How to Write an Effective Proposal Memo

Proposal memos are usually longer than regular office memos.

Writing an effective proposal memo could make or break a project's chance of receiving approval so do not skimp on writing an effective proposal, no matter how good the idea is. Proposal memos are used for businesses and the academic field. Workers can use a proposal memo to seek approval for projects or strategic initiatives that will benefit the business. Students use proposal memos to request approval for a research project to a research advisor. As a rule, always have a coworker or fellow student review the proposal memo before submitting it.

Instructions

1. Enter recipients' names by rank, with their first and last name in the "To" area, along with their department. If the recipients are of the same rank, then list the names alphabetically.

2. Write the background for the proposed project. Think of the background as an introduction to the proposal, which should hook the reader in. Do not go into detail about the project and do not write more than one paragraph. The background should heighten the readers' interest in reading the proposal.

3. Explain the purpose of the project and who stands to benefit. In a business, be specific when describing benefits and include specific departments that would be helped by the project. For academia, it is acceptable to be general when stating benefits but be specific about the significance.

4. Describe your qualifications to complete the project. Be persuasive about your experience. The reader should feel that you are the only person who is capable of overseeing the proposed project.

5. Outline the project logistics. Include technical resources needed, the financial costs, the schedule and deadlines, and the personnel who will also work on the project. Explain all personnels' qualifications.

6. Prepare the conclusion. Do not restate the proposal. Instead, summarize the significance of the project. If the project is for a business, include how it is fulfills the company's strategic objectives. If the project is for research, include how the project is aligned with your academic and career goals.

References

• Writing for the Professions: 01 Proposal Memo
• Eliston Word Processing Plus: How to Write an Effective Memo
• International Network on Personal Meaning: How to Write a Research Proposal