what is methodology in a project proposal

Thesis, major paper, and major project proposals

• Definitions
• Introductory section
• Literature review

Methodology

• Schedule/work plan
• Other potential elements
• Proposal references
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The methodology section can include (but isn't limited to):

• A description of the research design and methods
• A description of data-gathering instruments
• Methods of data collection
• Ethical considerations
• Analysis strategies and techniques
• Potential participants
• Rationale for your choice of methodological choices
• How the methodology is appropriate for the organization or participants
• The advantages and disadvantages of the methodology
• References to scholarly literature that support the chosen research design and methods

If you are unsure if including the methodology is required in your thesis, major project, or research paper proposal, please consult with your instructor or advisor.

This information regarding the methodology section of a proposal was gathered from RRU thesis and major project handbooks, current in 2020, from programs in the Faculty of Social and Applied Sciences, the Faculty of Management, and the College of Interdisciplinary Studies. If the details here differ from the information provided in the handbook for your project, please follow the handbook's directions.

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• In SAGE Research Methods Project Planner ; access via this link requires a RRU username and password.

Data Collection

How Do I Write About Theory?

• In SAGE Research Methods: Writing Up ; look for the How Do I Write About Theory? drop down option. Access via this link requires a RRU username and password.

How Do I Write My Methodology Section?

• In SAGE Research Methods: Writing Up ; look for the How Do I Write My Methodology Section? drop down option. Access via this link requires a RRU username and password.

Research Ethics

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• Last Updated: Jan 8, 2024 12:29 PM
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How to Write a Project Proposal (Examples & Template Included)

Table of Contents

What is a project proposal, types of project proposals, project proposal vs. project charter, project proposal vs. business case, project proposal vs. project plan, project proposal outline, how to write a project proposal, project proposal example, project proposal tips.

• ProjectManager & Project Proposals

A project proposal is a project management document that’s used to define the objectives and requirements of a project. It helps organizations and external project stakeholders agree on an initial project planning framework.

The main purpose of a project proposal is to get buy-in from decision-makers. That’s why a project proposal outlines your project’s core value proposition; it sells value to both internal and external project stakeholders. The intent of the proposal is to grab the attention of stakeholders and project sponsors. Then, the next step is getting them excited about the project summary.

Getting into the heads of the audience for which you’re writing the project proposal is vital: you need to think like the project’s stakeholders to deliver a proposal that meets their needs.

We’ve created a free project proposal template for Word to help structure documents, so you don’t have to remember the process each time.

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Project Proposal Template

Use this free Project Proposal Template for Word to manage your projects better.

In terms of types of project proposals, you can have one that’s formally solicited, informally solicited or a combination. There can also be renewal and supplemental proposals. Here’s a brief description of each of them.

• Solicited project proposal: This is sent as a response to a request for proposal (RFP) . Here, you’ll need to adhere to the RFP guidelines of the project owner.
• Unsolicited project proposal: You can send project proposals without having received a request for a proposal. This can happen in open bids for construction projects , where a project owner receives unsolicited project proposals from many contractors.
• Informal project proposal: This type of project proposal is created when a client asks for an informal proposal without an RFP.
• Renewal project proposal: You can use a renewal project proposal when you’re reaching out to past customers. The advantage is that you can highlight past positive results and future benefits.
• Continuation project proposal: A continuation project proposal is sent to investors and stakeholders to communicate project progress.
• Supplemental project proposal: This proposal is sent to investors to ask for additional resources during the project execution phase.

A project proposal is a detailed project document that’s used to convince the project sponsor that the project being proposed is worth the time, money and effort to deliver it. This is done by showing how the project will address a business problem or opportunity. It also outlines the work that will be done and how it will be done.

A project charter can seem like the same thing as a project proposal as it also defines the project in a document. It identifies the project objectives, scope, goals, stakeholders and team. But it’s done after the project has been agreed upon by all stakeholders and the project has been accepted. The project charter authorizes the project and documents its requirements to meet stakeholders’ needs.

A business case is used to explain why the proposed project is justified. It shows that the project is worth the investment of time and money. It’s more commonly used in larger companies in the decision-making process when prioritizing one project over another.

The business case answers the questions: what is the project, why should it be taken up, who will be involved and how much will it cost? It’s therefore related to a project proposal, but the project proposal comes before the business case and is usually part of the larger proposal.

Again, the project proposal and the project plan in this case are very similar documents. It’s understandable that there would be some confusion between these two project terms. They both show how the project will be run and what the results will be. However, they’re not the same.

The project proposal is a document that aims to get a project approved and funded. It’s used to convince stakeholders of the viability of the project and their investment. The project plan, on the other hand, is made during the planning phase of the project, once it’s been approved. It’s a detailed outline of how the project will be implemented, including schedule, budget, resources and more.

All the elements in the above project proposal outline are present in our template. This free project proposal template for Word will provide you with everything you need to write an excellent project proposal. It will help you with the executive summary, project process, deliverables, costs—even terms and conditions. Download your free template today.

There are several key operational and strategic questions to consider, including:

• Executive summary: This is the elevator pitch that outlines the project being proposed and why it makes business sense. While it also touches on the information that’ll follow in the project proposal, the executive summary should be brief and to the point.
• Project background: This is another short part of the proposal, usually only one page, which explains the problem you’ll solve or the opportunity you’re taking advantage of with the proposed project. Also, provide a short history of the business to put the company in context to the project and why it’s a good fit.
• Project vision & success criteria: State the goal of the project and how it aligns with the goals of the company. Be specific. Also, note the metrics used to measure the success of the project.
• Potential risks and mitigation strategies: There are always risks. Detail them here and what strategies you’ll employ to mitigate any negative impact as well as take advantage of any positive risk.
• Project scope & deliverables: Define the project scope, which is all the work that has to be done and how it will be done. Also, detail the various deliverables that the project will have.
• Set SMART goals: When setting goals, be SMART. That’s an acronym for specific, measurable, achievable, relevant and time-bound. All your goals would be defined by those five things.
• Project approach: Define the approach you’ll use for the contract. There are several different types of contracts used in construction , for example, such as lump sum, cost plus, time and materials, etc. This is also a good place to describe the delivery method you’ll use.
• Expected benefits: Outline the benefits that will come from the successful completion of the project.
• Project resource requirements: List the resources, such as labor, materials, equipment, etc., that you’ll need to execute the project if approved.
• Project costs & budget: Detail all the costs, including resources, that’ll be required to complete the project and set up a budget to show how those costs will be spent over the course of the project.
• Project timeline: Lay out the project timeline , which shows the project from start to finish, including the duration of each phase and the tasks within it, milestones, etc.

In addition to these elements, it’s advisable to use a cover letter, which is a one-page document that helps you introduce your project proposal and grab the attention of potential clients and stakeholders.

To make the best proposal possible, you’ll want to be thorough and hit on all the points we’ve listed above. Here’s a step-by-step guide to writing a persuasive priority proposal.

1. Write an Executive Summary

The executive summary provides a quick overview of the main elements of your project proposal, such as your project background, project objectives and project deliverables, among other things. The goal is to capture the attention of your audience and get them excited about the project you’re proposing. It’s essentially the “elevator pitch” for the project life cycle. It should be short and to the point.

The executive summary should be descriptive and paint a picture of what project success looks like for the client. Most importantly, it should motivate the project client; after all, the goal is getting them to sign on the dotted line to get the project moving!

2. Provide a Project Background

The project background is a one-page section of your project proposal that explains the problem that your project will solve. You should explain when this issue started, its current state and how your project will be the ideal solution.

• Historic data: The history section outlines previously successful projects and those that could have run more smoothly. By doing so, this section establishes precedents and how the next project can be more effective using information from previous projects.
• Solution: The solution section addresses how your project will solve the client’s problem. Accordingly, this section includes any project management techniques , skills and procedures your team will use to work efficiently.

3. Establish a Project Vision & Success Criteria

You’ll need to define your project vision. This is best done with a vision statement, which acts as the north star for your project. It’s not specific as much as it’s a way to describe the impact your company plans to make with the project.

It’s also important to set up success criteria to show that the project is in fact doing what it’s proposed to do. Three obvious project success criteria are the triple constraint of cost, scope and time. But you’ll need to set up a way to measure these metrics and respond to them if they’re not meeting your plan.

4. Identify Potential Risks and Mitigation Strategies

To reduce the impact of risk in your project, you need to identify what those risks might be and develop a plan to mitigate them . List all the risks, prioritize them, describe what you’ll do to mitigate or take advantage of them and who on the team is responsible for keeping an eye out for them and resolving them.

5. Define Your Project Scope and Project Deliverables

The project scope refers to all the work that’ll be executed. It defines the work items, work packages and deliverables that’ll be delivered during the execution phase of your project life cycle. It’s important to use a work breakdown structure (WBS) to define your tasks and subtasks and prioritize them.

6. Set SMART Goals for Your Project Proposal

The best mindset when developing goals and objectives for your project proposal is to use the SMART system :

• Specific – Make sure your goals and objectives are clear, concise and specific to the task at hand.
• Measurable – Ensure your goals and objectives are measurable so it’s obvious to see when things are on track and going well, and conversely, when things are off track and issues need to be addressed. Measurable goals make it easy to develop the milestones you’ll use to track the progress of the project and identify a reasonable date for completion and/or closure.
• Attainable – It’s important every project has a “reach” goal. Hitting this goal would mean an outstanding project that extends above and beyond expectations. However, it’s important that the project’s core goal is attainable, so morale stays high and the job gets done with time and resources to spare.
• Relevant – Make sure all of your goals are directly relevant to the project and address the scope within which you’re working.
• Time-Based – Timelines and specific dates should be at the core of all goals and objectives. This helps keep the project on track and ensures all project team members can manage the work that’s ahead of them.

7. Explain What’s Your Project Approach

Your project approach defines the project management methodology , tools and governance for your project. In simple terms, it allows project managers to explain to stakeholders how the project will be planned, executed and controlled successfully.

8. Outline The Expected Benefits of Your Project Proposal

If you want to convince internal stakeholders and external investors, you’ll need to show them the financial benefits that your project could bring to their organization. You can use cost-benefit analysis and projected financial statements to demonstrate why your project is profitable.

9. Identify Project Resource Requirements

Project resources are critical for the execution of your project. The project proposal briefly describes what resources are needed and how they’ll be used. Later, during the planning phase, you’ll need to create a resource management plan that’ll be an important element of your project plan. Project requirements are the items, materials and resources needed for the project. This section should cover both internal and external needs.

10. Estimate Project Costs and Project Budget

All the resources that you’ll need for your project have a price tag. That’s why you need to estimate those costs and create a project budget . The project budget needs to cover all your project expenses, and as a project manager, you’ll need to make sure that you adhere to the budget.

11. Define a Project Timeline

Once you’ve defined your project scope, you’ll need to estimate the duration of each task to create a project timeline. Later during the project planning phase , you’ll need to create a schedule baseline, which estimates the total length of your project. Once the project starts, you’ll compare your actual project schedule to the schedule baseline to monitor progress.

Now let’s explore some project proposal examples to get a better understanding of how a project proposal would work in the real world. For this example, let’s imagine a city that’s about to build a rapid transit system. The city government has the funds to invest but lacks the technical expertise and resources that are needed to build it, so it issues a request for proposal (RFP) document and sends it to potential builders.

Then, the construction companies that are interested in executing this rapid transit project will prepare a project proposal for the city government. Here are some of the key elements they should include.

• Project background: The construction firm will provide an explanation of the challenges that the project presents from a technical perspective, along with historical data from similar projects that have been completed successfully by the company.
• Project vision & success criteria: Write a vision statement and explain how you’ll track the triple constraint to ensure the successful delivery of the project.
• Potential risks and mitigation strategies: List all risks and how they’ll be mitigated, and be sure to prioritize them.
• Project scope & deliverables: The work that’ll be done is outlined in the scope, including all the deliverables that’ll be completed over the life cycle of the project.
• Set SMART goals: Use the SMART technique to define your project goals by whether they’re specific, measurable, achievable, relevant and time-bound.
• Project approach: Define the methodology that the project manager will employ to manage the project. Also, figure out what type of contract will be used to define the project.
• Expected benefits: Show how the project will deliver advantages to the company and define what these benefits are in a quantifiable way.
• Project resource requirements: List all the resources, such as labor, materials, equipment, etc., needed to execute the project.
• Project costs & budget: Estimate the cost of the project and lay that out in a project budget that covers everything from start to finish.
• Project timeline: Outline the project schedule, including phases, milestones and task duration on a visual timeline.

Whatever project proposal you’re working on, there are a few tips that apply as best practices for all. While above we suggested a project proposal template that would have a table of contents, meaning it would be many pages long, the best-case scenario is keeping the proposal to one or two pages max. Remember, you’re trying to win over stakeholders, not bore them.

Speaking of project stakeholders , do the research. You want to address the right ones. There’s no point in doing all the work necessary to write a great proposal only to have it directed to the wrong target audience. Whoever is going to read it, though, should be able to comprehend the proposal. Keep the language simple and direct.

When it comes to writing, get a professional. Even a business document like a project proposal, business case or executive summary will suffer if it’s poorly constructed or has typos. If you don’t want to hire a professional business writer, make sure you get someone on your project team to copy, edit and proof the document. The more eyes on it, the less likely mistakes will make it to the final edition.

While you want to keep the proposal short and sweet, it helps to sweeten the pot by adding customer testimonials to the attachments. Nothing sells a project plan better than a customer base looking for your product or service.

ProjectManager & Project Proposals

ProjectManager allows you to plan proposals within our software. You can update tasks for the project proposal to signify where things stand and what’s left to be done. The columns allow you to organize your proposal by section, creating a work breakdown structure (WBS) of sorts.

When building a project proposal, it’s vital to remember your target audience. Your audience includes those who are excited about the project, and see completion as a gain for their organization. Conversely, others in your audience will see the project as a pain and something to which they aren’t looking forward. To keep both parties satisfied, it’s essential to keep language factual and concise.

Our online kanban boards help you think through that language and collaborate on it effectively with other team members, if necessary. Each card shows the percentage completed so everyone in the project management team is aware of the work done and what’s left to be done.

As you can see from the kanban board above, work has begun on tasks such as product documentation and design. Tasks regarding stakeholder feedback, ideation, market research and more have been completed, and there’s a good start on the engineering drawings, 3D rendering, supply chain sourcing and translation services.

A PDF is then attached to the card, and everyone added to the task receives an email notifying them of the change. This same process can be used throughout the life-cycle of the project to keep the team updated, collaborating, and producing a first-class project proposal. In addition to kanban boards, you can also use other project management tools such as Gantt charts , project dashboards, task lists and project calendars to plan, schedule and track your projects.

Project proposals are just the first step in the project planning process. Once your project is approved, you’ll have to solidify the plan, allocate and manage resources, monitor the project, and finally hand in your deliverables. This process requires a flexible, dynamic and robust project management software package. ProjectManager is online project management software that helps all your team members collaborate and manage this process in real-time. Try our award-winning software with this free 30-day trial .

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Project Management Methodology: Definition, Types, Examples

What is a project management methodology ? How can it be defined? In simple terms, it is a must-have to avoid failure and reduce risks because it is one of the critical success factors as well as the core competency of the management team. It is the straightforward way to guide the team through the development and execution of the phases, processes and tasks throughout the project management life-cycle.

What is a Methodology? The Definition in Project Management

The term “ project management methodology ” was first defined in the early 1960s when various business organizations began to look for effective ways that could simplify the realization of business benefits and organize the work into a structured and unique entity (which was called “ project ” later on). Communication and collaboration were the key criteria for establishing productive work relationships between the teams and departments within one and the same organization.

Since that time, the term has been changed and modified many times, new definitions have been created, new elements and functions have been added. Today we consider a project management methodology as a set of broad principles and rules to manage a specific project that has a definite beginning and end. Below is the current definition of methodology .

Project Management Methodology is a strictly defined combination of logically related practices, methods and processes that determine how best to plan, develop, control and deliver a project throughout the continuous implementation process until successful completion and termination. It is a scientifically-proven, systematic and disciplined approach to project design, execution and completion.

The purpose of project methodology is to allow for controlling the entire management process through effective decision making and problem solving, while ensuring the success of specific processes, approaches, techniques, methods and technologies.

Typically, a project management methodology provides a skeleton for describing every step in depth, so that the project manager or program manager will know what to do in order to deliver and implement the work according to the schedule, budget and client specification.

Referring to the above mentioned definition, an appropriately chosen project management methodology paves the way for gaining the following achievements:

• The needs of stakeholders are defined
• A common “language” is established and understood by the team, so they know what’s expected of them
• Cost estimates are complete, accurate and credible
• Every task is done using a common methodological approach
• Most conflicts are spotted and resolved early
• Expected deliverables are produced and handed over
• Lessons are learned and solutions are quickly implemented

Methodology in Project Management Framework

Project management (the acronym “PM”) provides the framework of planning, doing and delivering projects of any kind, size, nature and type. PM framework focuses on the realization of desired change in line with a chosen methodological approach. Actually, change is the core aspect that should be managed. PM framework identifies and defines how to best manage change. And methodology serves as the “way” to systematically realize change in terms of time, cost and quality.

Managing projects means describing and performing the activities required to meet the specific objectives of making change.

For example, writing a book is a kind of project in which the objective is to write a book. This objective can be fulfilled by a series of activities, including defining the topic, collecting material, creating a draft, typing, proofreading, others. So in terms of project management, the author needs to define and then complete all the necessary activities in order to write a book (which means make change).

Here’s a simplified example of how a project methodology can be presented in the management hierarchical structure:

PM Framework precedes Methodology which in turn precedes Lifecycle Stages and determines the project management Processes, Tasks and Activities

Project Management Methodology Types

In project management there are a variety of approaches and methods that can be employed in managing different kinds of project. All the types of project methodology can be conditionally divided into traditional and modern approaches.

Traditional Approach

A traditional approach involves a series of consecutive stages in the project management process. It is a step-by-step sequence to design, develop and deliver a product or service. It entails achieving the succession in the implementation process and provides the benefits of milestone-based planning and team building. In IT and software development, this methodology type is called “ Waterfall ” – one portion of work follows after another in linear sequence.

The following stages are included the traditional project management methodology:

• Initiation (requirements specification)
• Planning and design
• Execution (construction and coding)
• Control and integration
• Validation (testing and debugging)
• Closure (installation and maintenance)

Modern Approaches

Modern methodologies do not focus on linear processes but they provide an alternative look at project management. Some of the methods are best for IT and software development, while others can be implemented in production, process improvement, product engineering, and so on. Modern PM approaches use different models of the management process.

Project Management Methodology Examples

It is the matter of a project’s type, size and nature to select the right methodology. Here are the most popular PM methodologies:

PMBOK® Guide

Although A Guide to the Project Management Body of Knowledge IS NOT a PM methodology in its “ pure state “, many people regard it as the methodological approach to planning, executing, controlling and terminating various projects. Meanwhile, the PMBOK® Guide is a broad inventory of best practices and ideas on planning and implementing projects. Please note that it is just a guide but not a project management methodology.

PRojects IN Controlled Environments 2 ( PRINCE2 ) presents a suite of process-driven methods and documentation-oriented approaches that allow driving various projects in the private sector. It was developed the UK Government, and today this great example of project management methodology is used both in the UK and internationally.

Critical path method (CPM) explores the most important or critical tasks of a project by defining possible activity sequences and estimating the longest duration of each sequence. It helps figure out how long it will take to complete the work and what tasks will compose the scope.

Lean PM methodology intends to maximize customer value and minimize resource waste. Lean project management lets organizations create higher value for their customers with fewer resources. This approach achieves perfection in customer satisfaction and value generation through implementing an optimized process flow that eliminates waste in products, services, transportation, inventories, etc.

The method of Six Sigma was originally developed by Motorola to improve its production processes by eliminating defects (defined as “non-conformity of a product or service to its specifications”). Today Six Sigma is one of the most popular and worldwide trusted examples of project management methodology for ensuring the accuracy and speed of a process’s implementation through eliminating or minimizing waste.

Critical Chain Project Management (CCPM) is the way to plan, implement and review various kinds of work in single- and multi-project environments. This management methodology uses Theory of Constraints (TOC) and the concept of buffers to establish improved task durations and manage resource-dependent tasks and activities.

SCRUM is an example of Agile PM methodology that involves teams in producing a software product in 30-day “ sprints ” and monthly “ scrum sessions “. In a SCRUM-driven project, the deliverables are broken down into 30-day intervals. This methodology example is specific and applicable mainly to collaborative, 100%-dedicated teams, with no heavily constrained time and materials budget.

Project Management for Students

Project management for students is a vital part of the education and training process. Students can easily get a project management degree, but it does not mean that it comes as easy as taking the homework. Students need to take into account some important aspects if they want to manage a project properly.

For instance, choosing the best admission essay writing service is of great importance because if for some reason the student cannot deliver a high-quality essay in time, he will most likely fail the course or even worse he will be expelled from the college or university.

Students should prepare well for the project or the essay. They need to research on the topic beforehand, keep track of what is going on, write on time and work within the deadline.

This will allow them to catch up with their fellow students, focusing only on what they have to do and not worrying about what other people are doing.

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How to Write a Proposal for a Project (With Examples)

An excellent project proposal should address the client’s main concerns and goals, sell your unique approach, and clarify the project process.

If the project is crystal clear to both you and your client, you can reduce confusion, scope creep , and complaints.

In this guide to writing proposals for projects, we dive into what this type of proposal must include and how to write one. Plus, we showcase excellent examples to copy and data-driven best practices to follow.

What’s in this guide:

What is a project proposal?

What to include in a project proposal, how to write a project proposal.

Examples of project proposals

Tips for writing a project proposal

Looking for proposal templates, automated follow-ups, and closing insights? Get a custom Proposify demo .

12 min. read

A project proposal is sent by a design, consulting, or other type of firm to a potential client in order to present important project details like deliverables, timelines, expected outcomes, and costs. When the terms of service are included, a signed project proposal can double as a contract for the legal protection of both parties.

A project proposal is not to be confused with a request for proposal (RFP), which is sent by a corporation or government agency to multiple consulting firms in order to receive the maximum amount of proposals and pricing options for a project that they’ve already defined internally.

A project proposal, on the other hand, is created as part of a consultative selling process and can benefit a client even if they don’t move forward with the work because of the helpful project breakdown.

Types of project proposals

There are many different types of project proposals, from different lengths to fee structures.

Project length:

Short, one-time project

Longer, phased project

Retainer or ongoing project

Paid discovery or audit project

Payment type:

Hourly with estimated hours

Hourly with min and max hour range

Hybrid flat rate and hourly (common in interior design, event planning, and other fields with hard costs and hourly costs)

Industries:

Website design

Graphic design

Architecture and engineering

Construction and property services

Commercial leasing

Interior design

Event planning

Software subscriptions

Administrative management

Payroll and HR management

Market research and analysis

Software development

Product development

Solicitation types:

Solicited proposals sent in response to an RFPs

Unsolicited proposals sent without a prior RFP

A successful project proposal will include all or most of these important sections. You can mix and match them with your own templates or AI writing tools to craft the perfect project proposal outline.

The cover page is the easiest page to write.

It typically includes:

Your company’s name

The client’s name or project name

A photograph or graphic design

You might also choose to include your contact information on the cover page, but this is usually reserved for the About Us page or a dedicated contact page.

Executive summary or letter

The executive summary is where you offer an overview of your methodology and the proposed project. Consider it elevator pitch. Shoot to write approximately 75 - 200 words.

Use this free AI-enabled character counter to help both get through writer's block as well as make sure your executive summary is the right length.

Many other parts of the proposal will be written as bullet points or very short phrases, so use this section to really paint the full picture of the project with language that is on-brand.

Goals or objectives

You can include the project goals and objectives of the client in the executive summary, in the project summary, or in a section dedicated just for this purpose.

You might write 75 - 150 words describing the goals, or utilize a bulleted list of 3-8 goals.

The approach section can go by a lot of different names, such as “solution” or “methodology.” In this section, you’re describing the strategy behind your approach. It sets the stage for the project details and budget to follow.

This is particularly important when winning over new clients who aren’t familiar with what sets your business apart from the competition.

A catering company might use this proposal page to talk about the sort of experience or quality of food they provide.

Meanwhile, a marketing company might include its brand ethos or core beliefs here.

Project summary and deliverables

While the previous section is about the strategy, this section is all about the specifics. Spell out exactly what you’ll do for the client.

Here’s what you might include in the project summary:

A quick description of the project

A list of project deliverables

A description of project phases with their own deliverables

A project timeline or roadmap

Your project management process

The collaboration or communication software you plan to use

Measurable or specific milestones in the project

A description of the project team and the talent included

About the company

You can write an About Us page, an Our Team page, or both. An About Us page should include a description of what your company does, your target audience, and the results you provide. An Our Team page will feature bios of important people on your team.

You need to spell out the project costs. Depending on the nature of your business, you might show a flat rate project total, your hourly rate alongside the number of estimated hours , or a variety of package options for the client to choose from.

Terms and conditions

Next up: terms and conditions. When using a proposal management software with e-signatures , your proposal can work as a binding contract. Include your master service agreement and allow the project summary to serve as the statement of work.

Social proof and samples

Prospective clients will need some reassurance to help them trust your business.

Consider including:

Testimonials

Star rating averages

Portfolio pieces

Work samples

Mini case studies

Ready to pitch a new project? Here’s a step-by-step process to create a winning project proposal.

1. Discover the client’s needs

The first step is to understand the client’s current challenges and goals. As part of your discovery process, you might conduct a single sales call, or several.

Some companies actually charge for a longer discovery or audit process, and use a proposal to sell that introductory service. They will then later upsell that client on a project based on their findings with a custom proposal. However, most firms conduct the discovery process for free and then make project recommendations in their first proposal.

2. Define their core problem and goals

Next, you’ll want to distill everything the client has shared with you. You might take some time to gather your notes, talk it through with a colleague, and then determine the most important objectives. These project objectives will guide all further decisions.

3. Determine the best approach to serve them

Now it’s time to decide which method or approach will lead to project success. If you have a templatized project process and always serve similar clients, you can offer your usual solution.

But if you offer custom work unique to each client, then you’ll need to decide on the approach. For example, an event planner might decide to offer event marketing, registration, setup, and breakdown services if a client doesn’t have any in-house resources, but they might only offer setup and breakdown if the client has in-house marketing and ticketing specialists.

4. Breakdown the project into deliverables, timelines, etc.

Now that you’ve done your research and decided what to pitch to the client, it’s time to break the project down.

Determine the project costs or pricing options, break up work into phases, and clarify deliverables. You can jot this down on a piece of paper or work directly inside of a proposal template .

5. Add all necessary sections and details to your proposal

Write out your proposal and make sure that you’ve covered all of the bases. It’s worth noting that longer isn’t necessarily better. Through our analysis of 1 million proposals, we found that winning proposals have 7 sections and 11 pages on average .

The most common proposal structure is:

Executive summary

Approach or solution

Deliverables

Keep in mind that you can alter and rename these sections to match your services and unique brand voice. Leverage an AI writing generator to help brainstorm content while you work on the sections of your proposal.

6. Send the proposal to the client (with e-signatures)

Now it’s time to send the proposal. You can save time and reduce your software needs by using one software for both proposals and contracts. Just make sure that you’ve included your terms and conditions.

Proposals with e-signatures assigned to both the sender and recipient have a 426% higher closing rate. And if you sign the proposal first (before the client opens it), you’ll increase your chances of closing by a further 36.8%.

7. Handle change requests promptly

Be on hand to make changes per client requests, whether they want to change the project scope or adjust contractual language because of their picky legal team.

Being asked to revise a proposal isn’t necessarily a bad thing. In fact, proposals that are revised a couple of times are more likely to close.

5 examples of proposals for a project

Need some inspiration? These project proposals offer examples of exactly what to include in your next pitch.

1. Printing project with optional items

This printing proposal offers an excellent example of how to clearly communicate your pricing and offer interactive options. When we analyzed 1 million proposals sent with our platform, we found that proposals with fee tables have a 35.8% higher closing rate than those without and that proposals with editable quantities have an 18.5% higher closing rate.

You can use this proposal template with your free trial of Proposify and easily customize it for your unique business offerings.

This example project proposal template includes these sections:

Our Services

Sample Work

Your Investment

2. Marketing proposal with project timeline

A project timeline is an important part of any project proposal. This marketing proposal template offers a great example of how to share this timeline in a simple format.

Break your project down into distinct steps so the client knows exactly what to expect.

This example proposal template includes the following sections:

Overview & Goals

Scope of Services

3. Accounting project with goals and batches of work

Our next example is an accounting proposal .

This proposal stands out because it includes the client’s goals in the Project Summary section. See those short and sweet bullet points? They serve as a smart way to let the client know that you understand their goals and will be able to satisfy them.

This proposal also includes a breakdown of work that is categorized into four different batches, or chunks: QuickBooks Startup, Data Migration, QuickBooks Data Build, Overall (throughout the project). You can use this example when breaking down a project into different stages or services.

Access this accounting proposal template with a paid subscription or a free trial of Proposify.

The template includes the following sections:

Project Summary

Work Proposal

4. Construction project with project summary and exclusions

Do you need to include exclusions in your proposals? If the type of work you offer is contingent on other service providers or lends itself to complications, then you might want to start adding exclusions. This can help protect your business from the many risks associated with project scope confusion or misaligned expectations.

This construction proposal template , available inside of Proposify, offers a perfect example of an exclusion section, which follows what is included in the project.

The project proposal template includes the following sections:

Cover Letter

Meet Our Team

Previous Projects

Project Schedule

5. Event management project with hourly work estimates

Event planning is complicated—that’s exactly why the event industry serves as a great example of how to charge for both hourly work and fixed costs at the same time.

You can access this event planning proposal template with your Proposify account (check it out with a free trial ).

In the Budget section, the proposal kicks things off with a fee table including all of the hourly costs .

This project proposal also has a second fee table to estimate the hard costs , such as catering and photography, and the hourly costs and hard costs are then added up for the full project total.

This template includes the following sections:

Introduction

Our Understanding of Your Needs

Writing a great proposal is a lot of work.

Here are some project proposal best practices that will help you save time and get better results:

Create templates for different services, projects, or clients. The faster you send a proposal, the more likely it is to close. Try creating a few different templates to make it easy to generate a new proposal based on the clients’ unique needs. And of course, you can always speed up the process by beginning with one of our templates .

Get the client’s opinion on your plan before you turn it into a proposal. Try pitching your project idea to the client at the end of the sales call. Check to see their reaction. If they love what you’ve suggested, turn that into your proposal. If not, ask what they have in mind. This way, you’ll create a proposal that is more likely to close.

Ask the client what they want the proposal to include. If your client has given you a detailed RFP , you’ll know exactly what to include in your proposal. If not, don’t be afraid to ask. Especially when working with large corporations and government agencies, your main point of contact should be able to share what all stakeholders will expect to see in the project plan.

Offer dynamic pricing options. Proposals with both optional rows and editable quantities have a 20.2% higher close rate. Consider add-ons and options that will cater to decision-makers while customizing and perfecting the project scope. Clients should be able to select the options directly in the business proposal to create an accurate project total in real-time and then sign off on it.

Include multimedia content in your proposal. Proposal content shouldn’t just be in a written format. Accompany your writing with mages and videos to help them visualize the project. Proposals with images are 72% more likely to close and proposals with videos are 41% more likely to close. Try including pictures of your team and your previous work and illustrations of your process or typical ROI.

Write and automate follow-up emails. Proposals with just one automated follow-up email are 35% more likely to close. If you use Proposify, you can easily turn on automated follow-ups for every proposal. You can use our follow-up email templates, or create your own templates for different types of clients or projects.

Next steps: write your own project proposal

An excellent project proposal should include the project roadmap, milestones, budget, and any supplemental information that will help the client really understand the value of the project and secure buy-in.

To make any proposal more likely to close, make sure you include multimedia content, pricing options, and e-signatures.

Proposify’s proposal templates , automated follow-ups, and viewing analytics can take your proposal closing game to a whole new level. Book a demo today.

Winning Proposal Structure Tips (What The Research Says)

June 21, 2022

4 Tips That Will Make Any Proposal More Likely to Close

July 12, 2022

It’s about more than just proposals—it’s about world domination.

Get a demo and start your team's total takeover.

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• 6 steps for writing a persuasive projec ...

6 steps for writing a persuasive project proposal

A project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives, and goals. Your project proposal should summarize your project details and sell your idea so stakeholders buy in to the initiative. In this guide, we’ll teach you how to write a project proposal so you can win approval and succeed at work.

All projects have creation stories, but they don’t start with someone declaring, “Let there be resources!” To move forward with a project, teams must submit a proposal to decision-makers within their organization or to external stakeholders. 

What is a project proposal?

A project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives , and goals. Your project proposal should summarize your project details and sell your idea so stakeholders feel inclined to get involved in the initiative.

The goal of your project proposal is to:

Secure external funding

Allocate company resources to your project

Gain stakeholder buy-in

Build momentum and excitement

Project proposals vs. project charters vs. business cases

Project proposals and project charters serve different purposes in the project creation process, and it’s important to understand the difference between the two. While a project proposal takes place in the initiation phase of the project, the project charter takes place in the planning phase. 

As mentioned above, a project proposal is a persuasive document meant to convince stakeholders why the project should be carried out. A project charter is a reference document that defines project objectives, and it can’t be created until the project proposal is approved.

People also confuse the business case with the project proposal, but the business case also comes after the proposal. Once the project is approved through a proposal, a business case may be used to secure additional funding for the project.

Types of project proposals

There are six types of proposals you may encounter as a project manager, and understanding the different formats can be useful as you write yours. Each type has a different goal.

Solicited: You’ll send solicited proposals in response to a Request for Proposal (RFP). An RFP announces a project in detail and asks for bids from qualified teams. Because you’re competing against other companies for this type of proposal, you must do thorough research and write persuasively.

Unsolicited: You’ll send unsolicited proposals without an RFP, meaning no one asked for your proposal. In this case, you won’t be up against other companies or teams, but you’ll still need to be persuasive because you have no knowledge of whether the stakeholder you’re pitching to needs you.

Informal: You may have a client send you an informal request for a project proposal, in which case you can respond with your project pitch. Because this isn’t an official RFP, the rules are less concrete.

Renewal: You’ll send renewals to existing clients in hopes that they’ll extend their services with your organization. In this type of project proposal, the goal is to emphasize past results your team has produced for the client and persuade them you can produce future results.

Continuation: You’ll send continuations as a reminder to a stakeholder letting them know the project is beginning. In this project proposal, you’ll simply provide information about the project instead of persuading the stakeholder.

Supplemental: Similar to a continuation proposal, you’ll send a supplemental proposal to a stakeholder already involved in your project. In this type of proposal, you’re letting the stakeholder know the project is beginning, while also asking for additional resources. You should persuade the stakeholder to contribute more to the project in this proposal.

The tone of voice and content of your project proposal will differ based on the type of proposal you’re sending. When you know your project goals, you can write your proposal accordingly.

How to write a project proposal

These step-by-step instructions apply to most project proposals, regardless of type. You’ll need to customize your proposal for the intended audience, but this project proposal outline can serve as a reference to ensure you’re including the key components in your document. 

1. Write an executive summary

The executive summary serves as the introduction to your project proposal. Similar to a report abstract or an essay introduction, this section should summarize what’s coming and persuade the stakeholder to continue reading. Depending on the complexity of your project, your executive summary may be one paragraph or a few paragraphs. 

Your executive summary should include:

The problem your project plans to solve

The solution your project provides for that problem

The impact your project will have 

You should only address these items briefly in your executive summary because you’ll discuss these topics in more detail later in your proposal. 

2. Explain the project background

In this section, you’ll go into the background of the project. Use references and statistics to convince your reader that the problem you’re addressing is worthwhile.

Some questions to include are:

What is the problem your project addresses?

What is already known about this problem?

Who has addressed this problem before/what research is there?

Why is past research insufficient at addressing this problem?

You can also use this section to explain how the problem you hope to solve directly relates to your organization. 

3. Present a solution

You just presented a problem in the project background section, so the next logical step in proposal writing is to present a solution. This section is your opportunity to outline your project approach in greater detail. 

Some items to include are:

Your vision statement for the project

Your project schedule , including important milestones

Project team roles and responsibilities  

A risk register showing how you’ll mitigate risk

The project deliverables

Reporting tools you’ll use throughout the project

You may not have all these items in your proposal format, but you can decide what to include based on the project scope . This section will likely be the longest and most detailed section of your proposal, as you’ll discuss everything involved in achieving your proposed solution. 

4. Define project deliverables and goals

Defining your project deliverables is a crucial step in writing your project proposal. Stakeholders want to know what you’re going to produce at the end of your project, whether that’s a product, a program, an upgrade in technology, or something else. As the stakeholder reads through your vision, this will be the section where they say, “Aha, this is what they’ll use my resources for.”

When defining your deliverables, you should include:

The end product or final objective of your project 

A project timeline for when deliverables will be ready

SMART goals that align with the deliverables you’re producing

While it’s important to show the problem and solution to your project, it’s often easier for stakeholders to visualize the project when you can define the deliverables.

5. List what resources you need

Now that you’ve outlined your problem, approach, solution, and deliverables, you can go into detail about what resources you need to accomplish your initiative.

In this section, you’ll include:

Project budget : The project budget involves everything from the supplies you’ll need to create a product to ad pricing and team salaries. You should include any budget items you need to deliver the project here.

Breakdown of costs: This section should include research on why you need specific resources for your project; that way, stakeholders can understand what their buy-in is being used for. This breakdown can also help you mitigate unexpected costs.

Resource allocation plan : You should include an overview of your resource allocation plan outlining where you plan to use the specific resources you need. For example, if you determine you need $50,000 to complete the project, do you plan to allocate this money to salaries, technology, materials, etc.

Hopefully, by this point in the proposal, you’ve convinced the stakeholders to get on board with your proposed project, which is why saving the required resources for the end of the document is a smart strategic move.

6. State your conclusion

Finally, wrap up your project proposal with a persuasive and confident conclusion. Like the executive summary, the conclusion should briefly summarize the problem your project addresses and your solution for solving that problem. You can emphasize the impact of your project in the conclusion but keep this section relevant, just like you would in a traditional essay. 

Tips for writing an effective project proposal

Following the steps listed above will ensure your project proposal has all the right elements. But if you want to impress your readers and win their approval, your writing must shine. In addition to the above, a project proposal includes:

Know your audience

As you write your proposal, keep your audience (i.e. the stakeholders) in mind at all times. Remember that the goal of the proposal is to win your audience over, not just to present your project details. For example, if you’re creating a new editing tool for a children’s publishing house, can you determine whether your stakeholders are parents and appeal to their emotional side when persuading them to buy in to your product?

Be persuasive

Persuasion is important in a project proposal because you’re hoping your audience will read your proposal and do something for you in return. If your reader isn’t intrigued by your project, they won’t feel inclined to help you. If you describe your editing tool but don’t mention the many features it will offer, how it will benefit clients, and its positive impact in the industry, your audience will wonder, “Why should I care about this project?” 

Keep it simple

While you should go into detail on your problem, approach, and solution, you shouldn’t make your project proposal overly complex. This means you can discuss the project plan for your proposed editing tool without discussing what codes the engineers will use to make each feature work. 

Do your research

A successful project proposal includes thorough research. Be prepared to back up your problem—and solution—with reputable sources, case studies, statistics, or charts so you don’t leave your audience with questions. When writing your proposal, put yourself in the reader’s shoes and ask:

Why is this a problem?

How is this a solution to the problem?

Has anyone addressed this problem before?

What are the project costs?

If you can answer these questions, then you’ve likely done enough research to support your proposed initiative.

Use project management tools to strengthen your project proposal

Good project proposals require team collaboration . With the right management tools, your team can communicate, share information, and work together on one shared document. 

When you store all your project information in one place, it’s easy to access that data when you need it. Project proposals stem from well-organized and properly planned projects, which is why project management software is a key resource to effectively write a project proposal. Ready to get started? Try Asana .

Related resources

How to use a feasibility study in project management

How to track utilization rate and drive team profitability

How to accomplish big things with long-term goals

Smooth product launches are simpler than you think

Sandeep Kashyap

How to write a perfect project proposal in 2024?

Introduction

The primary purpose of writing a project proposal is to secure funding, gain approval, or secure resources from the most important stakeholders of a project. 

For that, you need to explain the following in simple terms in a project proposal:

• What do you want to do and what are your goals for the project? 
• How are you going to achieve your goals? 
• How are stakeholders going to benefit from the project?
• What do you want from stakeholders?
• How are you going to use the money and resources granted by stakeholders? 

In this post, we will learn about all these about writing a perfect project proposal in 2024. We will look at different types of project proposals, a project proposal template, and a real-world example of a project proposal.  

What is a project proposal? 

A project proposal is a project management document that outlines a project’s objectives, timeline, budget, goals, and requirements. 

It is primarily written for stakeholders to secure funding, gain approval, and secure resources. However, other types of project proposals are also sent to win projects from clients.   

A project manager should have a good understanding of the project and its key stakeholders for writing an effective project proposal. It is because a manager needs to get into the heads of the project’s stakeholders to understand what they expect from a project and write an effective project proposal accordingly to ensure buy-in for the project.

Benefits of writing a strong project proposal

Writing a strong project proposal offers a surprising number of benefits beyond simply securing funding or approval. Here are five key benefits of writing an effective project proposal:

• Clearly defines the project to increase the chances of success  
• Makes it easy for stakeholders to mutually understand the project 
• Ensures everyone involved is on the same page about goals, roles, and expectations
• Helps identify potential roadblocks early for proactive planning of solutions  
• It can attract funding, and talent, and even serve as a marketing tool

Difference between a project proposal, a project charter, and a project plan

It is important to note that a project proposal is different from a project charter and project plan. Let’s understand the difference between these terms.     

Project proposal vs. project charter 

A project charter is a formal document that outlines the project’s goals, objectives , and resource requirements for a shared understanding of the team. It can’t be created until the project proposal is approved. Whereas a project proposal is written during the initiation phase.

Project proposal vs. project plan  

A project plan is a detailed guide that provides step-by-step instructions for executing, monitoring, and managing the approved project. It is created during the planning stage after the project charter and project scope is defined. Whereas, a project proposal is a persuasive tool for securing project approval and resources.

Read more: Project management plan – everything you need to know about

Project proposal types 

Project proposals are of six different types. Each has a different goal. A manager may have to write a project proposal for external and internal stakeholders to run a project successfully. Therefore, it is important to know about the different types of project proposals.

1. Solicited project proposal 

A solicited project proposal is sent in response to a request for proposal (RFP). RFP is a document sent by a company to vendors to seek out resources required for a project. It includes the details of the scope of the work and the payment company pays for the resources. 

RFP is sent to many vendors. Thus, while writing a solicited project proposal, you need to keep in mind that you may be competing against other vendors to secure a project. Thus, you need to keep your tone persuasive.

2. Unsolicited project proposal 

This type of proposal is sent without having received a request for a proposal (RFP). A company has not sent a request for proposal to vendors but you know that the company is seeking resources from third-party vendors. You may or may not be competing against the other vendors in this type of proposal.

3. Informal project proposal

It is a type of project proposal that is created when a client makes an informal request for a project proposal from vendors. It means there is no formal RFP. Thus, the rules for writing a project proposal are less concrete. You can follow any format that can secure you a project.   

4. Renewal project proposal

A project manager writes this type of proposal to existing clients to extend their services to the client. In this type of proposal, you focus on highlighting past achievements to secure a renewal for the future.

5. Continuation project proposal 

The purpose of the continuation project proposal is to inform the client that the project is beginning and communicate the progress. You are not persuading the client with this type of proposal.   

6. Supplemental project proposal

As the name suggests, this type of proposal is sent to the stakeholders who are already involved in a project to secure additional resources. The purpose is to convince the client to invest additional resources during the project execution phase.

How to write a winning project proposal?

You need to include certain elements in the project proposal to make sure it is good. Have a look at the steps to learn how to format a project proposal. 

A. Pre-writing stage

The pre-writing stage is crucial for creating a compelling and successful project proposal. Here’s a breakdown of the key steps involved:

1. Understanding the audience 

The first step is to identify decision-makers and understand the mindset of the audience for which you are writing a proposal. Thoroughly research the client’s needs, goals, and expectations. This includes understanding their industry, current challenges, and past projects. 

Determine who will be reviewing and approving the proposal. This will help you adjust the tone, level of detail, and overall focus to cater to their expertise and interests. Tailor your proposal to directly address their specific concerns and priorities.

2. Project requirements gathering 

To create an effective project proposal that has a higher chance of getting accepted, gather the project requirements. Usually, it is mentioned in the Request for Proposal (RFP) where specific requirements, evaluation criteria, submission deadlines, and any other instructions are provided. 

If there is no RFP, schedule meetings or interviews with key stakeholders to gain a deeper understanding of the project requirements. This allows you to ask clarifying questions, gather feedback, and ensure your proposal aligns perfectly with their expectations. 

3. Team brainstorming

Writing a project proposal is teamwork. Involve your team in brainstorming sessions to make a strong proposal. When a team is involved, it diversifies perspectives and expertise, leading to a more comprehensive and well-rounded proposal. Discuss the project goals, potential solutions, and resource needs with your team. Refine the proposal concept based on the collective knowledge and ensure everyone is aligned on the final approach.

B. Writing the proposal

1. start with writing an executive summary .

An executive summary is a concise overview of what a project is all about. It talks about the most important details or information of the project. 

It primarily talks about the problem a project will solve, the solution a project will provide, and the benefits stakeholders will get from investing in this project. 

It is important to keep in mind to explain these items briefly as you are going to explain the problem and solution in detail later in your proposal.     

The purpose of writing an executive summary is to pique the interest of the stakeholders in a project. It is like the elevator pitch of an entrepreneur whose purpose is to attract the stakeholders for further discussion.

2. Explain the problem in the project background

The project background is a one-page section that focuses on highlighting the opportunity by talking about the project problems you are going to solve. It talks about the problem and its history such as statistics, references, and start date. 

It discusses what has been done so far to solve the problem by others or earlier projects. What is the current state of the problem, and how your project will focus on solving it? 

This section indicates the opportunity and the next section of vision explains how you are going to seize the opportunity.       

3. Project vision and solution

Project vision is the section where you present the solution to the problem. Vision statement defines your vision for the project, the solution you are going to work on, and how it will solve the problems. 

This section tells what goals and objectives you are going to achieve from the project. Thus, it also acts as a north star or success criterion for your project. 

Now, stakeholders know what a project is all about; the problems, the solution, and the objectives. And they are interested to know how you will achieve the proposed objectives of a project. 

The next sections of a project proposal talk about the project approach, scope, deliverables, milestones, budget, resources, and timeline.  

Read more: Project objectives: learn how to write them for business growth

4. Project scope and deliverables

This section describes all the work items you need to work on a project. It involves breaking a large project into small tasks so that stakeholders can easily understand the project scope.

 It also includes describing key milestones and project deliverables during the execution phase of your project life cycle. 

The purpose is to provide stakeholders with enough information to make decisions about funding and resources.    

5. Project timeline

Project stakeholders have a clear idea about the scope of the project. But the very next question that comes to stakeholders’ minds is how much time a project will take to complete. 

You need to propose an estimated timeline for the project describing when the key deliverables and milestones will be delivered and achieved.

6. Project methodology

With every project, the risks of cost, scope, time, and quality are associated. Thus, you need an effective project management approach to manage these risks.

In this section, you explain to stakeholders about the project approach you are going to use for project management . It includes defining project management methodology, tools, and governance for your project.

79% of teams worldwide use digital collaboration tools . The choice of your project management tool is going to influence how the project will be planned, executed, and managed and its potential risks are identified and mitigated successfully. 

ProofHub is an all-in-one project management and team collaboration software that provides you with a centralized platform to collaborate with a team on a project proposal. 

ProofHub strengthens your project proposal’s “Implementation Plan” by providing a platform to meticulously define tasks, assign roles, and track progress . Its work plan section allows for a detailed breakdown of the project with clear task dependencies and time estimates, visualized through a Gantt chart .

Team members can be assigned to specific tasks, ensuring accountability, while resource allocation demonstrates a well-planned approach. 

Real-time progress updates, collaborative discussions within tasks, and reporting capabilities showcase transparency and proactive management.

By incorporating ProofHub, your proposal presents a clear picture of efficient execution, giving the reader confidence in your ability to deliver the project successfully.

Learn more about ProofHub’s collaboration capabilities !

7. Project resource requirements

Project resource requirements talk about the resources you need to complete your project which includes materials, human resources, and technology. It is a key section that is crucial for the success of the project because every project needs resources to convert a plan into action.          

This section of the project proposal briefly describes the project resources you need for the project and how you are going to utilize these resources. 

It does not explain the nitty gritty details of resource allocation. But, it gives a fair idea of why you need specific resources for your project and how these will be utilized. 

Read more: 2024 guide to project resource management: processes, challenges & tools

8. Estimate project costs and budget

Project resources come at a price. Thus, in this section, you will define the project costs and create a project budget. It is the responsibility of a project manager to write this section in such a way that it covers all the project expenses. 

At the same time, it also provides the opportunity for stakeholders to jump in and help you mitigate unexpected costs.  

It also includes estimating project costs everything from the cost of project technology to team salaries and materials.

9. Closing statement 

At this point of a project proposal, stakeholders have complete information about the project: scope, cost, time, objectives, and impact. You just have to briefly summarize the problem your project addresses and remind stakeholders about the benefits they will get from this project. 

You can use cost-benefit analysis to demonstrate why your project is profitable. Thus, in this section, you wrap up your project proposal with a persuasive and confident conclusion to convince stakeholders to close the deal. 

I hope these steps help you write a winning project proposal. Now, let’s have a look at some practical tips from experts to write a winning proposal.

Additional tips to write a perfect project proposal

Here are the five practical project proposal tips for writing a proposal:

• Clarity and conciseness: Do not use jargon or make your proposal overly complex. Keep it simple so that project sponsors can understand it easily.    
• Strong value proposition: You want your project proposal to be accepted. Give strong emphasis on the benefits of your project and how it addresses the existing problems.
• Compelling visuals: Make your proposal compelling so that project sponsors read it. If it is not persuasive and visually interesting, project sponsors may not read it.  
• Proofreading and editing: Do not make silly grammatical mistakes and fact check and proofread your proposal. Wherever required provide statistics to back your claims.  
• Use collaboration tools: A project proposal involves explaining about project scope, cost, time, and resources. Use a project management tool like ProofHub to create a plan and collaborate with a team to create an effective project proposal.

Project proposal examples 

A project proposal in project management is primarily sent to the stakeholders to secure funding, gain approvals, and request resources from stakeholders.        

Here is a real-world example to get an idea of how to write a proposal for a project:

Project Proposal: Implementation of a CRM System to manage company customers, prospects, and leads 

1. Executive 

The Customer Success Manager at XYZ Corporation is proposing the implementation of a new Customer Relationship Management (CRM) system. 

Currently, the company is using a legacy system that makes it difficult to manage data and ensure the alignment between the sales and marketing teams. It results in poor customer service to the customer and missed opportunities. 

The new CRM system streamlines the company’s customer interactions, improves data management, and enhances overall customer satisfaction. 

This results in enhanced customer relationships, improved operational efficiency, and increased business growth.  

2. Background 

• Lack of centralized data management system
• Lack of alignment between marketing and sales departments
• Not able to provide exceptional customer experience due to operational inefficiencies

3. Vision 

• Implementing CRM to improve customer data management by centralizing all customer information into a single database
• Enhance communication and collaboration among sales, marketing, and customer service teams
• Increase customer satisfaction and retention through personalized and timely interaction

4. Project scope

• Researching and selecting a suitable CRM solution based on the specific needs and requirements of XYZ Corporation.
• Customizing the CRM system to align with the company’s business processes and workflows.
• Migrating existing customer data from legacy systems into the new CRM platform.
• Phase 1: Research and Selection (1 week)
• Phase 2: Customization and Configuration (2 weeks)
• Phase 3: Data Migration (1 week)
• Phase 4: Training and Adoption (2 weeks)
• Phase 5: Go-Live and Deployment (2 weeks)

5. Project management approach  

Hybrid project management : Waterfall during the planning of each phase of the project and Agile during the implementation of the CRM.

6. Project resource and budget  

The estimated budget for the CRM implementation project is $50,000, including software licensing fees, customization costs, training expenses, and implementation services.

7. Project risks and mitigation

• Potential resistance from employees toward adopting new technology 
• Integration challenges with existing systems and applications: 

Mitigation:

• Addressed through providing training sessions for employees to ensure hassle-free adoption of the CRM system.
• Managed through careful planning and coordination with IT vendors and stakeholders.

8. Conclusion

The implementation of a CRM system for XYZ Corporation enhances customer relationships, improves operational efficiency, and drives business growth. We seek approval from the executive management team to proceed with the implementation of the CRM system as outlined in this proposal.

Project management proposal template

Trying to manage a project without project management is like trying to play a football game without a game plan. – Karen Tate

A project management proposal template provides the framework and detailed proposal outlining to create a project proposal. It outlines the sections you need to include in a project proposal and the instructions in each section. By following the instructions in the template, you know how to make a project proposal, customized to your business needs.

Here is the project management proposal template: 

1. Executive Summary 

In this section, you will summarize the complete project proposal and add the most important details of the project. 

Outline the following details in brief in the executive summary:

• Project background and vision
• Project goals and deliverables
• Project budget, timeframe, resource, and success criteria      

2. Project Background 

In this section, you will talk about the problem a project is going to solve or the business opportunity a project intends to grab. Explain it in-depth because it forms the basis of the project.

Here is what you need to include:

• Project history and stats of similar projects  
• The basis upon which the project is created

3. Project vision   

This section includes the project vision statement. You explain the solution to the project problem and define the goals of the project. 

Here is what you need to do:

• Write a project vision
• Present a solution       
• Write the SMART goals you want to achieve

4. Project plan

It includes multiple sections as below:

4.1 Project scope and deliverables  

Project scope defines all the work you need to do to complete the project.

Project deliverable is something that is of the end-user or customer value.

4.2 Project timeline 

Every project has a start and an end date. Similarly, there is a timeframe for each task and deliverable.

4.3 Project approach 

Every project follows an approach to project management and uses project management tools. For example, construction projects follow the Waterfall methodology whereas software development projects follow the Agile methodology.

4.4 Project risks

A project risk is something that can impact the cost, time, and scope of the project.

List here all the project risks, likelihood, impact, mitigation plan, and risk owners in a table.

4.5 Project resource requirements

Project sponsors need to know about the details of the resources required to approve the budget for the Project Proposal. 

Define the project resource requirements here in the table: 

• Technology requirements 
• Human resources requirements
• Material requirements    

4.6 Project estimated cost and return on investment  

A project sponsor wants to know the project costs and return on investments.

4.7 Project ownership and communication plan   

This section includes the details of the key stakeholders of the project. 

• Project sponsor: who owns the project 
• Project customer: who the project is being delivered to
• Manager: who is responsible for managing the project and informing the status to stakeholders  

5. Call to action 

In this section, provide your contact details for the client to get in touch with any questions or allow the project sponsor to authorize the project if they are happy with the project proposal.

It is important to keep in mind the above-mentioned are the standard sections that are included in most project proposals. If you want to add some other elements to your project proposal, you can add the sections as per your needs to format a project proposal.

Create a winning project proposal with the right tool

A good project proposal convinces stakeholders why the project should be carried out. It should clearly describe project problems, project objectives, benefits for stakeholders, your requirements from stakeholders, and how you will utilize the secured resources. You need to have a good understanding of the project and project sponsors and stakeholders before writing a project proposal.   

To create an effective project proposal, you need cross-collaboration between departments to gather key details and project management software to plan a project.    

That’s where a feature-rich project management software, ProofHub, comes into play. It helps you with team collaboration and project planning for the project proposal. You can create a project plan using a Gantt chart , create tasks using task management software , and collaborate with the team using chat and a centralized file-sharing system .

Organize, manage, and collaborate seamlessly with ProofHub – All-in-one solution for projects, tasks, and teams

Related articles

• How to manage projects with a tool like ProofHub
• 10 Common project management challenges (and How to solve them)
• Project objectives: learn how to write them for business growth
• The 11 best project management software for your team

How long should a project proposal be?

A project proposal should not be too long. Ideally, a project proposal should take 1-2 pages but it also depends on the complexity of the project and the format you choose.

What section of a proposal presents a list of project costs?

Project costs are briefly covered in the Project Cost section. However, it depends on the template you choose. The detailed breakdown of the project costs is attached with the project proposal in the reference document.

What section of a proposal identifies the key issues and discusses the project goals?

Project background and project vision are the sections that talk about the key issues and project goals. However, it is explained in brief in the executive summary also.

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Integrated Project Portfolio Management

What Is a Project Proposal and How Do You Write One?

In virtually every field, successful endeavors often begin with a well-structured plan. 

This blueprint in project management is a project proposal , a guiding document outlining a project’s purpose, scope , resources, and potential outcomes. 

Whether you’re aiming to secure funding for a groundbreaking research initiative , pitch a new business venture, or initiate a community-driven project, a thoughtfully crafted project proposal is your foundational tool for gaining approval and support.

In this article, we will look at the fundamental concepts of a project proposal, exploring its significance and shedding light on the step-by-step process of creating one. 

So, let’s embark on this journey to mastering the art of project proposal creation and set the stage for your future successes.

Table of contents

What is a project proposal, what are the different types of project proposals, what are the key components of a project proposal, step 1: research and planning, step 2: executive summary, step 3: project description, step 4: budget and resources, step 5: conclusion and call to action, streamline your creation: downloadable project proposal template, how can you avoid common mistakes in project proposals, how to craft project proposals that get results.

At its core, a project proposal is a comprehensive document designed to present a clear and concise overview of a proposed project to stakeholders , decision-makers, investors, or potential collaborators. 

It serves as the initial roadmap for a project, outlining its objectives, scope, methodology, resources, and anticipated outcomes as project assumptions . This project document is created by both project managers and business analysts .

The primary goal of a project proposal is to persuade the intended audience to support the project by providing the necessary resources, funding, or approval.

A well-crafted project proposal goes beyond merely describing the project; it is a persuasive tool demonstrating its value and feasibility. It aims to answer critical questions, such as why the project is important, how it will be executed, what resources are required, and what potential benefits it will yield. Consider conducting a project audit to answer these questions.

By effectively addressing these questions, a project proposal serves as a bridge between the visionary ideas of its creator and the practical considerations of those who have the power to bring those ideas to life.

Now that we’ve gained a clear understanding of what a project proposal entails, let’s now dive into the diverse types of project proposals that cater to different needs and scenarios.

Project proposals come in various forms, each tailored to the specific needs and goals of the project and its intended audience. 

Understanding the different types of project proposals can help you select the most appropriate format for your situation. 

Here are some common project proposal types:

• Solicited proposal : Responds to specific requests, following guidelines in an RFP . Tailored to meet requester’s needs with detailed project info.
• Unsolicited proposal : Presented proactively without formal request. Highlights innovative solutions and captures interest with clear problem solving and benefits.
• Informal proposal : Less structured, suitable for internal team projects. Offers a clear overview of objectives, scope, and expected outcomes.
• Renewal proposal : Extends existing projects, seeking continued support. Highlights accomplishments, outlines next phase, and justifies ongoing investment.
• Continuation proposal : Extends project timeline due to delays or changes. Explains extension reasons, provides updated timeline and budget, and ensures progress.
• Supplemental proposal : Seeks additional resources or funding for ongoing projects. Explains the reasons for the request, outlines changes, and revises the budget and timeline if needed.

These main types of proposals can also differ based on whether they are internal or external in nature. 

Let’s highlight their key characteristics and purposes:

• Internal proposals : Submitted within an organization, these seek approval or funding from higher management. Assuming familiarity with the organization’s background, they focus on specifics, benefits, and alignment with strategies.
• External proposals : Targeting investors, partners, or clients, these emphasize the project’s value and benefits. They showcase the organization’s credibility, demonstrating alignment with external interests and potential return on investment.

Having explored the various types of project proposals, let’s now shift our focus to dissecting the key components that make up a comprehensive project proposal.

Crafting a compelling project proposal requires a balance between conveying passion and presenting a logical, well-structured plan. 

Here are the components of a comprehensive project proposal:

• Title and introduction : This section introduces the project by providing a concise title and a brief overview of the project’s purpose and significance.
• Project objectives : Clearly state the project goals and objectives. What do you aim to achieve, and why is it important?
• Scope and deliverables : Define the project’s boundaries and detail the specific outcomes or deliverables resulting from its successful completion.
• Methodology : Describe the approach and methods you will use to execute the project. The section about methodology provides an insight into the project’s timeline, tasks, and workflow.
• Resources and budget : Outline the resources required for the project, including human resources, equipment, materials, and budget estimates.
• Benefits and impact : Explain the potential benefits and impact of the project. How will it contribute to the organization, community, or field?
• Risks and mitigation : Identify potential challenges or risks associated with the project and propose strategies to mitigate them.
• Timeline : Provide a timeline that outlines the major milestones and key dates of the project’s progression.
• Evaluation and measurement : Describe how the project’s success will be measured and evaluated. What metrics will be used to determine its effectiveness?
• Conclusion : Summarize the proposal’s key points and reiterate the project’s importance.

With a solid grasp of the essential components of a project proposal, let’s move on to uncover a systematic approach for crafting one in just five fundamental steps.

How to write a project proposal in 5 steps

We want to guide you through a systematic and effective approach to creating a project proposal that captures attention and compels stakeholders to rally behind your vision with our easy-to-follow 5-step process. 

Let’s start from the first step – research and planning activities.

In the initial phase of crafting a compelling project proposal, thorough research, and meticulous planning are essential. 

The first step is identifying the project’s objectives.

1.1 Identifying the project’s objectives

Clearly defining the project’s objectives is a cornerstone of effective proposal writing. These objectives serve as guiding stars, directing the project’s path and outcomes. 

To do this:

• Be specific : Ensure objectives and key results are precise and unambiguous.
• Measure progress : Formulate objectives that are measurable to track success.
• Align and prioritize : Ensure objectives align with goals and prioritize them based on impact.

Example : For a software development project, an objective could be to update a platform to make it more user-friendly, increasing online sales by 20% within six months .

With the project’s objectives in focus, the next step is conducting a comprehensive needs assessment to shape our proposal.

1.2 Conducting a needs assessment

It is crucial to understand the project’s context and the problems it aims to solve. Conducting a needs assessment involves analyzing existing gaps and requirements. 

Here’s how:

• Define the problem : Identify the issues the project intends to address.
• Gather information : Collect data, insights, and feedback from customers and other stakeholders.
• Analyze gaps : Compare the current state to the desired state, highlighting gaps.

Example : In a healthcare project, a needs assessment could reveal a lack of awareness about preventive health measures among a specific demographic.

Once we’ve assessed the needs, our attention shifts to analyzing the target audience, ensuring our proposal resonates effectively.

1.3 Analyzing the target audience

Your project’s success hinges on understanding and catering to your target audience’s needs. Analyzing the target audience involves delving into their characteristics and preferences. 

• Demographic study : Define the audience’s age, gender, location, and other relevant attributes.
• Understanding motivations : Identify what drives your audience’s behavior and decisions.
• Tailoring solutions : Craft proposals that directly address audience members’ pain points.

Example : For an educational project, understanding the target audience might involve recognizing a particular student group’s learning preferences and technological literacy.

Having encapsulated the project’s essence, we now turn to the executive summary, starting with summarizing the entire project.

The executive summary is a pivotal component of your project proposal, serving as a concise yet comprehensive overview of the entire proposal. 

This section provides decision-makers with a snapshot of the project’s essence, objectives, and expected outcomes.

2.1 Summarizing the project

Begin by briefly capturing the essence of the project. Condense the main project components, highlighting its scope and purpose. 

Key steps for this subsection include:

• Project overview : Provide a high-level summary of what the project entails.
• Scope statement : Define the boundaries of the project to set clear expectations.
• Problem statement : Briefly touch upon the issue the project aims to address.

Example : A software development project summary might mention creating a cutting-edge e-commerce platform to enhance online shopping experiences.

Continuing the executive summary, we proceed to stating the purpose and key objectives that drive our proposal’s core.

2.2 Stating the purpose and key objectives

Clearly articulate the project’s purpose and its overarching objectives. This section outlines the fundamental “why” and “what” of the project. 

Steps for this subsection involve:

• Defining purpose : Explain why the project is essential, addressing its significance.
• Establishing objectives : Highlight the primary objectives that the project aims to achieve.
• Link to goals : Connect the project’s purpose and objectives to broader organizational goals.

Example : In an environmental conservation project, the purpose could be to protect a specific endangered species, with objectives related to habitat restoration and public awareness.

With the purpose set, we further elaborate on the expected results and benefits in the executive summary’s final segment.

2.3 Outlining the expected results and benefits

Detail the anticipated outcomes and benefits of the project. This section emphasizes the value the project brings to stakeholders. 

Key points for this subsection include:

• Expected outcomes : Outline the tangible results you aim to achieve.
• Benefits statement : Elaborate on how these outcomes positively impact stakeholders.
• ROI and value : Highlight the return on investment and value proposition .

Example : For an education initiative , expected results could include improved literacy rates, leading to a better-educated workforce and community empowerment.

Moving on from the executive summary, we dive into the project description, offering a comprehensive view of the project’s features.

The project description section of your proposal dives into the heart of your project, providing an in-depth look at its components, approach, and execution. 

This section offers a comprehensive view that assures stakeholders of your thorough planning and expertise.

3.1 Providing detailed project information

This subsection offers an exhaustive view of your project, enabling readers to grasp its intricacies. 

Essential steps include:

• Scope breakdown : Detail project components, outlining what’s involved.
• Resource allocation : Highlight workforce, technology, and other resources required.
• Risk assessment : Address potential challenges and your plan to mitigate them.

Example : In a construction project, detailed information might cover architectural plans, materials, and safety measures.

Having detailed the project’s components, we move on to describing the methodology and approach that will bring our vision to life.

3.2 Describing the methodology and approach

In this section, shed light on your project’s methodology – how you plan to bring it to implementation. 

Key elements to cover include:

• Method explanation : Clarify the steps and processes your team (and their duties based on RACI ) will undertake.
• Rationale : Explain why your chosen methodology is suitable for the project.
• Innovation : Highlight any unique approaches or technologies you’ll employ.

Example : For a market research project, your methodology might involve surveys, data analysis, and competitor analysis.

From methodology, our attention shifts to outlining the project timeline and milestones, a crucial roadmap for our proposal’s success.

3.3 Highlighting the project timeline and milestones

This subsection provides a roadmap for your project’s timeline and key milestones. 

Key steps include:

• Timeline creation : Map out project phases, detailing start dates and deadlines .
• Milestone definition : Identify critical project achievements, like prototype completion.
• Dependencies : Highlight tasks that are interlinked and reliant on one another.

Example : In an event planning project, your timeline might show venue booking, vendor selection, and marketing phases.

Transitioning to the budget and resources section, we first estimate project costs, ensuring financial feasibility.

In this section, you outline the financial and resource aspects of your project proposal. 

This section substantiates the practical feasibility of your project and assures stakeholders that you’ve considered all necessary allocations.

4.1 Estimating project costs

In this subsection, you break down the financial requirements for your project. 

• Cost categories : Categorize expenses into labor, materials, and overhead.
• Cost estimation : Estimate the cost for each category, considering market rates and trends .
• Contingency fund : Include a buffer for unexpected expenses or changes in project scope.

Example : For a software development project, cost estimation might involve developer salaries, infrastructure costs, licensing fees, and software testing expenses.

Having gauged the costs, we proceed to allocating resources and funds, strategically distributing them across the project’s facets.

4.2 Allocating resources and funds

Here, you outline how resources and funds will be distributed across project components. 

Steps include:

• Resource distribution : Assign workforce and materials to specific tasks.
• Funding breakdown : Allocate funds to different project stages or activities.
• Efficiency planning : Optimize resource allocation for maximum productivity.

Example : In a marketing campaign, resource allocation could involve designating staff for content creation, advertising, and social media management.

As resources are allocated, we substantiate our financial planning by justifying the budget and reinforcing the proposal’s viability.

4.3 Justifying the budget

This subsection explains the rationale behind your budget, ensuring stakeholders understand its necessity. 

Key points to address include:

• Cost-benefit analysis : Highlight how project outcomes outweigh expenses.
• Market comparison : Compare your budget to industry standards or similar projects.
• ROI projections : Estimate the return on investment stakeholders can expect.

Example : In a construction project, justifying the budget might involve explaining how high-quality materials and skilled labor contribute to long-term durability and reduced maintenance costs.

Concluding the proposal, we estimate all our efforts and create a call to action to make our proposal active.

The final stretch of your project proposal is where you combine all the pieces. 

This section is a persuasive closing, compelling stakeholders to support and approve your project.

5.1 Reinforcing the project’s importance

In this subsection, you reiterate why your project matters and aligns with stakeholders’ interests. 

Steps to reinforce importance include:

• Recap objectives : Summarize the key project objectives and their significance.
• Impact statement : Describe the positive change or results the project can bring.
• Align with goals : Show how the project aligns with organizational or community goals.

Example : For an environmental project, reinforcing importance could involve highlighting how habitat restoration directly impacts local biodiversity and ecosystem health.

The next step is to reinforce the project’s importance and move toward emphasizing its feasibility.

5.2. Emphasizing the project’s feasibility and viability

Here, you address any lingering doubts about the project’s practicality. 

Key steps to emphasize feasibility include:

• Evidence of planning : Refer to your detailed project description, budget, and resource allocation.
• Team qualifications : Highlight the expertise and experience of your project team .
• Risk mitigation : Discuss strategies to overcome potential challenges.

Example : In a research project, you emphasize feasibility by showcasing your team’s research skills, the availability of necessary resources, and a well-considered timeline.

With importance and viability established, our final step is requesting approval or support, sealing the proposal with a strong call to action.

5.3 Requesting approval or support

In this final step, you make a clear and compelling call to action. Steps for requesting approval or support include:

• Specific ask : Clearly state what you seek – approval, funding, collaboration, etc.
• Benefits reminder : Remind stakeholders of the project’s benefits and anticipated outcomes.
• Contact information : Provide the necessary details for stakeholders to respond or seek more information.

Example : A call to action for a community development project could involve requesting funding from potential donors and offering direct contact for further discussions.

Now that we’ve mastered crafting a project proposal in five essential steps, let’s take it further by exploring a convenient solution – a downloadable project proposal template that streamlines your creation.

While it’s essential to understand the intricacies of crafting a project proposal, having access to examples and templates can provide valuable insights and save you time. 

Here, we’ve prepared a project proposal template that can serve as inspiration for your own proposals.

Remember that this template is meant to serve as a guide. Tailor it to suit your specific project, objectives, and audience. The goal is to provide structure and inspiration while allowing room for your unique ideas and insights. 

Now that we have a clear roadmap for crafting effective project proposals and a template to ease their preparation, let’s explore how to navigate potential pitfalls by learning to avoid common mistakes in the proposal writing process.

Several common pitfalls can undermine the effectiveness of your proposal. 

Steering clear of these mistakes can help ensure your proposal stands out and leaves a positive impression on stakeholders.

Having identified the errors to avoid, let’s focus on creating project proposals that avoid pitfalls and yield successful and impactful outcomes.

Crafting a project proposal that yields the desired outcomes requires strategic planning, compelling communication, and a deep understanding of your audience. 

By integrating the fundamental principles discussed in this guide, you can create proposals that capture attention and secure the support, funding, or collaboration you seek.

Crafting a compelling project proposal requires more than just assembling information – it demands a strategic approach that captures attention, builds confidence, and inspires action. 

Here are some invaluable tips to help you create an effective project proposal that stands out and garners the support you seek.

If you are ready to take your project management to the next level, consider using PPM Express. 

It’s a robust project and portfolio management tool to help you easily plan, execute, and track your projects. 

From managing resources and budgets to visualizing project progress, PPM Express offers a comprehensive solution for effective project management. 

Try PPM Express today and experience firsthand the benefits of smooth project management without scope creep.

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How to write a project proposal (examples & templates).

Senior Content Marketing Manager

July 13, 2023

Have you ever left a doctor’s appointment feeling uncertain about the treatment plan? It stinks—no one likes being left in limbo when it comes to things that matter to them. 

Clients feel the same type of frustration when they receive unclear project details from agencies. Reassure your customers with a strong project proposal—a statement that clarifies what your agency will do to help the client meet their goals. 

This proposal is basically a “diagnosis” and a “treatment plan.” It shows the client you understand their situation and outlines what project deliverables your agency will create to help the customer meet their objective. 

Boost clients’ confidence in your projects with this guide. It’s packed with proposal writing best practices, project proposal examples, and more to help you strengthen your pitches.

What is a Project Proposal?

Types of project proposals, step 1: research your prospective client’s product and industry, step 2: brainstorm with your internal team, step 3: define deliverables and determine the required resources, step 4: write the project proposal, step 5: add design elements to the project proposal, step 6: present it to your prospective client, step 7: follow up with the prospective client.

A project proposal is a document that outlines what deliverables your agency will create and the objectives you plan to meet through the work. It should describe your diagnostic and prescriptive approach to getting them where they want to be.

Project Proposal Example Outline

A good project proposal should include the Who, What, Where, When, and How of the solution you provide. Specifically, your project proposal needs to include:

• Table of Contents : An index of what’s to come in the project proposal and page numbers
• Executive Summary : A statement that describes the project background and gives a brief overview of what’s to come in the proposal
• Goals : The long-term outcome the client wants to achieve
• Problem Statement : A summary of the obstacles standing in the way of the client’s goals
• Value Statement : A summary statement of how your agency’s services and expertise will solve the problem statement and benefit the client
• Strategy : The high-level proposed solution for how you will reach the client’s goals
• Project Scope : The services that will be included in your agency’s project approach
• Project Deliverables : Individual tasks within the services you provide that contribute to the project objective(s)
• Measures of Success : Metrics that will be used to measure project success (KPIs)
• Timelines : A roadmap of when the client can expect project deliverables and key milestones along the way
• Case Studies : Success stories and testimonials from clients you’ve worked with on similar projects
• Budget : The monetary resources required to complete the project proposal . Include more than one package with a range of pricing to fit different project budgets and goals).
• Project Summary : A concrete takeaway that summarizes the key details of the project proposal.
• Next Steps : Don’t forget your call to action! Tell the client how to get started working with you.!

Not sure how to tie all of this together? Don’t worry; we’ll cover that later!

There are a few different situations where you would submit a project proposal to a client:

• Solicited project proposal : A prospective client approaches you with a Request For Proposal (RFP) , and you submit a proposal in response.
• Unsolicited project proposal : You identify a prospect in your CRM that fits your ideal customer profile (ICP) and submit an unsolicited project proposal to start a contracting conversation without the prospect reaching out first. 
• Informal project proposal : A more conversational approach to a proposal or one that wasn’t specifically requested.
• Renewal project proposal : An existing client is up for renewal. You send this proposal as a prerequisite to resigning so you can reevaluate your current relationship and set new goals.
• Continuation project proposal : Remind or convince current clients to continue the project or provide details about any outstanding or new tasks that might be needed to complete the project.
• Supplemental project proposal : You identify the need to expand an existing project’s scope of work and redefine the client relationship.

Related: Business Proposal Templates

The benefits of writing proposals for projects 

A well-written project proposal is a powerful tool for showing clients why hiring your agency is their best chance for success. 

Specifically, project proposals have a few key benefits:

• Credibility: Provides you a platform to establish your expertise with the prospect
• Differentiation: Give the prospect something concrete to take to internal stakeholders to compare and contrast your services with others competing for the project and get buy-in from their decision-makers.
• Alignment: Aligns internal and external teams on what the goals and vision are for the project proposal from the very beginning.

How to Write a Project Proposal in 7 Steps

A project proposal can either be a big selling point or a missed opportunity; the difference comes down to your process for developing one. Before you begin writing a project proposal, centralize your team communication . Then you can establish a clear planning process so nothing falls through the cracks.

Bonus: Project Planning Tools

Your prospective client doesn’t want an impersonal project proposal. They want a statement that shows you understand their history, branding, industry, and customers.  Show the client you get them and what matters to them by conducting research for your project proposal.

While conducting your research, consider the following:

• What are your customer’s objectives that are driving this project? 
• What gaps in industry knowledge does your agency have that you need to explore during market research ? 
• How long will you have to conduct your research?
• What form of data collection will you use? 
• Will you conduct a competitor audit, client surveys, or an organizational gap analysis?
• Once you collect the data, how will you analyze it? 
• Are there limitations to your research that need to be considered during your planning?
• Do any themes rise to the top as you conduct your research?  
• What resources did you use in developing your research?
• Are the sources credible?
• Are the sources diverse enough to accurately represent the industry?

Don’t forget to document all of your findings in ClickUp’s User Research Plan Template so you can easily reference your analysis in the following steps of your project proposal!

Armed with your research, rally the troops! It’s time to collaborate with your internal team on how you can solve the client’s needs before you put it on paper. 

Brainstorm together using the mind mapping methodology— a visual diagram of ideas connected by a central concept.  It’s an easy way for your teams to brain-dump ideas and talk through each of their unique perspectives on the project – ultimately coming up with the best ideas. 

For example, developing concepts for a marketing campaign requires inputs from multiple teams in your agency. Using ClickUp’s Mind Map will help subject matter experts from across the agency weigh in on the best approach while keeping the client’s goal as the central concept. 

Corral all that genius in one room with ClickUp’s template for project mapping ! With this resource, you can easily brainstorm and organize ideas visually to identify connections between them quickly.

Once your team has identified the best approach to the project, it’s time to outline the specifics of the solution in a project plan . This includes identifying phases of the project, defining deliverables, and filling in the details of each task. 

Using a project management tool, work with your team to assign the timeline, project budget , and task owners for each deliverable to determine the project’s overall scope. Here are a few ClickUp  project management tools that will help you communicate each of these details:

• Custom Fields: ClickUp’s custom fields enable you to assign unique values to tasks like budgets, task owners, due dates, and so much more.
• Gantt Chart: It’s easy to define timelines when you look at tasks in ClickUp’s Gantt chart view , where you can define dependencies between tasks and layout project deliverables in sequential order.
• Checklists: Sometimes, you just need a simple to-do list to make sure you’ve assigned each piece of the project; that’s where checklists are super handy! Easily tag in task owners, set due dates, and notify the project team of completion with a single click.

Now that you have all the project’s internal details, it’s time to organize them into a concise, personalized proposal statement. Collaborating on all of the ideas in a project proposal whiteboard makes it easy to define your proposal as you go.

Once you have outlined the key concepts on ClickUp’s Whiteboard , it’s time to tag in your copywriting team to round out those ideas and write a cohesive proposal Doc. The copywriting team should reference the Whiteboard, project map, and research document as they write to make sure it’s as personalized to the client as possible.

The copy needs to be definitive, concise, and measurable as possible. Once the copywriters are done, give your internal project team a chance to review and surface any revisions needed before sending the project proposal on to the next step.

Make sure you clearly define the project budget as well. The last thing a client wants is to see various costs from initial conversations.

Now for the fun part! Tag your creative team to translate that project background document into a beautifully designed project proposal (a.k.a. make it pretty!). If you don’t have an internal design team, there are several drag-and-drop design templates from services like Pitch and Canva . 

Consider standardizing your proposal in a template regardless of whether you have an internal design team or are using one of these services. Your team can simply adapt ClickUp’s Project Proposal Whiteboard Template for each new client to maintain brand consistency and save time.

You did it!

The day has finally come—you get to wow your client with your genius. Whether you meet in person or via zoom, send a meeting agenda and a copy of your project proposal via email to your client prior to the proposal presentation.

Providing the proposed project and meeting cadence beforehand will give the client time to consider the proposal, form any questions, and potentially add notes to the meeting agenda. 

CLICKUP PRO TIP Make this step quick, easy, and consistent across teams by developing a standardized email template in ClickUp .

During the meeting, keep detailed meeting notes and assign follow-up tasks immediately so nothing falls through the cracks post-meeting. Easily take notes and assign action items in real-time with the ClickUp Meeting Minutes Template to create the best project proposal.

Make sure to keep your proposal presentation to the point and as brief as possible. You don’t want to bore your audience before they get to the end.

At the end of the presentation, reiterate the next steps you’ve outlined in the proposal and note how much lead time your team will need if the client chooses to sign on. After presenting the project proposal, answer as many questions as possible, and follow up via email with any answers you don’t immediately have.

We’ve all been there. One minute an agency is promising you the world, and the next, they’re ghosting you for the next best client. Don’t let prospects slip through the cracks.

Keep track of every stage of your project proposals so you know who is responsible for reaching out to the prospect, and when your team last contacted them. 

Tracking the client lifecycle in real-time is easy in ClickUp with custom fields. You can define the stages of your project proposals through custom fields, assigning roles, setting due dates for routine follow-ups, and tagging team members. You can also send client emails and comments right from the task window, giving you a clear audit trail of each customer communication.

Related Project Proposal Resources:

• Project Proposal Templates
• Professional Services Template
• Creative Project Plan Template
• Creative Agency Proposal Planning Template
• Consulting Project Plan Template
• Grant Proposal Template
• Consulting Templates
• RFQ Templates

Use ClickUp for Your Next Project Proposal

At the core of successful project proposals, there’s a team that collaborates effectively. And that’s exactly what ClickUp enables your agency to do.

We bring all of your tools, documents, teams, dashboards, budgets, and workflows into one project management software. This is all in an effort to put an end to context-switching and siloed workflows from working within multiple tools.

What’s better?

We have over 1,000 app integrations and a full library of free templates built by project management experts that make workflow building easy. You no longer have to spend your precious time creating every process and procedure from the ground up.

It’s already here, just waiting for you in ClickUp. Get started today— completely for free —and see why so many agencies are switching to ClickUp.

Questions? Comments? Visit our Help Center for support.

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How to make an effective project proposal

Stakeholders buy into your project and provide resources when they believe in it. They learn about your project and your intended vision through your project proposal. Read on to learn more about:

• What a project proposal is, including a proven proposal example
• Key benefits of effective proposals, from initial buy-in to ongoing resource management
• How to create a winning project proposal with FigJam's project proposal template

What is a project proposal?

A project proposal is a detailed project outline that shows team members and decision-makers how they can help set the project up for success. To see what a good project proposal looks like, check out the real-world proposal example below. Notice the detailed project scope, covering project objectives, key players, and major milestones to meet success criteria.

Build your next project proposal with a free template

Get buy in with a visual template to get you started.

Key benefits of project proposals

Writing project proposals isn't just a way to secure funding. An effective proposal also supports project management in three ways:

• Aligns project team around shared goals.
• Communicates the project's value to internal stakeholders, new clients, and investors.
• Shows professionalism and preparedness, building confidence in your project team's capabilities.

When to use project proposals

How do you know when to write or collect project proposals? Here are five scenarios where project proposals are especially beneficial:

1. Compare and choose vendors.

A detailed business proposal helps you compare and contrast options. You'll get a big-picture view of prices, processes, and projected outcomes.

2. Build credibility with stakeholders.

To capture project scope in terms stakeholders can appreciate, check out this project proposal template . It demonstrates expertise, spells out potential risks, and presents an informed plan.

3. Budget and schedule work.

A project proposal outline sets expectations for basic milestones and budget, so you can begin project planning . Once approved, it helps align timelines, budgets, and resources.

4. Set client expectations.

The proposal builds a strong client relationship around a mutual understanding of the project scope, with clear deliverables, timelines, and budget.

5. Kick off projects.

The project proposal serves as an elevator pitch and handy guide to teamwork. Approval kicks project management into high gear, deploying resources and coordinating schedules.

4 key types of project proposals

Successful project proposals come in many forms. Your potential client or other decision-makers may have a preference—otherwise, choose the format that's the best fit for your next project. Key types include:

• Solicited Project Proposal . Use this approach to respond to a formal request for proposals (RFP). Organizations often issue RFPs when they're seeking a specific service or solution from outside vendors.
• Unsolicited Project Proposal . Like cold calls or targeted marketing emails, unsolicited proposals can help generate new business. Pro tip: Testimonials and case studies can help you pitch a potential client who doesn't issue a formal RFP.
• Informal Project Proposal . When you're advocating for a new project or idea, this approach can help make your case. Informal proposals may be more effective with audiences already familiar with the context.
• Supplemental, Continuation, or Renewal Project Proposal. This helps you extend or alter an ongoing project. Use this approach to propose changes to the project scope, or request additional resources to reach the next phase in your project life cycle.

How to write an effective project proposal in 5 steps

Even if you've never written one before, project proposals may take less time than you think. Just use this project proposal example , or follow the step-by-step guide below.

Step 1. Outline project objectives, benefits, risks and strategies.

To convince stakeholders and potential investors to back your project, share your project goals, proposed solution, benefits and risks. Capture what project success looks like on your project charter , including any success metrics you'll use— but also anticipate possible setbacks. Prioritize these risks, and outline your strategies for effectively managing them.

Step 2. Set goals, budget, and resource requirements.

Start by setting SMART (Specific, Measurable, Attainable, Relevant, and Time-Based) goals . Then outline all resources necessary to meet those goals, including team members, materials, equipment and supplemental staffing. Estimate a cost for each resource on your detailed budget planning chart .

Step 3. Define project scope and project deliverables.

Your project scope covers all the work to be done throughout your project. A project management roadmap provides a helpful methodology to outline tasks, subtasks, and deliverables from start to finish. Then fill out the project proposal template with resources necessary for project success—including project budget, human resources, tools, and other materials.

Step 4. Propose a project timeline.

Add up the timeframes for each task in your project scope, and your project schedule will take shape. Update your project timeline to track team progress in real time, from start to finish.

Step 5. Write an executive summary.

Decision-makers will expect you to be able to sum up your project in a few words. You can do it with an effective executive summary describing the challenge you're addressing, and how your project will solve it.

Jumpstart your project proposal with FigJam

Streamline proposal writing with FigJam's project proposal template. FigJam's drag-and-drop design elements make it easy to customize your proposal and add distinctive brand elements. For more inspiration, browse the library of project proposal templates shared by Figma's design community.

Ready to impress with your project proposals?

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What is a 'project methodology'?

A project methodology is a framework for managing projects.  It provides a 'roadmap' for the planning & day-to-day management of a project, acting as a reminder of what needs to be considered at the different stages of the project.

There are many recognised project methodologies, including PRINCE2, Agile, APM but all follow similar guidelines and project phases: - Initiation, Planning, Execution and Closure.

What project methodologies are supported on this site?

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• Simple set (suitable for any kind of project)
• Software set
• Customised set

Regardless of which of the 4 methodologies is selected for a new project on this website, any of the available templates can be added as and when required. A full list of additional templates is available at the bottom of this page.  All 4 methodology sets include project logs (issue/change/decision, milestones, plans, risks, estimation, actions, stakeholders, meetings, benefits and lessons learned).

1. Simple Template Set

The tables below shows the default document templates that are automatically created for a 'simple' style of project.  After creation, additional templates can be added as required.

2. Software Template Set

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4. Agile Template Set

The tables below shows the default document templates that are automatically created for an 'agile' style of project.  After creation, additional templates can be added as required.

In addition to the outline templates detailed below, there is additional information and guidance about the agile process on the agile Wiki at https://www.wiki.ed.ac.uk/display/AProj/Agile+Projects+Home

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Home » Proposal – Types, Examples, and Writing Guide

Proposal – Types, Examples, and Writing Guide

Table of Contents

Definition:

Proposal is a formal document or presentation that outlines a plan, idea, or project and seeks to persuade others to support or adopt it. Proposals are commonly used in business, academia, and various other fields to propose new initiatives, solutions to problems, research studies, or business ventures.

Proposal Layout

While the specific layout of a proposal may vary depending on the requirements or guidelines provided by the recipient, there are some common sections that are typically included in a standard proposal. Here’s a typical layout for a proposal:

• The title of the proposal.
• Your name or the name of your organization.
• Date of submission.
• A list of sections or headings with corresponding page numbers for easy navigation.
• An overview of the proposal, highlighting its key points and benefits.
• Summarize the problem or opportunity.
• Outline the proposed solution or project.
• Mention the expected outcomes or deliverables.
• Keep it concise and compelling.
• Provide background information about the issue or context.
• Explain the purpose and objectives of the proposal.
• Clarify the problem statement or opportunity that the proposal aims to address.
• Describe in detail the methodology , approach , or plan to achieve the objectives.
• Outline the steps or tasks involved in implementing the proposal.
• Explain how the proposed solution or project will be executed.
• Include a timeline or schedule to demonstrate the project’s timeline.
• Define the specific activities, tasks, or services to be provided.
• Clarify the deliverables and expected outcomes.
• Mention any limitations or exclusions, if applicable.
• Provide a detailed breakdown of the costs associated with the proposal.
• Include itemized expenses such as personnel, materials, equipment, and any other relevant costs.
• If applicable, include a justification for each cost.
• Introduce the individuals or team members involved in the proposal.
• Highlight their qualifications, expertise, and experience relevant to the project.
• Include their roles and responsibilities.
• Specify how the success of the proposal will be measured.
• Define evaluation criteria and metrics to assess the outcomes.
• Explain how progress will be tracked and reported.
• Recap the main points of the proposal.
• Reiterate the benefits and advantages of the proposed solution.
• Emphasize the value and importance of supporting or adopting the proposal.
• Include any additional documents, references, charts, graphs, or data that support your proposal.
• These can include resumes, letters of support, financial projections, or relevant research materials.

Types of Types of Proposals

When it comes to proposals, there are various types depending on the context and purpose. Here are some common types of proposals:

Business Proposal

This type of proposal is used in the business world to present a plan, idea, or project to potential clients, investors, or partners. It typically includes an executive summary, problem statement, proposed solution, timeline, budget, and anticipated outcomes.

Project Proposal

A project proposal is a detailed document that outlines the objectives, scope, methodology, deliverables, and budget of a specific project. It is used to seek approval and funding from stakeholders or clients.

Research Proposal

Research proposals are commonly used in academic or scientific settings. They outline the research objectives, methodology, timeline, expected outcomes, and potential significance of a research study. These proposals are submitted to funding agencies, universities, or research institutions.

Grant Proposal

Non-profit organizations, researchers, or individuals seeking funding for a project or program often write grant proposals. These proposals provide a detailed plan of the project, including goals, methods, budget, and expected outcomes, to convince grant-making bodies to provide financial support.

Sales Proposal

Sales proposals are used by businesses to pitch their products or services to potential customers. They typically include information about the product/service, pricing, features, benefits, and a persuasive argument to encourage the recipient to make a purchase.

Sponsorship Proposal

When seeking sponsorship for an event, sports team, or individual, a sponsorship proposal is created. It outlines the benefits for the sponsor, the exposure they will receive, and the financial or in-kind support required.

Marketing Proposal

A marketing proposal is developed by marketing agencies or professionals to present their strategies and tactics to potential clients. It includes an analysis of the target market, proposed marketing activities, budget, and expected results.

Policy Proposal

In the realm of government or public policy, individuals or organizations may create policy proposals to suggest new laws, regulations, or changes to existing policies. These proposals typically provide an overview of the issue, the proposed solution, supporting evidence, and potential impacts.

Training Proposal

Organizations often create training proposals to propose a training program for their employees. These proposals outline the training objectives, topics to be covered, training methods, resources required, and anticipated outcomes.

Partnership Proposal

When two or more organizations or individuals wish to collaborate or form a partnership, a partnership proposal is used to present the benefits, shared goals, responsibilities, and terms of the proposed partnership.

Event Proposal

Event planners or individuals organizing an event, such as a conference, concert, or wedding, may create an event proposal. It includes details about the event concept, venue, logistics, budget, marketing plan, and anticipated attendee experience.

Technology Proposal

Technology proposals are used to present new technological solutions, system upgrades, or IT projects to stakeholders or decision-makers. These proposals outline the technology requirements, implementation plan, costs, and anticipated benefits.

Construction Proposal

Contractors or construction companies create construction proposals to bid on construction projects. These proposals include project specifications, cost estimates, timelines, materials, and construction methodologies.

Book Proposal

Authors or aspiring authors create book proposals to pitch their book ideas to literary agents or publishers. These proposals include a synopsis of the book, target audience, marketing plan, author’s credentials, and sample chapters.

Social Media Proposal

Social media professionals or agencies create social media proposals to present their strategies for managing social media accounts, creating content, and growing online presence. These proposals include an analysis of the current social media presence, proposed tactics, metrics for success, and pricing.

Training and Development Proposal

Similar to training proposals, these proposals focus on the overall development and growth of employees within an organization. They may include plans for leadership development, skill enhancement, or professional certification programs.

Consulting Proposal

Consultants create consulting proposals to present their services and expertise to potential clients. These proposals outline the problem statement, proposed approach, scope of work, timeline, deliverables, and fees.

Policy Advocacy Proposal

Organizations or individuals seeking to influence public policy or advocate for a particular cause create policy advocacy proposals. These proposals present research, evidence, and arguments to support a specific policy change or reform.

Website Design Proposal

Web designers or agencies create website design proposals to pitch their services to clients. These proposals outline the project scope, design concepts, development process, timeline, and pricing.

Environmental Proposal

Environmental proposals are created to address environmental issues or propose conservation initiatives. These proposals may include strategies for renewable energy, waste management, biodiversity preservation, or sustainable practices.

Health and Wellness Proposal

Proposals related to health and wellness can cover a range of topics, such as wellness programs, community health initiatives, healthcare system improvements, or health education campaigns.

Human Resources (HR) Proposal

HR professionals may create HR proposals to introduce new policies, employee benefits programs, performance evaluation systems, or employee training initiatives within an organization.

Nonprofit Program Proposal

Nonprofit organizations seeking funding or support for a specific program or project create nonprofit program proposals. These proposals outline the program’s objectives, activities, target beneficiaries, budget, and expected outcomes.

Government Contract Proposal

When bidding for government contracts, businesses or contractors create government contract proposals. These proposals include details about the project, compliance with regulations, cost estimates, and qualifications.

Product Development Proposal

Businesses or individuals seeking to develop and launch a new product present product development proposals. These proposals outline the product concept, market analysis, development process, production costs, and marketing strategies.

Feasibility Study Proposal

Feasibility study proposals are used to assess the viability and potential success of a project or business idea. These proposals include market research, financial analysis, risk assessment, and recommendations for implementation.

Educational Program Proposal

Educational institutions or organizations create educational program proposals to introduce new courses, curricula, or educational initiatives. These proposals outline the program objectives, learning outcomes, curriculum design, and resource requirements.

Social Service Proposal

Organizations involved in social services, such as healthcare, community development, or social welfare, create social service proposals to seek funding, support, or partnerships. These proposals outline the social issue, proposed interventions, anticipated impacts, and sustainability plans.

Proposal Writing Guide

Here’s a step-by-step guide to help you with proposal writing:

• Understand the Requirements: Before you begin writing your proposal, carefully review any guidelines, instructions, or requirements provided by the recipient or organization. This will ensure that you meet their expectations and include all necessary information.
• Research and Gather Information: Conduct thorough research on the topic or project you are proposing. Collect relevant data, statistics, case studies, and any supporting evidence that strengthens your proposal. This will demonstrate your knowledge and credibility.
• Define the Problem or Opportunity: Clearly identify and articulate the problem or opportunity that your proposal aims to address. Provide a concise and compelling explanation of why it is important and relevant.
• State Your Objectives: Outline the specific objectives or goals of your proposal. What do you hope to achieve? Make sure your objectives are clear, measurable, and aligned with the needs of the recipient.
• Present Your Solution: Propose your solution or approach to the problem. Describe how your solution is unique, innovative, and effective. Provide a step-by-step plan or methodology, highlighting key activities, deliverables, and timelines.
• Demonstrate Benefits and Impact: Clearly outline the benefits and impact of your proposal. Explain how it will add value, solve the problem, or create positive change. Use evidence and examples to support your claims.
• Develop a Budget: If applicable, include a detailed budget that outlines the costs associated with implementing your proposal. Be transparent and realistic about expenses, and clearly explain how the funding will be allocated.
• Address Potential Risks and Mitigation Strategies: Identify any potential risks, challenges, or obstacles that may arise during the implementation of your proposal. Offer strategies or contingency plans to mitigate these risks and ensure the success of your project.
• Provide Supporting Documentation: Include any supporting documents that add credibility to your proposal. This may include resumes or bios of key team members, letters of support or partnership, relevant certifications, or past success stories.
• Write Clearly and Concisely: Use clear and concise language to communicate your ideas effectively. Avoid jargon or technical terms that may confuse or alienate the reader. Structure your proposal with headings, subheadings, and bullet points to enhance readability.
• Proofread and Edit: Carefully review your proposal for grammar, spelling, and formatting errors. Ensure that it is well-organized, coherent, and flows logically. Consider asking someone else to review it for feedback and suggestions.
• Include a Professional Cover Letter: If appropriate, attach a cover letter introducing your proposal. This letter should summarize the key points, express your enthusiasm, and provide contact information for further discussion.
• Follow Submission Instructions: Follow the specific instructions for submitting your proposal. This may include submitting it electronically, mailing it, or delivering it in person. Pay attention to submission deadlines and any additional requirements.
• Follow Up: After submitting your proposal, consider following up with the recipient to ensure they received it and address any questions or concerns they may have. This shows your commitment and professionalism.

Purpose of Proposal

The purpose of a proposal is to present a plan, idea, project, or solution to a specific audience in a persuasive and compelling manner. Proposals are typically written documents that aim to:

• Convince and Persuade: The primary purpose of a proposal is to convince the recipient or decision-makers to accept and support the proposed plan or idea. It is important to present a strong case, providing evidence, logical reasoning, and clear benefits to demonstrate why the proposal should be approved.
• Seek Approval or Funding: Proposals often seek approval or funding for a project, program, research study, business venture, or initiative. The purpose is to secure the necessary resources, whether financial, human, or technical, to implement the proposed endeavor.
• Solve Problems or Address Opportunities: Proposals are often developed in response to a problem, challenge, or opportunity. The purpose is to provide a well-thought-out solution or approach that effectively addresses the issue or leverages the opportunity for positive outcomes.
• Present a Comprehensive Plan : Proposals outline a comprehensive plan, including objectives, strategies, methodologies, timelines, budgets, and anticipated outcomes. The purpose is to demonstrate the feasibility, practicality, and potential success of the proposed plan.
• Inform and Educate: Proposals provide detailed information and analysis to educate the audience about the subject matter. They offer a thorough understanding of the problem or opportunity, the proposed solution, and the potential impact.
• Establish Credibility: Proposals aim to establish the credibility and expertise of the individual or organization presenting the proposal. They demonstrate the knowledge, experience, qualifications, and track record that make the proposer capable of successfully executing the proposed plan.
• I nitiate Collaboration or Partnerships: Proposals may serve as a means to initiate collaboration, partnerships, or contractual agreements. They present an opportunity for individuals, organizations, or entities to work together towards a common goal or project.
• Provide a Basis for Decision-Making: Proposals offer the information and analysis necessary for decision-makers to evaluate the merits and feasibility of the proposed plan. They provide a framework for informed decision-making, allowing stakeholders to assess the risks, benefits, and potential outcomes.

When to write a Proposal

Proposals are typically written in various situations when you need to present a plan, idea, or project to a specific audience. Here are some common scenarios when you may need to write a proposal:

• Business Opportunities: When you identify a business opportunity, such as a potential client or partnership, you may write a proposal to pitch your products, services, or collaboration ideas.
• Funding or Grants: If you require financial support for a project, research study, non-profit program, or any initiative, you may need to write a proposal to seek funding from government agencies, foundations, or philanthropic organizations.
• Project Planning: When you plan to undertake a project, whether it’s a construction project, software development, event organization, or any other endeavor, writing a project proposal helps outline the objectives, deliverables, timelines, and resource requirements.
• Research Studies: In academic or scientific settings, researchers write research proposals to present their study objectives, research questions, methodology, anticipated outcomes, and potential significance to funding bodies, universities, or research institutions.
• Business Development: If you’re expanding your business, launching a new product or service, or entering a new market, writing a business proposal helps outline your plans, strategies, market analysis, and financial projections to potential investors or partners.
• Partnerships and Collaborations: When seeking partnerships, collaborations, or joint ventures with other organizations or individuals, writing a partnership proposal helps communicate the benefits, shared goals, responsibilities, and terms of the proposed partnership.
• Policy or Advocacy Initiatives: When advocating for a particular cause, addressing public policy issues, or proposing policy changes, writing a policy proposal helps outline the problem, proposed solutions, supporting evidence, and potential impacts.
• Contract Bidding: If you’re bidding for contracts, whether in government or private sectors, writing a proposal is necessary to present your capabilities, expertise, resources, and pricing to potential clients or procurement departments.
• Consulting or Service Contracts: If you offer consulting services, professional expertise, or specialized services, writing a proposal helps outline your approach, deliverables, fees, and timeline to potential clients.

Importance of Proposal

Proposals play a significant role in numerous areas and have several important benefits. Here are some key reasons why proposals are important:

• Communication and Clarity: Proposals serve as a formal means of communication, allowing you to clearly articulate your plan, idea, or project to others. By presenting your proposal in a structured format, you ensure that your message is conveyed effectively, minimizing misunderstandings and confusion.
• Decision-Making Tool: Proposals provide decision-makers with the necessary information and analysis to make informed choices. They offer a comprehensive overview of the proposal, including objectives, strategies, timelines, budgets, and anticipated outcomes. This enables stakeholders to evaluate the proposal’s feasibility, alignment with goals, and potential return on investment.
• Accountability and Documentation: Proposals serve as a written record of commitments, responsibilities, and expectations. Once a proposal is approved, it becomes a reference point for all parties involved, ensuring that everyone is on the same page and accountable for their roles and obligations.
• Planning and Organization: Writing a proposal requires thorough planning and organization. It compels you to define objectives, outline strategies, consider potential risks, and create a timeline. This process helps you think critically about the proposal, identifying strengths, weaknesses, and areas that require further refinement.
• Persuasion and Influence: Proposals are persuasive documents that aim to convince others to support or approve your plan. By presenting a well-constructed proposal, supported by evidence, logical reasoning, and benefits, you enhance your ability to influence decision-makers and stakeholders.
• Resource Allocation and Funding: Many proposals are written to secure resources, whether financial, human, or technical. A compelling proposal can increase the likelihood of obtaining funding, grants, or other resources needed to execute a project or initiative successfully.
• Partnership and Collaboration Opportunities: Proposals enable you to seek partnerships, collaborations, or joint ventures with other organizations or individuals. By presenting a clear proposal that outlines the benefits, shared goals, responsibilities, and terms, you increase the likelihood of forming mutually beneficial relationships.
• Professionalism and Credibility: A well-written proposal demonstrates professionalism, expertise, and credibility. It showcases your ability to analyze complex issues, develop effective strategies, and present ideas in a concise and persuasive manner. This can enhance your reputation and increase trust among stakeholders.
• Continual Improvement: The process of writing proposals encourages you to refine your ideas, explore alternatives, and seek feedback. It provides an opportunity for reflection and refinement, ultimately leading to continuous improvement in your plans and approaches.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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A project proposal is a formal document that serves as a foundational blueprint for initiating, planning, and executing a project. It outlines the key components of the project, such as its objectives, scope, methodology, resource requirements, and evaluation criteria. This article explores the concept of project proposals, their essential elements, and why they play a crucial role in effective project management.

Table of Content

Types of Project Proposals

Key Elements of the Project Proposal

Why project proposal is important.

A project proposal is a document drafted by the team who is responsible for the initialization of the project. The project proposal comprises the aim of the project, methodology, budget required, timeline, and the results.

• The project proposal is developed before the initiation of the project and is presented before the clients so that the clients can analyze the funding, time, and output.
• It serves as a communication tool to convey the project’s objectives, scope, methodology, and resource requirements to stakeholders.
• Clearly defines the purpose and context of the project proposal.
• Introduces the project, its objectives, and the problem or opportunity it addresses.

There are five types of project proposals. They are as follows:

• Solicited Project Proposal: This is a type of project proposal that is created by the companies upon the request of sponsors or clients. This document is submitted in response to the statement provided by the client. Usually, Request for Proposals (RFP) or Request for Applications (RFA) are used.
• Unsolicited Project Proposal: An unsolicited Project Proposal is the type of document that is proposed by the company without the request of the clients. When the client proposes the problem statement, the company starts drafting the project proposal.
• Informal Project Proposal: As the name suggests informal project proposal is casually drafted and does not follow any proper format. It highlights the outline of the project proposal.
• Supplementary Project Proposal: This is the proposal that describes the additional techniques or improvements that can enhance the ongoing project. It also highlights the additional use of resources, time required for improvements, etc.
• Renewal Project Proposal: This is the project proposal that acts as a renewal contract. This proposal helps to highlight the success of the project, and what further proposals can be made to improve the project.
• Continuation Project Proposal: This proposal is similar to Renewal Proposal but it also considers the timeframe as its important factor. This proposal seeks to continue and improve the project in further stages.

A project proposal comprises contents that are written sequentially. The contents of the elements of the project proposal are as follows

1. Introduction

The introduction of a project proposal serves as the gateway to the document, providing a brief overview of the project and setting the stage for the reader. It should capture the reader’s attention, outline the purpose of the proposal, and convey the significance of the project.

• Briefly describe the purpose, context, and goals of the project.
• Clearly outline the specific, measurable, and achievable goals the project aims to accomplish.

2. Project Overview

Project Overview highlights the description of the project in short. This part focuses on the objectives, techniques in brief, and the solution to the problem. It also highlights the other components such as the budget, return on investment, accuracy estimation, and benefits.

• This section provides a more detailed exploration of the project, offering background information, the problem or opportunity being addressed, and the overall context.
• It aims to give the reader a comprehensive understanding of the project’s context, its relevance, and the need it addresses.

3. Project Objectives

Project Objectives describe the aim of the project. It highlights the problem statement and explanation of the same, what outcomes can be expected by the team.

• Explicitly define the measurable goals and outcomes the project intends to achieve.
• Clearly articulate the project’s objectives, ensuring they are specific, measurable, achievable, relevant, and time-bound (SMART).

4. Methodology

In this part, the approach or technique is described by the team. It helps the team to brief about the technique in a sequential manner. Here other approaches are also defined by the team which helps the client to understand the lifecycle of the project.

• Describe the approach or methods that will be employed to carry out the project.
• Provide details on the processes, techniques, and tools that will be utilized to achieve the project objectives.

5. Scope of Work

Scope of the Work is the portion in which the outcomes, timelines, and other necessary details are provided by the team. It describes how the project goals will be achieved.

• Clearly define the boundaries and limits of the project, outlining what is included and what is excluded.
• Set expectations by detailing the work that will be undertaken and the specific deliverables to be produced.

6. Project Deliverables

Project Deliverables refer to the result or the outcome of the project. The result can be tangible or intangible.

• Enumerate the tangible outcomes or products that will result from the successful completion of the project.
• List and describe the specific deliverables to provide a concrete understanding of what stakeholders can expect.

7. Timeline

Some teams provide a timeline as a separate heading or may incorporate it in the Scope of Work. The timeline provides the complete timeframe for the completion of the project. It also focuses on the milestones that will be achieved during the execution of the project.

• Present a realistic and detailed schedule outlining key milestones, deadlines, and the overall timeline for project completion.
• Provide a visual representation of the project timeline, helping stakeholders grasp the sequencing of activities.

8. Resource Requirements

This portion focuses on the inputs that are required for the project. It also highlights the budget required for purchasing the inputs.

• Identify the human, financial, material, and technological resources needed to execute the project.
• Specify the roles and responsibilities of team members and any external resources required.

9. Risk Assessment

This is the area where the potential problems have been mentioned and what techniques will be used to mitigate the risks.

• Evaluate potential risks and uncertainties that may impact the project’s success.
• Develop a comprehensive risk management plan that outlines strategies for identifying, assessing, and mitigating potential risks.

Here estimation of the costs of the execution of the project is highlighted. It also includes the estimated cost to purchase the inputs.

• Present a detailed budget that outlines the estimated costs associated with executing the project.
• Break down costs by category, providing transparency on how resources will be allocated.

11. Evaluation Criteria

Evaluation criteria in a project proposal define the standards and metrics by which the success of the project will be assessed. These criteria establish a framework for measuring performance, ensuring alignment with project objectives, and facilitating informed decision-making throughout the project lifecycle .

• Establish clear criteria for assessing the success of the project.
• Define metrics and benchmarks that will be used to evaluate the project’s performance against its objectives.
• Clarity and Understanding: It provides a clear and comprehensive overview of the project, ensuring that all stakeholders have a shared understanding of its purpose, objectives, and scope.
• Planning and Direction: The proposal serves as a roadmap, outlining the methodology, timeline, and resource requirements, guiding the project team and stakeholders in planning and execution.
• Communication and Buy-In: It communicates the project’s significance , benefits, and potential outcomes, helping to secure buy-in from key stakeholders, including sponsors, clients, and team members.
• Resource Allocation: By detailing resource requirements and budget, the proposal aids in effective resource allocation, ensuring that the necessary personnel, funds, and materials are available for successful project execution.

Related Articles:

• Gantt Chart Example for Project Proposal
• Difference between Project Report and Project Proposal

Conclusion: Project Proposal

In conclusion, a project proposal comprises 2-5 pages. Different types of Project Proposals are required in different sectors. However, it should be well drafted and all the necessary components of the project should be highlighted so that the project can succeed and there exists trust between the client and the company.

FAQs : Project Proposal

Q. what are the 4 types of project proposal.

The four types of project proposals include:  solicited, unsolicited, informal, and renewal project proposal

Q. What is Project Proposal?

Q. what are the examples of project proposal.

Building of a New Town Hall, Business Plan for a New Mobile Application by a Startup, Brand Campaign Proposal by a Graphic Design Agency are the the example of project proposal.

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A Comprehensive Guide to Waterfall Methodology

Waterfall Methodology is one of the most popular ‘System Development Life Cycle' or SDLC software projects. The linear approach of the Waterfall methodology makes it very easy to manage and track your projects' progress. Especially for software companies, waterfall methodology is still the first choice for most.

SDLC process lets you finish your projects with the best quality at the lowest cost and in the shortest time.

According to PMI, 56% of projects used this traditional project management methodology- ‘ Waterfall ‘ during 2020. This is more than double if you compare it with the 22% projects share of the newer & increasingly popular methodology- ‘ Agile .'

In this article, we will let you know how the waterfall methodology works , why and how you should use it, and the importance of project management software to implement it.

But first, let's take a step back and get to know what SDLC,and Waterfall Methodology are before we dive deep into the details.

Introduction to SDLC and Waterfall Methodology

SDLC or the System Development Life Cycle is a process that helps you complete a project with the best quality and lowest cost within the shortest time. SDLC is also known as the Software Development Life Cycle in the software industry.

However, regardless of the industry, SDLC helps to create well-structured phases of a project that help an organization to quickly produce well-tested, high-quality outcomes.

There are several methodologies or models of SDLC that one can use to manage their project efficiently . Some of the most commonly used methodologies include Waterfall, Agile , Lean, and Spiral. Waterfall Methodology is by far the most common SDLC model among all of these.

Waterfall methodology is a linear and sequential project management approach to a system development life cycle. This method was originally defined by Winston W. Royce in 1970. The name waterfall methodology was coined because of the nature of this methodology. The model helps develop a project in sequential phases, which resembles a natural waterfall. This model is the perfect one if you want to release a product that is well-tested and ready for scale, right from day one of release.

Factors That Make Waterfall Methodology So Popular

Every result has reasoning. The fact that Waterfall Methodology is one of the most popular SDLC models despite being a traditional one, has to do more with its efficiency. If you know the outcome of a project before you start working on it, Waterfall Methodology will help make the process foolproof. Below are some more reasons for the popularity of waterfall methodology.

• One of the most important reasons behind the popularity of waterfall methodology is that the project stays rigid, so determining accurate cost and timeline becomes much easier before the start of the project.
• If the project stays stuck for more than the time needed, supervisors can always check the dependencies to get the process running again.
• Manufacturing companies tend to like it more because the design of the project is done early in the project, so there are little to no changes to the project during the implementation, making the whole project smooth.
• The whole process of waterfall methodology is structured. Thus everyone understands their role and when it should be done. This makes the project efficient and less time-consuming .
• Even if the project loses some key individuals, the team can quickly replace them because the design of the process and all the roles are defined in detailed documentation when the project is initiated.

There are many other reasons that one might want to use this model for their project. Now after knowing the reasons for the popularity, you might be wondering how you can use this methodology for your project. Well, you're in the right place.

Is The Waterfall Methodology Perfect for Your Projects in 2024?

Like any other model. Waterfall Methodology also has its advantages and drawbacks. Here are the most notable ones. We will start with the advantages of the Waterfall Methodology first.

Managing Project is Easy:  Managing a project is no easy task. But since waterfall methodology is not very flexible, and because it follows a sequential process, this model is very easy to manage. Every step of this model is rigid, thus you can track the progress at any time and get to know the exact process.

Predictability : Whether it is the project finish time, issues that might happen, project cost, what resource and tools will be needed, and when, all these data are highly predictable if you follow this acclaimed model.

Quality Assurance:  A key advantage that makes waterfall methodology a popular SDLC model is the quality of the final product. Since every step of the project is tested thoroughly, the projects often produce the best quality products.

Now let's take a look at some of the disadvantages of using the Waterfall methodology .

Modification of a Part is Hard:  Since the waterfall methodology follows a rigidly linear process, you can not change a part of the project if that phase is already completed.  Thus, making changes or updates is very hard in this model.

Takes More Time:  Unlike newer SDLC models, using waterfall methodology means you'll have to spend more time planning for the project . So, to see the project in action, you will have to wait till almost the last part of the life cycle.

Now, to get a more insightful look into the waterfall methodology, you need to know how another methodology compares to this. And up next, we will show you how it fares against another popular methodology, Agile .

How to Use Waterfall Methodology to Ensure Best Quality at Lowest Cost

As you already know, depending on the type of your business, different SDLC models are appropriate for you. But if you have decided that the waterfall methodology is the most suited model for your business , you should know how to implement it. But for that, you should have clear ideas of the phases of the waterfall methodology and what each of them does.

Phases of Waterfall Methodology

As a sequential model, the Waterfall Methodology has several phases. The phases are distributed linearly, and you can not skip one to start the next. Depending on the needs of your business, the number of phases can vary from 5 to 7. The inventor of this model, Winston W. Royce, described 5 different phases. The phases of the waterfall methodology are as follows –

• Requirements
• Implementation
• Verification
• Maintenance

We already know that with waterfall methodology you will only be able to begin a phase after the previous phase is completed and absolutely no update is required. In order to help you with the ideas of developing a project using this methodology, we will go through the phases in the proper order.

Developing a Project with Waterfall Methodology

Collecting the Requirements: The first phase of this methodology starts by meeting with clients or customers to determine the objectives of the project. The nature of the methodology is that you won't be able to get any more client feedback during the process. So you need to get as much data as you can during the initial meeting.

Designing the Product: The phase where you finalize the design of the product looks different from industry to industry. For software development companies, this is the phase where you choose the programming language, finish creating a design prototype of the product (not the actual product). For most other industries, it is the phase where you decide the design of the working process and lists out the tools & resources needed for that.

Implementing the Project: This is the phase where actual work is done. With the help of early requirements and the provided design, the final product should be developed.

Testing the Product: The verification phase starts as soon as the product is developed. While the product shall be tested many times during the development process, the final verification is a must. Apart from finding issues or bugs, in this phase, you will also compare the final product against the client's requirements . When you finally submit or share the project with the customer, make sure it is tested to the core and is ready to be used.

Maintenance:  While you will have to scrutinize the project during the verification process, problems will arise. Even if new problems don't arise after you hand over the project, demand for new features will surely arise. In this phase, you will deal with such maintenance tasks .

Waterfall Methodology vs Agile Methodology- Which One to Go for

Waterfall vs Agile? Which is the best methodology? This is a question that you will surely have once you start finding a suitable methodology for your project. Now there is no straight answer to this since both these methodologies are good and best at different aspects. But just to make it more clear for you to decide, here's a comparison of the waterfall and agile methodology.

• The waterfall is a linear and sequential approach to project management while Agile offers a more flexible incremental and iterative approach.
• Waterfall models accomplish the project by dividing them into several phases and breaking down the works . Agile gets a project done by dividing it into sprints.
• Agile Project Management introduces a product mindset with a focus on customer satisfaction; Waterfall focuses on successful project delivery.
• Project requirements are gathered at the start of the life cycle in Waterfall. However, they are prepared in every sprint in Agile.
• Agile allows the change on a certain requirement at any time; once the project starts Waterfall does not allow any changes.
• Agile is best suited for projects where changes are needed frequently and clients don't always have a clear vision of the final product . The waterfall model is perfect for industries where the final product is fixed and predictable before the project is completed.

For your convenience, here is a table showing the difference between Waterfall and Agile methodology-

From the comparison above you can choose your preferred methodology. However, if you have a software project agile is perhaps the better choice for you. For industries like manufacturing, the waterfall is the better choice, because in those cases you will know all the requirements of the project upfront . But in the end, it all depends on the demands of your project, so make your decision according to that.

Who Uses the Waterfall Model?

The Waterfall process is adopted by project managers who are faced with development projects that:

• Don’t have ambiguous requirements.
• Offer a clear picture of how things will proceed from the outset.
• Have clients who seem unlikely to change the scope of the project once it is underway.

If a project manager prefers clearly defined processes, where cost, design, and time requirements are known upfront, then the Waterfall method is the way to go, as long as the project itself is conducive to those constraints.

WP Project Manager: A Reliable Tool to Perfectly Implement Waterfall Methodology

If you have a small to medium-scale business, then there's a perfect project management tool for you. Yes, we are talking about WP Project Manager (WP PM) .

WP Project Manager is a WordPress-based project management tool that has all the features to streamline your SDLC. If you are planning a project that you want to accomplish using waterfall methodology, then WP PM has all the features equipped. The key features include –

Creating Multiple Projects: Does your company have multiple projects at a time? WP PM lets you create unlimited projects and task lists.

Setting up User Roles: You can set the user roles for each user of a project while creating. With WP PM you have the ability to give each user a specific set of custom access permissions.

Gantt Chart:  To create a sequential work process, the Gantt Chart is a must. WP PM's Gantt Chart feature lets you plan, schedule a project and create a project flow with ease. Which perfectly complements the Waterflow methodology.

Dashboard:  Do you need a birds-eye view of the whole project? Like where the project is waiting right now, the current progress, and calendar-based visualization of your overall project.

Overall Progress Report:  If you want a much detailed report , you can always go for the overall progress report, which is pretty comprehensive.

Apart from these, there are lots of other features that will come in handy if you want to manage your project following waterfall methodology. What's more, the price of the WP PM is very affordable. There is also a free version, which you can find on the WordPress repository. However, to get all the advanced features, you need to have the premium version that starts at just $79/year !

Wrapping Up

To run a project smoothly, you must follow organized ways. The common term for these organized ways is “SDLC” or “System Development Life Cycle”. There are quite a few SDLC methodologies that exist. Depending on the type of project (software, machinery, food processing, etc.) you might need to choose your preferred SDL methodologies.

Waterfall methodology is one of the most popular SDLC models that is used in a range of industries. Developing a project using Waterfall methodology takes multiple steps, the flow of the project almost seems like a natural waterfall. We have shown you the ways to develop a project using waterfall methodologies. We have also let you know how using WP Project Manager, you can efficiently implement a project using waterfall methodologies.

Waterfall methodology can be implemented perfectly if you use project management software . Project management software helps keep track of the progress of your project at any time. With the help of the Kanban Board, and Gantt Chart, supervisors can also find the progress and dependencies for every task. WP Project Manager can be the right partner to ease your workflow.

If you still have any questions regarding waterfall methodologies, don't forget to comment down below.

Faisal Sarker

Faisal is a tech blogger who excels at WordPress Content Writing. Apart from sharing useful info pieces that helps people around the world, he also likes to travel and read books of all genres in his leisure time.

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Waste-to-energy projects stalled across Australia as regional residents oppose plans to process city rubbish

ABC Rural Waste-to-energy projects stalled across Australia as regional residents oppose plans to process city rubbish

It sounds like a win-win solution for Australia's waste disposal problems — take a million tonnes of rubbish and turn it into energy.

But regional communities say producing energy from waste is not safe and they do not want it in their backyard.

There are over 2,000 energy-from-waste plants operating globally, but Australia has been late to the party.

In New South Wales the state government wants to build four facilities, with most of them outside metro areas, but there is only one currently progressing through the planning system.

That is the Veolia  Advanced Energy Recovery Centre (ARC) at Woodlawn,  near Goulburn, which would use "moving grate technology" to burn rubbish at high temperatures to create steam, which could be used to power turbines and produce enough energy for 40,000 homes.

The company said gases from the incinerator would be cleaned to the highest international standard, and no liquids or odours would be discharged.

The NSW government has listed the $600 million project as "state significant".

The project was meant to be operational by 2023, but it is facing community opposition and is still caught up in approvals processes.

The NSW Department of Planning is waiting for the applicant to respond to issues raised in submissions, and a report is expected by the middle of the year.

In the state's north, the Richmond Valley Council decided in November 2022 to pause any active investigation of energy-from-waste facilities and to focus on other waste streams, such as food organics and recycling.

Opposition to Narwonah plant

In western New South Wales, the Dubbo community is fighting against a proposed energy-from-waste proposal linked to the Inland Rail project .

The Narwonah Energy and Circular Chemicals Project (NECCP) would process more than a million tonnes of waste brought in by rail from across the east coast. 

The company behind the proposal, Asia Pacific Waste Solutions, said the facility would use an anaerobic digester to process the waste, without the need for incineration.

But the Narromine Shire Positive Change Community Group disputes that.

Spokesperson Bruce Maynard said the process being proposed was defined as an incinerator by both European Union and United States Environmental Protection Agency (EPA) guidelines.

He said the plant will contaminate the region if it is approved and points to this diagram from the proponents, highlighting two points where exhaust gasses would be emitted.

Asia Pacific Waste Solutions did not respond to an ABC request for clarification on this issue.

But technical specialist Amal Jugdeo from Hitachi Zosen Inova Australia, which is advising developers of several waste-to-energy projects in Australia, warned the proposed gasification technology has not been proven at large commercial scale to process municipal waste.

He pointed to the 2016 decision by major US gas producer Air Product to abandon its gasification projects in the UK , resulting in a billion-dollar write-off for the company.

Judy Smith farms 5 kilometres from the proposed Narromine site, and said the site on agricultural land was also not suitable.

"It's going to be built on top of a flood plain and a shallow aquifer, and the ground there cracks," she said.

"If you start putting things like tanks that are containing waste material on top of ground that cracks you don't need to be that smart before you realise that you are sitting on a time bomb."

A NSW Department of Planning spokesperson told the ABC it has not received a timeline for the project from the applicant, or a development application.

Meanwhile in Victoria, the EPA issued a development licence in December 2023 to Prospect Hill International  for an energy-from-waste project near Geelong.

It would process 400,000 tonnes a year, much less than the proposed Narwonah facility, but would also use moving grate technology.

That system passes the waste through several stages, including drying, pyrolysis/gasification and combustion, before getting to the burnout stage.

Technology is proven says waste recovery peak body

Gayle Sloan, the CEO of the Waste Management and Resource Recovery Association of Australia (WMRR) — the national peak body for the waste and resource recovery industry — described the current technology as safe, sophisticated, and clean.

She said new plants no longer burn waste but use closed boiler systems to generate heat and electricity.

She said Australia had the highest standard of safety and management of emissions in the world, and that NSW is using international best practice while Queensland requires projects to identify reference sites with proven technologies.

Miles Mason is the technical director of global sustainability company SLR Consulting. 

He has been closely involved with the development of the WA plants and said the technology in modern plants has been proven in locations around the world, including Europe and Japan. 

"They're building very large facilities in the Middle East and Africa, and emissions of dioxins, metals, or dust, all of those things, are controlled," he said.

Western Australia's East Rockingham waste-to-energy facility is set to process 300,000 tonnes of waste from Perth by the end of 2024.

Mr Mason compared modern incinerators, with their closed systems and filters to clean up emissions, similar to the big filtration systems on road tunnels in our major cities.

"Any off gases that come out go through an extensive scrubbing system, similar to the [road] tunnels that have been built all over Sydney and Melbourne," he said.

Mr Mason said incinerators are not perfect but they were the best solution to Australia's waste problem as Sydney, in particular, is running out of time.

"Sydney's capacity for land filling waste is coming to an end rapidly so other solutions are required," he said.

Environment agency confident about safety 

A spokesperson from the Environment Protection Authority said NSW had some of the strongest rules around energy from waste projects in the country.

" The policy requires proponents to use international best practice technology, meet stringent air emission limits, and apply the 'good neighbour principle'," the spokesperson said.

That principle required project managers to consider the impact of waste deliveries and operating hours on people and businesses in the area, and to make information about emissions and what resources will be produced from the waste readily available.

The NSW government will be reviewing the state's energy-from-waste settings this year.

What are other countries doing with incinerators?

Jane Bremmer from environment group Zero Waste Australia said the US and the EU were backing away from waste incinerators due to the health concerns for populations around them.

"There haven't been any new incinerators built in the US since, I believe, the late 80s," she said.

Ms Bremmer said the European Commission had introduced a significant carbon tax on incinerators and directed member nations to decommission old facilities, while The Netherlands had introduced a moratorium on waste incineration due to environmental concerns.

The United Nations' special rapporteur on toxics and human rights, Marcos Orellana, came to Australia last year and warned about the health risks of incineration of waste. 

"Incineration imposes heavy health and other costs on local communities, and it is a significant source of greenhouse gases," he said.

"It has been reported that even the most modern incinerators produce dioxins, furans, and toxic ash."

Jane Bremmer wants to see governments focus on collection and separation of waste to reduce the volume, and treatment technologies that do not involve burning.

That includes anaerobic-digestion systems which turn waste into fertiliser, biological treatments that reduce the volume of waste and stabilise what is left, and chemical processes like gas-phase reduction.

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Teens and Video Games Today

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Table of Contents

• Who plays video games?
• How often do teens play video games?
• What devices do teens play video games on?
• Social media use among gamers
• Teen views on how much they play video games and efforts to cut back
• Are teens social with others through video games?
• Do teens think video games positively or negatively impact their lives?
• Why do teens play video games?
• Bullying and violence in video games
• Appendix A: Detailed charts
• Acknowledgments

The analysis in this report is based on a self-administered web survey conducted from Sept. 26 to Oct. 23, 2023, among a sample of 1,453 dyads, with each dyad (or pair) comprised of one U.S. teen ages 13 to 17 and one parent per teen. The margin of sampling error for the full sample of 1,453 teens is plus or minus 3.2 percentage points. The margin of sampling error for the full sample of 1,453 parents is plus or minus 3.2 percentage points. The survey was conducted by Ipsos Public Affairs in English and Spanish using KnowledgePanel, its nationally representative online research panel.

The research plan for this project was submitted to an external institutional review board (IRB), Advarra, which is an independent committee of experts that specializes in helping to protect the rights of research participants. The IRB thoroughly vetted this research before data collection began. Due to the risks associated with surveying minors, this research underwent a full board review and received approval (Approval ID Pro00073203).

KnowledgePanel members are recruited through probability sampling methods and include both those with internet access and those who did not have internet access at the time of their recruitment. KnowledgePanel provides internet access for those who do not have it and, if needed, a device to access the internet when they join the panel. KnowledgePanel’s recruitment process was originally based exclusively on a national random-digit dialing (RDD) sampling methodology. In 2009, Ipsos migrated to an address-based sampling (ABS) recruitment methodology via the U.S. Postal Service’s Delivery Sequence File (DSF). The Delivery Sequence File has been estimated to cover as much as 98% of the population, although some studies suggest that the coverage could be in the low 90% range. 4

Panelists were eligible for participation in this survey if they indicated on an earlier profile survey that they were the parent of a teen ages 13 to 17. A random sample of 3,981 eligible panel members were invited to participate in the study. Responding parents were screened and considered qualified for the study if they reconfirmed that they were the parent of at least one child ages 13 to 17 and granted permission for their teen who was chosen to participate in the study. In households with more than one eligible teen, parents were asked to think about one randomly selected teen, and that teen was instructed to complete the teen portion of the survey. A survey was considered complete if both the parent and selected teen completed their portions of the questionnaire, or if the parent did not qualify during the initial screening.

Of the sampled panelists, 1,763 (excluding break-offs) responded to the invitation and 1,453 qualified, completed the parent portion of the survey, and had their selected teen complete the teen portion of the survey, yielding a final stage completion rate of 44% and a qualification rate of 82%. The cumulative response rate accounting for nonresponse to the recruitment surveys and attrition is 2.2%. The break-off rate among those who logged on to the survey (regardless of whether they completed any items or qualified for the study) is 26.9%.

Upon completion, qualified respondents received a cash-equivalent incentive worth $10 for completing the survey. To encourage response from non-Hispanic Black panelists, the incentive was increased from $10 to $20 on Oct 5, 2023. The incentive was increased again on Oct. 10, from $20 to $40; then to $50 on Oct. 17; and to $75 on Oct. 20. Reminders and notifications of the change in incentive were sent for each increase.

All panelists received email invitations and any nonresponders received reminders, shown in the table. The field period was closed on Oct. 23, 2023.

The analysis in this report was performed using separate weights for parents and teens. The parent weight was created in a multistep process that begins with a base design weight for the parent, which is computed to reflect their probability of selection for recruitment into the KnowledgePanel. These selection probabilities were then adjusted to account for the probability of selection for this survey, which included oversamples of non-Hispanic Black and Hispanic parents. Next, an iterative technique was used to align the parent design weights to population benchmarks for parents of teens ages 13 to 17 on the dimensions identified in the accompanying table, to account for any differential nonresponse that may have occurred.

To create the teen weight, an adjustment factor was applied to the final parent weight to reflect the selection of one teen per household. Finally, the teen weights were further raked to match the demographic distribution for teens ages 13 to 17 who live with parents. The teen weights were adjusted on the same teen dimensions as parent dimensions with the exception of teen education, which was not used in the teen weighting.

Sampling errors and tests of statistical significance take into account the effect of weighting. Interviews were conducted in both English and Spanish.

In addition to sampling error, one should bear in mind that question wording and practical difficulties in conducting surveys can introduce error or bias into the findings of opinion polls.

The following table shows the unweighted sample sizes and the error attributable to sampling that would be expected at the 95% level of confidence for different groups in the survey:

Sample sizes and sampling errors for subgroups are available upon request.

Dispositions and response rates

The tables below display dispositions used in the calculation of completion, qualification and cumulative response rates. 5

© Pew Research Center, 2023

• AAPOR Task Force on Address-based Sampling. 2016. “AAPOR Report: Address-based Sampling.” ↩
• For more information on this method of calculating response rates, refer to: Callegaro, Mario, and Charles DiSogra. 2008. “Computing response metrics for online panels.” Public Opinion Quarterly. ↩

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ABOUT PEW RESEARCH CENTER  Pew Research Center is a nonpartisan fact tank that informs the public about the issues, attitudes and trends shaping the world. It conducts public opinion polling, demographic research, media content analysis and other empirical social science research. Pew Research Center does not take policy positions. It is a subsidiary of  The Pew Charitable Trusts .

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Governor Newsom Unveils Revised State Budget, Prioritizing Balanced Solutions for a Leaner, More Efficient Government

Published: May 10, 2024

The Budget Proposal — Covering Two Years — Cuts Spending, Makes Government Leaner, and Preserves Core Services Without New Taxes on Hardworking Californians

Watch Governor Newsom’s May Revise presentation here

WHAT YOU NEED TO KNOW:  The Governor’s revised budget proposal closes both this year’s remaining $27.6 billion budget shortfall and next year’s projected $28.4 billion deficit while preserving many key services that Californians rely on — including education, housing, health care, and food assistance.

SACRAMENTO – Governor Gavin Newsom today released a May Revision proposal for the 2024-25 fiscal year that ensures the budget is balanced over the next two fiscal years by tightening the state’s belt and stabilizing spending following the tumultuous COVID-19 pandemic, all while preserving key ongoing investments.

Under the Governor’s proposal, the state is projected to achieve a positive operating reserve balance not only in this budget year but also in the next. This “budget year, plus one” proposal is designed to bring longer-term stability to state finances without delay and create an operating surplus in the 2025-26 budget year.

In the years leading up to this May Revision, the Newsom Administration recognized the threats of an uncertain stock market and federal tax deadline delays – setting aside $38 billion in reserves that could be utilized for shortfalls. That has put California in a strong position to maintain fiscal stability.

“Even when revenues were booming, we were preparing for possible downturns by investing in reserves and paying down debts – that’s put us in a position to close budget gaps while protecting core services that Californians depend on. Without raising taxes on Californians, we’re delivering a balanced budget over two years that continues the progress we’ve fought so hard to achieve, from getting folks off the streets to addressing the climate crisis to keeping our communities safe.” – Governor Gavin Newsom

Below are the key takeaways from Governor Newsom’s proposed budget:

A BALANCED BUDGET OVER TWO YEARS.  The Governor is solving two years of budget problems in a single budget, tightening the state’s belt to get the budget back to normal after the tumultuous years of the COVID-19 pandemic. By addressing the shortfall for this budget year — and next year — the Governor is eliminating the 2024-25 deficit and eliminating a projected deficit for the 2025-26 budget year that is $27.6 billion (after taking an early budget action) and $28.4 billion respectively.

CUTTING SPENDING, MAKING GOVERNMENT LEANER.  Governor Newsom’s revised balanced state budget cuts one-time spending by $19.1 billion and ongoing spending by $13.7 billion through 2025-26. This includes a nearly 8% cut to state operations and a targeted elimination of 10,000 unfilled state positions, improving government efficiency and reducing non-essential spending — without raising taxes on individuals or proposing state worker furloughs. The budget makes California government more efficient, leaner, and modern — saving costs by streamlining procurement, cutting bureaucratic red tape, and reducing redundancies.

PRESERVING CORE SERVICES & SAFETY NETS.  The budget maintains service levels for key housing, food, health care, and other assistance programs that Californians rely on while addressing the deficit by pausing the expansion of certain programs and decreasing numerous recent one-time and ongoing investments.

NO NEW TAXES & MORE RAINY DAY SAVINGS.  Governor Newsom is balancing the budget by getting state spending under control — cutting costs, not proposing new taxes on hardworking Californians and small businesses — and reducing the reliance on the state’s “Rainy Day” reserves this year.

HOW WE GOT HERE:  California’s budget shortfall is rooted in two separate but related developments over the past two years.

• First, the state’s revenue, heavily reliant on personal income taxes including capital gains, surged in 2021 due to a robust stock market but plummeted in 2022 following a market downturn. While the market bounced back by late 2023, the state continued to collect less tax revenue than projected in part due to something called “capital loss carryover,” which allows losses from previous years to reduce how much an individual is taxed.
• Second, the IRS extended the tax filing deadline for most California taxpayers in 2023 following severe winter storms, delaying the revelation of reduced tax receipts. When these receipts were able to eventually be processed, they were 22% below expectations. Without the filing delay, the revenue drop would have been incorporated into last year’s budget and the shortfall this year would be significantly smaller.

CALIFORNIA’S ECONOMY REMAINS STRONG:  The Governor’s revised balanced budget sets the state up for continued economic success. California’s economy remains the 5th largest economy in the world and for the first time in years, the state’s population is increasing and tourism spending recently experienced a record high. California is #1 in the nation for new business starts , #1 for access to venture capital funding , and the #1 state for manufacturing , high-tech , and agriculture .

Additional details on the May Revise proposal can be found in this fact sheet and at www.ebudget.ca.gov .