How to Write a Proposal (with AI tips) – A Step-by-Step Guide

Introduction to Proposal Writing

Writing a business proposal is a critical skill for companies looking to secure new clients, partnerships, or funding. A well-crafted proposal effectively communicates value, aligns with client needs, and increases the chances of winning contracts. However, understanding how to write a proposal can be challenging, especially when balancing structure, clarity, and persuasion.

The good news is that now you can boost your proposal success rate with AI RFP Software.

What Is a Business Proposal?

A business proposal is a document that presents a solution to a client’s problem or need. It outlines the scope of work, pricing, and benefits of the proposed approach. Business proposals can be solicited—requested in response to an RFP (Request for Proposal)—or unsolicited, where a company proactively pitches a solution. Additionally, proposals can be formal or informal, depending on the requirements and expectations of the recipient.

Why Proposal Writing Matters

A compelling proposal does more than just outline a product or service; it demonstrates a company’s expertise and ability to deliver results. Well-structured proposals help businesses:

• Win contracts and secure new clients
• Build credibility and trust with potential partners
• Clarify project goals, timelines, and deliverables
• Differentiate from competitors by showcasing unique value propositions

The Role of AI in Proposal Writing

The integration of AI in proposal writing is transforming traditional processes, making them faster and more efficient. AI-powered tools can analyze RFPs, generate proposal drafts, and ensure compliance with submission requirements. With AI, businesses can automate repetitive tasks, such as writing responses to requirements, drafting executive summaries, and creating compliance matrices. This not only speeds up the proposal process but also enhances accuracy and consistency.

For example, AI-driven proposal platforms can automatically generate proposal templates tailored to specific industries and clients. Instead of searching for a proposal writing sample, companies can now use AI to create customized proposals in minutes.

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Key Elements of a Proposal

Regardless of industry, most proposals follow a similar structure:

• Title Page – Includes the proposal title, company name, and submission date
• Executive Summary – Briefly outlines the proposal’s purpose and key benefits
• Problem Statement – Defines the client’s issue and why it needs to be addressed
• Proposed Solution – Details how the company’s product or service will solve the problem
• Implementation Plan – Provides a timeline, milestones, and deliverables
• Pricing and Terms – Breaks down costs, payment schedules, and contract terms
• Conclusion – Summarizes the value of the proposal and includes a clear call to action

Navigating the Future of Proposal Writing

As AI continues to evolve, businesses will find new ways to streamline proposal creation and improve success rates. Companies that leverage AI for proposal writing format optimization and strategic content generation will gain a competitive edge. However, maintaining a balance between automation and human oversight remains crucial to ensuring proposals remain personalized and persuasive.

For more insights into how AI is shaping the future of proposal writing, explore our guide on how AI agents are transforming proposal writing. Additionally, understanding the importance of compliance matrices in RFPs can help businesses align their proposals with client requirements more effectively.

With AI-driven tools and strategic writing techniques, businesses can create proposals that not only meet but exceed client expectations, increasing their chances of securing new opportunities.

How to Write a Proposal for a Project

Writing a compelling project proposal is essential for securing new business opportunities, funding, or approval for an initiative. Whether you’re responding to an RFP or pitching an unsolicited proposal, structuring your document effectively can make all the difference. Here’s a step-by-step guide on how to write a proposal for a project while integrating AI tools to streamline the process.

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1. Define the Purpose of Your Proposal

Before drafting a proposal, clarify its purpose. Are you responding to a formal request (solicited proposal) or presenting an unsolicited idea? Understanding your audience’s needs and expectations is crucial for crafting a persuasive document.

For instance, when responding to an RFP, ensure your proposal aligns with the client’s requirements and evaluation criteria. AI-driven tools can analyze RFPs and extract key requirements, helping proposal teams focus on strategy rather than administrative tasks. Learn more about leveraging AI for compliance in proposals in our compliance matrices and AI integration guide.

2. Structure Your Proposal Effectively

A well-organized proposal improves readability and engagement. Follow this standard structure:

• Title Page: Include your company name, project title, and submission date.
• Executive Summary: Provide a high-level overview of your proposal’s objectives and key benefits.
• Problem Statement: Define the challenge or need your project addresses.
• Proposed Solution: Detail how your approach solves the problem.
• Implementation Plan: Outline timelines, milestones, and resource requirements.
• Budget and Pricing: Provide a transparent cost breakdown.
• Conclusion and Call to Action: Summarize key points and next steps.

AI tools can assist in generating initial drafts and structuring proposals efficiently, reducing manual effort.

3. Craft a Persuasive Executive Summary

Your executive summary should capture the reader’s attention immediately. It must succinctly explain why your proposal matters and how it benefits the recipient. AI-powered writing assistants can help refine this section, ensuring clarity and impact.

For deeper insights into crafting compelling executive summaries, check out our guide on executive summaries in proposals.

4. Customize Your Proposal for the Client

Generic proposals rarely succeed. Tailor your content to the client’s industry, challenges, and expectations. Use AI-powered tools to analyze past communications, extract relevant data, and personalize your messaging for maximum impact.

5. Ensure Compliance and Accuracy

If your proposal responds to an RFP, compliance is non-negotiable. AI-driven compliance matrices can cross-reference proposal content against RFP requirements, ensuring completeness and reducing the risk of omissions.

6. Enhance Readability with Formatting and Visuals

Using bullet points, tables, and visuals improves proposal readability. AI tools can generate structured content, suggest layout improvements, and even create visual elements such as compliance checklists and budget breakdowns.

7. Proofread and Optimize for Clarity

Errors can undermine credibility. AI-powered editing tools streamline grammar checks, readability improvements, and consistency reviews, ensuring your proposal is polished and professional.

8. Conclude with a Strong Call to Action

End your proposal with a clear call to action, such as scheduling a meeting or requesting feedback. AI can suggest closing statements that align with the proposal’s objectives and encourage prompt responses.

By leveraging AI, businesses can streamline proposal creation, enhance compliance, and improve win rates. For an in-depth look at AI’s role in proposal management, explore our article on AI in proposal writing.

Proposal Writing Format: Structuring a Winning Proposal

A well-structured proposal is essential for securing contracts and demonstrating professionalism to potential clients. Whether responding to an RFP or submitting an unsolicited proposal, following a clear proposal writing format can make a significant impact. Below, we outline the key components of a winning business proposal and best practices to enhance clarity and persuasiveness.

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Essential Components of a Business Proposal

A proposal format typically includes the following elements:

• Title Page – Clearly state the proposal title, your company’s name, the recipient’s name, and the submission date.
• Table of Contents – Helps the reader navigate lengthy proposals with ease.
• Executive Summary – A concise overview highlighting the proposal’s purpose and benefits.
• Problem Statement – Defines the client’s challenges and why a solution is needed.
• Proposed Solution – Details how your product or service addresses the problem effectively.
• Implementation Plan – Outlines the timeline, milestones, and resources required for execution.
• Pricing and Budget – Breaks down costs, ensuring transparency in financials.
• Company Background and Qualifications – Showcases expertise, past achievements, and credibility.
• Conclusion and Call to Action – Reinforces key points and encourages the next steps.

Best Practices for Structuring a Proposal

To ensure your proposal is engaging and easy to read, follow these formatting best practices:

• Use clear headings and subheadings for logical flow.
• Incorporate bullet points to highlight key details.
• Keep paragraphs concise and to the point.
• Use visual elements such as tables and charts to enhance comprehension.
• Ensure consistency in font, spacing, and alignment for a professional appearance.

For deeper insights into executive summaries, check out our guide on crafting compelling summaries in proposals.

How AI Enhances Proposal Writing

Rather than relying on a proposal writing template, AI-powered tools can automate proposal drafting, ensuring compliance with RFP requirements and improving efficiency. With AI, proposal teams can:

• Generate structured drafts instantly based on past proposals and industry best practices.
• Analyze RFP requirements to ensure compliance and alignment.
• Extract key insights from client documents to customize responses effectively.

For an in-depth look at how AI is transforming proposal management, explore our article on AI-driven proposal writing.

Sample Proposal Format and Customization

While a sample project proposal PDF can offer guidance, every proposal should be customized to the client’s needs. AI tools help streamline this process by:

• Offering real-time content recommendations based on client preferences.
• Ensuring consistency in messaging and branding across documents.
• Providing instant grammar and clarity enhancements for readability.

For a comprehensive breakdown of compliance matrices and how AI ensures adherence to RFP standards, read our guide on compliance in proposals.

Conclusion

A well-structured business proposal format is crucial for making a strong impression and increasing win rates. By leveraging AI, proposal teams can automate repetitive tasks, enhance compliance, and customize proposals with precision, ensuring they stand out in competitive bidding environments.

How to Make a Proposal for a Project: Key Elements

Crafting a winning proposal requires a structured approach, ensuring all critical components are in place. A well-prepared proposal not only communicates your solution effectively but also increases your chances of securing a deal. Below are the key elements every project proposal should include.

Defining the Problem and Objectives

A strong proposal starts with a clear problem statement that outlines the challenge your client is facing. This section should:

• Be specific and measurable.
• Include relevant data or statistics to back up the problem.
• Explain why addressing this issue is essential.

Following the problem statement, define the objectives your proposal aims to achieve. These should be aligned with the client’s goals and provide a roadmap for how your solution will bring measurable improvements.

Structuring the Proposal with a Professional Format

A well-organized proposal enhances readability and professionalism. The standard proposal writing format includes:

1. Title Page – Includes the proposal title, your company name, and submission date.
2. Executive Summary – A high-level overview of the proposal, briefly outlining the problem, proposed solution, and expected benefits.
3. Problem Statement – Clearly defines the issue being addressed.
4. Proposed Solution – Details your approach, methodology, and key deliverables.
5. Implementation Plan – Breaks down the steps, timeline, and resources needed to execute the project.
6. Budget and Pricing – Outlines the costs involved, including itemized pricing if necessary.
7. Conclusion and Call to Action – Reinforces why your proposal is the best fit and includes next steps.

For those looking for a sample project proposal PDF, AI-powered tools now allow you to generate customized templates instantly, eliminating the need for static proposal formats.

Customizing Your Proposal for Different Clients

A one-size-fits-all approach rarely works in proposal writing. To improve your chances of success:

• Research the client’s pain points and industry trends.
• Tailor your solution to their specific needs.
• Use data and case studies relevant to their sector.

Proposals that feel personalized are more likely to engage the client and demonstrate a deep understanding of their challenges.

Avoiding Common Proposal Mistakes

Even well-prepared proposals can be undermined by common mistakes. Avoid:

• Vague language – Be specific about your deliverables and expected outcomes.
• Overloading with unnecessary details – Keep it concise and to the point.
• Ignoring compliance requirements – Ensure your proposal meets all RFP specifications. For a deeper dive into compliance matrices in RFPs, check out this guide on compliance and proposal success.

Leveraging AI for Smarter Proposal Writing

AI is revolutionizing how proposals are created by streamlining processes such as:

• Drafting executive summaries in seconds.
• Extracting acronyms and key terms from RFPs.
• Generating compliance matrices automatically.

For a closer look at how AI is transforming proposal writing, explore this article on AI-powered proposal management.

Conclusion

Mastering how to make a proposal for a project requires a mix of clear structuring, customization, and strategic messaging. With AI tools now offering real-time drafting, compliance checks, and automated summaries, proposal professionals can enhance efficiency while maintaining a human touch.

Business Proposal Example and Best Practices

A well-crafted business proposal is a powerful tool for winning new clients and securing contracts. Whether responding to an RFP or sending an unsolicited offer, a proposal must be structured, persuasive, and tailored to the client’s needs. Below, we explore a business proposal example and best practices to ensure your proposal stands out.

Key Elements of a Business Proposal

A strong proposal should include the following essential components:

• Title Page – Clearly state your company name, the client’s name, the proposal title, and the submission date.
• Executive Summary – Provide a high-level overview of the proposal, summarizing key points and the value proposition.
• Problem Statement – Define the client’s challenge or need and explain why addressing it is critical.
• Proposed Solution – Outline your approach, methodology, and how your solution meets the client’s requirements.
• Implementation Plan – Provide an estimated timeline, milestones, and deliverables.
• Pricing and Terms – Clearly outline costs, payment schedules, and contract terms.
• Conclusion and Call to Action – Reinforce the proposal’s value and encourage the client to take the next step.

How AI Enhances Business Proposal Writing

Traditionally, writing a business proposal required hours of research, drafting, and revisions. With AI-powered tools, proposal teams can streamline the process by generating structured drafts, ensuring compliance with RFP requirements, and optimizing clarity. AI can assist in:

• Automating Proposal Drafting – With AI-driven platforms, businesses can generate a business proposal template instantly, eliminating the need for manual formatting.
• Ensuring Compliance – AI tools can cross-check proposals against RFP requirements, reducing the risk of missing key details.
• Customizing Content – AI analyzes client preferences and past interactions, allowing for highly personalized proposals.

For a deeper dive into how AI is transforming proposal management, explore this guide on AI in proposal writing.

Best Practices for Writing Winning Proposals

To maximize your chances of success, follow these best practices:

• Tailor Each Proposal to the Client – Avoid generic proposals by addressing the client’s unique needs and pain points.
• Use Clear and Persuasive Language – Keep your writing concise and compelling, avoiding jargon that may confuse the reader.
• Incorporate Visual Elements – Use charts, bullet points, and tables to enhance readability and highlight key information.
• Proofread and Edit Thoroughly – Errors can undermine credibility, so review your proposal carefully before submission.
• End with a Strong Call to Action – Encourage the client to schedule a follow-up meeting or approve the next steps.

The Future of Business Proposals

AI is reshaping the landscape of proposal writing by making the process faster and more data-driven. Businesses leveraging AI-driven proposal tools can reduce turnaround times while maintaining high-quality, customized proposals. To explore how AI can improve compliance and proposal success rates, check out this guide on compliance matrices.

By combining AI capabilities with traditional best practices, businesses can create compelling, high-impact proposals that increase their chances of winning contracts.

How to Write an Executive Summary for a Business Proposal

An executive summary is one of the most critical components of a business proposal. It serves as a concise yet compelling overview of the proposal, designed to engage decision-makers and encourage them to read further. A well-crafted executive summary can significantly impact the success of a proposal by clearly outlining the value proposition, key benefits, and the proposed solution.

Why an Executive Summary Matters

The executive summary is often the first (and sometimes the only) section that stakeholders read before deciding whether to proceed with a proposal. It should effectively communicate:

• The purpose of the proposal
• The client’s challenges or needs
• The proposed solution and its benefits
• A compelling call to action

By structuring this section strategically, proposal teams can capture attention and increase the likelihood of winning contracts.

Key Elements of an Effective Executive Summary

To write a strong executive summary, ensure it includes the following elements:

1. Introduction – Briefly introduce your company and the purpose of the proposal.
2. Client’s Challenges – Clearly articulate the client’s pain points and why they need a solution.
3. Proposed Solution – Outline how your offering addresses the client’s needs.
4. Key Benefits – Highlight the advantages of your solution, such as cost savings, efficiency, or compliance assurance.
5. Call to Action – End with a strong statement encouraging the client to take the next step, such as scheduling a meeting or requesting additional details.

Best Practices for Writing an Executive Summary

• Keep it concise – Aim for no more than 1-2 pages to maintain engagement.
• Use clear, direct language – Avoid jargon or overly technical details.
• Focus on the client’s perspective – Tailor the content to their specific needs and decision-making process.
• Incorporate visuals – Use bullet points or short paragraphs for better readability.

For an in-depth guide on mastering executive summaries, including AI-powered tools that optimize proposal writing, visit our executive summaries resource.

How AI Enhances Executive Summaries

AI-driven proposal writing tools help teams craft executive summaries more efficiently by:

• Analyzing past successful proposals to identify common winning elements.
• Generating tailored content based on the specific RFP requirements.
• Ensuring compliance with bid specifications and evaluation criteria.

AI tools not only speed up content creation but also improve accuracy and consistency. To explore the impact of AI in proposal writing, check out our insights on AI in bid writing.

Common Mistakes to Avoid

• Being too vague – Provide specific details on how your solution meets the client’s needs.
• Focusing too much on your company – The summary should be client-centric, not a company history.
• Overloading with technical details – Save in-depth explanations for the main body of the proposal.

By following these best practices, proposal teams can craft executive summaries that captivate decision-makers, clearly highlight value, and increase the chances of securing business opportunities.

AI in Proposal Writing: Enhancing Efficiency and Accuracy

Artificial intelligence is revolutionizing proposal writing by automating time-consuming tasks, improving compliance, and optimizing content for better engagement. Whether using an AI RFP Response Generator to respond to a formal request or drafting an unsolicited business proposal with an AI Proposal Generator, AI-driven tools can help proposal professionals streamline their workflow and increase their chances of winning bids.

How AI Streamlines Proposal Writing

AI-powered proposal generators eliminate the need for a business proposal template by automatically structuring content based on best practices and past successful proposals. Instead of manually formatting each section, AI tools generate drafts in seconds, allowing teams to focus on refining their messaging.

Beyond formatting, AI enhances efficiency in key areas such as:

• Automated content generation – AI can draft proposal sections, including executive summaries and compliance matrices, based on previous winning proposals.
• Data extraction and analysis – Tools can analyze RFPs, extract key requirements, and generate responses that align with client expectations.
• AI-driven compliance checks – Proposal software ensures that submissions meet all RFP requirements by flagging missing elements.

For a deeper look at how AI enhances compliance in proposals, check out our guide on RFP compliance and AI-driven proposal success.

Improving Accuracy and Consistency with AI

Manual proposal writing can lead to inconsistencies, especially when multiple contributors are involved. AI mitigates this by:

• Standardizing language and tone – AI tools ensure proposals maintain a professional and persuasive tone across all sections.
• Reducing errors and omissions – Automated proofreading and compliance verification help catch mistakes before submission.
• Enhancing data-driven decision-making – AI analyzes past proposal performance to suggest improvements, increasing the likelihood of success.

Proposal teams can also leverage AI agents to streamline their workflow further. Learn more about this emerging trend in our article on AI agents transforming proposal writing.

The Future of AI in Proposal Writing

As AI continues to evolve, it will play an even more significant role in how to create a proposal efficiently. Future advancements will focus on:

• Hyper-personalized proposals – AI will tailor proposals based on client preferences, past interactions, and industry-specific requirements.
• Real-time collaboration – AI-integrated platforms will allow teams to work seamlessly, tracking changes and optimizing content dynamically.
• Predictive analytics – AI will assess the likelihood of winning a bid based on historical data and competitor analysis.

AI is not replacing proposal professionals but enhancing their capabilities. By integrating AI strategically, teams can improve productivity, accuracy, and compliance—all critical factors in winning high-stakes proposals.

For insights into the evolution of AI in proposal writing, explore our in-depth analysis on AI’s role in bid management and proposal success.

While AI is transforming proposal writing, human expertise remains essential. The most successful proposals will balance AI efficiency with human creativity and strategic thinking.

Proposal Letter Example and Writing Tips

A well-crafted proposal letter can make a strong first impression and set the stage for a successful business relationship. Whether you’re submitting a formal proposal or a more concise project pitch, understanding how to write a compelling proposal letter is essential. Below, we break down the key elements, best practices, and how AI can streamline the process.

What Is a Proposal Letter?

A proposal letter is a concise document that introduces a business proposal to a prospective client, partner, or investor. It outlines the purpose of the proposal, highlights the main benefits, and encourages the recipient to review the full proposal. Unlike a full business proposal, a proposal letter is typically brief—usually one to two pages—and serves as an executive summary to capture interest.

How to Write a Proposal Letter

To ensure your proposal letter is effective and professional, follow this structure:

1. Header and Contact Information – Include your company’s name, address, and the date, followed by the recipient’s name, title, and contact details.
2. Salutation – Address the recipient formally using their name (e.g., “Dear [Client’s Name]”).
3. Introduction – Clearly state the purpose of the letter and the opportunity or problem your proposal addresses.
4. Main Body – Summarize your proposed solution, highlighting key benefits and unique value propositions.
5. Call to Action – Encourage the reader to take the next step, whether it’s a meeting, a follow-up discussion, or reviewing the full proposal.
6. Closing and Signature – End with a professional closing statement, followed by your name, title, and company signature.

Best Practices for Writing a Proposal Letter

• Be Clear and Concise – Keep sentences short and to the point. Avoid unnecessary jargon.
• Personalize the Letter – Address the recipient’s specific needs and challenges to make the letter more relevant.
• Focus on Benefits – Highlight how your proposal will provide value to the recipient rather than just listing your services.
• Use a Professional Tone – Maintain a balance between being persuasive and professional.
• Proofread for Errors – Typos and grammatical mistakes can undermine credibility.

How AI Enhances Proposal Letter Writing

AI-powered tools can simplify the proposal writing process by generating drafts, refining language, and ensuring compliance with industry standards. Instead of searching for a proposal letter sample or template, AI-driven platforms like DeepRFP allow users to create tailored proposal letters instantly. These tools analyze past successful proposals, suggest improvements, and ensure consistency in tone and messaging.

For more insights on optimizing proposals and ensuring compliance, check out our guide on RFP compliance and proposals success. Additionally, if you’re looking for more advanced AI-driven proposal management strategies, explore how AI is transforming proposal writing in the business world.

By leveraging AI and following structured best practices, proposal teams can save time, enhance clarity, and increase their chances of winning new business.

Conclusion: The Future of Proposal Writing with AI

The landscape of proposal writing is evolving rapidly, with artificial intelligence (AI) playing a pivotal role in enhancing efficiency, accuracy, and customization. As organizations embrace AI-driven tools, the future of proposal writing will be shaped by intelligent automation, data-driven insights, and a seamless integration of human expertise.

AI-Powered Automation for Faster Proposals

AI is revolutionizing how businesses approach proposal writing by automating repetitive tasks such as compliance checking, content drafting, and RFP analysis. Instead of manually sifting through extensive requirements, proposal teams can now leverage AI to generate structured responses in minutes. This shift allows business development professionals to focus on strategic messaging and client-specific customization rather than getting bogged down in administrative work.

For businesses looking to streamline their RFP responses, tools like AI-driven compliance matrices ensure that proposals meet all requirements while maintaining persuasive content. Read more on how AI is transforming proposal writing through automation.

Enhancing Proposal Personalization with AI

One of the biggest challenges in proposal writing is ensuring that each submission is tailored to the client’s needs. AI is now making it easier to personalize proposals by analyzing client preferences, past communications, and industry-specific language. This level of customization helps businesses craft compelling proposals that resonate with decision-makers.

Instead of relying on a static business proposal template, AI allows teams to generate dynamic, client-specific proposals instantly. This approach ensures that each document aligns with the client’s pain points, demonstrating a deep understanding of their challenges and offering a tailored solution.

AI and Data-Driven Decision Making

AI is also enabling businesses to harness valuable data insights throughout the proposal process. From analyzing competitor trends to assessing the effectiveness of past proposals, AI-driven analytics provide proposal teams with actionable intelligence. This helps organizations refine their strategies, improve win rates, and stay ahead in competitive bidding environments.

For a deep dive into how AI enhances data-driven decision-making in proposals, check out our guide on AI in proposal compliance and success.

The Human Element: Balancing AI with Expertise

Despite AI’s advantages, human expertise remains essential in proposal writing. While AI can generate drafts and ensure compliance, the strategic thinking, creativity, and relationship-building aspects of proposal writing require human insight. The most successful proposal teams will be those that strike a balance—leveraging AI for efficiency while maintaining a human touch in storytelling and persuasion.

The Road Ahead: AI-Driven Innovation in Proposals

As AI continues to evolve, proposal professionals can expect even more sophisticated tools, including AI-powered virtual subject matter experts, predictive analytics for proposal success, and fully automated proposal generation engines. The key to success will be integrating these advancements into existing workflows while ensuring that proposals remain authentic, engaging, and client-centric.

For more insights on the evolution of AI in proposal management, explore how AI is reshaping proposal and bid writing.

The future of proposal writing is AI-driven, but the most effective proposals will continue to blend automation with human expertise. Businesses that embrace this transformation will gain a competitive edge, delivering high-quality, customized proposals faster than ever before.

TL;DR (key takeaways)

• Understand how to write a proposal by following a structured format, including a title page, executive summary, and solution details.
• Differentiate your proposal by aligning it with client needs, using persuasive language, and maintaining clarity.
• Use AI tools to automate compliance checks, generate drafts, and optimize content for efficiency.
• Follow a proven proposal writing format with sections like problem statement, implementation plan, and budget breakdown.
• Enhance readability with bullet points, visuals, and concise paragraphs to keep decision-makers engaged.
• End with a strong call to action, encouraging the client to review or discuss the proposal further.