Business Proposal Template: The Sections Every Proposal Needs

Copy the section headings into a document and answer the prompts under each. Replace anything in brackets. If a section does not apply, say so briefly rather than deleting it; readers notice gaps.

Include the proposal title, the reader's name and organization, your name and company, the date and a validity period. Keep it plain. Prompt: "Proposal for [Reader organization]: [Project name], prepared by [Your company], [date], valid until [date]."

One page at most. Summarize the problem, your solution, the outcome the reader can expect, the timeline and the price. Many readers will only read this page. Prompt: "[Reader] needs [outcome]. We propose [solution], delivered by [date] for [price]."

Describe the reader's situation using what you learned in conversations or documents. Name specific goals, constraints and deadlines. Prompt: "You told us that [problem]. The impact is [impact]. Success looks like [result]."

Explain your approach and why it fits. Link each element of the solution to a need from the previous section. Prompt: "To address [need], we will [action], which means [benefit]."

List what is included as concrete deliverables and what is excluded. State what you need from the reader and by when. Prompt: "Included: [list]. Not included: [list]. We need from you: [list]."

Show milestones with dates or durations, and the review points where the reader approves work. A simple table works well. Prompt: "Week 1: [milestone]. Week 3: [milestone]. Week 6: [delivery]."

Present the investment in a table: item, description, price. Add the payment schedule, how long the price is valid, revision limits, and cancellation terms. State assumptions that would change the price. Prompt: "Total: [price]. Payment: [schedule]. This price is valid until [date]."

Two or three short paragraphs of relevant experience, one or two specific examples with verifiable results, and references if the reader will want them. Do not claim results you cannot document.

State exactly what happens if the reader says yes: sign, pay the first installment, schedule a kickoff. Include a signature block if the document will be signed. Prompt: "To accept, sign below and we will schedule kickoff within [days]."

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