How to Write a Successful Project Proposal

As a project manager, business owner, or higher-up, it's your job to make sure that your projects are running smoothly and to keep them on track. You need to be aware of the timeline, budget, and goals of your project, and present these to stakeholders and other invested parties. All of this information should be gathered into a single document known as a project proposal. But what is a project proposal and how do you write one? Let's find out.

What Is a Project Proposal?

When it comes to a project's lifecycle, the first step is to create a project proposal. Think of it as a foundation for your project. It's basically what your project is based upon and what you and your team will follow to see your project through to fruition. The project proposal will also be what you present to your leadership, stakeholders, and other individuals invested in your project. Your project proposal will be the first impression these people have on your project and it should detail everything there is to know about your project plan.

There are two types of project proposals: internal and external. Internal project proposals are the ones you'll submit to your leadership team for approval. External project proposals will be shown to outside sources, like investors and clients, who will then have a chance to buy in. Within these types are also subtypes, such as solicited, unsolicited, informal, renewal, continuation, and supplemental.

All project proposals should include:

• Summary
• Objectives
• Budget
• Timeline
• Resources
• Involvement
• Potential risks
• Success measurements

Project Proposal vs. Project Plan

You shouldn't confuse a project proposal with a project plan. Although similar, they serve different purposes. A project proposal is what is submitted to get a project approved. A project plan just lays out a detailed outline of what the project entails and essentially includes the same information as a project proposal.

Project Proposal Example

To better give you an idea of how project proposals should look, here are a few examples from different business perspectives.

Example 1: A Digital Marketing Project Proposal

Here is a basic example of a project proposal for a digital marketing business.

Example 2: Mobile App Development

Example 3: Sustainability Initiative

How To Write a Project Proposal

So, now that you've seen a couple examples, it's time to start writing your own project proposal. But you may still be wondering how to write a project proposal, and that's fine. Let's walk you through it step by step so that you can create your very own effective project proposal.

First and foremost, you're going to need to write out your project's summary and background. The summary and background should include all the main points of your project, from the background and history to the objectives and hopeful outcomes. Your summary needs to be persuasive to capture your audience's attention. This will be your way to get your audience (stakeholders, investors, and clients) excited about your project and wanting to invest in it and see it succeed. Be as descriptive about your project and plans as you can be. This will be your first impression and first impressions are everything.

Also, when diving into your project's background, make sure to include any data concerning previously successful projects, or even past failed projects and what you've learned from them. You'll also want to include a solution, or how your project will solve the end-user's problems.

Next, you'll want to think about your project's overall vision and what success means to you. Create a vision statement and include success criteria that shows how your project will do what it's meant to do. You'll use the success criteria along the way to measure success and respond to any metrics that aren't living up to expectations.

You want to be prepared, so figure out potential risks and come up with strategies to reduce the impact of those risks. Then, outline your objectives and deliverables. This can also be done through the SMART method — listing things out as Specific, Measurable, Achievable, Relevant, and Time-bound. Explain your project's approach and outline the benefits your project will have on the end-user. Identify any requirements and who will need to be involved in your project.

Finally, estimate costs and a timeline. Your project likely won't be cheap or fast-paced, so having these estimates to fall back on will help you. Make sure to include everything in your budget, from the smallest of resources to the biggest. As for your timeline, you can split your timeline up according to your deliverables. For example, one deliverable could be hit in one month, another in three, and so on.

Project Proposal Template

Here are some project proposal templates you can use to outline your proposal. Feel free to adjust them to your liking, too.

Template 1

PROJECT PROPOSAL

Template 2

This one is pretty straight forward. Just fill in the blanks.

Project Case

Tips for Creating a Persuasive Project Proposal

Now that you understand what a project proposal is, what goes into a project proposal, and have seen examples and templates that outline what an effective proposal should entail, now it's time to give you some tips on writing a persuasive project proposal all on your own.

The first piece of advice is to understand your audience. Who are they, what are their demographics, what issues are they having, what do they expect from your project, how will your project benefit them or solve their issue?

Once you know your audience, you should have a good idea of their problem. Define it. Lay out the problem from beginning to end. Present the problem with urgency. The more urgent the problem, the more likely it is to need a solution. Once you have the problem clearly defined, you can propose a solution to the problem.

Then comes the outline. Here, you needed to outline everything about the project. The timeline, budget, resources, team members, everything. Include here the benefits of the project. Show how it will benefit and meet the needs of your audience. Throw in some evidence to back up your claims.

Finally, don't forget to include a call to action. Encourage your audience to take the next step. This could be approving or funding the project. Your call to action needs to be clear and compelling. You're going to want your audience to feel the urgency to act now.

Feeling stuck? Use the 80/20 rule to steer your path. The 80/20 rule can help you manage your budget, resources, and time, so that you don't have to remain stuck on these areas for long. You can also use AI to power through your project management struggles if you're in a pinch.

Let Breeze Be the Solution to Your Project Proposal Needs

Are you ready to finally create your very own project proposal? You're in the right place. With these tips and advice, you'll be well on your way to creating an effective and persuasive project proposal. But if you still need help, Breeze project management can help you figure the rest out. Sign up and tell us what you need, or explore our offerings. Together, we can come up with the perfect project proposal for you.

Written by Amber Felton

Amber Felton is an accomplished content creator and copywriter. A creative soul at heart, she excels in crafting captivating pieces that resonate with readers. Amber's forte lies in thorough research, ensuring her content is both informative and engaging. Her ultimate goal is to leave a lasting impression on her audience by delivering compelling narratives that linger in their minds.