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How to write a business proposal (The modern way)

Yauhen Zaremba

Yauhen Zaremba Director of Demand Generation at PandaDoc

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Why should you learn how to write a business proposal?

It goes without saying that nothing speaks to a customer’s direct needs like a well-written proposal.

It is the key to unlocking new opportunities, securing lucrative deals, and watching your ideas flourish.

So, just how do you make sure that your proposal is engaging to every potential client?

We analyzed nearly 570,000 proposals sent in 2021 through the PandaDoc platform for insights on what works best and what doesn’t. This article is based on the results of this research.

Key takeaways

  • A business proposal outlines a product, service, or project a company offers potential clients or partners to convince them the business can meet their needs.
  • A well-crafted business proposal is essential as a business deal will often follow if successful. The components of a business proposal can vary based on industry, company size, and many other factors.
  • All business proposals should include three components: information about your company, demonstrated knowledge of the problem, and pricing and methodology.
  • Modern business proposals are sent electronically. Platforms like PandaDoc have tools to help you create a collaborative environment for negotiation, feedback, and electronic signature.
  • 65% of business proposals containing a signature block close within 24 hours. Don’t forget to follow up and ask your potential client if they have any questions.
  • A successful business proposal focuses on the client’s needs.

how to make a business proposal letter

→DOWNLOAD NOW: FREE BUSINESS PROPOSAL TEMPLATE

What is a business proposal and why is it important?

In simple terms, a business proposal is a document that outlines a specific product, service, or project that a company offers to potential clients or partners, with the aim of persuading them that the business can meet their needs. A business deal follows if a proposal is successful. As they often present the benefits, features, and terms of a certain idea, business proposals are important in many industries for sales, marketing, project management, and other business endeavors.

Depending on the needs of the client and the industry that you occupy, the content included in a standard proposal will fluctuate.

For example, at PandaDoc, many of our business proposals are customized to fit the unique needs of enterprise-level organizations that are too big for our smaller plans.

If you were to compare our sales team to that of a construction company submitting a proposal to construct a building, the difference in requirements becomes clear. The proposal required for building construction is probably longer and may include far more business proposal topics than our sales representatives would include when closing a deal.

What should be included in a business proposal outline?

When thinking about how to create a business proposal, you should include everything you believe you need in order to sell your product or service.

This includes all of the basic headings and subheadings you’ll see in a traditional proposal, as well as any supplemental documentation to justify your costs and reinforce your proposed approach to solving the client’s problem.

In addition to basic information about your product, when planning how to write a business proposal you should also consider including the following:

  • Contact information
  • Value statements
  • Pricing tables
  • Client testimonials
  • Examples of past work (case studies)
  • Images, graphics, and related multimedia

If you’re sending your proposal electronically, you should also consider including an electronic signature block so that decisionmakers can quickly and easily seal the deal when they’re ready to proceed.

What types of business proposals are there?

All business proposals are essentially the same, but your submittal method may vary depending on the type of business proposal you need to send.

Solicited proposals are an example of a business proposal that a company has asked you to provide for their consideration. The potential customer has reached out to your business and requested a proposal. This usually falls into one of two categories:

Formally solicited proposals are typically competitive and follow a standardized (formal) process. The prospective client sends out an RFP detailing the scope of work and requests that your business formally submit a bid to complete that work.

Informally solicited proposals are typically created based on conversations between a prospective client and a vendor that they want to work with. There might not be any formal documentation, and there may be no competitive process. This work can often lead to a sole-source, non-competitive contract.

Unsolicited proposals are documents that your company sends to a prospective client who hasn’t asked for one. They are not submitted in response to an RFP or an information request. Such proposals are typically created based on a market opportunity — often one that the client is either unaware of or hasn’t yet acted upon.

What is the basic format of a business proposal?

The traditional format of a business proposal is as follows:

  • Cover letter
  • Table of contents
  • Executive summary
  • Proposal & solutions pages
  • Testimonials & social proof
  • Agreement & CTA

Based on our research into over 566,000 proposals created on PandaDoc platform, most business proposals are around nine pages in length.

To get a closer look at how to get started and bring your business proposal ideas to life using these steps, check out each section lower down in this article.

How to make a business proposal in 9 steps

Knowing how to write a business proposal is a bit like building a house. While there are certain elements that are always necessary — like the foundation — a house varies based on location and the architect or homeowner’s preferences.

In the same way, the components of a business proposal can vary based on industry, company size, and many other factors.

Just like writing anything else, a well-written proposal begins by gathering information and assessing the problems that your potential client is trying to solve.

When writing a business proposal, the following items are what readers are looking to glean from your proposal. Think of these as the roof, walls, and foundation of your document:

  • Information about your company. Your background, your qualifications, and why you’re a better fit than the rest of your competitors.
  • Demonstrated knowledge of the problem. Proof that you’ve listened and done your research. You know what the client needs and you have a viable solution.
  • Pricing and methodology. How you plan to solve the client’s problem, information about your proposed solution, and how much it’s going to cost.

In the next section, we’ll take you through how to write a business proposal using our social media proposal template as an example.

If you’re not a social media company, don’t worry.

While the business proposal template we’re using is an example of a simple project proposal, the basic structure applies to nearly every business proposal — no matter how complex they might be.

You can download this business proposal example and business proposal templates on our website.

Here are the main elements of a business proposal.

Before you start making a business proposal, a quick note on length

Based on our analysis of proposals on our platform, we found that the average proposal length is about nine pages.

But, as several of our own account executives and sales team members were quick to point out, longer doesn’t always mean better.

“Short and sweet has a high conversion rate,” said Josh Gillespie, from Upmarket Sales . “Fewer pages and less fluff is better. Ideally, a proposal should be fewer than 10 pages for transactional proposals below $10,000, and never more than 50 pages.”

Artyom Voronetskiy, Account Executive with PandaDoc, agrees:

“Keep it short, on-point, and eye-catching. Do not write more than six to ten pages unless your product is extremely complicated.”

While you should make sure to include all relevant information that prospective clients will need in order to make a decision, take care to avoid overcrowding them with irrelevant details.

1. Create a cover page

This section of a business proposal includes basic information like your company’s name and contact information, your company logo, your client’s name, and contact information, the date, and a title.

how to make a business proposal letter

A strong title page makes the project proposal look neat, organized, and well put together.

It’s also the very first thing that your prospective client will see when they open your proposal, and everyone knows how important that first impression can be.

Studies have shown that you have as little as 50 milliseconds to make a good first impression when designing visual content like websites.

The same holds true for the cover page of your business proposal.

Unlike the rest of your document, a cover page is a place where you can place graphics and visual content to set the tone before the reader dives into the meat of your proposal.

But don’t go overboard with complicated graphics and logos on this page. Users love simple and familiar designs , especially at a first glance.

This is also a great way for you to stand out. Based on our data, only about 13% of business proposals we see use cover pages . Take advantage of this missed opportunity and use it to stand out from your competitors.

2. Introduce yourself with a cover letter

You wouldn’t walk up to your potential client and dive into project specifics without introducing yourself, would you?

A cover letter is that introduction.

Include a one-liner about your company, short background information about how your business came to be, and a brief overview of what makes your company better than the rest.

Make it friendly and encourage your reader to reach out with any questions. Close it with a thank you and a signature.

how to make a business proposal letter

Cover letters don’t have run on to the point of exhaustion. They can be simple, short, and sweet. In this example, the text is just over 100 words, but you could make it even easier to read by using bullet points.

Check this out:

Dear [Client.FirstName]

Thank you for considering [Sender.Company] for your social media marketing needs.

Enclosed, you’ll find a proposal based on our understanding of your social media expectations. Briefly, we propose:

  • An expanded social media strategy across currently unused platforms and channels
  • A comprehensive distribution strategy designed to generate original and unique content
  • Improved post automation for increased audience engagement during peak times

Our methods and procedures are based on extensive analysis, an intense study of social media trends, and the application of specifics unique to [Client.Company].

We are confident in delivering effective results within your social media channels.

Thanks again for considering us, and please don’t hesitate to get in touch with questions.

My contact information is below.

Your cover letter can take on many forms, and you can use those formats to make your business proposal stand out from the crowd.

In our business proposal example, note that we’ve also used an image to keep things fun and interesting.

This is critical throughout your proposal. In our research, we found that a business proposal with media like photos and videos included is 34% more likely to close.

As you’re making your proposal, don’t be afraid to add graphics and images to keep readers engaged. A winning business proposal is more than just black text on a white page.

statistics on business proposal

3. Table of contents

Unless your business proposal is very brief, include a table of contents that outlines the basic structure of your document.

A table of contents is an important, but often overlooked, part of any longer document because it helps the reader know what they can expect to find in the proposal.

Most word processors generate a table of contents automatically using the headings in your document . As you’re writing a business proposal, take the time to set the formatting for your headings and then simply generate a table of contents from those headings.

A table of contents isn’t always necessary, but it can make a business proposal much easier to parse as your document is passed around to all appropriate parties.

Remember: Proposal documents may not be read chronologically. Different decision-makers will care about different things and will check your business proposal to see how it addresses their unique pain points.

Don’t lose a deal just because stakeholders couldn’t find what they were looking for!

4. Set the scene with an executive summary

Your executive summary sets the scene for the rest of your business proposal by providing a high-level overview that summarizes the contents of future pages.

If you provided a few of these details in your cover letter, this is your opportunity to go into greater detail and summarize your overall strategy.

Using our example of a business proposal, our potential clients are primarily realtors in the greater Chicago area looking to reach new clients through social media marketing, so your executive summary might read like this:

This proposal outlines a coordinated plan crafted with the intent of building John’s Real Estate social media presence, primarily including Facebook, Instagram, YouTube, Vine, and Twitter.

By engaging an audience through social media channels, our team will demonstrate the ability to generate awareness, widen your company’s potential reach within your target market, and contribute to driving more website traffic, which will ultimately result in top-line growth.

We help realtors identify, target, and communicate with their ideal clients through each of the following:

  • Creating Engaging Social Content
  • Posting Company-Related Updates
  • Promotions & Social Campaigns
  • Integrating Social Media Activity into Other Marketing Plans
  • Monitoring

While our competitors work to serve multiple industries and target audiences, we specialize in the real estate industry. Our co-founder Tom Lancaster also has a background in both social media and real estate, giving him a unique perspective on the needs of the market.

Your own executive summary will shift depending on the duties you’re performing for the client, and what kind of industry they’re in.

Your tone might also change. If you’re targeting a young travel startup run by college graduates, you might use a more casual tone peppered with industry jargon and humor.

Jump Social Media Marketing offers full-service social media services for the real estate industry. Our team ensures area realtors are targeting their core market with an authentic message across the best channels possible.

Jump Social Media Marketing will work to identify, target and market to your ideal customer through Facebook, Instagram, YouTube, Vine, and Twitter channels. Our team estimates we will grow your social media followers from your combined 214 followers to over 5,000 in the next six months and generate additional leads for your business.

We know that today’s realtors are also tasked with marketing homes and their own real estate firms. With a background in real estate and social media, Jump Social Media understands the unique needs of your industry.

While writing a business proposal, keep in mind that your executive summary isn’t designed to explain every detail or sell your entire RFP response by itself!

Don’t get lost describing deliverable logistics or strategic plans. Focus on the client’s needs and the outcomes they specifically wanted to address in their request for proposal.

Let your executive summary present a high-level overview and leave the other pages of the document to explain the details. This will prevent your summary from getting overcrowded or bogged down with specifics best handled elsewhere.

5. Proposal and solutions pages

The proposal section is a general overview of the custom-made solution your company has devised for your potential client.

This section gets into the specifics.

Anticipate their questions, and take them through the process so they know what they’re signing up for when they hire you.

Describe exactly what deliverables they can expect and when they can expect them.

A timetable that pairs deliverables with their expected date can make your document more visually appealing, and your information more digestible.

how to make a business proposal letter

You might also break down your main objectives even further by describing how you plan to execute a given strategy.

In our example of a business proposal, we touched on six key goals during our executive summary. Let’s expand on those here.

1. Creating engaging social content

Beginning with quick and thorough planning/preparation, our team will plan out a dynamic, ongoing social content calendar to guide you to your goals.

We will grow an increasing social audience and follower base using each of the following techniques:

  • Hashtag campaigns
  • Strong use of keywords
  • Sharing/retweeting relevant news
  • “Liking” posts
  • Staying updated within the industry
  • Contributing our own unique content to broaden reach.

2. Posting company related updates

Our plan is to engage your social media audience by sharing company news, press releases, events, employee spotlights, and more.

We will also pay attention to industry trends, and share them. This will help to gain exposure to your target market.

3. Promotions and social campaigns

We will utilize social channels to connect with your follower base and engage them with promotions to get them excited about both current events and the brand itself.

These campaigns may be as short as a day or run up to six months. We’ll analyze the results from each campaign, and then we will provide a report of its success.

Results of campaigns can be compared so the most effective promotions, offers, or contests can be replicated.

4. Integrating social media activity into other marketing plans

With clear communication and monthly brainstorm meetings, we’ll be able to consolidate the marketing initiatives to fit your goals and promotional material.

Campaigns via social media are more important than just sharing about giveaways, sales, contests, and/or promotions. We will agree on a schedule for a series of posts to keep up the exciting momentum for all prospective customers.

5. Monitoring

It is important to regularly maintain marketing activity for maximum growth.

We will continually monitor each channel and will respond to any questions, comments, and posts within a two-hour time period. Two hours will allow us to confirm that accurate information is relayed back to the person asking.

6. Analytics

We will provide you with each of the following:

  • Daily and weekly analytics. Follower growth, reach, demographics, comments, “likes”, shares, retweets, and additional metrics as provided by each platform and our own internal tracking data.
  • Reporting. Summarizing various results and activities over each quarter.

We will also set up a monthly meeting to go over the results and then tweak our approach accordingly.

Your own content may look different than this depending on your business proposal writing skills and services, but you can still use the example as a framework. Add in more details as needed.

For example, a cybersecurity company would need to include information on penetration testing and how often it would be done to look for possible intrusions and hacks.

Breaking up this section

While writing business proposal content, keep in mind that this section is both the most important and the most flexible section of all.

Your entire proposal doesn’t need to be bundled into a single, long section. It can easily be broken down into smaller sections such as:

  • Strategic Assessment
  • Implementation
  • Goals & Outlook

There are other combinations you can try, depending on your business proposal and how your solution should be explained.

If you’re offering a complex solution to a client problem, breaking your proposal into bite-sized chunks is a great way to ensure that readers understand your solution.

The importance of good data

Leveraging good data is critical when creating an effective business proposal.

Use details surrounding impact and ROI around your products and services to prove your worth and add value to your proposal.

Consider these two phrases:

“Our customers love us!”

“To date, our products and methodologies have helped more than 700 companies increase their sales by 35%!”

Which sounds better? Which is more compelling? Numbers and figures catch the eye and help readers build trust. By demonstrating a proven record of success, with numbers and data, you’re adding tangible details that help to justify your costs.

This is especially useful when competing with other solicited proposals, especially if you can include these data points as visual representations (charts, graphs, etc.) of your success within your proposal document.

This is the section where clarity and specifics are key — and nearly every member of our sales team agreed.

Create a pricing table that clearly identifies each product or service, and pair it with the most accurate pricing information you can provide.

Jump Social Media Marketing operates on a monthly billing cycle. Here’s a layout of the pricing and services for John’s Real Estate.

how to make a business proposal letter

While building the proposal, all you’d need to do is set the price for the item and the quantity of distribution.

If you were sending an hourly contract, the quantity becomes the estimated number of hours invested at a predetermined rate.

For recurring payment schedules, you’ll need to structure the document in a way that reflects your monthly workflow.

Transparency is critical in this section. Potential customers want to know how you’re charging them, what they’re being charged for, and over what period they should expect to pay.

Be sure to include all details in a clear and accurate way.

7. About us

While you already said hello with the cover letter, this section is where you get to explain what makes your company unique.

If you’re a small business or a new company, get personal and give your potential client a chance to get to know you and your team members. Include brief bios and photos of the people they’ll be working with.

If your company has a unique backstory, a mission, or a cause that your company stands for, share that with readers. For example:

Too often in social media , good things come at a price. At Jump, paying for followers or favorable reviews of products is tantamount to criminal activity.

Authenticity is important in today’s online world, and Jump Social Media Marketing makes this our No. 1 priority in your social media space.

The information included on this page doesn’t have to be a stodgy company boilerplate or a cleverly designed sales pitch.

As the old saying goes: People buy from people — so don’t be afraid to let your team’s personality shine through.

8. Testimonials and social proof

No sales proposal is complete without information about your past successes, awards, and jobs well done.

Often, this comes in the form of social proof, such as client testimonials and short case studies.

Why do you need this? Because social proof matters!

According to data, over half of customers are more likely to trust earned media, like recommendations from friends and family, above all other forms of advertising.

By including recommendations from satisfied customers and industry awards that prove your expertise, you can earn additional trust from prospective clients.

Here’s a good example of how Jump Social Media Marketing might leverage the accolades they’ve received:

Jump Social Media Marketing has received major public recognition for our work.

We’ve been named as Chicago’s Best Social Media Agency for Small Businesses by the Chicago Tribune for the past three years and have been recognized as a recommended partner by the National Association of Realtors .

We also grew the Chicago Real Estate Solutions Facebook page from 0 to 5,000 in six months , secured 250 new leads in that time frame , with 25% converting to sales .

You can also provide testimonials from past clients who can speak to your approach and how it worked for them, like so:

how to make a business proposal letter

Lively and humorous testimonials like these can add additional personality to your company while building trust and rapport with potential clients.

However, keep your industry in mind when compiling testimonials and do your best to find user feedback that fits the mood.

If your industry has serious clients, a humorous approach may not be appropriate. If you’re working with a 3D manufacturing company with B2B clients, the messaging and tone they take with their own clients — and what they expect from the businesses they work with — may follow different expectations.

Be sure to plan accordingly.

9. Agreement and CTA

Depending on your business proposal, you may include an agreement, a call to action, and terms and conditions at the end of your document.

Your signature below indicates acceptance of this social media marketing proposal and entrance into a contractual agreement with Jump Social Media Marketing beginning on the signature date below:

how to make a business proposal letter

Depending on your goals and your sales process, you need to be very careful in this section. In many jurisdictions, proposals are considered legally binding contracts if they meet the criteria for a contract.

By adding legal language and/or an electronic signature request at the bottom of your document, you might be entering into a contract earlier than expected.

This may not be ideal if your proposal is only intended to provide a rough estimate of costs or bring the client into further negotiations.

If you don’t intend to create a legally binding contract from your proposal, be sure to note that in your document and prompt the reader to contact you to move the process forward.

On the other hand, well-built proposals can double as complete contracts with all the terms and conditions necessary to start work immediately.

If you’re confident in the scope of work and you’re ready to take on the additional work, let the client know by promoting them for a signature.

How does a business proposal look?

First things first: We’re well past the turn of the century. Nobody likes getting thick envelopes in the mail.

Modern business proposals are sent electronically, and this is more convenient for both you and your potential customers.

While it’s possible to email a proposal created with a word processor like Microsoft Word, platforms like PandaDoc are a better fit. Our tools help you create a collaborative environment for negotiation, feedback, and electronic signature .

Regardless of how you choose to send a business proposal, be sure to pay close attention to the look and feel of your document. Especially because your proposal may be your first impression with several key stakeholders, it’s essential that you follow expected formats and make a good impression.

If you search for business proposal examples online or take a look at our template library , you’ll find that most proposals rely on the structure described above to emphasize their value propositions.

Taking care to create a visually appealing business proposal will help you communicate your ideas more easily. It’s also something that your competitors are doing and something that many clients are beginning to expect.

In our research, we found that roughly 80% of proposals included an image and 20% included a video. We also saw higher close rates when these multimedia tools were used compared to when they weren’t.

Exactly how a business proposal is designed still has some flexibility, depending on your brand and what you’re trying to achieve, but keep in mind that it can have a big impact on success.

Business proposals with pages of blocky text are much harder to navigate than proposals with charts, graphs, images, and bullet points.

It’s important to spend time beautifying your proposal,” points out Jared from PandaDoc Sales .

“A proposal that are can draw the eye directly to relevant content and keep the reader engaged is a powerful tool when trying to close a deal.”

Rather than writing a 1000-word About Us section, consider including team member headshots and a brief bio.

Rather than adding highly technical language about operational processes and leaving stakeholders to figure it out, provide visual aids that summarize the information in a clear and easy fashion.

Clearly defining your milestones isn’t the only reason to pay careful attention to how your business proposal is written.

While there can be legal ramifications to poorly written proposal content, perhaps the most important consideration is the impression that your proposal leaves behind.

Your proposal introduces your client to the quality of work they can expect from your business. If it’s full of typos, spelling, and grammatical errors, or just seems sloppy, you’re unlikely to close the deal.

Read and re-read. Be sure to proofread every passage for errors before you send it to prospective clients or save it as a template.

You can also offset some of this tedium, especially on smaller deals, by focusing on creating a concise offering rather than a long-winded document.

A word about costs

When you’re creating proposals, it’s easy for costs to add up. Costs for customized professional business proposals can take hours of research, consultation, and preparation — all with no guarantee of success.

That’s why savvy companies do everything they can to lower the cost of proposal preparation. Typically this is done by generating a template for business proposals — an outline or skeleton that someone can fill out quickly to save time and expedites internal company processes.

It’s an effective way to keep overhead low. Based on our research, an average of 20 documents are generated from each template you create .

That’s a huge time saver for any business.

If these aren’t assets that you have on your staff, consider hiring that skillset onto your team or hiring a freelancer to assist with proofreading and correction.

While many clients will overlook a stray typo or a misplaced comma, too many errors will land your proposal in the discard pile.

When you’re creating business proposals, it’s easy for costs to add up. Costs for customized professional business proposals can take hours of research, consultation, and preparation — all with no guarantee of success.

After you hit ‘Send’ on your business proposal

Once you’ve sent your proposal, your next step will depend on the process. Based on our information, about 65% of business proposals containing a signature block close within 24 hours.

business proposal

However, your mileage may vary. RFPs tend to be competitive processes, so you may have to wait until the submission window closes before you hear a response.

Don’t forget to follow up and ask your potential client if they have any questions. Based on the business proposals we looked at, you are 30% more likely to close a deal if you send a series of reminders to keep your proposal top of mind.

how to close deals by 30%

PandaDoc and other proposal software tools can help you monitor your proposal using document analytics so that you know exactly when to reach out.

These tools let you know when your potential client viewed your proposal, how many times they opened it, and which sections they spent the most time on.

With these insights, you can anticipate their questions or objections and have your responses ready to go.

7 ideas to make your business proposal stand out

Just because you may have a perfect business proposal all ready to go, it doesn’t mean it will stand out from the crowd. Many startups fail due to competitors, so a unique proposal idea can make your readers sit up and take notice. Pizazz isn’t what matters here, rather any idea that adds value to your proposal and communicates quality. Here are a few ideas to put the spotlight on your business proposal:

  • Personalize your business proposal for each client: Ensure that your business proposal meets the exact challenges and interests of each recipient, as this will show you understand their specific needs.
  • Create a business proposal website: A professional business proposal website will always wow your potential clients. Not only will it showcase your company and highlight your industry expertise, but it will give your recipient simple access to relevant information and make your proposal interactive. This is a feature that will leave a lasting impression.
  • Add a VR or AR demo: If your business proposal includes a virtual reality (VR) or augmented reality (AR) demo, it will make for an immersive proposal experience as it adds interactivity to your proposal. Again, this idea offers a memorable experience with lasting impact.
  • Add sound to your proposal: A really clever way to make your message stay in the memory of your reader is to add music or sound to a business proposal. This could be a song or jingle, sound effects, or royalty-free music.
  • Try a direct mail element: Make your business proposal stand out among a sea of digital communication by going back to traditional methods and adding a personalized direct mail element. A handwritten note or small gift will make your business proposal memorable, highlighting your attention to detail and dedication to personalized communication.
  • Ask an influencer to present or vouch for your proposal: If you are already working with an influencer, their input can boost your proposal credibility. Show that respected figures in the industry support you, and this will add authority and appeal to your business proposal, upping your chances of success.
  • Hide a few Easter Eggs: A hidden message, cute animation, or a secret section are all little surprises add a touch of fun and intrigue to your busniess proposal. Easter eggs really encourage exploration and will encourage your readers to spend more time on your proposal. It won’t be one they’ll forget in a hurry!

Free business proposal templates and winning examples can make writing simple

Need to know how to write a business proposal but don’t know where to begin? PandaDoc can help with some great examples of business proposals.

In the proposals that we looked at, those created using our business proposal templates regularly created high-performing results for customers with minimal editing time.

Take a look at some of the metrics around the top professional business proposal templates currently in our template library .

Once you’ve fitted an existing business proposal template to your personal needs, you can save it as a fresh template in your content library for even faster reuse.

In doing so, you can slim the entire business proposal design process down from hours to minutes or spend more time refining your proposal for maximum appeal.

To see the true power of the PandaDoc editor, be sure to check out our community gallery for expertly designed templates from real PandaDoc customers.

If you’re a PandaDoc user, you can even swipe these business proposals and load them directly into your PandaDoc editor with a single click.

It’s just that easy.

how to make a business proposal letter

Social Media Marketing Proposal Template

Used 13721 times

Legally reviewed by Yauhen Zaremba

A successful business proposal focuses on the client’s needs

Ultimately, your proposal should be focused on your client’s needs and how your business plans to fix them.

No matter how you choose to write a business proposal, never lose sight of that goal.

The RFP you receive will have most of the information you need to build a great proposal.

Take things step-by-step, and use the opportunity to show your client that your business is the right fit for the job.

But, why not sign up for a free 14-day trial with PandaDoc today?

PandDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

Originally was published in October 2016 and has been updated for comprehensiveness in January 2024

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Status.net

How to Write a Perfect Proposal Letter: Step-by-Step (Examples)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

  • Understanding Proposal Letters Part 1
  • Structuring Your Proposal Letter Part 2
  • Key Elements of a Proposal Letter Part 3
  • Step-By-Step Guide to Writing a Proposal Letter Part 4
  • How to Write a Business Proposal Letter (Example) Part 5
  • How to Write a Job Proposal Letter (Example) Part 6
  • How to Write an Academic Proposal Letter (Example) Part 7
  • Successful Business Proposal Email Example Part 8
  • Example of a Proposal Letter for a Marketing Project Part 9
  • Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

  • Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
  • Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
  • Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
  • Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
  • Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

  • Benefit 1: Reduction in production costs by 30%
  • Benefit 2: Improved customer satisfaction
  • Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

  • Demonstrating your expertise and experience in the field
  • Explaining the benefits of your proposed solution
  • Sharing success stories and testimonials from past clients or projects
  • Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

  • Start by addressing the recipient with their professional title and full name.
  • In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
  • In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
  • When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
  • Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

  • Your contact information
  • The recipient’s contact information
  • Subject line (optional)
  • Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

  • Problem/need introduction
  • Proposed solution
  • Benefits of the solution
  • Timeline and budget (if applicable)
  • Your qualifications (why you’re the right choice to carry out the proposal)
  • A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

  • Start with a brief introduction of your company and its offerings.
  • Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
  • Be specific about costs, timelines, and any other relevant information.
  • Use clear, concise language, and avoid using jargon or overly technical terms.
  • Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.
Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

  • Briefly mention your background and skills relevant to the position.
  • Describe how your unique abilities can positively impact the organization.
  • Offer specific examples of how you can contribute to the company’s goals and objectives.
  • End with a call to action, offering to provide more information or meet to discuss the opportunity further.
Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

  • Introduce the main research question or hypothesis.
  • Provide a brief overview of the project’s methodology and work plan.
  • Describe the expected outcomes and significance of the research.
  • Include information about the project’s potential impact on the field and broader society.
Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.
[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together: Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

  • Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
  • Background Information: Provide necessary context to help your reader understand the problem or opportunity.
  • Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
  • Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
  • Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

  • Use clear and concise language to effectively communicate your ideas.
  • Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
  • Include specific examples, case studies, or testimonials to back up your claims.
  • Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

  • Introduction: Provide a brief overview of your research topic and its significance.
  • Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
  • Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
  • Methodology: Explain your research approach and the techniques you will use.
  • Expected Results: Provide an idea of the anticipated results and their significance.
  • Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

  • Start with a strong opening that captures the client’s attention.
  • Clearly state the problem or opportunity your proposal addresses.
  • Present your proposed solution, focusing on its unique and beneficial aspects.
  • Provide evidence of your expertise and past successes, such as case studies or testimonials.
  • Detail any necessary resources, deliverables, and a realistic timeline.
  • End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

  • Opening Statement: Grab the reader’s attention and introduce your proposal.
  • Background Information: Provide relevant context to help your audience understand the issue or opportunity.
  • Proposed Solution: Detail your unique and compelling solution to the problem.
  • Evidence and Support: Showcase your expertise, past successes, and any supporting data.
  • Timeline and Budget: Give an overview of the project’s duration and required funding.
  • Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
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  • How to Ask for a Letter of Recommendation [Examples]
  • How to Write a Letter of Intent (Effective Examples)
  • How to Write a Two-Week Notice [Effective Examples]
  • Cover Letter vs. Letter of Interest vs. Letter of Intent
  • How to Write a Thoughtful Apology Letter (Inspiring Examples)

How to Write a Business Proposal [Examples + Template]

Meredith Hart

Published: December 05, 2023

Free Business Proposal Template

how to make a business proposal letter

Propose your business as the ideal solution using our Free Business Proposal Templates.

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Here's what every new business owner needs: an extra 8 hours in the day, an endless supply of coffee, and, most importantly, a really strong business proposal.

how to write a business proposal: image shows a person holding a pen and another person typing on a laptop

A business proposal can bridge the gap between you and potential clients. Done correctly, and it will outline your value proposition and persuade a company or organization to do business with you.

Here, we'll take a look at the various kinds of business proposals and go over how to write one. We’ll also see some ideas and examples to help guide yours.

Know exactly what you need? Jump to one of the following sections:

What is a business proposal?

Types of business proposals, how to write a business proposal, business proposal templates, business proposal example, tips for writing a business proposal, business proposal ideas.

A business proposal is a formal document that’s created by a company and given to a prospect to secure a business agreement.

It's a common misconception that business proposals and business plans are the same. However, a proposal helps you sell your product or service — not your business itself.

Think of it this way: instead of assisting your search for investors to fund your business, a proposal helps you seek new customers.

Follow Along With HubSpot's Business Proposal Template

business-proposal

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There are two types of business proposals: unsolicited and solicited.

  • Unsolicited Business Proposals : With unsolicited business proposals, you approach a potential customer with a proposal, even if they don't request one, to gain their business.
  • Solicited Business Proposals : Solicited business proposals are requested by prospective clients so that they can decide whether to do business with your company.

In a solicited business proposal, the other organization asks for a request for proposal (RFP). When a company needs a problem solved, they invite other businesses to submit a proposal that details how they'd solve it.

how to make a business proposal letter

Propose your business as the ideal solution using our Free Business Proposal Templates

  • Problem summary
  • Proposed solution
  • Pricing information
  • Project timeline

You're all set!

Click this link to access this resource at any time.

Fill out the form to get your template.

Whether the proposal is solicited or unsolicited, the steps to create your proposal are similar. Make sure it includes three main points:

  • A statement of the organization's problem
  • Begin with a title page.
  • Explain your why with an executive summary.
  • State the problem or need.
  • Propose a solution.
  • Share your qualifications.
  • Include pricing options.
  • Summarize with a conclusion.

Before writing your business proposal, it's crucial you understand the company. If they've sent you an RFP, make sure you read it carefully, so you know exactly what they want.

I recommend having an initial call or meeting with any new clients to ensure you fully understand their objectives. Ask open-ended questions to understand not just what they want, but why they want it.

Once you've done your research, it's time to begin writing your business proposal. While there's no one-size-fits-all approach to writing a business proposal, there's several elements most proposals include. (I designed this example business proposal using Canva .)

1. Begin with a title page.

You have to convey some basic information here. Introduce yourself and your business. Be sure to include:

  • Your company's name
  • The date you submitted the proposal
  • The name of the client or individual you're submitting the proposal to

Your title page should reconcile engagement with professionalism. I think of it as your first tone-setter, so you need to make sure yours is sleek, aesthetically appealing, and not too "out there."

Here's an example of what a business proposal template looks like when done right:

How to Write a Business Proposal: Business Proposal Example Title Page

The executive summary details exactly why you're sending the proposal and why your solution is the best for the prospective client.

Specificity is key here. Why are you the best choice for them?

Like a value proposition, your executive summary outlines the benefits of your company's products or services and how they can solve your potential client's problem.

After reading your executive summary, the prospect should offer a clear idea of how you can help them, even if they don't read the entire proposal. Here's what one should look like:

How to Write a Business Proposal: Sample Executive Summary

3. State the problem or need.

This is where you share a summary of the issue impacting the potential client. This is your opportunity to show them you understand their needs and the problem they need help solving.

How to Write a Business Proposal: Example Event Overview

In the example above, I included several signals to showcase my expertise – that I've been in the photography biz for 10 years, that I've worked with over 500 clients, and that I've been featured a number of publications. 

As you approach this section, focus on presenting yourself as an authority. Consider leveraging tools like:

  • Case studies
  • Client testimonials
  • Relevant awards
  • Industry accreditations

6. Include pricing options.

Pricing is where things can get a bit tricky, as you don't want to under or over-price your product.

How to write a business proposal: Include Pricing Options

The pricing section of your proposal could include:

  • A detailed pricing breakdown, including packages, tiers, and add-ons or optional services
  • How product features and benefits align with pricing choices
  • Pricing for different needs and budgets
  • How your pricing compares with competitors
  • An FAQ section to respond to anticipated objections and explain your pricing strategy

7. Summarize with a conclusion.

After sharing the above information, simplify it all into one final section.

  • First, briefly summarize the proposal. Be sure to share your qualifications and why you’d serve as the best choice.
  • Then, to prompt further conversation, confirm your availability to go over the next steps.
  • At the end of the proposal, the goal is to have the client ready to work with you. So, be sure to offer your contact information for easy follow-up.

In need of some inspiration before you begin writing? Here are example business proposal templates from popular business proposal software companies you can use to help create your proposal.

1. HubSpot's Free Business Plan Templates

HubSpot Business Proposal Template

Download these Templates

We know how crucial a great business proposal is to your and your client’s success. That's why we've compiled 2 Free Business Proposal Templates for you to use and customize for any of your projects.

You'll gain access to a concise, one-page template (pictured above), as well as a longer template for you to refine your plan and proposal.

Download the templates now to get started on building your proposal.

What We Like

The one-page template is clear, straightforward, and easy to read — without skipping on the key elements of a business proposal. This format is especially useful for busy clients who appreciate brevity and clarity.

2. Web Design Proposal

Business Proposal Templates: Web Design

With advertising on social networks projected to reach $82.23 billion dollars in 2025 , it's in your business's best interest to have a plan for growing your client's social media presence.

To help you in that effort, the information in this social media marketing proposal includes an executive summary to help introduce your high-level ideas, an assessment of the client’s company to show your diligence, and a breakdown of billing to show how your company charges for posting, content creation, and analytics.

This template includes all the bells and whistles of a social media proposal packaged in a fun yet professional design. It also includes helpful writing instructions under each section.

8. Content Marketing Proposal

Business Proposal Templates: Content Marketing

Business proposal templates are helpful places to get started, but what should your business proposal look like when it's complete? This template should inspire you.

When pitching your content marketing services to clients, this template can help you organize your ideas. While it walks you through initial objectives and how to communicate your prospected results, one of the most helpful parts of this template is the pricing ideas it gives you when charging for your services.

In the business template example below, Social Portal Consulting (SPC) pitches a marketing proposal to Graphic Bean. At first sight, this proposal appeals to the creative. I recommend going a step forward and designing the layout in your or your client’s brand colors.

Business Proposal Example: Social Media

Besides the design, the social media icons quickly tell the prospect what platforms Social Portal is pitching. Because we see Facebook, Twitter, Instagram, and Pinterest icons, the client instantly knows that this proposal doesn’t include LinkedIn, YouTube, or other platforms.

While maintaining its design, this example outlines Social Portal Consulting’s plans efficiently. It begins by providing insight into Graphic Bean and its goals before elaborating on how SPC can leverage its expertise to help them achieve them.

This business proposal template includes an easy-to-follow timeframe for goals and objectives while keeping the client abreast of how payment will happen across the project.

Overall, this is an excellent example of how to combine the elements of social media marketing into a creative and concise business proposal. Finally, we'll leave you with some business proposal ideas to get you started on your own.

  • Start with an outline.
  • Keep it simple.
  • Stay on brand.
  • Quality control.
  • Include data and visuals.
  • Add social proof.
  • Use a call-to-action.
  • Create a sense of urgency.
  • Make the decision for them.
  • Incorporate video into your proposal.
  • Include up-sell and add-on opportunities.
  • Clarify your terms and conditions.
  • Include a space for signatures to document agreement.
  • Create a table of contents.

1. Start with an outline.

If you want to produce a thoughtful, effective business proposal, you need to have some idea of what you're hoping to achieve with it.

Before I dive into writing a proposal, I always outline the major sections of the proposal that I want to include. That way, I can stay focused and make sure my message stays intact as I write.

Use these free business proposal templates to make sure that your outline includes everything you need.

2. Keep it simple.

Ultimately, there's no definitive blueprint for how long a business proposal has to be. Yours should be however long it takes to convey the information you want to get across.

That said, I'm a firm believer in quality over quantity, especially when it comes to business proposals. Keep your sentences short and simple, and avoid including too much business jargon.

You want anyone who picks up your proposal to make sense of it. So, be straightforward and don't get too fancy. Aim for substance over flash.

3. Stay on brand.

Don't be afraid to let your company's personality shine through in your proposal. Stay true to your brand and show the client what sets you apart from your competitors.

4. Quality control.

I've made it a habit to add an editing/QA step in my writing process. During this step, I do a quick spelling and grammar check before hitting send.

So, as you draft your proposal, and after checking for the basics, keep scanning this document until it's just right.

Check to make sure your proposal:

  • Meets client needs and expectations
  • Highlights your value proposition
  • Is well-structured and easy to read or skim
  • Complies with legal, ethical, and regulatory requirements
  • Looks professional and engaging

5. Include data and visuals.

You want your business proposal to capture your prospect's attention and help set you apart from any other ones they might have received. One of the best ways to do that is to include hard, quantitative data that helps stress the value of your business.

Use relevant, compelling figures that highlight what you have to offer. This can establish authority and make your proposal more convincing. It also helps to include visuals such as charts and graphs to enhance your proposal.

6. Add social proof.

From my experience, you can only be so convincing when you're personally talking up how great your business is — which is why adding social proof is key to establishing credibility.

At the end of the day, prospects are skeptical. They may not take you at your word. But they'll likely trust peers and fellow customers. That's why including elements like customer quotes and testimonials can go a long way.

7. Use a call-to-action.

I've learned that the best proposal in the world can only take you so far if you don't clearly define the next steps. That's why you have to make sure the reader knows what to do after reading your proposal.

A clear call-to-action is the best way to get there.

Define and highlight exactly what they should do to act on the interest your proposal has generated. Without that guidance, you might leave your reader in limbo.

HubSpot customers : Use this CTA builder to create powerful customized CTAs.

8. Create a sense of urgency.

No one wants to feel as if they missed out on a great opportunity. From my experience, prospect tend to drag their feet and put off making a decision if there isn't a sense of urgency.

So, as you create your business proposal, your goal should be to add a degree of urgency. When prospective clients read your business proposal they should feel that the best time to sign up for your service is now .

One way I accomplish this is by stating short and long-term goals for their business. They'll have to wait for the long-term goals, but I make the short-term goals so enticing that they'll be ready to begin a collaboration.

9. Make the decision for them.

Craft your copy in a way that seems like saying "no" to the proposal would be stepping over dollars to pick up pennies. Your offer should go above and beyond their expectations. Do everything in your power to remove friction and objections along the way.

10. Incorporate video into your proposal.

If you're creating an online proposal using document file formats like PDF, add multimedia elements. This will enhance the proposal experience, make your document richer, and keep them engaged.

Try adding a video at the beginning as an intro to your proposal. Or, put a video in the project breakdown to verbally discuss some of the more confusing parts.

Extras like this can make an impression. This tip works especially well with prospects who are visual or auditory communicators.

Pro tip : HubSpot Video makes it easy to record and embed video into a website or email for a big proposal boost.

11. Include up-sell and add-on opportunities.

They say you won't receive unless you ask. And readers won't explore the upper tiers of your solutions if you don't give them the opportunity.

So, share some upsells and add-ons about your business that they can act on. Call out a specific pain point and how this extra can add value.

With this step, balance is important. Show them everything your business has to offer without overwhelming your recipient.

12. Clarify your terms and conditions.

Your business proposal should include details on your project timeline and payment schedule. This summary is basically what you and the client agree to if they accept your proposal.

How to write a business proposal: Example Terms and Conditions

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How to Write a Proposal Letter for Any Use Case [+ Templates]

Whether you’re writing a business proposal, project quote, or sales pitch, you’re going to need a top-notch proposal letter.

This letter provides context to the recipient, sets the tone and style for the proposal, and encourages the recipient to review your complete proposal.

But…writing is hard work!

To make things easier, we’ve got a simple 5-step process to help you craft your letter.

Below, you’ll also find 3 unique templates with an example proposal letter for each.

Writing a proposal letter graphic

What is a proposal letter?

A proposal letter is designed to entice the recipient to read your proposal in its entirety. It can be formal or informal, and usually covers the problem statement, goals, proposed solution, and next steps. It might also include details about the project budget or timeline.

Cover letters are sent alongside all types of proposals, including:

Sales proposals

Business plans

Business partnership agreements

RFP responses

Project or service renewal proposals

Internal collaboration and project proposals

Grant proposals

Research proposals

Sponsorship proposals

Why you need a proposal letter

Here are important reasons why you shouldn’t skip the letter:

Set the tone - Your proposal letter will set the stage for the proposal. It can hint at the results the prospective client will receive or it could cover the RFP requirements that were met.

Provide context - A proposal letter provides context for why the proposal is being sent. This is useful whether the proposal was solicited or unsolicited because you give the reader a reason for being in their inbox.

Highlight key areas of the proposal - You can use the letter to surface any detail you want, be it a testimonial, average client result, low-price promotion, market opportunity, or whatever will excite your reader the most.

Encourage the recipient to read the proposal in full - At the end of the day, a great proposal letter should serve as a gateway. It gives enough information to convince the reader to give you their undivided attention and review the entire proposal.

5 steps for writing a proposal letter

Use these 5 simple steps to craft the perfect proposal cover letter.

For best results, you should write your proposal before you write the letter. This way, you’ll have already done your research on the potential project, client, or business idea.

1. Know your goals

Before you start writing, take a step back and really consider what you’re trying to achieve. Are you trying to get the attention of a prospective customer who you know will be a hard sell? Do you need to show the reader that you’ve adhered to strict guidelines that were outlined in a governmental RFP? Or, are you simply giving the person a heads-up that the proposal is ready for review?

Knowing your goals will ensure you make the right decisions in Steps 2, 3, and 4 below.

2. Determine the format and formality level

Next, it’s important to choose the right format and style for your letter.

In this digital world, written or printed proposal letters are very old-fashioned. You’re better off using proposal software , which allows you to store email templates, proposal templates, customize things as needed, automatically notify and remind recipients to sign your proposal, track views, and more.

As for style, make sure to write in your brand voice . The formality of your writing style should also match your industry and the recipient’s expectations.

In most business scenarios, the longer and more complex and more formal your proposal, the longer and more complex and more formal your proposal letter will be too.

3. Start with a template or example

The next step is to find a template or letter example that will help guide your writing process. This is especially helpful if you’re sending a proposal letter for the first time and aren’t sure of exactly what to include.

Below these steps, you’ll find 3 proposal letter templates for different use cases and an example letter for each.

Of course, you can also head over to Google images and search for the exact type of proposal letter you’re writing in order to find tons of examples.

4. Craft the letter

Now it’s time to write!

Most proposal letters should hit on all of these points (in order):

Greeting for the recipient

Statement of gratitude or excitement for sharing the proposal

The client or project problem and goals

Your proposed solution and key details

Why your company is a fit to help

Your signature

As you’re writing, do your best to match the style and tone you’ve chosen, but you can always tweak it to perfection as you edit.

5. Proofread before you send

The proposal letter is your first impression. Get it right, and there’s a good chance the recipient will read your proposal. Get it wrong, and they might never even open your proposal. This is why you shouldn’t rush. Proofread your proposal letter 2 - 3 times, and on different days if your deadline allows.

Now it’s onto the templates and proposal letter examples!

Proposal letter template #1 (Sales pitch)

While there are many different types of proposals, sales pitches are probably the most common type. Account managers or executives send proposals to prospective clients and customers in order to pitch services, software, and other solutions. Use this template to help you craft the perfect letter to go along with your proposal.

Template #1

[Your first and last name]

[Company or organization name]

[Recipient's name]

[Recipient's company]

[Hi or Dear (recipient’s first name),]

[Use the first sentence to share your gratitude and or excitement for the opportunity to submit a proposal.]

[Define the potential client’s core problem and goals in one to three sentences.]

[Describe your proposed solution and why you’ve chosen this approach in one to three sentences.]

[Use one sentence to clarify the price of the proposed solution, or if you prefer to keep the price out of the letter, list specific deliverables or timelines instead.]

[In one to two sentences, describe why your company is the best fit for implementing the solution or how you’ve completed similar projects.]

[Tell the prospective client the next steps to take, such as reading and signing the proposal.]

[Your sign-off and signature]

Jane Doe Ace Software Hi Alex, Thank you for the opportunity to share this proposal with you. Your small but mighty marketing team is struggling to release content quickly, given their limited capacity. Things are getting stuck in the review column for too long, and classic project management software means that your team is constantly searching for assets, copying and pasting content, and failing to meet campaign deadlines. Ace Software can help you achieve your goal of hitting your campaign targets and drastically improving your team’s productivity. I recommend our Premium subscription and our Platinum implementation add-on. With a one-time setup fee of $5,000 and an annual fee of $4,000, your team will be able to produce and release content more quickly—as if you had hired two marketing assistants. Ace Software has supercharged 320 content teams, delivering an average ROI of 600%. Please read through the proposal and sign off when you’re ready. Or, let me know if you have any questions on what’s included. We look forward to working with you! Jane Doe Account Executive Ace Software

Proposal letter template #2 (Project quote)

When submitting a proposal or quote for a large project , you’ll likely need to take a more formal approach with your proposal letter. This template and example are perfect if you’re responding to an RFP for a government agency or other organization.

Template #2

[Hi or Dear (recipient’s first and last name,)]

[In the first paragraph, clarify why you are submitting a proposal and to whom. Typically you will mention the entity that sent out an RFP and the title, topic, or number of the RFP.]

[Describe the core contents and requirements of the RFP in three to five sentences.]

[Describe the scope of services outlined in your proposal in three to five sentences.]

[Offer the proposed project price and timeline in one to two sentences.]

[Clarify who the recipient should contact for questions or requests for proposal revisions.]

Jane Doe Ace Construction July 13, 2023 Alex Ross, Senior Civil Engineer Anywhere, California Dear Mr. Alex Ross, Thank you for the opportunity to submit this proposal. Ace Construction is responding to the RFP for playground and park construction for Sunny Park requested by the City of Anywhere, California. The Sunny Park RFP requests submissions from contractors experienced in park construction, playground design and construction, hardscaping, and landscaping. The RFP requires an active CSLB license and compliance with the allotted budget. Our proposal is fully compliant with all aspects of the Sunny Park RFP. We are proposing the construction of three shaded picnic areas, two playgrounds for children of different ages (12 months to 4 years and 5 to 12 years), a playing field for a variety of informal family sports, hardscaping with locally-sourced materials, and landscaping featuring drought-tolerant plants. The estimated project price for all of the design and construction outlined in our proposal is $900,000, and we expect to deliver the completed project in three phases so that new park features are available for public use as soon as possible. Should you have any questions about the contents of this proposal, please contact me directly. Thank you for your consideration, Jane Doe Business Operations Manager, Ace Construction (555) 555-1234

Proposal letter template #3 (Business partnership)

When you’re writing a letter to present a proposal for a business partnership , the level of formality will depend a lot on the person or entity you’re pitching to, and how well you know them. Whether formal or informal, the following template will help you cover your bases.

Keep in mind that this template can be easily modified to fit internal project proposals and business plans.

Template #3

[Your first and last full name]

[Kickstart your proposal letter with a one-sentence description of why you’re excited about the potential of working with the other person or why you think they’ll be interested in the opportunity.]

[Describe the market opportunity, target audience, and competitive gap analysis in two to four sentences.]

[Describe how your company will compete to win in two to four sentences.]

[Describe the type of partnership you’re proposing in one sentence (general partnership, limited partnership, etc.)]

[Clarify the next steps you’d like the recipient to take, such as reading and signing the proposal or scheduling a call with you to go over any questions.]

Jane Doe Ace Startup Hi Alex, I’m so excited to send you this business partnership proposal, because I know this industry is right up your alley. With your experience and my audience, I believe we’ll be able to do great things together. The direct-to-consumer vegan frozen foods market is full of expensive products that cost $8 to $11 per serving and are consistently described as “not filling” in reviews. It’s no wonder: 400 calories isn’t enough for dinner. Based on my research, I believe that we can satisfy the needs (and stomachs) of busy vegans by providing quick-cook products with recipe options that can be easily combined with fresh ingredients on hand. This will reduce our packaging sizes, costs, and shipping costs, while making it easy for consumers to adjust the recipes to their own tastes and typical portion sizes. I propose a general partnership, where we invest equal amounts of time and money, and share the potential gains or losses equally as well. Please review this proposal in full, and let’s schedule a time next week to go over all of the details. Best, Jane Doe

Write with your unique brand voice and the appropriate formality. Encourage the recipient to read the proposal and clarify the next steps you want them to take. Get these things right, and you’ll close that proposal in no time.

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How to Write a Business Proposal Letter (+ Template)

Related articles, lead vs prospect vs opportunity: what's the difference, 52 lead generation statistics to consider in 2024, top 14 email nurture campaign best practices.

how to make a business proposal letter

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A business proposal letter is a one-page document that serves as the persuasive summary or cover letter for a comprehensive business proposal. Its goal is to briefly highlight the most important aspects of your full proposal. While not required, it’s good to use if you want to convey a higher level of professionalism, to build trust or credibility, to provide added context, or to deliver a short pitch. You can then send the letter in an email or as a physical copy.

Make sure your proposal letter introduces a professional and memorable business proposal for the best results. Hire a design expert on Fiverr to custom-design a business proposal for as little as five dollars. Fiverr is a gig-based marketplace with experts offering editable proposal designs you can customize for each prospect and send as a PDF. Check out the top gigs below:

How Business Proposal Letters Work

A good proposal letter is formatted as a single page containing 3-4 paragraphs and fewer than 400 words, with five key elements. To write a formal business proposal letter that encourages your prospect to continue reading to your full proposal follow these steps:

  • Start with Business Headings: Identify who the letter is intended for and who it’s from, listing all parties' contact information.
  • Write an Introduction: Use a professional greeting to introduce yourself and your company then remind your prospect of why they're receiving this proposal.
  • State Your Purpose: Explain the purpose of your proposal, including the problem, solution, and key benefits.
  • Have a Call-to-Action: Clearly tell your prospect what is expected of them to move forward from this point.
  • Finish with an Outro and Signature: End the letter with a friendly and personal thanks to the prospect and reiterate your contact information.

Once you draft your business proposal letter, send it to your prospect along with your full proposal. You can mail a hardcopy with the letter on top and the proposal underneath, or more commonly, you can email it. If your contact is the decision maker, paste the letter into the body of an email and attach the proposal. If your contact might forward your email to others, also make the letter the first page of the proposal.

Remember that just like your full business proposal, your proposal letter should be customized for your unique prospect. It should also accurately summarize and tease your proposal, so make sure the information between the two documents are aligned and build off each other. For information on writing a full-blown proposal and how it ties into your proposal letter, read our article on how to create a business proposal .

In some cases, people use the terms “business proposal letter” and “business proposal” interchangeably. This refers specifically to a  one-page business proposal . Businesses selling smaller projects or drafting a proposal to companies they have a good relationship with often use a one-page proposal containing both the letter and details.

Free Business Proposal Letter Template

We’ve created a free business proposal letter template that incorporates the crucial elements listed above, as well as examples of what to write for each. Personalize it to your specific sales situation by simply replacing the words in parentheses (aka, the fields) with your own writing. We’ll show you how to do this throughout the article, incorporating screenshots of each section.

Free Business Proposal Letter Template

Standard Business Proposal Letter Format

Check out each of the major components of an effective business proposal letter below, starting with business headings, continuing on with an introduction, statement of purpose, and call-to-action, and wrapping up with a strong outro.

Introduction

Statement of purpose, call-to-action.

Business headings provide a formal touch for your business proposal letter and include contact information for your business as well as the recipients, such as the business name, address, and points of contact. For more informal business proposal letters or proposal letters you send via email, you can consider omitting this portion of your letter.

business proposal letter template business headings

Your introduction is an opportunity to re-introduce yourself and remind your lead, prospect, or recipient why you're sending the associated proposal. This also gives you a chance to provide any relevant social proof to prime them before reading your full proposal, as well as tease the overall purpose.

business proposal letter template introduction

This acts as a summary of the most important contents of your business proposal: their problem, your solution, and the benefits the prospect will receive. This gives you a chance to highlight the most important points of your proposal and accurately communicate your elevator pitch or USP for the scanning reader.

business proposal letter template statement of purpose

Conclude with a sentence that tells the reader what to do next. Usually, this next step will be to read your attached proposal, but it can also be to request a call or meeting to review the proposal together or to ask and answer any questions that may have arisen after reviewing. If this is the case, use concrete language with a specific ask, such as "use my Calendly link to book a time to connect this week."

business proposal letter template call-to-action

End with a polite outro stating how excited you are about the opportunity to work together. Then, sign the document if it's a physical copy, or use a professional email signature if you're sending it via email. Include your contact information in the signature so they can reach you.

business proposal letter template outro and signature

Now that you understand the purpose of each section of the letter, follow our step-by-step instructions to write your own business proposal letter.

How to Write a Business Proposal Letter

To write a letter that effectively introduces and summarizes the proposal, draft each of the five elements in order. Below, we'll show examples of each element from our free template. Be brief and to the point, including only the most crucial information and using clear, simple language to help the reader remain engaged. Personalize the letter so the prospect feels that you’ve listened to and truly understood their specific needs — this can inspire them to work with you over your competitors.

1. Fill Out Your Business Headings

Add business headings to the top left-hand side of your letter, listing standard information about both your business and your prospect’s. List full names, job titles, companies, addresses, and contact information, as shown below. This helps the reader know this letter is for them and which business it’s from, which can be helpful if they’re assessing multiple vendors.

business proposal letter business headings template example

Some business proposals also include the date at the top, above the business headings. Some make their business information a header across the top of the page and paste their logo onto it. Do what you think looks best, and combine rows to save space if needed. This element is essentially a formality. As long as it looks organized and professional, it won’t impact the success rate of your proposal. If it looks sloppy, it might hurt it.

Since including business headers is more appropriate for letters that appear as the first page of a full business proposal, if I was writing a proposal letter in the body of the email, I would skip this step.

2. Craft a Compelling Introduction

The introduction element is the beginning of the body of your proposal letter, starting with a greeting like “Dear {Prospect Name} ” and ending with a segue into the statement of purpose. Personalize the introduction to the prospect’s unique situation to make them feel understood; do this by beginning with background information that you’ve uncovered through conversations with them, like the agreed-upon value proposition. Keep it under 100 words, if possible.

Let’s go over the bolded fields in our template using the screenshot below. Include individual and business names, plus the following:

  • First or Last Name:  Whether you choose Frank or Mr. Underwood depends on your relationship with the prospect. If uncertain, it’s best to stick with the formal Mr./Mrs. Also keep in mind that they might go by  other pronouns or honorifics  like Mx.
  • Date of Last Conversation:  The last time you spoke with them, they should have asked for a proposal or shown interest in moving into the next stage. Bring this meeting back into their memory by including the date it occurred. This makes it personal.
  • Agreed Value Proposition:  At the prior meeting, you and the prospect should have agreed on the value proposition: why the prospect should choose your solution. Write it here, mirroring how they said it out loud or in their email so they remember it easily.
  • Number of Years in the Industry:  Write how long you’ve been serving customers like them. This harmless brag builds your credibility as an expert.
  • Their Business Type:  Business type could be “enterprise martech brands,” “freelance writers,” or “property management companies managing over 1,000 units.” Tell them that you’ve served companies just like theirs.
  • Eye-Catching Benefit:  Before segueing into the statement of purpose, hook them in with another benefit of your solution. Ideally, this is one they’ve expressed excitement about in your past meetings.

Here's how these prompts fit into our free template:

business proposal letter introduction template example

3. Clearly State the Purpose of Your Proposal

Now it’s time to write the statement of purpose element of your business proposal letter. This is arguably the most critical portion of the letter, so it receives the greatest length: about 175 words. It summarizes what the prospect will learn in the attached proposal and the proposal’s purpose: to show them how you’ll help them solve a problem or achieve a goal. This element should also highlight some key benefits or your unique selling proposition (USP) to increase their curiosity.

Below are the statement of purpose fields and how to complete them:

  • Prospect’s Main Problem:  This grabs their attention since it’s what they want solved. Also, include any associated costs caused by the issue. Dedicate 1-2 sentences to this.
  • Your Product or Service:  Explain the solution you’re offering. In one sentence, describe what your solution is and how it works.
  • Benefits List:  List the three benefits they’ll receive from your solution. This gets them excited about the proposal. Consider making benefit #3 a key differentiator (aka, a unique selling proposition) that paints you as separate from and above the competition.
  • Any Other Crucial Proposal Elements You Want to Mention:  Your proposal often includes more than just the three fields above. List with commas what else they’ll find inside, whether it’s case studies or a full analysis of their situation.

We've included these elements in our free template using paragraphs and bullets:

business proposal letter statement of purpose template example

You may be wondering if cost should get a spot in the letter. It’s generally best practice to exclude cost. There’s a reason the pricing comes at the end of the full proposal — by then, the prospect will fully understand the value you offer, which makes the cost more digestible. The only time you’d include your cost is if it were a main selling point (perhaps your cost is far below the competition’s), in which case you’d include it in the paragraph after the bulleted list.

4. Make Your Call-to-Action

Your call-to-action (CTA) is where you tell the prospect what you want them to do next. This is typically to open and read the attached business proposal. You can also ask them to call or email you when they’ve finished reading it or as questions arise, or to set up a meeting in advance so they’ll finish reading it by the time you connect again. Sometimes, it'll be appropriate to include a contract and ask the prospect to sign it if they have no concerns.

Here are four potential CTAs to use:

  • “You can find the proposal below, attached to this email. Please give it a read, and feel free to book a meeting using my Calendly link if any questions arise or you'd like to go over the business proposal in detail."
  • “Please read the proposal below and give us a call or send us an email when you’ve finished to set up time to talk about the proposal, answer any of your questions, and discuss the possibility of working together.”
  • “Please read the enclosed proposal. To make sure you have all the information you need, let’s put some time on the calendar for me to answer any questions and hear your thoughts. Are you available next week at {Three Date/Time Options} ?”
  • "The proposal is attached and includes all of the details we discussed on {Day of Last Conversation} . Please let me know if any questions come up. If all looks good, you can sign the contract on the final page."

As you can see, each CTA tells the recipient to read the proposal and lays out next steps for what the prospect should do after they’ve finished reading. This tactic is effective because it solidifies next steps. We recommend going with an option that politely nudges the prospect to commit to a future meeting during which you can discuss the proposal and move the sale to a close. This accelerates the sales cycle velocity.

If you prefer a gentler approach, use the CTA in our template:

business proposal letter call-to-action template example

5. End With a Friendly Outro & Signature

Your outro should be 1-2 sentences expressing confidence in your proposal while also thanking the prospect for considering you as a potential partner, supplier, or vendor. This ends the letter on a friendly note and also gives one last reason why reading the proposal will be beneficial. Below the final line of the body, sign off using “sincerely” and your full name or email signature.

business proposal letter outro and signature template example

A handwritten signature adds a personal touch. If you don’t already have an esignature, you can easily include one by signing a piece of paper, taking a photo, then pasting that image into the Word, Google Docs, or PDF document of your letter.

In addition to the template we’ve given you above, it can also be helpful to review and learn from real-world examples of proposal letters. Check out the specific examples below for guidance in creating your own.

Top 4 Business Proposal Letter Examples & Samples

Take a look at these four business proposal letter examples from around the web by scrolling left and right below. You can learn new techniques, formats, and phrasing from each of them. The more you study other businesses’ proposal letters, the better you’ll be at crafting your own.

Product Business Proposal Letter Example

business proposal letter product business proposal letter example

This letter focuses on and flatters the recipient and then talks about their company and product. While it's ideal to build a relationship with your prospect before sending them a proposal, this letter's first paragraph is a solid option if you haven't had much of a chance to speak with your prospect but you want to get their guard down immediately so they'll read the rest of the letter and open your proposal.

Marketing Agency Business Proposal Letter Example

marketing agency business proposal letter example

Because the letter makes a few claims (e.g., a 30% acquisition cost reduction), the full proposal should explain how the seller arrived at each number. This is a great example, but keep in mind that it lacks two key elements: an adequate CTA and a signature. We recommend including both.

Accounting Services Business Proposal Letter Example

accounting services business proposal letter example

The attached proposal seems to focus mainly on the costs of the service, so this letter is shorter than usual. This is okay — different selling scenarios call for different-sized letters. If you have a long-term client who wants another product delivery but doesn’t want the whole “dog and pony show,” you may just introduce the cost summary in the letter.

Web Developer Business Proposal Letter Example

business proposal letter web developer business proposal letter example

Some businesses do this to save time. If you’re pitching a current client on a product or service upgrade, they might tell you they don’t need the full proposal. Smaller businesses like freelance writers or web designers might not have the bandwidth to craft a long proposal. We have an article on a  one-page proposal that goes in depth on this concept and how/when to use one.

Oftentimes, it's best to start with a template and then modify it to best fit your business and to incorporate ideas from examples you see online. Then, you can simply tweak your new template for each unique prospect.

Benefits of a Business Proposal Letter

A business proposal letter isn’t required when sending a full proposal. However, it has many benefits, and you should strongly consider it. Salespeople write business proposal letters for these reasons:

Build Trust

Professionalism still plays a key role in most business transactions. Prospects trust those who put in the extra effort throughout the sales process.

Hook the Prospect

The letter sparks curiosity in the reader and motivates them to read the full proposal by outlining the beneficial information they’ll find within.

Give Your Prospect Context

The letter outlines the content of the proposal, which can improve reading comprehension rates by telling the reader what to look for.

Communicate With Other Readers

Oftentimes, your business proposal will be circulated internally. If this is the case, use your letter to communicate your benefits to other readers.

Overall, use business proposal letters on a case by case basis, rather than trying a one size fits all solution. Your prospects will appreciate the time and effort that personalized business proposal letter will reflect.

Frequently Asked Questions (FAQ)

How do business proposal letters & business proposals differ.

An official business proposal is a multipage document or presentation that outlines all terms of a deal between you and a prospect. This includes a cover page, table of contents, executive and problem summary, proposed solution, qualifications, timeline, pricing, and terms and conditions. Proposals can act as a legitimate contract if you wish to include a signature field. Proposal letters act as an introduction to this entire presentation by explaining its purpose to the prospect.

How Do Business Proposal Letters & One-Page Proposals Differ?

One-page proposals are a single-page document that clearly defines the solution, benefits, and terms of a deal between you and your prospect. They’re an alternative to a full blown proposal and typically work best for smaller deals or more intimate relationships. Business proposal letters aren’t meant to stand alone as one-pagers can. Instead, proposal letters work to introduce the purpose and goal of an official business proposal that you then present to your prospects.

Bottom Line: Business Proposal Letter

Your business proposal letter is an effective  lead nurturing  tool and is your business proposal’s first impression. It sets the tone for what’s to come and gets the prospect excited about reading your plan to help them achieve their goals. To do this effectively, it must focus on the prospect. Accolades and rewards aside, your business must take the backseat here. Use this single page to show the prospect you know exactly how to help and get them to read your full business proposal .

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How to Write Winning Business Proposal: Examples & Free Templates (2024)

By Aditya Sheth , Jan 25, 2024

How to Write Winning Business Proposals

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal.

  • How to write a business proposal step by step

What should you include in a business proposal?

What are the types of business proposals, more business proposal examples + writing and design tips.

  • FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

An effective business proposal is a document used by a B2B or business-facing company (this may not always be the case, but most B2B SaaS companies do so) where a seller aims to persuade a prospective buyer into buying their goods or services.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

general business proposal template

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

simple business proposal project proposal template

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

social media marketing business proposal template

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

How to write a business proposal step by step

Before you start creating your business proposal template, you need to understand the business proposal format. At a high level, your effective business proposal should include the following:

Table of contents

Executive summary, the problem statement, the proposed solution, qualifications, the timeline, pricing, billing, and legal, terms and conditions, the acceptance.

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

Business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s . 

What makes a good title page? Here are the essential elements to include: 

  • Your name along with your company’s name
  • The name of the prospect (or their business) 
  • The date you’re submitting the proposal

Gray Business Consulting Proposal Template Cover Page_Venngage

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

Creative Social Media Business Proposal Template Table of Contents

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. 

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .

Proposal-ToC-Example

The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

  • Introduce your company to your buyer
  • Provide an overview of your company goals
  • Showcase your company’s milestones, overall vision and future plans
  • Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Gray Business Consulting Proposal Template About Us

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

 A well-defined problem statement does two things: 

  • It shows the prospect you have done your homework instead of sending a generic pitch
  • It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place. 

Texture Business Proposal Template

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to… 

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

Sales Plan Proposal Table Template_Venngage

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

business proposal qualifications section

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a  flow chart . Or add a  roadmap  with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

Abstract Business Consulting Proposal Template Timeline_Venngage

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal. You can even use the  Excel Invoice Template  to create professional-looking invoices (including brand logo and other elements) and add them to this page.

The key to good pricing is to provide your buyer with options. A  pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself. 

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

Bold Business Proposal Template Pricing Page_Venngage

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return.  Add the overall project timeline from start to end, as well as payment methods and payment schedule. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

Modern Business Proposal

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions. A professional way of doig that would be to include an e-business card with your contact details, email i.d and any other social links you want to share. You can go through this article for the best digital business cards .

Orange-Simple-Project-Proposal-Template

A business proposal usually aims to answer the following questions: 

  • Who you are and what your company does
  • The problem your buyer is facing
  • The solution your company offers to alleviate the problem
  • How your company will implement this solution effectively
  • An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

business project proposal template

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

Generally, there are three types of business proposals:

1. Formally solicited 

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited 

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited 

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional  market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

corporate business proposal example

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal: 

1. Know your audience 

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas  for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

content marketing plan business proposal example

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

Example of a Business Proposal

Design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Social Media Plan Proposal Template

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.  

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

Simple Business Proposal Example

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website : 

SEO Marketing Proposal

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex ) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

  • Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
  • Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
  • Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing . 
  • Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be? 

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

one page business proposal template

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Project Business Proposal

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points. 

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

  • 31 Consulting Proposal Templates to Close Deals
  • How to Write a Project Proposal [10+ Templates]
  • 20+ Professional Business Letterhead Templates + Branding Tips
  • How to Write a White Paper [Tips & Templates]

Tips to Write a Business Proposal Letter Like a Pro and Kickass Your Business

Ostap

1. What is a business proposal letter? 2. Why you need to write a business proposal letter 3. Types of business proposal letters 4. Business proposal letter structure 5. Business proposal letter format 6. Tips for writing a strong business proposal letter 7. Common mistakes in writing a business proposal letter 8. Business proposal letter checklist 9. How to send a personal business proposal via email 10. What to do after you've sent your business proposal 11. Examples of a business proposal letter 12. CLIENTCO’S CHALLENGE 13. PROFILES SOLUTION 14. BENEFITS OF THE PROPOSED SOLUTION

Useful tools: 1. Newoldstamp - Email signature marketing 2. Mailchimp - Email builder and sender 3. Hubspot Email Marketing - Marketing automation platform 4. MailerLite - Landing page builder  5. Canva - Online tool for making designs

We are continuing our overview of business letters and their different types. This time, we’ve picked a business proposal letter. This business document is broadly used in numerous areas from job search to sales. You might be required to write it at any point in your life. And here is where our guide will be useful.

In this article, we’ll look at all main aspects of how to write a business proposal letter . We’ll cover such basics as definitions and types, give you the guidelines for the proper business proposal letter format and structure, offer some tips and best practices, and also provide an example of a business proposal letter . We hope you find all the information here useful.

Let’s start with the basics, shall we?

What is a business proposal letter?

Simply speaking, a business proposal letter is the one in which you offer your product or service to a prospective client and give reasons for using them. The following list will give you a better idea of what it is.

business-proposal-letter-business-proposal-letter-format-1

So, what do you need to know about a business proposal letter?

  • It is a sales document.
  • A business proposal is written by the one who sells to the one who (potentially) buys.
  • It is a statement about your product or service with an explanation as to how they can solve the customer’s problems.
  • Its goal is to secure partnership between your business and your prospect’s business.
  • Business proposals can be solicited (either formally or informally) or unsolicited.
  • There are specific requirements for the format and structure of a business proposal .
  • Business proposals can be sent both via post and via email.

Why you need to write a business proposal letter

As mentioned above, the goals of a letter of proposal for a business is to establish a partnership with that business. In other words, its purpose is to convince your prospect to buy from you or to hire you as a service provider.

Depending on the situations and the nature of what you do, there can be a variety of business proposal types. Let us look at the most popular of them below.

Types of business proposal letters

There are two ways to classify business proposal letters. The first one is to group them into three categories: formally solicited, informally solicited, and unsolicited business proposals. The second approach is to divide them into groups by purposes.

  • Formally solicited business proposals

We are talking about a formally solicited proposal when a prospective buyer asks for one in writing. In this case, the prospect must send you a Request for Proposal (RFP) or some other document like an RFQ (Request for Quotation), IFB (Invitation for Bid), or RFI (Request for Information). All these letters are designed to help you understand the client’s requirements and write a tailored business proposal.

Formally solicited business proposals lay a foundation for a more regulated business relationship. Their purpose is to win over the client.

Informally solicited business proposals

When a client asks you for a proposal in person, and there are no formal requirements for your proposal, this is a case for an informally solicited business proposal letter. This practice is common when a prospective client is not looking at other products. Their purpose is to formalize your relationship with the client before starting business cooperation.

You can compare this to when a person is applying for a job for which the employer has no other candidates but still asks for the individual’s CV.

Unsolicited business proposals

Unsolicited business proposals are written and sent to a prospective client without them specifically asking for it. In most cases, these are marketing brochures that you send to prospects to showcase your product or service. They are more flexible and less personalized compared to other types of business proposals. They are also more applicable to the cold-selling practices. Their purpose is to inform the prospects.

Bid proposal

Bid proposals are usually sent to organizations which are concerned with both the services and the price. The contractor publishes a bid request, and the potential vendors make bids by sending proposals where they specify services they can provide and the cost of those services.

Research proposals

Research proposals are common in the scientific and academic community. Their goal is to either get an approval to conduct a study or to get the necessary funding for one. In the business world, organizations which need research done (or those which can fund one) might accept proposals from organizations which have the necessary resources (people and knowledge) to do particular research.

Internal company proposal

Such business proposals are written by employees of a company to its decision makers. For example, a developer or a team lead decides to introduce a new feature in the company’s product. He or she writes a proposal addressed to the CTO or CEO where he or she explains the feature in detail and justifies its implementation.

Grant proposals

A grant proposal is written by businesses, non-profits, or individuals to granting organizations which then chooses among the applicants based on a number of criteria. A well-written proposal letter that explains how you or your business meet the donor’s criteria can bring you a substantial amount of money that will help you bring your projects to life.

Depending on the type of a letter of business proposal, the format and the necessary elements can vary as well. Below, we’ll take a look at how to write a good business proposal letter in general, as well as in more specific cases.

Business proposal letter structure

structure

When writing a letter of business proposal , one should keep in mind that not one, but two papers are usually required—the proposal itself and a cover letter. The latter is often a summary of the former. In it, the vendor introduces him- or herself, lists the solutions, matches them with the customer’s requirements, and states the price. It is also a looser document than the business proposal. In some cases, the cover letter can be omitted.

A solicited business proposal letter consists of the following components:

- title page

- table of contents

- executive summary

- problem statement

- objectives

- a list of resources and qualifications

- justification

An unsolicited business proposal can go without the first two elements.

Summary with an overview

This section is also called ‘Executive Summary.’ In it, you must give your potential customer a reason to choose your product or services. You need to keep it short, factual, and to the point. You don’t need to state all your benefits here or go into details. The goal of the summary is to get your prospect read the proposal.

Introduction

Here, you need to introduce yourself or your company. Answer the following questions:

  • What do you do?
  • What is your mission statement?
  • What is your story?
  • Why should you be trusted?

gente-de-negocios-teniendo-ideas_

Image courtesy of Freepik

When presenting yourself or your business, try to relate to your prospect and tell them what they would probably want to hear about you.

Presentation of the problem or opportunity

Here, you need to write what it is that you are offering and why it is relevant. Show your potential customer that you understand their problem or challenge and that you are ready to address it. Present your solution and link it to the particular aspects of the problem.

In this paragraph, you must state what your product or service will deliver. What is expected at the end? What results do you anticipate and what results can you guarantee? This is basically about defining the KPIs.

Methods and activities

This is about how you will solve your prospect’s problem. What tools and instruments will you use? How will the work be done and by whom? What actions will be performed at each stage? Why?

A list of resources

This section can be merged with the previous one. In it, you need to simply list all the resources you will use. You can provide a little information about each of them if they are a part of the solution that you are offering. Of course, you will need to match the resources to specific activities.

A detailed schedule

Your prospect needs to know how much it will take for you to show tangible results. Moreover, they will need to see the timeline of your work. Compose a detailed schedule of your activities. If the work takes over several months, you can make a few tables: the monthly plan, the weekly, and the daily one. You should list all your activities and provide time estimations or deadlines for each of them. Remember that it is important to propose a schedule that you can keep up to. You can  use a timeline maker  to visualize your schedule, identify concrete steps and include it in your proposal.

A detailed budget

Telling your prospect that they will need to pay you ZZZ amount of money in the end will not suffice. Instead, break your job into certain activities or activity types and provide the price for each. In the end, name the total amount. This way, your prospective customer will see what exactly they will be paying you for.

budget

Measurement and metrics

How will you know when the goals were reached? Here, you need to give estimates for the KPIs that you defined at the beginning of your proposal, in the Objectives section. Be realistic about the results that you can achieve.

Justification

You can treat this section as a conclusion. Restate what you can do for your prospect and why you are their best choice. If possible, link to a similar case where you solved a similar problem for someone else. As an option, refer the reader to your website for more information about how your services can help.

Business proposal letter format

Now that you have an idea about the main components of a good proposal, it’s time to consider the format of a business proposal letter . In other words, what the paper should look like.

As your proposal is likely to consist of more than one page, be sure to link all the pages together. Write the title of your proposal and the number of pages in the headers. This will help your prospect to make sense of the structure in a case when nothing is holding the document together.

Sender’s information

At the right-top of title page, write down your name, organization, and address. Keep in mind to include your country in case your and your recipient’s countries are different.

Add a blank line after the sender’s information and write the date of when your business proposal letter was written. Leave one more blank line after the date.

Recipient’s information

Like with the sender’s info, provide your recipient’s name, company, and address. Be careful to use the person’s appropriate title. In case of a woman, it is better to go with Ms if you are unsure. Remember to specify the individual’s degree if they have one.

In case of an informal business proposal, start the letter with a salutation. In case of the formally solicited one, greet the recipient in your cover letter.

Don’t forget to add your handwritten signature at the end of the proposal letter, next to your name. If you are sending the proposal via email and writing your cover letter in the email body, then don’t forget about the business email signature .

business email signature NEWOLDSTAMP 51

Click here to personalize business proposal letter even more by creating an email signature

Be sure to use readable fonts for both headings and the text itself. You can choose between Times New Roman or a standard sans font size 12. You can highlight the headings through bold formatting or capitalization. Write your proposal in one column and use margins which are at least 1 inch each. Pay attention to readability and logical arrangement of the information.

Tips for writing a strong business proposal letter

Now that you’ve learned what a business proposal is and what elements it comprises, let’s take a look at some of the advice we’ve collected. Follow the tips to write a business proposal letter like a pro.

Ask for an RFP or RFQ

Instead of writing a “cold” proposal, ask your prospect for a Request for Proposal (RFP) or Request for Quote (RFQ). This is a good common practice that will allow you a more personalized proposal that would match the organization’s requirements and be aimed at solving a specific problem. Besides, it will be only easier for you to write your document with all the important information at hand.

Add a cover letter to your business proposal

Although the cover letter is optional, it would be peculiar to send a proposal without it, especially if you are sending it via post. In case your relationship with the prospect is less formal, and you are communicating via email, write a summary of your document in the email body.

Let your prospect know what the next step could be by providing a clear call to action. Do you want them to call you? To send you a letter of confirmation via post? Or do you expect them to email you in case of a positive answer? Don’t forget to specify this.

CTA

Attach supporting documentation

If you refer to some other document in your business proposal, you need to include it as well, especially if it is some of your company’s documents (such as a presentation, a case study, a stats spreadsheet, etc.).

Include relevant facts or stats

Always support your claims with factual data. Never give any numbers that you cannot confirm. Provide references and cite other sources. In case you are using your company’s internal statistics, be prepared to justify and prove them if the prospect asks you to.

Meet the agreed deadline

man-in-business-suit-trying-to-stop-time

Make sure that you are capable of meeting all the deadlines that you’ve mentioned in your proposal. Failing to do so might result in a bad reputation for your business. To be on the safe side, give time estimates that are 1.5 times slower than the ones you are actually hoping for.

Use your branding style

You can use your company’s letterheads for your proposal. This way, it will look more professional. Also, stick to your corporate style: use your brand’s fonts, colors, and style. Of course, make sure that the proposal letter is readable and does not look too contrasting.

Spend some time on the design

Make your proposal presentable and outstanding by dedicating some time to its design. It doesn’t mean that you need to have your proposal as infographics. Simply make sure that the document looks appealing.

Have a clear goal of writing a proposal letter

The fact that you are writing a business proposal means that you have a specific goal in mind. In your case, it’s always to get a deal. Thus, treat the document as a letter of persuasion—let your prospect understand that you are their best choice. Be concise, professional, and trustworthy.

Use proper language

Using the proper language is vital. Remember that a business proposal letter is an official piece of business correspondence. Make sure you are using the appropriate vocabulary throughout the document. After all, it is not a mere email to a friend or colleague. Still, you should not treat your proposal as a scientific paper either. Write professionally but avoid jargon and explain uncommon terms.

Common mistakes in writing a business proposal letter

Image courtesy of Pixabay

We have looked at guidelines and tips on how to write a proposal business letter to win over prospects and close better deals. However, a few other important aspects remain. For example, the common mistakes people make when writing proposals. Below, we have collected some of them for you.

  • Confusing solicited and unsolicited business proposals.
  • Not researching your prospect before writing a proposal letter.
  • Sending a business proposal too late.
  • Addressing the recipient improperly (using the wrong title).
  • Forgetting to introduce yourself or/and your company.
  • Underestimating the time required to deliver the results.
  • Failing to spell-check and to proofread your proposal letter.
  • Over-generalizing in the business proposal.
  • Making it all about you (and not about your prospect).
  • Providing price estimates rather than accurate quotes.
  • Not backing up the numbers with factual data.
  • Not following up after you’ve sent the proposal.

Business proposal letter checklist

Finally, to be sure you have included everything that you need in your business proposal letter, we’ve prepared the following checklist for you. Just go through these points before you send the document, and you’ll be fine.

Business proposal letter checklist

  • You have written a cover letter (in case of an email, a summary of the proposal in the email body).
  • The recipients’ name, title, company, and address are correct. Use a free email checker to verify and confirm the recipient’s email address.
  • You have provided your name, company, and full contact information.
  • The date is most current.
  • All pages are properly numbered.
  • You have the title page, a summary, table of contents (in case your proposal is long), the problem statement, measurable objectives, methodology, tools and resources, a detailed schedule, and a realistic budget.
  • The document is tailored to your prospective client and their specific problem.
  • Your business proposal letter answers the question “Why should the prospect choose us?”
  • You are sending the proposal to the right person.
  • You have double-checked the document for grammar mistakes and typos.

You can even go the extra mile and create a whole plan with some business plan writing service . This can help your potential partners trust in your proposal.

How to send a personal business proposal via email

It is often possible to send business proposal letters via email as well. Before doing so, make sure it is not specified otherwise, and your prospective customer accepts email proposals. In case of the unsolicited business proposals, there is nothing wrong with sending your brochure to the recipient’s Inbox.

There are, however, some things you should pay attention to:

  • Write your cover letter in the email body
  • Make sure you have the proper email address
  • Make sure you are not triggering any spam filters
  • Keep in mind the attachment size limitations
  • Check out our tips on writing effective emails .
  • Don’t forget to follow up afterward.

What to do after you've sent your business proposal

Once you’ve sent your proposal letter, it’s time to sit back and wait, isn’t it? The answer is no. Your job is not done here.

follow-up

Image courtesy of businesshorsepower

First of all, you can follow up with your prospect and ask them for some feedback. Try to find out if they have had the time to read your proposal, and if there is anything missing in it. You can even rework your document if they mention other aspects of their current problem that you somehow left out. Surely, you shouldn’t bombard them with emails and calls—that’s a certain way to lose a potential client. However, a timely reminder would be most appropriate.

Secondly, you can make a connection within the prospect company and ask for some insights. And fear not—this won’t be a professional violation. On the contrary, you might gain extra points for a more personalized approach.

Examples of a business proposal letter

When writing a business proposal letter, sample letters are always most helpful. Indeed, it is hard to understand how you can do something without seeing it first. This is why we present you with a sample letter that you can take as an example for your own proposals. Feel free to modify it and use.

(The current sample of a business proposal letter was taken from the Deiric McCann blog .)

Deiric McCann

Profiles International

5205 Lake Shore Drive

Waco, Texas 76710

Joseph Blayne

ClientCo Industries

[ClientCo Address]

Dear Joseph,

Profiles International is delighted to have the opportunity to respond to your requirement for a solution that will dramatically increase your sales volume over as short a period as possible.

The accompanying proposal provides an extremely comprehensive response to all of the requirements outlined by the ClientCo team in over discussion over the last several weeks.

Until we meet on Wednesday and I present the main points of the proposal to you in person, here is a quick overview of the proposal’s content:

CLIENTCO’S CHALLENGE

ClientCo’s sales team has 45 sales professionals – all hired for a specific combination of education, skills, and experience that they share in common, and which should assure that all are highly successful in their positions. However, sales performance across this team varies widely – from the highest performers who deliver a performance against the quota of as much as 139% (the top ten range from 111% to 139% with an average performance of 125%), to the lower performers who deliver as little as 82% against quota (the bottom seven range from 82% to 99% with an average performance of just 92%). It is this gap of 57% between the highest and lowest performers that rightly concerns ClientCo.

ClientCo has the potential to increase their sales output by a factor of several hundred percent—if they can determine what it is that makes their top performers so much more productive than their average and bottom performers, and if they can use that information to raise the performance of every member of their sales team to the level of their top performers.

PROFILES SOLUTION

As discussed, Profile will establish a customized Online Assessment Centre (Profiles on the Web) to enable ClientCo to comprehensively assess their sales team. Using the ProfileXT, we will assess your entire team and use our unique ‘success pattern’ technology to identify the particular combination of attributes that make your top performing salespeople so successful.

By analyzing the Top Performers, we will identify the particular combination of learning abilities, behavioral/personality characteristics and work interests/ motivations that makes these people capable of performance at such a higher level than their peers.

As you saw, the proposed ‘Profiles on the Web’ (POTW) system provides a wide range of ‘plain English’ reports that will allow you and your managers to manage every people decision you ever have to make—but will most particularly help you to:

— Identify candidates with the same unique combination of success characteristics as your current top performers

— Provide detailed information to sales management on precisely what combination of coaching, training, and management is required to raise the game of each of your average or below average performers to the performance level of your top people.

— Use the success pattern and candidate information you build on your POTW system to more effectively manage succession and career planning activities

BENEFITS OF THE PROPOSED SOLUTION

  • Exceptional Return on Investment.
  • Extremely low entry costs.
  • ‘Pay as you use’ model.
  • Proven track record with similar organizations.
  • Fast implementation—no special training or certification required.
  • Countrywide support.
  • Inexpensive to take nationwide—and global.

All at Profiles International are completely committed to dramatically increase the sales results in ClientCo by several hundred percent in a matter of a few months.

Assuming ClientCo make a decision to proceed with implementation by May 11th the solution can be fully implemented by July 1st, with the first concrete results ready to report well in advance of the ClientCo Annual Conference planned for Q4.

Many thanks for the opportunity to work with you on what we are certain will be a conspicuously successful partnership.

[Signature]

If you think that you’ll be asking this question next time as well: “How to write a business proposal letter?” a template that is easily customized can be the answer. Just make one universal template, and you’ll save a lot of time when you’ll get to writing a proposal again.

Check out the library of business proposal templates by Decktopus .

In the current article, we have looked into how to write a letter of a business proposal that can win you a major deal. The main takeaways are:

  • Always make sure you understand your prospective client’s needs and requirements.
  • Stick to the formal structure of a business proposal. This will make your efforts easier and the result more favorable.
  • Follow the best practices to improve your chances of closing the deal.
  • Do not just send documents. Establish a connection with your prospect.
  • Write a universal template and reuse it every time you write a proposal.
  • Always proofread.

Contact with me

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Ostap is a strong marketing professional with 3+ years of experience in the software industry. Skilled in Marketing Strategy, Digital Marketing, SMM, Content marketing, Search Engine Optimization (SEO), Google Analytics and Google Adwords.

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How to Write a Proposal Letter

Last Updated: January 1, 2024 Fact Checked

This article was co-authored by Dave Labowitz and by wikiHow staff writer, Christopher M. Osborne, PhD . Dave Labowitz is a Business Coach who helps pre-entrepreneurs, solopreneurs/entrepreneurs, and team leaders start, scale, and lead their businesses and teams. Before beginning his coaching career, Dave was a startup executive who spent over a decade building high-growth companies. Dave’s “path less traveled” life includes adventures such as dropping out of high school, co-authoring a book in the Smithsonian Institute, and getting his MBA at Pepperdine’s Graziadio Business School. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 125,061 times.

A proposal letter is a professional letter that states, in an abbreviated form, why an organization, institution, or company should support a professional venture of yours. You may write a proposal letter for a number of reasons—in particular, you may be requesting a grant, requesting a business loan, or requesting that a publisher accepts your book idea. There are general formats and specific arguments you should make in each instance. Here's what you should include.

Formatting the Letter

Step 1 Write the sender's address at the top of the letter.

  • You do not need to include your name or title in the return address.
  • Do not type out the return address at the top of the letter if you are using paper with a formal letterhead that already includes the address.

Step 2 Include the current date.

  • The date should appear in the upper left corner of the letter.
  • If you are not using a return address, the date should be the first piece of information on the letter.

Step 3 Type the recipient's address.

  • The personal title and name appears on one line, the street address on the next, and the rest of the address follows on the last line. The entire block should be left-aligned and single-spaced.
  • It is always best to write to a specific individual at a company by name instead of writing a general letter to anyone who may read it.

Step 4 Include an appropriate salutation.

  • If you do not know the recipient's gender, skip the personal title and use the recipient's full name.
  • Follow the salutation with a colon.

Step 5 Write the body of your letter.

  • Single-space and left-justify each paragraph.
  • Leave a blank line in between paragraphs.
  • Do not indent the first line of your paragraph.

Step 6 Use an appropriate closing and signature.

  • Sign your name above the typed version on your letter and below the closing.
  • Best regards

Step 7 Mention any enclosures.

  • You also have the option of listing each document you are enclosing below the "Enclosures" label.

Step 8 Include typist initials, when applicable.

  • Do not include typist initials if the person signing the letter is the same person who wrote it.

Writing a Grant Proposal Letter

Step 1 Review eligibility guidelines.

  • Instead of dedicating an entire paragraph to explaining how you meet each requirement, weave this information into the body of your letter.
  • For instance, if the organization has certain requirements concerning the types of projects the money can be used for and separate requirements about how that money will be allotted, describe these issues in separate paragraphs instead of trying to cram all the information into one.

Step 2 Introduce your organization.

  • State the name of your organization, what it does, why it does it, and who benefits from your organization's work.
  • If you have had previous contact with the grant agency or organization, mention any changes or developments your organization has made since you were last in contact.

Step 3 Explain what you need the grant for and why this is important.

  • You should also explain why your research, charitable effort, or venture is important and what sort of outcome you are expecting to have.

Step 4 Provide a setting for the project.

  • State when the project will begin and how long you expect it to run.
  • Some grants are location-specific. If this is true of the grant you apply for, you will need to indicate where your organization is based, the geographic area that will be studied during your project, or the geographic area that will benefit from the project.

Step 5 Mention how much the project will cost and how much grant money you are requesting.

  • If you are applying for a grant without a pre-determined funding amount, you should write how much money you are requesting.
  • Include a cost-benefit analysis within your application.

Step 6 Include any additional information requested.

  • Additional documents may include financial budgets, past financial records, and past records indicating the success of similar projects performed by your organization in the past.

Writing a Business Financing Proposal Letter

Step 1 Refer to any prior contact.

  • If you interacted with a specific contact at the company, men`ton that individual by name.

Step 2 Discuss your company.

  • Include your mission statement and a short description of the products or services your company provides.
  • To make your case more convincing, you should also include the number of customers served, the number of employees, and information about any administrative boards.

Step 3 Describe the amount of funding you need from the funder.

  • Mention what, specifically, the funding will be used for.
  • You may need to include brief budget data that spells out how funds have been used in the past and projections on how the funds will be used this time around. This additional data may need to be included as a separate attachment or in the body of the letter.
  • Regardless of how much information you include in the body of the letter itself, you should always state the total cost of the project and how much of that cost will be covered by the funder's support.

Step 4 Explain how you will use the funding.

  • This should only be a summary. With a full-scale proposal, this information can take pages. This information should take no more than a half page when writing a shorter proposal letter, however.

Step 5 Offer to provide additional details.

  • You can also offer to meet with the funder personally or via the telephone.

Step 6 Include any necessary enclosures.

  • Possible documentation includes a list of board members, copies of your tax documents, financial documents, and resumes of key staff members.

Writing a Book Proposal Letter

Step 1 Check the submission guidelines.

  • Submission guidelines outline the types of books a publisher or agent will accept, as well as the format the proposal letter should be in when submitted.

Step 2 Defend your idea.

  • Write a brief but intriguing summary of your book in the first paragraph. In the case of fiction or creative non-fiction, outline the your narrative and describe your main characters.
  • Write a second paragraph describing the essentials of the book. This includes the genre, word count, and the market the book should be pitched to. Also note any images that accompany the book.

Step 4 Describe the target market.

  • Thoroughly describe the demographic your book is aimed at and make sure that your statistics address that demographic in specific, rather than general, terms.
  • Perform a competitive analysis. Every book has competitors. List a few main competitors to your book and explain how well these competitors do in the market as well as why your book will offer something its competitors do not offer.

Step 5 Provide biographical information.

  • Mention any writing experience and publishing experience you have.
  • Also mention any experience you have with the subject matter your book deals with. For instance, if you write a book about fashion and had experience as a fashion designer, include that in your letter.

Step 6 Summarize your marketing plan.

  • Be specific, not general. Do not state what you are willing to do but what you will do.
  • Possible forms of marketing include professional blogs, book signings, and professional conferences.

Step 7 Include a synopsis.

  • Provide a full summary of the entire plot and purpose of your book. Include all details about the plot and significant sub-plots.
  • Write the synopsis in third-person.

Step 8 Enclose a sample table of contents, when requested.

  • If you do not have a table of contents, you may need to provide a brief summary of each chapter.

Step 9 Enclose an extract, when requested.

  • Regardless, the extract should be an example of your strongest writing.

Expert Q&A

Dave Labowitz

  • ↑ https://www.indeed.com/career-advice/career-development/business-proposal-letter-examples
  • ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
  • ↑ https://writingcenter.unc.edu/tips-and-tools/grant-proposals-or-give-me-the-money/
  • ↑ https://jlc.london/wp-content/uploads/2015/02/Guidelines-for-writing-a-good-proposal-letter.pdf
  • ↑ https://poorvucenter.yale.edu/sites/default/files/files/tips_for_book_proposals_susan_.pdf
  • ↑ https://www.naeyc.org/sites/default/files/globally-shared/downloads/PDFs/resources/pubs/Books-Guidelines-for-Submitting-a-Proposal.pdf

About This Article

Dave Labowitz

If you need to write a grant proposal letter, open the letter by introducing your organization, including what it does and who benefits from your work. Explain what your organization will do with the grant and why this work is important, as well as a basic timeline for your project, how much the project will cost, and how much grant money you are requesting. You should also review all of the eligibility guidelines involved with the grant, and explain in the letter how you meet those requirements. To write a business financing proposal letter, keep reading! Did this summary help you? Yes No

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Back to Sales Management

How to Write a Business Proposal Letter

Written by: Victoria Yu

Victoria Yu is a Business Writer with expertise in Business Organization, Marketing, and Sales, holding a Bachelor’s Degree in Business Administration from the University of California, Irvine’s Paul Merage School of Business.

Edited by: Sallie Middlebrook

Sallie, holding a Ph.D. from Walden University, is an experienced writing coach and editor with a background in marketing. She has served roles in corporate communications and taught at institutions like the University of Florida.

Updated on February 12, 2024

How to Write a Business Proposal Letter

What’s a Business Proposal Letter?

Difference between a business proposal letter and a business proposal, how is this different from a sales pitch, types of business proposals, before writing: research your prospect, elements of a business proposal letter, after writing: what to do.

When you want something in life, you should just go get it! That’s what we’ve been taught by pop culture, but in the business world, charisma and boldness can only take you so far.

If you’re running a B2B business and looking for potential partners and clients, at some point you’ll likely need to draft a formal deal proposal. In the business world, it’s crucial that you learn to prepare an effective business proposal letter, as a poorly written proposal letter could result in the loss of a major opportunity. 

Whether writing your first proposal or looking to improve your skills, this guide outlines the keys to crafting an excellent business proposal and proposal letter that will help you lock in great deals. 

how to make a business proposal letter

A business proposal letter is exactly what it sounds like: a letter sent to prospective clients or business partners laying out the reasons they should do business with you.

Sometimes what’s being proposed is a collaboration, in which case the product you’re selling is yourself. But in most cases you’re explaining to a potential client why your company and its services are the best fit for them and their needs. For B2B firms, a good proposal letter could ensure your business success. 

If Toyota announces they’re going to build monster trucks, for instance, you as a tire company might write a business proposal letter to Toyota explaining why your firm should be the exclusive supplier of tires for their new truck line. 

Sometimes people use the term “business proposal letter” and “business proposal” interchangeably. But in reality, a business proposal letter is an executive summary and cover letter for a full business proposal, which is a multi-page report that extensively details the proposal. 

Although, for smaller proposals, you might only send the business proposal letter. In any case, the proposal letter can be a stand-alone document detailing a proposed business agreement.

This guide aims to provide you with a comprehensive picture on how to write the entire business proposal. By the end, writing the summary proposal letter should be a walk in the park.

Compared to a sales pitch , a business proposal and proposal letter are much more formal. Rather than just a one-and-done deal, the transaction proposed in the letter usually has a more long-term vision. 

Your might be proposing a project collaboration, an exclusive supplier contract, a years-long order, or something that could reshape you and your target company’s reputation. A business proposal is usually a big deal for both parties and needs approval from top decision-makers before being finalized.

But both require some research on the prospect (potential client) and their needs. However, unlike a normal sales pitch, your business proposal may well be in direct competition with other firms making similar offers. Therefore, if you want that deal, your proposal and letter need to set the gold standard!

There are three types of business proposals: a formally solicited proposal, an informally solicited proposal, and an unsolicited business proposal.

1. Formally solicited proposals

In a formally solicited proposal, the client company has requested and is likely expecting your proposal. This is usually done on an industry level, with a company putting out an RFP (request for proposal), a call for potential suppliers to send proposals so it can review and choose the best one.

Our Toyota example from earlier is a good example. Toyota might have announced this plan at a big auto event and formally invited all tire companies present to send proposals by a certain date.

2. Informally solicited proposals

An informally solicited proposal is fairly similar to a formally solicited proposal, but with less red tape. After a conversation with the prospect, their rep might personally ask you to send a proposal. 

This usually means that the prospect already has some interest, so your proposal probably doesn’t need to be aggressively sales-y. Instead, you can focus more on the practical details of your offering.

But even if you’re on the fast track, it’s best not to rest easy until the deal is sealed!

3. Unsolicited business proposals

Finally, an unsolicited business proposal is closer to a written sales pitch or marketing brochure. They’re generic advertisements for your company and services that do not target any specific potential client. They’re often handed out like candy at trade shows and industry events in the hope of attracting interest.  

They do sometimes work, but be careful: sending out lots of spammy, unsolicited proposals can damage a firm’s reputation, doing more harm than good.

Writing a whole proposal is a lot of work, and you might be tempted to just write one unsolicited business proposal letter and send it out to everyone, regardless of the situation. Resist that temptation. 

Having one standard business proposal letter will surely save you time, but it will also reduce client interest in your offerings. Customizing each proposal shows potential customers the respect they’re due and increases your chances of securing their business by hitting on their pain points.

Personalizing your pitch takes the analytical stress off of your prospect’s shoulders, making it easier for them to move toward “yes.”

Formally and Informally Solicited Proposals

For formally and informally solicited proposals, take the time to research the company and the challenges it might be facing. Perhaps management recently changed, or the business, or a relevant department, went through a major restructuring. It’s also a good idea to see what the target company’s competitors are up to; maybe the company is about to fall behind, or has a chance to gain a real edge. 

Check the Better Business Bureau, LinkedIn, social media platforms, and the company’s website to get a full sense of the company and its situation. The more you know about the prospect and company, the better you can tailor your value proposition to match their needs.

Unsolicited Proposals

An unsolicited proposal isn’t an excuse to skimp on details either: you can still personalize your offering to fit your ideal customer profile (ICP). As a company, you should already have a good idea of your target audience, their pain points and needs, and how your company could solve them.

Unlike a sales pitch or cold email , your business proposal letter should focus entirely on the client as a company rather than including details about a representative or contact person. Save the “it was nice to meet you” for in-person meetings and email greetings rather than the proposal itself.

So you’ve got your goal and prospective client in mind and you’re ready to start writing. The next step is your title page, which presents some key bits of information. 

Like many formal reports, business proposals and proposal letters have a relatively strict structure to which it’s best to adhere as a sign of professionalism. Also, following the common template ensures you don’t forget any key elements. 

1. Title Page

Your title page should include the title of your proposal, the name and contact info or your business, and the proposal submission date, if there is one. If you’re writing an unsolicited proposal, include the date on which the letter was written. 

Unlike the bland APA-style title pages common in college reports, your business proposal letter’s title page should be appealing, almost like an advertisement. Use fun-yet-tasteful fonts, your brand logo, images, and other elements that fit your brand or allude to the proposal. 

Your title page should be a real attention-grabber. But be sure not to overdo it with too many elements or loud colors. You’re looking to convey an appealing sense of style and professionalism with a few simple elements. 

The fonts and colors you use here set the mood for your proposal, so choose wisely. 

2. Table of Contents

You can put your table of contents before or after the cover letter, but it needs to be one of the first elements in your business proposal. 

Though often overlooked, the table of contents is another place where a little work can go a long way toward ensuring a successful deal. The easier it is for decision-makers to find relevant sections, the faster they’ll make a decision. 

Your readers’ time is precious, and if they have to spend several minutes skimming your full proposal every time they need one piece of information, they’ll likely grow frustrated with the proposal and with your company. 

Simplify this by titling each section clearly and concisely: rather than “Our Tires Are 70% More Durable Than Competitors’,” try “Incredibly Durable Tires.” Also, as a reference page they’ll likely lean on, the table of contents should be full of white space to give readers a mental break.

Under distinct sub-headings, clearly demarcate sections the reader will be most interested in knowing, such as pain points and answers to likely questions.

3. Cover Letter

Next is your cover letter, which begins with a detailed intro of you and your business. Briefly detail the company’s background, why you started the firm and how you developed your mission and vision. 

You might include a photo of yourself to help the prospect put a face to the company. As with the title page, include your contact info. Also, encourage the reader to reach out with any questions. 

End the cover letter with a friendly and polite closing, thanking them for their time. 

4. Executive Summary

Arguably the most important part, your executive summary should concisely answer what your company can do and why you’re the best option for the task.

Just as you would in a sales pitch, describe your proposed solution to the prospect’s pain points, and explain why choosing your company is the best course of action for your potential customer.

The executive summary shouldn’t be too detailed, just 2-4 pages. It should be strong enough to stand on its own but leave out just enough detail to pique readers’ interest, enticing them to read on.

Though it appears near the beginning of the proposal, you probably want to write the executive summary after you’ve finished the business proposal. That way you’ll know exactly what’s in the report, and its main points, before you attempt to summarize it in an enticing way.   

Even if you’re writing a general unsolicited business proposal letter, it should read as if you’re writing to one specific company. This will give you a better chance of developing a personal connection.

5. Value Proposition

The value proposition is where you outline your customer’s problem and your solution in detail. This will likely be the longest section of your business proposal.

In the executive summary, you explained what you can do and why you’re the best. In this section, explain how you’ll do it and when you’ll have it done. This is where you can flex your research muscles and lay out how your company will meet the client’s specific needs.

Give a solid project timeline of when you expect to have key tasks done. Go into detail about how your client will receive progress updates: method of delivery, metrics and KPIs, and so on. Some options for reporting are real-time analytics, monthly reports, or a designated contact person.

As in the table of contents, use clear headers for each problem, solution, goal, or benefit, providing signposts for the flow of your argument that help readers find the sections they need. 

Charts and graphs would also help readers visualize your explanations and prevent reading fatigue. Just avoid anything too loud or decorative. 

Unlike a standard in-person sales pitch or demo, a sales rep isn’t going to be present to answer questions or handle objections . So be sure to spend some time thinking about potential concerns the client might raise, and address them directly in this section. 

Of course, a potential client could always contact you directly, but you’re unlikely to get a deal if your business proposal generates more questions than answers. 

6. Pricing Table

Now that you’ve made your case, all that’s left is negotiating a price. Again, without a sales rep present, haggling will be a bit different. Instead of a single firm asking price, provide an easy-to-read pricing table that offers several options and plenty of wiggle room. 

The more flexible your offer, the easier it is for your prospective client to find an appealing option. Be sure to include any relevant discounts, add-ons, upgrades, and installment or recurring payments.

Your descriptions should be transparent and easy to understand, as any misunderstanding could result in major headaches down the road.

7. About Us

Briefly describe your business, its story, vision and company culture. Your potential customer should by now be assured about your product offering, but they also want assurances about your company. 

If you have an “About Us” page on your company website, you could just condense that down into a few paragraphs for this section. If not, create an authentic and compelling narrative that could help build a personal connection with the client. 

8. Qualifications

What reassurance can you give your prospect that you’ll deliver everything you’ve promised? Explain here why you’re the best-qualified business for the job.

Rather than taking your word for it, most people prefer actual proof! People tend to trust their fellow consumers. If you have case studies , endorsements, and testimonials from previous happy clients, here’s where to put them.

9. Call to Action

Wrap up your business proposal with a strong call to action, asking them to contact you or set up a meeting to discuss details. If you’re especially confident, you could even include a full listing of terms and conditions and a legally-binding contract for the recipient to sign. 

Keep in mind that your proposal itself can’t serve as a contract: it will need some tweaks and adjustments to turn it into a contract fully compliant with the law. After that, both parties must approve and sign. 

Whichever route you choose, just be sure to give a clear picture of the next step toward making a deal.

So you’ve got your whole business proposal drafted and in hand. Congratulations on your hard work, but there’s still more work to be done. 

Editing, Proofreading, and Formatting

First, since your first draft is likely to be bloated with extra words, get ready to trim down your proposal to make it more presentable and easier to read.

Use clear and concise language and a professional tone. Avoid jargon and technical terms except for in the value proposition section when needed. Proofread your document for typos.

There’s no one font or font size you’re bound to, but keep it professional and on-brand – that means no comic sans! Check other formatting elements such as your margins, line spacing, references, and page numbers to keep your document easy to read. 

Make sure the formatting for your document is consistent. A single mistake might slide, but a business proposal rife with little errors comes off as unprofessional. Rather than landing you at the negotiation table, that business proposal will likely end up in the trash can.

Condense Into A Business Proposal Letter

Assuming you’re sending an entire business proposal, your business proposal letter serves as a cover letter for the entire proposal. Your business proposal letter’s structure should be much like a cold letter or email: build a connection to the recipient, and detail their pain points before highlighting your value proposition. 

End with a clear call to action and friendly closing. In essence, it should be a one-page version of your executive summary and cover letter rolled into one. If you’re sending a physical letter, place your company header at the top of the paper. 

If you’re emailing, put your company name and reference to the proposal in the subject line. Attach your full business proposal to the letter or email, and send it out.

A business proposal letter summarizes the longer, more complex business proposal, but it’s still valuable in highlighting the value you can bring to a prospective client.

With strong business proposals and proposal letters, your company could spark an influx of enthusiastic new clients, putting you on the path to serious sales and success. 

Business Proposal Letter FAQs

It’s not a good idea. Of course you can reuse your cover letter and about us sections, but a cut-and-paste proposal letter template runs the risk of making your letter sound robotic and impersonal, which reduces the chance of building a connection and making a sale. 

Personalized proposal letters have a much higher chance of grabbing your potential client’s attention and honing in on their specific needs. If you’re writing a formally solicited business proposal competing with other proposals, a handwritten proposal and letter could stand out among competitors who used a template, or even worse – AI-generated content.

A physical letter might have more impact upon delivery, but an email is just plain convenient: the recipient can forward it to as many people as necessary and there’s no chance of it getting lost.

If you do decide on sending a letter in the mail, it’d be best to follow it up with a digital copy.

Some software and online programs such as PandaDoc and monday.com can help you write your proposal letter. But if you’re confident in your writing skills, you could draft the entire proposal and proposal letter in MS Word using the steps outlined above.

To make your business proposal letter stand out, tailor it to the needs and expectations of your target client and go above and beyond using clear, concise, and professional language.

Beyond the words, the visual elements of your business proposal also make a lasting impression – the images on your title page, impactful graphs and charts, and an easy-to-read format. The more pleasant your business proposal and letter, the better impression you’ll leave on readers.

Your business proposal letter should be addressed to the primary decision-maker or point of contact with a company. 

If a company made a formal request for proposals, they’ll likely have included details on who to send your letter to and how. For informally requested proposals, send them to the person you talked to, with a brief mention in your letter of how and when you talked last.

If you’re cold-emailing unsolicited business proposals, you’ll have to do a bit more digging online into who the most appropriate person to send your letter to would be. Make sure your recipient is both invested in the pain point you address in your value proposition and has the authority to present your offer to the rest of the company, like a top executive.

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Home » Job Tips » Career Advice » Business Proposal Letter with Sample & Template Guide

Business Proposal Letter with Sample & Template Guide

Business Proposal Letter

A business proposal letter is significantly important in the corporate world today. A substantial 70% of 3,640 venture capitalists consider a written business plan as an essential tool between organizations. Also, findings from a study conducted in Australia indicate a notable correlation between the possession of a formal business plan and elevated gross revenues.

Thus, the importance of a business plan can not be over-emphasized. This is why we have made a comprehensive guide on how to write a professional business plan to drive conversion.

Table of Contents

What is a Business Proposal Letter?

A business proposal is a letter that invites or suggests that two entities work together. It is a business letter with a convincing summary or cover letter for a business plan. Its objective is to quickly summarize the key points of your complete proposal. You can send a proposal letter to potential partners to present your firm’s offerings or as part of your answer to a client’s request for information about your business.

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Types of Business Proposal Letter

There are 2 major types of business proposal:

  • Solicited Proposals: Solicited proposals are made only when an organization requests one. When an organization needs a particular service, it requests proposals from various entities that can render the desired service.
  • Unsolicited Business Proposals: An unsolicited business proposal permits individuals to send out proposals to potential customers and businesses without a demand or request for a proposal.

How to Write‌ a Business Proposal Letter?

The type of proposal you are drafting determines the structure of your letter. For instance, if it is a solicited proposal, it is important to understand the demand of the organization, do proper research, and, if possible, make inquiries from the organization so as to draft a proposal in line with the company’s objectives. 

If it is an unsolicited proposal, endeavor to write in accordance with the organization’s values in a clear and concise manner, letting them fully understand what you have to offer. Learn business analytics to advance your business’ potential. Below are practical steps to draft a business proposal letter:

1. Create a Heading

The first step to creating a proposal is drafting a heading, which should be on the top left side of your letter. A heading should have basic contact information, such as the name of the company, date, recipient name, and address. 

2. Write a Captivating Introduction

Your introduction should start with a formal greeting and an introduction based on the purpose of the proposal. An introduction should be tailored to the problem and the goal about to be achieved by starting with background information obtained from the client. This will make the client feel understood.

3. State the Reason for the Letter

This section should focus on the goals and relevancy of the proposal. Highlight reasons why they should work with you and mention your unique selling point.

4. Include CTAs (Calls to Action)

After stating your goals and how you tend to achieve them, you should specify what you want the receiver of the letter to do next. You may ask them to schedule a meeting, phone, or email you after they are done reading the letter. If they have no objections, it may be appropriate to add a contract and request their signature. Here is an example of a CTA:

Kindly read the letter closely and in case of any questions or requests to discuss the business plan in more depth, feel free to schedule a meeting via my email.

5. Conclude the Letter

End your conclusion with a friendly note. It should consist of a two to three-sentence paragraph highlighting your gratitude and desire to work with the prospective clients. This paragraph should be signed off with a name, an email, and a regard, as shown below:

Harry Styles.

Business Proposal Sample Letter

You can learn the method of crafting a professional proposal letter from the samples below:

Example 1: Business Proposal Sample for PR Solutions

Here is a sample that proposes collaboration with a public relations company.

Example 2: Business Proposal Sample for Sponsorship Proposal

Here is a sample proposal for requesting sponsorship for an annual community empowerment event.

Example 3: Business Proposal Sample Invitation 

Here is a sample proposal invitation to join a community workshop on sustainable living.

Example 4: Business Proposal Sample for Partnership 

Here is a business proposal sample requesting a partnership: 

 Tips for Writing an Effective Business Proposal Letter

Here are effective tips for writing a business proposal letter:

  • Make an Outline: Crafting an outline enables you to have a clearer picture of your goal. You need to have some understanding of your goals in order to draft a meaningful, successful business proposal. To write an effective business proposal, start by creating an overview of the main sections of your business proposal as well as the relevant information you want to include before you start writing. You’ll be able to write more clearly and stay focused if you do this.
  • Simplicity: The ideal length for a business proposal is not defined. Yours should be as long as necessary to cover the purpose you wish to cover. However, it is important to prioritize quality over quantity. Avoid using too much business jargon and keep your words short and straightforward. You want whoever reads your proposal to understand it. Be clear and avoid being overly creative.
  • Proofread and Cross-check: After drafting your proposal, proofread it and check for grammatical errors. A professional proposal should be accurate and concise, making sure it is as professional as possible while meeting the requirements and needs of prospective clients.
  • Add Quantitative and Qualitative Data: With your company proposal letter, your aim should be to stand out from the crowd by evoking the prospect’s curiosity. One of the best ways to achieve this is to include real, quantifiable data that helps stress the value of your company . To highlight your advantages, think about using interesting, relevant facts. This might lend confidence to your argument and show your credibility. It also helps to use visuals like charts and graphs to support your argument.
  • Add Credibility: Adding proof, such as previous jobs, references, and media handles to showcase your job will enhance your credibility in the sight of your clients. This proof and data will propel them to want to reach out to you.
  • Go Above Expectations: When crafting a proposal, consider using document file formats such as PDF and also incorporating multimedia components. This practice not only elevates the proposal’s overall experience but also lends a sense of richness to the document, effectively capturing and retaining the reader’s attention.
  • Be Clear on the Terms and Conditions: A professional business proposal possesses full details on how long a project will take and the accepted medium and timeframe of payment. However, this is only valid when a client has accepted a proposal.
  • Add a prompt and a Space for Signing: At the end of a proposal, there should be a prompt urging the clients to take desired actions and space for signing if the prospective client has agreed to your terms and conditions.

Business proposal letters are what make it possible for corporate organizations to collaborate on a project with precise objectives and a set timeframe. Proposals serve as a means of communication between businesses and potential customers. Therefore, understanding how to create a proposal is crucial to getting contracts and convincing potential clients to work with you.

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how to make a business proposal letter

Shailja Kaushik has been an Editor with Internshala since March 2023. She loves creative writing and experimenting with different forms of writing. She has explored different genres by working with journals and radio stations. She has also published her poems and nano tales in various anthologies. She graduated at the top of her class with Bachelor's in English and recently completed her Master's in English from the University of Delhi. Her experiments with writing continue on her literary blog.

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Business Proposal Letter

Business Proposal Letter Examples

Business proposal letters are created and sent by entities to provide the details of the services that they can provide to other businesses or individuals. It is essential to create a business proposal letter if you would like to transact new business opportunities to a variety of people, organization, and companies. You may also see business reference letter examples.

As formal documents, letters containing business proposals must be formatted professionally and must contain a content that is usable in corporate transactions. There are no strict rules that  must be followed in creating a business proposal letter. However, you must always be aware of the basics of formal letter writing. To help you create an effective business proposal letter, refer to the templates available for download in this post.

Free Proposal Letter for Business Template

free proposal letter for business template

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Business Proposal Cover Letter Template

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Appointment Letter For Business Proposal Template

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Offer Letter for Business Proposal Template

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Letter Of Intent For Business Proposal Template

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Business Partnership Proposal Letters

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Business Partnership Proposal Letter in PDF

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Business Sales Proposal Letters

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Business Proposal Cover Letters

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Business Proposal Rejection Letters

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What Is a Business Proposal Letter?

There are different kinds of business proposal letters that are used in varying circumstances and corporate offerings. A few ways on how a business proposal letters can be defined are as follows:

1. A business proposal letter is the document that contains the outline about the proposed partnership of one business to another.  It can be used to create a relationship between corporate entities or it can also be made to assure the healthy competition between organizations through tie-ups and other combined programs. You may also see project proposal examples.

2. Business proposal letters are persuasive documents that help a client decide whether he/she needs to purchase an item or acquire a particular service from a provider. There are product proposals and  service proposals that are asked by an entity and there are also business proposals that are sent in an unsolicited manner. Whatever kind of business proposal letter it is that you will make, always assure that you can deliver the items that your client needs so they can decide accordingly on getting your services.

3. Business proposal letters can also be used by freelancers to offer their services to corporations. Being able to create a business proposal can make a freelancer a supplier of a particular business especially if the individual can provide the minimum needs of the company. You may also like acknowledgement letter examples & samples.

4. A business proposal letter is a way of showcasing the offerings of a company to its clients. Providing the information about the services and/or products of a business through a business proposal can be very helpful both in retail and wholesale transactions. More so, there is a big chance for business proposal to be approved for the purpose of other professional transactions. You may also check out proposal memo examples & samples.

The definition of a business proposal letter depends on its purpose and how it can be of help to gather new business commitments from a variety of entities. It is very important for you to be aware of the kind of proposal that you would like to have so it will be easier for you to curate the content of the business document.

Business Proposal Request Letters

Sample business proposal request letter.

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Cleaning Business Proposal Letter

Dry cleaning business proposal letter.

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Cleaning Services Business Proposal Letter

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Business Sponsorship Proposal Letters

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Free Business Proposal Letters

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How to Create an Effective Business Proposal Letter

A business proposal can only be deemed effective if it can provide favorable responses from the entities where the free proposal has been sent. You can create an effective business proposal letter by assuring that these characteristics are present within the document that you will provide to clients, businesses or any other entities whom you want to have a business transaction with:

1. Your business proposal letter should have a focus. It is very important for a business proposal letter to be direct to the point. You need to discuss important parts of the proposal which will help you sell your offerings. A business proposal letter should be persuasive but not to the point that it is already hard selling the items that you would like to offer to people. You may also see appointment letter examples & samples.

2. Business proposal letters should be relevant. The items that you will write in a business proposal letter should showcase how you can be of help to the needs of the clients. Also, you need to present how you can provide them with their wants through properly discussing the benefits of your services. In some cases, effective business proposal letters are those that contain possible solutions to the current problems of an entity. You may also like proposal examples in pdf .

3. A business proposal should be informative. Your business proposal should contain most, if not all, the answers to the basic or frequently asked questions that can be thrown at you. Initially discussing these items will help consumers and businesses to put their trust on what you are offering. More so, the first discussion of a proposal can provide a big impact on how ready are you in terms of providing your services when needed. You might be interested in notice letter examples.

4. Your business proposal should be professionally formatted. It is essential for a business proposal to relay the content of its discussion in an organized manner. Using a specific proposal format within the entirety of the document will help create a business proposal letter that can be easily understood by the targeted readers.

Business Proposal Letters to Client

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Business Proposal Acceptance Letters

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Business Proposal Acceptance Thank You Letter

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Business Purchase Proposal Letters

Small business purchase proposal letter.

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New Business Proposal Letters

New business proposal letter format.

new business proposal letter format

Sample New Business Proposal Letter

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Inclusions of a Business Proposal Letter

A business proposal letter must be comprehensive and accurate to assure that you are representing your business well. Aside from the basic information that can be found in a formal letter, some of the items that should always be present in a business proposal letter include the following:

1. Always specify the name and company of your expected letter receiver. As a formal document, you need to provide the basic information of the person that you would like to transact with. The last thing that you want to happen is for the letter receiver to think that your business proposal letter is a generic pitch or proposal template that you send out to different corporations and business establishments.

2. Provide a specific discussion about your offer. Always specify the items that you can offer may it be in a form of a product or a service. Being able to showcase these items and relay how they can be the solutions to the current undertakings of a business can help your business proposal to be approved. May it be a partnership proposal or any other kinds of business transactions, always provide the reason why you would like to transact with another entity.

3. Be accurate with your pricing. The prices of your offerings present in a business proposal letter should be based on your updated pricing information. You do not want misunderstandings to occur especially if the proposal has been approved but then you will find out that the information that you have given is incorrect. Always be ready in proposal approvals so make sure that your pricing is correct. You may also check out research proposal examples & samples.

In creating a business proposal letter, always be aware of the guidelines that we have presented in this post and the items that you must always include in the particular letter document. Remember that a business proposal letter can help you a lot to gather new clients so put a lot of effort and time in curating it. You may also see short proposal examples & samples.

how to make a business proposal letter

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What Is a Business Proposal?

What are the types of business proposals, how to write a business proposal, after sending: tips on how to follow up, business proposal ideas, how to write a business proposal - a step-by-step guide.

How to Write a Business Proposal?

A business proposal can make or break your chances of landing a new client. It is a means by which business-to-business companies can market their services. Although it might sound difficult, doing it is actually quite simple. Winning business proposals help in obtaining funding, growing projects, and expanding your business. For smaller businesses striving to grow, business proposals are key. A business proposal may help you with everything from acquiring money to expanding an existing project, regardless of whether you are an existing small business or one trying to expand.

Learn how to write a business proposal and discover the different types below. 

A business proposal is a written proposal that you would present to a potential client stating the service you are providing and justifying your suitability for the position. It's an appeal by an individual or a business to carry out a certain job or project, to provide a service, or, in some cases, to serve as the supplier of a specific product.

People often confuse the terms business plan and business proposal. Both of them are different from each other. A business plan is a well-organized document that defines the goals of an organization and how it intends to get there. Businesses use business proposals as a tool to market and sell their products and services to other businesses.

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There are three major types of business proposals:

While the format of business proposals might vary, all business proposals should contain a few essential components. Here is a step-by-step guide on how to write a business proposal:

1. Create Your Title Page

Since this is the first element your client will be seeing, it's essential to express your brand and concept in a way that is brief but detailed. Consider it to be visual content that must deliver a lot of information rapidly because viewers will only look at it briefly.

A potential client can get a sense of the marketing plan and what will come next in the proposal by creating a great, solid title page.

Basic information like your business name and contact details, your business logo, your client's name and contact details, the date, and a title are all included on this page.

2. Compile a Table of Contents

Every successful business proposal template must include a table of contents. So, the next step in how to write a business proposal is to add a table of contents. It makes your proposal scannable and simple to read.

By including a table of contents, you make it simple for the executives who are reading your proposal to browse it at their own pace. Additionally, they can quickly read the sections of the proposal that stand out to them.

Your contents page should be arranged in chronological order. Avoid making your list overly specific because it will come across as crowded and overbearing. There are many different kinds of proposals, including marketing and sales proposals, and the table of contents can inform your client of what you're offering and how it will benefit them.

3. Write a Cover Letter

No powerful guide on how to write a business proposal would be complete without a cover letter. The purpose of your cover letter is to introduce yourself. In certain proposals, the cover letter may even come first, before the table of contents, as a method to introduce the idea.

Your cover letter shouldn't be longer than one page and should be brief. Describe your company's history, the mission of the company, and distinctive selling point in a few lines. Leave your contact details and invite your readers to get in touch with you if they have any queries.

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Become The Highest-Paid Business Analysis Expert

4. Write the Executive Summary

It gives a brief overview of everything in your paper. In other words, create a business proposal framework that is simple to read and emphasizes your value proposition. The executive summary explains in significant detail why the proposal is being sent and why your proposal is the ideal one for the potential client. Specificity is important in this case.

Introduce your business, describe your company's goals and objectives in general, highlight any accomplishments so far, outline your future course of action, and illustrate how the plan you're creating serves as the first step on that course.

5. Outline Your Customers’ Problems and Your Company’s Solutions

Solving a buyer's problem is the goal of developing a business proposal. The problem statement should be outlined as precisely as feasible. This makes your client feel a feeling of urgency. They'll be looking for a fix for the issue. And you already have that answer.

Your proposal must identify the client's issue and then promptly offer a potential solution. A satisfied client who is looking forward to working with you is the result of the problem statement and the solution.

6. Create a Pricing Table

An essential component of any business proposal is a budget or pricing section; therefore, before getting into the details of any proposal writing, you should plan your pricing strategy.

Your pricing structure should be laid out in an easy-to-read table. Offer alternatives for recurring payments on a monthly and yearly basis. Offer reduced prices in exchange for long-term commitments. Provide alternatives, improvements, and add-ons. Transparency is essential in this part. Make sure your customers can easily comprehend what they're paying for and how to customize your service.

7. Share More Information About Your Company

The background of your company should be told on the "about us" page of your business proposal, with yourself, the owner, acting as the major lead character. A decent about us section should be concise but still have all the components, such as:

  • A brief description of your business and the project's background.
  • Introducing your customers to the personnel they will be collaborating with on the project by providing a quick bio of each member of your team.
  • Describe how you plan to keep achieving your goals.
  • How did you and your group approach locating a solution for your issue?
  • Describe the problem that your company intended to solve.

8. Summarize Your Qualifications

Explain why you're the ideal candidate for the opportunity in this part of your business proposal document. Incorporate customer success stories into your case studies, and make sure to highlight any relevant achievements or certifications that will increase your credibility. You can highlight any relevant degrees, training related to your industry, certificates, previous accomplishments in projects of the same sort, years of experience, etc.

Throughout this process, you must illustrate your knowledge through qualifications. Showcase it if your business or organization has a history of successfully resolving this particular problem and is certified.

9. Lay Out the Terms of the Agreement

The last step in how to write a business proposal is to lay out the terms of the agreement. Your marketing proposal should conclude with a summary of the terms and conditions that will help your clients understand the offer you are presenting to them. It's crucial to speak with a legal representative while drafting this part because proposals might be regarded as imposed by law contracts in some jurisdictions.

Include a place where the client can sign and date the proposal, accepting the terms you've offered if you prepared a unique proposal that you anticipate your client would accept. If it wasn't covered in conclusion, give the client a quick rundown of the project, including the general timeline, payment schedule, and terms, so they know what they're signing off on.

One can easily become overwhelmed when waiting to hear back from a client after presenting a business proposal, but always remember to be patient. Here are some tips on how to follow up:

  • Give them time: Before sending a follow-up, wait at least a week. If they've acknowledged receipt of your proposal, allow them one week from the date of acceptance.
  • Grab their attention with a good subject line: They are more likely to open your email if the subject line is interesting.
  • Be brief: Make it clear in your follow-up that you are available for any queries and make it simple for them to contact you again.
  • Avoid high-pressure, salesy language: Your objective here is to secure a client, not a customer.
  • Be friendly, approachable, and authentic: Act as though you are seeking out to your favorite coworker by being kind yet informal.
  • Know when to quit: It's time to move on if your client hasn't reacted to the three follow-ups.

Business proposal can sound like a big thing; here are a few ideas to make business proposal writing easy for you:

1. Start With an Outline

Outline the main components of your business proposal and the important details you want to include before you start writing. By doing this, you can write with greater clarity and maintain the integrity of your content.

2. Include Data and Visuals

Include concrete, quantitative data that highlights the value of your company to help draw the prospect's attention as well as differentiate you from the competition. It is also helpful to include graphics such as charts and graphs to strengthen your proposal.

3. Add Social Proof

Including social proof increases the credibility of your proposition. Clients are more likely to trust their peers and some customers than business owners. It might therefore be very beneficial to include things like client quotes and testimonials.

4. Incorporate Video Into Your Proposal

Multimedia components can be used to improve the proposal experience. They can add depth and interest to your document.

5. Use a Call-To-Action

After reading your proposal, you must ensure the reader understands what to do next. The best method to get there is with a clear call to action. Specify and emphasize what they should do in order to capitalize on the curiosity your proposal has created. Without such direction, you possibly leave the reader hanging.

6. Include Up-Sell and Add-on Opportunities

Include some further details about your company for the reader to act on if you want to make the most of their interest in your business proposal. They must be aware of your further offerings.

7. Create a Sense of Urgency

People usually delay and take their time when making decisions when there is no sense of urgency. After reading your company proposal, potential customers should feel that this is the ideal opportunity to sign up for your services. Declaring your short- and long-term objectives for their business is one way to do this.

8. Keep It Simple

Avoid using too much business language and keep your words short and straightforward. Your proposal should be clear enough that anyone who picks it up will understand it.

9. Make the Decision for Them

You should exceed their expectations with your offer and take every step possible to avoid conflict and disagreements along the road.

10. Stay On Brand

Keep your brand consistent and demonstrate to the client what makes you stand out from the competition.

11. Quality Control

Your proposal must be organized and complete. You don't want to come out as careless and unprofessional, which would undermine your messaging.

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1. How long should a business proposal be?

Ideally, it should be around ten pages. But, it completely depends on your product, industry, the scope of the project, etc. and ultimately it should be just as long as it takes to answer the questions.

2. What are the different sections of a business proposal?

The different sections of a business proposal are:

  • Cover Letter
  • Executive Summary
  • Problem and Solution
  • About your Company/About Us
  • Terms of the Agreement

3. What is a basic business proposal?

A basic business proposal is a document that is sent to a prospective client offering them your services to get a chance to work with them on a certain project.

4. How do you write a business proposal?

Start by outlining the questions regarding the problem such as why, what and how. Choose a template and start creating your proposal around these questions. Add additional pages such as the table of contents, about us, cover letter, etc. Be specific and use simple language to write the business proposal. 

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Business Proposal Letter Examples

In order to write an effective business proposal letter, you must first understand what a business proposal is and what it is not. A business proposal is NOT a sales letter. It is a document that outlines a proposed business arrangement between two parties. The purpose of a business proposal letter is to persuade the recipient to accept the proposal. There are many different types of business proposal letters, but all share certain common elements. The most important element of any business proposal letter is the content. The content of the letter must be well thought out and persuasive. It should be clear and to the point, and it should address the needs of the recipient. Another important element of a business proposal letter is the tone. The tone of the letter should be professional and businesslike. It should not be overly formal or stiff, but it should not be too casual or friendly either. If you are not sure how to write a business proposal letter, there are many business proposal letter examples available

How to write a business proposal letter

To make sure that your company is attractively formatted and compelling, follow these steps:

1. Create a business header

At the top of the letter, include your contact information and the date. Then add the contact information of the recipient. Instead of using a business header when sending an email proposal, use a subject line that includes your name and a general purpose.

2. Address the recipient properly

Use the recipient’s correct title in the formal salutation at the start of the body, such as “Mr. ,” “Ms. ” or “Dr. ” For example, “Dear Dr. Mong. “.

3. Include relevant background details

In the first paragraph, address the subject of your proposal. You could explain the recipient’s challenge or the project or event you are working on.

4. State the purpose of the proposal

In the next paragraph, state your reason for the proposal. Be as precise and succinct as you can with the terminology and any pertinent data that supports your claim.

5. Include a request to follow up

Give the recipient’s potential benefits, along with a date or opportunity for more contact.

6. Close the letter appropriately

Thank the recipient and invite a contact to answer questions. “Sincerely” or “Regards,” with your name and signature printed two lines below, are acceptable closings.

7. Include supporting documentation

Include any sales data, documents that the recipient may need to complete, or other information about your project or business.

What is a business proposal letter?

A business proposal letter is a letter that proposes or invites collaboration between two organizations. The cooperation may take the form of contracts outlining the benefits it will bring in the form of supplies of goods or services.

You can send a business proposal letter to potential customers to introduce your company and the products you offer or as part of a response to a request for information about your business. Here are some uses of a business proposal letter:

Business proposal sample letter for marketing services

This example suggests a contract for marketing and public relations services:

Timothy Caldwell Johnson Johnson Public Relations, Inc. 976 Stratmore Ave. Houston, TX 75822

March 17, 2019

Mr. William Billington, Marketing DirectorHouston Preventative Services62350 Hollingwood DriveHouston, TX 96703.

Dear Mr. Billington,

I’m Timothy Johnson of Johnson Public Relations, and having worked in this field for a number of years, I can relate to the frustrations you might experience on a regular basis. You very likely face the ongoing challenge of trying to figure out how to find the best service to meet your needs for public relations if you are like other marketing directors. I have some information that you should find appealing.

As a premier PR firm, Johnson Inc. has more than 25 years of experience offering public relations services to businesses like yours. We know how to provide the best services for your needs because we have a thorough understanding of the needs of marketing firms in our area.

We have a track record of providing highly rated customer services, with an equally quick 24-hour turnaround time on almost every request, and we are justifiably proud of that. With a committed team, we offer services to assist you in handling or managing crisis situations, promoting positive messages about your business, responding to media inquiries, and effectively managing your reputation.

We would love to offer you these three customizable options:

I’d love to meet with you and show you how we can allay your worries about public relations. On Monday, March 17, I can call you to discuss your worries and provide information about the three options that we have available.

Tim C. Johnson Chief PR Officer Johnson PR Inc.

Business proposal sample letter for sponsorship

This sample proposal is for sponsoring an annual event:

Susan McDaniel Handy Helpout Association 987 Portsmouth Blvd. Philadelphia, PA 28977

July 22, 2021

Mr. Jordan C. BloomfieldBloomfield, Mercury, Ford & Lincoln2589 Mainstreet Rd. Philadelphia, PA 36669.

Dear Mr. Bloomfield,

I would like to express my gratitude to you on behalf of Handy Helpout for your very kind support of our yearly holiday celebrations over the past few years.

The opportunity to sponsor our holiday extravaganza and silent auction is open this year once more. Thanks to our kind sponsors like yourself, we raised more than $200,000 last year, enabling us to outfit thousands of clients with clothing, food, interview coaching, and resume assistance in 2020.

The 2021 event will take place this year on November 6 and 7. 15 and 16, with three levels of available sponsorship:

We anticipate maintaining our working relationship with Bloomfield, Mercury, and Ford.

I look forward to speaking with you on Nov. 2 to discuss our project and respond to any inquiries you may have

Susan McDaniel Coordinator Handy Helpouts

Retail investor business proposal sample letter

Heres an example of a business proposing an investment venture:

Stanley Robertson, CEO 2899 N. Pine Valley Road Anderson, CO (555) 555-0198 [email protected]

July 28, 2018

Superior Investments, LLCLeonard Gilman, Investment Coordinator5787 W. Peterborough Rd. , Ste #1513Anderson, CO.

Dear Mr. Gilman,

In an ambitious effort to raise brand awareness, our company has already seen some encouraging results.

Here are a few recent accomplishments:

These accomplishments make us happy, and they mark a significant turning point in our development. We hope it shows our esteemed investors, like yourself, that we are sincerely committed to completing the mission.

We now have an exciting investment opportunity available for Superior Investments at the current stage of our development. We suggest an investment of $500,000 that would enable us to maintain our current, aggressive expansion while generating outstanding returns for your business. We are willing to provide a return of 35% on your investment over the next seven years

We have little doubt that we can complete our expansion initiative given the positive feedback we’ve gotten from customers regarding the caliber of our products and customer services. We sincerely appreciate you and your company being a part of our success story, and we still think that the secret to success is cultivating and maintaining business relationships that are mutually beneficial.

I appreciate you reading this proposal, and I’d be happy to work out more specifics. Please feel free to get in touch with me if you want more details or if you have any questions. We greatly appreciate your support.

Stanley Robertson, CEO

How to Write a Business Proposal? 7 Minutes Step-by-Step Guide

What is a formal business proposal?

A proposal letter is a formal letter used to offer and seal a business deal with another party. A proposal can be for a short-term or long-term engagement.

How do you write a business proposal letter?

A formal business proposal is, to put it simply, a strategic sales-based business document that you use to introduce your company and the solution you want to offer to a potential client in order to convince them to work with you rather than one of your competitors.

How do you write a proposal letter to a client?

  • Create a business header. …
  • Address the recipient properly. …
  • Include relevant background details. …
  • State the purpose of the proposal. …
  • Include a request to follow up. …
  • Close the letter appropriately. …
  • Include supporting documentation.

What are the parts of business proposal?

  • Identify the Client’s Key Business Need(s) …
  • Recommend a Solution to Meet Those Needs. …
  • Explain Your Basic Approach. …
  • Mention A Few of Your Most Important Differentiators. …
  • Finish with a Call to Action.

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Write Your Way to a Win: Business Proposal 101

T o keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clients, you have to be able to sell them on your business and what you can do for them. One way to do so is by preparing a business proposal. Business proposals not only allow you to include the details of the project, your proposed solution and prices, but also give you the leeway to sell the benefits of your solution and your company. The business proposal is your opportunity to shine and, hopefully, acquire a new client in the process.

What is a business proposal? 

A business proposal is a multipage document detailing how your business can solve a problem or fill a need for a customer. Business proposals can be unsolicited or solicited. 

  • Unsolicited: With an unsolicited business proposal, you create the proposal on your own based on your understanding of the client's need and send it to the client to capture their attention and win their business. Unsolicited proposals are generally less specific because the prospective client has not told you anything about its needs.
  • Solicited: With a solicited proposal, the customer identifies its own need or challenge and then asks companies like yours to submit proposals with solutions and costs. This is called a request for proposal, or RFP. There is a deadline by which the proposals are due so the client can compare them to each other, and there may be specific specifications that the solutions need to conform to. Sometimes, companies whose proposals are attractive to the client are called in and asked to make a presentation on their solution so that the client can ask questions. After reviewing all of the proposals, the client will make its choice.

Business proposals should demonstrate your company's understanding of the client's problem or need, your expertise and experience in addressing this type of need, your proposed solution and recommendations, your unique selling points, how much you are charging, and what the terms and conditions will be if the client chooses your company for the project. 

Business proposals can be printed on paper, in the form of a presentation using software such as PowerPoint (sent electronically or printed), or via proposal software that allows clients to accept the proposal electronically.

Did you know? The ideal length for a proposal, on average, is six pages. This gives you enough space to adequately cover the essentials but is short enough to keep the client's attention.

When do you need a business proposal?

Business proposals are not appropriate and necessary for all types of businesses, but in some industries, they are a crucial way to get new clients. They are almost exclusively used in business-to-business (B2B) sales . The reasons for this are twofold. First, to justify a business proposal, the size of the project must be fairly significant, at least $1,000. Second, the project or challenge must have some level of complexity where it needs a custom solution, not something ready-made.

These are some industries that typically require business proposals:

  • Construction
  • Landscape design
  • Architecture
  • Property management
  • Engineering
  • Market research
  • Coaching (business or personal life coaching)

Before you start writing your proposal

Writing a business proposal involves a lot of initial legwork. Once you become aware that a potential client is looking for proposals in your business niche, you will want to develop a sound, clear and precise business proposal. To do so, there are many pre-planning activities you will want to conduct.

1. Do your research.

If you don't know much about the potential client, you need to study. Go to the website and read everything. Get names of decision-makers, an idea of its business model , how long it's been in business, its goals and its financial picture.

2. Arrange a meeting with management. 

You may not get in to see the CEO, but you should make an appointment with the highest-level manager possible. During this meeting, you want the client to clarify goals and needs, so be a good listener and take notes! You also want to get clear budget parameters so you have a financial framework for your proposal. While the focus of this meeting must be on the client, try to tout yourself a bit. Talk about your successes with similar organizations/industries.

3. Develop your solutions.

Once you understand the client's goals and needs, you are prepared to brainstorm and develop the most effective and cost-effective ways to serve them. For example, if you are in the property management business and have become aware that a large apartment complex owner is looking for a new outside property management firm, you meet with that owner or their rep. You ask about their issues and problems and what made them unhappy with the previous management. These will be critical points in your solution proposal. [Related article: Your Guide to Creating a Small Business Marketing Plan ]

What to include in the proposal

Writing a business proposal can be a lengthy and time-consuming process. If you don't know how to write a proposal, you need to be a quick learner. There are templates and samples online that you can study, or you can visit a fellow entrepreneur who has experience and ask for their help. Generally, though, your sections will be as follows.

  • Introduction: This should summarize the client's needs, what your company provides and your top selling points.
  • Description of the client's current situation: This is a way to describe the need you are trying to solve for. This shows the potential client that you understand what their needs are. 
  • Solution: State your solution, including the goals, objectives and methodologies for meeting the client's needs and remedying the current situation.
  • Timeline: This is where you say how quickly you can get started once the client accepts your proposal, when each of the steps you are proposing will take place and the date when the project should be complete.
  • Proof: Do not be afraid to praise yourself. What are the benefits of choosing your company? Point out your successes with similar projects and provide references . 
  • Pricing: This is where you detail how much the project with the currently described scope will cost. Critically important, the costs must be carefully and clearly broken down so that each facet of your solution methodology has a specific cost. This way, if the client has to cut back on something, they can make informed decisions. 
  • Guarantee and terms and conditions: If you are offering a guarantee or warranty, this is the place to include it. You should also include terms and conditions, such as how much will be charged if the scope of the project changes and how often the client will be billed. You should also outline how approvals and disputes will be handled. To write this section, you may want to consult with a lawyer.  
  • Next steps: At the end of the proposal, include a call to action. How can the client say yes to this proposal? Most proposals include a signature page that allows the client to accept the bid, while some proposal software allows clients to not only accept the proposal electronically, but also pay for it online. In addition, say what will happen next. For example, you might say that you will set up a meeting with the point person at the client company to get more specific information on their needs, or the next step may be for your team to create a proposed design for discussion.

Tip: To establish your credibility, include testimonials, examples of similar projects and client references, and awards and press your company has received.

How to write the proposal

If you are not a good writer, get someone who is. You never know who will be reading your proposal, so make sure there are no grammatical, punctuation or spelling errors. And above all, keep it simple. Write it in a conversational tone. No one wants to struggle through long and complex sentences with academic-level vocabulary. As an extra check, have someone else read it over to catch mistakes and points that need clarification before you send it to the client.

You may also want to get input from your marketing and sales team. They specialize in communicating with prospects and know their pain points and priorities. So they can help you emphasize the right things and get your message across in a way that will be effective.

In addition to the content of your proposal, the way it looks makes a difference. An attractive graphic on the cover page can catch the eye of the client, and high-quality images, charts and layout make your proposal easier to read and more compelling. A well-designed proposal also tells the client that your business is professional and that you took your interaction with them seriously. You can use a business proposal template or software, or you can engage the services of a graphic designer to make your proposal look its best.  

Did you know? Proposals with an attractive cover page tend to convert 45% better than those without one, according to Better Proposals.

How to write different types of business proposal letters

Business proposal solicitation letter.

A business proposal solicitation letter sets the stage for an unsolicited business proposal and is a formal and much more dignified cold call or cold email . You are trying to drum up business by introducing yourself to potential clients who may or may not have heard of you before. The letter should, of course, be business formal and impeccable in grammar and style. Here are some pointers:

  • Find out who the decision-maker is before you write the letter. It should be addressed to that individual.           
  • Your opening paragraph should catch their attention quickly. The potential to lower their costs will usually do the trick, so tell them that you can save them money and/or make their operations more cost-efficient.
  • The next paragraph should provide more detail about your product or service and describe how it saves money or is more efficient.
  • The third paragraph should speak to your qualifications. How long have you been doing this? Name past and current clients who have experienced cost savings and greater efficiency with your help. Be certain that you have permission to use their names, as they may be contacted.
  • The closing paragraph should be short and give some call to action. Either ask them to call you or tell them you will call in a few days for an appointment.

Business proposal cover letter

Once you have written the business proposal, it is time to send it to the client. Even when the client is expecting to receive it, you should still include a cover letter as an introduction. If the client has issued an RFP or specifically asked you for a proposal, refer to this and express thanks for the opportunity. Let the client know that you have the ability, expertise, experience and creativity to successfully solve their problem. Throw in a few examples, such as how many years you've been in business, similar problems you have solved for other companies in the industry and how long clients tend to use your services.

Finally, tell them that the proposal is enclosed or attached, and encourage them to reach out to you if they have any questions.

Chad Brooks contributed to the writing and research in this article. 

To keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clien

indy university

How to Write a Business Proposal in 2024

How to Write a Business Proposal in 2024

Your business proposal dives into the nitty-gritty of what you want to accomplish for clients and how you plan to make it happen. Freelancers can use this to show off their skills and expertise to potential employers. A nicely crafted proposal is key to making sure a project succeeds and sets the stage for its smooth implementation. In this article, we’ll discuss:

  • A proposal checklist
  • Things that you shouldn't include in a proposal
  • When to submit a bid
  • The techniques for creating winning proposals
  • Insights for independent contractors

Freelancers can improve their chances of gaining new clients and completing tasks successfully by sticking to these recommendations. So if you are looking for how to write a business proposal, this is definitely the article for you.

How to write a business proposal - most important facts

The most important things you need to keep in mind are that business proposals should be:

  • Compelling : Crafting a compelling business proposal is fundamental to getting your foot in the door. It serves as the first impression you make on a potential client, highlighting your capabilities, work plan, and value proposition.
  • Succinct : The executive summary section in your proposal should be succinct and impactful, encapsulating the essence of your proposal. It ought to convince the reader about the merits of your proposed solution and why you are the right freelancer for the job.
  • Creative : Let your creativity shine through here. Offer innovative solutions that not only solve the client's problem but also bring additional value such as increased efficiency, cost savings, or competitive advantage.
  • Consistent : Your entire proposal should be consistent, coherent, and persuasive. Make sure it addresses the client's needs comprehensively and convincingly and is devoid of any fluff or irrelevant information.
  • Helpful : When writing a business proposal, focus on the client's needs, how you plan to meet them, and why you're the best fit for the job. Don't forget to proofread and polish your proposal before sending it off.
  • Targeted : Keep your potential client at the forefront of your mind as you craft your proposal. Remember, your proposal is not about you, but about them and their needs. Address these needs effectively and you are well on your way to winning the job.
  • Easy to create : There are many free business proposal templates available online that can provide a solid starting point. You can adjust these templates to suit your specific needs and business style.
  • Fast to write : Leveraging AI tools can be a game-changer when creating business proposals. These tools can help you with everything from writing and editing to designing and formatting your proposal, leading to a professional and polished product.

We will discuss each of these points in more detail but before that let's get started by talking more about why proposals are so important.

Why business proposals are crucial for freelancers

Writing a winning business proposal is essential to your success as a freelancer. Not only can you differentiate yourself from the competition, but you can also showcase your worth and skills to prospective customers. In addition, a proposal may be used to establish goals and ensure the project is completed successfully. Let’s talk about three of the most compelling arguments for why freelancers should use proposals.

Get noticed in a crowded industry

If you're a freelancer, you need to set yourself out from the competition. That is exactly what a well-written company proposal can help you achieve. Show that you are the best candidate for the job by detailing your USP, relevant experience, and recommended solution. If you are a graphic designer competing for a branding project, for instance, incorporating your design portfolio and case studies in your proposal might help you stand out from the crowd.

how to make a business proposal letter

Want to win more clients?

Win more clients with Indy’s Proposals tool. Easy-to-use proposal templates help you make the right pitch every time so you turn leads into customers.

Expressing your worth and area of expertise

A business proposal is your opportunity to impress prospective customers with your knowledge and abilities. You may show what you can bring to the table by adding relevant experience, case studies, and testimonials. Include samples of your prior work and the outcomes it has accomplished if you are a writer proposing a content marketing campaign.

Establishing goals and verifying progress on projects

A business proposal serves as more than simply an advertisement; it can also be used to establish realistic goals and guarantee positive results for any given endeavor. Establishing a clear picture of what the project entails and how it will be done is facilitated by incorporating a thorough scope of work, price and payment arrangements, and timetables and deadlines. This may save time and effort in the long run by reducing the likelihood of miscommunications and misunderstandings between you and the customer. 

If you're a virtual assistant offering social media management services, for instance, outlining the monthly duties you'll accomplish, your hourly fee, and the deadline by which you'll produce reports will help establish expectations and guarantee a positive end for all parties.

Freelancers need proposals because they help them stand out in a crowded marketplace, explain their value and experience effectively, and help them establish realistic goals for their projects. If you take the time to make sure your proposal has all it needs and is tailored to each potential customer, you'll have a far better chance of landing new work and completing successful projects.

how to make a business proposal letter

What to include in an effective business proposal

It's crucial to include all relevant details while writing a business proposal. This will improve your chances of landing new customers by helping you articulate the value and expertise you bring to the table. An executive summary, issue description, suggested solution, the full scope of work, price and payment conditions, timetables and deadlines, and appendices are all essential parts of any proposal (if applicable). 

Further explanation of each of these components and why they should be included in a proposal will be provided below.

Executive summary

A business proposal isn't complete without the executive summary. In it, you should briefly describe the problem you're trying to solve for the customer, the benefits they'll reap from your solution, and why you're the ideal person for the job. If you want to create a good impression on a new client, this is the first thing they will read about you. Don't ramble; rather, get to the point quickly and clearly, and write in terms that anybody can grasp.

Problem statement

A company proposal isn't complete without a problem statement. The problem or difficulty that your customer is experiencing should be spelled out, and the advantages of your suggested solution should be outlined. Here is your chance to prove that you have heard and understood the client's demands and objectives, and that your proposed solution will help them achieve those objectives. Avoid employing jargon and speak in layman's terms.

Proposed solution

The core of each business proposal is the offered solution. Here, you'll describe how your proposed solution to the client's issue or difficulty would benefit them. Clearly define the task at hand, the means by which it will be accomplished, and the objectives you want to achieve. Make use of case studies and illustrations to emphasize your approach and solution.

Detailed scope of work

When putting out a business proposal, it's important to provide a thorough description of the job to be done. It should detail the project's scope, scope changes, and deliverables. Here is your chance to make sure you and the customer are on the same page regarding the scope and nature of the work to be done. Use as many specifics as you can while keeping the language simple.

Pricing and payment terms

Any credible business proposal has to contain pricing and payment conditions. The total price of the project, including any applicable special offers, should be shown here. Payment terms, such as whether they will be paid in full at the outset or following the achievement of certain benchmarks, should also be spelled out. Make your price completely apparent and open to the reader; a pricing table may help with this.

how to make a business proposal letter

Timelines and deadlines

Project success relies heavily on meeting set timelines and deadlines. An extensive project timetable covering major milestones and a projected finish date should be included in your business proposal. Deadlines for deliverables should also be included, along with a clear plan for handling any inevitable adjustments or setbacks. In order to avoid confusion and misinterpretation later on, it's important to establish clear expectations from the get-go.

Appendices (if appropriate)

An appendix is a supplementary document that may be included in your business proposal if you so want. A full budget breakdown, case studies, or samples of your prior work are all good examples of what you may provide. Take care in what you choose to put in the appendices; they should only include data that is directly related to the proposal and will help the reader. Label and arrange the appendices properly so that the reader may quickly access the data they need.

Check out our step-by-step video tutorial showing you how to use a template to create a proposal!

What NOT to include in business proposals

It's not just about what you include in a business proposal – it's also about what you leave out. There are a few things that you should avoid including in a proposal, as they can weaken your case and decrease your chances of winning new business. Here are some things that might turn off a prospective client.

Too much detail

Although completeness is valued, brevity is a must. Don't go into exhaustive detail; instead, concentrate on the most crucial aspects of the project. If you're pitching a social media marketing campaign, for instance, you should describe the campaign's intended demographic, the platforms it will utilize, and its primary goals, but you don't have to list out every single post or ad you intend to make.

Vague or overly technical language

Don't make your proposal difficult to read by using jargon. Don't assume that your reader will know any particular jargon or technical phrases. Replace the phrase "use a strong content distribution strategy" with "publish our material on many channels to reach a bigger audience," for instance.

Unnecessary fluff or filler

Don't include unnecessary details only to make your proposal longer. Don't ramble; stick to the topic. The phrase "we've been in business for over 20 years and have a solid track record of success" is a synonym for "we've been in business for over 20 years and have an established track record," such as in the preceding example.

how to make a business proposal letter

Irrelevant information

You should only provide material that is useful to the reader and pertinent to the proposal. Leave out everything that isn't essential to the completion of the task at hand. Focus on the project's requirements instead of the company's background and goals, for instance, while proposing a website overhaul.

Poorly designed layout or formatting

Any idea is more likely to be taken seriously if it is well-organized and simple to comprehend. Use a neat, business-like approach, and think about including design elements like headers, bullet points, and photos to help you organize your thoughts. It's common practice to utilize headers and bullet points to organize and draw attention to the most important parts of a lengthy piece of writing.

When to send proposals to a prospective client

In the freelancing world, proposals are your opportunity to sell yourself and your services to prospective customers. However, it is just as crucial to know when to submit a proposal as it is to know what to put in it. Here are four essential factors to think about:

When requested by a client

If a customer contacts you and requests a proposal for your services, it's safe to assume they're interested in what you have to offer. Here's your chance to impress them with your skills and get their contract. To add, if you are asked for a proposal, it is professional and attentive to react quickly.

When you have thoroughly researched and understood the client's needs and goals

Make sure you have a firm grasp of the client's wants and requirements before sending out a proposal. Your proposal will be more effective if you take the time to learn about the client's company, industry, and target market. Delivering a proposal that is tailored to the client's demands shows that you have a firm grasp on their company and can effectively address their concerns.

how to make a business proposal letter

When you have a unique and valuable solution to offer

Now is the moment to provide your novel approach to the problem if you are certain that it will greatly help the customer. In your proposal, be sure to emphasize what makes you stand out from the competition, whether it's a novel method to tackling their issue, specialized knowledge or skills, or very low pricing. You can boost the likelihood that your freelancing proposal will be approved by standing out from the competition by providing a novel solution.

When you are confident in your ability to complete the work to the client's satisfaction

Avoid sending a proposal unless you are certain in your capacity to carry out the task to the client's satisfaction. If you aren't 100% certain of your ability to carry out your proposal, it's best to hold off. Submitting a proposal when you have doubts about your capacity to follow through might cause unnecessary confusion and disappointment.

By keeping these four criteria in mind, you may deliver proposals at optimal times, to the most relevant customers, and with complete and accurate information. As a result, you'll have a better opportunity to land new clients as a self-employed individual.

5 strategies for more successful proposals

Freelancers need to be able to talk to their customers and make sure they understand what they may anticipate from them. You may wow prospective customers with proposals that showcase your experience and value if you follow these five steps.

1. Don't undervalue your work

It is crucial to include precise pricing information in your bids. While it's tempting to undercut the competition in order to get business, doing so might backfire and cause anger and resentment down the road. Setting a fair price for your services is a great way to impress the customer with your expertise and professionalism. The more precise your service price is, the more likely it is that you will be paid a reasonable amount for your efforts.

how to make a business proposal letter

2. Be proactive in addressing potential questions or concerns

To win over a customer, it's crucial to address their possible worries and issues head-on in your presentation. Doing so demonstrates that you have given the project careful consideration and are making an effort to prevent problems before they arise. If the customer feels more comfortable with you, they are more likely to accept your proposal.

3. Follow up after submitting the proposal

It's important to check in with the customer after submitting a proposal to address any issues or queries they may have. This shows that you're invested in the project, which is always appreciated. In addition to boosting the likelihood that your proposal will be approved, following up with the customer gives you a chance to answer any questions or address any issues they may have.

4. Keep track of your proposals and their status

It's crucial that you monitor the development of your suggestions. This will help you keep track of your customers and follow up with them at the appropriate times. In addition, it might help you see trends and patterns in your proposal writing that you can use to improve future efforts. Keeping a record of your proposals is also a great way to learn what methods are most successful in bringing in new business.

5. Use proposal software tools

A variety of programs exist to facilitate the speedy development of polished proposals. Time may be saved, and a unified appearance can be established for proposals with the aid of the templates and flexible formatting choices provided by several of these programs. The use of proposal software may also help you display your material in a style that is aesthetically attractive, which can pique the client's interest. Proposal software products allow you to simplify the proposal process and provide higher-quality results.

how to make a business proposal letter

Indy is a powerful yet easy-to-use software for creating professional and engaging proposals and estimates. With Indy, freelancers can secure and begin projects faster than ever before. With a variety of templates and a drag-and-drop proposal builder, it's simple to customize proposals to fit your specific needs. Indy also allows you to keep track of each proposal's status, including draft, sent, read, and approved. When a proposal is accepted, you can easily convert the estimate into an invoice. Plus, with the ability for clients to leave feedback right on the proposal, communication is made simple. 

Indy’s Proposals tool is free to use, so get started today and experience the ease of winning new business.

how to make a business proposal letter

10 tips for your business proposal format

Business proposals that exceed expectations have both solid substance and polished, attractive design. It's crucial to think about the structure of your paper to make sure your proposal stands out and is successful. If you want your proposals to stick out to prospective customers, here are some guidelines to follow while putting them together.

1. Use a clear and concise layout

If your proposal is well-organized, the client will be more inclined to read it in its entirety.

2. Create a bulleted list

It is much simpler for the prospective client to scan the proposal and pick up the important points if it is broken up into bullet points rather than long paragraphs of text.

3. Create headers and subheadings as needed

Including headers and subheadings in a proposal helps the prospective client quickly identify the information they need. This is a great way to draw attention to the most crucial aspects of your argument.

how to make a business proposal letter

4. Add pictures

You may make your ideas more compelling and easy to comprehend for a prospective consumer by using charts, graphs, or other visuals to demonstrate them.

5. Always stick to the same typeface and point size

Using the same font and font size throughout the proposal gives it a polished appearance, which is more likely to win over the client.

6. Optimal use of white space

The proposal's aesthetic attractiveness and readability are greatly improved by the liberal use of white space, which in turn increases the likelihood that the prospective client will read and act upon the proposal.

7. Employ a tasteful color palette

If you want your proposal to seem more polished and professional, choose a color palette that reflects your industry.

8. Don't skimp on the picture quality

Better odds of getting your proposal reviewed in its entirety are achieved by using high-quality photos.

9. Condense your writing into short paragraphs

Customers are more likely to read your proposal if it is broken up into little paragraphs rather than large blocks of information.

how to make a business proposal letter

10. Please use the active voice

If you want the prospective client to read and remember what you have to say in your proposal, use active voice to make your writing more direct and interesting.

How to send unsolicited business proposals

Unsolicited business proposals can be a great way to expand your client base, but it's important to approach them in the right way. In this section, we'll provide three tips for maximizing your chances of success when sending out unsolicited proposals.

  • Conduct in-depth research on the firm that will be your target: It is essential that you have a solid understanding of the requirements and objectives of the business you are aiming your unsolicited proposal towards. Because of this, you will be able to tailor your proposal to their particular requirements, which will raise the likelihood of it being approved.
  • Make use of a professionally designed and well-crafted template for your proposal: If the prospective client perceives that the proposal is both competent and aesthetically attractive, they are more inclined to take it seriously. Utilizing a template that has been thoughtfully created will help guarantee that your proposal has a polished and professional appearance.
  • After you have sent your unsolicited proposal, it is necessary to follow up to check that it was received and to address any questions the prospective client may have. It is also crucial to follow through with anything you have promised to do. This will help you create trust and establish a productive working relationship with the other party.

Now, let's get into some specific examples you can use for your proposals.

Business proposal ideas

We want you to have every success with your business proposals and your sales process. So, we want to point you to some specific resources you can use:

  • Business proposal template - This is a simple template you can use for almost any business.
  • Social media marketing proposal - Here is a free business proposal template you can use for social media marketing clients.
  • Photography proposal template - Photographers can use this template to ensure they have a well-written business proposal ready at all times.

Indy has many more business proposal templates you can use. Check out our full library of business proposal templates for free.

how to make a business proposal letter

Business proposal examples

Let's start with some business proposal outlines. These are useful as starting points when you create a proposal document for a potential client.

Here is a quick outline a freelance web designer might use to create an entire proposal for a local business:

  • Title page: Include the title of the proposal, your name and contact information, and the name and contact information of the business.
  • Executive summary: Provide a brief overview of the proposal, including the main points, the proposed solution, and the benefits of the project to the business.
  • Problem statement: Clearly articulate the business's problem or need for a new website, including any challenges or opportunities.
  • Proposed solution: Describe the web design services you are offering, including the scope of work, the timeline, and the deliverables.
  • Company background: Provide a brief overview of your company and your qualifications as a web designer, including any relevant experience or achievements.
  • Value proposition: Highlight the benefits of your services to the business, including any unique features or added value.
  • Proposed budget and payment terms: Present your pricing and the payment schedule, including any discounts or incentives.
  • Next steps: Outline the steps for moving forward with the project, including any further negotiations or approvals needed.
  • Contact information: Include your contact information and a call to action for the business to get in touch with you to discuss the proposal further.
  • Appendices: Attach any supporting documents or materials, such as your portfolio or case studies.

Here is another business proposal example outline. This one was written as a graphic designer:

  • Introduction
  • Overview of design services
  • Description of project
  • Company Background
  • Description of business
  • Past design work
  • Client testimonials
  • Project Description
  • Target audience
  • Scope of work
  • Proposed Solution
  • Description of the design concept
  • Samples of previous similar work
  • Estimated timeline
  • Cost Breakdown
  • Pricing for each aspect of the project
  • Payment schedule
  • Inclusions and exclusions
  • Request for further discussions
  • Request for approval to proceed
  • Recap of design solution
  • Request for approval to proceed with project
  • Contact information for further inquiries

These examples follow a similar structure but include slightly different details. This is normal for everyone when it is time to write a business proposal.

how to make a business proposal letter

Cover letter examples

A cover letter or introductory letter is one of the most essential elements of the proposal. Whether the proposal has been formally solicited or not, the cover letter helps introduce the sender and creates a better first impression.

Here is an example of a cover letter that could be used for unsolicited proposals:

Dear [Client],

I am writing to introduce myself and my company, [Company Name], as a potential partner for your business. As a [Industry] professional with [Number] years of experience, I am confident in my ability to provide top-quality [Service] for your company.

I was drawn to your business because [Reason for interest in client's business]. I believe that my skills and expertise in [Specific skill or service] would be a valuable asset to your team and could help bring fresh ideas to the table.

I have included a copy of my portfolio and a proposed project outline for your review. I would be happy to schedule a call to discuss the details further and answer any questions you may have.

Thank you for considering my proposal. I look forward to the opportunity to work with your company and help bring your vision to life.

[Your Name]

Here is another cover letter example that could be sent to prospective clients to go along with formally solicited proposals.

Thank you for considering me for your [project type]. As a freelance [skill set or job], I am excited to bring my skills and experience to your company.

I have attached my proposal for your review. In it, you will find a detailed scope of work, timeline, and pricing information. I have also included examples of my past work and client testimonials to give you an idea of the quality and attention to detail that I bring to every project.

I believe that my skills and approach align well with your project needs, and I am confident that I can deliver a [project goal] that meets your goals and exceeds your expectations.

Please let me know if you have any questions or if there is any additional information that you would like. I look forward to the opportunity to work with you.

In conclusion, writing a business proposal can be a crucial step for freelancers looking to win new clients and projects. It is important to understand the different types of proposals, such as formally solicited and unsolicited, and to use strategies that increase the chances of success. Paying attention to formatting, including using headings and subheadings, bullet points, and visuals can also help to make proposals more appealing and effective. Finally, it is essential to be responsive and follow up on proposals to increase the chances of winning new business.

If you’re looking to create a professional proposal for your next client, Indy’s Proposals tool is free to use forever. Get started now and prepare a winning proposal in minutes!

how to make a business proposal letter

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IMAGES

  1. 31+ Sample Business Proposal Letters

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  2. How to Write a Business Proposal Letter (+ Template)

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  4. FREE 11+ Sample Job Proposal Letter Templates in PDF

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  5. 16+ Proposal Letter Templates

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  1. 3 Pages Business Proposal Template

COMMENTS

  1. How To Write a Business Proposal Letter (With Examples)

    How to write a business proposal letter There are a few steps to take to ensure that your business is well-formatted and compelling: 1. Create a business header Write your contact information at the top of the letter followed by the date. Then add the contact information of the recipient.

  2. How to Write a Proposal Letter (w/ Examples)

    Start with a polite greeting, then introduce your company briefly. If you have already interacted with the recipient, mention this in the letter's opening. You may have discussed the prospective client's problem and agreed to a rough set of objectives.

  3. How to Write a Business Proposal with Examples

    How to write a business proposal? 1. Create a cover page 2. Introduce yourself with a cover letter 3. Table of contents 4. Set the scene with an executive summary 5. Proposal and solutions pages 6. Pricing 7. About us 8. Testimonials and social proof 9. Agreement and CTA Create a business proposal

  4. How to Write a Perfect Proposal Letter: Step-by-Step (Examples)

    : Start with a formal greeting, addressing the recipient by their full name or title. : Introduce the purpose of your letter, highlighting the central theme of your proposal. : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.

  5. How to Write a Business Proposal [Examples + Template]

    Watch on Know exactly what you need? Jump to one of the following sections: What is a business proposal? Types of Business Proposals How to Write a Business Proposal Business Proposal Templates Business Proposal Example Tips for Writing a Business Proposal Business Proposal Ideas What is a business proposal?

  6. How to Write a Proposal Letter for Any Use Case [+ Templates]

    Your signature. As you're writing, do your best to match the style and tone you've chosen, but you can always tweak it to perfection as you edit. 5. Proofread before you send. The proposal letter is your first impression. Get it right, and there's a good chance the recipient will read your proposal.

  7. How to Write a Proposal Letter (With Template and Example)

    1. Introduce yourself and provide background information The goal of your proposal's introduction is to gain the interest of your reader. This paragraph should include basic information about your company and an overview of the topic to make it clear what the recipient will be reading.

  8. How to Write Professional Proposal Letter for Your Business ...

    Follow these steps to write a proposal letter: Research your potential client and their pain point, choose a proposal letter template, insert your company details and personalize your introduction. Share your achievements and testimonials, customize your solution to fit their needs, add a clear call to action and end with a salutation.

  9. How to Write a Business Proposal Letter (+ Template)

    Write an Introduction: Use a professional greeting to introduce yourself and your company then remind your prospect of why they're receiving this proposal. State Your Purpose: Explain the purpose of your proposal, including the problem, solution, and key benefits.

  10. How to Write a Business Proposal (+ Examples & FREE Templates)

    Home Blog Business How to Write Winning Business Proposal: Examples & Free Templates (2024) By Aditya Sheth, Jan 25, 2024 The great Mark Cuban once said, "Sales cure all." If a business doesn't sell, it doesn't make money and by extension the business fails. That's why you need to write business proposals.

  11. How To Write a Business Proposal Letter (With Template)

    Follow these steps when writing a business proposal letter: Format the letter. Start with a captivating introduction. Identify the client's problems. Outline how your company can resolve the problem. Address client objections. Proofread before sending.

  12. Tips to Write a Business Proposal Letter Like a Pro and ...

    Tips to Write a Business Proposal Letter Like a Pro and Kickass Your Business 1. What is a business proposal letter? 2. Why you need to write a business proposal letter 3. Types of business proposal letters 4. Business proposal letter structure 5. Business proposal letter format 6. Tips for writing a strong business proposal letter 7.

  13. How to Write a Proposal Letter (with Pictures)

    Double-space after the recipient's address and type the salutation "Dear" followed by the recipient's personal title and last name. If you do not know the recipient's gender, skip the personal title and use the recipient's full name. Follow the salutation with a colon. 5. Write the body of your letter.

  14. How to Write a Proposal Letter [A Step-by-Step Guide] Fiverr

    Keep these tips in mind every time you write a proposal cover letter. Include your name and contact information in the header. Address your cover letter to the actual person who will be reading the letter. Grab the reader's attention right away. Share your background and professional credentials.

  15. How to Write a Business Proposal Letter

    Unsolicited business proposal letters or cold calls: Most proposal letters can be categorized as cold calls. Cold calling is a technique that marketers use to solicit sales or offer products or services to potential clients. How to Write a Business Proposal Letter. You can find business proposal templates and sample letters online.

  16. How to Write a Business Proposal Letter

    A business proposal letter summarizes the longer, more complex business proposal, but it's still valuable in highlighting the value you can bring to a prospective client. With strong business proposals and proposal letters, your company could spark an influx of enthusiastic new clients, putting you on the path to serious sales and success.

  17. Business Proposal Letter: Meaning, Types, Tips and Samples

    The first step to creating a proposal is drafting a heading, which should be on the top left side of your letter. A heading should have basic contact information, such as the name of the company, date, recipient name, and address. 2. Write a Captivating Introduction

  18. How to Write a Proposal Letter: Tips and Sample

    Provide the main details of your proposal Describe the main details of the business solution you are offering to the client. Explain the steps you will take to achieve what you are proposing. Mention the unique aspect of your proposal

  19. Business Proposal Letter

    Microsoft Word Apple Pages Free Download Business Proposal Letter for Service Details File Format Microsoft Word Apple Pages Free Download Product Business Proposal Letter Details File Format Microsoft Word Apple Pages Free Download Free Business Partnership Proposal Letter Details File Format Microsoft Word Apple Pages Free Download

  20. How to Write a Business Proposal

    Start by outlining the questions regarding the problem such as why, what and how. Choose a template and start creating your proposal around these questions. Add additional pages such as the table of contents, about us, cover letter, etc. Be specific and use simple language to write the business proposal.

  21. How To Write a Proposal Letter

    Showcase how you, your company, and your proposal are unique. Mention specific experiences or successes you've had in similar situations. For example, if you want a loan to improve your marketing, mention how your previous marketing campaigns have been successful. 5. Briefly discuss your budget and allocation of funds.

  22. Business Proposal Letter Examples

    Business Proposal Letter Examples | How to Write & Format The business proposal is a document used by companies to show interest in offering goods or services at an attractive cost-benefit to the potential customer. Typically, The business proposal is used in B2B segments between companies that wish to enter into commercial agreements.

  23. How To Write a Business Proposal Letter (With Examples)

    Address the recipient properly. Use the recipient's correct title in the formal salutation at the start of the body, such as "Mr. ," "Ms. " or "Dr. " For example, "Dear Dr. Mong. ". 3. Include relevant background details. In the first paragraph, address the subject of your proposal.

  24. Write Your Way to a Win: Business Proposal 101

    With this in mind, let's look at some phrases that consistently give investors a reason not to invest and kill founders' chances of fundraising. 1. "We can sell this company within five years ...

  25. How to Write a Business Proposal in 2024

    1. Use a clear and concise layout. If your proposal is well-organized, the client will be more inclined to read it in its entirety. It is much simpler for the prospective client to scan the proposal and pick up the important points if it is broken up into bullet points rather than long paragraphs of text. 3.

  26. AI Letter Writer

    Crafts a coherent and well-structured letter based on the user's inputs. HyperWrite's AI Letter Writer is an innovative tool that helps you create professional and well-structured letters based on your specific needs. Whether it's a job application, business proposal, or complaint letter, this AI-driven tool uses the latest AI models to generate a letter that is coherent, well-structured, and ...