Write a project proposal your boss or client approves
Good ideas get rejected when the proposal is vague about cost, timing or results. Give your todo.is agent the problem and your idea, and it researches supporting facts, then writes a persuasive, well-structured project proposal with a budget, timeline and clear ask.
The prompt
- Write a project proposal for [PROJECT IDEA] to present to [WHO APPROVES IT]. The problem today: [PROBLEM AND HOW IT SHOWS UP]. My solution: [WHAT YOU WANT TO DO]. Estimated cost and time: [BUDGET AND DURATION]. Structure: executive summary, background and problem (with numbers), objectives, proposed solution, scope and deliverables, timeline with milestones, budget table, resources needed, risks and how we will handle them, expected benefits and how we will measure them, and the decision I need. Search for 2 or 3 credible sources that support the case and cite them with links. Keep it under 6 pages, confident and concrete, no buzzwords. Deliver it as a Word file and a PDF.
What to change
- [PROJECT IDEA]: e.g. "a self-service help center for our customers".
- [WHO APPROVES IT]: e.g. "our leadership team", "the city council" or "client: Brava Hotels".
- [PROBLEM AND HOW IT SHOWS UP]: e.g. "support gets 900 repeat questions a month, replies take 2 days".
- [WHAT YOU WANT TO DO]: Your idea in a few sentences, or attach notes.
- [BUDGET AND DURATION]: e.g. "$18,000 and 10 weeks", or "help me estimate".
Example result
- Project proposal: Customer self-service help center
- Prepared for: Leadership team, Coastline Software | By: Rita Alves, Support Manager | Date: October 2026
- Executive summary
- Our support team answers the same 25 questions about 900 times a month. A searchable help center would let customers solve these in minutes, cut repeat tickets by an estimated 30 to 40% and free 1.5 people for complex cases. The project costs $18,000 and takes 10 weeks. I am asking for approval to start on November 16.
- The problem
- • 2,600 tickets a month, 35% about passwords, invoices and exports
- • Average first reply time: 2 days, up from 9 hours last year
- • Customer satisfaction on support fell from 4.5 to 3.9 out of 5
- Objectives
- 1. Reduce repeat tickets by 30% within 3 months of launch
- 2. Bring first reply time under 12 hours
- 3. Raise support satisfaction back above 4.4
- Proposed solution
- A help center with 60 articles covering the top questions, short how-to videos, search, and a suggested-articles box inside the contact form.
- Scope and deliverables
- • In: 60 articles, 10 videos, help center setup, contact form suggestions
- • Out: chatbot, community forum (could follow in 2027)
- Timeline
- • Weeks 1 to 2: ticket analysis and article list
- • Weeks 3 to 7: writing and videos
- • Weeks 8 to 9: setup and testing
- • Week 10: launch and announcement
- Budget (estimate)
- • Help center software, year 1: $3,000
- • Freelance technical writer, 8 weeks: $11,000
- • Video editing: $2,500
- • Contingency: $1,500
- • Total: $18,000
- Risks
- • Articles go out of date: product team updates articles in every release checklist
- • Low adoption: link articles in every ticket reply and in the app menu
- Measuring success
- Monthly report on ticket volume by topic, help center searches with no result, reply time and satisfaction.
- Decision needed
- Approve $18,000 and 10 weeks, starting November 16.
How to do it with todo.is
- Copy the prompt and fill in the idea, approver, problem, solution and budget.
- Paste it into todo.is on the Today screen and attach any data you have, such as reports or exports.
- Your agent finds supporting sources, writes the proposal and delivers Word and PDF files.
- Ask for changes like "make it 2 pages" or "turn it into 8 slides" if you need to present it.
Tips for a better result
- Lead with the problem in numbers. Approvers say yes to fixing a cost they can see.
- End with one specific ask: amount, time and start date.
- Show what is out of scope so nobody expects more than you are proposing.
- Include how you will measure success. It makes the proposal feel lower risk.
- Writing for an outside client? Ask your agent to read their website first and use their language.
project proposal: FAQ
- What are the main parts of a project proposal? An executive summary, the problem, objectives, the proposed solution, scope, timeline, budget, risks, expected benefits and the decision you need.
- How long should a project proposal be? Internal proposals are often 2 to 6 pages. Client or grant proposals can be longer if the funder asks for specific sections.
- What is the difference between a project proposal and a business case? A business case focuses on the financial justification and options. A project proposal covers that briefly and adds the plan: scope, timeline and deliverables.
- Can my agent turn the proposal into slides? Yes. Ask it to make a PowerPoint (.pptx) from the proposal, for example 8 slides with the budget and timeline as charts.
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