How to write a technical proposal:

“Technical writing is a continuous process of learning, carefully gathering, sifting, organizing,

and assessing, all while trying to craft something that makes sense for a user.”

― Krista Van Laan, The Insider’s Guide to Technical Writing

Writing a technical proposal entails an in-depth understanding of the proposed solution, the main
pain points, and, ultimately, your audience. In technical writing, writing the content of a proposal
can be overwhelming and time-consuming, even more so if you don’t have a technical
background.

However, a successful proposal can result in a new project and/or client when done well.

In 2021, more and more marketers are turning to automatization for help. Whether in
construction, education, healthcare, software, and technology, or manufacturing, there is an
appropriate automated option that can help achieve the best results.

How to write a technical proposal:

1. Prepare an executive summary, abstract, or introduction

2. Put together a table of contents (TOC)
3. Add technical background, opportunity, or situation
4. Write technical approach, resources, and costs required
5. Mention capabilities and procedure
6. Anticipate benefits of project proposal
7. Anticipate environmental impact of the proposed solution
8. Write a conclusion
9. Add nomenclature
10. Add references and sources
11. Mention appendices

What is technical proposal writing?

Technical proposal writing is translating technical requirements into a customer-facing proposal

used to pitch your solution or offerings. Considering the situation in which your proposal
occurred and depending on its nature, technical writing might encompass only a small section or
the whole proposal.

Also, do regard that different proposals require different methodologies and concepts. While the
main idea behind them is the same/similar (getting your point across and being approved for a
project), a business proposal won’t have the same structure as a technical proposal, nor will a
cover letter for a progress report follows the same proposal examples as a piece of technical
writing.
Inputting together and implementing a request for proposal, you need to mind a few steps of its
structure. Read on for the best tips that will help you create your best technical proposal writing:

#1 Prepare an executive summary, abstract, or introduction

Provide a summary of your proposal in one page or less, presenting an overview of the proposed
work.

Make sure your proposal writing is carefully put together and covers all elements and
deliverables you plan to tackle:

 Indicate that your memo content revolves around a proposal for a specific project.
 Develop at least one direct, to-the-point and motivating statement that will inspire the recipient
to read on and consider supporting/approving the project.
 Put together an overview of the contents of the proposal.

It is not necessary you lay things out in this order.

If you are writing a proposal on your own, make sure you use proper proposal templates, follow
the outlined workflow and formatting, and stay on point.

Here’s a good example of how you can put together an executive summary for a website
development proposal.

#2 Put together a table of contents (TOC)

The purpose of a table of contents or TOC is to show the readers what topics this technical
proposal covers, how the topics are discussed (the subtopics), and what page numbers they can
find those sections and subsections.

A well-organized table of contents provides an at-a-glance way of finding information in the

proposal. In that sense, it is crucial you apply proper formatting in your TOC design structure.

Do consider the following:

 Levels of headings

If your proposed project is longer, consider including more than the top two levels of headings.
This keeps the TOC from becoming unwieldy and overwhelming.

 Indentation, spacing, and capitalization

Make sure all levels of headings and page numbers are aligned with each other. As for
capitalization, it is customary for main chapters or sections to be in all caps. Also, first-level
headings apply initial caps on each main word, while lower-level sections apply initial caps on
the first word only.
  Vertical spacing

For increased readability of your entire proposal, format the first-level sections so they have
extra space above and below.

Pro tip:

In putting together your TOC, make sure all words of your table of content are the same as they
are in the text. You might change some of the headings as you write and revise, so don’t forget to
apply the same changes to the TOC, too.

#3 Technical background, opportunity, or situation

Give background that identifies the problem; discuss what has inspired the need for the project,
and provide motivation explaining why such a task would be essential or beneficial. Reflect on
the present opportunity to improve things in your proposed project while explaining the basic
situation.

For example, the project management department of an IT company or a startup is looking to

ensure that all employees know the basics of safety measurements in case of a fire, resulting
from a new set of regulations for IT companies or due to their personal preferences.

While most of the proposal’s named audience may already be familiar with this very well,
writing the background section is valuable as it demonstrates your particular view of the
situation. If this is an unsolicited proposal, a background section is almost a must.

You will have to convince the audience that this is the right time for your proposal assignment
(as the opportunity exists) and that it should be addressed.

3.2 Justification, benefits, and feasibility of the proposed work

Provide technical justification for your technical proposal, and include any data obtained by
yourself or others (if cited properly) that would support your idea and the proposed project.

Everything you lay out in this section serves as a type of argument in favor of approving the
project.

If you are handling an unsolicited proposal, you will possibly need to discuss the likelihood of
the project’s success. This section is where you are trying to “sell” the audience on the project.

This section is often the largest and tends to contain numerous subsections such as:
3.2.1 Theory

Short theoretical summary tackling the benefits of your proposed work, as well as its justification
and viability.

3.2.2 Previous experimental results

Drawing in on previous work that would serve as an example and starting point for what you are
about to propose and, ultimately, work on.

3.2.3 Theoretical modeling of experimental results

Submitting relevant papers, textbooks, and links that may have standing as a backup in your
work.

3.2.4 Implications of work completed to date

Any relevant work related to your idea and project that can serve as an example that such work is
possible to complete.

3.2.5 Identification of critical needs

An overview of tools (of any kind) you may need to complete your proposed project
successfully.

The models above are only examples of the format this section usually contains but should be
considered flexible.

#4 Technical approach, resources, and costs required

Most proposals contain a section resembling a progress report detailing the approach to the
projects, resources, objectives, and costs required. This is true for both internal and external
proposals.

The difference is that external projects, i.e., external technical proposals, may require a detailed
list of costs of equipment and supplies, your hourly rates, projected hours, and so forth, and then
calculate the total cost of the entire proposal.

Internal projects, although a bit more laid back, are still not free; they too require a list of the
project costs: hours need for proposed work completion, equipment and supplies you will be
using, potential assistance you may need from other team members in the organization, and so
on.

Here is a part of the proposal that is typically included in this section:

4.1 Objectives

Pinpoint the specific things you plan to achieve with this project.

4.2 Statement of work/Work plan

4.2.1 Project tasks

Provide a detailed list of itemized tasks (Task 1, Task 2, etc., with sub-tasks (if any), numbered
Task 1.1)) that need to be performed for the objectives listed above to be met.

Each task and subtask should come with a brief description.

4.2.2 Project calendar/schedule

Attach each task to a schedule for project completion. Include a calendar predicting the overall
project completion.

If preferred, this section can contain a chart for schedule illustration.

4.2.3 Expected costs

Determine costs per each task and the overall project completion. Include estimates for all labor
involved as well as any supply and equipment costs.

Although the proposers don’t typically know all that it will take to complete your project at this
early stage, it is still important to show they understand the overall process and understand the
steps required.

#5 Capabilities and procedure

This section acts as an additional persuasive element that shows you have a sound, thoughtful
approach to your statement of work and the knowledge of the field needed to complete the
project.

5.1 Project team and key personnel

Classify and pinpoint team management structure and list the qualifications and related
experience of key team members.

5.2 Equipment and facilities

Identify resource and equipment suitability you plan to use and/or purchase in carrying out this
project. Indicate what equipment is an existing capability and what needs to be additionally
constructed/purchased to complete this proposal assignment.
#6 Anticipated benefits of project proposal

This section focuses on an explicit acknowledgment of the anticipated benefits linked to this
project proposal, i.e., the undertaking of the proposed work.

The benefits listed here can include economic, societal, environmental, or any other benefits that
could have an impact at any level. The purpose of this section is to justify the time and expense
of carrying out this project.

#7 Anticipated environmental impact of the proposed solution

Use this section to identify any potentially harmful environmental effects because of this work
completed. Common items often listed in this section might be emissions of toxic substances or
the use of hazardous chemicals that require consequent disposal, etc.

If there are no harmful impacts, then a straightforward statement of that fact is sufficient for this
section.

#8 Conclusion

The conclusion of a technical proposal is the final paragraph/section of the proposal that brings
readers back to the central idea of the proposal.

This final section should, once again, list all positive aspects of the project. If you want to end
your proposal on a solid note, urge the reader to contact you to work out project details further,
remind them of this project’s benefits, and maybe remind them why you (and your team) are the
right person to lead this project.

#9 Nomenclature

In technical proposal writing, nomenclature can and does not have to be a part of the proposal.

Depending on your proposed project, you can use this section to layout suggestions to simplify
infraspecific terminology. Additionally, you can indicate (if necessary) a system of names and
terms you would like to use in this executive summary.

If there is no need for nomenclature, a simple statement of that fact is sufficient for this section.

#10 References and sources

References section lists resources cited in the body text and diverts readers to those sources
should they need additional reading or checking of facts.
#11 Appendices

Not an essential part of the proposal but potentially a helpful one, an appendix contains
supplementary material that provides a more comprehensive understanding of the research/topic
at hand.

Appendices sections usually contain information that is too taxing to be included in the body of
the paper.

Valuable tips and hacks for writing a successful technical proposal

Getting funds for research takes more than having a good idea; you need to have a captivating,
persuasive approach that will convince a panel of reviewers your idea is worth considering and –
is likely to succeed.

So, we give you eight tips for a winning technical proposal:

1. Write/present with your reviewers in mind – make sure they understand your point, use a clear
and engaging style
2. Present research questions clearly, and introduce them early in your proposal
3. Be sure of your work’s relevance, and explain how it affects the bigger picture
4. Refer to prior, supporting research relevant to your current idea
5. Address potential limitations and problems to show you understand the entire scope of the
project
6. Present your proposal only after having it thoroughly checked for grammar, style, and argument
7. Briefly summarize your goals and methods, and anticipate conclusions; avoid technical language
that would make your abstract confusing or difficult to understand
8. Have someone who is not in your niche read over your proposal for clarity and style – Can they
understand it? Did they find it interesting?

Remember, it is not unusual for great ideas to fall through: not because they were bad ideas but
because they didn’t have a clear and convincing presentation. So, follow PandaDoc tips for a
winning proposal writing piece, and you should be good to go!

Final thoughts: Proposal creation done right

If you are looking to have your proposal error-proof, clean, and automatized, we recommend
including a proposal software solution into the mix. With the suitable proposal tools, an RFP is a
pleasure to write.