FREE PR Proposal Template
Master PR proposal template timelines with our intuitive PR proposal Gantt chart template.
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Why use our PR Proposal Template instead of Excel or Google Sheets?
Get started with our PR Proposal Template in seconds while skipping the hassle involved with Excel or Google Sheets.
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How to use Tom’s Planner’s PR proposal template to build and share your PR proposal.
Getting your project off the ground is as easy as 1-2-3.
Step #1
Click the 'start with template’ button to open the PR Proposal Template.
Step #2
Register for a free account and watch a short video on using Tom’s Planner. The account is free forever, with no strings attached.
Step #3
You’re all set to use the Gantt chart template. Need additional help? Our AI assistant can create a custom Gantt chart PR Proposal Template based on your project description.
What Is a PR Proposal?
A PR proposal is the framework that supports your public relations campaign. It lays out what you’re trying to
achieve and how you’ll do that it while addressing client needs and audience expectations. It’s a persuasive document
and combines storytelling with planning. You’re not just saying, “Here’s what we’ll do,” but also “Here’s why it
matters.”
At its heart, a PR proposal example spells out your approach to a specific challenge. It might
be brand awareness, crisis management, or a product introduction. It’s your chance to connect your expertise to the
client’s challenges and show them how your approach will make a difference.
Why You Need a Gantt Chart
A PR proposal should incorporate several different types of documents. You’ll have Word docs (or Google Docs), Excel
spreadsheets, and more. One of the more versatile document types you’ll want to include is a Gantt chart. What makes
this a must-have?
Gantt charts deliver a lot of benefits and capabilities. Flexibility and
customization
are two of the most important, but some of the other reasons to make this part of your PR proposal template include:
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It’s easy to create a visual timeline of the public relations campaign, including key milestones and deadlines.
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It’s easy to assign tasks to team members, allocate resources, and even see the dependencies that will affect the campaign.
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You can use your Gantt chart to keep your team and the client in the loop on everything.
When to Use a PR Campaign Proposal Example
Use this PR campaign proposal example whenever you’re pitching a new project or getting approval for a public relations initiative. It’s a good fit for:
Responding to RFPs (requests for proposals)
An RFP means a client is looking for a response that shows that you can deliver on their needs. A PR proposal template helps you create a professional submission that shows you understand what they’re up against.
Rebuilding trust
Clients need reassurance and a solid plan to deal with public analysis during and after emergencies. Using this template helps you present a calm, measured approach to deal with damage and rebuild trust with a client’s audience.
New brand, product, or service launches
When a client’s planning a product launch, they need a PR proposal that captures excitement and communicates why the product matters. This PR campaign proposal example makes it easy to talk about tactics like media outreach, partnerships, and event planning.
Securing buy-in for long-term PR campaigns
For ongoing campaigns, clients often need to see the big picture before committing to a long-term partnership. This template lets you present a strategy complete with an overall timeline, important milestones, and outcomes.
Whether you’re working with startups, nonprofits, or corporate clients, a polished proposal builds trust right from the start and encourages collaboration.
Who Should Use a PR Proposal Template?
This template is designed for PR professionals, marketing agencies, and freelance consultants. Whether you’re working with small startups or large corporations, it’s a versatile tool for anyone who needs to pitch PR strategies and campaigns. It’s useful for the following:
Marketing Teams Adding PR to Their Scope
If your in-house marketing team is branching out into public relations, this template can guide you create a strong proposal. It helps you avoid missing things like media strategy, timelines, or success metrics. With this template, your team can pitch PR campaigns that dovetail with larger marketing initiatives and show your ability to manage both disciplines.
Nonprofits and Charitable Organizations
Nonprofits rely on public relations to amplify their missions and reach donors or supporters. This template gives you a structured way to pitch campaigns focused on genuine storytelling, community engagement, and event promotion. It’s useful for nonprofits that need to present clear, actionable plans to boards or sponsors who fund their outreach efforts.
Startups and Small Businesses Exploring PR for the First Time
If you’re a startup or small business owner dipping your toes into public relations, this template simplifies the process of crafting a proposal. Whether you’re pitching an investor, a business partner, or your own internal team, it helps you outline the scope, goals, and value of a PR campaign. It’s a perfect starting point to demonstrate how PR can elevate your brand without overwhelming your resources.
Top Three Pitfalls to Avoid When Planning a PR Proposal
Want to maximize the effectiveness of your PR proposal? If you look at the most successful PR proposal examples, they all avoid these three pitfalls:
- Not Researching Your Audience
Too often, PR pitches are all about the brand. The problem is that this ignores the target audience, including their communication preferences.
Solution:The most successful public relations proposal example is one that’s tailored to the audience, not just the brand.
- Vague Objectives
What do you hope to achieve with your PR campaign? Without clearly defined objectives, you’ll struggle to track progress and define success.
Solution:Set clear objectives during your planning. Highlight them on your Gantt chart so everyone’s in the loop.
- Inconsistency in Messaging
Messaging inconsistency (tone, voice, style) causes disconnects and confusion with your audience.
Solution:A well-crafted PR proposal example maintains consistency across channels so that your brand speaks with a cohesive voice.
Skip these pitfalls and you’ll find that your PR campaigns are much more successful. Of course, it helps to know what a PR proposal template should include so that you can plan to make the most of it.
What Does a PR Proposal Template Include?
Our sample PR proposal includes several components to help you make a compelling PR pitch, including the following:
- Gantt Chart
This visual tool helps you lay out timelines and track campaign progress in a clear, easy-to-digest format.
- Cost Estimation
Provide a breakdown of expenses, from media buys to staffing costs, so clients know what to expect.
- Portfolio Examples
Show your past successes to build credibility. Including relevant examples of your work helps the client see what you’re capable of delivering.
- Example Projects
Use project outlines from existing PR campaigns to inspire this one and structure your own proposal. There’s nothing wrong with learning from your experiences.
- References and Resources
Link to or include other resources like reports from industry authorities or media kits that will support your strategy and support your expertise.
Four tips on how to make sure you reach your deadlines
Timing is critical when launching a public relations campaign. Follow these tips to hit those deadlines.
Start With a Discovery Meeting to Inform Planning
The single most important element here is planning. Before you write a single word, sit down with your client to uncover their biggest challenges and goals. A good proposal reflects a deep understanding of the problem you’re solving. A Gantt chart helps you plan more effectively.
Highlight Big Ideas Without Oversharing
You want to showcase your creativity but don’t give away the entire playbook. Focus on the what and why of your approach while leaving room for deeper discussions later.
Use Data to Back Up Your Claims
Include accurate, relevant data (statistics, market insights, etc.) to support the points you’re making. Numbers add credibility and show you’ve done your homework.
Be Clear About Deliverables
Spell out what the client can expect—press releases, event coordination, media placements—so there’s no confusion about the scope of your work.
Gantt charts in Tom's Planner vs in Excel
| Excel | Tom's Planner | |
|---|---|---|
| Cost | License required | Free version available |
| Learning curve | Hours | Minutes |
| Create your first Gantt chart | Hours | Minutes |
| Making an update in your chart | Several minutes | Seconds (drag & drop) |
| Sharing charts with others | At some point you will save and email a file titled: version_4_def_usethisversion_reallyfinal.xlsx | Online, one source of truth, always up to date, with no confusion |
| Look & Feel | Messy | Clean, polished and professional |
| Dependencies | 
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| Filtering | 
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| Zoom in/out |
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| Automatic Legend |
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| AI-assist |
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Let our AI assist do the work for you |
| Export to image or pdf | Requires workarounds to export | One mouse click |
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