Introduction:

A supplemental project proposal is created and sent when more resources are needed, to complete a project, than originally proposed. It’s basically a request for more funds, supplies, materials, or labor.

How to write a supplemental project proposal
These types of proposals can be difficult to get right. You’re asking for more money, so you need to justify the reasons why.

The project may have changed or grown exponentially, or you may have miscalculated the amount of resource needed to complete it.

Regardless of the reason, this type of proposal needs careful consideration.

Use the below process to make sure you clearly:

  • Explain why you need additional resources
  • Prove the value of the extra resource
  • Update the client with a revised budget and timeline based on the new plan

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 supplemental 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 supplemental 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 & 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.

Record the details of the project proposal approver

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

Evaluation Tasks:

Evaluate progress made so far

Source

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

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?

Evaluate problems encountered

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

This will help you justify your supplemental resources when you come to writing the proposal document. 

Summarize changes needed

Looking at the overall progress of the project, resources, and problems encountered or anticipated, outline the 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

Source

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

It should also briefly outline the proposed changes/additions and explain why they're needed. 

Make sure you describe the following: 

  • 1
    Summary of the project
  • 2
    Goals & outcomes
  • 3
    Original budget
  • 4
    Original timings
  • 5
    Original methodology
  • 6
    Summary of proposed changes
  • 7
    Summary of reasons for the proposed changes

Summarize the progress made

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

This is a summary of your findings: {{form.Summarize_your_project_progress_findings_below}}

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

  • 1
    Have you met the original project goals?
  • 2
    Have you consistently met deadlines?
  • 3
    Have you kept within budget?
  • 4
    What is the status of the project currently?
  • 5
    How much is left to complete?
  • 6
    Have you encountered any difficulties?
  • 7
    Do you anticipate any difficulties?

Confirm resources needed/changes

Now that you've got the base progress level noted down, you need to confirm what additional resources or changes you are proposing to make, to help the project's progress. 

To help you write this section up, this is what you found during your evaluation task: 

Resources
{{form.Summarize_your_current_resource_findings_below}}

Probelms & solutions 
{{form.Summarize_the_problems_&_solutions_below}}

Answer these questions and then write this up into your proposal document. 

For clarification and transparency purposes, record the proposed budget and timings for these proposed changes/additions in the fields below and add them to your proposal document. 

Write the conclusion

This section should summarize the progress of the project, outline the key resources/changes needed to keep the project progressing, and justify the reasons for proposing these changes/resource. 

Make sure you include the following: 

  • 1
    Progress made
  • 2
    Proposed changes/resource needed
  • 3
    Justification for these changes/resource
  • 4
    What is likely to happen if these changes/resource 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 supplemental 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 resource/changes 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 supplemental proposal to {{form.Proposal_reviewer}}, you need to get your internal project stakeholders to review the proposal and approve or reject it.

Upload the supplemental 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 supplemental 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, it's now time to send the proposal to {{form.Proposal_reviewer}}.

Use the email template below 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.