You may be an employee wanting the management to act on your ideas, a small business owner trying to help your client in certain ways, or a startup willing to raise money from investors.

One thing you must do in the process is write a project proposal to get approved for a better cause. That’s how you get the essential resources, tools, or budget to convert your idea into something remarkable.

So, let’s understand how to write a project proposal that decision-makers like and approve.

What Is the Ideal Format of a Project Proposal?

Before we get into the nitty-gritty of writing a project proposal, let’s first throw some light on its definition.

A document you use to propose a project and explain its objective, outcomes, and the step-by-step plan to achieve that goal is called a project proposal.

Here’s the project proposal format you should follow while submitting it to higher authorities.

1. Cover Sheet

The first thing you need is a cover sheet to write your project's title. It's followed by the table of contents on the next page to make it easier to scan through the document.

2. Executive Summary

The second thing on your project proposal should be the executive summary. You should include the most important points that management would want to know about your project. For instance:

  • The problem you’ll solve.
  • Your proposed solution to this problem.
  • Your plan's outline.
  • The outcome of this project.

Then, wrap up everything in a conclusion at the end of your summary.

3. Project Description

This will be the biggest section of your project proposal, where you’ll discuss everything.

Background: In this section, you talk about the projects you’ve done in the past, the results you’ve achieved, and why you’re the right person or team to work on this project. To emphasize your point, you can add how you can make the project a success based on the lessons you’ve learned from the past assignments you've worked on.

Project Work Plan: Here, you can describe the step-by-step process of how you intend to solve the particular problem you’re addressing.

Related: The Best Tips to Make Your Project Reports Stand Out

Project Requirements: In this section, you describe the budget, resources, or tools you’ll need to complete the project. If possible, you can also describe where the money will go or which resources or tools you’ll need for which task.

Authorization/ Project Monitoring: This is the place where you describe who will be the decision-makers for the project, and how your organization or team will monitor everything.

4. Attachments

Finally, this is the place to include the extra material that’s not included in the proposal. This can be important data or other details that management can use to find out more about your project and its requirements.

How to Write a Good Project Proposal

A man working on the PC

As important as it is to know how to make a proposal in the right format with correct information, it must also be convincing to be approved. So, here are some points you should consider getting started with your project proposal.

  • Before writing anything, ensure you know your audience. Figure out what terms they resonate with, what type of tone would be better for them, then write things accordingly.
  • Focus on delivery. Make sure you convey everything persuasively with clarity and simplicity.
  • To prevent any confusion, avoid using your creativity in the format. Instead, follow the conventional method. Although, if your management has already given you a format, make certain you follow that strictly.
  • Finally, edit and proofread your project proposal to deter any typing or grammatical errors.

What Are the Seven Parts in a Project Proposal?

A man looking at his work with a pen in his hand and a mac in front of him

Now that we've discussed what format you should follow while writing your project proposal and various ways to make it convincing. Let’s understand what parts you must include in your project proposal.

1. Problem

In this section, you describe the problem you’re addressing or the purpose of your project proposal.

Although, when you’re writing it, bear in mind that the people you’re reaching out to are busy. So, make sure you present everything clearly, concisely, and based on solid facts. If possible, avoid adding your opinions and increasing the section length.

2. Solution

In your solution section, instead of stating the obvious, make it stand out by telling exactly how you’ll address this problem and why you’ll succeed.

To make it more impactful, focus on the viewpoint of decision-makers (or your readers). Brainstorm what they must be thinking while reading it, what they might want to know next, or what question they may raise after reading this detail or that point. You can then write it further based on what you learn.

Plus, back everything up with facts and research.

3. Objectives

When you address a problem or look forward to achieving certain results, you ensure success by laying out the objectives. And that’s what you’ll do in this section—set SMART (Specific, Measurable, Attainable, Realistic, and Timely) goals.

Remember, your objectives must emphasize the quality of your proposal. After all, they’re a way to convince your management that this is doable and can solve the problem you’re addressing.

4. Deliverables

Deliverables are success criteria, which describe to management what will be accomplished by this project and how it will be successful. Be sure to make these timely as well, just like your objectives. For example, X% more sales this holiday season.

5. Plan and Strategies

Then, you describe what approach you’ll take to accomplish the objectives and achieve those deliverables. Include a step-by-step process and discuss the strategies you’ll apply here in detail.

In addition to that, demonstrate why this approach will be relevant and effective.

6. Project Budget

Describe the cost of the entire project. How much funding will you need, what resources and tools will you need? Be sure to discuss all the details.

7. Conclusion

Finally, wrap everything up—the problem, the solution, your ideas, the project’s benefits, and everything else in this section. Make sure to emphasize the facts to get your project proposal approved.

What Are the Different Types of Project Proposals?

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Formally Solicited

When your client makes a written or formal request for a project, you submit a formally solicited proposal. This proposal is the easiest to write, as you know exactly what the prospect is looking for in the project, what to include, and which format to follow.

Informally Solicited

This project proposal is comparatively difficult, as unlike the previous one, the request made here is verbal or necessarily informal. You have no specification on what to deliver, so you may need to do some research.

Unsolicited

These project proposals are the hardest to write. They’re like cold pitching. You submit them when you find a client who may need some problem solved.

If you’re working on this type of project proposal, you’ve got a lot of research and convincing to do.

Continuation

Continuation project proposals are written as an update of the already approved project. Here you mention the steps, budget, and every requirement, and request them to approve the continuation of the plan.

If your client needs any big changes in the project, this is the time they’ll make that request.

Supplemental

If you’re working on a project, and you find out that you may need more resources than you estimated, you write and submit a supplemental project proposal. It includes the request for added resources, explaining exactly why you need them and how long it will take to complete the project.

Renewal

If you have completed some projects successfully for a client, and now you want more support to continue them, you write a renewal project proposal.

Project Proposal Made Easier

Writing a project proposal may seem like an intimidating task, but if you have the right information, it gets easier to start with.

And now that you know how to write a proposal with the right format, inclusions, and quality to get approval, you’re all set! Go ahead and write your first project proposal.