Project Proposals: Free Templates & Simple Steps

A project proposal is your first handshake with a potential customer. It carries the weight of making a memorable impression and showing the reader that you’re the best fit for the job.

For sales teams, great project proposals lead to an overflow of new business. And for in-house employees, it’s the secret sauce of getting management to take action on your ideas.

Knowing how to write a persuasive project proposal and having a set of templates you can reference sets your submission above the rest.

In this guide, we’ll explain the benefits of using a project proposal, what to include in the proposal, and how to write a project proposal that drives action.

What is a project proposal?

A project proposal is the first document used to define an external or internal project. It is a detailed document that the client uses to determine whether or not to partner with your organization. Hence, it needs to be high quality, well written, and easy to understand. 

Why is a project proposal important?

Stand out among competing vendors

Project proposals help your company stand out in a sea of competitors. A well-written project proposal allows you to showcase your unique value proposition. 

Does your company offer better processes, outcomes, or pricing? You can show these benefits with a project proposal.

Make a great first impression

A project proposal is usually your first formal interaction with a potential client. The research you conduct about their background, needs, and goals improves the proposal and makes it more personalized and memorable. Also, a good first impression leads to more discussions with a possibility of long-term work.

Secure better projects and investors

When creating an unsolicited proposal, a project proposal template can help you deliver a persuasive presentation that impresses the reader. If you’re on the team that’s tasked with securing funding, project proposals show potential investors and clients the benefits of partnering with your organization.

Clearly show objectives and expected outcomes to prevent scope creep

Scope creep is the unwarranted expansion of project scope. It may include deliverables that were not a part of the original agreement or outcomes that were not previously discussed. 

Project proposals help prevent scope creep through clearly defined objectives and expected outcomes that the client already agreed on prior to the project kickoff.

Maintain manageable timelines

Before submitting the proposal, it’s a good idea to involve stakeholders within your organization who’ve worked on similar projects. 

They can help you determine if the timeline for each deliverable is achievable or not. You’ll also need to collaborate with the client to ensure that you’re on the same page regarding timelines and check-ins for the project.

Improve planning

A project proposal improves planning. The document is used to finalize the budget, processes, deadlines, and deliverables for the contract. With proper planning, you can allocate resources and predict the impact of the project on your client’s business.

Efficient revision process

Unreasonable revisions cost money, time, and effort. Adding revision timelines in the proposal and contract keeps you on track. It also streamlines communication during the project.

What are the types of project proposals?

Formally solicited

Formally solicited project proposals are written in response to a request for proposal (RFP). It’s easy to write because the client provides project details such as deadlines, timelines, and deliverables in the RFP. 

Informally solicited

Informally solicited proposals are similar to formally solicited project proposals. The major difference is that the client’s needs aren’t laid out in a document which makes it harder to draft. You’ll need to do more research to define project criteria such as goals, processes, and deliverables.

Unsolicited

Think of unsolicited project proposals like a cold call. The prospect didn’t ask for it, but done right, it provides a lot of value. It’s the hardest type of proposal to write because you have no starting details. You need to gather as much information as possible to make your proposal convincing.

Continuation

Continuation project proposals are reminders and updates for ongoing projects. You’re not pitching your solution. Rather, you’re reminding the client about the progress of a project, changes to the project that require more funding, and permission to continue.

Renewal

A renewal proposal is written to convince the client to retain your services instead of terminating the project. The goal is to show the value of ongoing services and the return on investment.

Supplemental

Use a supplemental project proposal when you need more resources than was originally budgeted for the project. The goal is to justify the additional resources and show estimates of what the project will cost.

What should be included in a project proposal?

Project background

The most persuasive element of the project proposal is the project background. This is the stage to reinforce the client’s pain point while explaining how your company can make a measurable difference.

Your project background should explain why the project was created in the first place. You can break the project background into a few distinguishable sections:

• Business challenges and obstacles
• Business weaknesses or limitations
• Project strengths and opportunities

The project background should end with a brief statement about how the completed project will make a difference for your client.

Statement of need or requirements

The statement of need or statement of requirements addresses the ‘why’ of your project. Think of this section as the introduction of a book. Make it short, sweet, and to the point.

Here are a few questions to help craft a statement of need and requirement:

• What does my client need, and why?
• Who benefits from the project outcome?
• Why is the project happening now? 
• What made it necessary? 
• How is my solution unique? 
• What can I do better than my competitors?

Project objectives

The project objectives describe the measurable outcomes of the project. The outcomes could be deliverables or results. Deliverables are tangible items that you’ll deliver to the client. Results are metrics to measure these deliverables.

A well-written project objective is proof that you fully understand the goals of the project. It also acts as a starting point for project planning. Each objective will become a milestone that your team must address before moving to the next phase of the project.

Project methodology and outcomes

Just like the labs you wrote up in science class, the project methodology discusses the process and techniques that will be used to achieve the objectives.

For example, if you plan on building hardware for a client, your first method would be conducting user research to understand the audience and the problem it will solve. The outcome would be the completed hardware. 

Your methods and outcomes should be written in a formal way. According to TeamStage, roughly 73% of organizations that use formal project management always or often hit their goals. Crafting a thoughtful project methodology grounded in proven techniques significantly ups your likelihood of attaining your project’s goals .

Here are some strategies for writing the project methodology section:

• Explain why your methods work 
• Delegate responsibilities and assign team members to each deliverable
• Include important deadlines

Scope of the project

Your project scope should discuss the specific details of your project. It is usually the longest portion of the project proposal. This section sets expectations for clients and includes SMART goals that are specific, measurable, attainable, realistic, and timely.

Add these sections to your project scope:

• Every process that goes into the deliverables
• How you will measure the success of each deliverable
• What the project will not cover

Budget

No project proposal is complete without a budget section. Like other sections of your proposal, the budget should be very specific and cover all expenses.

Use tables to make numbers easier to digest. Write a narrative to explain where each piece fits into the deliverables and outcomes. 

Present the reader with a contingency budget in case of unforeseen events. For example, you may write a paragraph about why you over-budgeted for certain deliverables.

Ideally, the project budget should be written by the project manager. However, you should bring in the company’s accountant who probably has a better head for numbers. They can also help to ensure your budget is streamlined with the rest of the project proposal.

A few tips to guide you when creating a project budget include:

• Start crafting your budget and allow it to evolve with your proposal, rather than leaving it until last
• Make sure the numbers add up and you have the right market prices for all listed items
• Ensure that your budget follows a format that is easy to understand
• Check the math multiple times

Project timeline

Your project timeline clearly states how long it will take to complete each element of the project. You should list deadlines for completing deliverables and project phases in this section.

Timelines should have team members’ names attached to individual assignments. For example, if your UX designer will be responsible for the research and design portion of your project, list the designer’s name, the timeline, and the expected due date. 

Reporting

The reporting section explains:

• How the client will receive project updates (email, Slack, SMS, or in-app reporting)
• How often will your company send reports? Will you build a client dashboard?
• Who is the point of contact that will receive regular reports or updates?
• How many meetings can the client expect over the course of the project? If additional meetings are available, will they be billed at an additional charge?
• When, where, and how will the meetings take place?

Expected risks and issues

Factoring in project risks plays a large part in successful project execution. Are there any unforeseen issues you think may come up during the project? Write down any problems that could occur before, during, or after the project is completed.  Not only will this section keep you honest, it could help you navigate project pitfalls as well.

As you craft this section, be sure to review your project timeline. For example, you might create a buffer of 1.5 or 2x the estimated project duration so you have room to accommodate any surprises without missing the deadline. This can prevent unhappy clients, devastating reviews, headaches, and all-nighters. 

Criteria for success

Criteria for success explains how you’ll measure the project’s success. Include metrics, outcomes, and deliverables that should be present for success to happen.

PMI lists the following criteria for measuring success:

• Metrics and statistics
• Quality of deliverables
• Future potential
• Stakeholder satisfaction
• Company performance

Project roadmap

The project roadmap is a broad overview that describes all the important elements of a project. It’s the final portion of your project proposal and should be written like a summary.

It’s easier to understand if you use a visual such as a chart or timeline. Highlight key dates and their expected outcomes, as well as any deliverables.

You may also want to include a summary of:

• Objectives
• Milestones
• Resources
• Budget costs
• Project phases

Examples of project proposals

Simple project proposal template

A simple project proposal template is written in an organized layout that is easy to use and understand. This template is ideal for multiple project types from internal projects to school projects.

Requirements gathering template

The requirement gathering template is a strong foundation for any project. It acts as a bridge of information between the client and the project manager. The client clearly communicates what they require from the project and you make sure that their goals are accounted for in the requirements gathering.

Project management proposal template

A project management proposal template should provide enough information to help the client or sponsor make a decision. As a rule of thumb, start by writing a compelling executive summary since that is the first encounter the client has with the document. If the executive summary is engaging, they’re more likely to continue reading the rest of the proposal.

Sections to include in your project management proposal template include:

• Title page
• Executive summary
• Project details and goals
• Deliverables
• Scope of the project
• Budget and resources
• Milestones and timelines

Sales proposal template

Your sales proposal should help the client imagine a future where your product has solved a pressing problem for them. Many sales teams fall into the trap of making their sales proposal too vague, generic, or long.

A sales proposal should convince the client that you understand their needs and have the best solution. It should also inspire them to take action.

A few things to include in your sales proposal are:

• Company background
• Challenges your product will solve
• The budget
• Decision-makers and stakeholders
• Your unique value
• Testimonials showing ROI with past clients

Business project proposal template

A business proposal bridges the gap between you and your clients. It outlines your value proposition in a way that convinces an organization to do business with you. 

Similar to a sales proposal, you’ll need to explain your “why” with an executive summary that clearly shows the benefits of your services or product and how it can solve a problem.

Sections to include in a business proposal include:

• Table of contents
• Title page
• Executive summary
• Problem statement
• Solution
• Timeline
• Qualifications
• Pricing options
• Terms and conditions

Software project proposal template

A software proposal is a marketing document where you pitch your software to an organization. The goal of the proposal is to introduce your software to a potential customer and show the value of your product. 

The proposal should describe how you plan to automate a manual process and save time. The ROI from using your software should be clearly seen in the sales proposal.

Engineering project proposal template

Most engineering project proposals are made in response to a request for proposal. The goal is to show that you understand the problem mentioned in the RFP and you’re the best option. 

Your engineering project proposal should also convince the client that your engineering team is the most qualified for the task.

12 simple steps to write a project proposal

Pro tip: Keep it short

The average attention span is 8.25 seconds. That’s a very brief window to capture attention and hold it. Often, the best proposals are simply a slide or two in a deck with your company's branding. Be concise and avoid the temptation to include unnecessary details.

1. Write an outline for your project proposal

Create an outline when you’ve done the research and you have all the information about the project. Don’t worry about perfection, focus on getting the important information on one page. While the exact layout of the outline may differ based on the format, you should include:

• The problem
• An introduction
• The solution
• Your process
• Budget
• Conclusion

2. Use a table of contents

A proposal without a table of contents is like diving into the unknown. The table of contents prepares your audience for what they’re about to read and makes it easier to find the most important information quickly.

3. Make sure your introduction is engaging

The introduction is where you hook your audience. It’s near impossible to convince them of the benefits if they don’t read past the intro.

A great tip is to open with a statistic around the problem. Write a second sentence that explains why the situation is so dire. Provide relief with another statistic that shows your solution works. Then use the rest of the proposal to show how you’re going to tackle the problem.

Keep your intro down to four lines max. Shorter introductions are easier to read and allow the reader to focus on the important details.

4. State the problem to tackle

Include a summary of the problem you’re tackling. If you’ve done the research, you’ll have plenty of material to pull from when writing this section. In a few sentences, explain:

• What is the problem?
• What has been done so far both internally with the prospect’s company and through outsourced solutions?
• Why should the prospect care about solving the problem?

5. Explain the current state of existing solutions

What is the current state of the problem you’re tackling? Why are existing solutions not working? Describing the pain point makes it easy to see the bigger picture and appreciate the solution.

6. Explain the impact of your solution

Here are a few ways to explain the impact of your solution:

• What makes your proposal effective?
• How will you solve the problem?
• What is the direct ROI of the solution?
• Will it generate revenue or lead to increased efficiency?

Remember the 5Ws

When in doubt about how to explain a solution or feature, remember the 5Ws:

• What
• Why
• Who
• When
• Where

You can dig deeper than you thought possible by answering these questions.

7. Anticipate questions

What questions would a prospective client ask about your deliverables, solutions, and processes? Make sure you’ve answered these questions comprehensively. Sometimes, when faced with a choice, the client could choose the proposal that clears all roadblocks and objectives.

8. Include customer testimonials

There’s no better proof that you’ve got the chops than hearing it from the mouth of your customer. Testimonials breathe life into your proposal. It allows the prospect to envision how you’ll solve their problem based on a similar contract you’ve executed in the past.

Make sure the testimonial is directly related to the client’s industry and problem. Include the customer’s face, name, and contact details in the testimonial so your prospect can follow up to verify if they want to.

9. Layout the budget

At this point, the prospect is on board and wondering how much it will cost to execute the project. Break down the cost into steps and deliverables with an associated timeline for each. 

Make sure you’ve included a contingency budget for extras and unforeseen circumstances. If you have in-house resources that save the client money, it’s worth noting it here to sweeten the deal.

10. Show how progress will be monitored

Without a structured way to track progress, neither you or the client will know if the project is on course. In fact, it’s a red flag when the prospective client is weighing up options and notices that you plan to leave them in the dark until the end of the project.

How will you detect problems at the earliest instance? What will be the milestones where you’ll check in with the client? Are there predetermined intervals for reporting? Giving this assurance is a sign of transparency that builds trust with the client.

11. Proofread your work

Before sending your project proposal to the prospect, let it rest overnight. A fresh pair of rested eyes will spot more errors that you didn’t previously see. Get someone else on your team to read through the document and make sure it’s grammatically correct. Good grammar makes communication clearer.

🚀Skyrocket productivity with a project proposal template

Here are a few ways you’ll benefit from using project proposal templates:

• ‍Manage expectations: If you’re sending out templated proposals to repeat clients, they’ll easily recognize your submission from the herd. They’ll know how long the proposal is and what information to expect just by looking at the first page.‍
• Formalize processes: Using a project proposal template ensures that everyone within your organization follows the same process when sending out proposals.‍
• Centralize knowledge: Storing your project proposal templates in a knowledge management platform like Guru makes it easy for employees to access past documents. They can use these documents as inspiration for creating a winning proposal.‍
• Streamline proposal: Project proposal templates help you save time so you can focus more on the project at hand. Templates also ensure that you never miss any important information since all segments are already included in the template.

Manage your project proposals with Guru

Now you’ve created your first project proposal template. That’s great! You still need a platform to manage your templates and integrate them with your workflow. That’s where Guru comes in. You can download a range of proposal templates and customize them to fit your organization’s needs. You can also connect to thousands of apps or API integration to save time and automate your workflow within Guru.