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.

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:

1. 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.
2. 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.
3. 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.
4. 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?