Government Proposal Template: 10 Reusable Sections

Why Templates Matter

The fastest proposal teams have one secret: they don't start from scratch.

Every government proposal shares common elements. By building reusable templates for these sections, you can cut 20+ hours off each proposal and focus your time on the win themes that actually differentiate you.

The 10 Reusable Sections

1. Executive Summary Framework

Every executive summary follows the same structure:

• Understanding of the requirement (1-2 paragraphs) — Restate the agency's problem in your own words. Show you get it.
• Solution overview (1-2 paragraphs) — High-level approach. What will you do and how?
• Key differentiators (3-5 bullets) — Why you, specifically?
• Summary of qualifications (1 paragraph) — Team, experience, past performance teaser.

Template tip: Keep the framework constant. Change the understanding and differentiators for each bid.

2. Technical Approach Structure

Most technical approaches follow a pattern:

• Current state / problem analysis
• Proposed methodology
• Tools, technologies, and processes
• Quality assurance approach
• Risk mitigation
• Transition plan (if applicable)

Template tip: Write methodology sections for your core services once. Customize the problem analysis and risks per opportunity.

3. Management Approach

• Organizational structure
• Key personnel and their roles
• Communication plan (status reports, meetings, escalation)
• Staffing approach (hiring, retention, clearances)
• Subcontractor management (if applicable)

Template tip: Your org chart and communication plan rarely change between proposals.

4. Past Performance Narratives

For each past performance reference, use STAR format:

• Situation — What was the client's challenge?
• Task — What were you contracted to do?
• Action — What did you specifically do?
• Result — What were the measurable outcomes?

Template tip: Write 5-10 past performance narratives once. Select the 3-5 most relevant for each bid.

5. Key Personnel Resumes

Government resumes differ from commercial ones:

• Name and proposed role
• Education and certifications
• Clearance level
• Years of experience (total + relevant)
• 3-5 relevant project descriptions (STAR format)

Template tip: Maintain current resumes for all potential key personnel. Update quarterly.

6. Quality Control Plan

• Quality standards and metrics
• Inspection/testing procedures
• Corrective action process
• Continuous improvement methodology
• Quality roles and responsibilities

Template tip: This section is 80% reusable across proposals. Customize metrics per contract.

7. Transition/Phase-In Plan

• Phase-in timeline (typically 30-90 days)
• Knowledge transfer approach
• Staff onboarding
• Systems/tools migration
• Risk mitigation during transition

Template tip: Your transition methodology is consistent. Customize the timeline and specifics.

8. Security Plan

• Personnel security (clearances, background checks)
• Physical security measures
• Information security / cybersecurity approach
• Incident response procedures
• Compliance with specific security requirements (NIST 800-171, CMMC, etc.)

Template tip: Your security framework is reusable. Update for specific compliance requirements per RFP.

9. Small Business Subcontracting Plan

Required for contracts over $750K if you're a large business, often requested from small businesses too:

• Subcontracting goals by category (SDB, WOSB, HUBZone, SDVOSB)
• Methods of identifying small business sources
• Outreach efforts
• Compliance monitoring

Template tip: Your subcontracting approach and goals are largely consistent.

10. Cost/Price Volume Framework

• Labor category descriptions and rates
• Basis of estimate for each CLIN
• Rate build-up documentation
• Indirect rate schedule
• Travel and ODC estimates

Template tip: Maintain current rate cards and indirect rate documentation. Update annually.

How to Build Your Template Library

1. Start with your last 3 proposals. Extract the common sections.
2. Identify what changed vs. what stayed the same between proposals.
3. Create "fill in the blank" templates with highlighted areas for customization.
4. Store in a shared drive with version control.
5. Review and update quarterly.

Automate the Hard Parts

ProposalMode Pro generates compliance matrices and drafts proposal sections using AI. Combined with your templates, you can go from RFP to first draft in hours instead of weeks.

Try AI-assisted proposal writing →