IT project proposals may have to follow a set format and layout as specified within your organisation. But if not, it is up to you. Your overriding consideration is whether the appearance meets the executive board’s expectations. The following tips will improve your proposal format and appearance. Legibility. Keep the proposal simple and make it easy to read. Make information easy to find, include a table of contents, lists of figures, cross references, navigation / tabs. Number of pages. Unless stipulated, keep as brief as possible eg less than 10 pages - as a short proposal is much easier to read than a long one. Use headings, sections, typefaces, fonts, margins, headers, footers and other formatting to achieve maximum impact. Typeface – unless you have to use your company style, consider using a widely used one such as Arial or Times New Roman, which will make a document easier to read. Font size – 10 -12 point. Colours – use sensibly where possible, but keep to a restricted colour palette range or use your company colours. Use graphs and charts to improve readability and enhance the proposal. Layout – ensure plenty of white space on the page ie greater than 2.5 cm page margins plus 1 cm gutter if printing and binding the proposal. Limit the column width to help readability. Limit appendices for essential data only – the rest leave out. Use word software to automatically calculate the readability statistics (and then amend the proposal accordingly to improve readability) eg • Numbers of words, sentences, paragraphs • Average sentences per paragraph: aim for 2 to 3 depending upon column size and visual appearance • Average words per sentence: aim for 14 (some more, some less) • Average characters per word: aim for less than 5, but may be more if technical • Passive sentences: aim for less than 10% • Flesch reading ease: aim for more than 50% • Flesch-Kincaid grade: aim for less than 10 Final proposal edit, spell check and format edit, to keep the proposal simple and professional.