55 Types of Proposals

Proposals can arise in a variety of situations. Sometimes, an organization issues a public announcement requesting proposals for a specific project. This formal request is called a Request for Proposals (RFP). RFPs are often distributed through newspapers, trade publications, Chambers of Commerce, or direct communication such as letters or emails. Interested individuals or organizations then submit proposals describing their qualifications, project timelines and costs, and their approach to the work. The organization that issued the RFP reviews the submissions, evaluates them using set criteria, and awards the contract to the best candidate.

However, not all proposals originate through such formal processes. For example, you might have an idea for a new project at work—such as implementing new technology to improve productivity—and bring it up in conversation with your supervisor. Your supervisor might say, “Write me a proposal and I’ll present it to upper management.” In this case, you’ve been invited to prepare a proposal in a more informal, internal context.

From these examples, proposals can generally be categorized in the following ways:

Solicited vs. Unsolicited

• Solicited proposals are requested by the recipient. These often respond to formal RFPs issued by companies or government agencies. However, solicited proposals can also arise informally—for example, when your manager asks you to submit a proposal after hearing your idea in a meeting.

• Unsolicited proposals are submitted without a prior request. In this case, the writer must first persuade the reader that a need or problem exists before presenting the solution. Unsolicited proposals often require more effort to gain the reader’s attention and buy-in.

Internal vs. External

• Internal proposals are directed to someone within your own organization. These are common in businesses, nonprofits, and government agencies. Because the audience is familiar with the organization and the writer, internal proposals often require less background detail or fewer formal sections.

• External proposals are sent from one organization or individual to another, such as a consulting firm submitting a proposal to a client. These proposals typically require more detailed background information, credentials, and formal formatting, since the reader may not be familiar with the writer or their qualifications.

Informal vs. Formal

• Informal proposals are usually short—often just a few pages—and typically formatted as memos or letters. They include fewer sections and are often used internally or for smaller projects. Informal proposals generally include six key sections:

  1. Introduction

  2. Background

  3. Plan

  4. Staffing

  5. Budget

  6. Authorization
     (Guffey et al., 2019)

• Formal proposals are longer and more detailed. They include the same six core sections as informal proposals, but also contain additional report components such as:

  • Letter of transmittal

  • Title page

  • Table of contents

  • List of figures

  • Executive summary

  • Appendices

  • A copy of the original RFP (if applicable)

Formal proposals are more common in high-stakes or external situations where professionalism, clarity, and detailed information are essential.