Overview: Project Proposal
A project proposal is a document that outlines everything stakeholders need to know to
initiate a project. It’s a necessary first step towards getting a project off the ground.
A well-written project proposal informs and persuades, and combines project management
skills with a few other essential skills: research, data analysis, and some copywriting.
It follows conventional proposal formats that include the following elements:
Executive summary. Short and to the point, the executive summary is essentially the
project’s elevator pitch. It states the problem clearly, addresses how your proposed project
intends to solve the problem, and discusses what a successful project looks like.
Background or history. This section outlines both successful and unsuccessful previous
projects, including how the latter could have been handled better, with the goal of showing
how the proposed project will be more successful based on the lessons of the past.
Requirements. This section briefly summarizes what’s needed throughout the project life
cycle in terms of resources, tools, project schedule, etc.
Solution. The solution section explains how you intend to approach the project and bring it
to completion. It covers the project management steps, techniques, and skills needed to get
things done more efficiently, as well as how to manage problems.
Authorization. This section states explicitly who the project’s decision-makers are and the
stakeholders authorized by the client to make approval/sign-off decisions.
Appendix. Any information not included in the actual proposal should be in the appendix,
such as materials and resources that team members and stakeholders can use to learn more
about the project.
If you’re not sure where to start, know that some of the best project management software
applications offer project proposal templates you can use for free from their tools library.
How to write a project proposal
Steps to writing your own project proposal
Step 1: Define the problem
Step 2: Present your solution
Step 3: Define your deliverables and success criteria
Step 4: State your plan or approach
Step 5: Outline your project schedule and budget
Step 6: Tie it all together
Step 7: Edit/proofread your proposal
Remember that the reason you’re writing a proposal is to obtain executive buy-in. You want
key people to support your project. You need decision-makers on your side to turn a vision
into reality.
You want the proposal to speak to them, and then motivate them to take the next step, which
is to greenlight the project.
Step 1: Define the problem
What’s the problem your project is trying to address? Why is it a problem? Why is it worth
solving? Make your audience see the problem the way you see it.
Tips for defining the problem:
Start strong. Decision-makers usually don’t allot much time to look over a proposal, so make
sure that the pain point is succinctly described and in a manner that resonates with them.
Use facts, not opinion. Although you want your audience to understand the severity of a
problem, you don’t want to exaggerate. Instead, use data from your research to back up
your assertions.
Step 2: Present your solution
How will your project solve the problem? Why is your solution the better option over other
similar solutions? Discuss why other solutions won’t work for the situation.
Tips for presenting your solution:
Anticipate questions and objections. Be prepared to defend your solution from all angles.
Be ready to explain why your more expensive solution is better than a less expensive one,
for example.
Present the solution’s larger impact. Stakeholders generally get more excited about projects
with wide-ranging effects than those with limited impact.
Again, facts over opinion. Provide as many research-backed examples as you can.
Step 3: Define your deliverables and success criteria
This section provides a picture of the functions and attributes of the deliverable, plus how to
know if the project is successful.
Tips for defining deliverables:
Include a delivery date. Define what your project will deliver and what users can expect
from it, such as a cloud-based phone system that’s accessible 24/7 from anywhere if it’s a
customer service project you’re proposing. Also, indicate when you plan to complete each
deliverable.
Your solution must be SMART. Your success criteria will signal whether the project has been
successful. Remember to keep your solution SMART (specific, measurable, achievable,
realistic, and time-bound.)
Step 4: State your plan or approach
This is the most critical section of the proposal and discusses how to achieve the project’s
objectives. It starts with an explanation of the approach and why it’s relevant and effective. It
also explains how problems will be managed.
Tips for planning:
Introduce project strategies. Will you be using the traditional waterfall approach? Why? Will
you be using third-party contractors, in-house staff, or consultants? What will their
objectives and responsibilities be? This is your opportunity to discuss the "why" behind the
decisions you're making to get the project completed.
Explain how problems will be addressed. This explains your project management plan's risk
mitigation strategies.
Step 5: Outline your schedule and budget
This is the section where you break down project costs and detail how you will meet
deadlines.
Tips for defining a schedule and budget:
Provide as much detail as possible. Break your budget down into categories, such as
supplies, tools, salary, etc. Include all overhead and indirect costs. A detailed financial
breakdown will signal to stakeholders that you’ve done your research and don’t intend to
waste their money. Note that certain projects may require financial statements and funding
sources.
Be concrete. Don’t guess. Provide project start and end times, and if certain sections of the
project can be done simultaneously.
Step 6: Tie it all together
End your proposal with a conclusion that briefly summarizes the problem, solution, and
benefits. Emphasize the significant parts, and make your proposal stand out by restating ideas
or facts you want your audience to remember.
Check your proposal for consistency of ideas and whether the elements support each other.
Tips for tying everything together:
Your proposal should read like a book. Your proposal should tell a story. Every section and
element must work together to form a cohesive whole.
Refrain from introducing anything that doesn’t fit. Be careful not to introduce anything that
seems off or doesn’t contribute to the overall objectives of the project.
Make sure all project proposal elements are present. Check your document and ensure all
the necessary elements have been addressed.
Step 7: Edit/proofread your proposal
Rewrite your proposal as necessary to make it interesting, helpful, clear, and persuasive. Ask
for feedback, and ensure the proposal is organized and visually appealing.
