PROJECT

PROPOSAL
MARISTELLE T. SAFRA-JAYME
Project proposals are documents that are written for problem
solving, service provision, event planning, or equipment selling.
Generally, proposals are used to convince the reader to do what the
proposal suggests, such as buying goods or services, funding a
project, or implementing a program. Proposals in the professional
world are used for internal (within an organization) and external
(from one organization to another) purposes. They are the way of
generating income for companies or seeking funding for projects.
Proposals are usually written in response to Request for Proposal
(RFP), which funding agencies send out. Interested organizations
send proposals following the requirements stipulated in the RFP.
Requesting parties are thus able to compare different responses to a
problem. Thus, it is clear that a proposal provides a plan to satisfy a
need.
A proposal stands out depending on its ability to clearly
answer questions about what is being proposed, how the
plan will be carried out, when it will be implemented,
and how much money will be needed or spent. In other
words, proposals are persuasive documents that need to
do the following: highlight reader benefits, prove your
credibility in carrying out the project, and allow the
reader to respond easily.
PURPOSE OF THE PROJECT PROPOSAL

By creating a project proposal, you can help gain grant

money, investor money, and loan money for large
projects. In addition, constructing a project proposal can
help demonstrate to stakeholders that you are serious
about the undertaking your team wishes to carry out. It
serves as a guideline that you will come back to when
writing the project plan and where you will define the
project scope
Proposals are prepared to apply for external
funds for the implementation of a project.
Most grant applications ask for the same
information, but they often have different
formats. Some will have a list of questions.
Others will ask for a “narrative” — the story
of your project.
 ADVANTAGES

A proposal is an essential marketing document that helps

cultivate an initial professional relationship between an
organisation and a donor over a project to be implemented
 A proposal facilitates appropriate words for the conception of
an idea
 The proposal has a framework that establishes ideas formally
for a clear understanding of the project for the donor
 Successful proposals mean financial aid for the organisation
to grow for the replication of project and ide
DISADVANTAGES

Planning problems: Although a good idea

exists, yet when we try to plan it out
extensively, we face many unexpected
challenges
 There are often tight deadlines, and
proposals may be rejected
FORMAT OF THE PROJECT PROPOSAL

Proposals are primarily categorized according to

their length. An informal proposal is about 2-4
pages long. A formal proposal, meanwhile, has 5
or more pages. Regardless of their purpose and
audience, they have standard parts such as the
following:
 1. Introduction
This part provides the background necessary for understanding the
project, which is done by discussing the following:
• a. Rationale – This identifies the problem to be addressed and show the
need to solve it.
• b. Objectives - These reveal what the project intends to achieve in
terms of results. It also gives the reader an idea of an intended solution.
Good objectives are SMART (Specific, Measurable, Attainable, Result
oriented, and bound within a realistic Time frame).
• c. Benefits – These show what the reader or the target audience can
gain from the proposal, which may be improvements in processes or
systems, an increase in revenue, or a change in behavior of the
beneficiaries of the proposal.
 2. Project Description

2. Project Description
• This section gives specific information about the project itself.
It indicates how the project will address the identified problem
through the fllowing parts:
• a. Methodology – This details the different activities the
project will take on, including the manpower and resources to
be utilized, and the expected output.
• b. Schedule – This discusses the task duration and expected
start and end days of each activity in the project.
• c. Budget – This presents an analysis of all the
costs anticipated in the project, which can be
itemized or shown as a whole, depending on the
needs of the project.
 TIPS TO WRITE A SUCCESSFUL PROPOSAL

• 1. Plan ahead. Allow plenty of time for those involved

to meet, discuss, and review progress in the grant
writing process. Also, allow enough time to get the
required signatures and to get the proposal to the funder.

• 2. Make it a team effort. Assign specific roles and

responsibilities to people in terms of developing the
proposal.
• 3. Be realistic in what you are proposing. What
can reasonably be accomplished in the scope time
and resources of this grant?

• 4. Be factual and specific. Don't talk in generalities

or in emotional terms. Be sure to substantiate all
statements in your proposal, otherwise don't make
them.
5. Consider collaborating with other organizations.
At a minimum, find out what other proposals are being
submitted to the same donor at the same time.
6. Choose a format that is clear and easy to read.
Readers are overloaded with proposals and appreciate
legible, attractive proposals. Make sure tables are
legible and easy to figure out.
7.Be aware of donor priorities. Carefully match your
project with an appropriate funding source. The primary
difference between successful grant writing and
inefficient proposal submission is the amount of time
invested in the strategic identification of appropriate
funders.
 What are the different project proposal types?

1. Formally Solicited
A formally solicited project proposal is established in
response to an official request for a new proposal. In this
case, a Request for Proposal (RFP) document is used to
outline client demands and specific needs. A formally
solicited proposal is the structured and specific response
to said RFP. Having an RFP makes the entire proposal
process easier. As the specifics are spelled out, project
planning can prevent misunderstandings or a lack of
information that may cause complications later.
2. Informally Solicited
An informally solicited proposal does not require an
RFP. That is, there is no specific document required to
outline customer or audience demands. This is the
initial rough starting point when proposing a project’s
viability. The major differentiator between a formal
and informal project proposal is the number of details
involved in planning. Informal proposals lack granular
project details, such as goals, deliverables, and
methods. An informally solicited project proposal can
be understood as a proposal request that is lacking
specifics.
3. Unsolicited
Unsolicited project proposals can be compared to a cold call
— no one asked for or expected to receive one, but if the
audience can relate to the proposal, it can prove extremely
valuable. An unsolicited proposal is typically formed from
more ad-hoc activities, such as an “aha” moment or an
enlightening conversation with a customer. Unsolicited
proposals can be the most difficult types to write, as you will
have to put extra work in to convince the audience of the
project’s viability. Many times, these proposals require the
most research and the most finesse, as the audience is
unaware that the proposal is even coming their way.
4. Continuation
Continuation project proposals are essentially an
update or reminder for ongoing and already approved
projects. This type of proposal is the simplest to
construct, as it is a continuation of already existing
documentation. A continuation proposal can be
thought of as a check-in with the audience to ensure
the correct funds are provided for the next phase, as
well as discussing progress and accounting for any
changes before moving forward.
7. Renewal
A renewal project proposal is required when an
ongoing project has been terminated or the
resources and support behind such project can
no longer be used. This proposal is more about
proving that the return on investment is
greater than the money being spent on
resources so that the project can begin again.
8. Supplemental
A supplemental project proposal is required when
more resources are required to complete a project
than were originally proposed. The main goal of a
supplemental proposal is to prove the value of
adding resources and update the audience with a
timeline based on this new plan. Many times, a
supplemental proposal is required when the original
project scope has grown beyond initial expectations.
It can be seen as a continuation of the original
proposal document.