Need a project proposal template? Use the form below to create a thorough, well-conceived proposal.
How to complete this project proposal template
You might need a basic proposal format when developing a business proposal, grant proposal writing or coming up with a project idea to implement within your company, nonprofit or school. Many of the elements are same as when preparing a funding proposal. The project proposal will need to present qualifications, justification, a budget, monitoring plan and so forth.
Check out our free project proposal writing example below:
Filling in this Easy Proposal Writing Template
A. General Information Format:
1. Your Company’s Basic Information
Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title – The working name or acronym that will be used for the project; Agency – The agency or division that will be responsible for the management of the project; Prepared by – The person(s) preparing this document; Date Prepared – Date project initially prepared.
Project Working Title:
Now, what do funders really want to know when reading a proposal?
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Let’s continue filling out this free proposal template:
2. Who are the Key Points of Contact for the Project?
Here’s how you list the principal individuals who may be contacted for information regarding the project:
|Position||Title / Name / Organization||Phone|
|Project Manager (Designee)|
|Customer (User) Representative(s)|
B. Crafting Your Project Purpose
You might be wondering how to explain the business reasons for doing this project.
Here’s how you propose your idea:
1. Business Problem
The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is reflected as a critical business issue or initiative in your organization’s strategic plan.
2. Project Business Objectives
Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in your organization’s strategic plan. Every Business Objective should relate to at least one strategic initiative or issue and every initiative or issue cited must relate to at least one Project Business Objective.
3. Core Business Activity Impact
How will your project impact your company’s core business? Core Business Activities are organizationally defined cross-functional processes that produce the agency’s primary products and services, or support the production of the products or services. List the Core Business Activities impacted by the project and identify the impact.
Constraints are items that by their nature restrict choice. Identify Constraints that will influence the selection of a solution to resolve the Business Problem. Constraints can include but are not limited to: time, funding, personnel, facilities, and management limitations.
C. Project Proposal Template: Project Description
Describe the project approach, the specific solution, customer(s) served, and expected benefits. The approach is the overall strategy for solving the Business Problem. The solution should identify in specific terms how the project is accomplished and include information about the general timing and cost of major procurements or purchases.
D. Business Proposal Template: Strategic Justification
Identify how the project is consistent with the Commonwealth and Agency Strategic or IT Strategic Plan. If the project is not consistent, explain why the project is being proposed.
1. Project Strategic Fit
Briefly, describe how this project supports or is consistent with the funding agency’s or client’s strategic plan. If it does not support an existing strategic plan, explain why this project proposal is being submitted.
2. Project Compliance
Briefly, describe how the planned solution complies with any relevant standards, policies, guidelines. If it does not comply with stated standards or guidelines, explain why this Project Proposal Document is being submitted, and identify which criteria the project meets.
E. Basic Proposal Template: Estimated Project Development Schedule (Major Milestones)
Arrange the following into a table:
Event Estimated Date Estimated Duration
Project Mission Approved
Project Plan Completed
Project Plan Approved
Project Execution – Started
Project Execution Completed
Project Closed Out
F. Project Proposal Example: Financial Estimate
Here’s the deal:
Putting together your proposal’s financial estimate can feel painful. But it doesn’t have to be.
Now I want to show you how to do it in a compelling way.
Answer these questions and you will be well on your way to getting that contract or funding:
1. Economic Justification
Provide an economic justification for the project based upon its Cost Benefit Analysis and the expected return on investment. If this is a not for profit project, include clients served/beneficiaries in the return on investment. Also indicate how revenues from the project will be used. Identify the estimated funding resources required to complete the project and then identify the funding requirements to operate or maintain the product(s) or service(s) developed from the project.
In this section, you could also include a cost-benefit analysis, explaining why the expected monetary and non-monetary benefits validate the expenditure of resources for this project. Another important analysis is a return on investment, or break-even analysis. What is the ROI for 5 years and 10 years? If the project does not have a positive expected return on investment, you would need to explain why this project proposal should be approved.
2. Estimate of Execution Expenditures and Funding
Provide an Estimate of the Expenditures and Funding required for execution and close out of the project.
Estimated Expenditures FY 200_ FY 200_ FY 200_ Total Comments
Internal Staff Labor $0.00
Software Tools $0.00
Materials and Supplies $0.00
Contingency (Risk) $0.00
Total $0.00 $0.00 $0.00 $0.00
3. Anticipated (proposed) Funding Source
Indicate internal and external sources of funding, including government, private sector and nonprofit sources already received or pending.
G. Project Proposal Sample: Describing Project Risk
So, everything comes with risk, right? Especially for funders or agencies deciding where to invest scarce resources.
Bottom line, you have to be up front about risks.
It’s not a weakness. Rather, this shows you’ve fully done your research on your proposed program and have anticipated what can go wrong. This makes your project a stronger sell.
Here’s how to answer the following questions about project risk:
It is important to be candid about potential risks and threats to project completion and how you anticipate dealing with the most likely setbacks. This will demonstrate careful planning and preparation on your part and is part of instilling confidence in your team’s capacity to do the work proposed.
What level of risk does the proposed budget represent to the project?
External Dependencies Risk
How dependent is the project on other project or work efforts?
What level of risk does the organization’s project management capability represent?
Mission Critical Risk
How critical is the project success to the success of the organization?
What is the risk of failure?
How complex is the project?
That’s it! This simple project proposal template is the basic format for writing a proposal. We hope you find this example format useful when conceiving and developing an outline for your next project proposal, contract bid, or any time you find yourself writing a proposal!