The following provides a review of the sections you will commonly find in proposals. Do not assume that each one of them has to be in the actual proposal you write, nor that they have to be in the order they are presented here.  Pay close attention to an RFP, which often specifies required sections.

Introduction. Plan the introduction to your proposal carefully. Make sure it does all of the following things (but not necessarily in this order) that apply to your particular proposal:

• Identify the purpose–to accept your proposal.
• Specify the project.
• If the proposal addresses a specific problem, describe your proposal as a solution to that problem.
• Develop audience interest, including at least one brief motivating statement that will encourage the recipient to read on and approve your proposal, especially if the rhetorical situation is difficult, for example if it is an unsolicited or competitive proposal.
• Give a roadmap of the contents of the proposal.

The context or other background on the problem, opportunity, or situation. Often occurring just after the introduction, this section discusses what has brought about the need for the project—what problem, what opportunity exists for improving things, what the basic situation is. For example, management of a chain of day care centers may need to ensure that all employees know CPR because of new state mandates requiring it, or an owner of pine timber land in eastern Oregon may want to get the land producing saleable timber without destroying the environment.

While the audience of the proposal may know the problem very well, the background section is useful in demonstrating your particular view of the problem.  Also, if the the proposal is unsolicited, this section is likely necessary—you will probably need to convince the audience that the problem or opportunity exists and that it should be addressed.

Benefits and feasibility of the proposed project. Most proposals briefly discuss the advantages or benefits of completing the proposed project. This acts as a type of argument in favor of approving the project. Also, some proposals discuss the likelihood of the project’s success–its feasibilty. In an unsolicited proposal, this section is especially important.

Description of the proposed project.  Most proposals must describe the finished product of the proposed project.  This may be in the RFP, but should be adapted to your proposal.

Method, procedure, theory. In some proposals, you will need to explain how you will go about completing the proposed work. This acts as an additional persuasive element; it shows the audience you have a sound, thoughtful approach to the project. Also, it serves to demonstrate that you have the knowledge of the field to complete the project.

Schedule. Most proposals contain a section that shows not only the projected completion date but also key milestones for the project. If you are doing a large project spreading over many months, the timeline would also show dates on which you would deliver progress reports. If you cannot cite specific dates, cite amounts of time for each phase of the project.

Budget: costs and resources required. Most proposals also contain a section detailing the costs of the project, whether internal or external. With external projects, you may need to list your hourly rates, projected hours, costs of equipment and supplies, and so forth, and then calculate the total cost of the complete project. Internal projects, of course, are not free, so you should still list the project costs: hours you will need to complete the project, equipment and supplies you will be using, assistance from other people in the organization, and so on.

Management.  Proposed projects, like businesses, can succeed or fail based on the qualifications and competence of those who will mange the project.  This section often includes resumes of all those who would be responsible for the project.

Conclusions. The final paragraph or section of the proposal should bring readers back to a focus on the positive aspects of the project.  Remind them of the benefits of doing the project, and maybe make one last argument for you or your organization as the right choice for the project.  You can also include follow-up.  Offer to meet with them if they have questions or wish to discuss anything further.

Special project-specific sections. Remember that the preceding sections are typical or common in written proposals, not absolute requirements. Always be sure to include any sections required by the RFP if there is one, and ask yourself what else might your audience need to understand the project, the need for it, the benefits arising from it, your role in it, and your qualifications to do it.