Project proposal: [Project name]
How to use this template
Fill in the sections in order, then write the summary last. A sponsor who reads only the grey panel should be able to say yes or no.
Objectives are changes you can measure, not things you will build: see the example under the table.
Aim for three to six pages. Detailed estimates, research and quotes go in an appendix. Add 10–20% contingency to the budget, and say why that much.
Walk your sponsor through a draft before the formal review, so the meeting holds no surprises. Then delete the grey hints, this box and the example.
Prepared by | |
Prepared for | |
Date | |
Version | |
Decision by |
Summary
The problem, what you propose, what it costs, when it finishes.
Cost:
Finishes:
Asking for:
The problem
Who is affected, what it costs them today, and what happens if nothing changes.
Objectives
Objective | Measure | Today | Target | By |
See an example
Not an objective: Launch a new invoicing system. That is a deliverable; it says nothing about what gets better.
An objective: Pay suppliers faster
Measure: median days from invoice received to invoice paid, in the finance system
Today: 14 days · Target: 5 days · By: 2027-03-31
Proposed approach
How you will solve it, in plain steps.
Options considered
Option | Cost | For | Against |
Do nothing |
Scope
Deliverables
Out of scope
What a reader might expect this project to do, but it won't.
Timeline
Phase or milestone | Dates | Output | Owner |
Team and budget
Team
Role | Name | Responsible for | Time |
Sponsor | Owns the budget and approves changes to scope | ||
Project lead | Runs the work day to day | ||
Team | |||
Consulted |
Budget
Item | Basis | Cost |
Contingency | ||
Total |
Expected return:
Risks and assumptions
Risk | Likelihood | Impact | Mitigation | Owner |
Assumes:
Depends on:
Decision requested
Approve a budget of [amount] for the scope above
Assign [people] from [date]
Agree the first checkpoint on [date]
Name | Role | Decision | Date |