How to Properly Write a Government Proposal

Contractors create proposals for government projects.
Contractors create proposals for government projects. (Image: Jupiterimages/Comstock/Getty Images)

Government agencies often issue Requests for Proposals (RFP) when they want to conduct a new project. When an RFP is issued, businesses create proposals to submit to the government office. These companies must research the project and create a proposal in writing describing how they will complete the project, the costs involved and many other factors pertaining to the job. The government agency then chooses one proposal and hires that company to arrange or complete the project.

Obtain a copy of the RFP. The RFP is issued by the organization conducting the project. It includes the scope of the project and all specifications contractors must know in order to bid on the job. Determine if your company can complete the project with the resources and knowledge it has.

Create a project team. Gather several individuals together to form a team to complete the proposal. Give each team member assignments regarding various aspects of the project.

Research the project. After all team members complete their jobs and the entire project is researched, begin writing the proposal.

Include a cover page. This page should include the name of the organization requesting the bids, your company’s name and contact information and the title of the proposal.

Break down the proposal into sections. The first is called the executive summary, which outlines the main ideas of the project. The second is the structural design, which offers details regarding project specifications. The operations and infrastructure section describes your company. The next several sections are used to outline the resources that you will use, including key employees and the schedule and costs for the project.

Provide details for each section. When writing a government proposal, be sure to answer all possible questions the agency may have regarding your work. Provide details about your company, what you specialize in and how you will accomplish the project. When outlining the costs of the project, be specific and explain all details. Include a breakdown for labor and materials as well as the number of employees you will use.

Include your contact information. At the end of the proposal, reiterate your name, company name and contact information. Tell the reader that you look forward to hearing back regarding this project.

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