How to Write a Proposal in English: A Step-by-Step Guide for C1 Advanced

Hello English learners. In this lesson, you will learn how to write a proposal in English, what structure to follow, which phrases to use, and how to make your writing sound more formal and convincing. You will also see a complete example proposal at the end.

Writing a proposal in English can feel difficult at first, especially if you are preparing for C1 Advanced or need to write formal recommendations at work. However, a good proposal is not about using complicated language. It is about presenting your ideas clearly, organising them logically, and persuading the reader that your suggestions are practical and useful.

What is a Proposal in English?

A proposal is a formal or semi-formal piece of writing in which you suggest a plan, recommend changes, or offer solutions to a problem.

You may need to write a proposal:

• for a school, college, or university committee
• for your manager or company
• for a local organisation
• in a Cambridge English exam, especially C1 Advanced
• when suggesting improvements to a service, place, project, or event

The main purpose of a proposal is to persuade the reader to accept your recommendations.

For example, you may be asked to write a proposal about:

• improving a school library
• attracting more people to a language club
• organising a community event
• improving facilities at a sports centre
• introducing new activities for students
• making a workplace more environmentally friendly

Proposal or Report: What Is the Difference?

Many English learners confuse a proposal with a report. They are similar because both are usually formal, organised with headings, and based on a clear purpose. However, they are not exactly the same.

Describes and evaluates a current situation	Suggests a plan or recommends future action
Often focuses on findings	Focuses on recommendations
May include advantages and disadvantages	Usually tries to persuade the reader
Answers the question: “What is the situation?”	Answers the question: “What should we do?”

A simple way to remember the difference is this:

A report explains what is happening. A proposal explains what should happen next.

How to Write a Proposal in English

A strong proposal usually follows a clear structure. You do not need to invent a complicated format. In fact, the best proposals are easy to follow.

A useful structure is:

1. Title
2. Introduction
3. Current situation
4. Recommendations
5. Expected results
6. Conclusion

Let’s look at each part in more detail.

1. Write a Clear Proposal Title

Your proposal should begin with a short, clear title. The title should tell the reader exactly what the proposal is about.

Good examples:

• Proposal to Improve the School Library
• Proposal for a New English Conversation Club
• Proposal to Increase Student Participation in School Events
• Proposal for Improving the Company’s Recycling System

Avoid vague titles such as:

• My Proposal
• Some Ideas
• Things We Should Change

A good title immediately gives your writing a professional feel.

2. Start with a Strong Introduction

The introduction should explain the purpose of the proposal. Keep it short and direct.

Useful phrases for introductions:

• The aim of this proposal is to…
• The purpose of this proposal is to suggest…
• This proposal outlines several ways to…
• This proposal has been written in order to recommend…
• The following proposal presents a number of suggestions for…

Example:

The aim of this proposal is to suggest practical ways to improve the school library and make it more useful for both students and teachers.

This is simple, formal, and clear.

3. Describe the Current Situation

After the introduction, explain the present situation or problem. This helps the reader understand why changes are needed.

You can mention:

• what is not working well
• what students, customers, or staff currently need
• what problems have been noticed
• what could be improved

Useful phrases:

• At present, many students feel that…
• One of the main problems is that…
• A number of students have complained that…
• The current facilities are limited because…
• Although the existing system works reasonably well, there is still room for improvement.

Example:

At present, the library is not used as often as it could be. Many of the books are outdated, the computers are slow, and there is not enough space for students who wish to study quietly or work in small groups.

This gives the reader a clear reason to take your recommendations seriously.

4. Make Clear Recommendations

This is the most important part of the proposal. Your recommendations should be practical, specific, and connected to the problem.

Try to give two or three main recommendations, not too many. Each one should be explained clearly.

Useful phrases for recommendations:

• I would recommend introducing…
• It would be advisable to…
• One possible solution would be to…
• The school should consider…
• It is recommended that…
• Another useful measure would be to…
• A further suggestion is to…

Example:

It would be advisable to update the library’s collection by adding more exam preparation books, graded readers, and modern novels. This would encourage students to use the library not only for homework, but also for independent reading.

Notice that the recommendation is followed by a reason. This is important. Do not simply list ideas. Explain why they would help.

5. Explain the Expected Results

A proposal should persuade the reader that your ideas are worth accepting. That is why you need to explain the benefits of your recommendations.

Useful phrases:

• This would lead to…
• As a result, students would be more likely to…
• This would have a positive effect on…
• These changes would help to…
• If these recommendations were implemented, the result would be…
• The main benefit of this approach would be…

Example:

If these recommendations were implemented, the library would become a more attractive and practical learning space. Students would be more likely to study there, borrow books, and use the facilities for exam preparation.

This shows the reader that your suggestions have a clear purpose.

6. End with a Polite Conclusion

The conclusion should briefly summarise your opinion and encourage the reader to accept your proposal.

Useful phrases:

• To sum up, I strongly believe that these recommendations would…
• In conclusion, the proposed changes would…
• I am confident that these suggestions would help to…
• For these reasons, I recommend that the above measures be introduced.
• I hope these recommendations will be taken into consideration.

Example:

In conclusion, I strongly believe that these changes would make the library a more useful, modern, and welcoming place. For this reason, I recommend that the school consider introducing them as soon as possible.

Useful Language for Writing a Proposal in English

Here are some useful phrases you can use in your own proposals.

Stating the Aim

• The aim of this proposal is to…
• The purpose of this proposal is to…
• This proposal is intended to…
• This proposal outlines several ways to…
• This proposal has been written in order to…

Describing the Current Situation

• At present,…
• Currently,…
• One of the main issues is…
• A common complaint is that…
• There is a clear need for…
• Many students/customers/employees have pointed out that…

Making Recommendations

• It is recommended that…
• I would suggest…
• One possible solution would be to…
• It would be advisable to…
• The school/company/committee should consider…
• A further recommendation would be to…

Explaining Benefits

• This would lead to…
• This would result in…
• As a result,…
• The main advantage of this would be…
• This would have a positive impact on…
• These changes would make it possible to…

Concluding the Proposal

• To sum up,…
• In conclusion,…
• For these reasons,…
• I strongly recommend that…
• I am confident that these suggestions would…
• I hope these recommendations will be taken into consideration.

Style Tips for Writing a Good Proposal

A proposal should usually be formal or semi-formal. This means your writing should be clear, polite, and organised.

Use Formal Language

Instead of:

We should get some new books.

Write:

It is recommended that the library should purchase a wider range of up-to-date books.

Instead of:

The computers are really bad.

Write:

The computers are outdated and no longer meet students’ needs.

Avoid Contractions

Use:

• do not
• would not
• cannot
• it is
• they are

Instead of:

• don’t
• wouldn’t
• can’t
• it’s
• they’re

Use Headings

Headings make your proposal easier to read. They also help you organise your answer clearly.

Good headings include:

• Introduction
• Current Situation
• Recommendations
• Expected Results
• Conclusion

Be Specific

Weak recommendation:

The library should be better.

Stronger recommendation:

The library should provide more exam preparation books, improve its computer facilities, and create a quiet study area.

Specific ideas are always more persuasive.

Example Proposal in English

Proposal to Improve the School Library

Introduction

The aim of this proposal is to suggest practical ways to improve the school library and make it more useful for both students and teachers. Although the library is an important part of the school, it is currently not used as often as it could be.

Current Situation

At present, many students avoid using the library because the facilities are limited. A number of books are outdated, especially those related to exam preparation and modern fiction. In addition, the computers are slow, and there is not enough space for students who want to study quietly or work together on school projects.

Recommendation 1: Update the Book Collection

It is recommended that the school should invest in a wider range of modern books. These should include exam preparation materials, graded readers, contemporary novels, and reference books. This would encourage students to read more regularly and would also support those preparing for important exams.

Recommendation 2: Improve Technology

Another useful measure would be to replace the outdated computers and provide reliable Wi-Fi throughout the library. Many students need access to online resources for research, homework, and exam practice. Better technology would therefore make the library much more practical and attractive.

Recommendation 3: Create Separate Study Areas

A further suggestion is to create two separate areas: one for quiet individual study and another for group work. This would allow students to use the library in different ways without disturbing one another. Comfortable chairs, larger tables, and better lighting would also help to create a more pleasant learning environment.

Expected Results

If these recommendations were implemented, the library would become a more modern and welcoming place. Students would be more likely to use it for reading, studying, research, and exam preparation. Teachers would also benefit, as they could recommend library resources more confidently.

Conclusion

In conclusion, I strongly believe that these changes would significantly improve the quality and usefulness of the school library. For this reason, I recommend that the school consider introducing these improvements in the near future.

Proposal Writing Checklist

Before you finish your proposal, ask yourself these questions:

• Have I included a clear title?
• Have I explained the purpose of the proposal?
• Have I described the current situation or problem?
• Have I made clear recommendations?
• Have I explained the benefits of my suggestions?
• Have I used formal or semi-formal language?
• Have I organised my proposal with headings?
• Have I avoided contractions and overly casual expressions?
• Have I written a clear conclusion?

If the answer is yes, your proposal is probably well organised and easy to follow.

Common Mistakes in Proposal Writing

1. Being Too Informal

Avoid writing as if you are texting a friend.

Too informal:

I think we should get loads of new books because the old ones are boring.

Better:

It is recommended that the school should purchase a wider range of modern books, as many of the current ones are outdated.

2. Giving Recommendations Without Reasons

Weak:

The school should buy new computers.

Better:

The school should replace the old computers because many students need reliable access to online resources for research and exam preparation.

3. Forgetting the Reader

Always think about who will read your proposal. A proposal for your school principal should sound different from a message to a close friend.

4. Writing One Long Paragraph

A proposal should be divided into clear sections. Use headings and short paragraphs to make your ideas easy to follow.

5. Not Explaining the Benefits

Your proposal should not only say what should be changed. It should also explain why those changes would be useful.

Practice Task

You have been asked to write a proposal for your English language school. The school wants to encourage more students to attend speaking club sessions.

Write a proposal in which you:

• describe the current problem
• suggest two or three ways to make the speaking club more attractive
• explain the expected benefits of your suggestions

Write your proposal in 220–260 words.

Final Thoughts

Learning how to write a proposal in English is extremely useful if you are preparing for C1 Advanced or if you need formal English for work or study. A good proposal should be clear, organised, persuasive, and practical.

Remember the basic structure:

Introduction → Current Situation → Recommendations → Expected Results → Conclusion

Once you understand this structure and learn a few useful phrases, writing a proposal becomes much easier. The key is to focus on the reader, explain your ideas clearly, and show how your recommendations would improve the situation.

You may also find these lessons useful:

Writing a Letter of Complaint (B2 First, C1 Advanced) 

How to Write an Article for C1 Advanced

How to Write an Essay for C1 Advanced

Subjunctive and Formal Expressions in English 

How to Write a Good Essay Introduction 

How to Write a Good Essay Conclusion 

Complex Linkers C1 Guide 

How to Use Discourse Markers 

Nominalisation in English 

Collocations for C1 Advanced (CAE)

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