You’ve written strong content, your ideas are solid, and your team is ready to submit. Now it’s time to consider how the way you format your proposal can make the difference between a confusing document and a professional, persuasive one.
This post breaks down how to format your proposal so that it matches assignment expectations, aligns with the Annotated Proposal Template, and helps your group shine.
Use Clear, Consistent Headings
Headings help readers quickly find what they need. They’re like a roadmap to your document. Follow these guidelines:
- Keep the wording consistent with the assignment and template (e.g., use “Methods and Resources” not “Research Plan”).
- Use bold, left-aligned headings for each section of your proposal.
- Make each level of headings visually distinct. If first-level headings are 24pt., bold, and maroon, second-level headings should be smaller and a different color (e.g., 21pt., bold, and orange).
- If you add subheadings, begin with the second-level heading in your word processor and use clear, descriptive language.
Follow Paragraph and Spacing Conventions
- Single space paragraphs for easy reading.
- Skip a line between paragraphs.
- Skip a line before headings and the paragraphs that come before and after them. NOTE: most word processors have default headings that will add this space for you.
- Stick to a clean, readable font like Arial or Calibri at 11–12 pt.
- Align text to the left. Avoid centered text or full justification, as both are harder to read.
Include the Required Gantt Chart
The assignment requires a Gantt chart to show your project schedule, so don’t replace it with a table or bulleted list. A Gantt chart is a horizontal bar chart that maps tasks over time. You can create one in:
- Google Sheets or Excel using stacked bar charts.
- Lucidchart, Miro, or another free diagramming tool.
- Canva using a pre-built Gantt chart template.
Be sure to label your chart clearly and briefly explain it in the body text above or below the image. For example: “The Gantt chart below shows our proposed schedule for completing major tasks in the recommendation report.”
Use Visuals Purposefully
Your Gantt chart isn’t the only visual you might use. Visuals should support, not distract from, your content. You might include:
- Annotated screenshots to highlight usability issues.
- Mock-ups of proposed redesigns (if applicable).
- Charts or tables summarizing early research findings.
Always include a caption or brief explanation for each visual. Place visuals close to the related text and use consistent sizing and alignment.
Test It: Can a Reader Skim and Navigate Easily?
Before you submit, open your proposal and try skimming it.
- Can you find each section quickly?
- Are headings clear?
- Are visuals labeled and explained?
- Does the formatting help you understand the message?
If your answer to every question is yes, your reader will thank you—and you’re well on your way to earning a Complete.
Formatting might seem small, but in a professional proposal, it makes a big difference. A clean, well-organized layout shows you’re serious about your work and that your team is capable of delivering what you’re proposing.