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Product Customers Pricing Templates Resources Contact Sales Login Try it free Product Customers Pricing Templates Resources Search Login Try it free HOW TO WRITE A PROPOSAL AND GET WHAT YOU WANT (FREE TEMPLATES) Benjamin Brandall March 25, 2023 Business Operations, Tech & Startups A proposal has a lot of different purposes, but there’s only one good way to write one: the way that pulls together all of the information in a concise and persuasive way and helps you get what you want … whether that’s a whole new software system, or just a tweak to your marketing strategy. This Process Street article isn’t about a business proposal — also known as a quote — but instead about the document required when formally pitching an idea for action and execution by managers or department heads. To explain how to write a proposal document and get what you want, we’ll go through the following: * Free proposal writing template * When are proposals necessary? * Why are proposals important? * Examples of proposals * How to write a proposal: step-by-step * Last steps before submitting the proposal * More free proposal writing checklists * Even more free proposal writing checklists * Customize your proposal checklists with Process Street Let’s get started. FREE PROPOSAL WRITING TEMPLATE If you fancy taking a quick look at a free interactive template, that will help you write your proposals right away, feel free to dive straight into this! WRITING A PROPOSAL: STEP-BY-STEP GUIDE There are more templates, like this one, further down in this post, so stick around. WHEN ARE PROPOSALS NECESSARY? Any project you don’t have the clearance or authority to start without a higher-up’s approval, you need to submit a proposal for. According to SSWM, a proposal is “a detailed description of a series of activities aimed at solving a certain problem”. That problem could be anything, from: * Process improvement * Cost reduction * A new marketing strategy If it’s an idea you need to ask permission to execute, or to get action on, it needs a proposal. WHY ARE PROPOSALS IMPORTANT? A proposal is a way to pitch an idea and state your requirements, so it’s important for supervisors because they can get information in writing (not casually in the elevator), and be able to act knowing the full implications of their decision. They’re also a chance for you to make a structured, logical argument and lay down everything in favor of your idea. A well-written proposal shows your manager you care about the cause, and it’s not just a mid-meeting whim you blurted out. To write a top proposal you need to scrutinize it before you present it. EXAMPLES OF PROPOSALS It’s a broad topic, but it’s best explained with examples. * Proposal for Process Improvement * Proposal for Server Replacement * Proposal for Cost Savings Below is a simple proposal example with some basic sections. Now let’s take a look at how to write a proposal — whether it’s as simple as the one above, or more complex. HOW TO WRITE A PROPOSAL: STEP-BY-STEP Here’s the general structure of a proposal: As you can see, a proposal generally consists of: * Introduction: A brief overview of the problem, solution, costs, and benefits. * Issue: The main definition of the issue, including subject, purpose, main argument, background information and importance. * Solution: The main definition of the solution, including your step-by-step plan, the benefits, and how potential obstacles will be overcame. * Qualifications: Overview of the personnel required, experience. * Conclusion of the costs and benefits, and wrap-up: Balance the cost against the benefit, reinforce your point one last time. 1. IDENTIFY AND DEFINE YOUR READER Just like with any kind of persuasion, it helps if you understand how to appeal to your audience. Who will be reading your proposal and deciding if it’s accepted or rejected? What do they care about? What kind of language and benefits would resonate with them? This is the first step because it’s an important thing to keep in mind as you go along and as information that informs the way you write from here on. 2. DEFINE THE PROBLEM YOUR PROPOSAL WILL SOLVE Who: Who will the proposal affect? What: What’s the reason for you to write the proposal in the first place? Explain the current situation and the problems that come with it. 3. DEFINE THE SOLUTION How: How are you going to solve the problem? Explain step-by-step in detail. Who: Identify the personnel you need, along with their prior experience to add persuasion to the proposal 4. CONCLUSION: COSTS, BENEFITS AND WRAP-UP Reiterate: The purpose and main argument Costs: Break down the projected costs involved for different elements of the project Benefits: Break down the benefits to the organization, monetary and non-monetary, to persuade the reader there’ll be a return on investment Thanks: Thank the reader for their time. Contact information: Where can the reader get in touch with you? Make sure to be crystal clear to make the details easily discoverable. LAST STEPS BEFORE SUBMITTING THE PROPOSAL Clear writing is your best friend when you’re trying to write persuasively. For that reason, there are a few checks to run before you submit your proposal. Remember, what’s clear to you might not always be clear to other people. 1 .CHECK FOR JARGON (THEN DESTROY IT) Although jargon is popular in the business world, not everyone shares the equal love for it. It’s terms like right-size, blue sky (verb), turn-key, and synergize. They might mean something to you, or make you feel intelligent, but there are simpler alternatives that will help people understand what you mean! 2. CHANGE THE PASSIVE VOICE TO THE ACTIVE VOICE The passive voice is defined as: > “The noun or noun phrase that would be the object of an active sentence (such > as Our troops defeated the enemy) appears as the subject of a sentence with > passive voice (e.g. The enemy was defeated by our troops).”. It’s a long-winded way of expressing something that could be expressed in simple terms: The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don’t want to add extra words to cloud your point. 3. PROOFREAD THE PROPOSAL Install a tool like Grammarly and check the proposal in an online text editor. Grammarly will manage to pick up on anything that is grammatically incorrect and sometimes even flags up stylistically poor phrases. Poor spelling and grammar will only discredit the value of what you’re saying and could be a problem that leads to your proposal being rejected. MORE FREE PROPOSAL WRITING CHECKLISTS As promised, check out the below five templates that have each been designed by the team at Process Street — makers of the finest remote work software for processes around — to help you write winning proposals. PROPOSAL TEMPLATE CHECKLIST PROCESS This proposal template is a checklist that should be used alongside the proposal document you are planning to submit. Use it to make sure that all the elements have been considered, that the proposal contains everything it needs to and that it meets all set requirements. Click here to access the Proposal Template Checklist Process! BUSINESS PROPOSAL TEMPLATE CHECKLIST Whether your business proposal is solicited or unsolicited, use this business proposal template checklist to ensure you include all the required information in your proposal and cover key areas such as these the problem the organization is facing, the proposed solution, the budget, and a key CTA. Click here to access the Business Proposal Template Checklist! HOW TO WRITE A GRANT PROPOSAL CHECKLIST Use this template to make sure your grant proposal includes all the relevant information, that it contains everything it needs to, and that it meets all stated RFP requirements. Click here to access the How to Write a Grant Proposal Checklist! RESEARCH PROPOSAL EXAMPLE CHECKLIST Use this template to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it. Click here to access the Research Proposal Example Checklist! PROJECT PROPOSAL TEMPLATE CHECKLIST Use this template, alongside the proposal document you are planning to submit, to set the project vision, define the project requirements, describe the deliverables, and specify the deadlines. Click here to access the Project Proposal Template Checklist! EVEN MORE FREE PROPOSAL WRITING CHECKLISTS If you’re looking for more inspiration, give these alternative proposal writing templates a go too. * Bid Proposal Template Checklist * Budget Proposal Template * Construction Proposal Template Checklist * Consulting Proposal Template Checklist * Continuation Project Proposal Template * Contractor Proposal Template Checklist * Event Proposal Template Checklist * Marketing Proposal Template Checklist * Project Proposal Template * Renewal Project Proposal Template * Simple Proposal Format Checklist * Sponsorship Proposal Template Checklist * Supplemental Project Proposal Template * Website Proposal Template Checklist CUSTOMIZE YOUR PROPOSAL CHECKLISTS WITH PROCESS STREET If the above templates don’t quite fit your company, industry, or the proposal document you are writing, don’t worry! Process Street to the rescue! Process Street is super-powered checklists. We are a super-charged, state of the art BPM SaaS platform which allows you to create templates and run individual checklists from these. You can check tasks off as you work through them, set deadlines, request approvals, assign various tasks, and work through your proposal workflows with ease. Watch this to get an idea about who we are and what we do: To help you customize your proposal writing template, and make your proposal wriitng easier, you can use all these different types of Process Street features: * Stop tasks * Dynamic due dates * Task permissions * Conditional logic * Approval tasks * Embed widget * Role assignments You can also connect your templates to thousands of apps through Zapier, webhooks, or API access to automate your proposal processes and workflows. If you’re unfamiliar with process automation, what it means, and the benefits it can bring to your business, watch this Process Street webinar on automation: Remember, if you want to get access to any of our proposal writing checklists, just click the links above and they will be added to your Process Street account where you can use them over and over again. Or, if you haven’t yet signed up for a Process Street account, click here and start your free trial. Has this guide helped you out? I’d love to hear about it in the comments. GET OUR POSTS & PRODUCT UPDATES EARLIER BY SIMPLY SUBSCRIBING BENJAMIN BRANDALL Benjamin Brandall is a content marketer at Process Street. 90 COMMENTS Honar says: August 9, 2018 at 4:11 pm I am strongly looking forward to learning how to write a proposal, thanks Reply Vinay Patankar says: May 5, 2020 at 1:31 pm Thanks Honar, it’s an honor to have you here 😉 Reply Delores says: September 19, 2018 at 1:33 pm I am looking forward to learning how to write a great proposal. Thanks for posting this site. Reply Vinay Patankar says: May 5, 2020 at 1:32 pm Practice makes perfect, just keep it up and you will get there! Reply Patrick Kwame Bonku says: October 17, 2018 at 11:36 pm Looking forward for you to checklist and using it to edit my proposal…. thx a lot Reply Vinay Patankar says: May 5, 2020 at 1:35 pm Awesome, and remember you can sign up for a free account for life, no credit card required to run up to 5 checklists for proposals or anything else!. Check out more about Process Street here: https://www.process.st/product/ Reply Tanya Palacios says: October 28, 2018 at 7:02 am I really loved your paper on how to write a proposal. I looked up others and found total satisfaction when I came across yours! Thanks again Tanya Palacios Reply Vinay Patankar says: May 5, 2020 at 1:32 pm We are very pleased to hear that. Reply Twebaze Allen says: November 22, 2018 at 12:20 pm thanks a lot for helping me understand proposal writing more clearly. Am very grateful. Reply Vinay Patankar says: August 30, 2022 at 11:58 am Of course, proposal writing can be tricky, but if you follow the templates we provide you will quickly see it’s not that difficult. Proposals follow the same structure most of the time, once you learn that structure it’s easy to create proposals quickly. Reply Samuel Osei Brantuo says: November 25, 2018 at 7:16 am Very nice and excellent advice and coaching on proposals writing. I will always keep in touch for more information. Reply Evatt says: December 23, 2018 at 12:51 pm Excellent writing Benjamin. Definitely agree with the destroying jargons part. There’s no need for these kinds of words for project proposals. Anyway, here’s an informative step-by-step guide that I’d like to share regarding writing project proposals: https://www.freenvoices.com/how-to-write-project-proposal. I believe that this will complement your well-written article and your readers too. 🙂 Reply Vinay Patankar says: May 5, 2020 at 1:32 pm Great post Evatt, thanks for sharing! Reply Bafana Zikalala says: December 27, 2018 at 11:34 am I am in the process of drafting a proposal for a multi-million deal. Looking forward to getting pointers to make my proposal a seller! Reply Vitalis Chidiebere says: January 3, 2019 at 9:19 am After reading your post,it now became crystal clear that proposals are not easy…But thanks alot. You’re a good teacher Reply Vinay Patankar says: May 5, 2020 at 1:33 pm Hey Vitalis, yes they take some practice but you will get there. Just keep it up! Reply Mays says: January 14, 2019 at 12:24 pm i want to write proposal for study PhD but i dont know how to write it can you send to me example thank you very much best regards Reply Adam Henshall says: January 24, 2019 at 8:12 am Hi Mays, There’s some good advice here in regards to writing a PhD proposal: https://www.findaphd.com/advice/finding/writing-phd-research-proposal.aspx My personal advice would be to really demonstrate strength when outlining your methodology. This section is a great opportunity to display deep knowledge of methodological approaches and their academic grounding. Make sure to cite the foundational texts for the approach you want to take and to reference current academic discussions pertinent to your particular application of that approach. If you can find a recently published PhD thesis which takes a similar methodological approach to you own then you can read through their methodology section to give yourself both inspiration and a great starting point for building a methodology reading list for yourself. Best of luck! Reply Ricky says: January 17, 2019 at 3:49 pm Además, asimismo desarrolla otros proyectos de formación en línea sobre marketing digital y nuevas tecnologías con la finalidad de instruir a emprendedores de qué forma crear un proyecto digital para vender sus conocimientos. Reply Jitendra says: January 22, 2019 at 1:57 am Your blog is very informative. Nice you tried to provide a crystal clear information on this topic! Reply Chris Bruno says: March 14, 2019 at 10:01 am Great work Reply Vinay Patankar says: May 5, 2020 at 1:33 pm Thanks! Reply Nancy says: March 14, 2019 at 2:43 pm Nice one, at least have got an idea now about proposal writing Reply Ogoh Solomon says: March 17, 2019 at 3:12 pm Appreciate the guidelines on how to write an explicit formal proposal. Reply Vinay Patankar says: May 5, 2020 at 1:34 pm You are most welcome Ogoh, we’d love any feedback you may have in the future! Reply musa Konneh says: April 1, 2019 at 6:16 am Appreciate for providing knowledge on proposal writing Reply Amadu Juldeh Jalloh says: April 12, 2019 at 6:27 am I’m really happy to learn from this paper.I’ve increased my knowledge in proposal writing.Thanks Reply Pharmacist Azubuike Chiwetalu says: April 15, 2019 at 5:25 pm Wow! You’re really doing a nice work, really haven’t got it detailed and simplified before. Reply Mr Sam says: April 24, 2019 at 6:33 am Nice job. I am a professional proposal writer in lagos Nigeria and I must confess that you have done a good job on this article. I learnt a few new things. Keep up the god work Reply Vinay Patankar says: May 5, 2020 at 1:34 pm Thanks Mr Sam, always good to have the support of an expert. Reply zaki says: April 28, 2019 at 11:09 am the explanation is very complete I am happy to be able to find articles on various types of letters and I can learn here thanks for all the articles Reply Vinay Patankar says: May 5, 2020 at 1:36 pm We tried our best Zaki, thanks for the kind words Reply Tunde Kareem says: May 1, 2019 at 1:54 am nice suggestions. thanks Reply Ziwa Joseph says: May 4, 2019 at 12:30 am Thanx for the great work U have done towards my exprienc on Proposal writing.May God bless U. Reply Josh Bassey says: May 9, 2019 at 5:42 am You did a great job in outlining all the nitty-gritty of writing a great proposal in this article. Kudos! Reply Sylvia says: May 13, 2019 at 3:31 pm Thank for sharing this knowledge Reply Vinay Patankar says: May 5, 2020 at 1:28 pm It was a pleasure! Reply Jan says: May 15, 2019 at 3:35 am Write a comment…great work but I need a proposal on how to start car wash business inside school Reply J.Darious Saydee says: June 11, 2019 at 7:20 am Thank you for the little experience I have achieved on proposal writing. Can you give me a broad idea on a proposal I wan to write, I want to do a Clean City proposal… Reply Vinay Patankar says: May 5, 2020 at 1:28 pm Hey Darious, check out these posts we wrote on sustainability: https://www.process.st/corporate-sustainability/ https://www.process.st/sustainable-business/ Reply ongu pamela says: June 19, 2019 at 4:50 am so grateful for the information. Reply Jackson says: August 28, 2019 at 6:39 am Very happy to learn how to write a proposal from you. Reply Vinay Patankar says: May 5, 2020 at 1:26 pm Very happy to help you 🙂 Reply Kimberly says: October 12, 2019 at 10:22 pm Very informative, really appreciated your expertise. I learned quite a bit. Thank you, I’m all set, also number two (2.) Change the passive voice to the active voice is something for me to remember when I’m writing. Reply Vinay Patankar says: May 5, 2020 at 1:26 pm Yes that’s a great tip! Reply QAID GHASHAM says: November 14, 2019 at 2:41 am It is really great, I would like to know more about writing a great proposal about enhancing bank customer service Reply Vinay Patankar says: May 5, 2020 at 1:25 pm Sounds like an important project, you might also enjoy this post: https://www.process.st/enterprise-risk-management/ Reply Moroof Emmanuel Oladejo says: November 17, 2019 at 10:36 pm I sincerely appreciate you for this brilliant presentation. I still need to know more about the solicited proposals. Thanks! Reply olumide says: November 26, 2019 at 1:45 pm I would like to know how to write a good proposal . Reply Paul wandaki says: December 2, 2019 at 9:20 am I’m looking forward to be the best in writing proposal, in the organization Reply Vinay Patankar says: May 5, 2020 at 1:22 pm Good luck with your endeavors Paul! Reply George V. Scott says: December 9, 2019 at 8:21 pm I want to learn how to write project proposals Reply Yvette Hernandez says: December 15, 2019 at 7:00 pm I have an idea of how to write the proposal but would am unsure and would rather see what the experts have to say about it. Thanks! Reply Alfred Adigbli says: January 5, 2020 at 7:45 am I want to write a proposal to get a generator for my hospital as a back up Reply Ejim says: February 4, 2020 at 5:06 pm This piece has given me a clearer understanding on how to and what to look out for in writing a proposal. But I will be more grateful if u can give me a template and points on how to write a proposal to a state government to train their young people on drug abuse and how to minimize the current menace it is causing to our society. Thanks, it was a nice experience. Reply Adam Henshall says: February 5, 2020 at 9:08 am Glad to hear you liked it. We don’t have any templates specific to that use case, but we will look to create some more soon. Cheers, Adam Reply Vinay Patankar says: May 5, 2020 at 1:22 pm Glad you enjoyed the experience 🙂 Reply Ireen Chipolo says: February 13, 2020 at 10:01 pm Thanks very much for the well explained presentation. Reply Fari Rizwan says: February 19, 2020 at 9:16 am Hello. This is very good and helpful, I need help to write a proposal for freelancing and content writing. Thanks Reply Adam Henshall says: February 19, 2020 at 7:24 pm Hi Fari, I’m not sure if this is what you’re looking for, but we have an article here about pitching to TechCrunch: https://www.process.st/write-for-techcrunch/ I hope it helps! Cheers, Adam Reply Vinay Patankar says: May 5, 2020 at 1:23 pm You are most welcome! Reply Naomi Moris says: March 20, 2020 at 10:23 pm I never knew on how to write a proposal but now I have got something from you thank you. But I would like an example of a professional proposal …… as for me am writing a proposal on the need to make clubs for youth of East Africa based science, technology and arts plz I need it very soon even today Reply Adam Henshall says: March 24, 2020 at 1:28 pm Hi Naomi, We don’t currently have any examples for you, but we are working on a set of processes to follow to help people write proposals like these. It should be published in a few weeks. For the time being, perhaps look at what different organizations say they want. Here are a few examples from the UK: – Warwickshire Community And Voluntary Action (CAVA) have this document where they ask people to send them proposals to start youth programmes. They explain what they are looking for and how they will judge the proposal. – Here is another example but this time from an organization in Manchester, UK. This has instructions and requirements, and you can use its specifications as inspiration for how to create your proposal. I hope some of this makes the proposal writing process clearer. Best of luck, Adam Reply Vinay Patankar says: May 5, 2020 at 1:40 pm This may also help: https://www.process.st/proposal-template/ Reply Vinay Patankar says: May 5, 2020 at 1:24 pm Good luck with your proposal Naomi! Sounds like it’s for a great cause.. Reply Alex says: March 22, 2020 at 9:29 am Thats great. I have learned alot thanks. Reply Sapioamoa Taumalefau says: May 3, 2020 at 3:00 am I need to know how to write a proposal writing. Can u give an example plzz….. Reply Adam Henshall says: May 4, 2020 at 1:50 pm Hi Sapioamoa, you can find a collection of examples here: https://www.process.st/proposal-template/ I hope this helps! Adam Reply Deo says: May 4, 2020 at 9:14 am i thank you for that and now i am requesting for help, i am a student first year and my ambition is to help the orphans i would like you to help me how to write a proposal of that kind. thank you. Reply Adam Henshall says: May 4, 2020 at 1:35 pm Hey Deo. It sounds like you’re doing great work. Check out these proposal templates. They should help you! Reply Deo says: May 5, 2020 at 2:32 pm thank you so much sir Reply Catherine says: May 13, 2020 at 6:11 am Living in a rural setting in Uganda- am writing a proposal to ask for financial donations to buy agricultural inputs, medical assistance etc for my community- this website has helped to put ideas together and to hopefully come out with a winner! Thank you!. Reply Adam Henshall says: May 14, 2020 at 11:55 am That’s great to hear we’ve been able to help! Best of luck Catherine! Cheers, Adam Reply ELIJAH ODHIAMBO ACHOLAH says: May 21, 2020 at 7:25 am am very greatful to receive such an skillful knowledge from you,but may i pls receive a sample of how to write a proposal for starting a small scale printing firm just in kenya. thank you in advance Reply Adam Henshall says: May 21, 2020 at 1:35 pm Thanks for the kind comment, Elijah. You might be able to find some more useful information in our most recent article about proposals (with lots more templates) here: https://www.process.st/proposal-template/ Best, Adam Reply Deji Adeyemi says: May 30, 2020 at 9:07 am Nice one. Thanks for this. Reply Adam Henshall says: June 1, 2020 at 2:19 pm Glad to hear it helped, Deji! Reply Lillian Emma says: June 1, 2020 at 1:07 am 🤗🤗🤗🙋 Reply Adam Henshall says: June 1, 2020 at 2:18 pm Glad you enjoyed this, Lillian! ⭐️ Reply Sylwia says: October 23, 2020 at 5:18 am This is what i was looking for so long. Thanks for summing up all these informations about how to write a proposal. I’m really glad that you add these free template 🙂 Reply Vinay Patankar says: August 30, 2022 at 11:55 am Awesome, glad you enjoyed the templates. Was there a particular one that you found most helpful? Reply MELISSA ROBBINS says: January 4, 2021 at 1:47 pm Are you still free to give feedback? Happy New Year btw. Reply Vinay Patankar says: August 30, 2022 at 11:59 am Sure we are here to give feedback! Just leave your question about proposal writing in the comments and we will get back to you as soon as we can. Reply Landon says: January 4, 2021 at 10:17 pm I feel this is among the most vital information for me. And i’m glad reading your article. But want to statement on few normal things, The web site style is perfect, the articles is truly excellent : D. Excellent activity, cheers Reply Adam Henshall says: January 6, 2021 at 1:35 pm Glad to hear you enjoyed it! Reply Charles Andenyi says: June 10, 2022 at 1:07 pm Hi,have learned a lot from you,could you please help me to write a proposal how to spend on projects in a christian organization Thanks Reply Vinay Patankar says: August 30, 2022 at 11:53 am Not sure how that would be any different, but if you have a specific question about writing proposals I’d be happy to answer it 🙂 Reply Dtangse; says: February 10, 2023 at 1:12 am Thanks sir for your post. I’am very greatful to receive such an skillful knowledge from you Reply branding services logo says: March 27, 2023 at 4:09 pm Any organization needs a visual identity these days. It includes a unique logo, colors, wordmark, typeface, and some visual elements like illustrations and iconography that makes a memorable first impression and sets the brand apart from the competitors. Reply Alice Mwakali says: May 5, 2023 at 10:50 am Am glad to have gotten more ideas than I expected on how to write a proposal. All in one article. Reply LEAVE A REPLY CANCEL REPLY Your email address will not be published. Required fields are marked * Comment * Name * Email * Website Save my name, email, and website in this browser for the next time I comment. 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