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Manifestly Blog > 5 Steps for How to Write a Proposal in 2023

5 Steps for How to

Write a Proposal in
2023
June 13, 2023

Philip Crawford
Customer Success Manager

Do you struggle with how to write a proposal that will get you
noticed and increase your chances of winning contracts? Look
no further! In this comprehensive guide, we’ll cover everything
you need to know about writing an effective proposal in 2023,
including what goes into a proposal, when and why you need
them, the structure and format, examples, templates, and pro
tips on how to create a winning proposal every time. Plus,
discover how to use checklists to create a perfect proposal
consistently and with ease!

What is a Proposal and What is in a

Proposal?
A proposal is a formal document that outlines the details of a
project, service, or product you’re offering. Proposals can be
I agree
used in a variety of contexts, such as business and sales,
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research projects, grant applications, and even personal
traffic, and enhance our marketing activities. Change my
projects. The main goal of a proposal is to persuade the reader
preferences
or client to choose you and your offerings over your competitors.
 The information included in a proposal depends on its purpose,
but some common components include:

Title or Cover Page: The first page with the title of the proposal,
your name, contact information, and the submission date.
Executive Summary: A brief overview of your proposal,
highlighting the main points and the value you bring to the
project or client.
Introduction/Background: An explanation of the problem, need,
or opportunity that you’re addressing and some context about
why it’s relevant or important.
Objectives: A clear and concise description of the specific goals
you aim to achieve with the proposed project, service, or
product.
Methodology/Approach: A detailed description of the steps,
processes, or strategies you will use to achieve the objectives.
Timeline: A projected schedule for completing tasks and
milestones, usually presented in the form of a Gantt chart or a
simple list.
Budget: A detailed breakdown of the costs associated with the
proposal, such as labor, materials, equipment, and overhead.
Qualifications/Experience: A showcase of your skills, expertise,
and relevant experience that demonstrates your ability to
successfully complete the project.
Conclusion: A final summary that reiterates the key points and
leaves a lasting impression on the reader.
Appendix (if necessary): Extra documentation or materials that
support your proposal, such as references, data, or visual aids.

When and Why You Need Proposals

Proposals are typically required when:

Presenting your business or services to a potential client or

customer in order to win their business.
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Responding to a request for proposal (RFP) or a request for
traffic, and enhance our marketing activities.
quotation (RFQ) issued by an organization or company.
 Applying for funding, grants, or sponsorship for research, non-profit
initiatives, or other projects.
Seeking approval or buy-in from decision-makers, such as
management, stakeholders, or investors, for a new project or
initiative within your organization or company.

The main purpose of a proposal is to convince the reader that

you have a solution for their problem, need, or opportunity and
that you are the best choice to deliver it. An effective proposal
demonstrates your understanding of the situation, highlights the
value and benefits of your offering, and showcases your abilities
and expertise. In short, proposals are crucial for securing
funding, winning contracts, and advancing your professional
reputation.

Structure and Format of a Proposal

A well-structured and well-formatted proposal helps the reader
easily and quickly understand your message. Here’s an outline of
a typical proposal structure:

1. Title or Cover Page

2. Executive Summary
3. Introduction/Background
4. Objectives
5. Methodology/Approach
6. Timeline
7. Budget
8. Qualifications/Experience
9. Conclusion
10. Appendix (if necessary)

Formatting tips:

Use clear headings and subheadings.

Use bullet points and numbered lists for easy readability.
Use tables and charts to visually present data and information.
Choose a professional and easy-to-read font, such as Times New
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Roman
traffic, and enhance our or Arial,
marketing and
activities. font size between 10 and 12.
Use consistent formatting and styling for headings, text, and bullet
points.
 Use correct citation and referencing styles, such as APA, MLA, or
Chicago, if applicable.

Here is a list of FREE and easy online citation generators:

Chicago citation generator

APA citation generator
MLA citation generator

Five Steps to Writing a Proposal

Step 1: Research and Planning

Understand the client or funder’s needs and requirements.
Investigate the competition and analyze market trends.
Identify your unique selling points and value proposition.
Set clear objectives for what you want to achieve with your
proposal.

Step 2: Organize and Outline

Follow the standard proposal structure (see Section 3).
Create an outline to guide you through the writing process and
ensure you cover all the necessary elements.
Gather any supporting materials, such as data, research, or case
studies.

Step 3: Write the Proposal

Use clear, concise, and persuasive language.
Focus on the benefits and value you bring to the client or project.
Back up your claims with evidence, such as relevant examples, data,
or testimonials.

Step 4: Edit and Revise

Proofread your proposal for grammar, spelling, punctuation, and
formatting errors.
Trim any unnecessary information and make sure your proposal is
clear, concise, and error-free.
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Step 5: Submit the Proposal

 Ensure you submit your proposal within the specified deadline and
in the required format (email, online form, hard copy, etc.).

FREE Templates and Examples

To help you write a winning proposal, we’ve created a selection
of FREE templates and examples, specific to different industries
and types of proposals, such as business, sales, and grant
proposals.

Business Proposal Template Checklist

Introduction

Identify the problem or opportunity

Define the purpose of the proposal

Identify the target audience

Set clear goals and objectives

Research and Analysis

Conduct market research

Identify market trends

Identify competition

Analyze strengths, weaknesses, opportunities, and threats (SWOT analysis)

Analyze financials and projections

Proposal Content

Outline the proposal structure

Include an executive summary

Describe the solution or idea

Describe the benefits and advantages

Describe the implementation plan

Include a timeline

Include a budget

Includeyou
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 Proposal Design

Choose an appropriate format

Use clear and concise language

Include visuals to enhance understanding

Ensure consistent formatting and branding

Use appropriate tone and style

Proposal Review and Finalization

Review for accuracy and completeness

Ensure all requirements are met

Get feedback and revise as needed

Proofread and edit for grammar and spelling errors

Finalize and prepare for submission

Appendix

Include any supporting documents or references

Include a bibliography or works cited page

Include any additional materials that may be relevant.

Review and Finalize:

1. Proofread for grammar, spelling, punctuation, and formatting

errors
2. Ensure consistency in formatting and style throughout the
proposal
3. Verify all required components are included and well-written
4. Seek feedback from a colleague or trusted advisor
5. Make any necessary revisions and finalize the proposal

Find this Business Proposal Checklist Template in our checklist

template library.

Sales Proposal Template Checklist

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Introduction
traffic, and enhance our marketing activities.
 Ensure that the cover page includes the company name, logo, and proposal title

Include a table of contents for easy navigation

Introduce the proposal with a well-written executive summary

Include a brief history of your company and the client’s company

Project Details

Outline the project goals and objectives

Describe the products or services being offered

Include a timeline for project completion

Include a detailed breakdown of costs and pricing

Competitive Analysis

Research and analyze the competition

Identify your unique selling points

Explain how your product or service stands out from the competition

Client References

Include testimonials or references from previous clients

Include case studies or success stories

Show proof of your company’s expertise and experience

Conclusion

Summarize the proposal and reiterate the benefits for the client

Include a call-to-action, encouraging the client to take the next steps

Provide contact information for further discussion or questions.

Review and Finalize:

1. Proofread for grammar, spelling, punctuation, and formatting

errors
2. Ensure consistency in formatting and style throughout the
proposal
3. Verify all required components are included and well-written
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4. Seek feedback from a colleague or trusted advisor
traffic, and enhance our marketing activities.
5. Make any necessary revisions and finalize the sales proposal
 Use this Sales Proposal Checklist Template in our checklist
templates library.

Grant Proposal Template Checklist

Proposal Development Section

Identify funding opportunity

Read and follow guidelines

Develop project summary

Define project goals and objectives

Develop project plan and timeline

Identify project partners and stakeholders

Outline project budget

Develop evaluation plan

Proposal Writing Section

Write cover letter

Write executive summary

Write introduction

Write background and significance

Write project description

Write methods section

Write budget and budget justification

Write evaluation plan

Write conclusion and future directions

Proposal Submission Section

Review and edit proposal

Obtain necessary signatures and approvals

Submit proposal by deadline

Confirm receipt of proposal by funder

Post-Submission Section

Followyou
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Prepare for possible site visit or interview

Prepare for possible revisions and resubmission

 Develop plan for implementation if funded

Review and Finalize:

1. Proofread for grammar, spelling, punctuation, and formatting

errors
2. Ensure consistency in formatting and style throughout the
proposal
3. Verify all required components are included and well-written
4. Seek feedback from a colleague or trusted advisor
5. Make any necessary revisions and finalize the grant proposal

Find this Grant Proposal Template Checklist in our checklist

template library.

Pro Tips on How to Write Good

Proposals
Familiarize yourself with the client’s industry, language, and
expectations.
Address the client’s goals and concerns directly, and explain how
your solution addresses their specific needs.
Use visuals, such as charts, tables, and infographics, to make your
proposal more engaging and easier to understand.
Be honest about your capabilities and resources—don’t overpromise
and underdeliver.
Keep your tone professional, yet approachable and friendly.

How to Use Manifestly to Write a

Perfect Proposal
Manifestly is a powerful tool for creating, managing, and
tracking proposals. With Manifestly, you can:

Collaborate
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traffic, and enhance our marketing activities.
Use checklist templates and workflows to ensure consistency and a
well-structured proposal every time.
 Set deadlines and reminders for proposal submission.
Manage and track the status of your proposals, from drafting to
submission and beyond.
Analyze the performance of your proposals to identify trends and
areas for improvement.

In today’s competitive environment, knowing how to write a

proposal is essential for securing contracts, grants, or
investments. By following these steps, using our free checklist
templates, and using Manifestly to manage your proposals,
you’ll be well on your way to creating winning proposals that will
set you apart from the competition. Happy proposal writing!

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Table of Contents
What is a Proposal and What is in a Proposal?

When and Why You Need Proposals

Structure and Format of a Proposal

Five Steps to Writing a Proposal

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traffic, and enhance FREE Templatesactivities.
our marketing and Examples

Pro Tips on How to Write Good Proposals

 How to Use Manifestly to Write a Perfect Proposal

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