What Is a
Project Proposal?
A project proposal is a document or set of documents that clearly communicates and defines your project and ideas.
Project proposals are used to tell the story of why a project idea should be executed and supported. They are typically created for the purpose of securing funding or buy-in, winning new clients, extending an existing client’s contract or convincing someone to allocate resources to a new initiative.
It should establish what the project is, what you’re aiming to achieve with it, how you plan on getting there and why it’s worthwhile. It may also include a timeline, budget and other closely related aspects.
Essentially, a project proposal should not just be grabbing attention for the sake of it. It should grab attention with its clear, confident and congruent message.
As the project's foundation, project proposals are vital for creating clarity around the goals. They define the priorities and requirements of a project before and when a stakeholder gets involved.
Types of Project Proposals
There are different types of project proposals to choose from, depending on your proposal's audience and the type of proposal you're presenting. Here's a brief description of each of them.
Solicited Project Proposal
A solicited project proposal is sent in response to a Request for Proposal (RFP). An RFP is a document that gets sent to a qualified organization. It announces a project, describes it and asks for a bid.
RFPs are competitive and often put businesses up against top candidates. They come with highly specific directions and require thorough research and sharp persuasive writing skills.
Unsolicited Project Proposal
An unsolicited project proposal is just that — unsolicited. It’s a bit like the cold call version of a proposal. In this situation, no one has asked for your proposal and there is no RFP involved. However, under the right circumstance, a well-executed unsolicited project proposal can be a game-changer.
A possible downside to unsolicited project proposals is not having clear knowledge of a stakeholder’s needs.
Maybe you've identified a problem and the solution to it. While the opportunity presents itself, you need resources to bring your idea to life. This is when you might turn to an unsolicited project proposal.
Informal Project Proposal
In the case of an informal project proposal, a client may reach out with an informal request for a project proposal to be sent to them. Once completed, you can respond with your pitch.
However, because this isn’t an official RFP, the rules aren’t as well established. This means that this type of proposal most likely isn’t going to come attached with much context. The writer will need to do a lot of solo research.
Renewal Project Proposal
A renewal is used when a project has run its course and needs to start again. The research that goes into this type of proposal typically stems from the success data of the last project.
In this project proposal format, the goal is to highlight ideal past results produced via the project. If the results are of worth, you should work to persuade the backer of the project of your capabilities to produce similar - or even better - future results.
Continuation Project Proposal
Continuations are usually done on a calendar basis when a project is entering a new phase or new resources are needed to ensure the project can continue. These proposals don’t require as much work as the project has already been approved and is up and running.
Supplemental Project Proposal
Along the lines of a continuation proposal, a supplemental proposal is needed in situations where you may have gone over budget or need more resources than you originally requested.
Essentially, the project scope has grown beyond initial expectations. The goal of this proposal is to persuade the stakeholders to contribute more by proving the value of adding resources.
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