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How to Write a Business Proposal Letter (+ Template)
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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.
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.
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.
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.
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."
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.
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.
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:
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:
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:
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.
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
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
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
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
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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Effective Proposal Offer Letters: Tips and Samples
Table of Contents
A proposal letter serves as a cover letter for your business proposal. It provides important information about the company and its policies. And most importantly, it discusses the benefits the prospective Client can expect from investing with you. If you need help in writing your business proposal offer letter , we’ve got your back with some great samples and tips.
This article has some excellent sample letters that you can use as a reference for making your own. We’ve also listed some quick and helpful tips that will help ensure your letter is professional and efficient.
What is a Business Proposal Letter?
Business proposal letters are written to invite or propose cooperation between organizations . Cooperation can be in the form of providing services or products and describing their benefits.
The business opportunity resulting from your proposal can greatly benefit your company. This is why writing an effective letter is essential. For your letter to be effective, it must be both thorough and concise. It needs to clearly convey how your company can benefit your Client.
Here are some of the many uses of a business proposal letter:
- Propose a partnership
- Provide marketing services
- Sponsorships proposals
- To set up a collaboration between internal teams
- Provide a solution for the Client in the form of a service or product
Business Proposal Offer Letter Examples
Proposal letter to offer products.
Hello [Name of Recipient],
Our company specializes in offering products that improve productivity and workflow for businesses. We want to provide our services to your organization in the hope of improving your company’s bottom line. Our products are backed by a team of experts available 24/7 to assist you in getting the most out of our products.
Our products can help your business run more smoothly and efficiently, and we would be honored to be allowed to prove it. If you have any questions or want to learn more about our line of products, please do not hesitate to contact us.
Thank you for your time,
[Your name]
Services Proposal Letter
Dear Client,
Thank you for considering our company as your potential service provider. We would be honored to have the opportunity to work with you. And we are confident that we can give you the quality of service you require.
Our company specializes in XYZ and has a proven track record of success working with clients like you. We could be a valuable partner to your team and would welcome the chance to discuss our services further.
Please do not hesitate to contact us at XXX-XXX-XXXX to discuss your needs further. We look forward to hearing your thoughts on this, and thank you for your time.
[Your Name]
Proposal For Collaboration
Dear [name],
I hope this letter finds you well. I am writing to propose a partnership or collaboration between our two businesses. Such a relationship would benefit us both and allow us to tap into new markets and reach new customers.
As you know, [company name] is a leading provider of [products/services]. We have a good reputation in the industry, and our products are known for their quality and reliability. Teaming up with us would help your business to grow and prosper. In turn, we would benefit from your expertise in the market.
I encourage you to consider this proposal, and I am confident we can work together to create a mutually beneficial relationship. If you have any questions or concerns, please do not hesitate to contact me at [phone number] or [email address]. I look forward to hearing from you soon.
[Signature]
Quick Tips for Writing a Business Proposal Letter
- Provide a clear description of your company’s services
- Outline the benefits of the products or services to the prospective Client
- Get clients involved in the business by offering them a chance to collaborate
- Keep the letter’s content professional, use formal greetings and avoid slang.
- Address the reader in a friendly and formal manner
- Provide contact information, so they can easily reach out to you
- Keep it short and relevant
- Include supporting documents such as the company’s portfolio or brochure
Business proposal letters provide a clear overview of your company and its services . They also give a clear picture of what you are willing to offer to prospects that would lead to business growth.
Writing a business proposal offer letter doesn’t have to be complicated. Hopefully, the samples and tips in this article have given you the tools you need to produce a professional business proposal. Good luck!
Abir Ghenaiet
Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.
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How to Write a Business Proposal [Examples + Template]
Published: August 09, 2023
Free Business Proposal Template
Propose your business as the ideal solution using our Free Business Proposal Templates.
Thank you for downloading the offer.
It's finally happened. You've started a new business, and your customer base is starting to expand. But even though you're making progress, you still feel like you could be doing better.
There's a whole world of untapped potential around you — prospects you know would benefit from your product or service. And the issues you're running into are less about your solution's soundness and more about how you can reach your potential base.
That's where business proposals come in. They can bridge the gap between you and potential clients. A solid proposal can 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. The proposal helps you sell your product or service rather than your business itself.
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
Download the Template for Free
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.
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. It can also be helpful to have an initial call or meeting with the new client to ensure you fully understand the problem they're trying to solve and their objectives.
Once you've done your research, it's time to begin writing your business proposal. There's no one-size-fits-all approach to writing a business proposal, but let's take a look at some elements proposals often 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. It's a 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:
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:
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.
This section should show your authority in your industry. With this in mind, be sure to include:
- 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.
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
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.
2. Web Design Proposal
Companies, big and small, dedicate resources to establishing a noticeable social media presence. 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.
8. Content Marketing Proposal
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.
Business proposal templates are helpful places to get started, but what should your business proposal look like when it's complete? Below, we share an example of a business proposal template that will inspire you.
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. A nice touch would include designing the layout in your or your client’s brand colors.
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.
So before you dive into writing, outline the major sections of your business proposal and the pertinent information you want to include. This will help you stay focused and make sure your message stays intact as you write.
Use these free business proposal templates to make sure that your outline includes everything you need.
2. Keep it simple.
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, you're best off focusing on quality over quantity. 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.
A quick spelling and grammar check before you hit send isn't enough for a business proposal.
Your proposal needs to be clean and airtight. 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.
You can only be so convincing when you're personally talking up how great your business is. Adding social proof lends your proposal another degree of credibility.
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.
Prospects need direction. 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. Without urgency, your prospect might drag their feet and put off making a decision.
So, as you create your business proposal, your goal should be to create a sense 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 you can accomplish this is by stating your short and long-term goals for their business. They'll have to wait for the long-term goals, but you can 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.
1. Personalize your business proposal for each recipient.
Tailor your business proposal to meet the specific interests and needs of each person you send it to. This will show that you genuinely understand their unique challenges.
Pro tip : Use contact segmentation and email personalization features in the HubSpot CRM to tailor your proposal to each recipient.
2. Design a business proposal website.
Impress your potential clients with a professional business proposal website. A standalone website for your proposal can help you:
- Showcase your company
- Highlight industry expertise
- Offer easy access to relevant information
- Add interactivity to your proposal
This idea will leave a lasting impression and show your commitment to your reader's experience.
New to designing websites? Try HubSpot's free CMS to build a website for your business proposal.
3. Start with a custom animation or video.
It's easy to add a premade video, like your brand video, to a business proposal. But if you really want to capture attention, try adding a custom animation or video to your business proposal.
A visual presentation of your proposal can help you break down new or complex concepts in a format that's both easy to understand and engaging. It will also set your offer apart from more traditional, text-heavy proposals.
Pro tip : Check out this post for a list of animation tools that can help you create custom animated presentations.
4. Add a VR or AR demo.
Drop in a virtual reality (VR) or augmented reality (AR) demo for an immersive proposal experience. These technologies can help you add interactivity to your product or service proposal. It also offers a unique and memorable experience with lasting impact.
Check out these resources for inspiration, and to help you decide which technology is best for your business proposal:
- VR marketing examples
- AR marketing examples
5. Weave sound into your proposal.
Compose a memorable song or jingle, plug in sound effects, or add royalty-free music to your business proposal.
This idea can create an emotional hook that makes your message stick in the memory of your audience.
6. Create a proposal with multiple start and end points.
If you play video games, you know the fun of playing a game over and over until you've experienced every possible ending.
So, try customizing your business proposal for different entry points. Then, allow your reader to choose which section they want to end with. This flexibility lets your audience focus on the areas that interest them most, making your proposal more relevant and engaging.
Or, add a storytelling element to your proposal with different start and end sections. This strategy can highlight your knowledge of their business and industry. It can also be a way to offer a prospect more than one relevant solution.
7. Try direct mail.
Your readers probably see a lot of digital communication. To set yourself apart, try adding a thoughtful and personalized direct mail element .
Write a handwritten note, send a small gift, or pull together a beautiful mailer. This tangible approach will make your business proposal a memorable and unique experience. This idea will express your attention to detail and commitment to personalized communication.
8. Ask an influencer to present or vouch for your proposal.
If you're already working with influencers, you know that an influencer can boost credibility and trust for your proposal.
Their endorsement can validate your ideas and show that respected figures in the industry support your proposal. This idea can add authority and appeal to your business proposal, increasing your chances of success.
Learn more about brand influencers and check out our free guide to influencer marketing here.
9. Hide one or more Easter Eggs.
Surprise and delight your audience by adding hidden Easter eggs throughout your business proposal. Whether it's a hidden message, a playful animation, or a secret section, these little surprises add a touch of fun and intrigue.
Easter eggs encourage exploration. This idea can get your readers to spend more time getting into the details of your proposal — all the while having an incredible and unique experience.
Let your business proposal do the talking.
Depending on the type of business you're in, your business proposal elements will vary based on the prospect's needs. After reading through your plan, prospective clients should have very few questions about your company and what it can do for them. With the tips and examples in this article, you have all the tools to guide you through the process. With a professional, customized business proposal, you're sure to delight your client and potentially gain their business.
Editor's note: This post was originally published in February 2020 and has been updated for comprehensiveness. This article was written by a human, but our team uses AI in our editorial process. Check out our full disclosure to learn more about how we use AI.
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Commercial Offer Letter: Everything You Need to Know
An effective commercial offer letter has proper formatting and clear language that explain the business idea which is helpful for the target audience. 3 min read
To write an effective commercial offer letter, you must use proper formatting and clear language to explain your business idea. This will help your target audience understand you better, thus greatly increasing your chances of acceptance. Writing such business proposals is essential for individuals who want to expand their businesses with quality relationships; however, it can be a difficult and tricky undertaking.
Formal Sales Proposal vs. Proposal Email
The details contained in the business letter must be straightforward and honest even while promoting your business. You must be aware of the different kinds of letters out there; for instance, a formal sales proposal is different from a proposal email. The former is usually written in response to official requests for a business proposal .
A proposal email refers to the summary of all the dialogues and discussions that an individual has had with a customer, together with a written statement of any business arrangements that have been discussed.
A Captivating First Paragraph
Opening paragraphs of such an email must be captivating to inform readers of the benefits of your services or business idea . The opening statement must be chosen with care because it may determine whether the letter will be read or consigned to the trash. It is usually a good idea to advise readers on possible ways of saving money. In periods of economic downturns, the first thing on the minds of many people is how to save money.
Present Your Company as a Problem Solver
Second paragraphs should focus on promoting the benefits of your services. Detail how the services can increase their business revenue while decreasing expenses. Presenting your business as a problem solver that readers will be hard-pressed to do without will enable you to capture their attention and make them consider your offer seriously.
Use Small Paragraphs
One trick that is essential when writing effective business proposals is the use of small paragraphs. Breaking up your letter into small, self-contained paragraphs greatly improves its readability. Most people avoid reading through write-ups with big, long paragraphs. Short paragraphs usually work best.
Include Qualifications
Always be sure to include your firm's qualifications. If the service being promoted must be provided on-site (i.e., at your company's location), you must ensure that the facilities and offices are adequate and well-appointed, and communicate such qualities in the letter. Discuss the type of employees who work for the firm and their level of expertise, experience, and training. Providing a brief background about your company as well as the quality of its staff makes prospective customers view your company in a more favorable light.
Important Points to Note
In most cases, individuals want to send over their proposal as soon as a business opportunity is available. Although it is a good idea to send the proposal sooner rather than later, it is best to spend some time learning about the client(s) and the project. This will help you craft a more effective proposal.
As a rule of thumb, you should send a business proposal after the first meeting. Always attach a note (which doubles as a follow-up) to your proposal before sending it.
However, for businesses with multiple offices or business locations, you must make repeat visits to accurately gauge the magnitude of the project. In such cases, it may be difficult to get the right timing. On one hand, sending a proposal too soon is not a good idea (particularly when an accurate estimation of costs cannot be arrived at) while on the other, presenting a low figure is not in your best interests.
Before writing out the proposal letter, you should take some time to look at the project in its entirety.
You should ask yourself questions like:
- The type of staff/workers needed to do the work
- Staff needed to oversee and manage the project
- What are the deliverables for the project in question
- The type and quantity of materials needed to execute the project
- The expectations of the customer
- The overall cost of the project
- The timeline and location for the project's delivery
- The scheduling of key milestones
- The timeline for payments
- What constitutes customer satisfaction and how it will be delivered
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proposal writing tips
How to write a business proposal letter.
A business proposal letter is a written document that proposes cooperation and outlines how your company's products or services can benefit a potential client or an investor. The business opportunity that might arise out of your proposal could be a make-it-or-break-it occasion, so writing an effective letter is probably one of the most important things you can do for your company. However, for the letter to be effective, it needs to be both detailed and concise as well as successfully convey how your business can benefit your client. Here is an overview of some of the important aspects of writing a business proposal:
Learn how ClientPoint can help you master the art and science of business proposals by scheduling a FREE 15 minute consultation with one of our proposal experts.
Form vs. content
A crucial part of your business proposal is the content of the letter that you will write. The letter must outline the service you are proposing to offer as well as explain how that service meets the needs of your client or investor. Is it competitive price-wise? Does it fill a gap in the market? Will it make your client's business more productive? The letter you write must clearly identify a problem that your client has as well as how your business intends to resolve it.
The other aspect of your letter that is just as important is the form. How will you convey your message? In order to capture the attention of your prospective clients and convince them that your proposal is worth considering, your letter has to be written concisely and clearly. Make sure that you use only as much space as is truly necessary -- you need to be thorough but also understand that your potential client will probably not read your proposal word for word.
Solicited vs. unsolicited business proposal letter
There are two types of business proposals -- the solicited and unsolicited kind. Both the content and the format of your letter will depend on which type of proposal you are writing ( https://www.inc.com/encyclopedia/business-proposals.html ). A solicited proposal is usually a response to an RFP (Request for Proposal) -- a formal request that clients send when deciding to make a purchase. Apart from addressing your client's need, the solicited business proposal letter therefore also needs to highlight how you and your business stand out among your competitors. Can you offer more goods for a lower price? Are your goods of a higher quality?
On the other hand, the unsolicited business proposal needs to not only highlight how you fare in comparison to your competitors but also convince your client that they need your goods or services in the first place. In other words, why have you decided to send the proposal letter to this specific client? How is your product responsive to this client's needs? Make sure that you recognize the difference between the two types of proposal letters and what is required of you in each of them.
Steps for writing an effective business proposal letter
This section will offer a 4-step outline for writing the most effective business proposal letter. In order for the letter to remain effective, stick to fulfilling each step with one single paragraph -- this will allow you to address all important aspects of the proposal letter while limiting yourself from writing excessively. Consider some of the following one-page templates as you go along: https://www.getwordtemplates.com/business-proposal-sample-letters.html
Step 1. Capture your client's attention
While this may seem simple, capturing your audience's attention doesn't only involve writing a catchy first paragraph -- keep in mind that your client probably receives hundreds of catchy letters each month. Rather, in the first paragraph the trick in trying to attract attention is to analyze your audience and determine what arguments and issues would be captivating for them ( https://www.forbes.com/sites/allbusiness/2013/07/01/6-steps-to-influence-others-with-your-business-writing/#189e84a9509f ). For example, the first sentence could be a punchy rhetorical question or an edgy statement about your own business. In any case, it should reflect that you have taken the specifics of that client's business into consideration and conducted a thorough analysis of how your business could supplement its operation. This means that you should employ a different approach for every client and refrain from reusing the same business proposal letter over and over again.
Step 2. Identify a problem in your client's business
In this step, you will also need to identify a need or problem that is specific to your client ( https://www.entrepreneur.com/article/37316 ). Are they unhappy with the existing providers of the service you are able to offer? Do they need a more cost effective solution? Make sure to identify a tangible problem and to demonstrate that you have done your homework in relation to their specific needs.
In this paragraph, you should be able to provide a statistic or a concrete detail that you have observed about trends in your client's operations or in the market in general. This will give your analysis credibility and show that you have given serious thought to this business proposal.
Step 3. Explain how you are best equipped to resolve this problem
The third paragraph should briefly outline what makes you the best company to resolve your client's problem or issue ( https://www.inc.com/encyclopedia/business-proposals.html ). Is it your experience? Is it the superior quality of your product? Or is it a new product that you believe fits really well with your customer's business? Make sure that you focus on one or two traits that particularly distinguish your business, rather than providing a laundry list of benefits which will end up diluting your overall message. In this paragraph, make sure to also provide a sentence or two about yourself and how your qualifications and skills make you well-equipped for the job. If you feel that bullet points will make this section clearer, feel free to use them.
Step 4. Respond to their objections
One of the most important steps in writing a good business proposal letter is often left out. In addition to explaining your client's problem and offering a solution, keep in mind that it is just as important to address potential objections or doubts that you can imagine your client having ( https://www.forbes.com/sites/allbusiness/2013/07/01/6-steps-to-influence-others-with-your-business-writing/#6af3cc7509fc ). This paragraph will once again show your prospective client that you are thinking thoroughly about what you are proposing. Are you and a competitor offering a similar service at the same price? Do you feel the client is hesitant to choose a new service provider? Here, you should both recognize some of the more general objections and imagine what that specific client's doubts would be based upon your idea of how he/she conducts business.
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If you really want your business proposals, quotes and contracts to stand out and give you the best chance at winning new clients, use ClientPoint Software . It makes creating and formatting professional business proposals, quotes, and contracts fast and easy. Call us at 888-972-7375 .
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The biggest mistakes businesses make when creating business proposals, the difference between solicited and unsolicited business proposals, what to write in a business proposal to land more clients, headquarters.
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How To Write a Business Proposal Letter (With Examples) · 1. Create a business header · 2. Address the recipient properly · 3. Include relevant
How to write a proposal letter · Introduce yourself and provide background information. · State your purpose for the proposal. · Define your goals
How to Write a Proposal Letter · Your company name, address and contact details · The date the proposal was written and sent · An overview of
3. Clearly State the Purpose of Your Proposal · Prospect's Main Problem: This grabs their attention since it's what they want solved. · Your Product or Service:
Quick Tips for Writing a Business Proposal Letter · Provide a clear description of your company's services · Outline the benefits of the products or services to
A business proposal outlines your value proposition and persuades a company to work with you. Here, we'll show you how to write a stellar
How to Draft a Business Offer Letter · Step 1: Determine Your Purpose · Step 2: Leverage a Sample Template · Step 3: Write in a Business Letter Format · Step 4: Set
What to Include in Your Offer Letter · Official letterhead or logo. This is a formal document so you should consider it as formal correspondence. · Formal letter
One trick that is essential when writing effective business proposals is the use of small paragraphs. Breaking up your letter into small
A crucial part of your business proposal is the content of the letter that you will write. The letter must outline the service you are proposing
How do you write a proposal letter? · Introduction and background · Statement of the problem · Goals and objectives · Evaluation · Budget · Contact