When you are part of a service based business, your project proposal is your sales piece that will sell your services to the prospective client.
A project proposal needs to address the four key questions a prospective client has:
- Do they understand what I need?
- Do I trust them to deliver?
- Can I afford them?
- Can I work with them?
To accomplish this, your project proposal should have the following 10 key elements:
1. Client’s Requirements and Goals
The summary of the client’s requirements and goals is a critical part of your project proposal. Take the time to really understand what your prospect is looking for to ensure a better outcome. Furthermore, by showing how well you’ve paid attention to your prospect’s needs, you’ll set yourself apart from your competitors.
2. Tasks Involved and Your Fee for Each
List down the main tasks you’re going to do, along with the fee you will charge for each. Provide enough detail that anybody will be able to say when you have delivered or completed the task.
3. Breakdown of Each Task with Costs
It’s not enough to simply say what big tasks you will do. Break them down so your prospect appreciates how much work and skill it takes to complete each one.
If you offer different options, indicate the likely results they can expect from each option.
4. Priority and Delivery Schedule
Indicate which of the goals have the highest priority. Make it clear how long it will take you to complete each task and how milestones should be approved by the client.
5. Work Process
Describe how you usually work with clients. Will you have a meeting after the client approves your proposal? Describe how you will to track all client communication. Be specific now so you and your client won’t be in for surprises later on.
6. Mode of Payment
In this part, specify how you want to get paid. Do you require a deposit or full payment before starting on a project? Describe means of payment for example, electronic bank transfer.
7. Samples or Proof That You Can Do the Job
Make it easy for prospects to decide that you’re suitable for this project. Attach samples of work, or links to samples that show how you’ve completed similar projects in the past. Also give references of where you’ve worked successfully before.
8. Clear Indication of the Next Steps
Tell your prospect clearly what he should do if he either wants to proceed with the project, or if he has further questions before he can make a decision. Say something like, “If you need clarification on my proposal, please email your questions to me.”
9. Invoice for First Payment
Obviously, you should include an invoice only if you require a deposit before you start a new project.
10. Contact Information
Make sure your project proposals include your name and contact details–including your email address even if you are emailing your proposal. Don’t assume your prospect will simply hit the “reply” button, or take the time to find your contact information if he doesn’t see it right away.
In conclusion, for a successful project proposal, it should perform the following:
- show that you understand what the client is looking for
- prove that you are the best person for the tasks at hand
- convince the prospect that either they can afford you or they cannot afford not to hire you
Always ensure that your project will deliver as per client requirements and outline that clearly in your project proposal.
By Linky van der Merwe
PS: Pictures were taken during our holidays in Botswana and the Bushveld, South Africa.
I’ve created a free Project Proposal Guide to remind you of the 10 key elements to include!
Click below for a free Project Proposal Guide.
