56 Common Sections of Proposals

While proposals allow for some creativity, they are typically expected to follow a clear, traditional structure, much like a résumé or a business letter. Each section of a proposal serves a specific function and offers an opportunity to build credibility, demonstrate enthusiasm, and make a compelling case for your solution. The sections included may vary depending on whether the proposal is formal or informal, solicited or unsolicited, and who the audience is.

Activity 13.2 summarizes some of the most common proposal sections.

^{Activity 13.2 | Letter Proposal- (Source: Adapted from Example Proposal 1 by David McMurrey)}

Copy of RFP

Always include a copy of the RFP you are responding to. Some organizations release multiple RFPs for different aspects of the same project, so attaching the original RFP ensures clarity about which issue your proposal addresses.

Letter of Transmittal

As with formal reports, include a letter of transmittal that briefly identifies the problem or opportunity and summarizes the benefits of your proposed solution. This letter introduces the proposal and provides context for your reader.

Executive Summary

The executive summary provides a concise overview of the proposal’s key points. Even if some content is repeated in later sections, remember that business readers often skim or read selectively. A strong executive summary helps ensure your main message is received.

Title Page

Your title should be clear, accurate, and specific to the proposed project. Include the recipient organization’s name, the RFP number (if applicable), the date, your name, and your organization’s name.

Table of Contents

This section helps the reader easily locate specific parts of the proposal. Use the same formatting conventions as you would for a formal report.

List of Figures and Tables

If your proposal contains multiple charts, illustrations, or tables, include a list here for easy navigation.

Introduction

Plan the introduction to your proposal carefully. Make sure it does the following:

• State that the document is a proposal.

• Reference how you learned about the project or any prior communication.

• Include a brief, compelling statement to encourage the reader to continue.

• Preview what the rest of the proposal will cover.

Background on the Problem, Opportunity, or Situation

This section explains the reason for the proposal. What problem or opportunity has prompted the proposed action? Even if the audience is already familiar with the situation, presenting it from your perspective can add value and context. This section is essential for unsolicited proposals to establish why the project matters.

Benefits and Feasibility of the Proposed Project

Highlight the specific advantages of pursuing the project and explain why it will likely succeed. This section is especially important in unsolicited proposals, where you must persuade the reader that a solution is needed and that your proposed approach is worth considering.

Plan

In this section, explain how you will complete the project. Outline your proposed methods, tools, or technologies. A clear plan reassures the reader that the work will be done professionally and effectively. You don’t need to include every detail—just enough to show that your approach is sound and achievable (Guffey et al., 2019).

Schedule

Include key dates or timelines, especially for longer projects. If exact dates aren’t possible, list the length of time each phase is expected to take. For large projects, note when progress reports or updates will be provided.

Qualifications

Summarize your relevant skills, experience, and expertise. This section builds your ethos by showing the reader why you or your organization is well-equipped to take on the project. Include similar past work, education, references, or specialized training.

Budget and Resources

Detail the expected costs of the project. This may include hourly rates, material costs, and total project expenses for external proposals. For internal proposals, estimate the required time, staff, supplies, and other organizational resources needed to complete the work.

Conclusions

The final section should reinforce the project’s value and your qualifications to complete it. Remind the reader of the key benefits and invite them to discuss the next steps.

Special project-specific sections

The sections above are common, but they are not rigid rules. Tailor your proposal to your audience. Ask yourself the following questions:

• What other information will help the reader understand the project’s scope?

• What additional details could strengthen the proposal’s case?

• What would make the proposal more persuasive and complete?

Activity 13.3 shows a sample proposal written in response to the RFP from Activity 13.1. The authors incorporate creativity in presentation while still addressing all required elements.

^{Activity 13.3 | Proposal – (Reproduced with permission from Mia Manarang & Rhoda Rama)}

Attribution

This section contains material taken from Chapter 13.4 “Common Sections in Proposals” in Fundamentals of Business Communication Revised (2022) and is used under a Creative Commons Attribution-ShareAlike 4.0 International License.

References

References are at the end of this chapter.