Project proposal template: outline with fill-in placeholders

A project proposal explains one piece of work from start to finish: why it matters, what the phases are, who does what and how you will know it is done. Copy the outline, replace each [BRACKETED] item and delete any section that does not apply to your project.

Section-by-section outline

1. Title block [PROJECT NAME], prepared for [CLIENT NAME] by [YOUR NAME], version [NUMBER], dated [DATE].
2. Background Two or three sentences on the situation: [CURRENT STATE], [PROBLEM OR OPPORTUNITY]. Use facts the client gave you, not guesses.
3. Objectives and success measures State [NUMBER] objectives, each with a way to tell it was met: [OBJECTIVE] is met when [OBSERVABLE RESULT].
4. Approach and phases Break the work into phases: [PHASE 1: DISCOVERY], [PHASE 2: DRAFT], [PHASE 3: REVISION AND HANDOVER]. One line per phase on what happens in it.
5. Deliverables List each thing the client receives: [DELIVERABLE], delivered as [FORMAT], on [DATE]. Add [FILE TYPES] if the format matters.
6. Schedule and milestones Table or list: [MILESTONE], [DATE], [WHO APPROVES]. Show the start date [DATE] and the final handover date [DATE].
7. Roles and responsibilities What you do: [YOUR TASKS]. What the client does: [CLIENT TASKS, SUCH AS FEEDBACK WITHIN 3 WORKING DAYS]. Name one contact on each side: [CONTACT NAMES].
8. Budget and payment Total [FEE], split as [PAYMENT SCHEDULE]. Say what happens to extra work: [HOURLY RATE OR CHANGE PROCESS].
9. Assumptions and risks Write what you are assuming, for example [CONTENT ARRIVES BY DATE], and what could delay the work: [RISK] with [HOW YOU WILL HANDLE IT].
10. Approval A line for [CLIENT NAME] to confirm in writing, with [DATE] and the contact to reply to. Keep it as simple as an email reply if that suits you both.

Worked example (invented, for illustration)

Sam, a freelance video editor, proposes a three-minute explainer for a small accounting firm. Objective: the firm can show clients the intake process without a call. It is met when the video is live on the firm's services page by 20 November.

Phases: script call, rough cut, one revision round, final export. Deliverables: one 16:9 video and one vertical cut, both as MP4 files. The client's responsibilities include sending logos and approving the script within three working days.

Assumptions: the firm supplies the footage or access to record it. Risk: late feedback moves the final date day for day, and the proposal says so.

Checklist before you send

Each objective has a way to tell it was met.
Every phase has a start, an end and an owner.
Deliverables are listed with format and date.
The client's tasks are written down with deadlines.
Assumptions and risks are stated in plain words.
The total and the payment schedule agree with each other.
Version number and date are on the first page.
All [BRACKETS] are gone and names are spelled correctly.
You know who at the client must approve it.

A project proposal can be longer than a sales pitch, but each section should still fit on part of a page. Cut anything the client will not use to decide.

Proposal decks by profession

If you would rather start from a finished 12-slide deck written for your trade, see these:

Back to all proposal templates

Template only, not legal, tax or professional advice.