how to write a presentation proposal

Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

A proposal is a document that outlines a plan, idea, or project that you want to pursue or implement, often requiring approval or funding from others. Writing a well-structured, clear, and persuasive proposal is essential for gaining the support and resources you need. Whether it’s for academic research, business, or a project, a good proposal conveys your goals, methods, and anticipated outcomes.

The main objectives of a proposal are:

Persuasion : Convince the reader or audience of the feasibility and value of your plan.
Clarity : Clearly outline the steps, timeline, and resources needed.
Structure : Organize your ideas to demonstrate careful planning and preparation.

How To Write A Proposal

Follow these steps to write an effective proposal:

Step 1: Identify Your Purpose and Audience

Purpose : Clearly define why you are writing the proposal. Are you seeking approval, funding, or collaboration?
Audience : Tailor the proposal to the audience’s knowledge level and interests. Business proposals might focus on ROI, while academic proposals may emphasize research methods.

Step 2: Research and Gather Information

Conduct research to support your proposal with accurate data, statistics, and credible sources.
Review similar proposals or projects to ensure your idea is unique and feasible.
Gather information on the resources, budget, and timeline required for successful completion.

Step 3: Outline Your Proposal

Create an outline to organize your proposal sections logically.
Typical proposal sections include an introduction, objectives, methodology, timeline, budget, and conclusion.

Step 4: Write the Proposal Sections

Here’s a breakdown of each section to include in your proposal:

Proposal Template

[Proposal Title]

1. Executive Summary

Purpose : Summarize the main points of your proposal in a clear and concise way.
Content : Briefly introduce your project, its objectives, and the impact you expect it to have.

Example : “This proposal outlines a community health project aimed at reducing childhood obesity by 20% over three years through nutrition education and physical activity programs.”

2. Introduction and Background

Purpose : Provide context to your proposal, explaining why the project or idea is necessary.
Content : Describe the current situation, problem, or opportunity that your proposal addresses.
Background Information : Include relevant statistics, previous studies, or projects to justify the proposal’s importance.

Example : “Childhood obesity rates have risen by 15% over the past decade in our community. Studies indicate that early intervention through education and exercise programs can effectively reduce these rates.”

3. Objectives

Purpose : Clearly state what you intend to achieve with this proposal.
Content : List specific, measurable objectives. Each objective should address the main goals of your project.
“Reduce childhood obesity by 20% in the target area.”
“Implement bi-weekly nutrition workshops in 10 local schools.”
“Establish after-school physical activity programs to engage 300 children per semester.”

4. Methodology or Approach

Purpose : Describe how you plan to achieve the objectives.
Content : Outline the methods, activities, and strategies you will use. Include details on how each activity supports the objectives.
Project Activities : Break down each activity, explaining its purpose and implementation process.
Roles and Responsibilities : Specify who will be responsible for each task or phase.
“Conduct nutrition workshops led by certified dietitians.”
“Organize physical activity sessions in partnership with local fitness centers.”
“Distribute educational materials to schools for continued learning.”

5. Timeline

Purpose : Provide a schedule for project milestones and completion dates.
Content : Use a table or chart to show each phase of the project and its expected duration.
Purpose : Outline the financial resources required for the project.
Content : Provide a breakdown of costs by category, including personnel, materials, transportation, and any other expenses.
Funding Sources : Mention any potential sources of funding or contributions if applicable.

7. Evaluation Plan

Purpose : Outline how you will measure the success of the project or objectives.
Content : Specify the metrics, data collection methods, and assessment tools you will use.
Outcome Measurement : Describe how you’ll track progress, including any surveys, interviews, or data analysis.

Example : “Evaluate the impact of the workshops by comparing pre- and post-program surveys on children’s nutrition knowledge and activity levels. Track obesity rates quarterly in collaboration with local healthcare providers.”

8. Conclusion

Purpose : Reinforce the need for the project and summarize the benefits.
Content : Restate the main points, emphasizing the project’s potential impact and aligning it with the organization’s goals or values.

Example : “This project has the potential to significantly improve community health by reducing childhood obesity rates. Through education and activity programs, we can promote healthier lifestyles and create lasting positive change.”

9. Appendices (Optional)

Purpose : Include any supplementary materials, such as charts, graphs, supporting documents, or detailed data.
Content : Additional information that supports the main proposal but would otherwise disrupt the flow if included in the main body.

Additional Tips for Writing a Strong Proposal

Be Clear and Concise : Avoid unnecessary jargon, and focus on conveying your points in a straightforward way.
Use Visuals : Charts, graphs, or tables can make data easier to understand and more persuasive.
Tailor to the Audience : Adjust the language, level of detail, and emphasis based on who will be reading the proposal.
Proofread and Edit : Carefully review your proposal for errors, clarity, and coherence.
Anticipate Questions : Try to answer any potential questions within the proposal, including justifying the budget and timeline.

Writing a proposal requires clear planning, structure, and persuasive communication. By following this step-by-step guide and using the provided template, you can effectively convey your idea, project, or plan, increasing the likelihood of gaining support, funding, or approval. Whether you are preparing a proposal for business, research, or community projects, a well-organized proposal demonstrates commitment, feasibility, and thoroughness.

Example Proposal Template Summary

Below is a summarized template for your convenience.

Proposal Title

1. Executive Summary Brief overview of the proposal, objectives, and impact.

2. Introduction and Background Context of the project or idea, including problem or opportunity.

3. Objectives Clear, specific goals to be achieved.

4. Methodology Steps, activities, and approach for achieving objectives.

5. Timeline Schedule for each project phase.

6. Budget Detailed cost breakdown by category.

7. Evaluation Plan Metrics and methods to measure success.

8. Conclusion Summary and final emphasis on project impact.

9. Appendices (Optional) Supplementary materials that support the main proposal.

Bell, J. (2014). Doing Your Research Project: A Guide for First-time Researchers . McGraw-Hill Education.
Lock, D. (2013). Project Management . Gower Publishing.
Creswell, J. W., & Creswell, J. D. (2018). Research Design: Qualitative, Quantitative, and Mixed Methods Approaches . SAGE Publications.
Kothari, C. R. (2004). Research Methodology: Methods and Techniques . New Age International.
Trochim, W. M., & Donnelly, J. P. (2008). The Research Methods Knowledge Base . Cengage Learning.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

Research Proposal – Types, Template and Example

How to choose an Appropriate Method for Research?

How To Write A Grant Proposal – Step-by-Step...

Proposal – Types, Examples, and Writing Guide

How To Write A Research Proposal – Step-by-Step...

How To Write A Business Proposal – Step-by-Step...

EXPLORE Random Article
Happiness Hub

How to Present a Proposal

Last Updated: February 22, 2024 Approved

This article was co-authored by Michael McCutcheon, PhD . Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR). There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, 100% of readers who voted found the article helpful, earning it our reader-approved status. This article has been viewed 57,001 times.

Presenting a business proposal requires more than simply reading a transcript of the proposal text. Gaining the confidence of your audience requires tact, research, and a whole lot of preparation. If done correctly, your presentation can inspire your listeners to adopt your proposal.

Preparing the Proposal

If possible, talk to someone who has already seen the proposal, and gauge their interest.
Check recent news stories which indicate the current financial state of the company or individual you're targeting.
Think about the audience's values, goals, and ideals. Your proposal should address not just their economic needs but their corporate mission, too.

Your written proposal should not be identical to your oral presentation. Simply reading the proposal word for word will bore your audience. Your oral presentation should use the proposal text as a foundation but should also expand on your main points without lingering on every detail.

An improper or incomplete proposal submission may jeopardize your chances of not only having your proposal approved but also receiving future RFPs. Use care when crafting your submission.

Step 6 Practice your presentation as much as you can.

Making the Pitch

This is especially important when conducting an RFP presentation.

Slide shows can help listeners retain information and better understand the main points of your proposal.
You can use the slide show to supplement or replace your own notes. They can keep you on track and keep your audience engaged.

Before you begin, try breathing in and out slowly for a while.
Assume your audience is receptive, not hostile, to your proposal.

Avoid interjecting filler words like "uh" or "um" into your presentation.

Sealing the Deal

Step 1 Close your presentation with a solid punch.

If you get an off-topic or difficult question, address it honestly, but artfully try to redirect the question back to why your proposal is a good one. [11] X Trustworthy Source Harvard Business Review Online and print journal covering topics related to business management practices Go to source

Expert Q&A

Don't feel defeated if your proposal is not accepted. Think of it as a learning experience, and try to identify points which could be stronger next time. Thanks Helpful 0 Not Helpful 0
Pay attention to the details. This applies to both the written proposal and your oral presentation. Thanks Helpful 0 Not Helpful 0
Dress professionally for your presentation. First impressions are important. A sloppy appearance could hurt your proposal's chances of success no matter how good your presentation is. Thanks Helpful 0 Not Helpful 0
Do not take beta-blocker drugs in an attempt to relax before your presentation. You run the risk of becoming a little too relaxed and doing or saying something you'll later regret. Thanks Helpful 1 Not Helpful 0

↑ Michael McCutcheon, PhD. Career Coach & Psychologist. Expert Interview. 14 October 2020.
↑ https://www.entrepreneur.com/starting-a-business/7-steps-to-a-winning-business-proposal/299681
↑ http://www.fripp.com/selling-your-way-to-success-how-to-present-your-proposal-at-an-executive-meeting/
↑ Paul R. Timm, How to Make Winning Presentations, https://books.google.com/books?id=qqScv8LU9noC&lpg=PP1&dq=winning%20presentations&pg=PT60#v=onepage&q=winning%20presentations&f=false
↑ Thomas Leech, How to Prepare, Stage, and Deliver Winning Presentations, https://books.google.com/books?id=GEJn-UPf1cEC&lpg=PP1&dq=winning%20presentations&pg=PA80#v=onepage&q=proposal&f=false
↑ https://hbr.org/2010/11/how-to-get-their-approval.html
↑ https://hbr.org/2010/11/defend-your-research-people-often-trust-eloquence-more-than-honesty/ar/1

About this article

To present a business proposal, make sure to speak in a clear, audible voice to command your audience’s attention, and avoid using distracting filler words like “uh” and “um.” Additionally, emphasize the main points rather than reading your proposal word for word, since your audience will have the text before them. You should also use visuals, like PowerPoint slide shows, to help the audience have a better understanding of your main points. Then, end your proposal by reiterating your main points in a simple, straightforward way. For more advice, like how to write your proposal with inspiring, optimistic language, keep reading! Did this summary help you? Yes No