Introduction:

A continuation project proposal is created and sent to update the client on the latest project status.

You need to make sure that the client is still on board with the approach, timeline, and budget you proposed in your original project proposal.

How to write a continuation project proposal
A continuation project proposal is quick and relatively simple to create. It’s basically a follow-up, to your original proposal, and can be put together easily.

Use this checklist, alongside the proposal document you plan to send to the client, to speed the process up further and make sure:

  • The client is fully aware of how you’re progressing with the project
  • The correct funds are provided for the next phase
  • You’re aware of any changes, before moving forwards

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Preparation Tasks:

Complete checklist details

Start this project proposal process by explaining who is completing the checklist, so that everyone in your company is aware and can contact you if they need to. 

Create the proposal document

Source

The first thing you need to do is create the continuation proposal document that you will be working on, alongside this checklist.

Run through the following tasks to set your document up:

  • 1
    Decide what document authoring tool you will use (eg. Word or Google docs)
  • 2
    Create a new document
  • 3
    Name it
  • 4
    Save it
  • 5
    Add the location / URL of your document in the field below

Record the original project proposal details

Next, you need to upload a copy of the original project proposal and describe the details of the project proposal, in the form fields below.

Record the details of the project proposal approver

Then, give details about who approved the proposal in the fields below. 

Evaluation Tasks:

In this task, you need to review the project's progress so you can update {{form.Who_approved_the_proposal?_3}} accurately. 

These were the projects key goals & outcomes: {{form.Project_goals_&_outcomes}}

Evaluate overall progress made

Source

Before you start putting together your continuation proposal, you need to assess the project's progress. 

Get the project team together and discuss the following items:

Summarize your discussion in the fields below, so you can use these to write up your proposal. 

Evaluate current project resources

Now you have an overview of how the project is progressing, next, think about and assess the resources you are using. 

Resources can be anything from team members and materials to tools and equipment. 

Ask yourself the following questions:

  • 1
    Is the project team functioning well?
  • 2
    Do you need any additional team members?
  • 3
    Do you need any additional skill-sets?
  • 4
    Do you need different materials, equipment or tools?
  • 5
    Are there any other resources needed to make the project a success?

Summarize your thoughts about how the current resources are performing below. If you find you need to make changes to your existing resources, make sure you justify the reasons why.

Evaluate problems encountered

Now you've assessed the resources you are using, now its time to look deeper at any problems you have come up against, or are anticipating running into. 

Summarize changes needed

Looking at the overall progress, resource issues, and problems encountered or anticipated, outline any changes that need to be made to the original project proposal in the fields below. 

Identify what impact these changes might have on budget and timings in the fields below. 

Writing Tasks:

Write the introduction

The introduction section in your proposal document should remind the proposal reviewer about the key elements of your original project proposal in a clear, concise way. 

Make sure you describe the following: 

  • 1
    Summary of the project
  • 2
    Goals & outcomes
  • 3
    Original budget
  • 4
    Original timings
  • 5
    Orignal methodology

Update on progress made

Using the evaluations made in tasks 8 - 11, record the progress of the project in the fields below, so you can then add this to your proposal document. 

Establish new predictions

Source

Now that you've got the base progress level noted down, you need to adjust any predictions made for the outcome of your proposal to account for what you have learned so far.

You'll also need to change your budget and timeline if necessary.

Again, do so using the form fields below.

Confirm new resource needed

Once you've adjusted your predictions and project plan to account for any changes, you need to lay out what resources you'll need approval for.

Record this information in the felids below and add it to your proposal document. 

Then {{form.Who_approved_the_proposal?_3}} can see exactly what you're asking for without having to estimate anything themselves.

Write the conclusion

This section should summarize the progress of the project and outline any key changes needed to keep the project progressing. 

Make sure you include the following: 

  • 1
    Progress made
  • 2
    Any changes to the original proposal
  • 3
    Justification for these changes
  • 4
    What is likely to happen if these changes do not happen

Pre-Submission Tasks:

Check the structure

Read through your proposal and check it follows a logical structure. 

While there is no official structure for a continuation project proposal, something like this will ensure the relevant information is displayed in a logical order for the proposal reviewer: 

  • Title page
  • Table of contents
  • Introduction
  • Progress made 
  • New predictions 
  • New resource required 
  • Conclusion

Check the aesthetics

Read through your proposal and check for the following aesthetic/formatting errors: 

  • 1
    Is there a title page with all the necessary information describing this document?
  • 2
    Does the organization of the proposal enhance the content and make it easy to find/avoid types of information?
  • 3
    Are the margins consistent?
  • 4
    Is pagination accurate?
  • 5
    Did you use a consistent type-style?

Upload for internal approval

Before you send the continuation proposal to {{form.Who_approved_the_proposal?_3}}, you need to get your internal project stakeholders to review the proposal and approve or reject it.

Upload the continuation proposal into the field below so the internal stakeholders can approve it in the next task.

Approval:

Will be submitted for approval:
  • Upload for internal approval
    Will be submitted

Implement feedback

Update your continuation proposal document with feedback from internal stakeholders, and record the feedback you have received, for future proposals.

Once updated,  re-upload the final proposal into the field below so your internal stakeholders can approve it in the next task.

Approval:

Will be submitted for approval:
  • Implement feedback
    Will be submitted

Send the proposal

Once your proposal has been approved, its now time to send it to {{form.Who_approved_the_proposal?_3}}.

Use the email template below as a guide.

Sources:

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