Assignment #01

By

Project planning & management

SIR ZAFAR IQBAL
AHMAD FA16-BCE-025
 A) HOW TO WRITE PROJECT PROPOSAL

A) HOW TO WRITE A PROJECT PROPOSAL

You should have a good understanding of your project and your recipient before
writing your project proposal. Conducting preliminary research will help you write
a detailed and compelling document. After you feel confident in your
understanding, follow these tips to write your project proposal.
1. Write your executive summary
2. Write your project background
3. Write your solutions and approach section
4. Calculate your financials
5. Attach additional documents
6. Proofread and revise your proposal

1. WRITE YOUR EXECUTIVE SUMMARY

Write an introductory section, called the executive summary, to summarize your

project. Just like the introduction of an essay, this section should aim to catch your
recipient's attention and encourage them to read on. Your executive summary
should include details about:
• The problem your project solves
• How your project solves the problem
• Your project's intended impact
The length of your executive summary will depend on your project's complexity.
One paragraph will be sufficient for many projects, but you may need a longer
executive summary if your project is more complex. Make your executive
summary concise to keep it engaging and convincing.

2. WRITE YOUR PROJECT BACKGROUND

Write a section which provides a background to the project and the problem it
seeks to address this. This section should include:
• A history of the problem as it relates to your business
• A concise summary of your project's requirements
• Some details about your project
You will write more about the details of your project in the following section, so
the details you provide here should be minimal. You might focus on how and why
you came to think of the project, for example. This section should be relatively
brief at one to three paragraphs in most cases.

1
 3. EXPLAIN YOUR SOLUTIONS AND APPROACH

Write a section that outlines your project in greater detail. This section should
explain your solution to the problem and how you will execute it. It should include:
• Your goals and vision for the project
• What your project will deliver
• Your expected timeline
• Who will take ownership of the project?
More detailed solutions and approach sections may also include details of any risks
you anticipate and how you might address them, how you will report to
stakeholders during the project and what criteria you will judge its success on. This
section will usually be the largest part of your project proposal.

4. CALCULATE YOUR FINANCIALS

Write a section which provides an itemized budget for your project and the
predicted financial impact of your completed project. You should research this
section carefully to ensure your calculations are as accurate as possible. Accurate
calculations give investors and clients the best idea of how much the project will
cost and whether it can fit into their own budgets.

5. ATTACH ADDITIONAL DOCUMENTS

Gather any relevant documents for the final section of your proposal. These
documents might include:
• A list of the contact details of everyone with authorization power for the
project
• Maps of the area where your project will be based or will service
• Company financial statements and annual reports
• Any brochures or promotional materials for the project
• Relevant studies or reports
• Letters in support of the project
• A glossary of terms used in the project proposal

6. PROOFREAD AND REVISE YOUR PROPOSAL

Read through your proposal to make sure it is clear and free of spelling and
grammatical errors. Presenting a clear and mistake-free proposal helps you
demonstrate your professionalism, which can help you increase your chance of
approval. If you have time, try to proofread your work a few days after you
complete your proposal. Time away from the document will help you read it with
more objective eyes. You might also choose to ask a trusted colleague or
professional editor to proofread your work.

2
 BENEFITS OF A GOOD PROJECT PROPOSAL

A good project proposal benefits you, your business and your client in the
following ways:
• Drives innovation: A project proposal provides enough detail about a
project that stakeholders can feel confident investing resources in it.
Executive innovative projects are good for business and the wider public.
• Helps projects stay focused: Businesses can refer to project proposals
while the project is being executed to ensure they stay focused and deliver
what was promised.
• Anticipate and solve problems early: A project proposal exposes a
project's planning to a new audience. This new audience may be able to
see risks or challenges the project proposal's writer did not. Discussing
these risks and challenges early can help project teams solve problems
before they become major issues.
• Aids planning: A good project proposal helps businesses and their
stakeholders plan for the future. They can anticipate how to allocate
finances, time and other resources and predict how the project may impact
their business in the future.

TIPS FOR WRITING AN EFFECTIVE PROJECT PROPOSAL

Using proven strategies can help make your project proposal even more effective.
Consider the following tips when writing your own project proposals for the best
results:
• Write for your audience. Keep your audience in mind and use terms, tone
and details that will resonate with them. Preliminary research on company
websites and social media profiles will help you learn the best language to
use and content to include.
• Be persuasive. A project proposal aims to convince its recipients to act in
some way, so being persuasive is vital. Use persuasive tools, including
historic data, survey results, market predictions, testimonials and case
studies to encourage action. Highlighting your own experience and
qualifications can also instill confidence.
• Connect the project to the recipient. A project may seem like a good
idea, but it may not be approved or funded if your recipient does not
understand why it matters to them. Make the connection between your
recipient's goals and the project clear to increase your chance of success.
• Keep it simple. A simple proposal is easy to read and understand. Use
easily understood terms, simple sentences and an easy-to-follow format to
make your proposal clear.
• Follow convention. It might be tempting to be creative with your
proposal's structure to help it stand out. However, following tradition

3
 reduces the chance of confusing your reader and forgetting essential
information. If you are given a set format, make sure you follow it strictly.

TYPES OF PROJECT PROPOSALS

Different project proposals have different goals and therefore distinct requirements.
These are the most common types of project proposals you are likely to write.
• Solicited: Sent to respond to a Request for Proposal. You must conduct
thorough research and write very persuasively, as your project proposal
will be in competition with others. You may also need to adhere to a strict
format outlined in the Request for Proposal.
• Unsolicited: Sent without an RFP. While you are not in competition with
others, you must still be very persuasive to convince your recipient to act,
as they did not ask for your proposal.
• Informal: Sent in response to an informal client request. As there is no
Request for Proposal, your proposal can follow your preferred format.
• Renewal: Sent to an existing client to encourage them to renew your
services. Emphasize past results and predict future benefits to persuade a
client to act.
• Continuation: Sent to remind investor that project is underway and to
provide progress updates. This proposal should focus on communicating
information rather than persuading.
• Supplemental: Send to remind investor that project is underway and ask
for additional resources. It should be persuasive to encourage investor to
give more.
The first three proposals are typically the longest, as they deal with new projects.
As the final three project proposals focus on established projects and relationships,
they can typically be shorter.