How to make a project proposal

Have a project idea but not sure how to get others on board? A project proposal is the key. It clearly explains your idea and shows its value, helping you gain approval, funding, or support. A well-crafted proposal has the potential to double your close rate, showcasing the importance of structure, design, and timing in proposal success.

This guide will walk you through the steps to create a strong proposal. We’ll cover what to include, and tips to make it stand out.

Learn more about the state of proposals here.

What is a project proposal?

A project proposal is a document that explains your idea, why it matters, and how you’ll make it happen. It’s like a roadmap that shows your goals, benefits, and plan to get there. According to studies, 57% of projects fail due to poor communication, indicating that a well-crafted proposal can better align stakeholders and secure buy-in.

Proposals are used to gain support, whether it’s approval, funding, or resources, and help everyone understand how the project fits into the bigger picture.

Types of project proposals

Before diving in, it’s helpful to know the different types of project proposals:

1. Solicited proposals: These are requested by someone, like a client or manager, to solve a specific problem.
2. Unsolicited proposals: These are ideas you pitch without being asked, often to introduce a new concept or service.
3. Continuation proposals: These focus on continuing or expanding an ongoing project.
4. Renewal proposals: These are used to restart a project that has ended.
5. Supplemental proposals: These ask for extra resources or funding for an existing project.

Understanding the type of proposal you’re creating will help you structure it better and focus on the right details.

Define project scope and objectives

Start by explaining what the project is about and what you aim to achieve. These are the two key areas to focus on:

Scope

What the project will include and what it won’t. For example, if you’re proposing a website redesign, clarify if this includes creating new content or just updating the design.

Objectives

The goals you want to achieve, like improving customer satisfaction, increasing sales, or saving time.
Having a clear scope and objectives shows stakeholders exactly what they’re signing up for and ensures everyone’s on the same page.

What to include in a project proposal or plan

Every good project proposal should include the following sections:

Summary

Start with a brief overview of the project, highlighting what it’s about and why it matters. This section should grab attention and provide a quick snapshot of the main points.

Objectives

Clearly outline the specific goals the project aims to achieve. Be as precise as possible, using measurable targets if applicable (e.g., increasing sales by 20% or completing the project within three months).

Scope

Define what the project will include and what it won’t. This helps set clear expectations, avoid misunderstandings, and ensure everyone knows the project’s boundaries.

Timeline

Provide a detailed timeline that lists key milestones, deadlines, and the project’s expected completion date. A clear timeline helps everyone stay on track and plan their contributions effectively.

Budget

Break down the financial side of the project. Include all estimated costs for materials, labor, tools, and any other expenses. If possible, explain how the budget aligns with the project’s goals and provides value.

Resources

List the tools, equipment, and personnel needed to complete the project. Specify any special requirements, such as software, expertise, or facilities, to ensure nothing is overlooked.

Stakeholders

Identify the people involved in the project and their roles. This could include team members, decision-makers, or external partners. Clarify who is responsible for what to streamline communication and accountability.

Implementation plan

Lay out a step-by-step process for how the project will be executed. Include phases, tasks, and who will handle each step to make the plan easy to follow.

Evaluation plan

Describe how you’ll measure the project’s success. This could include specific metrics, feedback from stakeholders, or a final review process to assess whether the objectives were met.
Including these sections ensures your proposal is clear, organized, and professional. It makes it easier for stakeholders to understand and support your project.

Tips to write a winning proposal that sells

Here are some tips to make your proposal stand out:

Do your research

Before you start, take the time to understand your audience. What are their needs, challenges, or priorities? Tailor your proposal to show how your project will address these areas. A well-researched proposal feels more relevant and persuasive.

Keep it simple

Use clear and straightforward language that anyone can understand. Avoid jargon or overly technical terms unless absolutely necessary. A simple, well-written proposal is easier to read and makes your ideas stand out.

Be visual

Use charts, graphs, or images to break up text and make your proposal more engaging. For example, a timeline graphic or a cost breakdown chart can help show complex information effectively.

Highlight benefits

Focus on the value your project brings. How does it solve a problem, meet a need, or deliver benefits to stakeholders? For instance, explain how your project will save time, reduce costs, or improve outcomes.

Expectations and timeline

Setting realistic expectations and timelines is key to building trust. Be clear about:

Start and end dates

Clearly state the start and end dates for the project. This helps stakeholders understand the timeframe and plan their involvement.

Important milestones

Break the timeline into key phases or milestones, such as when specific tasks will be completed. Milestones help track progress and ensure everyone stays on schedule.

Handling delays

Acknowledge that unexpected delays can happen and outline how you’ll address them. This could include contingency plans, extra buffer time, or regular updates to keep everyone informed and on track.

A clear timeline shows you’ve thought everything through and gives stakeholders confidence in your plan.

Budget and financial

A well-thought-out budget is important for any project proposal. Be sure to include:

Estimated costs

Break down the key expenses so stakeholders can see where the money will go. For example, list costs for equipment, software, or specific team roles.

Secured and needed funding

Highlight any existing financial support. Detail the additional funds needed to complete the project. This builds trust and shows a clear understanding of the financial picture.

Buffer for unexpected expenses

Set aside extra funds to cover any surprises. This shows you’re prepared and helps keep the project on track if unexpected costs arise.
Being clear and detailed about finances shows stakeholders you’ve planned well, helping them feel confident in making decisions.

Using a template or AI to generate proposals

Starting a proposal from scratch can be time-consuming, but tools like templates and AI can make the process much easier and faster.

• Bookipi’s Proposal Maker offers ready-to-use templates that let you create professional proposals in minutes. These templates are designed to look clean and polished, so you can focus on the content instead of the layout.
• Bookipi Proposal AI takes things a step further by automating parts of the writing process. It helps you draft a well-structured, professional proposal by providing suggestions and saving you the effort of starting from a blank page.
• If you’re looking for inspiration or just need a solid starting point, Bookipi’s free proposal templates are a great resource. You can browse different designs and choose one that fits your project’s style and requirements.

Using tools like these not only saves time but also ensures your proposal is professional, organized, and complete. It’s a smart way to simplify the process while still delivering high-quality results.

Common FAQs

Why use a project proposal generator?

A project proposal generator makes creating proposals faster and easier. It ensures all key details are included and formats everything neatly. Plus, it offers suggestions based on best practices, so you can focus on content instead of design.

Can I find templates for proposals online?

Yes, there are plenty of free and paid templates online. For example, Bookipi’s proposal templates are specifically designed for small businesses and freelancers. These templates are easy to customize, so you can focus on tailoring the proposal to your project.

By following these steps, you’ll create a project proposal that’s professional, clear, and tailored to your audience. Ready to get started? Let Bookipi help you craft a winning proposal!