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1. Client Name – Project Title (make it
short and keep it punchy)
Project Proposal: Single sentence
description of the project
Prepared for: (Name of primary client contact), (Person's title)
Client Name – Project Title
Commercial in Confidence
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2. Background
(Client's Name)
Provide some background on the client to demonstrate that you understand who the
client is and what makes them unique. This is to ensure that you get the client into a
good state of mind before they start reading the proposal. It also shows that you've
done your research on the client. Don't just cut and paste text from the client's
website – you need to demonstrate that you understand the client in more detail
than that.
For example: (Client) is unique in the world in the way that it integrates research,
program development and advocacy. It delivers tangible and comprehensive local
outcomes in the areas of xxxx and xxxx. At the same time it uses international
connections as a platform to generate globally relevant xxxx products.
The Issue or Problem (keep it short)
For the heading above, encapsulating the issue or problem in a short heading using
language that the client used when you met with them is key to keeping the client
engaged.
By then reflecting back to the client the issue or problem using a combination of
their language and a few carefully selected "consulting" words or phrases, you show
that you've listened, understood and have already started to analyse the situation.
For example: (Client) is looking to enter a new chapter in its development. The
business operating conditions that (Client) is facing have changed significantly:
Client Name – Project Title
Commercial in Confidence
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3. (Your Company Name)
About (insert Your Company name)
Once you've developed the text for this part of the proposal you can reuse it every
time you write a new proposal. Think of it as both an opportunity to do a small bit of
advertising as well as providing comfort to the person reading the proposal that you
have the capability and capacity to deliver the project.
If you already have a company website then simply cut and paste text from your
company's "About" page of your website. Typically this will include information about
what you do, where you do it and how you go about doing it.
More information on (Company Name) can be found at: (www.insert your web
address)
Client Name – Project Title
Commercial in Confidence
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4. Phase One - Title
Phase One will focus on the following:
Expand upon the objective and approach of this phase slightly. For example,
this might include key questions that need to be answered or issues that need
to be identified.
The (Phase Title) phase is divided into the following stages.

(Stage 1 Title): Explanation of what stage 1 is all about. Ensure your
descriptions are expansive enough to make sense but generic enough so that
you don't give away enough detail to enable someone else to do the work!
Use descriptions such as "Prepare material for client team induction" or
"Interview key personnel to identify all known risks" etc…

(Stage 2 Title): Explanation of what stage 2 is all about.

(Stage 3 Title): Explanation of what stage 3 is all about.

(Stage 4 Title): Explanation of what stage 4 is all about.

(Stage 5 Title): Explanation of what stage 5 is all about.
Phase One Deliverables
By clearly stating what you will have achieved at the end of each phase, you will
ensure there are no disconnects between the client's expectations and what they
receive. Unmet expectations are the single largest source of disputes in any program
of work. You will ake your life easier if you manage the client's expectations from the
start.
This is especially important if the completion of a particular phase is tied to a
progress payment. It also ensures that you have really thought through your proposal
and haven't under estimated the cost of delivering the program of work. Typically the
deliverables of each intermediate phase are the things that you need to start the next
phase.
Client Name – Project Title
Commercial in Confidence
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5. Expand upon the objective and approach of this phase slightly. For example,
this might include key questions that need to be answered or issues that need
to be identified.
The (Phase Title) phase is divided into the following stages.

(Stage 1 Title): Explanation of what stage 1 is all about.

(Stage 2 Title): Explanation of what stage 2 is all about.

(Stage 3 Title): Explanation of what stage 3 is all about.

(Stage 4 Title): Explanation of what stage 4 is all about.

(Stage 5 Title): Explanation of what stage 5 is all about.
Phase Three Deliverables
Final phase deliverables will typically be quite tangible. Remember, this is about
managing expectations. For example:
Deliver final report.
Present final conclusions at a face to face meeting.
Achieve (Client's) final signoff using the agreed criteria from Phase 2.
Client Name – Project Title
Commercial in Confidence
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6. Your Title
Your Company Name
Email: your email address
Phone: your phone number
Client Name – Project Title
Commercial in Confidence
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7. Name of Key Support Person
Title
Professional Profile
Experience Summary
Key Capabilities
Capability
Capability
Capability
This is the section where you sell the experience of the major support
personnel working with you on the program - as it specifically relates to
the requirements of the proposal. Think of it as an extremely tailored
and distilled version of their CV. You have to include technical skills that
are specifically relevant to the program of work as well as convey an air
of authority in the area. Use the headings on the left hand column to
summarise their key relevant capabilities and name industry sectors or
specific clients they have done work for previously. For example:
Ahmed is our lead research/marketing/facilitation/etc… associate with
significant experience in …
Capability
Capability
He has worked in Europe and South East Asia in a wide range of roles in
the fields of …
Capability
Ahmed has significant experience in …
Key Industries and Clients
Industry Sector
Industry Sector
Industry Sector
Industry Sector
Major Client
Major Client
As a senior associate Ahmed has built considerable skills in …
His years of experience in xxxxx have built substantive capability in
research and development programs for…
Ahmed has participated in and led numerous programs to…
For more information see Ahmed's profile on LinkedIn: (insert the direct
link to his public LinkedIn profile)
Major Client
Professional Affiliations
Name of Organisation (www.internet address)
Client Name – Project Title
Commercial in Confidence
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8. Phase Two Work Plan
Note: Timing is for planning purposes only. Actual timing will depend upon
availability of required staff and contacts.
Client Name – Project Title
Commercial in Confidence
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9. Terms and Conditions
The terms and conditions you choose to have in your proposal can vary widely
depending upon the size of the program of work and the size of the organisation
you are pitching to. Generally large organisations will have their own T&Cs that they
will want you to sign up to. You should read them carefully, however you may find
it difficult to change any of them.
Should you decide that there are specific T&Cs that you want in your proposal then
you should consult a lawyer/solicitor with commercial or contract experience. They
should have appropriate "standard" ones that they can adapt to your type of
business activity. Typically you should cover things such as:

Definitions of terms used.

Proposal validity

Cancellation/Termination

Process for scope changes

Who bears responsibility for delay

Legal jurisdiction for disputes

Tax

Dispute resolution

Intellectual property ownership

Confidentiality

Warranties/Liabilities

Subcontracting
Client Name – Project Title
Commercial in Confidence
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