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."

Status.net

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

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

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

Part 1 Understanding Proposal Letters

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

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

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

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

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

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

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

Proposing Your Idea

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

For example:

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

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

Ending with a Perfect Conclusion

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

Part 3 Key Elements of a Proposal Letter

Clear objective.

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

Specific Details

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

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

Compelling Reasoning

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

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

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

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

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

Choosing the Right Format

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

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

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

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

Drafting the Body

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

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

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

Proofreading Carefully

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

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

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

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

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

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

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

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

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

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

Part 8 Successful Business Proposal Email Example

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

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

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

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

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

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

Part 9 Example of a Proposal Letter for a Marketing Project

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

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

By implementing this project, we expect the following results:

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

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

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

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

Best regards, [Name]

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

Part 10 Effective Job Proposal Email Example

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

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

Hello [Recipient’s Name],

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

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

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

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

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

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

Frequently Asked Questions

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

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

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

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

To make your proposal letter persuasive, consider these tips:

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

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

A research proposal letter should generally include the following structure:

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

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

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

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

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

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

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

How to Write a Business Proposal [Examples + Template]

Meredith Hart

Published: December 05, 2023

Free Business Proposal Template

how to finish a business proposal letter

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

Thank you for downloading the offer.

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

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

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

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

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

What is a business proposal?

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

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

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

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

Follow Along With HubSpot's Business Proposal Template

business-proposal

Download the Template for Free

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

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

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

how to finish a business proposal letter

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

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

You're all set!

Click this link to access this resource at any time.

Fill out the form to get your template.

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

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

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

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

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

1. Begin with a title page.

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

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

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

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

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

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

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

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

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

How to Write a Business Proposal: Sample Executive Summary

3. State the problem or need.

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

How to Write a Business Proposal: Example Event Overview

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

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

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

6. Include pricing options.

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

How to write a business proposal: Include Pricing Options

The pricing section of your proposal could include:

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

7. Summarize with a conclusion.

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

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

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

1. HubSpot's Free Business Plan Templates

HubSpot Business Proposal Template

Download these Templates

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

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

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

What We Like

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

2. Web Design Proposal

Business Proposal Templates: Web Design

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

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

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

8. Content Marketing Proposal

Business Proposal Templates: Content Marketing

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

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

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

Business Proposal Example: Social Media

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

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

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

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

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

1. Start with an outline.

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

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

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

2. Keep it simple.

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

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

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

3. Stay on brand.

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

4. Quality control.

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

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

Check to make sure your proposal:

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

5. Include data and visuals.

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

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

6. Add social proof.

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

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

7. Use a call-to-action.

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

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

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

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

8. Create a sense of urgency.

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

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

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

9. Make the decision for them.

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

10. Incorporate video into your proposal.

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

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

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

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

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

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

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

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

12. Clarify your terms and conditions.

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

How to write a business proposal: Example Terms and Conditions

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

By Aditya Sheth , Jan 25, 2024

How to Write Winning Business Proposals

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

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

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

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

What is a business proposal.

  • How to write a business proposal step by step

What should you include in a business proposal?

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

  • FAQs about business proposals

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

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

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

general business proposal template

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

simple business proposal project proposal template

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

social media marketing business proposal template

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

How to write a business proposal step by step

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

Table of contents

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

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

Business proposal title

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

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

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

Gray Business Consulting Proposal Template Cover Page_Venngage

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

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

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

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

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

Creative Social Media Business Proposal Template Table of Contents

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

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

Proposal-ToC-Example

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

The goals of your executive summary are:

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

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

Gray Business Consulting Proposal Template About Us

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

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

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

 A well-defined problem statement does two things: 

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

Texture Business Proposal Template

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

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

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

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

Sales Plan Proposal Table Template_Venngage

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

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

business proposal qualifications section

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

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

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

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

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

Abstract Business Consulting Proposal Template Timeline_Venngage

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

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

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

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

Bold Business Proposal Template Pricing Page_Venngage

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

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

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

Modern Business Proposal

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

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

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

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

Orange-Simple-Project-Proposal-Template

A business proposal usually aims to answer the following questions: 

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

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

business project proposal template

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

Generally, there are three types of business proposals:

1. Formally solicited 

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

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

2. Informally solicited 

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

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

3. Unsolicited 

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

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

corporate business proposal example

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

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

1. Know your audience 

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

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

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

2. Put your brand front and center

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

content marketing plan business proposal example

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

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

You can also consider this sample business proposal template:

Example of a Business Proposal

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

3. Try less text, more visuals

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

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

Social Media Plan Proposal Template

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

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

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

Simple Business Proposal Example

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

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

SEO Marketing Proposal

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

FAQ about business proposals

What is the purpose of a business proposal.

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

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

What are the best practices for business proposal design?

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

How long should your business proposal be? 

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

one page business proposal template

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

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

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

Project Business Proposal

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

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

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

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

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

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

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

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

Business Proposal Letter with Sample & Template Guide

Business Proposal Letter

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

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

Table of Contents

What is a Business Proposal Letter?

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

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Types of Business Proposal Letter

There are 2 major types of business proposal:

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

How to Write‌ a Business Proposal Letter?

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

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

1. Create a Heading

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

2. Write a Captivating Introduction

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

3. State the Reason for the Letter

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

4. Include CTAs (Calls to Action)

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

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

5. Conclude the Letter

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

Harry Styles.

Business Proposal Sample Letter

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

Example 1: Business Proposal Sample for PR Solutions

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

Example 2: Business Proposal Sample for Sponsorship Proposal

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

Example 3: Business Proposal Sample Invitation 

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

Example 4: Business Proposal Sample for Partnership 

Here is a business proposal sample requesting a partnership: 

 Tips for Writing an Effective Business Proposal Letter

Here are effective tips for writing a business proposal letter:

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

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

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how to finish a business proposal letter

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

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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:

How to write a business proposal

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.

Business proposal template Projected timeline

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.

Business proposal template Terms and conditions

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:

Business proposal template Pricing

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.

How to write a business proposal Example business proposal 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:

How to write a business proposal Follow-up email example

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

B2C consulting 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

RE 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

Financial services 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

Product sales proposal example how to write a business proposal

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

Business Proposal Template Preview

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

Example video in 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

How to write a business proposal 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

PandaDoc Proposal 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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How to Write an Effective Business Proposal/Letter

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Characteristics of the Parts of a Business Letter

How to stop outlook from capitalizing every line, business letter etiquette for closing options.

  • Proper Closings for Business Letters
  • What Is the Appropriate Way to End a Business Letter?

Good communication in business can make a huge difference in how you're perceived. Whether you're writing a formal proposal in letter form or just a business letter, using proper formatting and explaining your ideas clearly and succinctly will ensure that your audience understands your ideas and increase their likelihood of viewing them favorably.

Format the Letter

Format the letter correctly. Write on letterhead with your name, address and other contact information centered at the top. If you do not have letterhead, type your name and address in the upper right corner of the letter. The recipient's name and address should be two lines down from your address and in the left corner. Place the date either centered beneath the recipient's address or on the right side on the line below the recipient's address.

Then put a "Re:" line on the left side below the date. This line should contain clear, succinct information about the topic of the letter. For example, if you are discussing a proposal, write something like: "Re: Proposal to expand partnership."

Address the Recipient

Begin your letter with a formal greeting using the proper title of the recipient. Proper titles include Mr., Ms. and Dr. Do not address a woman as Mrs. or Miss unless she has explicitly told you to do so. The greeting should be followed by a colon so that your greeting looks like this: "Dear Dr. Smith:"

Provide Background Details

Provide any background information in the first paragraph. For example, if you're following up on a meeting, briefly discuss the topic of the meeting. If you're submitting a proposal, give a brief summation of the proposal in the first paragraph. This can help your audience understand complex proposals.

State Your Purpose

State clearly and succinctly the goal of your letter and your requested next action. When writing a proposal, provide clear details that do not add extraneous information. A proposal for a business arrangement, for example, should give the basic terms of the proposal. You should also incorporate any relevant statistics or facts into your proposal. Proposals are stronger and more compelling when they are grounded in research or real-world experience.

Request a Followup from the Recipient 

If you're asking for specific action from the recipient – such as a refund or an extension of a deadline – state this in the final paragraph. If the proposal confers any potential benefits to the recipient, be sure to state this. A person requesting a refund from a business might emphasize that this refund would encourage her to patronize the business in the future.

Close the Letter 

Close the letter by thanking the person for his consideration and encouraging him to contact you if he has any questions. The letter should close with a valediction such as "Sincerely" or "Yours truly" followed by a comma. Type your name a few lines below the valediction and sign your name above your typed name.

Attach Documentation

Include any supporting documentation in your letter. Denote these enclosures by typing "enclosures:" on the left side beneath your signature. List the enclosures included after this word. Proofread your letter for any typos, spelling errors or grammatical mistakes.

  • Plain Language.gov: Writing Effective Letters
  • Xerox: Writing an Effective Business Letter
  • Proofread your letter for any typos, spelling errors or grammatical mistakes.
  • Incorporate any relevant statistics or facts into your proposal. Proposals are stronger and more compelling when they are grounded in research or real-world experience.

Van Thompson is an attorney and writer. A former martial arts instructor, he holds bachelor's degrees in music and computer science from Westchester University, and a juris doctor from Georgia State University. He is the recipient of numerous writing awards, including a 2009 CALI Legal Writing Award.

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Business Proposal Letter Example (7 Effective Samples)

Want to write a proposal letter? Going through our business proposal letter example samples will help you in crafting a perfect business proposal letter.

A business proposal letter is a sales document is sent  in offering a products and services to a prospective client, and how they can benefit from using the services or products or partner with the company.

A business proposal letter is written:

  • To propose a partnership
  • To provide marketing services
  • To ask for sponsorship
  • To propose internal collaboration
  • To provide a solution in the form of a service or product

Business Proposal Example Samples

Business proposal letter example #1.

Dear Mr. Michael,

I am Timothy Johnson of Johnson Public Relations, and after having been involved in the area for a few decades, I understand the frustrations that you may face regularly. If you are like other marketing directors, you are very likely to face the continuing challenge of trying to determine how to find the best service to fill your needs for public relations. I have some information that you should find appealing.

As a premier PR firm, Johnson Inc. has been providing public relations services to companies like yours for more than 25 years. We thoroughly understand the needs of marketing firms in our locale and know how to provide the best services for your needs.

We are justifiably proud of our record of providing highly rated customer services, with an equally responsive 24-hour turnaround time on almost every request. With a dedicated team, we provide services to help you handle or manage situations of crisis, promote positive messages about your company, handle requests from the media and positively manage your reputation.

We have three customizable options that we would love to provide for you:

  • A Full Representation package: With this all-inclusive package, Johnson, Inc. would manage your company reputation, create positive publicity, teach your staff effective methods for handling the media and provide support for managing crises. We also provide encouraging internal PR support to help your staff be fully appreciative and supportive of your company mission.
  • A Comprehensive External Representation program: With this alternative, Johnson, Inc. provides only strong public-facing support. We will help you with the development of a crisis-management response plan and employ supportive methods to engage the media in providing positive coverage.
  • The Crisis Management and Control package: It is our sincere hope that no crises ever occur at your company, however, our experience shows that the most effective part of mitigation is to be prepared. We will help you to develop a full crisis management and response plan to help your company return to normal if something does go wrong.

I would love to meet with you and demonstrate how we can eliminate your public relations concerns. I can call you on Monday, March 17 to address your concerns and answer questions about the three options that we can offer we offer.

James Frank

Business proposal letter example #2

Dear Sir/Madam,

It was a pleasure talking to you on Friday about the issues you are facing in regards to staff recruitment and training. You described your desire to improve recruitment practices and establish tested results-oriented staff onboarding practices.

At Generic Recruitment Company, we have over twenty years of experience providing recruitment services to enterprises like the one you represent. Our team has specific experience in your particular field, having worked with Company A and Company B.

In this letter, I’d like to briefly describe how Generic Recruitment Company will provide a comprehensive solution for your problem, and the objectives we would achieve.

Our overall goal will be to reduce the total amount of resources – staff time and overall expenditure – spent on recruitment by XX% while maintaining current results. We will boost new staff productivity over the first XX months of employment by XX% by improving staff training processes.

There are a number of intermediary objectives we would meet to achieve this:

  • A review of current hiring and training practices.
  • Creation of testing infrastructure and formulation of viable KPIs.
  • A testing and implementation period to identify possible positive changes.
  • Longer-term analysis and optimization of new processes over several months.

Evaluation and reporting

You will receive a monthly report which will cover all of the important KPIs. Your main point-of-contact will be the team leader. Every quarter, you will be invited to attend a presentation explaining testing outcomes, positive changes, and general progress towards the project’s objectives.

As previously discussed, the approximate cost of the project is $10,000 paid in quarterly installments over the course of 12 months. This payment plan is, of course, flexible and open to discussion.

If you would like to go ahead with the project, please don’t hesitate to contact me. I have included my contact details below. If you are happy to get going straight away, simply sign below.

Business proposal letter example #3

Dear Mr. Kenneth Anthony,

 Good day!

On behalf of our company, I would like to thank you that you have chosen our company to present and propose to you our services.

After due consideration of your company’s current needs and plans, we have come up with a comprehensive proposal and plan which will best serve your interests. The terms of this proposal are perfectly tailored to fit your business context and needs. Rest assured that we will charge you with flexible and reasonable rates.

 If you have inquiries or concerns about the terms that we are offering, you can contact me.

 Regards,

 Micheal Edwards

HR Executive, XYZ Company

Business proposal letter example #4

Dear Ms. Smith,

If you’re like many other office managers, you’re tired of trying to figure out the best supplier for office printers. You just want someone who will give you what your company needs quickly, efficiently, and at a great price.

I’ve got good news for you.

Acme Printing has been making high-quality office printers for organizations just like yours for 15 years. We understand how frustrating it is when your supplier is disorganized, late, or hard to communicate with. We pride ourselves on our top-level customer service and a 36-hour turnaround time for all requests.

More than that, we provide a top-level product. Our printers help you avoid downtime, consistently produce high quality documents, and provide high-tech connectivity such as mobile printing and Wi-Fi with top-level security features. You can put your struggles with office printing behind you.

We have three options I’d like to discuss with you:

• Printmaster 6500. This option gives you exceptionally fast color printing with maximum image quality. You can print on a wide variety of materials, including banners up to 47 inches. This printer supports up to 15,000 pages per month.

• Printmaster 5000. This mid-level printer will give you top-level print quality, along with the high-level performance and reliability that are part of all Acme products. The Printmaster 5000 supports up to 10,000 pages per month and is best for work teams under 20 users.

• Printmaster 2000. This choice is perfect for smaller teams that don’t have space for a large printer. With the Printmaster 2000, you get a small machine that fits easily in any office. It supports up to 3,000 pages of high-quality printing per month.

I’d love to meet with you to show you how we can put an end to your problems with poor print quality and frequent breakdowns. I’ll give you a call on July 10 to answer your questions about the three options we offer.

John C. Rep

Account Manager

Acme Printing Company

Business proposal letter example #5

Dear Jane Esther,

We are more than happy to serve your company and would like to start our services as soon as possible.

 Your company is known for its best software in the market. However, we see that you are facing great challenges at the moment and would like to take this opportunity to form a partnership to aid you with your current situation. Such a partnership will bring huge benefits to both of us.

 You may find the enclosed legal documents regarding this offer attached to this email together with an introductory profile of our company for your perusal. You may revert back to us in 5 days.

Tiny Johnson

Manager, XYZ Company

Business proposal letter example #6

Dear Mr. Promoter,

If you’re like many other marketing directors, you’re tired of trying to figure out who can best fill your need for effective public relations. You just want someone who will give you the right service quickly, efficiently, and at a great price.

Johnson, Inc. has been providing public relations services for organizations just like yours for 25 years. We understand how frustrating it is when your public relations representative is disorganized, late, or hard to communicate with. We pride ourselves on our top-level customer service and a 24-hour turn-around time for all requests.

More than that, we provide top-level service. Our PR services help you handle crisis situations, spread positive messages about the zoo, and handle media requests. You can put your struggles with public relations behind you.

• Full Representation. With this comprehensive package, Johnson, Inc. would help you generate positive publicity, train your staff for media interviews, and be available for any crisis PR needs. This package also includes internal PR, to help your staff understand and buy in to your mission.

• External Representation. If you would rather have Johnson, Inc. provide only public-facing support, we can do that. We will help you develop a crisis response plan and encourage media to give you positive coverage.

• Crisis Management. We sincerely hope that no crisis befalls the Houston Zoo, but if it does, we can help. We’ll work with you to develop a full crisis response plan and help your organization get back on its feet if something goes wrong.

I’d love to meet with you to show you how we can put an end to your public relations concerns. I’ll give you a call on Tuesday, July 11 to answer your questions about the three options we offer.

 Tristan Johnson

Chief PR Strategist

Johnson PR, Inc.

Business proposal letter example #7

Dear Ms. Samantha Parker,

I am writing on behalf of Delta Corp.. We are a company known for providing high-quality services in the country. We would like to formally introduce our company and services to you.

 We have been in this business for 5 years and can proudly say that we have grown our client-base because of our relentless drive to meet the clients’ needs. We have offices spread all over major states in the country. We are also associated with several major companies across the country and overseas.

 It would be a pleasure to be associated with your company and provide services for your business. Please do not hesitate to contact us anytime for any queries. Thank you for your time and consideration.

 Martha Collins

Manager, Delta Corp.

Also read – Writing Effective Business Proposal Letter (7 Actionable Steps)

Those are effective business proposal example samples that that can help you in coming up with your own business proposal letter example to use.

Hope you found the business proposal letter example samples helpful?

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Feel free to drop your comment below.

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January 13, 2023

How to write a business proposal email with an email template

How to reply to a business proposal email with an email template, how to write email business proposal using our email template.

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Learn how to reply to business proposal emails with our tips and templates.

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Reply to business proposal email examples

Whether it’s good news or bad, when you’ve decided on a business proposal, you must let your potential partner know as soon as possible. If you’re unsure of how to send a professional reply to a business proposal via email, then use one of our superb samples.

1. Accept a business proposal email sample

2. reject a business proposal email sample, business proposal email format.

This way you will never have to worry about getting your email format right again (or think about how to write the perfect business proposal email).

With Flowrite, formatting perfect emails is as easy as clicking a few buttons.

For the emails and messages you write daily

Flowrite's smart template gallery covers the most common emails across roles and teams.

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Business proposal email template

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Replying to a business proposal email might seem tricky, but it shouldn’t be.

Do you wish you would never worry about how to reply to a business proposal email (or any other kind of email) again? Or think about what’s the proper email format? Or stress about grammar and punctuation of your emails?

We might just have the solution (spoiler alert: it’s amazing). Read on to unleash your email writing productivity, nail the next reply email, and save hours every week!

Reply to business proposal email

Flowrite is an email writing tool that turns short instructions into ready-to-send email replies across your browser.

Our smart reply email template uses artificial intelligence to adapt to the situation and generate unique emails and messages, taking into account the recipient and received message:

Business proposal response email format

Our email template collection covers the most common emails and messages across company functions and job descriptions, like replying to meeting invitations , helping you be your most productive self no matter what you work on.

This way you will never have to worry about getting your email format right again (or think about how to compose a reply to a business proposal email).

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So you want to write the best email business proposal, but might be a bit unsure how. Here’s our question:

Do you wish you would never worry about how to write a type of email again? Or think about what’s the proper email format? Or stress about grammar and punctuation?

We might just have the solution (spoiler alert: it’s amazing). Read on to unleash your email writing productivity, nail your next email, and save hours every week!

How to send email business proposal

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Email format for business proposal

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This way you will never have to worry about getting the email format right again (or think about how to write the perfect email business proposal).

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How to Write a Business Proposal in 2024

How to Write a Business Proposal in 2024

Your business proposal dives into the nitty-gritty of what you want to accomplish for clients and how you plan to make it happen. Freelancers can use this to show off their skills and expertise to potential employers. A nicely crafted proposal is key to making sure a project succeeds and sets the stage for its smooth implementation. In this article, we’ll discuss:

  • A proposal checklist
  • Things that you shouldn't include in a proposal
  • When to submit a bid
  • The techniques for creating winning proposals
  • Insights for independent contractors

Freelancers can improve their chances of gaining new clients and completing tasks successfully by sticking to these recommendations. So if you are looking for how to write a business proposal, this is definitely the article for you.

How to write a business proposal - most important facts

The most important things you need to keep in mind are that business proposals should be:

  • Compelling : Crafting a compelling business proposal is fundamental to getting your foot in the door. It serves as the first impression you make on a potential client, highlighting your capabilities, work plan, and value proposition.
  • Succinct : The executive summary section in your proposal should be succinct and impactful, encapsulating the essence of your proposal. It ought to convince the reader about the merits of your proposed solution and why you are the right freelancer for the job.
  • Creative : Let your creativity shine through here. Offer innovative solutions that not only solve the client's problem but also bring additional value such as increased efficiency, cost savings, or competitive advantage.
  • Consistent : Your entire proposal should be consistent, coherent, and persuasive. Make sure it addresses the client's needs comprehensively and convincingly and is devoid of any fluff or irrelevant information.
  • Helpful : When writing a business proposal, focus on the client's needs, how you plan to meet them, and why you're the best fit for the job. Don't forget to proofread and polish your proposal before sending it off.
  • Targeted : Keep your potential client at the forefront of your mind as you craft your proposal. Remember, your proposal is not about you, but about them and their needs. Address these needs effectively and you are well on your way to winning the job.
  • Easy to create : There are many free business proposal templates available online that can provide a solid starting point. You can adjust these templates to suit your specific needs and business style.
  • Fast to write : Leveraging AI tools can be a game-changer when creating business proposals. These tools can help you with everything from writing and editing to designing and formatting your proposal, leading to a professional and polished product.

We will discuss each of these points in more detail but before that let's get started by talking more about why proposals are so important.

Why business proposals are crucial for freelancers

Writing a winning business proposal is essential to your success as a freelancer. Not only can you differentiate yourself from the competition, but you can also showcase your worth and skills to prospective customers. In addition, a proposal may be used to establish goals and ensure the project is completed successfully. Let’s talk about three of the most compelling arguments for why freelancers should use proposals.

Get noticed in a crowded industry

If you're a freelancer, you need to set yourself out from the competition. That is exactly what a well-written company proposal can help you achieve. Show that you are the best candidate for the job by detailing your USP, relevant experience, and recommended solution. If you are a graphic designer competing for a branding project, for instance, incorporating your design portfolio and case studies in your proposal might help you stand out from the crowd.

how to finish a business proposal letter

Want to win more clients?

Win more clients with Indy’s Proposals tool. Easy-to-use proposal templates help you make the right pitch every time so you turn leads into customers.

Expressing your worth and area of expertise

A business proposal is your opportunity to impress prospective customers with your knowledge and abilities. You may show what you can bring to the table by adding relevant experience, case studies, and testimonials. Include samples of your prior work and the outcomes it has accomplished if you are a writer proposing a content marketing campaign.

Establishing goals and verifying progress on projects

A business proposal serves as more than simply an advertisement; it can also be used to establish realistic goals and guarantee positive results for any given endeavor. Establishing a clear picture of what the project entails and how it will be done is facilitated by incorporating a thorough scope of work, price and payment arrangements, and timetables and deadlines. This may save time and effort in the long run by reducing the likelihood of miscommunications and misunderstandings between you and the customer. 

If you're a virtual assistant offering social media management services, for instance, outlining the monthly duties you'll accomplish, your hourly fee, and the deadline by which you'll produce reports will help establish expectations and guarantee a positive end for all parties.

Freelancers need proposals because they help them stand out in a crowded marketplace, explain their value and experience effectively, and help them establish realistic goals for their projects. If you take the time to make sure your proposal has all it needs and is tailored to each potential customer, you'll have a far better chance of landing new work and completing successful projects.

how to finish a business proposal letter

What to include in an effective business proposal

It's crucial to include all relevant details while writing a business proposal. This will improve your chances of landing new customers by helping you articulate the value and expertise you bring to the table. An executive summary, issue description, suggested solution, the full scope of work, price and payment conditions, timetables and deadlines, and appendices are all essential parts of any proposal (if applicable). 

Further explanation of each of these components and why they should be included in a proposal will be provided below.

Executive summary

A business proposal isn't complete without the executive summary. In it, you should briefly describe the problem you're trying to solve for the customer, the benefits they'll reap from your solution, and why you're the ideal person for the job. If you want to create a good impression on a new client, this is the first thing they will read about you. Don't ramble; rather, get to the point quickly and clearly, and write in terms that anybody can grasp.

Problem statement

A company proposal isn't complete without a problem statement. The problem or difficulty that your customer is experiencing should be spelled out, and the advantages of your suggested solution should be outlined. Here is your chance to prove that you have heard and understood the client's demands and objectives, and that your proposed solution will help them achieve those objectives. Avoid employing jargon and speak in layman's terms.

Proposed solution

The core of each business proposal is the offered solution. Here, you'll describe how your proposed solution to the client's issue or difficulty would benefit them. Clearly define the task at hand, the means by which it will be accomplished, and the objectives you want to achieve. Make use of case studies and illustrations to emphasize your approach and solution.

Detailed scope of work

When putting out a business proposal, it's important to provide a thorough description of the job to be done. It should detail the project's scope, scope changes, and deliverables. Here is your chance to make sure you and the customer are on the same page regarding the scope and nature of the work to be done. Use as many specifics as you can while keeping the language simple.

Pricing and payment terms

Any credible business proposal has to contain pricing and payment conditions. The total price of the project, including any applicable special offers, should be shown here. Payment terms, such as whether they will be paid in full at the outset or following the achievement of certain benchmarks, should also be spelled out. Make your price completely apparent and open to the reader; a pricing table may help with this.

how to finish a business proposal letter

Timelines and deadlines

Project success relies heavily on meeting set timelines and deadlines. An extensive project timetable covering major milestones and a projected finish date should be included in your business proposal. Deadlines for deliverables should also be included, along with a clear plan for handling any inevitable adjustments or setbacks. In order to avoid confusion and misinterpretation later on, it's important to establish clear expectations from the get-go.

Appendices (if appropriate)

An appendix is a supplementary document that may be included in your business proposal if you so want. A full budget breakdown, case studies, or samples of your prior work are all good examples of what you may provide. Take care in what you choose to put in the appendices; they should only include data that is directly related to the proposal and will help the reader. Label and arrange the appendices properly so that the reader may quickly access the data they need.

Check out our step-by-step video tutorial showing you how to use a template to create a proposal!

What NOT to include in business proposals

It's not just about what you include in a business proposal – it's also about what you leave out. There are a few things that you should avoid including in a proposal, as they can weaken your case and decrease your chances of winning new business. Here are some things that might turn off a prospective client.

Too much detail

Although completeness is valued, brevity is a must. Don't go into exhaustive detail; instead, concentrate on the most crucial aspects of the project. If you're pitching a social media marketing campaign, for instance, you should describe the campaign's intended demographic, the platforms it will utilize, and its primary goals, but you don't have to list out every single post or ad you intend to make.

Vague or overly technical language

Don't make your proposal difficult to read by using jargon. Don't assume that your reader will know any particular jargon or technical phrases. Replace the phrase "use a strong content distribution strategy" with "publish our material on many channels to reach a bigger audience," for instance.

Unnecessary fluff or filler

Don't include unnecessary details only to make your proposal longer. Don't ramble; stick to the topic. The phrase "we've been in business for over 20 years and have a solid track record of success" is a synonym for "we've been in business for over 20 years and have an established track record," such as in the preceding example.

how to finish a business proposal letter

Irrelevant information

You should only provide material that is useful to the reader and pertinent to the proposal. Leave out everything that isn't essential to the completion of the task at hand. Focus on the project's requirements instead of the company's background and goals, for instance, while proposing a website overhaul.

Poorly designed layout or formatting

Any idea is more likely to be taken seriously if it is well-organized and simple to comprehend. Use a neat, business-like approach, and think about including design elements like headers, bullet points, and photos to help you organize your thoughts. It's common practice to utilize headers and bullet points to organize and draw attention to the most important parts of a lengthy piece of writing.

When to send proposals to a prospective client

In the freelancing world, proposals are your opportunity to sell yourself and your services to prospective customers. However, it is just as crucial to know when to submit a proposal as it is to know what to put in it. Here are four essential factors to think about:

When requested by a client

If a customer contacts you and requests a proposal for your services, it's safe to assume they're interested in what you have to offer. Here's your chance to impress them with your skills and get their contract. To add, if you are asked for a proposal, it is professional and attentive to react quickly.

When you have thoroughly researched and understood the client's needs and goals

Make sure you have a firm grasp of the client's wants and requirements before sending out a proposal. Your proposal will be more effective if you take the time to learn about the client's company, industry, and target market. Delivering a proposal that is tailored to the client's demands shows that you have a firm grasp on their company and can effectively address their concerns.

how to finish a business proposal letter

When you have a unique and valuable solution to offer

Now is the moment to provide your novel approach to the problem if you are certain that it will greatly help the customer. In your proposal, be sure to emphasize what makes you stand out from the competition, whether it's a novel method to tackling their issue, specialized knowledge or skills, or very low pricing. You can boost the likelihood that your freelancing proposal will be approved by standing out from the competition by providing a novel solution.

When you are confident in your ability to complete the work to the client's satisfaction

Avoid sending a proposal unless you are certain in your capacity to carry out the task to the client's satisfaction. If you aren't 100% certain of your ability to carry out your proposal, it's best to hold off. Submitting a proposal when you have doubts about your capacity to follow through might cause unnecessary confusion and disappointment.

By keeping these four criteria in mind, you may deliver proposals at optimal times, to the most relevant customers, and with complete and accurate information. As a result, you'll have a better opportunity to land new clients as a self-employed individual.

5 strategies for more successful proposals

Freelancers need to be able to talk to their customers and make sure they understand what they may anticipate from them. You may wow prospective customers with proposals that showcase your experience and value if you follow these five steps.

1. Don't undervalue your work

It is crucial to include precise pricing information in your bids. While it's tempting to undercut the competition in order to get business, doing so might backfire and cause anger and resentment down the road. Setting a fair price for your services is a great way to impress the customer with your expertise and professionalism. The more precise your service price is, the more likely it is that you will be paid a reasonable amount for your efforts.

how to finish a business proposal letter

2. Be proactive in addressing potential questions or concerns

To win over a customer, it's crucial to address their possible worries and issues head-on in your presentation. Doing so demonstrates that you have given the project careful consideration and are making an effort to prevent problems before they arise. If the customer feels more comfortable with you, they are more likely to accept your proposal.

3. Follow up after submitting the proposal

It's important to check in with the customer after submitting a proposal to address any issues or queries they may have. This shows that you're invested in the project, which is always appreciated. In addition to boosting the likelihood that your proposal will be approved, following up with the customer gives you a chance to answer any questions or address any issues they may have.

4. Keep track of your proposals and their status

It's crucial that you monitor the development of your suggestions. This will help you keep track of your customers and follow up with them at the appropriate times. In addition, it might help you see trends and patterns in your proposal writing that you can use to improve future efforts. Keeping a record of your proposals is also a great way to learn what methods are most successful in bringing in new business.

5. Use proposal software tools

A variety of programs exist to facilitate the speedy development of polished proposals. Time may be saved, and a unified appearance can be established for proposals with the aid of the templates and flexible formatting choices provided by several of these programs. The use of proposal software may also help you display your material in a style that is aesthetically attractive, which can pique the client's interest. Proposal software products allow you to simplify the proposal process and provide higher-quality results.

how to finish a business proposal letter

Indy is a powerful yet easy-to-use software for creating professional and engaging proposals and estimates. With Indy, freelancers can secure and begin projects faster than ever before. With a variety of templates and a drag-and-drop proposal builder, it's simple to customize proposals to fit your specific needs. Indy also allows you to keep track of each proposal's status, including draft, sent, read, and approved. When a proposal is accepted, you can easily convert the estimate into an invoice. Plus, with the ability for clients to leave feedback right on the proposal, communication is made simple. 

Indy’s Proposals tool is free to use, so get started today and experience the ease of winning new business.

how to finish a business proposal letter

10 tips for your business proposal format

Business proposals that exceed expectations have both solid substance and polished, attractive design. It's crucial to think about the structure of your paper to make sure your proposal stands out and is successful. If you want your proposals to stick out to prospective customers, here are some guidelines to follow while putting them together.

1. Use a clear and concise layout

If your proposal is well-organized, the client will be more inclined to read it in its entirety.

2. Create a bulleted list

It is much simpler for the prospective client to scan the proposal and pick up the important points if it is broken up into bullet points rather than long paragraphs of text.

3. Create headers and subheadings as needed

Including headers and subheadings in a proposal helps the prospective client quickly identify the information they need. This is a great way to draw attention to the most crucial aspects of your argument.

how to finish a business proposal letter

4. Add pictures

You may make your ideas more compelling and easy to comprehend for a prospective consumer by using charts, graphs, or other visuals to demonstrate them.

5. Always stick to the same typeface and point size

Using the same font and font size throughout the proposal gives it a polished appearance, which is more likely to win over the client.

6. Optimal use of white space

The proposal's aesthetic attractiveness and readability are greatly improved by the liberal use of white space, which in turn increases the likelihood that the prospective client will read and act upon the proposal.

7. Employ a tasteful color palette

If you want your proposal to seem more polished and professional, choose a color palette that reflects your industry.

8. Don't skimp on the picture quality

Better odds of getting your proposal reviewed in its entirety are achieved by using high-quality photos.

9. Condense your writing into short paragraphs

Customers are more likely to read your proposal if it is broken up into little paragraphs rather than large blocks of information.

how to finish a business proposal letter

10. Please use the active voice

If you want the prospective client to read and remember what you have to say in your proposal, use active voice to make your writing more direct and interesting.

How to send unsolicited business proposals

Unsolicited business proposals can be a great way to expand your client base, but it's important to approach them in the right way. In this section, we'll provide three tips for maximizing your chances of success when sending out unsolicited proposals.

  • Conduct in-depth research on the firm that will be your target: It is essential that you have a solid understanding of the requirements and objectives of the business you are aiming your unsolicited proposal towards. Because of this, you will be able to tailor your proposal to their particular requirements, which will raise the likelihood of it being approved.
  • Make use of a professionally designed and well-crafted template for your proposal: If the prospective client perceives that the proposal is both competent and aesthetically attractive, they are more inclined to take it seriously. Utilizing a template that has been thoughtfully created will help guarantee that your proposal has a polished and professional appearance.
  • After you have sent your unsolicited proposal, it is necessary to follow up to check that it was received and to address any questions the prospective client may have. It is also crucial to follow through with anything you have promised to do. This will help you create trust and establish a productive working relationship with the other party.

Now, let's get into some specific examples you can use for your proposals.

Business proposal ideas

We want you to have every success with your business proposals and your sales process. So, we want to point you to some specific resources you can use:

  • Business proposal template - This is a simple template you can use for almost any business.
  • Social media marketing proposal - Here is a free business proposal template you can use for social media marketing clients.
  • Photography proposal template - Photographers can use this template to ensure they have a well-written business proposal ready at all times.

Indy has many more business proposal templates you can use. Check out our full library of business proposal templates for free.

how to finish a business proposal letter

Business proposal examples

Let's start with some business proposal outlines. These are useful as starting points when you create a proposal document for a potential client.

Here is a quick outline a freelance web designer might use to create an entire proposal for a local business:

  • Title page: Include the title of the proposal, your name and contact information, and the name and contact information of the business.
  • Executive summary: Provide a brief overview of the proposal, including the main points, the proposed solution, and the benefits of the project to the business.
  • Problem statement: Clearly articulate the business's problem or need for a new website, including any challenges or opportunities.
  • Proposed solution: Describe the web design services you are offering, including the scope of work, the timeline, and the deliverables.
  • Company background: Provide a brief overview of your company and your qualifications as a web designer, including any relevant experience or achievements.
  • Value proposition: Highlight the benefits of your services to the business, including any unique features or added value.
  • Proposed budget and payment terms: Present your pricing and the payment schedule, including any discounts or incentives.
  • Next steps: Outline the steps for moving forward with the project, including any further negotiations or approvals needed.
  • Contact information: Include your contact information and a call to action for the business to get in touch with you to discuss the proposal further.
  • Appendices: Attach any supporting documents or materials, such as your portfolio or case studies.

Here is another business proposal example outline. This one was written as a graphic designer:

  • Introduction
  • Overview of design services
  • Description of project
  • Company Background
  • Description of business
  • Past design work
  • Client testimonials
  • Project Description
  • Target audience
  • Scope of work
  • Proposed Solution
  • Description of the design concept
  • Samples of previous similar work
  • Estimated timeline
  • Cost Breakdown
  • Pricing for each aspect of the project
  • Payment schedule
  • Inclusions and exclusions
  • Request for further discussions
  • Request for approval to proceed
  • Recap of design solution
  • Request for approval to proceed with project
  • Contact information for further inquiries

These examples follow a similar structure but include slightly different details. This is normal for everyone when it is time to write a business proposal.

how to finish a business proposal letter

Cover letter examples

A cover letter or introductory letter is one of the most essential elements of the proposal. Whether the proposal has been formally solicited or not, the cover letter helps introduce the sender and creates a better first impression.

Here is an example of a cover letter that could be used for unsolicited proposals:

Dear [Client],

I am writing to introduce myself and my company, [Company Name], as a potential partner for your business. As a [Industry] professional with [Number] years of experience, I am confident in my ability to provide top-quality [Service] for your company.

I was drawn to your business because [Reason for interest in client's business]. I believe that my skills and expertise in [Specific skill or service] would be a valuable asset to your team and could help bring fresh ideas to the table.

I have included a copy of my portfolio and a proposed project outline for your review. I would be happy to schedule a call to discuss the details further and answer any questions you may have.

Thank you for considering my proposal. I look forward to the opportunity to work with your company and help bring your vision to life.

[Your Name]

Here is another cover letter example that could be sent to prospective clients to go along with formally solicited proposals.

Thank you for considering me for your [project type]. As a freelance [skill set or job], I am excited to bring my skills and experience to your company.

I have attached my proposal for your review. In it, you will find a detailed scope of work, timeline, and pricing information. I have also included examples of my past work and client testimonials to give you an idea of the quality and attention to detail that I bring to every project.

I believe that my skills and approach align well with your project needs, and I am confident that I can deliver a [project goal] that meets your goals and exceeds your expectations.

Please let me know if you have any questions or if there is any additional information that you would like. I look forward to the opportunity to work with you.

In conclusion, writing a business proposal can be a crucial step for freelancers looking to win new clients and projects. It is important to understand the different types of proposals, such as formally solicited and unsolicited, and to use strategies that increase the chances of success. Paying attention to formatting, including using headings and subheadings, bullet points, and visuals can also help to make proposals more appealing and effective. Finally, it is essential to be responsive and follow up on proposals to increase the chances of winning new business.

If you’re looking to create a professional proposal for your next client, Indy’s Proposals tool is free to use forever. Get started now and prepare a winning proposal in minutes!

how to finish a business proposal letter

Investors Ask Exxon’s Board to End ‘Aggressive’ Climate Suit (1)

By Clara Hudson

Clara Hudson

Shareholder activists asked Exxon Mobil Corp. ’s board to drop a lawsuit against investors that they say could set a dangerous precedent for future climate proposals.

The letter , sent to Exxon’s board of directors on Wednesday by the Interfaith Center on Corporate Responsibility, urges the board to convince the oil company’s management to end a January lawsuit targeting activist investors Arjuna Capital and Follow This. The Houston oil company sued the investors in the US District Court for the Northern District of Texas to shut down a proposal they brought asking the company to speed up its greenhouse gas emissions goals.

The shareholders withdrew the proposal after Exxon sued them, but the company persisted with its legal action. In a court filing earlier this week, Exxon asked the court to block future climate proposals from Arjuna and Follow This.

Exxon’s move is unique because companies typically go to the US Securities and Exchange Commission first when they are trying to block proposals from going to a shareholder vote. The SEC routinely weighs in on whether companies have to face certain investor bids, before courts are asked to get involved.

“This unprecedented suit risks alienating shareholders, harming Exxon’s reputation, and undermining the Securities and Exchange Commission (SEC) by circumventing efficient, effective and time-honored procedures established by the agency,” the letter to Exxon’s board said. The letter said the “aggressive action” is intended to “intimidate perceived opponents” and shut down opposing points of view.

Josh Zinner, CEO of the interfaith group, said the lawsuit risks setting “a dangerous precedent attempting to limit a crucial and productive form of investor-management communication without good cause.”

Exxon said it is aiming to change the way the SEC applies its proxy rules when it weighs whether companies should face shareholder proposals.

“We share the same concerns about shareholder rights being preserved, which is why we want clarity on a process that has become ripe for abuse,” the oil giant said in a statement. “Proposals like this are obviously not in investors best interests.”

The case is Exxon Mobil Corporation v. Arjuna Capital , N.D. Tex., No. 24-cv-00069, 1/21/24

To contact the reporter on this story: Clara Hudson in Washington at [email protected]

To contact the editors responsible for this story: Amelia Gruber Cohn at [email protected] ; Jeff Harrington at [email protected]

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COMMENTS

  1. How To Close a Business Letter (With Tips and Examples)

    Offer an invitation Express thanks Confirm a connection Consider these example final sentences to help you finish your business letter: I look forward to hearing from you soon. I appreciate your input on this matter. Thank you for your understanding, and I will contact you next week with more details.

  2. How to End a Business Letter: 10 Best Letter Closings

    Close your letter with one meaningful sentence Whether you're lining up a meeting, sending in a résumé, or querying a potential resource, you want your letter to end in a way that makes it clear where you stand. Some examples: I look forward to meeting you at the seminar on Tuesday, July 11.

  3. How to Close a Proposal Letter & Verbiage

    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.

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

    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.

  5. How to Write a Proposal Letter (With Template and Example)

    Finish with a call to action and request a follow-up. Close the letter and provide contact details. Related: 5 Steps for Great Business Writing 1. Introduce yourself and provide background information The goal of your proposal's introduction is to gain the interest of your reader.

  6. How to Write a Proposal Letter (w/ Examples)

    Start with a polite greeting, then introduce your company briefly. If you have already interacted with the recipient, mention this in the letter's opening. You may have discussed the prospective client's problem and agreed to a rough set of objectives.

  7. How to Write a Business Proposal [Examples + Template]

    Meredith Hart Published: December 05, 2023 Here's what every new business owner needs: an extra 8 hours in the day, an endless supply of coffee, and, most importantly, a really strong business proposal. A business proposal can bridge the gap between you and potential clients.

  8. How to Write Professional Proposal Letter for Your Business ...

    Follow these steps to write a proposal letter: Research your potential client and their pain point, choose a proposal letter template, insert your company details and personalize your introduction. Share your achievements and testimonials, customize your solution to fit their needs, add a clear call to action and end with a salutation.

  9. How to Write a Proposal Letter: Tips and Sample

    Guide Overview Understanding how to write a proposal letter It is customary to write a proposal letter when you want to connect with a new client, business partner, or investor and convince them of the validity of your business ideas. The introductory letter must include a persuasive summary, but not the proposal in its entirety.

  10. How to Write a Business Proposal (+ Examples & FREE Templates)

    Home Blog Business How to Write Winning Business Proposal: Examples & Free Templates (2024) By Aditya Sheth, Jan 25, 2024 The great Mark Cuban once said, "Sales cure all." If a business doesn't sell, it doesn't make money and by extension the business fails. That's why you need to write business proposals.

  11. How To Write a Business Proposal Letter (With Examples)

    1. Create a business header Write your contact information at the top of the letter followed by the date. Then add the contact information of the recipient. If you're sending an email proposal, you'll use a subject line with your name and general purpose instead of a business header. 2. Address the recipient properly

  12. Tips to Write a Business Proposal Letter Like a Pro and ...

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

  13. Business Proposal Letter: Meaning, Types, Tips and Samples

    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

  14. Closing a Proposal

    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...

  15. How To End A Business Letter (With Closing Examples)

    A few examples that would be appropriate in this case are "Sincerely," "Yours truly," and "All the best.". If you are writing to a long-time business collaborator and someone you consider a friend, you can omit formalities and end with a short "Thanks" or "Talk soon.". Remember that a business letter is still official ...

  16. How to Write a Business Proposal Letter (+ Template)

    Finish with an Outro and Signature: End the letter with a friendly and personal thanks to the prospect and reiterate your contact information. Once you draft your business proposal letter, send it to your prospect along with your full proposal.

  17. How to Write a Business Proposal That Closes Deals

    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.

  18. How to Write an Effective Business Proposal/Letter

    Provide any background information in the first paragraph. For example, if you're following up on a meeting, briefly discuss the topic of the meeting. If you're submitting a proposal, give a...

  19. How To Write a Business Proposal Letter (With Template)

    Follow these steps when writing a business proposal letter: Format the letter. Start with a captivating introduction. Identify the client's problems. Outline how your company can resolve the problem. Address client objections. Proofread before sending.

  20. How To Write a Proposal Letter

    Showcase how you, your company, and your proposal are unique. Mention specific experiences or successes you've had in similar situations. For example, if you want a loan to improve your marketing, mention how your previous marketing campaigns have been successful. 5. Briefly discuss your budget and allocation of funds.

  21. Business Proposal Letter Example (7 Effective Samples)

    Dear Sir/Madam, It was a pleasure talking to you on Friday about the issues you are facing in regards to staff recruitment and training. You described your desire to improve recruitment practices and establish tested results-oriented staff onboarding practices.

  22. How to reply to a business proposal email with an email template

    1. Accept a business proposal email sample Hi (Recipient's name), Thank you for sharing your business proposal with us. We have reviewed the information you have provided and are confident that you can deliver. We would therefore like to progress with your business proposal. The next stage will involve (add information!)

  23. How to End a Letter (With 20 Closing Examples)

    Whether you're writing a thank-you letter, business letter or a letter of recommendation, it is important to end with a professional closing. Writing a good ending to your letter can leave your reader with a positive impression and provide important information about the next steps for following up.

  24. How to Write a Business Proposal in 2024

    So if you are looking for how to write a business proposal, this is definitely the article for you. How to write a business proposal - most important facts. The most important things you need to keep in mind are that business proposals should be: Compelling: Crafting a compelling business proposal is fundamental to getting your foot in the door ...

  25. Investors Ask Exxon's Board to End 'Aggressive' Climate Suit (1)

    Shareholder activists asked Exxon Mobil Corp. 's board to drop a lawsuit against investors that they say could set a dangerous precedent for future climate proposals.. The letter, sent to Exxon's board of directors on Wednesday by the Interfaith Center on Corporate Responsibility, urges the board to convince the oil company's management to end a January lawsuit targeting activist ...