How to Write a Project Proposal (With Samples)

Writing a project proposal can be intimidating for many. However, it isn’t really as tricky as some are bound to think. As a writer or an entrepreneur, a project proposal is one of the most crucial documents you need to create for your business. Writing a good project prop can provide many opportunities for advancement. This is the primary reason we need to learn is how to do it efficiently. Read on for some insights and tips to help you craft a project proposal sample that gets your ideas into the heads of the right people. 

What is a Project Proposal? 

The word ‘proposal’ means a suggestion for a possible plan of action, precisely what a project proposal is. It is the document that contains pertinent information to persuade or compel stakeholders or to begin the implementation of a project or endeavor. It could either be for a business opportunity or finding solutions to a problem. 

A project proposal is also a type of marketing document that is used to establish a relationship between external stakeholders and project sponsors. It is formal writing that details the project concept. In addition, it also explains what it aims to accomplish, and the outline on how the project will be executed. Project proposals usually include the list of tasks or assignments for the project. It also has the rationale behind the idea and how the project came to form. 

A great project proposal has to be informative and persuasive, the right mix of clear data presentation and marketing savvy. This project prop from The Harry and Jeanette Weinberg Foundation is a good project proposal sample. 

Why Do you Need a Project Proposal? 

When starting a new project, a program, or offering a unique service for or within your organization or business, a project proposal is necessary. Where casual conversations won’t work, a project proposal will. It is a recorded document that cements the validity of a project. 

For organizations that seek the assistance of sponsors or donors, a project proposal is necessary. It’s a document that sets the roadmap and allows them to understand the project clearly. 

A project prop is the written account of any business undertaking. Some situations could be hiring decisions or budget allocations. It informs everyone on the team and urges them to work towards the same goals, priorities, and objectives. 

How to Write a Project Proposal 

After understanding the importance of writing a project proposal, here are the steps to write an effective one: 

Define Your Audience 

Before writing your project proposal, define first whose eyes it will fall on. To have it approved, it’s a wise idea to understand who they are, what their priorities are, and what are their probable resistances are. That way, the project proposal can make them see how the project is worth their time and resources. 

When you have determined who you’re writing for, you’ll get a clear understanding of what specific details and information to include. If you’re proposing a project in construction to an accountant, you may have to explain it in a more detailed way than when you’re writing to someone in the industry. You’ll learn what terminology to use for your audience to get a good grasp of what your intent is. 

Here’s a project proposal sample form from The University of Kansas. 

Determine What the Proposal Solves 

To get a higher chance of approval, your project proposal should include the problems it will solve. Give the reader value that will make them care enough to give their go signal. This is where your understanding of your audience comes in. Knowing who they are will tell you what’s important to them. 

But first, write down the problems and then create a list of the solutions. This is the part where you need to put your persuasive powers to good use. Emphasize the vital points of why they should stamp their approval on the project. Plus, show them the benefits that could be gained from it. 

Research the Current Conditions 

Make sure that you have researched the current conditions of the issue you’re presenting. Ensure that your proposal is indeed a requirement and explain other solutions that may have already been done. Add a compelling reason to add strength to your argument and make your proposal more convincing. 

Include a Prediction on Its Effects 

To back up your claim of a good proposal, include your prediction on why it will produce a positive outcome for the business. Give them a clear explanation of the feasibility of the project for them to see the need for its materialization. Use the data you gathered from your research on the state of the issue. That way, you can then quickly write about how it will benefit your audience. 

Create a Timeline and a List of Resources 

To further prove that your proposal is a viable one, include a timeline and a list of the resources that are needed for its completion. This is the part of your proposal that has to be precise and straightforward. There shouldn’t be any persuasion involved here as you need to present only the facts. 

Make sure that the predicted outcome will outweigh the time and resources to deem a proposal as a wise investment. It’s also a good idea to take into consideration the availability of the staff that will carry out the project. It may be an intricate arrangement, but at least you have an understanding of every detail of your proposal. 

Plan your Outline

You’re now ready to write your proposal. Plan an outline to make it readable with the information arranged in a smooth flow. Create a draft and then lay it all out in a format that’s easy to read. Use bullet points or a table of contents to make the prop organized. If you’re writing more than one project proposal, it’s recommended that you create a template and tweak it accordingly.

Here’s a project proposal sample template from Proposify:

Final Thoughts 

Writing project proposals need not be nerve-racking. Once you understand what a proposal entails, it’s relatively easy to create one. As with other writing projects, it is all about giving information and the art of persuasion.