• It establishes project viability

Clear proposals prove the viability of a project or program.

• Clarifies expectations

Increase clarity regarding requirements and how they will be achieved.

• Creates structure

If the structure and organisation is established at the beginning of the project, then everyone knows who they are responsible to and for.

• Increased budget

Successful proposals can lead to future approved budgets and financial support for organisational growth and project replication from stakeholders and investors involved in the project.

• Business growth

Proposals can help grow the budget of an organisation with the involvement of more stakeholders and investors.

• Expands the brand

The involvement of stakeholders can forge new alliances and increase a brand’s credibility and exposure.

• Ensures future success

If methods and measurement tools are planned in advance, then the project is far more likely to be successful in achieving its aims and objectives. 

• Establishes how to plan for success

Proposals are useful planning documents and templates for the implementation of future projects. 

1. Formally Solicited

A formally solicited project proposal is established in response to an official request for a new proposal.

2. Informally Solicited

An informally solicited proposal has no specific document required to outline customer or audience demands.

3. Unsolicited

Unsolicited project proposals can be compared to a cold call, an “aha” moment or an unexpected but enlightening conversation with a customer or member of staff — no one asked for or expected to receive one, but if the audience can relate to the proposal, it can prove extremely valuable.

4. Continuation

Continuation project proposals are usually an update or reminder for ongoing and already approved projects.

5. Renewal

A renewal project proposal is required when an ongoing project has been terminated or the resources and support behind such project can no longer be used. 

6. Supplemental

A supplemental project proposal is required when more resources are required to complete a project than were originally proposed.

Remember! A project proposal is not ...

… a Business Proposal (a document in which legal terms are outlined and signed as a contract). Clients and sponsors sign off the contents of a project proposal but it is not a legally binding contract.

A basic project plan should include the following elements:

1. Project aims: what are the overall aims and objectives?
2. Project deliverables: what are the specific, tangible aims to achieve the overall aims?
3. Project schedules: what specific tasks need to be completed? How much time will they take to complete, who will be responsible for them, what key interdependencies are there between specific tasks and what key deadlines need to be met?
4. Resource requirements: what time, equipment, budget and people are needed to deliver project deliverables according to schedule?
5. Communication plan: who needs to be kept informed about project progress and how? 
6. Risk management: identification, monitoring and mitigation of risks?
7. Quality guidelines: detailed and measurable guidelines for level of output quality desired according to budget, time and resources available.

When you are ready to start writing, you could use this structure:

Section 1: Project Information

• Name of the Organisation
• Project Title
• Project Summary
• Project Timeframe
• Prepared By
• Attached Documentation
• Project Contacts (any individuals involved in the project)

Section 2: Project Summary

• Why are you doing this project?
• What will you be doing?
• How will you be doing it?
• Who will be doing it?
• Where will it be done?
• How long will it take?
• How much will it cost?
• Project Background: what is the current state of the problem you are trying to solve? Why should your target audience care about solving it? Try to keep this to 1 page.
• What are the aims and objectives of the project?

Section 3: Project Methodology

The project methodology section of a proposal is where you detail the plan for how the objectives mentioned in the previous section will be achieved. This is the first section of the proposal that details the course of action to remedy the problem and is meant to prove that adequate research has been done for this decision. To start, outline the methodology being used, the population being addressed, and establish the process for reaching your objectives.

This section is typically broken into three parts:

• The Project Approach Summary: Who will be the team delivering the project? What tools will be used? How will changes be addressed during the implementation of the project?
• Project schedule: What tasks need completing? How long will they take to complete? Who will complete each task? What resources will be needed for each task? What key deadlines need to be met? Use a Gantt chart to help you map this out.
• Project Deliverables: what tangible results need to be achieved? (e.g. product, information)

Section 4: Project Risk Management

• Risk Management Plan: how will risks be minimised during the project?
• Risk Register: What potential risks are there? How will they be mitigated? 

Section 5: Project Costs

• Project Budget: budget breakdown in different categories.
• Budget Narrative: budget breakdown if anything needs clarification. 
• Additional Financial Statements: e.g. profit and loss statement, a tax return, or funding sources, if necessary.

Section 6: Conclusion

Review of most important points in the proposal.

Section 7: Appendix

Additional charts, graphs, images, or reports cited in the proposal.