All articles

How to Write a Project Management Proposal

Brendan Connaughton|Updated Jan 8, 2024
Group of people talking about project management

A project management proposal is more than just a document; it's an essential link you draw between your unique skills and your client's needs. The challenge lies in creating a proposal that covers all the bases while also capturing your client's interest.

In this article, we'll explore the essential elements of the proposal writing process - broken down into simple, manageable steps- and then how to present your offer persuasively.

What is a project management proposal?

A project management proposal outlines how a team intends to tackle a particular project, its scope, goals, and requirements. Project managers typically write it and then present it to stakeholders, clients, or potential investors.

It explains what you understand about the project, how you're going about it, your communication plan, and the unique solutions your team offers. It's about listing accomplishments and showing your skills, strategy, and commitment to a successful project.

It answers important questions: What do we want to achieve? What steps will we take? What resources do we need? How long will it take? It also looks at potential challenges and how we can overcome them.

If you've never seen a project management proposal, or you've been writing them for a while and think there's some room for improvement, you're in the right place. Take a look at Qwilr’s Project Management Proposal to get a better idea of exactly what an actual project proposal looks like.

Steps to write a project management proposal and the key elements to include

To write a project management proposal, you need a good understanding of your client's needs or potential project and a clear plan for how your team can fulfill those needs and execute the project. These are the steps to take to create a successful proposal and the key elements you need to include:

1. Understand the client’s needs and objectives

Before writing your project proposal, you must get to know your client's goals and, indeed, their challenges. This initial consultation lays the foundation for everything that follows. It's not just about ticking off a list of wishes; it's about understanding their actual needs and the reasons behind them.

Take the time to talk to your potential customer. This communication can be done in face-to-face meetings, phone or video calls, or detailed surveys like a discovery questionnaire. Regardless of your selling methodology, you want to ask questions that help you dig deeper.

You don't just want to find out what the project is about but why it's essential. What do they want to achieve in the long term? What hurdles are they facing in their business? This information is vital to create a proposal that addresses the client's unique situation.

2. Define the scope of the project

This step is about making everything clear: what you will do, what you will deliver, and what the limits of your project are. If you make these details clear from the start, everyone knows what to expect, and it avoids confusion (or disappointment) later.

Consider the deliverables - the key outcomes you want your project to deliver. This could be anything from a new website to a series of workshops. Be as specific as possible about what you want the result to look like.

Defining the scope precisely will build trust with your client. It shows that you are serious and committed to a plan that is well thought out and achievable.

3. Detail your approach and methodology

This is where you can show what unique methods and strategies your team uses. It's less about listing what you'll do than how you'll do things differently and better.

When it comes to project management, there are a number of popular methodologies you can use to manage the scope of work. If the project has a lot of unknowns or requires continuous delivery, you might want to consider agile project management or a scaled agile framework (SAFe).

If the project is fairly straightforward, with well-defined milestones, a waterfall approach might be best.

Or, if your project is somewhere in between, consider a hybrid approach, pulling the best of both waterfall and agile methodologies.

Regardless of your methodology and your client's preference, you should take the time to detail your approach to project management. How do you handle task management, stakeholder updates and requests, and budget tracking?

What tools do you use, and what experience do you have managing similar projects? Giving your prospects insight into your approach can help show them how you'll manage their project and what their experience working with you will be like.

4. Outline the project timeline

Show your potential customer step-by-step how the project will develop. This way, they can see what to expect from a transparent and predictable process.

Divide the project into clear phases. Each phase has a part of the project with its focus (such as planning, implementation, or completion of the work). When you divide the project in this way, it's easier for the client to understand how you'll smoothly transition from one part to the next.

Give estimated times for each phase. This gives the client a clear idea of how long each part of the project will take. And talk openly about any uncertainties or things that could cause delays - like undisclosed requirements, rounds of revision, feedback, and approvals. Show that you are prepared for the unexpected.

It's crucial to be realistic about your timeline. It may be tempting to promise quick results, but it's better to set a timeline that you can meet. You'll have a happier relationship with clients (and your stress levels will be healthier!).

5. Present a detailed budget

The budget section gives a clear overview of the project costs and your resource management. You must explain everything clearly and in detail.

Listing the costs is about everything – from paying your team to the price of materials, project management software, or any necessary travel. You may also want to include some contingency budget in your proposal - this way, if your budget goes a little higher than you've estimated, you're covered without having to go back to your client to ask for additional budget. Details are key here. Being too general or leaving out additional costs can lead to confusion or surprise bills.

It's not enough to list the costs; explain to your client why each expense is necessary and how it contributes to the project's success.

6. Highlight your team’s expertise

If you have already chosen your team for this project, go ahead and introduce them. Here, you can emphasize what each team member brings to the table.

Give the client a clear idea of who will be working on their project. For each person, highlight the skills and experience that are particularly important for this project. Perhaps someone has managed similar projects or has a special qualification that is perfect for the task.

Make sure you relate your team's experience to the project's requirements. If the project concerns innovation, talk about team members known for their creative solutions. If the project requires meticulous work, highlight those who are detail-oriented. This lets the client see that your team is competent and perfectly fit for the project.

7. Identify potential risks and mitigation strategies

This part of your project proposal is about proving that you're prepared for any challenges that might come your way. Start by looking at your project plan and asking yourself, "What could go wrong?" This isn't meant to be negative; it's about being smart and prepared. Risks can range from budget overruns, to schedule delays, to technical problems.

Once you've identified these risks, outline your plans to overcome them proactively. This is your chance to demonstrate your problem-solving skills. For each risk you've found, offer a solid plan to mitigate its impact. For example, if the project is over budget, explain how you'll reallocate the remaining budget or tap into contingency funding.

Talking about risks and how you'll manage them doesn't just show that you're prepared; it builds trust with the customer. It shows you're optimistic about your plan but realistic and prepared to deal with adversity.

8. Provide a clear call to action

Consider your call to action as the instruction to take the "next step" at the end of your offer. You've shared all the plans and details, and now it's time to make it as easy as possible for your client to say yes. Your call to action should be clear and concise. The goal is to avoid any confusion about how the customer can proceed.

Specify exactly what you want the customer to do. Do you want them to arrange another meeting? Sign a contract? Make a payment? Say it clearly. Use simple words and avoid complicated terms or vague wording.

Keep the tone positive and inviting. Let them know that you're looking forward to working with them and are happy to answer any questions they may have.

An example of a project management proposal template

So, now we have drilled down on the content, you might be eager to go on but unsure about how you present it for maximum effect. That’s where Qwilr’s Project Management Template comes in. Our visually impressive proposal templates are easy to customize and brand and benefit from our software’s power features and analytics.

The best proposal templates allow you to see how your prospective client engages with your proposal so you can address their concerns proactively and promptly.

Let's take a look at what's included in the template:

  • Introduction: Kick off your proposal with a strong start. Introduce your project, its aims, and how it meets the client's needs. This executive summary should grab their attention and set the tone for what's to come.
  • Initiation: This section is about the start of your project. Talk about the background, the issues or opportunities you're addressing, and why this project is essential. It's your chance to make the client see the value and necessity of your project.
  • Planning: Here, lay out your detailed plan. Explain the scope of the project, the anticipated project schedule, and the resources you need. This part shows you're organized and have thought everything through.
  • Execution: Describe how you're going to make the project happen. Discuss your team, their roles, and how you'll manage day-to-day tasks. This section showcases your team's ability to turn plans into reality.
  • Monitor and Control: Explain your strategy for keeping the project on the right path. How will you track progress, handle changes, and ensure quality? This shows you're in control and can adapt to challenges.
  • Process Summary: Give an overall summary of how you'll manage the project from beginning to end. This overview is a quick way for the client to understand your project management approach.
  • Closure: Talk about how you'll wrap up the project, ensuring all goals are met and everything is delivered. This should give a sense of completion and success.
  • Cost Summary: Lay out all the costs involved. Being open and detailed with the budget builds trust and prevents confusion later.
  • Contact Us: Finish with an inviting call to action. Provide your contact details & encourage the client to get in touch with any questions or to move forward.

You can also try our AI proposal generator for free to create a professional looking proposal in minutes.


What's the best format for a project management proposal?

The best format for a project management plan is easy to read and well-organized. Start by introducing the project, explain your plan and how you'll get the work done, and end with a clear conclusion and a direct call to action. This way, you cover everything essential in a way that's easy for the client to understand.

How can I effectively communicate the project timeline in the proposal?

To share the project schedule in your proposal, it's best to use a simple diagram such as a Gantt chart or a timeline diagram. These visuals help clients quickly recognize important deadlines and project phases. Also, ensure your schedule is realistic and includes extra time for unexpected delays.

How do I tailor a project management proposal to different clients or industries?

To tailor your offering to different customers or industries, you should first research to understand the needs and challenges of each customer or industry. Then, customize your offering to focus on those specific needs and how your skills and solutions fit in.

Final Thoughts

Your proposal shows what you will do and how you will do it (exceptionally well!).

Your unique approach and insights are what will make your proposal truly stand out. Its visual appeal is also a factor—an arresting, polished reflection of your standards and professionalism. Qwilr’s Project Management Template can help you create a professional and polished document in a matter of minutes. And as a busy project management professional who doesn't want some time back in their day? Need help getting started? Book a demo today.

About the author

Brendan Connaughton, Head of Growth Marketing

Brendan Connaughton|Head of Growth Marketing

Brendan heads up growth marketing and demand generation at Qwilr, overseeing performance marketing, SEO, and lifecycle initiatives. Brendan has been instrumental in developing go-to-market functions for a number of high-growth startups and challenger brands.