Writing a Project Proposal | Template & Format
The purpose of a project proposal is to obtain approval, support, or funding before a project can start. To write a good project proposal, you need to define your target audience, tailor the proposal to their interests and concerns, and provide decision-makers with the information they need to make an informed choice. An AI project proposal generator, such as QuillBot’s free AI project proposal generator, can help you plan and draft your project proposal.
How to write a proposal for a project
The reader of your project proposal will be looking for answers to questions such as:
- What problem, need, or opportunity are you addressing, and why does it matter?
- What are the project’s goals and objectives?
- What is the scope—what will and will not be included?
- Why is your proposed approach practical and likely to succeed?
- Why are you (or your team) well positioned to carry out this project?
- What resources (time, money, people, equipment, software, etc.) will be required?
- Who will benefit from this project, and in what ways?
- What risks or challenges might arise, and how will you handle them?
- How will you evaluate or measure the project’s success?
If you’re writing a project proposal for a grant or funding application, carefully review the application instructions and make note of everything you need to include. If you’re preparing a proposal on behalf of your organization, check whether a specific template or format is required for the type of proposal you’re writing.
Project proposal templates
This project proposal template provides section headings with a selection of corresponding example phrases to help you structure and format a project proposal aimed at securing funding.
This project seeks funding to [state main objective].
The project will benefit [description of groups who will benefit from the project].
With the support of [funder’s name], we will [short description of what the project will accomplish].
Background
[Description of the problem] continues to affect [target group or area].
Existing efforts have [brief summary of what has been tried], but there remains a need for [gap or opportunity].
This proposal addresses [specific challenge] by [general approach].
Objectives
The primary goal of this project is to [main objective].
Specific objectives include:
[Objective 1]
[Objective 2]
Approach
The project will be implemented over [timeline].
Key activities include [list of major activities].
Milestones will be reached at [describe expected points of progress].
Expected outcomes
The project will produce [list deliverables].
Success will be measured through [evaluation criteria].
Resources and budget
The total cost of the project is [amount].
Funding is requested to cover [expenses such as personnel, equipment, travel, overhead].
Additional resources include [in-kind contributions, partner support].
Evaluation
Progress will be monitored by [methods of evaluation].
Indicators of success will include [metrics].
Sustainability
After the funding period, the project will continue by [plan for sustainability].
Partnerships with [organizations] will ensure [long-term impact].
Conclusion
We request funding of [amount] to carry out [project name].
By funding this project, [funder’s name] will contribute to [expected impact].
This project proposal template suggests section headings with sample phrases to help you draft and format a proposal aimed at seeking support for a project within an organization.
This proposal recommends [project name] to improve [business process/department outcome].
The project aligns with [organization’s strategic goals].
Background / Problem Statement
Currently, [describe current process or challenge].
This leads to [inefficiencies, costs, risks].
Addressing this issue will [expected benefit to organization].
Objectives
The main objective of this project is to [improve X / reduce Y].
Supporting objectives include [objective 1, objective 2].
Proposed solution
The project will implement [solution idea] to achieve [desired outcome].
This approach was selected because [justification].
Scope and deliverables
The project scope includes [activities included].
Excluded from scope are [list exclusions].
Deliverables will include [list deliverables].
Timeline / Milestones
Phase 1: [milestone + timeline].
Phase 2: [milestone + timeline].
Completion by [target date].
Resources and budget
The project requires [staff roles, equipment, technology, budget items].
Costs will be covered by [internal budget line / department allocation].
Risks and mitigation
Potential risks include [risk description].
Mitigation strategies: [risk management approach].
Evaluation and success criteria
Success will be measured by [KPIs such as cost savings, efficiency improvements, user adoption].
Regular updates will be shared with [stakeholders].
Conclusion / Next steps
Approval is requested to proceed with [project name].
Next steps include [kickoff meeting, resource allocation, scheduling].
This project proposal template contains sample section headings with corresponding example phrases to help you write and format a proposal aimed at securing a client contract.
This proposal outlines how [your organization] can help [client name] achieve [goal or objective].
Our approach is designed to address [client’s challenge] and deliver [desired outcome].
Background
Based on our discussions with [client name], the main challenges include [list challenges].
Addressing these will enable [benefits for the client’s business or operations].
Proposed solution
We recommend [solution] to resolve [client challenge].
This solution will [improvement or value delivered].
Scope of work
The project will cover [list services or tasks].
Out of scope: [list items not included].
Deliverables
Deliverable 1: [description]
Deliverable 2: [description]
Deliverable 3: [description]
Timeline / Milestones
Kickoff: [date]
Phase 1 complete: [date]
Final delivery: [date]
Cost
The estimated cost for this project is [amount].
This includes [list inclusions, e.g., design, development, support].
Project team
The project will be led by [project manager].
Our team brings expertise in [relevant skills].
Client responsibilities
We recommend [client name] provide [information, access, approvals] to support efficient project delivery.
Success criteria
Project success will be evaluated on the basis of [measurable outcomes, e.g., improved efficiency, increased sales, reduced costs].
Next steps
Upon approval, we will [sign an agreement, schedule a kickoff meeting].
Please confirm by [date] to begin as planned.
Frequently asked questions about writing a project proposal
- What is a project proposal?
-
A project proposal is a document that outlines why and how you want to carry out a specific project. Its purpose is to gain approval or secure funding from relevant stakeholders by clearly communicating the project’s goals, benefits, and requirements.
It is often divided into sections like “Executive summary,” “Background,” “Objectives,” “Budget,” and “Timeline.”
A tool like QuillBot’s AI project proposal writer can help you write an effective project proposal.
- What is a good project proposal outline?
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You can create a good project proposal outline by selecting some of these common project proposal section headings and noting down relevant points under each heading:
- Executive summary
- Background
- Problem statement
- Proposed solution
- Objectives
- Approach
- Expected outcomes
- Scope and deliverables
- Timeline
- Milestones
- Budget and resources
- Risks and mitigation
- Evaluation
- Success criteria
- Sustainability
- Conclusion
- Next steps
QuillBot’s free AI project proposal generator can help you create a project proposal outline that provides decision-makers with the information they need to make an informed choice.
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QuillBot. (2025, October 23). Writing a Project Proposal | Template & Format. Quillbot. Retrieved November 19, 2025, from https://quillbot.com/blog/professional-writing/writing-a-project-proposal/
