how to finish a business proposal letter

How to Close a Proposal Letter & Verbiage

by Sarah Kuta

Published on 21 Nov 2018

Proposal letters can serve as important tools for gaining new clients, starting new projects and growing a business. From the layout and design to the language used in the document, business leaders must consider all aspects of a proposal before sending it to its intended recipient in order to maximize the document's effectiveness. Just like the opening of such a letter is critical in getting a reader to read through the full contents, the last few sentences of a proposal letter are also of particular importance, as those are the last words the recipient will read before potentially making a decision.

Writing an Effective Proposal

To write an effective proposal letter, it's helpful to begin by gathering all the relevant information you plan to include in the document. This can include statistics, budget figures, dates, definitions and your company's credentials. You may also wish to start with an outline, which is a writing tool that can help you plan out the different categories of your proposal.

The introduction of your proposal should spark the reader's interest and will likely include some basic information about your company and why it's qualified to perform the particular task in question. The introduction may also include a broad overview of the proposal topic so that the recipients understand what they are about to read and why they should keep reading. Some proposals may also start with an executive summary, which is a short overview that summarizes the key points of the proposal. The executive summary is useful for recipients who are short on time but want to get a sense of what the proposal is all about.

The main sections of your proposal will vary depending on the project but may include sections that discuss the project's budget or prices, the proposed timeline for the project and the risks associated with the project. You may also discuss the materials required to complete the project, the labor or types of workers needed to complete the project and the projected revenue or leads generated by the project.

It's important to tailor your document to your specific audience while writing a proposal. The language you use will vary depending on the expertise of the audience, as well as how familiar they are with the technical aspects of the project.

Before sending the proposal to a reader, always carefully edit the document and remove any spelling mistakes, grammatical errors and factual inaccuracies. Typos and other mistakes can be perceived as unprofessional and may result in the proposal being rejected.

Closing a Proposal Letter

The conclusion of a proposal is a critical element of the overall document. When the recipient finishes reading the proposal, the last few sentences or paragraphs should stick in her mind. An effective conclusion can help seal the deal and lead the reader to do business with your company. While other parts of the proposal are also important for getting approval to move ahead, it makes sense to spend extra time on the last few sentences to ensure the proposal is persuasive.

In the conclusion, consider recapping the top-level points of the proposal to emphasize the major concepts, taking care not to repeat verbatim what you already wrote. This final summary should provide an analysis or explanation that connects all the main points. You may also want to encourage the recipient to continue the conversation by offering to answer any lingering questions or to discuss the idea in greater depth at a later date. For example, you may write: "Please let me know if you have additional questions – I would be happy to answer them." Some effective proposal letters also end with a call to action, which can create a sense of urgency and a reason for the recipient to move forward with the proposal. An example of a call to action is: "Get started on this project today by contacting our team."

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

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 Write a Proposal Letter: Get Noticed and Close Sales

That’s a common observation heard from grandmothers worldwide. And while it’s undeniable that letters have given way to voice mails, emails, and text messages, one remains crucial for those of us who run our own businesses:

Proposal letters.

Most of us spend the vast majority of our time writing the proposals themselves. But in some situations we need to do a bit more. A brief cover letter introducing the proposal is expected by some potential clients, and appreciated by many.

Unfortunately, it’s tempting to just throw this cover letter together in a hurry. We spend painstaking hours getting the proposal just right… but end up neglecting a great opportunity to forge an immediate connection with a potential client.

Let’s get into what proposal letters are, when you should use them, and how to make them as simple and effective as possible!

What Are They?

The term “proposal letter” actually has multiple meanings. It can be a bit confusing to get your head around the concept without knowing which interpretation people are referring to.

Here are the two most common versions:

• A brief cover letter that serves as a formal introduction to a potential client . This letter shows the reader you understand their needs, highlights a few key differentiators why you’re the best choice to meet them, and hopefully intrigues the reader enough to read your full proposal.
• A letter that acts as the proposal itself. You’ll see these most often with small projects and more informal clients.

I’m focusing on the first interpretation today. These letters are meant to accompany a standard proposal – like the ones we give away in our proposal template library  and can quickly be created with  proposal software, Bidsketch .

A proposal letter isn’t just a summary of your full proposal. It’s a persuasive introductory document meant to intrigue a reader enough to find out more.

How About Some Examples?

The easiest way to understand how writing a proposal letter works is to see a few of them in action.

Here’s a proposal letter example from consultant and proposal expert Tom Sant’s book  Persuasive Business Proposals :

Dear Mr. Taylor: The enclosed proposal responds to your request for audits of the following facilities: • the Patriot Center for Rehabilitative Medicine in San Luis Obispo, California • the Phoenix City Hospital in Phoenix, Arizona • the Moreno Valley Wellness Center in Sunnymead, California • the Playa Vista Health Care Center in Los Angeles, California Our proposal addresses your need for thorough audits of all four operations, but we have also gone a step further, taking into account your broader objectives. We have developed an overall plan to help you gather the necessary data to turn the properties around financially and protect the value of your investment. We have also outlined our services in the event that one or more of these properties cannot be made profitable and must be sold or liquidated. We recommend handling the audits by means of a partnership between ourselves, through our headquarters in Los Angeles, California, where we have extensive experience in real estate audits, and James J. Harrison, CPA, & Company, a firm with offices in Phoenix, Arizona, with recognized expertise in supporting the health care industry. This partnership is uniquely qualified to handle the audit and provide additional services as may be required. We bring some distinct advantages to the process of handling your audit: As medium-size firms, we have the flexibility and responsiveness to meet all deadlines, especially those imposed by third parties and regulators. We offer you the level of service and commitment that the national firms save for their largest clients. At the same time, we have the resources, specialized knowledge, and experience to handle complex audits of long-term care facilities quickly. Senior partners of both firms will be personally involved in conducting your audits. We provide the highest-quality services at a cost-effective price. We seek to handle all four audits because it is important to develop a total picture of the financial situation for all four facilities. In addition, by handling all four audits, we can save you money. For these reasons, our firms would decline to participate in a split or partial award. We are eager to work with you on this project. May we schedule a time to present our proposal to the entire management team? Sincerely, Donald Miller, CPA

Here’s another from Alan Weiss’s excellent book  Million Dollar Consulting Proposals :

Wile E. Coyote Vice President, Predation Acme Co., Inc. 85 Canyon Dr. Notsocarefree, AZ 88901 Dear Wile, As promised, I’ve enclosed two copies of the proposal reflecting our agreements reached yesterday in your office. I’ve forwarded an electronic version as well this morning. Please choose the option you prefer, the payment terms you prefer, and return one of the copies I’ve already signed via the FedEx envelope enclosed. I’ve also enclosed an invoice in different varieties in case this helps in the process. I’m prepared to begin within a week of your acceptance, as discussed. Please note that this proposal is copyrighted and contains my intellectual property. It may not be shared with anyone outside of your organization for any reason without my express approval. I’ll call you Friday at 10 a.m. as agreed, if I don’t hear from you prior, to see which choices you’ve made. If you’d like to begin immediately with a telephone “handshake,” I’m happy to accommodate you. Thanks for the opportunity to work with you on this important project. Sincerely, Alan Weiss, PhD

Finally, here’s one more proposal letter from Kurzweil Education Systems . Although the context is different (requesting a grant) the objectives are identical:

Dear Ms. Atwater, Orchard Middle School is pleased to present this proposal for your review. We look forward to partnering with you to provide a reading intervention program for our students with poor reading skills called Read to Succeed! Orchard Middle School has over 50 at risk students with a reading performance of at least two years behind their current grade level. The objective of the Read to Succeed! program is to help all students with poor reading skills learn to read at grade level and increase their reading speed, comprehension, and reading attention span. During the last year, we have been piloting the Read to Succeed! program with a small group of students with poor reading skills and have seen dramatic improvements with most of the students increasing their reading ability by one to two grade levels. The Read to Succeed! program provides students with access to assistive reading systems, along with training for classroom teachers and reading specialists. We have seen measurable success and we are now seeking to expand our Read to Succeed! program to address the needs of all the at risk students in the Orchard Middle School. Our proposal requests $16,504 in funding to obtain the software, hardware, and training necessary to equip the Orchard Middle School resource room with five assistive reading systems, each including a computer, scanner and assistive reading software. We appreciate ABC Foundation taking an interest in helping our students develop their reading skills through our new reading program! Please give me a call at 703-555-1212 x342 if you require any further information or have any questions concerning this proposal. Thank you, Jennifer Hazelton Special Education Coordinator

When Do You Use Proposal Letters?

Image credit: jackmac34

You don’t need proposal letters for every project you try to land. A lot depends on the scope of the project and the nature of the client .

A large corporate client with an extensive project is much more likely to expect a proposal letter than a smaller project from a new startup.

Larger corporate clients are accustomed to seeing cover letters on their intra-office communications and memos, as there’s more red tape and a well-defined corporate hierarchy. The whole process is a bit more formal.

You don’t need proposal letters for smaller jobs, though you could include one if you want to. As you’ll see in just a second, they don’t take too long and, when done right, can be persuasive sales documents . They can also add a nice personal touch.

Some businesses skip a cover letter and opt for a personalized thank-you letter at the end of their proposals instead. This is pretty uncommon, but a good way to show the client you appreciate the opportunity with a nice personal touch.

Executive Summary vs. Proposals vs. Proposal Letters

Image credit: shauking

If you’re familiar with submitting proposals for larger projects and clients, you might be wondering what distinguishes a proposal letter from an executive summary. How does everything fit together?

The biggest difference between here lies in the purpose . With full proposals, the goal is simple: convey the key information needed to convince a client to choose you for the gig.

An executive summary is essentially a condensed, less detailed version of that proposal. The idea is to be able to have a busy upper manager quickly scan it and get the reassurance they need to pass it along to their subordinates, who will review the proposal in detail.

We’ll actually have an entire post about executive summaries out shortly, so stay tuned!

A proposal letter, on the other hand, is meant to introduce yourself, quickly show the client you understand their needs, and briefly mention a few things that make you the ideal choice. The aim is to make a good impression. There’s no need to hard sell or get into the gritty details. All you have to do is intrigue the reader enough to turn to the full proposal.

These documents also have different lengths . While truly massive projects (with defense contractors, Fortune 500 companies, etc.) might have proposals that run hundreds of pages, our research of over 25,000 proposals found that around five is ideal.

That’s a good baseline for small to mid-range projects. An executive summary, which you only really need on large projects, is a fraction of the full proposal. A few pages is ideal. The proposal letter should be even shorter – no longer than one page for best results.

Structurally, these documents are actually extremely similar . The difference lies in the level of detail. As you’ll see below, the proposal letter tracks along nicely with the full proposal (identify the client’s need, recommend the solution, introduce benefits, and give them a simple way to act).

This structure makes all of your documents persuasive. Follow it, and you can appeal to people no matter how much (or little) of your proposal package they read.

How to Write a Proposal Letter in 5 Simple Steps

Image credit: asi24

Just as every client is unique, so is every proposal letter.

With that said, you can save yourself a mountain of trouble by embracing a persuasive structure that works well for every situation. Once you grasp the key elements and how to order them, it’s a matter of filling in the blanks to adapt each letter to the client.

Tom Sant breaks how to write an effective proposal letter in five simple steps :

Step 1. Identify the Client’s Key Business Need(s)

A strong proposal letter starts on a topic the potential client is already thinking about: their business needs. What is the challenge that’s keeping them up at night? What are they worried about? Why are they requesting proposals in the first place?

If you lead with that information, it feels like you’re joining in on the conversation they’re already having in their head. There isn’t a better way to make a potential client feel understood.

This is more than just regurgitating project specs from the RFP. Someone might want a new website design , for instance, but that’s only the surface-level requirement.

Not having a shiny new website isn’t causing anyone to lose sleep. But a gradual reduction in their customer base or loss of market share – the deeper business implications – certainly could.

You might have to do a little digging to spot the business pain point beneath the surface-level project. But if you do that and share it with the client, you’ll instantly distinguish yourself from the competitors who just reiterate project specs without deeper thought.

A good needs statement paragraph might look something like this:

The enclosed proposal responds to your request to re-design your website. We understand you would like to consolidate multiple websites after your merger with Acme company. The challenge lies in uniting two distinct customer bases, while getting them accustomed to the new brand and reassuring them the quality of their service won’t decrease.

Step 2. Recommend a Solution to Meet Those Needs

Once you identify the client’s pain points, it’s time to outline your recommended solution.

Use this paragraph to give the reader a broad overview of the favorable outcome(s) they’re looking for. Again, these outcomes cut beneath the surface-level requirements as expressed in the RFP.

No one will pay serious cash just for a cool new website; they pay because they want what that new website can offer their business (more customers, sales, brand recognition , etc.)

Leave the gritty details for your full proposal, but use this paragraph to identify the solution and connect it to tangible business benefits.

A good solution paragraph might look like this:

We recommend a revitalized digital presence that leverages the strengths of both websites under a single banner. Our proposal includes a plan to launch the new brand within nine months. This plan includes a mobile-responsive website, an updated e-commerce store, and a community forum where customers can receive technical support.

Step 3. Explain Your Basic Approach

After you’ve described what your solution looks like, take a minute to explain how you’ll put it into place. Remember, proposal letters are most useful for large, complicated projects. There are a lot of moving pieces; it’s a good idea to give clients an idea of how things will proceed.

Your recommended solution probably consists of a suite of services that, when performed all together, achieve the solution. Use this paragraph to highlight the major services involved and describe what will happen when.

A good example might look like this:

Our process begins with a kick-off meeting between our strategists and key digital marketing stakeholders from your team. After settling on a vision for the re-design, we will design several wireframe versions for you to choose from. We will incorporate your feedback from weekly phone meetings as we finalize the winning design.

Step 4. Mention A Few of Your Most Important Differentiators

Why should the client hire you instead of anyone else?

Understanding their needs and recommending the right solution gets you pretty far, but it’s the unique value you bring to the project that really seals the deal.

Your full proposal will lay this out in detail. Use the proposal letter to highlight just a few of the most important factors that make you the perfect choice for the job.

Because this tends to be a longer paragraph, you can break up each factor with bullet points to make things easier to read.

Continuing on with the web design example, a good example might look like this:

We bring some distinct advantages to the process of handling your re-design: Our process is unique in that our marketing specialists work closely with our designers throughout. This ensures the new website is beautiful, functional, and a powerful tool to generate business. Our consultants have extensive experience in the communications industry and re-designed the Beta company website after their merger with Delta company. We our also located in Los Angeles, which allows our senior consultants to work closely with your team and provide ongoing support after launch.

Step 5. Finish with a Call to Action

Imagine this situation. A busy, overwhelmed executive who works for your dream client reads your proposal letter and loves it. He or she makes a mental note to follow up later, but an urgent call comes in and your proposal is set aside.

“Later” never comes; an interested prospect forgets about you because you get lost in the shuffle!

Including a short call to action helps avoid these situations. Give your reader a straightforward action to take if they’d like to proceed. Better yet: give them that option and a heads up about how and when you will follow up too.

Here’s an example of a good call to action:

After you have reviewed the enclosed proposal, sign the contract electronically if you’d like to proceed as is. I will call you on Friday to discuss any questions you might have.

See how that works? Even if the interested prospect forgets to follow up , taking matters into your own hands gives you another chance to land the gig.

To recap the process from start to finish:

• Introduce yourself by identifying key client needs
• Recommend a solution to address them
• Explain your basic process
• Mention a few key differentiators
• Conclude with next steps/call to action
• (Edit and proofread)

A Few Tips to Make Your Proposal Letters Even More Effective

Image credit: StockSnap

If you follow the framework above, you can get noticed and intrigue a reader enough to find out more. All within a span of just a single page.

A big caveat: if the client wants something different, their guidelines trump all. If they specify which information to include or omit within a proposal letter, follow their guidelines diligently. How can you expect to convince them you understand their needs if you can’t even follow basic instructions?

One thing you might have noticed that’s missing: cost . In almost every situation, putting a dollar amount in your proposal letter is a mistake. That just gives busy executives – people who haven’t had time to read your proposal and fully understand the value you can deliver – an easy excuse to reject you.

If they spot a high figure on page one, your package might end up in the trash bin before you get a fair shot. The only exception would be if the client specifically asks for it. Or if a bargain price is your competitive advantage.

Don’t overlook formatting . The words you use and how they’re structured are key. But presentation is equally important. A letter submitted with a company header and stationary conveys professionalism. And make sure to formally address the recipient. This website has a great example of a business letter format.

Finally, remember your goal . Keep your proposal letter short and focused on the client. Resist the temptation to go on and on about yourself, qualifications, or experience. Forget about selling the client on hiring you after reading the letter alone. The pressure is much lower than that. Just get them to the next page.

Make an Unforgettable First Impression

Writing a proposal letter can sound like a drag. Especially after you slog through a proposal and think you had already finished.

But it doesn’t have to be. If you follow the simple framework above, you’ll make an unforgettable impression on larger clients with extensive (and lucrative) projects. Don’t miss this opportunity to stand out from the pack.

Do you use proposal letters? Have you noticed an impact they’ve had on landing clients? Leave a comment below and let me know!

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How to Write Professional Proposal Letter for Your Business [Including Template]

Written by: Olujinmi Oluwatoni

The power of a well-crafted proposal letter cannot be understated. It holds the potential to effectively communicate the value of your offerings to potential clients.

The best part? Writing a compelling proposal letter can help you secure more business opportunities and achieve your sales targets

So how do you actually create a professional proposal letter that’s strong enough to lift conversion rates and sales?

This article will show you how to write winning proposals that not only capture attention but also persuade your prospects to hire your services. We've also included customizable templates to get you started.

Table of Contents

• What is a Proposal Letter

Benefits of Using a Proposal Letter

How to write a proposal letter, 4 proposal letter templates to use.

• A proposal letter is a formal document summarizing your business's interest and capability in helping a client meet a need.
• The letter conveys your knowledge of the client's problem, your solutions and the benefits of working with your organization.
• Proposal letters stand out because they are versatile, easier to read and understand, set you apart from your competitors and ensure clarity.
• 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.
• Sign up for Visme to access various features and customizable proposal letter templates to take your sales game to the next level.

What Is a Proposal Letter?

A proposal letter is a formal document that summarizes your company’s interest and ability to solve a prospective client’s pain point. It communicates your understanding of your potential client’s problem, how your company plans to solve it and why they should choose you.

A prospective client may request a business proposal after an initial consultation to better understand how your company can help them reach their goals.

You can attach your proposal letter to your business proposal to briefly highlight your company’s expertise and strategy. This gives your reader a chance to assess your company before diving into the full proposal.

Let’s explore four reasons why a proposal letter is a great fit for your company.

Easier to Read and Understand

A proposal letter is an abridged form of a business proposal. It contains key information your reader can use to make a decision right away if necessary.

Proposal letters give room for your client to quickly understand who you are, your proposed line of action and where they can get more information.

So, if you want to be heard and considered in a busy schedule, then a proposal letter will be of great benefit!

Sets You Apart from Competitors

Writing a proposal letter in itself isn't what sets you apart from competitors. Rather, it is how well you position your company that gives you a chance at being chosen.

A proposal letter gives you the opportunity to highlight your most relevant achievements that give your company credibility. It shows your prospective client what makes you fit to help.

In your proposal letter, you can mention how you have helped companies such as theirs grow by 50% in 3 months using your solution. Or you can mention how many years you have served in your industry.

This personal touch can help to build trust with your client and boost your chances of standing out from your competitors.

Proposal Letters Are Versatile

They can be used exclusively as a proposal, that is, without having to send a separate document. This can come in handy if you just want to signify interest or don’t have a separate proposal ready.

Your proposal letter can be attached to a business proposal as a cover letter that makes your readers aware of what to expect from the document.

Another way a proposal letter is used is in the body of an email that responds to a proposal request. This can be shared with other decision-makers and gives them an idea of what to expect from other supporting documents.

Promotes Clarity and Clear Communication

Writing a proposal letter will help you articulate your ideas and objectives and communicate them in a clear and simple manner. Once this is achieved, your prospect will have an easier time understanding your role in their success.

Just like any other business letter template , a proposal letter follows a structure that begins with your company details and ends with a formal salutation.

Your professional proposal letter may include:

• Your company name, address and contact details
• The date the proposal was written and sent
• An overview of the problem your potential client is facing
• Your credibility, results and past achievements
• Your value proposition or plan to solve their problems
• Results your potential client should expect from working with you
• A proposed budget or timeline of action
• A clear call to action
• Formal greetings and salutations.

Now let’s go into details on how to write a strong and persuasive proposal letter.

Research Your Potential Client and Their Pain Point

Before you draft your proposal, it is important you do your research about your potential client and understand the problems they are facing.

You may get some information during an initial consultation or sales call. Whatever the case may be, try to dig deeper by getting to know their company’s values and growth plan.

Map your buyer persona to understand their pain points, budget, timelines and more. This information will improve your chances of closing the deal.

Choose a Proposal Letter Template

Starting from scratch isn’t always the best idea, especially when there is a suitable alternative.

After you have done your research and are ready to start, you can choose a template from Visme’s library of professionally designed proposal templates and customize it. You can change the colors, font and typefaces or visuals in a proposal template to suit your company's brand and support the message you want to pass across.

We recommend using Visme’s templates because they are expertly designed and you can access lots of features that’ll make your proposals stand out. Not only will this help you hone in on your proposal designs, but it’ll also give you a boost when crafting your content.

Hear what one of our users has to say about Visme’s templates:

You stumble on some templates and are blown away that someone put the time and effort into creating them. You did not know you needed them in your life until that minute.”

- Lorens, Graphic Designer

Insert Your Company’s Details and Formal Greetings

You should begin writing your proposal letter by inserting your company address and date on the top right-hand side of the page. You can add more authenticity to your proposal by creating a professional company letterhead with Visme.

Right below your company address, insert the name and address of your recipient. It is important to know who will receive your letter so as to address it accordingly.

Don't forget to input the date of the letter and an appropriate salutation such as “Dear sir, Dear ma, Dear Mr. XYZ” etc.

Personalize Your Introduction

The introduction section of your proposal letter is so important. In this section, you are to

• Introduce yourself and your company
• Reference a previous discussion, meeting, or consultation that gives background as to why you are sending this letter
• Highlight the problem or pain point of your potential client
• Share your interest in offering a solution to that problem

For example, as the sales manager of an IT infrastructure company, you may begin your introduction like this;

“I am writing this letter to you on behalf of ABCTech, a leading provider of innovative IT solutions for businesses like yours.

During our consultation call last week, we discussed how XYZ challenges have affected your company’s productivity and growth in the first quarter of the year. You highlighted specific challenges such as slow performance, security risks and software compatibility issues.

I am excited to propose a special IT upgrade plan designed to solve these specific issues and help your company become more efficient and secure.”

Share Your Achievements and Testimonials

Don’t hold back from telling your potential client why you are the best fit for the job.

In this section, discuss your past achievements, results and victories. You can include social proof like testimonials , reviews, case studies and client success stories. Feel free to attach a link to a portfolio of the work you've done before or a list of clients you've served. This will give you credibility and distinguish you from your competitors.

Here’s an example;

“At ABCTech, we take pride in our proven track record of success. With over 40 years of experience in the IT industry, we have helped numerous companies like yours achieve remarkable results.

Our specialized IT upgrade package in particular has a 90% success rate boosting efficiency by up to 60% and enhancing security by implementing state-of-the-art measures.

We have a team of skilled professionals dedicated to providing top-notch service and ensuring your complete satisfaction.”

In a simple and concise manner, utilize this section to give your clients a reason to want to choose you.

Customize Your Solution to Fit Their Needs

The next thing to do is highlight a specific plan or strategy you have to solve your potential client’s business concerns.

You can maximize this section by listing your plans or objectives in bullet points. This clearly highlights each plan for your prospective client to see.

Remember, this is not the full proposal, so you do not have to go into much detail here. Ensure it is concise but convincing enough to your client. You can also include certain benefits your client should expect by working with you.

Using the same example, you can write something like this;

“Our approach to addressing your business concerns is comprehensive and effective. Here are the key points of our plan:

• Conduct a thorough IT infrastructure audit to identify weaknesses and areas for improvement.
• Develop a customized modernization roadmap that aligns with your specific needs and goals.
• Implement cutting-edge software and hardware upgrades to enhance system performance and security.
• Provide regular training to your staff to ensure a smooth transition and maximize productivity.
• Offer ongoing support and maintenance to promptly address any issues that may arise.

Our goal is to empower your company with the tools and expertise necessary to thrive in today's competitive business landscape.”

Provide a Clear Call to Action

In some cases, you may need to include a proposed budget or timeline for achieving results.

Where that isn’t necessary, the next step will be to let your client know how much you look forward to working with them and improving their businesses.

In your conclusion, add a clear Call to Action (CTA) – where your reader can get more in-depth information or how they can reach you to ask questions. A good CTA is important as it gives your reader directions on what action to take next.

A simple but effective CTA can look like this;

“We at ABCTech are thrilled about the opportunity to work with XYZ Corporation and improve your business. For more information, please find attached to this letter a comprehensive business proposal.

If you have any questions, please call 1-000-123-4569. I look forward to hearing from you soon! Thank you for considering ABCTech as your trusted IT partner.”

Include a Closing Salutation

At the end of your letter, include an appropriate closing salutation such as “yours sincerely, yours truly, yours faithfully,” etc. Ensure you create a space to sign the document with your name, email address, or company website.

If you feel well-equipped to write your own proposal letter, let’s explore four professional proposal letter templates that will take your business to the next level.

Partnership Proposal Letter

This sleek proposal letter template works well for establishing your prospective client’s expectations before they enter into a partnership with your company.

It doesn’t matter if you're a seasoned negotiator or a novice in partnership dealings. This template serves as a proven foundation for your outreach efforts.

With this template, you can break down the benefits of partnership and highlight the key areas you wish to collaborate on.

Simply insert your company's unique details and watch your proposals come to life with impact and professionalism.

And when you’re done, Visme allows you to share and publish your proposal letter in easy and convenient ways. You can get a shareable link or download it in PDF, JPG, PNG and HTML5 format.

Utilize Visme’s analytics features to track prospects that have viewed your proposal.

Product Business Proposal Letter

Are you prepared to pitch your game-changing product to potential partners, investors, or clients? Say hello to our Product Business Proposal Letter Template.

The bold colors and abstract shapes of this proposal letter give it a professional feel and draw your reader in to pay attention to the details of your proposal.

Utilize interactive features like hover effects and pop-ups to reveal additional information or link text to brochures, testimonials and more. This will not only engage your readers but add more value to your proposal letter.

Sales Proposal Letter

A great way to warm up to your prospective client is by communicating a vision of their success through your services.

When they can see themselves doing great with your proposal, you know you’ve done something right.

This sales proposal letter template lets you break down your company’s services and how they help your prospective client achieve their goals.

The bright colors used in this template give it an appealing and inviting feel so that the person reading your proposal can relax and dive into the information you’re presenting.

Having trouble crafting the content of your proposal letter? Use Visme's built-in AI writer to your advantage. You can generate a draft in minutes by inputting the right prompt. Simply edit the content with your own information.

Event Proposal Letter

If you’re going for a more traditional but trendy proposal letter, then this one is for you. It strategically incorporates your brand colors on each page, which is good for brand awareness, especially when requesting sponsorship.

The template also highlights various segments in prominent blocks, which is great if you don't want your reader to skip over important information.

Take advantage of Visme’s brand wizard , which helps you create branded documents easily.

By uploading your website link, Visme’s tool takes notes of your brand assets, including your logo, font, colors, etc. This way, you’ll have all your designs automatically customized.

Easily Create Professional Documents with Visme

A well-written proposal letter closes the gap between you and your prospective client. It demonstrates your understanding of the recipient's needs and presents a compelling case for they should hire your services.

With this guide, you can start closing deals with your proposal letters.

Visme empowers you and your team with cutting-edge tools, designs and resources to create professional proposal letters that stand out.  You can use also to create stunning proposal letters and business proposals, presentations, reports , training manuals , ebooks, case studies and more.

Visme offers collaborative features, enabling teams to work together in real time, streamlining workflow. You can use a variety of admin tools to manage, save, track, share, and track the progress of projects across teams and workspaces.

Create an account and take your business to the next level with Visme!

Put together professional and engaging proposals in minutes with Visme

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About the Author

Olujinmi is a Content writer for Visme who creates human-first SEO content. She loves helping businesses smash their ROI goals with strategic content development and optimization. When she’s not writing, you’ll find her composing songs.

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Blog Business How to Write Business Proposal (Examples + Free Templates)

How to Write Business Proposal (Examples + Free Templates)

Written 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 .

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, what are the components of 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:

A business proposal is a document designed to outline a business plan to convince potential client, investor or partner to engage in a business agreement with you or your company. It’s basically a sales pitch in writing to persuade potential clients to show them benefits of working with you or your company for their business success.

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:

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

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

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.

Working on a new project? These project proposal examples might come in handy for you.

The components of a business proposal can change depending on the field, company size and client needs. While details may differ, strong proposals typically introduce your company, explain the problem, offer a solution and its benefits, highlight your team’s skills, and outline timeline, cost and next steps.

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:

• Create a compelling business proposal title
• Build a table of contents
• Craft the executive summary
• Write a detailed problem statement
• Propose your solutions
• Showcase your team’s expertise
• Create a realistic timeline
• Present your payment structure
• Specify the terms and conditions
• Receiving the decision

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

1. Create a compelling 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

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?”

2. Build a table of contents

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 like the CEO (Chief Executive Officer), COO (Chief Operating Officer), or fractional executives who work part-time. 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:

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. Ensuring your business plan format follows a clear structure can greatly enhance readability and comprehension for potential investors or partners.

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 .

3. Craft the executive summary

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:

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.

Crafting an executive summary and keeping it concise and compelling can be challenging. but you can use an AI summarizer online to generate an executive summary. Such tools are trained on relevant AI models that can extract core points from a given text. You can get such a point either in bullet form or in abstract summary form.

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.

4. Write a detailed problem statement

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. 

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… 

5. P ropose your solutions

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 :

6. Showcase your team’s expertise

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.

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.

7. Create a realistic timeline

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.

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.

8. Present your payment and terms

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 adoption of invoice templates is beneficial for small businesses as it streamlines the invoicing process and maintains professionalism in financial dealings. Also, by utilizing small business invoice templates , you can efficiently manage invoicing tasks while upholding a polished and structured approach to financial transactions.

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:

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.

9. Specify the terms and conditions

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, incorporating these details into an online digital project management tool. 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.

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.

10. Receiving the decision

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 .

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.

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:

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 :

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:

App 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.

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:

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.

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 : 

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:

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:

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!

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How to Write a Proposal Letter [Samples Included]

Writing a convincing and converting proposal letter is not a piece of cake and requires paying attention to detail. What appears like a simple task takes up more thought-provoking ideas than you can imagine if you don’t have any proposal letter sample! 

Apart from writing a tailored introduction about yourself, you have to opt for a similar approach to define your company, the goals and objectives for the project, and how it could benefit your potential client. Here’s an example to let you think deeply… imagine you have a brilliant idea to save your boss thousands of dollars in revenue – what do you do? 

Do you simply approach them and present your idea? Or do you prepare a proposal letter mentioning all about the idea, how it will be achieved, and how much will it cost your boss?  

If you’ve been in business for too long, you would know the right answer by now. So, if you’re in the same process and currently searching for proposal letter examples to start your draft, here’s a step-by-step guide. Keep reading to become a pro at writing proposal letters and converting clients like never before. 

What is a Proposal Letter? 

Unlike other documents, a proposal letter is a professional letter focused on highlighting and communicating ideas to the client. The document is more than a discussion of your company – it involves end-to-end details about the solution, the steps required to achieve the results, and how much finance will go into the project. 

Considering the nature of the letter, it can be written for various purposes, such as a proposal letter for a partnership, an interior design project, a professional service, a sales project, and so on. 

Results-Proven Tips to Write a Proposal Letter that Converts!

A proposal letter follows specific criteria to ensure everything is included in the letter. Leaving anything behind can weaken your case in front of the potential client. Here are some tried and tested steps that ensure to give results. 

• Talk About Yourself and Your Company

After formal greetings, the first step is to introduce yourself and your company to the client. Regardless of it being direct and simple, you can use creativity to keep the reader interested. Instead of using basic terms, use adjectives to hook your client.  

For instance:

Instead of writing, ‘We’re a construction company,’ you can write, ‘We’re the 3 rd biggest construction company with $14.4 billion in revenue in 2022.’ Obviously, use it only if it’s true! 

It’s a simple sentence but subtly highlights your achievements in the opening statement. Once you have briefly introduced your company and yourself, mention why you’re writing the proposal letter so the client knows what they are diving into. 

• Write About Your Goals & Objectives for the Project 

The second step of writing a successful proposal letter is to mention the list of objectives for the project. Once you’re clear about the objectives, make a separate heading to discuss your long-term and short-term goals. 

Under the short-term goals, talk about the small steps you need to take to achieve results. Don’t forget to mention the timeline with each goal to clearly tell the client how long it will take for you to complete the task. Follow the same process for the long-term goals to send a clear message to the potential client. 

For example, instead of writing ‘we’ll use the loan to increase production,’ write ‘we will use the loan to increase the production capacity by 70% by installing new machines and adding more employees to the team.’

In short – be concise and specific with what you want to achieve for the client. It’s one of the basic errors that many people make in their proposal letters. 

• What Sets Your Company Apart? 

This paragraph of the proposal is all about convincing the client of your previous achievements, successes, and examples of doing something similar for other clients. Talk about your special skills and values that set you apart from all other companies. 

If you have worked for a similar industry as your client, then mention it as a direct experience in the field. In short, the better you highlight your skills and achievements, the more you will be able to convince your client. 

• Evaluating Results Over Time 

Don’t just make big promises in your proposal; inform the client how you will achieve these results over time. And that is only possible with constant scrutiny and evaluation of the progress through robust measures. 

Here are some ideas to evaluate progress with time. 

• What machines will you install to increase the company’s productivity?
• Which employees are you planning to recruit? 
• How will you measure the results of new results? Will you use reports or will you conduct meetings every week to discuss the future? 
• Which metrics will you use to measure the success of the new methods? 
• How will you inform employees of the new changes? 

You have to paint a picture in your client’s mind. Answer their queries before the question appears in their mind, so there’s no hurdle for you to win the project. 

• Briefly Discuss the Budget 

Now that you have mentioned what will go into the project, it’s time to discuss the financials to achieve the results. Instead of giving one big number, give a full breakdown of how much will go into each project step. 

Here’s an example to give you an idea. 

Use this example to break down the cost of your project appropriately. Remember that no cost is too little or too big to add to the table. You can only quote an approximate figure if you’ve thoroughly researched the market. Asking to tame the budget in the future can shatter your client’s trust in you, so it’s best to take your time while drafting the budget.  

• Write a Strong Closing Paragraph! 

The last part of the letter is a closing paragraph, which can be called a CTA (Call-to-Action) – the last effort to lure your client. Try to make it sound strong and compelling so your customer thinks twice before giving up on your offer. 

• Provide Your Contact Information 

Once you have given all details, it’s time to conclude your proposal with your company’s contact information. Be approachable on the number and email to not miss out on anything from your client. It’s a necessary part of your letter, so don’t skip it.  

General Template of a Proposal Letter 

Here’s a quick look at how a template is written and what goes in which paragraph. 

[Your Name]

[Company’s Name]

[Your Address]

[Recipient’s Name]

[Recipient’s Company]

[Recipient’s Mailing Address]

[Give a brief introduction of your company and yourself along with the goal of the proposal in the first paragraph – refer to tip #1 of writing a proposal letter]

[Discuss the goals and objectives for the project in the second paragraph, along with mentioning how you will achieve results – refer to tip #2 of writing a proposal letter]

[Highlight your achievements, skills, and expertise to convince the client to give you the project – refer to tip #3 of writing a proposal letter]

[Talk about how you will measure the success of the project over time – refer to tip #4 of writing a proposal letter]

[Write a breakdown of the financials required to complete the project within a given time period – refer to tip #5 of writing a proposal letter]

[Start with thanking the client and add closing remarks to conclude the proposal. In the end, give your contact details – refer to tips #6 and 7 of writing a proposal letter]

[Signature]

Samples of Proposal Letters to Help You Bring Clients 

If you’re still confused about writing a proposal letter, then here’s a traditional format you need to follow to write a proposal letter. It does not include the specific mention of the company and client’s name, but make sure to include it in yours in the sections specified above.

Dear Sir/Madam, 

Our Pest Control Services Inc. team loved the opportunity to offer you our termite-proofing services. We sat with our experts last week to discuss the future of the project, and here’s a detailed overview of our action plan to ensure the safety and hygiene of your office(s). 

On 19 th July, we discussed the concerns of termites spreading all over your office, which is now a great problem for employees. We further discussed how it has compromised the hygiene of the space and is harmful to employees. To cater to this, we have come up with a list of chemicals that we will use to fumigate the space and identify the root cause of the issue to eliminate the problem completely. 

Our objective is to fumigate the space and then insert the chemical by drilling 4-inch long holes at the root of walls to achieve 100% results. We will use XYZ chemicals that are not only environmentally friendly but give 99.99% results each time. We will vacate the office of all items to let chemicals spread everywhere and protect employees from any health risks. For the best results, the office will stay closed for at least 2 days to kill termites from every corner. 

We have used the same technique for one of the biggest sugar mills, where we used the specified chemical and applied the drilling technique to kill the termite. We have used the same method for almost all our termite-proofing clients and have achieved 99.99% results each time. In all cases, the problem did not occur again for at least 10 years. 

We estimate a budget of $8,000 for a project of this caliber. We expect the initial deposit of $3,000 to buy chemicals and machinery to start the project. The rest of the payment is expected after the project. 

If you would like to move forward with our proposal, feel free to reach out to us through email or phone number. We’re more than happy to assist you in clearing your space of all unhygienic elements to make your office a safe and secure space for your employees. 

Kindly review our proposal and direct all your recommendations and specific needs to us at [email] or [phone number]. 

Sincerely, 

Dear Sir/Madam,

I, [XYZ], the Chief Marketing Officer at the [ABC Company], am writing this proposal for future collaborations to help you improve the sales of your new product line. 

We’re an advertising agency with over 15 years of experience under our belt. We’ve worked with some of the top companies in several industries, including retail, oil & gas, logistics, and others, to help clients succeed through robust marketing and advertising techniques in less than a year. 

Our goals to help your new product line reach your target audience are: 

• Spend 50% of the budget on social media marketing to reach more customers and spread awareness of new products 
• Set up small kiosks in malls for live testing to address customers’ concerns and build trust with the audience 
• Use 20% of the budget to put billboards on busy roads to scale up the product’s hype among people 

We have used similar marketing techniques for  [ABC Company] and [XYZ Company], which resulted in 30% more customer awareness and a 60% whooping increase in sales in the first quarter. 

We plan on measuring the success of our actions by calculating the online traffic and keeping track of social media metrics for the future. 

If you agree to our proposed plan, then feel free to direct any inquiries to us through email or chat. We’re more than happy to take your business to the next level. Please reach us at this [email] and [number] for future correspondence. 

[XYZ] 

Respected Sir/Madam, 

With immense pleasure, I would like to inform you about the new idea I have been working on for a long time. After thorough research, budgeting, and planning, I am ready to present it to you.

There’s a detailed fact sheet highlighting all factors related to achieving the goals in the long term.

For the whole project, I would need an investment of about $200,000 to get started with the whole idea and achieve the results within the set timeframe. 

Please let us know your concerns or questions regarding the proposal through chat or email. 

Additional Examples of Proposal Letters for Inspiration

If you’re still confused about writing proposal letters, then here are some additional examples for inspiration. 

Have You Considered Using Software to Write Engaging and Compelling Proposal Letters? 

In case you’re too busy to write the proposal letter yourself, we have just the right solution for you. The above-mentioned example proposal letter is written by AI software that can address all your writing needs. WriterBuddy.ai is the best software for writing proposal letters quickly and is perfect for drafting web copies, social media content, and much more. If you’re intrigued to find out more, try it out yourself . Get the projects of your dream by writing captivating proposal letters through WriterBuddy.ai!

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How To Write An Effective Business Proposal

Published: Feb 28, 2024, 2:00pm

Table of Contents

What is a business proposal, business plan vs. business proposal, objectives of a business proposal, essential elements of a business proposal, 7 steps to write a business proposal, bottom line, frequently asked questions (faqs).

Writing a business proposal is a crucial skill if you wish to run a successful and profitable business. Knowing how to write a business proposal is not necessary for presenting your product or services in the best possible manner. It’s about convincing others that your solutions are the best fit for their needs. Crafting an effective business proposal can open doors to immense opportunities.

In this article, you will learn the essential components of an effective business proposal as well as techniques that ensure your proposal captures and retains client interest. Let’s dive in and explore the art of creating compelling business proposals.

A business proposal is a document designed to persuade a potential client or customer to buy a specific product or service. It’s a tailored argument that outlines the benefits of your approach, solution or product, specifically addressing the requirements of the recipient. A business proposal must not only communicate your vision but also persuade the recipient of the proposal to take positive action.

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Types of Business Proposals

Understanding the different types of business proposals is key to selecting the right approach for your situation. Typically, proposals are categorized into two main types: solicited and unsolicited.

Solicited proposals are those that are requested by a potential client, often in response to a request for proposal (RFP). These tend to have a prescribed format and specific requirements, making it crucial to follow the guidelines provided. Unsolicited proposals are not requested by a client but are sent proactively. They require a more persuasive approach as you’re introducing a solution to a problem the client may not have actively considered.

Additionally, there are informal and formal proposals. Typically, informal proposals are shorter and used in a more relaxed business setting or with existing clients. In contrast, formal proposals are longer, more detailed and used in situations requiring thorough analysis and presentation, often for new clients or large projects.

A business plan is a comprehensive document that outlines the overall vision, strategy and goals of your business. In contrast, a business proposal is a targeted pitch to a specific client or organization, offering a solution to a problem or a strategy for achieving a specific goal.

A business plan is primarily used for internal planning and, often, to secure funding from investors. A typical business plan includes an overview of your business model, market analysis, financial projections and long-term strategic plans. However, unlike the broad scope of a business plan, a proposal is your chance to showcase how your services or products can benefit the prospective client, tailored to their specific needs and challenges.

While a business plan lays out the path your business intends to take, a business proposal is a direct response to a potential client’s problem, demonstrating how you intend to solve it effectively.

A business proposal is a strategic tool that can be used in negotiations, aiming to convince a potential client or partner of the value as well as viability of your proposed solution to their problem or need. Here are some of the most important objectives of a business proposal.

To Persuade

The core objective of a business proposal is to persuade the recipient that your solution is the best fit for their problem or need. It’s about making a compelling case for your approach, services or products.

A well-written proposal also informs the reader. It should provide all necessary details about your solution, including how it works, its benefits and why it stands out from the competition.

To Establish Credibility

Through your proposal, you demonstrate your understanding of the client’s needs and your capability to meet them. This is your chance to showcase your expertise and past successes.

To Initiate a Dialogue

A good proposal also serves as a starting point for further discussions. It opens up a channel of communication with the potential client, inviting them to negotiate terms, ask questions and seek clarifications.

Understanding these objectives can guide the tone, content and structure of your proposal. Listing your products or services is not enough. You need to craft a narrative that aligns with the client’s needs and paints a clear picture of how you can fulfill those needs effectively and efficiently.

To create an effective business proposal that persuades the recipient to take action, include these key components:

• Title page and table of contents: Begin with a professional title page that includes the proposal’s title, your company’s name, the date and the recipient’s name. For easier navigation, especially in longer proposals, include a table of contents.
• Executive summary: This section provides a concise overview of the proposal, summarizing the key points. It should be engaging and highlight why they should read the proposal.
• Problem statement or needs assessment: Clearly define the issue or need your proposal is addressing. Demonstrating a deep understanding of the client’s challenges is essential here.
• Proposed solution: Elaborate on your proposed solution, detailing how it specifically tackles the client’s problem or need. This section should be clear, convincing and aligned with the client’s objectives.
• Pricing and terms: Offer a transparent breakdown of the pricing structure and any terms and conditions related to your services. Clarity in this section helps avoid future misunderstandings.
• Qualifications and experience: Showcase your credentials, expertise and any relevant experience or success stories. This is necessary to build trust and credibility.
• Call to action (CTA) and closing remarks: Conclude with a strong call to action that encourages the client to proceed or engage further. Briefly summarize the primary benefits of choosing your solution to reinforce your proposal’s value.

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Crafting a compelling business proposal requires the right blend of clarity, persuasion and attention to detail. The key to a successful business proposal is not just in what you include, but how you present it. Follow this step-by-step guide to ensure your proposal stands out:

• Start with the executive summary: Begin with a strong executive summary that captures the essence of your proposal. This should be persuasive and highlight the benefits of your solution. Remember, this might be the only part some decision-makers read.
• Address the problem clearly: In the problem statement, be specific about the client’s challenge. Use language that resonates with them, demonstrating that you truly understand their needs.
• Detail your proposed solution: Break down your solution into digestible sections. Be clear about how each part of your solution addresses the problem. Use bullet points or subheadings for readability.
• Outline pricing and terms: Present your pricing clearly. Include different packages or options if applicable. Be transparent about any conditions or terms to build trust.
• Showcase your credentials: Use the qualifications section to build credibility. Highlight past successes, relevant experience and any unique skills or resources that make your solution the best choice.
• Craft a persuasive conclusion: End with a persuasive conclusion that reiterates the benefits of your solution. A strong call to action should encourage the client to take the next step, whether it’s a meeting, a phone call or signing a contract.
• Proofread and edit: Ensure your proposal is free of errors. A well-edited proposal reflects professionalism and attention to detail.

After submitting the proposal, plan a follow-up strategy. This might include a phone call or an email to discuss any questions and reiterate your interest in working with the client.

Design and Presentation Tips

The visual appeal of your business proposal plays a crucial role in its effectiveness. Here are a few tips to keep in mind while writing a proposal:

• Keep the design professional and clean, using your brand colors and logo for consistency.
• Utilize white space effectively to enhance readability.
• For longer proposals, use charts, graphs and bullet points to break up text and illustrate points clearly.
• Ensure that the format is compatible with various devices, as clients may view your proposal on different screens.

Common Mistakes to Avoid

In business proposal writing, common pitfalls can significantly reduce your chances of success. Here are a few for your reference:

• Avoid overcomplicating your language; clarity and conciseness are more important than demonstrating language skills.
• Do not make unrealistic promises or overestimate results as this can damage credibility.
• Tailor your proposal to the specific client or their industry. Do not have a standard proposal for everyone.
• Grammatical errors can detract from your professionalism, so edit and proofread the proposal before sharing.

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In this article we’ve explored the essentials of crafting effective business proposals, distinguishing them from business plans and highlighting key components as well as common pitfalls. Equipped with these insights, your next step should be to apply this knowledge in practice.

Creating a versatile business proposal template can be a great starting point. You can then customize the template to create business proposals that win you clients and drive business success.

What is the main point of a business proposal?

The main point of a business proposal is to present a tailored solution to a specific client or business problem. It aims to persuade the recipient that your approach or service is the best fit for their needs, outlining how it offers value and addresses their unique challenges. The proposal serves as a strategic tool for initiating business relationships and securing contracts.

How do you structure a business funding proposal?

A business funding proposal is structured to concisely present your business idea, market potential and financial needs. It typically includes an executive summary, a detailed description of the business, market analysis, specifics of the financial request and a plan for funds utilization. The proposal also highlights your business’s management team, projected financials and return on investment to assure potential investors of the viability and profitability of the venture.

What are the three main types of business proposals?

The three main types of business proposals are:

• Formally solicited proposals: These are written in response to an official request for a proposal (RFP), often with specific guidelines and format requirements outlined by the potential client.
• Informally solicited proposals: These proposals are created based on casual or less formal requests, often following verbal conversations or discussions with a potential client who has expressed interest but hasn’t issued a formal RFP.
• Unsolicited proposals: These are proposals initiated by the sender and presented to potential clients who have not requested them. They often require a more persuasive approach as they aim to create a need or solution the potential client may not have previously considered.
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A seasoned small business and technology writer and educator with more than 20 years of experience, Shweta excels in demystifying complex tech tools and concepts for small businesses. Her work has been featured in NewsWeek, Huffington Post and more. Her postgraduate degree in computer management fuels her comprehensive analysis and exploration of tech topics.

How to Write a Partnership Proposal [Examples + Template]

Published: June 18, 2024

Partnerships generate $3.9 billion per year in the U.S. and supercharge the revenue of companies like Microsoft, Atlassian, and Shopify. Teaming up with another professional or company can multiply your capacity, expertise, and growth.

With so much at stake, approaching a potential partner can be intimidating. Whenever I make a business pitch, there are three items I work to perfect. First, an underlying relationship to build on. Second, a stellar verbal presentation for a pitch meeting. And third, a killer partnership proposal.

A partnership proposal is a powerful tool to showcase your professionalism and convince your potential partner why they should collaborate with you. I’ve compiled what you should include in your proposal, plus four partnership proposal templates to give you a head start.

What is a partnership proposal?

• Types of Partnership Proposals

Components of a Partnership Proposal

How to write a partnership proposal, partnership proposal template, partnership proposal examples, partnership proposal tips.

A partnership proposal is a document outlining the benefits, scope, and structure of a future collaboration between two businesses or individuals.

Most partnership collaborations begin with an idea and verbal discussions. “ Hey, here’s a crazy idea. What if we…” If you don’t know the person, start with a warm intro email or phone call first.

A partnership proposal is the next step in the process, formalizing concepts to align goals and gain buy-in. While it isn’t a legal contract, it’s often a precursor to one.

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Types of Business Partnerships

Before creating a business partnership proposal, it’s important to understand which type of partnership you want to pursue.

General Business Partnership

When two or more individuals enter a business agreement and share unlimited liability, you have a general business partnership. A proposal for a general business partnership should include the share of ownership, contributions of each partner, the distribution of profits and losses, and the terms for dissolution.

Joint Venture

A joint venture (JV) is an agreement between two companies to combine resources and expertise for a specific purpose. For instance, a global company might form a JV with a local company when bringing a product to a new country.

Limited Partnership

A limited partnership (LP) is a business partnership that includes at least one general partner and at least one limited partner. Limited partners have minimal liability and management oversight of the operations. An LP is common in single-purpose scenarios like a real estate transaction.

Limited Liability Partnership

The LLP structure is common in professional service fields such as law firms, doctor’s offices, and accounting. Similar to an LLC, a limited liability partnership (LLP) is an agreement between partners that grants them limited liability. LLP requirements vary by state.

Influencer Partnership

An influencer partnership is a limited-scope agreement between an influencer or creator and a brand to create and publish branded social media content.

Sponsorship Partnership

A sponsorship is a collaboration between businesses, nonprofits, or media companies where one company pays for access to promote their goods and services to the other company’s audience.

When I write proposals, I always aim to personalize each one and find the right balance between personable and professional. While the nuances of each partnership model vary, there are a few common elements that every partnership business proposal should have.

Executive Summary

Hook your reader’s attention with a summary explaining the partnership concept, key benefits, and a table of contents.

List each partner with their contact and background information. Specify the role each will have, and whether they are a general or limited partner. Make it visual, with photos or logos.

Goals and Objectives

All good partnerships start with shared goals. Explain your goals and dreams for the partnership, from a high-level vision to specific objectives.

Share who your audience is and any key demographics. Make sure that your audience will fit with the partner’s audience, and vice-versa. An audience is a key selling point for partners, especially with influencer or sponsorship partnerships. Some brands go as far as account mapping to identify customer overlap, but general audience data can be as effective.

Scope of Work

Next, define the scope of work and projects to be covered with the partnership. If this is for a limited-scope project like an influencer collaboration, give a precise breakdown of project steps. If this is for a general partnership, JV, or LP, list target activities and deliverables and who is responsible for each. Give timelines as appropriate.

Benefits and Challenges

If you’ve ever written a business plan, you’re likely already familiar with the SWOT analysis (strengths, weaknesses, opportunities, threats). Similar to this, give an abbreviated analysis of:

• Challenges that will need to be tackled.
• Benefits to the collaboration.
• Market research and industry analysis.

Legal and Financial Information

Propose terms and conditions for the partnership, like payment and revenue-sharing structures. Spell out who will own intellectual property generated by the company and how royalties will be distributed. Address how disputes or a partnership dissolution would be handled. ​​

To test this out, I wrote a general partnership proposal between a web designer and a web developer who want to team up to start a website studio. I used HubSpot’s partnership business proposal template to build a professional proposal outlining the partnership benefits and structure.

Creating a compelling partnership proposal requires a clear understanding of your potential partner's needs and how your collaboration can meet those needs. To simplify this process and ensure you have all the required information, consider using HubSpot Sales Software . This tool can help you gather insights, track interactions, and manage your proposal process more efficiently.

Here are the steps I took to create the proposal.

1. Outline the Benefits

To convince your partner, make the case why it’s worth them sharing their time (and profits) with you.

I started my proposal with an executive summary envisioning why the partnership would appeal to future clients. That leads into a “Benefits of Collaboration” section where I clearly outline the mutual advantages.

3. Showcase Your Value

While the main focus of your proposal should be on your partner’s motivations, you need to prove why you are the right partner for them — and no one else. Talk yourself up and demonstrate how your value proposition can enhance their value proposition. Here, I took a visual approach by showing the career achievements of one of the partners.

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State of Proposals 2023

Distilling the data to reveal our top tips for doing more business by upping your proposal game.

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30 Deal Closing Business Proposal Ideas [With Examples]

Want to increase your closing rate?

We’ve got expert ideas to help you take your business proposals to the next level.

Say goodbye to boring, stale proposals. We’re going to bring your pitch to life so that prospective clients can’t help but say “yes.”

From video embeds to editable pricing tables to high-quality image galleries, you’ll find tons of smart ideas to apply to your unique services.

1. Use templates to save time on proposal creation

Our first tip? Always start with a template. It saves time as you don’t have to start from scratch, you don’t have to guess what to include in your proposal, and you can follow best practices.

Proposify offers 75 unique proposal templates . Industries covered include accounting, advertising, architecture, photography, coaching, venue rentals, insurance, and dozens more. You can also choose a template based on the design, and adapt the messaging to fit your services.

Start with one of our templates, then adapt it to your needs and make it your own. Add your company information, logo, and brand colors. Then, whenever you need to create a new proposal, you’ll be able to shave hours off the process.

2. Add client variables for easy personalization

When you use a proposal template with client variables, you get instant personalization. With Proposify, all you have to do is select the right template, choose the client you want to send it to, and voila: the client’s details are automagically (yes, that is a word) filled in.

You can see an example of this in our project proposal template . Variables include the client’s first name, last name, and company name to easily personalize the executive summary.

Keep in mind that the right personalization strategy depends on your business model. If you sell high volume / lower cost, then it makes sense to use simple, automated personalization like this to get proposals out the door quickly. But if your business falls more into the low volume / higher cost category, you should customize your proposals deeper—such as with client-specific pain points and goals.

3. Make the scope of services crystal clear

Simplicity and clarity always win. One of the best things you can do is to make it easy for your prospect to understand the scope of your pitch. They shouldn’t have to spend too much time reading your proposal or hunting for information.

To make your proposal skimmable and easy to read, use headings to break up the scope. As you can see in our branding proposal template , the subsections are Brand Discovery, Brand Strategy, Identity Package, and Brand Guidelines. With the colorful and bold formatting, it’s easy for prospective clients to know what’s included at a glance.

4. Include client testimonials

Testimonials are an excellent form of social proof. They help you establish credibility with your potential client by showcasing the positive experiences and results of former clients. You can use testimonials to highlight specific goals or challenges, so that potential clients see their own situation reflected.

Create a dedicated section in your proposal to feature 2 to 4 testimonials, or sprinkle them throughout the proposal.

Here’s an example testimonial from our video production proposal template . It’s formatted with a background image to show the behind-the-scenes work that produces great results.

5. Add client logos

You can use successful client logos in your proposal to build your company’s authority. Think of these logos like little stamps of approval. You’re essentially saying, These companies have put their trust in me and you can too .

You might add 5 or 6 logos to your About page, like this example from our ecommerce proposal template , or create a dedicated proposal page to fit even more.

If you work for an established company that has dozens of clients, then you might want to consider only adding logos that match the prospect, since you have a bank to choose from. For instance, if you’re pitching ecommerce website development to a fashion brand, you could feature logos only from previous fashion industry clientele.

6. Highlight a portfolio piece

If you offer creative work or construction services, you might want to include a portfolio piece or two. Your prospective clients might care more about seeing the quality of your work than hearing what past clients have to say.

Create a proposal section called “Our Work” or “Portfolio,” and give each portfolio piece its own page. Include photos of the portfolio project and a description. You might also add basic details. For example, this architecture proposal has a little subheading to share the size of the structure.

In place of portfolio pieces, you could also create pages for case studies.

7. Add at least two images to your proposal

Maybe portfolio images aren’t the right fit for your business. And that’s fine. But you do need to add some images. Why? Proposals with images are 72% more likely to close than proposals without.

This large increase in success is probably due to a few different factors. Images bring your pitch to life and help prospects envision what it will be like to work with you. They also show that your company goes the extra mile to create an enjoyable experience. If you whip up a proposal with absolutely no imagery, it will look rushed and amateur at best.

On the Why Us? page, this ecommerce proposal template includes a picture of the team hard at work. Group photos or on-the-job photos are great for showing the real people behind the pitch.

You can also add icons and graphics throughout the proposal. For instance, in your Scope of Services section, you could add one icon to match each subheading.

8. Embed a video introduction

Adding just one video to your proposal increases engagement by 56% and closing rates by 41%.

You could add a short brand video that showcases your team at work, your unique selling propositions, and the results you get for your clients. With Proposify, you can add a custom thumbnail so the video looks great on any proposal page.

If you don’t have a high-quality brand video, you could try filming a short video with Vidyard or Loom instead. Introduce your company, and what makes your services effective, and discuss why this pitch is the perfect solution for your prospect’s needs.

9. Embed a video explanation

You can also reap the rewards of video through explainers. Maybe you offer a complicated service, or maybe your service requires some collaboration and effort from your clients. If you find yourself answering the same questions again and again, that could be a sign that you need to make an explainer video to cover the subject at scale.

Our PPC proposal template includes a video description of the Google Brand Lift survey process that the company uses. This is proof that you don’t always have to spend time creating videos yourself. You can source them from other companies, so long as they’re not in direct competition with you.

10. Include a pricing table

When you add a pricing table to your proposal, you can increase your closing rate by 35% .

Pricing tables are effective because they make it easier for clients to understand the investment. A wall of text just isn’t the right format to discuss cost. You need a table, so you can break things down more clearly.

Depending on your offer, you might show different costs for each line item and estimated quantities.

In this example event management proposal , we can see that the costs are separated into categories, with the estimated hourly total for each category.

11. Let prospects select packages, quantities, or add-ons

When writing a business proposal , you pitch what you think is the right fit for the prospective client. If you’re off base, you have to hope they’ll give you a chance to update the scope and re-send the proposal.

But when you use editable fields and add-ons in your pricing section, you offer the prospect the ability to change the scope right then and there.

As you can see in this printing proposal template , the client can select what packages they want. The final total will tally up at the bottom.

Keep in mind that proposals with both editable quantities and optional rows can boost your closing rates by 20% .

12. Create a library of approved proposal content to mix and match

If you send proposals regularly, you probably have different messaging for different services, client industries, project types, etc. As you make those little customizations,, you should store them so you can reuse them.

Inside of Proposify , you can curate your own content library. You might store 6 different case study pages, 8 variations of your project scope, and 3 ways to describe your project approach.

13. Use this opportunity to share your brand voice

The style of your proposal should match your brand. We’re not just talking about font and colors, but your tone .

Your brand voice is critically important. It gives your prospect a hint at what it will be like to work with you, humanizes your messaging, and ensures a consistent experience. If you love to bring your sense of humor to meetings, your written brand voice should be a little cheeky too.

For example, this advertising proposal uses “Your Advertising Media Mix” instead of a standard approach section. This shows their creativity and straightforward style.

What matters is that your entire proposal is on brand. If you opt for creative headlines, use them sparingly so your prospect can easily understand the purpose of each proposal section.

14. Write a hard-hitting cover letter

The cover letter has an important job . It needs to entice your prospect into reading the entirety of the proposal. It should hit on their pain points and goals, as well as how you plan to help them get the results they’re looking for.

In this business consulting proposal template , the cover letter successfully paints a picture of the client’s current situation, why they need a fresh perspective, and how a new strategic vision will impact the business.

15. Create a visual for the project timeline

Sometimes, prospective clients turn you down because they can’t visualize how the project will progress. They’re concerned about the complexities and all of the unknowns. You can help assuage some of these worries with a clear project visual that will spell out the process and help them place more confidence in your ability to carry the project through.

This construction proposal template has a super-detailed project timeline. The project is broken down into four phases, each situated appropriately on the timeline.

16. Share the project timeline in a simple table

Looking for another idea on how to share your project timeline? If the above visual isn’t quite your style, you could opt for a table instead.

Simply create a table with two columns: the description of the task and the week you’ll complete it. Then fill in when you expect to tackle each main task in your project scope.

For example, our marketing proposal template breaks down a branding project into 7 weeks. It begins with customer research to better understand the brand promise, then moves into logo creation, messaging strategy, and website updates.

17. Curate an image gallery

Do you have a lot of great photos of your work or your team? Why not share your favorite pics in a gallery? You could organize pictures from portfolio projects, client meetings, or work events.

This catering proposal offers a perfect example. A beautiful gallery of the food and its masterful presentation helps potential clients imagine what their event might look—and—taste like.

18. Include statistics about your company

People love numbers. Spruce up a boring About Us section with data on your company. You could include stats on your reach, average client results, how many clients you’ve served, or anything else you think your prospects will care about.

In this example advertising proposal , an Our Statistics section covers audience numbers to show clients their potential reach.

19. Add team bios

When you include photos and bios of your team members, you add a more human touch to your proposal. Potential clients don’t want to do business with a faceless organization. They want to know who they’ll be working with. That’s why, if you work for a large company, it might make sense to only include bios for the people who will be directly involved in this project.

In this catering proposal , we have a bio for the chef as well as the client coordinator in charge of overseeing event implementation.

20. Include goals and objectives

If you want your proposal to close, you must show your prospect that you truly understand their needs. People want to feel seen and heard. If you skip straight to pitching your services, they might get turned off.

That’s why it’s smart to include a Goals or Objections section early on in your proposal—before you get to your services. Use this section to summarize what you learned during your discovery calls about the prospective company’s challenges and what they want to change.

This content marketing proposal template offers a great example because it includes both an executive summary letter as well as bold bullet points to sum up key goals.

21. Spell out your unique approach

Don’t assume that a prospective client know what makes you unique. You need to spell it out for them. Consider adding a section called Our Process or Our Unique Approach. Here, you’ll clarify how you tackle projects and why. As an expert service provider, you know more about how to make a project successful than your clients do. You’ve likely honed your process over multiple years. Take this opportunity to share the details that clients love the most.

Our training proposal template does a great job of clarifying the company’s unique approach to assessment, training, curriculum development, implementation, and evaluation.

22. List what is not included

To avoid any confusion or potential disputes down the road with your client, it’s important to list anything that isn’t included as part of this project plan, not just what is included. This will make your scope crystal clear to the client—while ensuring you have common ground to return to should any confusion arise

You’ll see a list of exclusions in this construction proposal . Plans, architectural fees, survey costs, and appliances are all not included in the pitch.

23. Use bullet points to summarize project phases

Looking for a simple idea to make any proposal more effective? Try using bullet points. Of course, you can employ bullet points in any proposal section to make the content more readable and succinct. But they’re especially effective for project scopes or project phases because they help prospects understand what’s included at a glance.

This accounting proposal includes well-thought-out bullet points for each section of the project scope.

24. Write out basic project details to eliminate any confusion

In your efforts to create a killer proposal, it’s easy to overlook the little details. But that could be a huge mistake.

By spelling out the basic details of the pitch, you can eliminate confusion and make sure that everyone is on the same page.

For example, this catering proposal has an Event Details page to share the location, date, serving time, and set-up time for the event.

25. Share implementation and support details

How will you support your client throughout the engagement? Will you be available via email? Do you have a service-level agreement stating you’ll get back to clients within 24 hours? Do you provide training for their internal team?

Make sure to include important information on the initial implementation and ongoing support.

This enterprise software proposal includes a section on application integration along with the scope so that prospective clients know the pitch includes support for integrating the new solution with their mission-critical tech stack.

26. Include an intake form to kickstart client onboarding

Proposals with intake forms are 119% more likely to close . Plus, they close 26% faster. An intake form can include any question you would normally ask after the client signs the deal.

By including these sorts of onboarding requests in your proposal, you show your confidence that the deal will close and you help walk clients to the finish line.

Inside Proposify, you can add client intake forms for anything you can think of. In the below example, the form asks for the client’s t-shirt size, whether or not they prefer tea or coffee, and their shipping address. This way, the account executive can send over a thank-you package once the deal is signed.

27. Turn your proposal into a binding contract

You can turn any proposal into a contract by adding legal clauses, such as a statement of work, master services agreement, and/or terms and conditions. Make sure to consult with your business lawyer or internal legal team to make sure you’ve got all the right clauses.

You’ll find an example contract in our website proposal template .

28. Add e-signatures (and sign before you send)

Proposals with esignatures are 426% more likely to close than proposals that just ask clients to accept the proposal without having to sign. If you sign the proposal yourself before you send it, you’ll increase your closing rate a further 36%.

29. Automate your follow-up emails

Most deals don’t close all on their own. You usually need to follow-up with your leads. By automating your follow-up process, you can save time and get better results. Proposals with pre-scheduled reminders have a 35% higher closing rate .

You should write and store follow-up templates in your proposal software so it’s easy to trigger the follow-ups when you send a new proposal. Inside Proposify, we offer a few reminder email templates, and you can always add your own.

30. Optimize your proposal content with viewing metrics

Proposals should be continuously updated and optimized. But how do you know what to change?

Check out the viewing metrics in your proposal software to find out the most popular sections. The sections that aren’t getting much engagement are likely the ones that need to be revised. Try a different content format or add more details, and see if you can improve your stats.

Get the best templates and tools with Proposify

With Proposify, you get proposal best practices built in. Our features let you easily add pricing tables, client intake forms, esignatures, videos, and so much more.

With 75 unique proposal templates , you’re sure to find the perfect template to kickstart your process.

Send proposals designed to close. Learn more about Proposify and start your free trial.

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here: linkedin.com/in/dayanamayfield/

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How to Write a Business Proposal That Closes Deals

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A business proposal is a document that outlines the terms of a deal, including the price, scope of work, and more. It's typically sent to prospects after you've discovered their needs and you want to start the closing process. It can serve as a contract by adding a signature field, or you can send a separate contract with or after discussing the proposal. To write an effective proposal, most salespeople start with a template and customize the required sections for the specific deal terms.

Standard Business Proposal Format & Free Template

Business proposals tend to be several pages long and include the key sections that will help your prospect understand your offer and how it will solve their pain points. You can also choose to send your proposal with a letter to introduce and summarize it. Quality business proposals follow a standard format that includes the following elements:

Lists your business name and/or logo and communicates to the recipient that the proposal is specifically for them.

Table of Contents

Gives the prospect a preview of the proposal and tells them where they'll find certain information.

Executive Summary

Lays out an overview of your proposal, including an explanation of your business and why you're sending the proposal.

Summary of Problem

Details the pain point you've discussed with your prospect and why they shouldn't leave it unresolved.

Proposed Solution

Explains how your business will solve their problem using your product or service, including the specific type or level you're offering.

Qualifications

Argues why your prospect should choose you over your competitors through credentials and social proof.

Projected Timeline

Tells the prospect when your project will reach certain milestones or deliverables.

Breaks down each of the costs involved in the proposal so your prospect can see what they'd pay for and why.

Terms & Conditions

Outlines the rules and legal details of the proposal; this can serve as a preview of the contract, or the proposal can double as a contract.

Asks your prospect to move forward with the deal by taking a certain action.

To help you write your own proposal, we created a free template for you following the above format, which we break down in our business proposal template  article. To receive the template, simply click the button below and customize the key sections for your business and prospect. We'll incorporate the template into the steps below.

How to Write a Business Proposal in 8 Steps

Regardless of your specific business type or client, there is an effective process to follow when writing your business proposal. It includes the following eight steps:

The first four steps help you identify the necessary data for your proposal. The next two represent the act of drafting your proposal based on the info you collected, and the last two help with sending and follow-up. Let’s now look at each step in depth so you know exactly how to create your own.

1. Collect the Information You Need

It’s best to personalize your business proposal to your prospect’s unique situation, needs, and pain points. When the proposal demonstrates to the prospect that you fully understand their needs, they’re more likely to approve it. But, to personalize it, you need to gather information about the prospect, like the problems they want solved, their budget, and their desired timeline.

You’ll accumulate much of this information throughout the sales process during lead generation, discovery, presenting, and any other impromptu conversations with the prospect. Typically, the bulk of it will come during a discovery call that takes place before you present your solution. On this discovery phone call, you’ll ask the prospect questions; you’ll then use their answers in your business proposal later on.

Some people use discovery call frameworks that act as checklists for the information they need to collect, and therefore the questions they need to ask. For example, the BANT framework prompts reps to ask about a prospect’s budget, authority to buy, needs, and timeline. Using a framework like BANT or CHAMP (challenges, authority, money, priority) adds structure to your discovery process. We talk about the different frameworks and who should use each in our discovery call article .

Now, here are the critical questions you need answered before creating a proposal:

• Who Are the Main Decision Makers? Who’ll actually be making the purchasing decision? Tailor the proposal to their specific titles, objectives, and responsibilities.
• What Is Your Prospect’s Main Problem? Find the main issue that the prospect needs you to solve. Learn about the costs of the problem, as well.
• Have They Failed to Solve This Problem Before? What did they try? Why didn’t it work? Craft a proposal that explains how your solution will work better than the last.
• What Are Your Prospect’s Goals? Are there specific metrics they want to hit or market opportunities they want to seize? Show them how your solution will help them do it.
• Does Your Prospect Have a Budget? Ask if they have a specific budget in mind. This will help you propose a solution to them that is financially feasible.
• By What Date Do They Need the Solution Implemented? Do they need this project done by a certain date? And when do they need to see the desired results?
• Are They Looking at Any of Your Competitors? If you know the other businesses they’re evaluating, place messaging in your proposal that brings up features and benefits that differentiate you from those competitors.

As you ask your prospect these questions, write or type their answers. After the call, it’s best to transfer that information into a CRM system under the prospect’s account, where you can access it as you craft your proposal.

2. Write Your Proposal Mission Statement

A proposal mission statement is a written paragraph to yourself that explains why you’re writing this business proposal in the first place. It’s covering the prospect’s problem, how you’re going to solve it, and what you’ll personally gain from it. The prospect will never see it, but it will act as your North Star. Whenever you’re stuck on what to write in your proposal, or simply demotivated, read your mission statement for direction and inspiration.

Here’s an example of a proposal mission statement:

The mission of this proposal is to show {Client Name} how they can solve the problem of generating too many unqualified leads that waste their sales team’s time. We will solve it using our lead scoring software, which will automatically assign points to leads, track their scores, and ensure that only leads above a certain score are passed to sales. This will increase {Client Name} ’s close rate, job satisfaction amongst their salespeople, and revenue.

We’re perfectly equipped to do this because unlike our competitors, we use AI predictive analytics. If I close this deal, I’ll earn $X.

Writing a full business proposal can sometimes be a bit of a slog. Writer’s block comes in, and you might forget the “why” behind this endeavor. So you need those jolting reminders that you in fact are the perfect business to help this particular prospect, and that you’re close to getting a nice commission after closing the deal.

3. Outline the Project’s Scope

Your project’s scope refers to the work and deliverables required to satisfy your prospect’s needs and includes things like tasks, costs, timelines, and more. While your mission statement can be thought of as the why of the project, the project’s scope can be thought of as the who, what, when, where, and how of the project. Write this all out. Knowing the scope of the project will help you determine the price of your project as well as the time commitment on your end.

The outline of your project’s scope answers the following questions:

• Who: Who will be involved in the project? Who’ll do the work or implement the solution? Who’ll oversee the project? Who’ll answer the customer’s questions if there’s an issue?
• What: What materials and resources are needed to complete the project? What resources does the customer already have? What are the deliverables the customer will receive, and what will it cost them? What are the customer’s expectations?
• When: When will the project start? When will it end? When will you reach your milestones? When will you get paid?
• Where: Where will you be working? Where will the materials come from? Where will the work be delivered?
• How: How long will each project milestone take, and how about the whole project? How will you communicate with the client? How will the work be split up among team members? How will you ensure client satisfaction?

These answers will make up a lot of the content in your business proposal. So refer to this bulleted outline as you write. In the actual proposal, though, it won’t directly match this list. Some of the answers you’ve found like “where you’ll be working” or “what materials are needed” will help you determine a price. Others will be present in the proposal, typically falling under sections like timeline, deliverables, or terms and conditions.

For example, a business might use a projected timeline table to express when the main deliverables (e.g., SEO audit, physical product) will be received or the main milestones (e.g., first class, full access to SaaS solution) will be hit, as done in this table below from our free template. This helps the prospect visualize and understand the timeframe of the project, and allows them to assess whether it works for them.

Template projected timeline

Meanwhile, a terms and conditions section that deals with the legal aspects of the project is often used to outline exactly what you’ll provide the prospect, how you’ll be paid, and by when. This agreement, which should also be in the contract, ensures you don’t fall into scope creep — when your prospect asks you to do something out of the scope of agreed work. If during your relationship they ever ask for a task that feels out of scope, refer them to this document.

Template terms & conditions

4. Calculate the Cost of Your Project

Now that you know the full scope of work (including any materials or labor), begin calculating the price you’ll charge the prospect. Businesses usually have their own methods of doing this. How you charge depends largely on the type of solution you offer. A freelance writer will have different pricing methods than a B2B seller. But, generally, you can break up the costs of your project into categories.

Here are some different costs to consider when pricing your project:

• Labor: The number of hours of human labor it will take to complete the project or, as in SaaS solutions, manage it until the contract expires, and how much each hour costs.
• Materials: The cost of the resources needed to offer the products or carry out the service. Take into account costs like paintbrushes even if you already own them.
• Transportation: Consider costs like gas or public transportation if your project requires it.
• Vendors: The cost of external services that you hire to help you complete your project.
• Facilities: The cost of renting or using facilities to create your product or deliver your service. Take into account utilities that come with working from these locations.
• Technology: Costs of hardware (e.g., computers) and software (e.g., web hosting).
• Contingency Costs: Estimated costs to cover any potential project risks. Learn how to calculate your contingency costs in Project Control Academy’s article.

Typically, the category that’ll be the majority of your total cost is the labor hours (first bullet above) needed to complete the work. So, it’s important to get this estimate right. The last thing you want to do is underestimate how long a job will take and then end up losing money. To avoid this, multiply your first estimate by 1.5 to account for any mishaps or roadblocks that pop up during the project.

Lastly, if applicable, determine your fee and add it to the final price or bake it into the line item costs. The finished pricing should go into a pricing table in your business proposal like the one below from our template:

Template pricing

5. Write Your Proposal’s First Draft

Now that you have all the required information, it’s time to write your first draft in either document or slideshow form. Typically, different businesses’ proposals will follow their own unique structures. However, all of them should clearly outline the main problem you’ll solve, how you’ll do it, and the pricing, timeline, and terms of the project.

Follow along in our free template as we go over the key sections of a business proposal, some of which you should be familiar with from the screenshots above. Here are some of the most important sections to include in your business proposal:

• Cover Page: This is the first page of the proposal. It need not be flashy, but it should contain the critical details, including your company name and the name of the recipient.
• Executive Summary: The executive summary serves as a summary of the proposal as well as a sales page that gets them excited to keep reading. Write about the main problem you’ll solve for the prospect, how you’ll do it, and the benefits they’ll receive.
• Statement of Problem: Name the main problem your prospect wants to overcome. Also, write the associated costs of letting it go unsolved, like missed opportunities, low team morale, wasted time, and/or financial costs.
• Proposed Solution: Discuss your approach and how you plan to solve the problem. Highlight your most relevant features or services and the benefits they offer.
• Qualifications: Write about any relevant experiences, credentials, or rewards that demonstrate you’re the right business for the job.
• Pricing and Timeline: Use a pricing table to show the subtotals and the total cost. Include discounts, fees, and taxes in the total price. Also, try naming it an “investment” page so the prospect thinks of your solution as a value-add rather than a cost.
• Terms and Conditions: Articulate what deliverables you’ll give to the customer, as well as how much and when they’ll pay for it. Also, outline any rules you want them to follow.
• Next Steps: Make your call-to-action. This is usually for them to accept the proposal or sign the attached contract and begin payment and onboarding.

As for length, Proposify did an audit of over 260k sales proposals to find the answer. The average page count across all proposals was 13, while the average of all winning proposals was 11. This reveals that shorter sales proposals on average do better. This trend was true for the number of sections, as well (an average of eight, or seven for winners). Keep in mind that some sections take up more than one page.

How long your proposal is depends on the information your prospect needs to make their buying decision. More complex products and services generally require more words and sections to get key points across. But, as a rule, try to convey your information as concisely as possible. A shorter read means less room for the prospect to become overwhelmed or confused. In some cases, even a one-page proposal is best.

Additional Reading:

Check out our full article breaking down our  business proposal template  in even greater detail. We dive further into what the proposal sections in the list above — as well as others, like credentials and table of contents — should look like.

6. Review & Edit Your Proposal

To make your business proposal as succinct, clear, and pleasurable to read as possible, you must go over it and check for any errors, problems with flow, or disorder. Make use of plugins like Grammarly that can automatically spell- and grammar-check your work. Also, check out Paul Graham’s advice on writing simply .

Here are some other things to do when editing your writing in your proposal:

• Keep Your Sentences on the Shorter Side: Split up run-on sentences. Short sentences will keep up the reader’s momentum. Reduce word count by finding strong words to replace lengthy phrases. Use “to” for “in order to” or “if” for “in the event of.”
• Make Sure Your Proposal Is Professional: Make sure the professionalism of your proposal reflects that of the prospect. To punch up the professional language, substitute multiple weaker words for a more sophisticated one (e.g., “very boring” for “mundane”).
• Check for Flow Between Sentences: Ensure it reads well. Check to see if you find yourself mentally stumbling through the words or getting stuck. To improve flow, use transition words like “however” or “therefore” between sentences or paragraphs.
• Replace Industry Jargon: Your buyer might not be an expert in the technicalities of what you do. Keep your language simple.

A well-written proposal will also act as an expression of the future work you’ll provide for the prospect. If they see that you took the time to write a clear and professional proposal, they’ll expect that the product or service they’re considering buying will be of a similar quality.

Clarity is essential in a proposal. A smart buyer won’t spend money on something that confuses them. So, I would send my business proposal to a colleague and ask them to highlight or point out any sentences that confuse them even in the slightest.

7. Send Your Business Proposal With a Letter

Usually, you’ll send your finished business proposal as an email attachment to your main point of contact and decision maker. The body of the email on which it’s attached is known as a proposal letter. This letter summarizes the proposal and tells the prospect why they should open and accept it, like in the example below.

Here are the steps involved in writing a business proposal letter:

• Fill Out Your Business Headings: At the top of the letter, list your business name and contact information, as well as your prospect's so they understand that the letter is for them.
• Craft a Compelling Introduction: Start the letter with an intro that includes the prospect's name, the date you last connected, the value proposition you discussed, the number of years you've been in the industry, their business type, and a key benefit of working with you.
• Clearly State the Purpose of Your Proposal: List their main pain point, basic details about your product or service, three key benefits they'll experience, and any other key information they should know.
• Make Your Call-to-Action: Tell your prospect what they should do after reviewing your proposal, such as planning a follow-up call to discuss the terms.
• End With a Friendly Outro and Signature: Thank your prospect for their time, and restate your confidence in your product or service's ability to help them reach their business goals. Finally, sign the letter.

Example business proposal letter

Sometimes, your prospect will have a formal proposal submission process that they outline in their request for proposal (RFP). If this is the case, follow the instructions exactly as stated. Some buyers will ask you to follow specific guidelines as a test of your attention to detail and diligence. If you’re unsure of who should be the recipient, ask your main point of contact.

To learn more about sending a letter with your proposal, check out our article on  writing a business proposal letter . There, we explain the five steps to crafting an effective letter, plus we provide a free template and examples.

8. Follow Up With Your Prospect

After the prospect receives your proposal, they might tell you how long they’ll take to discuss it internally. If this is the case, give them that time plus two more business days before you follow up on the proposal via email.

If they didn’t tell you when they’d have an answer, follow up after the third business day. This is so the proposal is still fresh on their minds. Reach out in a friendly and noninvasive manner. By no means rush them. Simply send them a short email asking if they had a chance to read the proposal and if they had any questions that you could answer for them. This will serve as a little reminder as well as a chance for them to pose questions they need to ask you before buying.

Here’s an example of a good follow-up email:

Depending on the proposed solution and your relationship with the prospect, your proposal can sometimes double as a contract or you can send a separate contract along with the proposal. In this case, your follow-up will involve encouraging them to sign. Consider using electronic signature software to make this easier for them and/or contract management software to see whether they've reviewed the contract so you can understand how and when to ping them again.

When you’re ready to start the closing process with a prospect, following these seven steps will ensure the business proposal you send is both efficient and effective. And now that you know what makes a business proposal great, we’ve also included examples below for you to get more inspiration when creating your own proposal.

Top 4 Business Proposal Examples

Sometimes it helps to look at business proposal examples from which you can take ideas and tactics. You can also see how they use images and icons to get their points across, as well as the language they use. Below are four of the top business proposal examples for selling products or services.

B2C Consulting Business Proposal Example

This B2C consulting proposal has a scannable layout and a tasteful cotton candy color scheme that looks both professional and pleasing.

It juxtaposes the problem statement right next to the solution statement, making it easy for the prospect to read about the solution while the problem is fresh in their mind. Since it’s a consulting example, it added a SWOT analysis box that lists the prospect’s weaknesses, opportunities, etc., thereby demonstrating expertise.

Real Estate Development Business Proposal Example

This development business proposal  does a nice job of illustrating the scope of work using numbers, graphics, and written text — these will help your bid stand out.

It uses a pricing box that makes it easy to see the exact cost. Whenever you can make something clearer or easier to understand for the prospect, take the opportunity. The proposal also lays out its three objectives for the project at the beginning, which will get the reader excited to read on to learn how it’ll be accomplished.

Financial Services Business Proposal Example

Proposify’s financial services business proposal  includes an image at the top of almost every single page, making it visually appealing to the reader.

It also has a short and sweet project summary section (shown above), also known as the proposed solution section, where it uses bullet points to list out the goals they’ll achieve for their client. The proposal also dedicates a page to introducing the team members involved in the project.

Product Business Proposal Example

This product sales proposal example from Template.net offers a clear way to lay out the details of a product agreement.

The cover page lists both company names plus a clear title, and then the executive summary sums up the proposal, including the solution, duration, and cost. Next comes the scope of work and pricing details. Just before the deal terms, the proposal lists the team and their photos, then a few testimonials. While the proposal is brief, it states the key information in a clear, personalized way.

These are examples that also serve as templates, so when you download the one that fits best with your business, you can either replace the provided verbiage with your own details or simply reference the example as you create your proposal from scratch or using our template.

Top 4 Business Proposal Tips

For inspiration, check out these four tips and ideas related to using a template, videos, images, and software as you craft your proposals. They’ll level up your business proposal regardless of your business type or industry.

Use a Business Proposal Template

A template is a proposal that’s pre-designed and customizable, like the free one we provided in this article. There are a lot of them online that you can customize to your liking, changing their background, text, color scheme, and messaging to fit your brand. Find one, then edit it until it’s about 90% completed. Then, all you have to do is personalize that last 10% for each new prospect.

For example, you might just have to swap out the dollar amounts for each square in your pricing table whenever you have a new prospect. Or you might just switch out the keywords in the problem statement to fit the problem of this particular prospect. Having a template makes the whole proposal creation process more efficient.

Include a Video in Your Proposal

Consider including a video in your business proposal as a way to engage the prospect and enhance their experience. The video should be in the body of your proposal. Perhaps you can use it to show a video case study or to introduce your team, like in the proposal above. Not only is a video a nice break from reading, it’s also a great way for you to get your information across without adding too many words to the page.

Most  proposal management software  enable you to embed a video that exists on another webpage, like your website page or YouTube, into your electronic proposal. The same goes for PowerPoint or Google Slides. If you’re using a Word Document, follow these steps for  embedding a video . Or you can link to a YouTube video in the text that’ll open in another tab for the reader.

Include Images in Your Proposal

According to Proposify's study , including images in your proposals can increase your deal close rates by 26%. You can use them to stand out from the crowd, to introduce your team members, or to split up the text and make the design look more visually appealing and professional. Try using graphs or charts to illustrate any trends or stats you’re sharing.

Leverage Proposal Management Software

Proposal management software are web-based tools that help you write, send, and manage business proposals. With these tools, you can use their templates and track proposal analytics (e.g., the close rate of one proposal vs. another). You can then test different proposal lengths, section usage, and writing techniques against each other and approach optimization over time.

Plus, these software platforms also typically offer electronic signatures on the proposals, which, according to Proposify’s study , can help deals close 60% faster and at a 4.6X higher rate. They also make it easier to create and track business proposals as you send them out to all your future customers.

These tips will save you time and energy, help you keep your proposals enticing and brief, and support you to track your success and make adjustments as needed. Keep these best practices in mind as you create your own business proposal, and you'll increase your success rates.

For a list of the  best business proposal ideas  to improve your own proposal, check out our roundup of top tips and ideas from expert sellers. There, you’ll learn key strategies and approaches for business proposal optimization.

Bottom Line: How to Write a Business Proposal

Business proposals are often your final chance of the lead nurturing phase to explain how your solution adds value to your prospect. They also show the prospect what the business relationship will look like if they decide to sign the contract. Therefore, it’s crucial that you make this document as clear, convincing, and engaging as possible. So follow the eight steps above to get your proposal accepted and prepare to close the sale .

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

Business Proposal Letter with Sample & Template Guide

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.

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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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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Closing a Proposal

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Writing a business proposal conclusion involves summarizing all of your main points, overcoming objections and finishing with a flourish. Just as in closing a sales presentation, closing a proposal should include asking for a specific response or action. Be prepared for a “yes” by having necessary documents and paperwork available so you can secure the deal right away.

Address Potential Objections

Successfully constructing a project proposal conclusion involves addressing and dismissing any potential objections to the issue at hand. For example, if you’re writing a proposal for your manager about utilizing telecommuting staffers in your office, anticipated objections could relate to employee oversight, productivity and teamwork efforts.

While you likely addressed these concerns earlier in your proposal, the closing is the place to briefly reiterate solutions to potential main areas of concern. A proposal conclusion example that successfully addresses potential objections could say, “To reiterate, telecommuting employees will be required to meet daily production quotas, check in twice daily by email and teleconference with management at the start of each day.”

If you're writing a high-stakes proposal, consider brainstorming potential objections with co-workers to ensure you cover all your bases. You'll not only impress your manager or client with your foresight, but also save time by producing a proposal that mitigates the need for extensive back-and-forth discussion.

Summarize Key Points of the Proposal

Summarize the key points of your proposal (which in itself is a summary of prior conversations, according to Industrial Marketer ) in the conclusion. Focus on why action is needed and emphasize the benefits the action will have for the company. Consider keeping things organized in a written proposal by presenting the key ideas as bullet points.

For example, “Telecommuting will reduce overhead, improve productivity and allow us to expand our staffing and our access to expert freelancers.” If you have vital facts and figures related to costs, earnings or productivity projections, summarize them here as well.

Describe the Next Steps

Describing the next steps to take if a proposal is accepted is a way to take your presentation from a thought or idea into a real concept that decision-makers can visualize.

For example, “With our teleconferencing system already in place and a dozen full-time employees interested in taking their jobs from full-time to telecommuting positions, the next step is to develop a timetable for implementation. This includes finalizing daily quota expectations and setting a schedule for daily teleconferences.”

Make the Ask in the Business Proposal Conclusion

Making the ask in a proposal is much like closing the deal and getting a signed contract in the sales arena. It's a call to action that should, according to Inc.com , give a clear sense of what you provide and what the recipient is expected to do next. If delivering a verbal proposal, you may open the floor to questions prior to this stage to help secure your position.

If developing a written proposal, ask for a definitive timetable for a decision or an in-person meeting or phone call to clarify the final steps of the proposal. For example, “If everyone agrees that this approach will be beneficial to our organization, I would like to propose launching our telecommuting staff on the first of next month with a one-year trial commitment, to be reviewed after the first six months of operation.”

• IndustrialMarketer.com: Proposal Writing Tips That Close Deals
• Inc.com: 5 Closing Statements to Make In a Sales Email

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How to End Business Letters With Appropriate Closings

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Learn about our Editorial Policy .

To close a business letter, it is important to summarize the key points you have made in the letter. This is also the place to request any action you expect to see happen as a result of the letter. Make it clear and include your phone number or the best way to make contact with you. This will eliminate confusion as to what is expected or how to reach you.

Examples of Closing Sentences for Business Letters

After you've written the main content of your letter and before your valedictions and signature, you may want to add a business letter closing line. This short sentence or phrase typically includes thanks or sentiments of appreciation to the recipient and a quick reference to any future actions requested.

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Informal Business Letter Closing Sentences

When you already have an established relationship with your letter recipient or are addressing an informal topic, you can use an informal letter closing phrase before your signature.

• Thanks for your attention.
• Thank you for your time.
• Thanks in advance for considering my proposal.
• I look forward to meeting you soon (or insert specific date).
• I look forward to learning more about (specific topic/project).
• I'd love for you to add this to your company calendar.
• My apologies for the delay.

Formal Business Letter Closing Sentences

Formal letter ending phrases are ideal for letters to someone you've never corresponded with before or confidential matters.

• Please feel free to follow-up with any questions or concerns.
• I hope to hear from you/work with you soon.
• Your time is greatly appreciated.
• Please use the enclosed/attached document (specify document name) to (state action to be taken).
• I'm available at (insert best contact method) should you need to discuss further.
• Thank you for your prompt attention.

Proper Complimentary Closings for Business Letters

While the last paragraph of a business letter conveys a summary of the letter's purpose, the complimentary closing ties it up with a hint of formality mixed with a personal touch. This is exactly why some people feel stuck when it comes to finding the right words to close a business letter. The complimentary closing follows the closing and is usually one or two words used to sign off at the bottom of your letter.

Informal Complimentary Closing Examples

When it comes to choosing the right complimentary closing, it depends on whether the letter you write is considered informal, formal or very formal. It will also depend on the subject matter. If the letter deals with a disciplinary issue, you would not want to sign it with an informal closing like "Best wishes."

• Best wishes
• Kindest regards
• Best regards

Formal Complimentary Closing Examples

Examples of proper complimentary business letter closings include both traditional and modern phrases.

• Sincerely yours
• With appreciation
• With thanks

Very Formal Complimentary Closing Examples

When you are dealing with serious matters or making an important first impression in a formal letter , a very formal closing is appropriate.

• Respectfully yours
• Respectfully
• Yours Sincerely

Business Letter Closings to Avoid

While there are many commonly accepted complimentary closings, it is also worth noting those that should not be used. The reason these closings are not used is that they are open to a number of interpretations. Some words, such as "truly," are considered cliché and should be avoided in closing phrases.

Closings to avoid in business letters include:

• Yours truly

Format for Closing a Business Letter

Where you place the complimentary closing on the page will be determined by the letter style format used to construct the letter. If the letter is written in a block format with all lines starting at the left margin, the complimentary closing will also line up flush with the left margin. In the case of a semi-block business letter, the closing is typed to the right of center and will line up with the date at the top of the letter.

Spacing for a Standard Business Letter Closing

Spacing for the closing is as follows:

Complementary Closing, Skip 4 lines (insert hand-written signature here) Your printed/typed name

Spacing Adjustments for Business Letter Closings in Emails

At one time, it was considered improper to send a business letter by email, but that is no longer the case. For companies driven by electronic communications, an email business letter is a natural extension of day-to-day practice. If you decide to send your business letter via email, ending a professional email is slightly different than ending a business letter.

Complimentary Closing, Your typed name

How to Format Contact Information in Your Closing

No matter which venue you choose to send your business correspondence, be sure to include your contact information. If you send a printed letter, this information often appears on business letterhead, but if not it is important to include a phone number, address and email address if you have one. Contact information in an email often appears in the email signature, which is automatically added to any sent emails.

Maintain an Appropriate Tone

No matter the reason for writing your business letter, it is important to always close the letter respectfully. Even if the letter deals with a situation in which you were wronged, it should maintain a professional and respectful tone. The closing is not the place to make angry comments. In fact, it is important to keep the tone of the entire letter professional and positive. If you feel like you need more guidance to write an effective letter use sample business letters as templates to get you started.

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June 26, 2024

.ITEP Staff

Many families are heading out on summer vacations, but legislators across the country are heading back to statehouses for special sessions, most of which are focused on tax cuts. Arkansas and Kansas both gaveled in to enact hundreds of millions of dollars in income and property tax cuts. Connecticut lawmakers convened to address an issue with the state’s vehicle tax. And Gov. Jim Pillen of Nebraska announced a special session on property taxes after the legislature failed to pass his plan to slash property taxes and increase sales taxes to make up for lost revenue.

In other states, proposed constitutional amendments and movements on ballot initiatives are making headlines. In a major decision, California’s Supreme Court ruled unconstitutional an anti-tax measure that would have retroactively increased voter thresholds to raise state and local taxes, barring it from moving to the ballot this November. In North Carolina, legislators are discussing a constitutional change to lower the state’s already stringent cap on personal and corporate income tax rates, inhibiting the state’s ability to raise progressive revenue going forward and tying the hands of future lawmakers.

Major State Tax Proposals and Developments

• Gov. Sarah Huckabee Sanders has signed legislation that will cut income tax rates in ARKANSAS for the fourth time in less than two years. The most recent cut will lower the state’s top personal income tax rate to 3.9 percent, reduce its corporate income tax rate to 4.3 percent, and increase the state homestead property tax credit. The legislation is expected to cost $483 million the first year with nearly 75 percent of the cut going to households in the top 20 percent of income earners. – NEVA BUTKUS
• The CALIFORNIA Supreme Court ruled that the anti-tax Taxpayer Protection Act cannot appear on the November ballot. The measure would have severely limited the state’s ability to raise revenue by retroactively requiring two-thirds voter approval on all local tax increases and requiring state tax increases to also go to the ballot for majority support. The court unanimously ruled that the measure “would substantially alter our basic plan of government” and therefore would require two-thirds approval by the legislature and a revision to the constitution. – ELI BYERLY-DUKE
• KANSAS Gov. Laura Kelly and the state legislature came to a tax cut compromise during their special session. The result: $2 billion in lost revenue via tax cuts over the next five years. The legislation will reduce the state’s personal income tax brackets from three to two, increase the state standard deduction and personal exemption, create a new dependent exemption, exempt all Social Security income from tax, increase the nonrefundable child and dependent care credit, and increase the homestead exemption to $75,000 (up from $42,000).  – NEVA BUTKUS

State Roundup

• CONNECTICUT lawmakers will meet for a special session this week to consider a measure that will affect the state’s vehicle tax. The goal is to avoid an unintended tax increase on commercial vehicles registered in municipalities where the mill rate is higher than the statewide cap.
• LOUISIANA Department of Revenue Secretary Richard Nelson is making the case that the state should expand its sales tax base and eliminate sales tax exemptions to “buy down” the state’s personal and corporate income tax rates.
• NEBRASKA Gov. Jim Pillen announced that he will call the legislature into a special session between July 25 and August 15 to work on property tax reductions. He has not yet released his proposal for doing so but recently said he would like the state to take over K-12 education funding entirely .
• A vote on NEW JERSEY ‘s state budget could come as early as this week after lawmakers agreed on a deal that includes a 2.5 percent surtax on corporations earning over $10 million in profit. Notably, this means legislators will not pursue a proposal that would have increased the sales tax rate from 6.625 percent to 7 percent.
• NORTH CAROLINA lawmakers are pursuing a more stringent constitutional amendment that would lower the cap that corporate and personal income taxes can be set from 7 percent to 5 percent. If passed by the legislature, the constitutional amendment would require a simple majority vote by North Carolina voters to be enacted. According to an ITEP analysis, this would result in nearly $9 billion in potential lost revenue with $7 billion of that alone from lost personal income tax revenue. If passed, well over two-thirds of the total would flow to the top 20 percent of households in the state with average annual incomes of more than $300,000.
• An OREGON initiative petition to create a universal basic income funded by an increase in corporate minimum taxes seems likely to be included on the November ballot. The measure would establish a 3 percent tax on corporations’ sales in Oregon above $25 million and distribute that money equally among Oregonians of all ages, which would be about $750 per person, according to the proponents of the measure.
• With gas tax collections falling and transportation funding suffering, WASHINGTON state legislators are looking into imposing a retail delivery fee that consumers would pay on products delivered to them.

What We’re Reading

• Pediatrician Dr. Céline Sparrow discusses for Brazelton Touchpoints Center at Boston Children’s Hospital the connections she sees between state and federal Child Tax Credits and outcomes for her patients and their families, particularly those living at or near the poverty line.
• Steve Wamhoff, ITEP’s federal policy director, offers helpful commentary on the U.S. Supreme Court’s recent decision upholding the constitutionality of a tax on offshore corporate profits, which will also have major implications on the potential for future attempts at enacting a tax on wealth or unrealized gains. Moreover, Professor Brian Galle explains how states could play a big role in implementing wealth taxes.
• ITEP’s Brakeyshia Samms wrote last week about how tax policy has long been embedded in the Black American story , and earlier this week about the potential for property tax “circuit breaker” policies to improve equity in state tax codes.

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