PROJECT PROPOSAL

What is a project proposal

A project proposal is a document that outlines everything your project is going to accomplish.
It’s the first stage of the project lifecycle, and it provides a foundation for all the planning and
management to follow.

Your proposal tells the reader what’s going to get done, how you’ll put it into action, and what
outcomes you expect. But more than that, a proposal is about convincing others to help you
make your project a reality.

Often, a proposal is written to request funding, or other kinds of support, that you need to get
your project off the ground. The goal is to prove to others — usually stakeholders or potential
partners — why your project is a good idea, and why they should get on board.

Type of project proposals

There are many different situations when you might need to write a project proposal, each
requiring a different approach.

1.Solicited project proposal

A solicited project proposal would be submitted in response to a formal Request for Proposals
(RFP).

RFPs are a common practice among governmental and other public-sector organizations, to
encourage healthy, unbiased competition, and make sure they’re getting the best possible rate.

Usually, responding to an RFP means following specific content and formatting guidelines.
These could be the difference between getting chosen or disqualified.

Example: A corporation needs a new ad campaign for a new product. They put out an RFP to
find a marketing agency that’ll suit their needs.

2.Unsolicited project proposal

This is a proposal sent to a person, or organization, that you have no prior relationship with. It’s
similar to a cold call or email, because you’re reaching out to a cold lead.

These are the trickiest kind of proposals to write. An unsolicited proposal needs to be extra
convincing, because you are truly starting from scratch with the reader.

Example: A marketing agency regularly sends out unsolicited project proposals to various
corporations, advertising their services and hoping to get new business.

3.Informal project proposal

Not every proposal is a formal, official document. For example, if there’s a project you want to
champion at the job you already have, you might just talk to your manager about it one-on-one,
then follow up with a proposal sharing the details they requested.

To write an informal proposal, you likely won’t have to follow strict submission and formatting
guidelines.

Example: A marketer in an agency finds an opportunity for a new campaign, and writes an
informal project proposal for their superiors, hoping to kickstart a new project.

4.Supplementary, renewal, or continuation

You might also write a proposal to renew or continue a project that’s already underway. Or
maybe during the project, you realize the scope has changed, and you need additional funding
or resources to get things completed.

In this case, the proposal might have some report-like elements, sharing what’s been achieved
to date.

Example: While working on a new ad campaign with a new client, a marketing agency realizes
that a series of unexpected requests and changes have changed the scope of the project. So
they create a supplementary project proposal

What to include in a project proposal .No matter what, your project proposal should include:
A description of your project

Relevant background information

Details about scope, timeline, and budget

Key outcomes and how you’ll measure them

A good project proposal should also be interesting to read. This isn’t a dry, quantitative
business plan or earnings report — remember, you want to get your audience excited about the
project, and interested in taking part!

Of course, the numbers and facts do matter. But a proposal is trying to sell the reader on your
idea while providing the crucial information they’ll need to make an informed choice.

A proposal also must be written with your audience in mind. Your goal is to quickly
communicate everything they need to know about the project — and why it’s an opportunity
they should want to be part of.

How to write a project proposal

If you’re responding to an RFP that calls for different formatting, that comes first — always
follow the application instructions carefully! Otherwise, you’ll want to try organizing your
project proposal into these sections.

Executive summary

Open your proposal with a summary that brings together the most important points from each
section. Tell a compelling story about your project that makes the reader want to get involved.

Even if your audience doesn’t read the rest of the report, the executive summary should give
them all the important points.

Background

Why are you proposing this project? Is it in response to a problem? How do you know there’s
demand or interest? What experience and qualifications do you have?

The point of this section is to explain why the project’s needed, and why you’re the right person
for the job.

Goals and objectives

What do you want to achieve with the project, and how will you measure success? What key
objectives are you working towards?

This section should paint a picture of all the amazing things that will happen once your project
gets off the ground.

Scope

Now’s the time to get specific. What exactly is included in your project?

Break it down into specific deliverables. This is also the place to include potential constraints
and issues you’ll need to work around, and any exclusions the project doesn’t cover.

Timeline and budget

This is the place for all those important logistics.

What are your key progress indicators (KPIs) and when do they need to happen by? What
resources, financial and otherwise, will it take to get there?

Proposing excellence

Writing project proposals can be a little nerve-wracking because they determine whether your
project gets off the ground.

But as you can see, there’s nothing to be afraid of. Your proposal doesn’t need to be anything
fancy. It just needs to be clear, concise, and compelling, so your amazing project idea can shine.