals are rooted in information and evidence; therefore, most proposal assignments require you to conduct research. Depending on your assignment, you may need to do formal research, an activity that involves finding sources and evaluating them for reliability, reading them carefully and taking notes, and citing all words you quote and ideas you borrow. See Research Process: Accessing and Recording Information and Annotated Bibliography: Gathering, Evaluating, and Documenting Sources for detailed instruction on conducting research. If you are proposing a solution to a problem in your local community or on your campus, you may need to conduct primary research as well, such as a survey or interviews with people who live or work there.

Whether you conduct in-depth research or do background reading, keep track of the ideas that come to you and the information you learn. You can write or dictate notes using an app on your phone or computer, or you can jot notes in a journal if you prefer pen and paper. Then, when you are ready to begin to organize what you have learned, you will have a record of your thoughts and information. Always track the source of the information you gather, whether from your reading or a person you interviewed, so that you can return to that source if you need more information and can credit the source in your paper.

Kinds of Evidence

You will use evidence to demonstrate that the problem is real and worthy of being solved and that your recommended solution is workable. Choose evidence for your proposal that is rooted in facts. In addition, choose evidence that best supports the angle you take on your topic and meets your instructor’s requirements. Cite all evidence you use from a source. Consider the following kinds of evidence and examples of each:

Definition : an explanation of a key word, idea, or concept.

The Personal Data Notification & Protection Act of 2017 defines a security breach as “a compromise of the security, confidentiality, or integrity of, or the loss of, computerized data that results in… (i) the unauthorized acquisition of sensitive personally identifiable information; or (ii) access to sensitive personally identifiable information that is for an unauthorized purpose, or in excess of authorization.”

Example : an illustration of an idea or concept.

Every month, university staff members receive a fake phishing email from the IT department. The goal is to train employees of the university to be critical readers of every email they receive.

Expert opinion : a statement by a professional whose opinion is respected in the field.

In The Sixth Extinction , science writer Elizabeth Kolbert observes that humans are making the choice about “which evolutionary pathways will remain and open and which will be forever closed” (268).

Fact : information that is true and can be proven correct or accurate. Statements of fact are built on evidence and data.

In March and April of 2020, 43 states in the United States issued orders directing residents to stay home except for essential activities.

Interview : a person-to-person, phone, or remote conversation that involves an interviewer posing questions to another person or group of people.

During an interview, I asked about parents’ decisions to vaccinate their children. One pediatrician said, “The majority of parents see the benefits of immunizations for their children and for public health. For those who don’t, I talk to them and try to understand why they feel the way they do.”

Quotation : the exact words of an author or speaker.

According to the Federal Aviation Administration, SpaceX was required to conduct a “comprehensive review of the company’s safety culture, operational decision-making, and process discipline,” in addition to investigating the crash of its prototype spacecraft (Chang).

Statistics : numerical fact or item of data.

According to the Environmental Protection Agency, more than 40 million tons of food waste were generated in 2017, comprising 15.2% of all trash sent to landfills (DeSilver).

Survey : a structured interview in which respondents are all asked the same questions and their answers are tabulated and interpreted. Surveys reveal attitudes, beliefs, or habits of the general public or segments of the population.

In a survey of adults conducted in July 2020, 64 percent of respondents said that social media have a mostly negative effect on American society (Auxier).

• Visuals and other media : graphs, figures, tables, photographs, diagrams, charts, maps, videos, audio recordings, etc.

Thesis and Organization

Drafting a thesis.

When you have a solid grasp of the problem and solution, try drafting a thesis . A thesis is the main idea that you will convey in your proposal and to which all the paragraphs in the paper should relate. In a proposal, you will likely express this main idea in a thesis statement of one or two sentences toward the end of the introduction.

For example, in the thesis statement Shawn Krukowski wrote for his proposal on climate change, he identifies the problem and previews the solutions he presents:

student sample text What is needed to slow climate change is unified action in two key areas—mitigation and adaptation—spurred by government leadership in the United States and a global commitment to addressing the problem immediately. end student sample text

Here is another example that identifies a problem and multiple solutions:

student sample text The number of women employed in the IT field is decreasing every year, a trend that can be changed with a multifaceted approach that includes initiatives in middle schools, high schools, and colleges; active recruitment; mentoring programs; and flexible work arrangements. end student sample text

After you draft a thesis statement, ask these questions and revise it as needed:

• Is it engaging? A thesis for a proposal should pique readers’ interest in the problem and possible solutions.
• Is it precise and specific? If you are interested in curbing the spread of invasive plant species, for example, your thesis should indicate which environment the plant or plants are invading and that you are proposing ways to stop the spread.

Organizing Your Ideas

A proposal has a recognizable shape, starting with an introduction, followed by discussions of the problem, possible solutions, potential objections to the solutions, and a conclusion with a recommendation. A graphic organizer like Table 6.5 can help you organize your ideas and evidence.

Drafting a Proposal

With a tentative thesis, an organization plan, and evidence, you are ready to begin drafting your proposal. For this assignment, you will discuss a problem, present possible solutions, address objections to the solutions, and conclude with a recommendation.

Introduction

You may choose to write the introduction first, last, or midway through the drafting process. Whenever you choose to write it, use it to draw readers in. Make the proposal topic clear, and be concise. End the introduction with your thesis statement.

Opening a proposal with an overview of your topic is a reliable strategy, as shown in the following student-written example on women working in IT. The thesis statement, which appeared earlier in this section, is underlined:

student sample text People who work in the information technology (IT) field often start their careers fixing computers and other electronic devices for others. Through experience and education, an IT worker’s career path can branch out to specialize in everything from programming new software to setting up and maintaining networks. The IT field is growing because of the constant development of technology, and the demand for employees also is growing. underline Yet the number of women employed in the IT field is decreasing every year, a trend that can be changed with a multifaceted approach that includes initiatives in middle schools, high schools, and colleges; active recruitment; mentoring programs; and flexible work arrangements end underline . end student sample text

Body Paragraphs: Problem, Solutions, Objections

The body paragraphs of your proposal should present the problem, the solution or solutions, and potential objections to the proposed solution(s). As you write these paragraphs, consider using the point , evidence , and analysis pattern:

• The point is the central idea of the paragraph, usually given in a topic sentence stated in your own words at or toward beginning of the paragraph.
• With the evidence you provide, you develop the paragraph and support the point given in the topic sentence. Include details, examples, quotations, paraphrases, and summaries from sources. In your sentences and paragraphs, synthesize the evidence you give by showing the connections between sources. See Position Argument: Practicing the Art of Rhetoric and Argumentative Research: Enhancing the Art of Rhetoric with Evidence for more information on quoting, summarizing, paraphrasing, and synthesizing.
• The analysis comes at the end of the paragraph. In your own words, draw a conclusion about the evidence you have provided and relate it to the topic sentence.

The paragraphs that follow show the point-evidence-analysis pattern in practice.

Body Paragraphs: Problem

Follow the introduction with a discussion of the problem. Using paragraph structure, define the problem and discuss it, drawing on evidence from your sources. This paragraph (or paragraphs) should answer these questions: What is the problem? Why is this a problem? The following example, from the proposal on women working in IT, answers the first question:

student sample text The information technology (IT) field is continuously expanding, with many more positions available than workers to fill them. In fact, the pool of IT professionals was so small that in 2001, Congress raised the visa limit in an effort to fill the gap with employees from overseas (Varma, 2002). And yet the number of women represented in the occupation is decreasing. From 1990 to 2020, the percentage of women in IT declined from 31 percent to 25 percent, even though women make up 47 percent of all employed adults in the United States. According to White (2021), only 19 percent of women pursue a computer science major in college, compared to 27 percent in 1997. Of those women who graduated with a computer science degree, 38 percent are working in the field compared to 56 percent of men, a statistic that indicates women are not staying in the field. Although gender diversity supposedly is valued in the workplace, the underrepresentation of women in IT is clearly a problem. end student sample text

The writer then goes on to answer the second question: Why is this a problem? The writer discusses stereotypes, lack of encouragement and role models, workplace culture, pay, and prospects for advancement (not shown here).

Body Paragraphs: Solutions

After presenting and explaining the problem, use specific information from the sources you consulted to present the solution or solutions you have discovered through your research. If you are proposing more than one solution, present them one at a time, using headings as appropriate.

The solutions section will likely be the longest part of your proposal. Below are two paragraphs from the proposal about women working in IT. Note how the first paragraph introduces the solutions and how the second paragraph uses evidence to develop the first proposed solution. Also note the informative boldface headings.

student sample text The following suggestions are ways to encourage women to enter IT and build their careers, with the eventual goal of achieving gender balance in the field. The solutions discussed include encouraging interest in computer technology among girls in middle school and high school, actively recruiting college-age women to study IT, and within the field, mentoring women and expanding workplace flexibility to improve retention. end student sample text

student sample text The National Center for Women & Information Technology (NCWIT) is an organization that encourages girls in middle school and high school to explore their interest in IT. One program, the NCWIT’s Aspirations in Computing, supports women in high school by showing them that they can succeed in technology and introducing them to other students with similar interests. The same program matches middle-school girls with female high-school and college students and awards scholarships for computing and programming competitions. In addition, internships and IT courses in middle school and high school provide opportunities to learn what a career in IT entails, with or without a degree in IT. Opportunities like these give girls and women support and a sense of belonging. end student sample text

The paragraphs that follow (not shown here) continue the discussion of the possible solutions.

Body Paragraphs: Objections

Depending on the problem and solution, consider the objections readers may raise, and explain why your proposal is necessary and worthwhile. For example, the proposal on women in IT does not discuss objections because few people would object to the writer’s proposal. Shawn Krukowski, however, in his proposal on climate change, includes a section on objections to taking action. He focuses the discussion on people who deny that climate change is a problem. Would you do the same? Consider whether this section of Shawn’s proposal might have been stronger had he addressed objections to the solutions he proposed—mitigation and adaptation—instead of objections to the problem.

student sample text Despite scientific evidence, some people and groups deny that climate change is real or, if they admit it exists, insist it is not a valid concern. Those who think climate change is not a problem point to Earth’s millennia-long history of changing climate as evidence that life has always persisted. Most of the change, however, predates human civilization, which has benefited from thousands of years of stable climate. The rapid change since the Industrial Revolution is unprecedented in human history. end student sample text

student sample text Those who deny climate change or its dangers seek primarily to relax or remove pollution standards and regulations in order to protect, or maximize profit from, their industries. To date, their lobbying has been successful. For example, the world’s fossil-fuel industry received $5.3 trillion in 2015 alone, while the U.S. wind-energy industry received $12.3 billion in subsidies between 2000 and 2020 (Green America, 2020). end student sample text

Conclusion and Recommendation

The conclusion and recommendation section of your proposal is the part in which you interpret your findings and make a recommendation or give a call to action. At this point, focus on the solution that will best solve the problem, suggesting or summarizing specific actions.

Below is the recommendation section from the proposal about women in IT. In the full conclusion (not shown here), the writer summarizes the main points of the proposal. In the recommendation paragraph that follows, the writer calls for specific actions:

student sample text Many researchers have studied why few women choose IT as a career and why some decide to leave the field. Although the numbers cannot be improved immediately, the following changes in school and the workplace could recruit and retain more women in IT: end student sample text

• Include technology education courses and formal IT programs in middle- and high-school curricula to give girls and young women opportunities to develop an interest at an early age.
• Develop internship and mentor programs in high schools and colleges to combat stereotyping and encourage women to enter the field.
• Develop and encourage workplace mentor programs, flexible work options, and open communication for professional growth and retention.

student sample text With time and effort, these actions may result in more women seeing themselves in long-term IT careers. end student sample text

References or Works Cited Page

Including any data you gathered through primary research, such as a survey you created and administered, interviews you conducted, or observational notes you took, you must cite the sources you consulted. These sources appear in the text of your proposal and in a bibliography at the end. The paragraphs in the previous section, including Shawn Krukowski’s proposal, use APA documentation style. For more on documenting sources, see Index and Guide to Documentation , MLA Documentation and Format , and APA Documentation and Format .

Abstract or Executive Summary

An abstract (or executive summary) summarizes your proposal. The purpose is to present information briefly and economically so that readers can decide whether they want to read further. Include your main points, but not the evidence.

Although an abstract or executive summary comes first in a proposal, it is advisable to write it after you have completed your proposal and are certain of your main points. The example below is the abstract from the proposal about women in IT.

student sample text The purpose of this proposal is to raise awareness of the small number of women working in the information technology (IT) field, to examine the factors that contribute to discouraging women from entering IT, and to propose ways to draw women into the field and retain them. Although the IT field is growing, the number of women employed within it remains low. Women may be reluctant to pursue a career in IT because of stereotypes, few role models, and lack of encouragement. Women who have already established a career in IT report leaving the field for these reasons, as well as family responsibilities and lack of advancement. There are several potential ways to raise the number of women in IT. Encouraging interest in computer technology among girls in middle school and high school, recruiting college-age women to study IT, mentoring young professional women, and improving workplace flexibility will, over time, break down stereotypes and increase the number of women in the IT field. end student sample text

Peer Review: Getting Feedback from Readers

With a complete draft in hand, you may engage in peer review with your classmates, giving feedback to each other about the strengths and weaknesses of your drafts. For peer review within a class, your instructor may provide a list of questions or a form for you to complete as you work together.

Conferencing in Writing Groups

Other people can provide feedback on your writing beside your classmates. If you have an on-campus writing center, it is well worth your time to make an online or in-person appointment with a tutor at any point in your writing process. You will get valuable comments and improve your ability to review your own writing.

Another way to get fresh eyes on your writing is to ask a friend or family member to read your draft. To get useful feedback, provide a list of questions or a form such as the one shown in Table 6.6 for them to complete as they read.

Revising Your Proposal

A strong college paper is rarely written in a single draft, so build in time to revise your work. Take time with the comments you receive from your readers, and read your own work with a critical eye.

Responding to Reviewers’ Feedback

When you receive feedback from readers—whether from your instructor, your classmates, a writing tutor, or someone else—read each comment carefully to understand what the reader is communicating. Do your best not to become defensive, and be open to suggestions for improvement. Remind yourself that your readers are trying to help. As someone who hasn’t thought about your proposal as much as you have, a new reader can often see strengths and weaknesses that you cannot. Analyze each response, and decide whether acting on a suggestion will make your writing better. Remember that you remain the author, and you make the final call on your writing.

As you read, keep track of the comments your readers make. Pay special attention to strengths and weaknesses that more than one reader identifies. Use that information to improve later assignments as well as your proposal.

Revising on Your Own

The following revising strategies can help you read your draft critically and carefully:

• Read your draft aloud. Read the entire text from the beginning slowly and carefully, marking spots that need revision. Reading in this way allows you to see areas that need clarification, explanation, or development that you may have missed when you wrote the first draft. You can also have someone read your draft aloud to you.
• Make a paragraph outline. The most common unit of thought in writing is the paragraph, a group of sentences set off from other groups because they focus on a single idea. Writing a paragraph outline creates a map of your whole paper that can help you determine whether the organization is effective or needs changing. Number each paragraph and write a phrase describing its topic or focus. Check that each paragraph has a topic sentence that states the main idea of the paragraph.
• Test your evidence. Check whether each piece of evidence is factual and supports the main idea of the paragraph. Check that each piece of evidence is introduced, woven into your sentences, and cited.
• Listen for your voice. In most college papers, your language should sound like a real person. If your instructor requires a formal style for the assignment, the language should be objective and in third-person point of view .
• Let go if you need to. View change as good. Learn to let go of words, sentences, paragraphs, and maybe even your entire first draft. Sometimes the best way to revise is to start fresh. The knowledge you have built in writing a first draft will serve you well if you need to start over.
• Create a new file for each revision. Each time you revise a draft, save the new version with a new file name so that you don’t lose your previous work. That way, you can return to an earlier version of your draft if you are not happy with the revision.
• Edit and proofread. When you are satisfied with the overall shape of your paper, reread it once again to check for sentence-level errors in grammar, punctuation, spelling, and source citations.

Taking It Public: Publishing or Presenting Your Proposal

Publishing is a final step in the writing process. You may want to consider publishing your full proposal in your campus newspaper (or rewriting it as a letter to the editor) if your topic is related to your school. Or you may want to present it to an organization or committee on campus that can help you make your solution a reality. If your topic is related to the community in which you live, consider submitting your proposal to the local newspaper or presenting it at a city council meeting. (Note that if you decide to present your proposal orally, you’ll need to figure out in advance the procedure for speaking or getting on a meeting agenda.) If your topic is more general and involves substantial research, consider submitting your proposal to one of these journals that publish undergraduate research work in all fields:

• American Journal of Undergraduate Research
• Midwest Journal of Undergraduate Research
• PURSUE Undergraduate Research Journal

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Access for free at https://openstax.org/books/writing-guide/pages/1-unit-introduction

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• Publication date: Dec 21, 2021
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Jun 21, 2023

Proposal Essay Examples: Convincing Ideas for Your Research Paper or Essay

Dive into the power of persuasive writing through captivating proposal essay examples. Explore ideas that inspire, enrich your work, and unlock impactful proposal crafting. Prepare to elevate your writing and leave a lasting impression!

Writing a compelling proposal essay often presents a challenge for many students. A large proportion can't distinguish a research paper proposal from a proposal essay, and even more find difficulty in creating persuasive ideas for their essays. If this situation resonates with you, rest assured you're not alone.

In this extensive guide, we aim to simplify the process of writing a proposal essay. We provide a host of resources such as examples of proposal essays, a carefully constructed outline template, and proven writing techniques. Our guide, honed through years of experience in academic writing, is specifically designed to help you achieve high grades in your proposal essay assignment.

Embark on this journey with us to uncover the nuances of crafting an excellent proposal essay. Armed with the correct resources and guidance, you will transition from uncertainty to confidence, ready to produce an impressive proposal essay. Let's start delving into the craft of writing an engaging proposal essay.

What is a Proposal Essay?

An essay proposal is a document that outlines the content and purpose of your proposed essay. Whereas a thesis conveys the central concept of your study, an essay proposal summarizes the intent and substance of a specific essay.

A proposal essay also serves as a detailed plan of action addressing a particular problem. The writer identifies a problem, suggests a solution, and provides evidence to persuade the reader to agree with the proposed solution or idea. In essence, your role as a writer is to convince the reader that your concept is exceptional and that they should support its execution.

These essays function as a strategic tool, enabling you to sell an idea, belief, or yourself in a manner that not only piques the reader's interest but also convinces them of your capability to bring the proposed plan to fruition. Although proposal essays are frequently associated with business and economics disciplines, they extend beyond these fields.

Proposal essays fundamentally promote critical thinking and problem-solving skills among students. They allow you to venture beyond the structured academic syllabus and engage with real-world issues that require innovative solutions. Writing a proposal essay, therefore, is an opportunity to demonstrate your analytical acumen and your capacity to think creatively.

How to Write a Proposal Essay

Writing a compelling proposal essay requires careful planning, thorough research, and meticulous execution. Here are the steps to ensure your proposal essay stands out:

1. Understand Your Audience: Begin by identifying your target audience. Who are they, and what is their role in the context of your proposal? What are their needs, concerns, or interests? Understanding your audience's perspectives helps in tailoring your message, increasing the chances of your proposal being accepted.

2. Research Thoroughly: Deep and broad research is crucial. Even if you're well-versed with the topic, there is always more to learn. Look at what experts in the field have said and how your proposal aligns or diverges from their views. This research will not only fortify your arguments but also make your essay more credible and authoritative.

3. Create a Detailed Plan: Once you've completed your research, start to structure your essay. Begin with an introduction where you present the problem or issue. Then, propose your solution in the body paragraphs, where each paragraph should focus on a single point or argument, supported by evidence. Finally, wrap up your proposal in the conclusion by summarizing your key points and reinforcing the significance of your solution.

4. Write Your First Draft: Start writing your essay based on the plan you have created. Be clear and concise, avoid jargon, and make sure your arguments are logically constructed and easy to follow.

5. Revise and Edit: After completing your first draft, it's important to revisit it with a critical eye. Look for areas where your argument can be strengthened, check for coherence and flow, correct grammatical errors, and ensure your language is clear and precise. It may be helpful to have others review your work for a fresh perspective.

6. Proofread: Once you're satisfied with the content of your essay, proofread it one final time to catch any minor mistakes or inconsistencies. Remember, a polished essay demonstrates your diligence and commitment to quality.

By following these steps, you can create a persuasive, well-structured proposal essay that effectively communicates your idea and its value.

Structure of a Proposal Essay

Writing a proposal essay requires a specific structure that enables you to present your idea clearly and persuasively. Here's an overview of the necessary elements:

1. Introduction: Your introduction sets the stage for your proposal. It should include a captivating hook that draws readers in, and a clear thesis statement that summarizes your proposal. For Example: A feasible approach to decreasing the alarming mortality rate among young mothers is by equipping parents with necessary skills to support their teenage daughters who become pregnant.

2. Problem Statement: After the introduction, delve deeper into the problem your proposal aims to solve. Describe its nature, roots, and implications. Clarify why it's critical to address this problem, how it affects your readers, and what benefits solving it would bring.

3. Proposal Statement: In this section, elucidate your proposal in detail. Describe the solution you've come up with, highlighting both its benefits and potential drawbacks. Ensure you present your idea as the optimal solution to the problem at hand.

4. Implementation Plan: Next, explain how you plan to execute your proposal. This should be a clear and comprehensive guide demonstrating the practicability of your solution. Identify potential obstacles that might arise during implementation and include steps to overcome them. Discuss why your approach is unique and why previous attempts to solve the problem have failed.

5. Expected Outcome: Here, discuss the positive results you expect from the implementation of your proposal. Provide a clear, concise picture of the improvements and advantages your solution will bring. 6. Evaluation: In this section, provide an estimate of the resources, including time, money, and expertise, necessary to implement your proposal. Discuss its feasibility within the current situation and address possible objections or criticisms from those who might disagree with your proposal.

7. Timeline and Required Resources: Clearly specify the resources required to implement your proposal, such as manpower, funds, and equipment. Include a timeline if possible, giving a chronological order of the steps to be taken.

8. Conclusion: Summarize the key points of your essay and reaffirm the significance of your proposal. This is your final opportunity to convince your readers, so end with a powerful call to action.

Avoid introducing new ideas in the conclusion, as it can confuse readers and may unnecessarily elongate your essay. Stick to wrapping up what you've already presented and reemphasizing its importance.

Proposal Essay Examples 

In the following section, we present a collection of Proposal Essay Examples. These essays serve as excellent references for those looking to understand the structure and content of a compelling proposal.

 Each one addresses a unique and important topic, provides an insightful problem statement, proposes thoughtful solutions, and concludes by summarizing the main points. These examples illustrate the effective strategies used in proposal writing to engage readers and convincingly present an argument. 

Let's delve into these intriguing examples to inspire and enhance your proposal writing skills.

1. Reducing Plastic Waste: A Proposal for Action

Introduction:

With the escalating global environmental crisis, the specter of plastic waste looms large. Forecasts from the United Nations indicate that, failing to reduce plastic waste, we'll have more plastic than fish in the oceans by 2050. This proposal aims to present tangible solutions to this predicament.

Problem Statement:

The unchecked production and disposal of plastic products significantly contribute to plastic waste, endangering the environment and marine life. Given the lifespan of plastic waste—lasting centuries—it's crucial to devise an effective solution to curb plastic production.

Suggested measures to combat plastic waste include:

Government-imposed ban on single-use plastic items, such as straws, cups, and cutlery.

Government incentives encouraging the use of reusable products.

Awareness campaigns conducted by the government and NGOs about the environmental impact of plastic waste.

Investments in improved waste management systems for the proper handling of plastic waste.

Conclusion:

Reducing plastic waste is an urgent priority. By implementing the proposed measures, we can alleviate the issue, protect our environment and marine life, and build a more sustainable future.

2. Dangers of Texting While Driving

Despite countless warnings and campaigns, texting while driving remains a widespread, dangerous habit. This essay investigates the perils of this behavior and proposes measures to mitigate it.

Texting while driving constitutes a severe distraction, often leading to road accidents. Studies even rank it as more dangerous than drunk driving, as it considerably delays a driver's reaction time.

To address this peril, the following steps are suggested:

Launching educational programs and campaigns to inform drivers about the risks of texting while driving.

Implementing stricter penalties for drivers caught in the act.

Promoting technologies that restrict texting while driving.

Texting while driving is a lethal habit that warrants immediate attention. By raising awareness, enforcing stricter rules, and employing technology, we can significantly cut down road accidents due to distracted driving.

3. The Causes of Homelessness

Homelessness, affecting millions worldwide, is a complex and pressing social issue. This essay explores the causes behind homelessness and suggests viable solutions.

Causes of Homelessness:

Poverty, mental illness, addiction, and family breakdowns constitute the four primary triggers of homelessness.

To alleviate homelessness, the following steps are suggested:

Stimulate the supply of affordable housing by offering financial incentives to developers and reducing zoning restrictions.

Facilitate access to mental health services, addiction treatment, and support services for individuals and families experiencing homelessness.

Alleviate poverty by raising the minimum wage, providing job training, and enhancing access to education and healthcare.

Addressing homelessness calls for a comprehensive and coordinated effort. By implementing the proposed measures, we can significantly reduce homelessness, emphasizing our collective responsibility to extend support to those grappling with this issue.

Final Words

In conclusion, crafting a persuasive proposal essay involves thoughtful planning, in-depth research, and adept writing techniques. With Jenni.ai's cutting-edge AI tools at your disposal, this process becomes simpler, enabling you to create standout proposal essays. Take this opportunity to enhance your writing skills and leave an enduring impression on your audience. Experience the transformative capabilities of Jenni.ai today!

Start Writing With Jenni Today

Sign up for a free Jenni AI account today. Unlock your research potential and experience the difference for yourself. Your journey to academic excellence starts here.

Project Proposals Explained

What is a Project Proposal?

The Project Proposal is the initial document used to define an internal or external project. The proposal includes sections such as title, start and end dates, objectives and goals, requirements, and a descriptor of the proposed solution.

The project proposal functions as the working document between the agency and the client before a potential initiation of the project. Thus, the project proposal is used to define the objectives and requirements of a project for the external party. For the internal party, it is a method to analyze the feasibility and profitability of the project.

The main objective of the project proposal is to get the client to buy into your services. Thus, project proposals are a great way to secure funding, win new clients, or convince executives to allocate resources to projects.

Writing a successful project proposal requires being on the same page with the clients and wearing their shoes for a moment. You need to think like them and figure out exactly what they want to achieve with the project. 

It’s at the stage of writing a project proposal that you start focusing on the results critical for the client. It explains why successful organizations get into so much detail with their project proposals. Because a project proposal outlines your project’s value proposition, you will benefit from having the following elements in it:

• Central problem: What is the core problem the project team will aim to solve?
• Project resources: What  resources  will be available?
• Project timeline: What is the suggested  project timeline  to solve the problem?
• Project budget: What is the  project’s price ?
• Key project deliverables: What is the  project scope ? How will the success of the project be measured? 

At the same time, as experience shows, you’ll have very little time to craft a project proposal. To push the envelope and stay proactive in these circumstances, a  project and resource management software  could be a huge time-saver. 

A challenge that often comes together with creating proposals in project-oriented companies is misalignment between teams. When your account executives sell a project and you're a bit late to the party, it's somewhat difficult to line up the price with the expectations. That's why companies turn to one best practice when writing project proposals – they set a  project baseline  to make sure everyone stays on the same page during the course of the project. 

Remember that clients demand your full attention. Your toolstack shouldn’t. Taking too much time to create a project proposal can make clients backpedal.

On that note, mind that a project proposal is not a novel about your company’s strengths. There’s no space for fluff!

AI for Project, Resource & Capacity Planning

Take your project and resource management to the next level with our AI-driven platform.

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Top Proposal Essay Examples: Academic & Professional Success Guide

Crafting a compelling proposal essay can be a game-changer in persuading your audience to see things from your perspective. Whether you’re tackling a social issue, suggesting a new policy, or pitching an innovative idea, a well-structured proposal essay lays the groundwork for impactful communication.

By exploring various proposal essay examples, writers can gain insights into effective strategies and techniques. These examples not only demonstrate how to present a problem and propose a solution but also highlight the importance of clear, concise, and persuasive language. Dive into these examples to enhance your writing skills and elevate your arguments to the next level.

Understanding Proposal Essays

What is a proposal essay.

A proposal essay presents an idea through a written document, aiming to persuade the reader about its merit. By explaining the issue, outlining a solution, and presenting supporting arguments, it helps the reader understand and accept the proposal. Proposal essays are essential in academic, business, and social contexts for suggesting new policies or solutions to problems.

Key Elements of a Successful Proposal Essay

Clear Problem Statement : The essay must define the issue. It should concisely outline what the problem is and why it matters.

Proposed Solution : The solution must be practical and feasible. It should directly address the problem and be detailed enough for the reader to understand.

Evidence and Support : Data, real-life examples, and authoritative sources should back up the proposal. This lends credibility and convinces the reader of the solution’s viability.

Anticipation of Objections : Addressing potential counterarguments strengthens the proposal. It shows preparation and enhances the argument by pre-emptively resolving concerns.

Specific Language and Tone : The essay should be formal yet persuasive. Clear and precise language enhances understanding and keeps the reader engaged. Avoiding ambiguity ensures the reader grasps the proposal’s intent and details on the first read.

These elements collectively create a compelling and persuasive proposal essay.

Analyzing Top Proposal Essay Examples

Education Proposal Essays

Education proposal essays tackle issues within the education system, offering solutions. These examples focus on topics like reducing student loan debt, improving teacher retention rates, or integrating technology in classrooms. For instance, an essay proposing a loan forgiveness program might include statistics on student debt, the economic impact of loan forgiveness, and case studies from countries with successful programs. Using data from authoritative sources like the Department of Education, these essays aim to persuade policymakers or educational institutions.

Environmental Proposal Essays

Environmental proposal essays address ecological concerns by suggesting practical actions. Examples include advocating for renewable energy incentives, proposing plastic bans, or promoting urban green spaces. An essay on renewable energy incentives might discuss the environmental benefits of solar and wind energy, the economic advantages of green jobs, and evidence from regions successfully using renewable resources. Citing authoritative sources like the Environmental Protection Agency, these essays aim to influence government regulations or public behavior.

Social Issues Proposal Essays

Social issues proposal essays present solutions to societal problems like homelessness, inequality, or mental health. Examples include proposals for affordable housing programs, initiatives for workplace diversity, or mental health awareness campaigns. An essay advocating for affordable housing might highlight the social and economic benefits of housing stability, include success stories from other cities, and present data on housing affordability. Drawing on reputable sources like the Department of Housing and Urban Development, these essays aim to persuade community leaders and policymakers.

Writing Your Own Proposal Essay

Choosing the right topic.

Selecting a suitable topic lays the foundation for a compelling proposal essay. Choose issues that are current and relevant to your audience. For instance, topics like climate change, education reform, or mental health resonate widely. Ensure the problem has a clear scope and is feasible to address. Use authoritative sources to validate the significance of the issue.

Structuring Your Proposal Essay

A well-structured essay ensures clarity and persuasiveness. Start with an engaging introduction that presents the problem briefly. Follow with a detailed Problem Statement section explaining the issue’s context and impact. The next section, Proposed Solution, outlines a logical, step-by-step approach to resolving the problem, supported by data and examples. Conclude with a Call to Action, urging the audience to support the proposed solution.

Tips for Effective Writing

Clarity and precision enhance the impact of your essay. Use simple language and avoid jargon. Ensure each paragraph conveys one main idea supported by evidence. Proofread to eliminate grammatical errors and improve readability. Align your proposal with the interests and values of your audience to make it more convincing. Use data and quotes from reputable sources to substantiate your arguments effectively.

Reviewing Real-World Applications

How Proposal Essays Influence Decision-Making

Proposal essays shape decision-making by presenting structured arguments that highlight specific issues and suggest actionable solutions. Policymakers, educators, and business leaders use these essays to identify gaps, evaluate potential benefits, and make informed choices. Data-driven content enhances credibility, encouraging stakeholders to consider proposed changes. For example, a proposal essay suggesting new energy policies might include statistics from environmental agencies and case studies of successful renewable energy implementations. By delivering clear, evidence-based recommendations, proposal essays drive progress across various sectors.

Proposal Essays in Academic vs. Professional Settings

Proposal essays serve distinct purposes in academic and professional settings. In academia, they aim to explore theoretical concepts, present research findings, and propose new studies. Academic essays often include detailed literature reviews, methodologies, and hypotheses. For instance, a proposal essay in education might outline a new teaching method supported by scholarly articles and preliminary research results.

In professional environments, proposal essays focus on practical applications, addressing specific organizational challenges and delivering measurable outcomes. Business proposals might include market analysis, financial projections, and strategic plans. For example, a marketing firm might propose a new campaign strategy supported by market trends and competitor analysis. Academic essays prioritize intellectual exploration, whereas professional proposals emphasize solution implementation and tangible benefits.

Proposal essays play a crucial role in shaping decisions across various fields. By presenting well-structured arguments and actionable solutions, they effectively influence academic research and professional practices. Whether addressing educational challenges, environmental concerns, or social issues, these essays leverage data-driven content to build credibility and persuade stakeholders. Understanding the nuances of crafting compelling proposal essays can significantly enhance one’s ability to advocate for meaningful change and drive impactful outcomes.

Frequently Asked Questions

What is a proposal essay.

A proposal essay is a type of writing that presents a problem, offers a practical solution, and supports the proposal with evidence. It aims to persuade the audience of the viability and importance of the proposed solution.

Why are proposal essays important in academia and business?

Proposal essays are crucial in both academia and business because they help to outline clear, actionable plans to address specific issues. They use structured arguments and credible evidence to persuade decision-makers to adopt proposed solutions.

What key elements should be included in a persuasive proposal essay?

A persuasive proposal essay should include a clear problem statement, a detailed practical solution, supporting evidence, a rebuttal of potential objections, and appropriate, persuasive language.

Can you give an example of a proposal essay topic in education?

An example of a proposal essay topic in education could be “Solutions for Reducing Student Loan Debt.” This essay would outline the issue of high student loan debt and propose actionable solutions such as policy changes or alternative financing options.

How do proposal essays influence decision-making?

Proposal essays influence decision-making by presenting well-structured arguments, clearly defining issues, and offering actionable solutions. The use of credible, data-driven content enhances the essay’s persuasive power, making it more likely to sway decision-makers.

What’s the difference between academic and professional proposal essays?

Academic proposal essays focus on theoretical exploration and research findings, while professional proposal essays emphasize practical applications and measurable outcomes. Professional proposals are often aimed at solving real-world problems with direct, actionable solutions.

How do you address objections in a proposal essay?

To address objections in a proposal essay, acknowledge possible counterarguments and provide evidence or reasoning to refute them. This demonstrates thorough consideration of the topic and strengthens the persuasiveness of your proposal.

What are some environmental proposal essay topics?

Environmental proposal essay topics might include advocating for renewable energy adoption or proposing bans on single-use plastics. These essays would outline the environmental problems and propose practical, actionable solutions.

How do you enhance the credibility of a proposal essay?

Enhance the credibility of a proposal essay by using data from authoritative sources, presenting logical arguments, and providing concrete evidence. Cite reputable studies, statistics, and expert opinions to back up your claims.

Can proposal essays be used to address social issues?

Yes, proposal essays can effectively address social issues. For example, essays might propose solutions for homelessness or mental health challenges, using data and evidence to argue for specific interventions or policy changes.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Academic Proposals

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This resource introduces the genre of academic proposals and provides strategies for developing effective graduate-level proposals across multiple contexts.

Introduction

An important part of the work completed in academia is sharing our scholarship with others. Such communication takes place when we present at scholarly conferences, publish in peer-reviewed journals, and publish in books. This OWL resource addresses the steps in writing for a variety of academic proposals.

For samples of academic proposals, click here .

Important considerations for the writing process

First and foremost, you need to consider your future audience carefully in order to determine both how specific your topic can be and how much background information you need to provide in your proposal. While some conferences and journals may be subject-specific, most will require you to address an audience that does not conduct research on the same topics as you. Conference proposal reviewers are often drawn from professional organization members or other attendees, while journal proposals are typically reviewed by the editorial staff, so you need to ensure that your proposal is geared toward the knowledge base and expectations of whichever audience will read your work.

Along those lines, you might want to check whether you are basing your research on specific prior research and terminology that requires further explanation. As a rule, always phrase your proposal clearly and specifically, avoid over-the-top phrasing and jargon, but do not negate your own personal writing style in the process.

If you would like to add a quotation to your proposal, you are not required to provide a citation or footnote of the source, although it is generally preferred to mention the author’s name. Always put quotes in quotation marks and take care to limit yourself to at most one or two quotations in the entire proposal text. Furthermore, you should always proofread your proposal carefully and check whether you have integrated details, such as author’s name, the correct number of words, year of publication, etc. correctly.

Methodology is often a key factor in the evaluation of proposals for any academic genre — but most proposals have such a small word limit that writers find it difficult to adequately include methods while also discussing their argument, background for the study, results, and contributions to knowledge. It's important to make sure that you include some information about the methods used in your study, even if it's just a line or two; if your proposal isn't experimental in nature, this space should instead describe the theory, lens, or approach you are taking to arrive at your conclusions.

Reasons proposals fail/common pitfalls

There are common pitfalls that you might need to improve on for future proposals.

The proposal does not reflect your enthusiasm and persuasiveness, which usually goes hand in hand with hastily written, simply worded proposals. Generally, the better your research has been, the more familiar you are with the subject and the more smoothly your proposal will come together.

Similarly, proposing a topic that is too broad can harm your chances of being accepted to a conference. Be sure to have a clear focus in your proposal. Usually, this can be avoided by more advanced research to determine what has already been done, especially if the proposal is judged by an important scholar in the field. Check the names of keynote speakers and other attendees of note to avoid repeating known information or not focusing your proposal.

Your paper might simply have lacked the clear language that proposals should contain. On this linguistic level, your proposal might have sounded repetitious, have had boring wording, or simply displayed carelessness and a lack of proofreading, all of which can be remedied by more revisions. One key tactic for ensuring you have clear language in your proposal is signposting — you can pick up key phrases from the CFP, as well as use language that indicates different sections in academic work (as in IMRAD sections from the organization and structure page in this resource). This way, reviewers can easily follow your proposal and identify its relatedness to work in the field and the CFP.

Conference proposals

Conference proposals are a common genre in graduate school that invite several considerations for writing depending on the conference and requirements of the call for papers.

Beginning the process

Make sure you read the call for papers carefully to consider the deadline and orient your topic of presentation around the buzzwords and themes listed in the document. You should take special note of the deadline and submit prior to that date, as most conferences use online submission systems that will close on a deadline and will not accept further submissions.

If you have previously spoken on or submitted a proposal on the same topic, you should carefully adjust it specifically for this conference or even completely rewrite the proposal based on your changing and evolving research.

The topic you are proposing should be one that you can cover easily within a time frame of approximately fifteen to twenty minutes. You should stick to the required word limit of the conference call. The organizers have to read a large number of proposals, especially in the case of an international or interdisciplinary conference, and will appreciate your brevity.

Structure and components

Conference proposals differ widely across fields and even among individual conferences in a field. Some just request an abstract, which is written similarly to any other abstract you'd write for a journal article or other publication. Some may request abstracts or full papers that fit into pre-existing sessions created by conference organizers. Some request both an abstract and a further description or proposal, usually in cases where the abstract will be published in the conference program and the proposal helps organizers decide which papers they will accept. 

If the conference you are submitting to requires a proposal or description, there are some common elements you'll usually need to include. These are a statement of the problem or topic, a discussion of your approach to the problem/topic, a discussion of findings or expected findings, and a discussion of key takeaways or relevance to audience members. These elements are typically given in this order and loosely follow the IMRAD structure discussed in the organization and structure page in this resource. 

The proportional size of each of these elements in relation to one another tends to vary by the stage of your research and the relationship of your topic to the field of the conference. If your research is very early on, you may spend almost no time on findings, because you don't have them yet. Similarly, if your topic is a regular feature at conferences in your field, you may not need to spend as much time introducing it or explaining its relevance to the field; however, if you are working on a newer topic or bringing in a topic or problem from another discipline, you may need to spend slightly more space explaining it to reviewers. These decisions should usually be based on an analysis of your audience — what information can reviewers be reasonably expected to know, and what will you have to tell them?

Journal Proposals

Most of the time, when you submit an article to a journal for publication, you'll submit a finished manuscript which contains an abstract, the text of the article, the bibliography, any appendices, and author bios. These can be on any topic that relates to the journal's scope of interest, and they are accepted year-round.

Special issues , however, are planned issues of a journal that center around a specific theme, usually a "hot topic" in the field. The editor or guest editors for the special issue will often solicit proposals with a call for papers (CFP) first, accept a certain number of proposals for further development into article manuscripts, and then accept the final articles for the special issue from that smaller pool. Special issues are typically the only time when you will need to submit a proposal to write a journal article, rather than submitting a completed manuscript.

Journal proposals share many qualities with conference proposals: you need to write for your audience, convey the significance of your work, and condense the various sections of a full study into a small word or page limit. In general, the necessary components of a proposal include:

• Problem or topic statement that defines the subject of your work (often includes research questions)
• Background information (think literature review) that indicates the topic's importance in your field as well as indicates that your research adds something to the scholarship on this topic
• Methodology and methods used in the study (and an indication of why these methods are the correct ones for your research questions)
• Results or findings (which can be tentative or preliminary, if the study has not yet been completed)
• Significance and implications of the study (what will readers learn? why should they care?)

This order is a common one because it loosely follows the IMRAD (introduction, methods, results and discussion) structure often used in academic writing; however, it is not the only possible structure or even always the best structure. You may need to move these elements around depending on the expectations in your field, the word or page limit, or the instructions given in the CFP.

Some of the unique considerations of journal proposals are:

• The CFP may ask you for an abstract, a proposal, or both. If you need to write an abstract, look for more information on the abstract page. If you need to write both an abstract and a proposal, make sure to clarify for yourself what the difference is. Usually the proposal needs to include more information about the significance, methods, and/or background of the study than will fit in the abstract, but often the CFP itself will give you some instructions as to what information the editors are wanting in each piece of writing.
• Journal special issue CFPs, like conference CFPs, often include a list of topics or questions that describe the scope of the special issue. These questions or topics are a good starting place for generating a proposal or tying in your research; ensuring that your work is a good fit for the special issue and articulating why that is in the proposal increases your chances of being accepted.
• Special issues are not less valuable or important than regularly scheduled issues; therefore, your proposal needs to show that your work fits and could readily be accepted in any other issue of the journal. This means following some of the same practices you would if you were preparing to submit a manuscript to a journal: reading the journal's author submission guidelines; reading the last several years of the journal to understand the usual topics, organization, and methods; citing pieces from this journal and other closely related journals in your research.

Book Proposals

While the requirements are very similar to those of conference proposals, proposals for a book ought to address a few other issues.

General considerations

Since these proposals are of greater length, the publisher will require you to delve into greater detail as well—for instance, regarding the organization of the proposed book or article.

Publishers generally require a clear outline of the chapters you are proposing and an explication of their content, which can be several pages long in its entirety.

You will need to incorporate knowledge of relevant literature, use headings and sub-headings that you should not use in conference proposals. Be sure to know who wrote what about your topic and area of interest, even if you are proposing a less scholarly project.

Publishers prefer depth rather than width when it comes to your topic, so you should be as focused as possible and further outline your intended audience.

You should always include information regarding your proposed deadlines for the project and how you will execute this plan, especially in the sciences. Potential investors or publishers need to know that you have a clear and efficient plan to accomplish your proposed goals. Depending on the subject area, this information can also include a proposed budget, materials or machines required to execute this project, and information about its industrial application.

Pre-writing strategies

As John Boswell (cited in: Larsen, Michael. How to Write a Book Proposal. Writers Digest Books , 2004. p. 1) explains, “today fully 90 percent of all nonfiction books sold to trade publishers are acquired on the basis of a proposal alone.” Therefore, editors and agents generally do not accept completed manuscripts for publication, as these “cannot (be) put into the usual channels for making a sale”, since they “lack answers to questions of marketing, competition, and production.” (Lyon, Elizabeth. Nonfiction Book Proposals Anybody Can Write . Perigee Trade, 2002. pp. 6-7.)

In contrast to conference or, to a lesser degree, chapter proposals, a book proposal introduces your qualifications for writing it and compares your work to what others have done or failed to address in the past.

As a result, you should test the idea with your networks and, if possible, acquire other people’s proposals that discuss similar issues or have a similar format before submitting your proposal. Prior to your submission, it is recommended that you write at least part of the manuscript in addition to checking the competition and reading all about the topic.

The following is a list of questions to ask yourself before committing to a book project, but should in no way deter you from taking on a challenging project (adapted from Lyon 27). Depending on your field of study, some of these might be more relevant to you than others, but nonetheless useful to reiterate and pose to yourself.

• Do you have sufficient enthusiasm for a project that may span years?
• Will publication of your book satisfy your long-term career goals?
• Do you have enough material for such a long project and do you have the background knowledge and qualifications required for it?
• Is your book idea better than or different from other books on the subject? Does the idea spark enthusiasm not just in yourself but others in your field, friends, or prospective readers?
• Are you willing to acquire any lacking skills, such as, writing style, specific terminology and knowledge on that field for this project? Will it fit into your career and life at the time or will you not have the time to engage in such extensive research?

Essential elements of a book proposal

Your book proposal should include the following elements:

• Your proposal requires the consideration of the timing and potential for sale as well as its potential for subsidiary rights.
• It needs to include an outline of approximately one paragraph to one page of prose (Larsen 6) as well as one sample chapter to showcase the style and quality of your writing.
• You should also include the resources you need for the completion of the book and a biographical statement (“About the Author”).
• Your proposal must contain your credentials and expertise, preferably from previous publications on similar issues.
• A book proposal also provides you with the opportunity to include information such as a mission statement, a foreword by another authority, or special features—for instance, humor, anecdotes, illustrations, sidebars, etc.
• You must assess your ability to promote the book and know the market that you target in all its statistics.

The following proposal structure, as outlined by Peter E. Dunn for thesis and fellowship proposals, provides a useful guide to composing such a long proposal (Dunn, Peter E. “Proposal Writing.” Center for Instructional Excellence, Purdue University, 2007):

• Literature Review
• Identification of Problem
• Statement of Objectives
• Rationale and Significance
• Methods and Timeline
• Literature Cited

Most proposals for manuscripts range from thirty to fifty pages and, apart from the subject hook, book information (length, title, selling handle), markets for your book, and the section about the author, all the other sections are optional. Always anticipate and answer as many questions by editors as possible, however.

Finally, include the best chapter possible to represent your book's focus and style. Until an agent or editor advises you to do otherwise, follow your book proposal exactly without including something that you might not want to be part of the book or improvise on possible expected recommendations.

Publishers expect to acquire the book's primary rights, so that they can sell it in an adapted or condensed form as well. Mentioning any subsidiary rights, such as translation opportunities, performance and merchandising rights, or first-serial rights, will add to the editor's interest in buying your book. It is enticing to publishers to mention your manuscript's potential to turn into a series of books, although they might still hesitate to buy it right away—at least until the first one has been a successful endeavor.

The sample chapter

Since editors generally expect to see about one-tenth of a book, your sample chapter's length should reflect that in these building blocks of your book. The chapter should reflect your excitement and the freshness of the idea as well as surprise editors, but do not submit part of one or more chapters. Always send a chapter unless your credentials are impeccable due to prior publications on the subject. Do not repeat information in the sample chapter that will be covered by preceding or following ones, as the outline should be designed in such a way as to enable editors to understand the context already.

How to make your proposal stand out

Depending on the subject of your book, it is advisable to include illustrations that exemplify your vision of the book and can be included in the sample chapter. While these can make the book more expensive, it also increases the salability of the project. Further, you might consider including outstanding samples of your published work, such as clips from periodicals, if they are well-respected in the field. Thirdly, cover art can give your potential publisher a feel for your book and its marketability, especially if your topic is creative or related to the arts.

In addition, professionally formatting your materials will give you an edge over sloppy proposals. Proofread the materials carefully, use consistent and carefully organized fonts, spacing, etc., and submit your proposal without staples; rather, submit it in a neat portfolio that allows easy access and reassembling. However, check the submission guidelines first, as most proposals are submitted digitally. Finally, you should try to surprise editors and attract their attention. Your hook, however, should be imaginative but inexpensive (you do not want to bribe them, after all). Make sure your hook draws the editors to your book proposal immediately (Adapted from Larsen 154-60).

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• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on November 21, 2023.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

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Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

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As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

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Does Your Project Have a Purpose?

• Antonio Nieto-Rodriguez

Too often, we evaluate and prioritize projects based solely on the business case.

All project management methodologies demand that projects have a well-defined business case. But when evaluating and prioritizing projects, looking at the business case alone is not enough. We also need to understand how the project connects to a higher purpose. Evaluating on purpose can help leaders decide whether the project aligns with the organization’s strategic goals. It is also a key driver for engaging team members and the organization as a whole and motivating them to support the project. Companies must learn how to articulate a project’s purpose. A straightforward method of uncovering it is to simply ask, “Why are we doing the project?” Then, when you’ve arrived at your answer, ask why again. With each successive layer of why , you will come closer to the project’s purpose. If this exercise does not help you discover something that will motivate people to work on the project, you probably should not start it.

In January 1957 a jury of four renowned architects unanimously selected Jørn Utzon’s proposal as the winner of an international design competition. They lauded the Danish architect’s proposal for a large-scale performance space as the “most original and creative solution” among the 230 proposals received from over 30 countries. The project had a very positive business case and was greenlighted. The estimated budget was $8 million and it would take four years to be constructed.

• Antonio Nieto-Rodriguez is the author of the Harvard Business Review Project Management Handbook , five other books, and the HBR article “ The Project Economy Has Arrived. ” His research and global impact on modern management have been recognized by Thinkers50. A pioneer and leading authority in teaching and advising executives the art and science of strategy implementation and modern project management, Antonio is a visiting professor in seven leading business schools and founder of Projects & Co mpany and co-founder Strategy Implementation Institute and PMOtto . You can follow Antonio through his  website , his LinkedIn newsletter  Lead Projects Successfully , and his online course  Project Management Reinvented for Non–Project Managers .

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How to Write a Research Proposal: (with Examples & Templates)

Table of Contents

Before conducting a study, a research proposal should be created that outlines researchers’ plans and methodology and is submitted to the concerned evaluating organization or person. Creating a research proposal is an important step to ensure that researchers are on track and are moving forward as intended. A research proposal can be defined as a detailed plan or blueprint for the proposed research that you intend to undertake. It provides readers with a snapshot of your project by describing what you will investigate, why it is needed, and how you will conduct the research.  

Your research proposal should aim to explain to the readers why your research is relevant and original, that you understand the context and current scenario in the field, have the appropriate resources to conduct the research, and that the research is feasible given the usual constraints.  

This article will describe in detail the purpose and typical structure of a research proposal , along with examples and templates to help you ace this step in your research journey.  

What is a Research Proposal ?  

A research proposal¹ ,²  can be defined as a formal report that describes your proposed research, its objectives, methodology, implications, and other important details. Research proposals are the framework of your research and are used to obtain approvals or grants to conduct the study from various committees or organizations. Consequently, research proposals should convince readers of your study’s credibility, accuracy, achievability, practicality, and reproducibility.   

With research proposals , researchers usually aim to persuade the readers, funding agencies, educational institutions, and supervisors to approve the proposal. To achieve this, the report should be well structured with the objectives written in clear, understandable language devoid of jargon. A well-organized research proposal conveys to the readers or evaluators that the writer has thought out the research plan meticulously and has the resources to ensure timely completion.  

Purpose of Research Proposals  

A research proposal is a sales pitch and therefore should be detailed enough to convince your readers, who could be supervisors, ethics committees, universities, etc., that what you’re proposing has merit and is feasible . Research proposals can help students discuss their dissertation with their faculty or fulfill course requirements and also help researchers obtain funding. A well-structured proposal instills confidence among readers about your ability to conduct and complete the study as proposed.  

Research proposals can be written for several reasons:³  

• To describe the importance of research in the specific topic  
• Address any potential challenges you may encounter  
• Showcase knowledge in the field and your ability to conduct a study  
• Apply for a role at a research institute  
• Convince a research supervisor or university that your research can satisfy the requirements of a degree program  
• Highlight the importance of your research to organizations that may sponsor your project  
• Identify implications of your project and how it can benefit the audience  

What Goes in a Research Proposal?    

Research proposals should aim to answer the three basic questions—what, why, and how.  

The What question should be answered by describing the specific subject being researched. It should typically include the objectives, the cohort details, and the location or setting.  

The Why question should be answered by describing the existing scenario of the subject, listing unanswered questions, identifying gaps in the existing research, and describing how your study can address these gaps, along with the implications and significance.  

The How question should be answered by describing the proposed research methodology, data analysis tools expected to be used, and other details to describe your proposed methodology.   

Research Proposal Example  

Here is a research proposal sample template (with examples) from the University of Rochester Medical Center. 4 The sections in all research proposals are essentially the same although different terminology and other specific sections may be used depending on the subject.  

Structure of a Research Proposal  

If you want to know how to make a research proposal impactful, include the following components:¹  

1. Introduction  

This section provides a background of the study, including the research topic, what is already known about it and the gaps, and the significance of the proposed research.  

2. Literature review  

This section contains descriptions of all the previous relevant studies pertaining to the research topic. Every study cited should be described in a few sentences, starting with the general studies to the more specific ones. This section builds on the understanding gained by readers in the Introduction section and supports it by citing relevant prior literature, indicating to readers that you have thoroughly researched your subject.  

3. Objectives  

Once the background and gaps in the research topic have been established, authors must now state the aims of the research clearly. Hypotheses should be mentioned here. This section further helps readers understand what your study’s specific goals are.  

4. Research design and methodology  

Here, authors should clearly describe the methods they intend to use to achieve their proposed objectives. Important components of this section include the population and sample size, data collection and analysis methods and duration, statistical analysis software, measures to avoid bias (randomization, blinding), etc.  

5. Ethical considerations  

This refers to the protection of participants’ rights, such as the right to privacy, right to confidentiality, etc. Researchers need to obtain informed consent and institutional review approval by the required authorities and mention this clearly for transparency.  

6. Budget/funding  

Researchers should prepare their budget and include all expected expenditures. An additional allowance for contingencies such as delays should also be factored in.  

7. Appendices  

This section typically includes information that supports the research proposal and may include informed consent forms, questionnaires, participant information, measurement tools, etc.  

8. Citations  

Important Tips for Writing a Research Proposal  

Writing a research proposal begins much before the actual task of writing. Planning the research proposal structure and content is an important stage, which if done efficiently, can help you seamlessly transition into the writing stage. 3,5  

The Planning Stage  

• Manage your time efficiently. Plan to have the draft version ready at least two weeks before your deadline and the final version at least two to three days before the deadline.
• What is the primary objective of your research?  
• Will your research address any existing gap?  
• What is the impact of your proposed research?  
• Do people outside your field find your research applicable in other areas?  
• If your research is unsuccessful, would there still be other useful research outcomes?  

  The Writing Stage  

• Create an outline with main section headings that are typically used.  
• Focus only on writing and getting your points across without worrying about the format of the research proposal , grammar, punctuation, etc. These can be fixed during the subsequent passes. Add details to each section heading you created in the beginning.   
• Ensure your sentences are concise and use plain language. A research proposal usually contains about 2,000 to 4,000 words or four to seven pages.  
• Don’t use too many technical terms and abbreviations assuming that the readers would know them. Define the abbreviations and technical terms.  
• Ensure that the entire content is readable. Avoid using long paragraphs because they affect the continuity in reading. Break them into shorter paragraphs and introduce some white space for readability.  
• Focus on only the major research issues and cite sources accordingly. Don’t include generic information or their sources in the literature review.  
• Proofread your final document to ensure there are no grammatical errors so readers can enjoy a seamless, uninterrupted read.  
• Use academic, scholarly language because it brings formality into a document.  
• Ensure that your title is created using the keywords in the document and is neither too long and specific nor too short and general.  
• Cite all sources appropriately to avoid plagiarism.  
• Make sure that you follow guidelines, if provided. This includes rules as simple as using a specific font or a hyphen or en dash between numerical ranges.  
• Ensure that you’ve answered all questions requested by the evaluating authority.  

Key Takeaways   

Here’s a summary of the main points about research proposals discussed in the previous sections:  

• A research proposal is a document that outlines the details of a proposed study and is created by researchers to submit to evaluators who could be research institutions, universities, faculty, etc.  
• Research proposals are usually about 2,000-4,000 words long, but this depends on the evaluating authority’s guidelines.  
• A good research proposal ensures that you’ve done your background research and assessed the feasibility of the research.  
• Research proposals have the following main sections—introduction, literature review, objectives, methodology, ethical considerations, and budget.  

Frequently Asked Questions  

Q1. How is a research proposal evaluated?  

A1. In general, most evaluators, including universities, broadly use the following criteria to evaluate research proposals . 6  

• Significance —Does the research address any important subject or issue, which may or may not be specific to the evaluator or university?  
• Content and design —Is the proposed methodology appropriate to answer the research question? Are the objectives clear and well aligned with the proposed methodology?  
• Sample size and selection —Is the target population or cohort size clearly mentioned? Is the sampling process used to select participants randomized, appropriate, and free of bias?  
• Timing —Are the proposed data collection dates mentioned clearly? Is the project feasible given the specified resources and timeline?  
• Data management and dissemination —Who will have access to the data? What is the plan for data analysis?  

Q2. What is the difference between the Introduction and Literature Review sections in a research proposal ?  

A2. The Introduction or Background section in a research proposal sets the context of the study by describing the current scenario of the subject and identifying the gaps and need for the research. A Literature Review, on the other hand, provides references to all prior relevant literature to help corroborate the gaps identified and the research need.  

Q3. How long should a research proposal be?  

A3. Research proposal lengths vary with the evaluating authority like universities or committees and also the subject. Here’s a table that lists the typical research proposal lengths for a few universities.  

Q4. What are the common mistakes to avoid in a research proposal ?  

A4. Here are a few common mistakes that you must avoid while writing a research proposal . 7  

• No clear objectives: Objectives should be clear, specific, and measurable for the easy understanding among readers.  
• Incomplete or unconvincing background research: Background research usually includes a review of the current scenario of the particular industry and also a review of the previous literature on the subject. This helps readers understand your reasons for undertaking this research because you identified gaps in the existing research.  
• Overlooking project feasibility: The project scope and estimates should be realistic considering the resources and time available.   
• Neglecting the impact and significance of the study: In a research proposal , readers and evaluators look for the implications or significance of your research and how it contributes to the existing research. This information should always be included.  
• Unstructured format of a research proposal : A well-structured document gives confidence to evaluators that you have read the guidelines carefully and are well organized in your approach, consequently affirming that you will be able to undertake the research as mentioned in your proposal.  
• Ineffective writing style: The language used should be formal and grammatically correct. If required, editors could be consulted, including AI-based tools such as Paperpal , to refine the research proposal structure and language.  

Thus, a research proposal is an essential document that can help you promote your research and secure funds and grants for conducting your research. Consequently, it should be well written in clear language and include all essential details to convince the evaluators of your ability to conduct the research as proposed.  

This article has described all the important components of a research proposal and has also provided tips to improve your writing style. We hope all these tips will help you write a well-structured research proposal to ensure receipt of grants or any other purpose.  

References  

• Sudheesh K, Duggappa DR, Nethra SS. How to write a research proposal? Indian J Anaesth. 2016;60(9):631-634. Accessed July 15, 2024. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5037942/  
• Writing research proposals. Harvard College Office of Undergraduate Research and Fellowships. Harvard University. Accessed July 14, 2024. https://uraf.harvard.edu/apply-opportunities/app-components/essays/research-proposals  
• What is a research proposal? Plus how to write one. Indeed website. Accessed July 17, 2024. https://www.indeed.com/career-advice/career-development/research-proposal  
• Research proposal template. University of Rochester Medical Center. Accessed July 16, 2024. https://www.urmc.rochester.edu/MediaLibraries/URMCMedia/pediatrics/research/documents/Research-proposal-Template.pdf  
• Tips for successful proposal writing. Johns Hopkins University. Accessed July 17, 2024. https://research.jhu.edu/wp-content/uploads/2018/09/Tips-for-Successful-Proposal-Writing.pdf  
• Formal review of research proposals. Cornell University. Accessed July 18, 2024. https://irp.dpb.cornell.edu/surveys/survey-assessment-review-group/research-proposals  
• 7 Mistakes you must avoid in your research proposal. Aveksana (via LinkedIn). Accessed July 17, 2024. https://www.linkedin.com/pulse/7-mistakes-you-must-avoid-your-research-proposal-aveksana-cmtwf/  

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Trump and Allies Forge Plans to Increase Presidential Power in 2025

The former president and his backers aim to strengthen the power of the White House and limit the independence of federal agencies.

Donald J. Trump intends to bring independent regulatory agencies under direct presidential control. Credit... Doug Mills/The New York Times

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By Jonathan Swan Charlie Savage and Maggie Haberman

• Published July 17, 2023 Updated July 18, 2023

Donald J. Trump and his allies are planning a sweeping expansion of presidential power over the machinery of government if voters return him to the White House in 2025, reshaping the structure of the executive branch to concentrate far greater authority directly in his hands.

Their plans to centralize more power in the Oval Office stretch far beyond the former president’s recent remarks that he would order a criminal investigation into his political rival, President Biden, signaling his intent to end the post-Watergate norm of Justice Department independence from White House political control.

Mr. Trump and his associates have a broader goal: to alter the balance of power by increasing the president’s authority over every part of the federal government that now operates, by either law or tradition, with any measure of independence from political interference by the White House, according to a review of his campaign policy proposals and interviews with people close to him.

Mr. Trump intends to bring independent agencies — like the Federal Communications Commission, which makes and enforces rules for television and internet companies, and the Federal Trade Commission, which enforces various antitrust and other consumer protection rules against businesses — under direct presidential control.

He wants to revive the practice of “impounding” funds, refusing to spend money Congress has appropriated for programs a president doesn’t like — a tactic that lawmakers banned under President Richard Nixon.

He intends to strip employment protections from tens of thousands of career civil servants, making it easier to replace them if they are deemed obstacles to his agenda. And he plans to scour the intelligence agencies, the State Department and the defense bureaucracies to remove officials he has vilified as “the sick political class that hates our country.”

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