Introduction:

A renewal project proposal is created and sent when your involvement in an ongoing project has finished, contractually, but you want to renew your existing contract and continue to work on the project.

How to write a renewal project proposal
This proposal type is one of the easier proposals to write because it’s less competitive and you already have a relationship with the client. Rather than explaining who you are, what you can do, and how you can do it, it’s about providing evidence on what you’ve done and why they should renew your contract.

When you start to write your renewal project proposal, follow the below process so you can:

  • Emphasize your past results
  • Show how you can exceed these past results in the future
  • Prove that the ROI will be higher if they use you, as opposed to hiring someone new

Process Street is super-powered checklists. It’s the easiest way to manage your recurring tasks, procedures, and workflows.

Create a checklist template and run individual checklists for each member of your team. You can check tasks off as you work through them, set deadlines, add approvalsassign tasks, and track each team member's progress.

You can also connect to thousands of Apps through Zapier and automate your workflows even more.

Preparation Tasks:

Complete checklist details

Start this renewal 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

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 & save it
  • 4
    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.

This will help refresh your memory about the project you've been working on. 

Record the project proposal reviewers details

Then, give details about who will be reviewing (and approving) your renewal project proposal in the fields below. 

Evaluation Tasks:

Evaluate team performance

Source

Before you start writing your renewal project proposal, it's a good idea to assess how the project has gone so far. 

Gather together the following people to discuss the project: 

{{form.Project_team_members}}

Run through the following questions and summarize your discussions in the fields below, so you can use these to write up your proposal. 

Report the results of the project

Next, you need to measure how effective the project was in tackling the problem it was supposed to resolve, or the need it was meant to fulfill.

This will let {{form.Proposal_reviewer}} make an informed decision about whether to renew their support.

Do so using the form fields below.

Establish the renewed projects potential impact

You have the information on the project's performance to date.

Now think about why you want to renew the project and what the implications are of renewing this.  

Writing Tasks:

Write the introduction

Source

Now you've assessed and evaluated the project, it's time to start writing the proposal.

Starting with 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

Summarize the performance of your team

Using the information gathered in task 8, summarize how the performance of your team, and the project, has been so far.

Answer the below questions before writing this up into your proposal document. 

  • 1
    Have you met the original project goals?
  • 2
    If you haven't, why?
  • 3
    If you have, how have you done this?
  • 4
    Have you consistently met deadlines?
  • 5
    have you kept within budget?
  • 6
    What is the status of the project currently?
  • 7
    How much is left to complete?

Write up the project results

Using the information gathered in task 9, summarize the results of the project and write it up into your proposal document.

Answer the following questions to help guide your writing. 

  • 1
    Did the project meet its goals?
  • 2
    If so, how did you do this?
  • 3
    If not, how come?
  • 4
    Did you encounter any difficulties?
  • 5
    What were the biggest successes?
  • 6
    What were the biggest challenges?

Explain the impact of the renewed project

Using the information gathered in task 10, write up, in your proposal document,  why you want to renew the project and what the expected impact of renewing the project will be. 

Use these questions to guide your thoughts.

  • 1
    Why does the project need renewing?
  • 2
    What are the benefits of renewing the project?
  • 3
    What are the renewed project outcomes?
  • 4
    What are the renewed project start and finish dates?
  • 5
    What are the renewed project budgets?

Write the conclusion

This section should summarize the project, outline why the project should be renewed, and establish the impact the renewed project will have. 

Make sure you include the following: 

  • 1
    A quick overview of the project (include current status)
  • 2
    Why the project needs renewing
  • 3
    The impact of renewing the project
  • 4
    A round-up of revised budget and timings

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 renewal 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
  • Project performance 
  • Project results 
  • Renewed project impact
  • 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.Proposal_reviewer}} you need to get your internal project stakeholders to review the proposal and approve or reject it.

Upload the renewal project 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 renewal 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 internally approved, its now time to send it to {{form.Proposal_reviewer}}!

Use the following email template as a guide.

Sources:

Sign up for a FREE account and
search thousands of checklists in our library.

Sign up for a FREE account and search thousands of checklists in our library.