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There must be a purpose and that has to be clearly defined in the project proposal. All projects require research. It must adhere to the strategic goals of the organization, of course. This must be clear in your project proposal format.
Every plan must also have a timeline over which the project will run its course. With all these pillars in place, you can now start your project proposal template.
So, now, how do you use this free project proposal template? Our example project proposal format is a great starting point for anyone who wants to create one. Most project proposal examples have a similar structure. These are the most important elements of a project proposal outline:. Our free project proposal word template has all those elements and can be easily adjusted to your IT, construction, marketing and business proposals.
Each section of the project proposal example is described in full to help you know what data or information you need to include in each area of the project proposal template.
First, you have to write what is called an executive summary of the project. Think of it as an overview to the project in which the entire project is noted within the history, vision, goals and timeframe of the job. This is like your elevator pitch, where you want to capture the audience with a vivid picture of the project as a whole. After your executive summary, which sketches out each of the sections of the project proposal, the sponsor should already be sold on the idea. This is the section in which you provide a history of the business, which puts the project in context.
Describe all the relevant history that has happened in the company up until the date of the proposed project. If there have been any previous projects that through their experience will help or hinder the project, note them in your project proposal format. At this point in the proposal go into great detail about the business problem the project solves or the opportunity it is taking advantage of. What are the features of the problem that the company is directly experiencing?
Is there a timeframe in which it can be taken advantage of? Now the important piece of the proposal puzzle: How do you plan to solve this problem? Your project is about this solution and only this solution. Now you need to describe the new project. You must be specific and the goals must be measurable.
Think action-oriented, realistic and based on time. This is not a place for broad strokes, but rather concise and exact results you expect to achieve. Add clarity by having the goals listed out. Whatever the project scope is, there are going to be deliverables throughout its life cycle. What is the amount of time you need to complete the project phases? Specify that here. A project needs resources to get it done, and this is the section you will detail those you need to complete your project.
List the type of resource, the quantity and then add notes as needed to clarify. Resources cost money, and that financial obligation is estimated here. This is an important part of the budget for the sponsor, as they are going to pay for it and you have to show them a return on that investment. Here you outline the people responsible for the project, the target of the project and the person whom the project is being executed for.
Who is the project sponsor, customer, project manager, et al? If the sponsor approves the project, they are going to want a progress report. What the frequency of those reports will be is determined in this section of the project proposal. Also, how will the reports be distributed and who will get them. You can also put in the number of team meetings you intend to have over the life cycle of the project.
Risks are what might happen. You need to write them down, how they may occur and what to do if they do. Issues are something that has happened.
While there are unlikely to be many before the launch of the project, if anything is going to stop deliverables from being delivered, this is where you want to collect them. This is the part when you explain what would happen if the sponsor chooses not to accept the project.
What will the implications be? Make it clear that the cost to the business of not taking on the project is higher than if they approve it with a case scenario. How do you define success in the context of this project?
This is the section in which you get to note what that is. Be careful and specific in rendering these project success details. Someone is going to have to authorize the project throughout its lifecycle, and this is the section in which you determine who those people are.
Something to remember when creating a project proposal is that the cover letter or executive summary is often the only thing they read. This is why research is so important. While you should have spent a good amount of time on the project scope and budget, you might not have given the proposal a final read. Editing is important. It looks bad if there are typos or if your tone and style are diametrically opposed to the organization.
Give the proposal a rest, get some coffee or lunch, then go back to it with fresh eyes. Or, better still, get someone else to edit the proposal. You can never have too many eyes on a piece of writing. A brief project proposal will make a strong impact and set the stage for in-depth planning. Use this generic project proposal to create a customized template. Complete the basic outline with essential proposal elements, including the problem statement, goals, scope of the project, and itemized timeline and expenses.
Once you have adjusted the proposal to meet your project needs and company standards, you can reuse the template for future projects, saving time, energy, and cost. This business project proposal template includes fields at the top for entering project details; sections for listing objectives, justification for and impact of carrying out the project, and resources required; plus a schedule timeline.
Create a comprehensive proposal that identifies stakeholders, addresses potential risks, and presents a compelling argument for project approval. Freelancers can use this template to pitch their services to prospective clients. The template covers deliverables, quantifiable objectives, a timeline with deadlines, and breakdown of project costs.
You can also include terms and conditions to turn the template into a job proposal contract. Smartsheet is a cloud-based platform that allows teams and organizations to plan, manage, and report on projects, helping you move faster and achieve more.
See Smartsheet in action. Watch a free demo. Ready to get more out of your project management efforts? Visit our comprehensive project management guide for tips, best practices, and free resources to manage your work more effectively. View the guide. Excel Word. This IT project proposal provides room for listing important roles, such as project sponsor, owner, and manager, their general responsibilities, and the names of other stakeholders.
It covers all of the typical elements for a project proposal, including space for technology requirements, security risks, hardware and software costs, and more.
Word Smartsheet. Craft a proposal for a software development project that includes an overview, key milestones, information on development and testing, and reporting methods. A table is provided for a thorough timeline of tasks to help accurately estimate project hours. If the proposal is for external use, you can include payment terms for prospective clients to review. Excel PDF.
This template can serve as a professional pitch for mobile app design services. To stand out from the crowd and highlight relevant experience, attach examples of previous work to the proposal template. The information included in the proposal will depend on the specific project. Customize the template to address pertinent details - such as a timeline of design stages and itemized costs - while showcasing what you have to offer.
With this project management proposal template, you can describe the activities involved in different project phases, outline key deliverables, and list expectations. Adjust the proposal to suit the scale and type of project to be managed along with industry norms.
An engineering project proposal should have relevant background information, including the scope of the project and specific engineering tasks to be executed. This Excel template includes automatic calculations for adding costs. Use the work schedule to show a timeline of project phases, from preliminary design through construction. This construction proposal template offers two sheets, one for providing contractor information, project scope, and agreement terms, and the other for listing the costs for labor and materials.
The template calculates subtotals and total expenses, including tax, so that project costs are clear. Marketing plans mix data with a strategy to reach effective outcomes.
Use this template to describe the goals, challenges and projected results of a marketing project. Depending on the project, tasks may include activities related to branding, competitive analysis, content development, and new market development. In addition to a project overview, include a detailed schedule with specific dates for project stages and campaign milestones. From initial research to ongoing hosting and maintenance, this template can help you create a thorough web design proposal.
Write a proposal for a website upgrade or pitch design services to an internal or external client. Clearly state the goals of the web design project in the proposal, including alignment with the vision of the company or organization. This template follows a traditional format, outlining an executive summary, problem statement, objectives, tactics, and scheduling.
Excel Smartsheet. Use this template to pitch financial services such as accounting. This proposal could be for a specific project or ongoing services for a business or other organization. Consultants can use this template to offer services for a specific project and make a strong case for getting hired. As with other project proposals, focus on how you will help a company resolve specific issues or seize opportunities. List the activities you will undertake, specific deliverables, and a timetable for project tasks.
Contract terms can also be included to secure an agreement with clients.
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