proposal letter paper

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 Write a Proposal and Get What You Want (Free Templates)

A proposal has a lot of different purposes, but there’s only one good way to write one: the way that pulls together all of the information in a concise and persuasive way and helps you get what you want … whether that’s a whole new software system, or just a tweak to your marketing strategy.

This Process Street article isn’t about a business proposal — also known as a quote — but instead about the document required when formally pitching an idea for action and execution by managers or department heads .

To explain how to write a proposal document and get what you want, we’ll go through the following:

Free proposal writing template

When are proposals necessary, why are proposals important, examples of proposals, how to write a proposal: step-by-step, last steps before submitting the proposal, more free proposal writing checklists, even more free proposal writing checklists, customize your proposal checklists with process street.

Let’s get started.

If you fancy taking a quick look at a free interactive template, that will help you write your proposals right away, feel free to dive straight into this!

Writing a Proposal: Step-by-Step Guide

There are more templates, like this one, further down in this post, so stick around.

Any project you don’t have the clearance or authority to start without a higher-up’s approval, you need to submit a proposal for.

According to SSWM , a proposal is “a detailed description of a series of activities aimed at solving a certain problem”.

That problem  could be anything, from:

• Process improvement
• Cost reduction
• A new marketing strategy

If it’s an idea you need to ask permission to execute, or to get action on, it needs a proposal.

A proposal is a way to pitch an idea and state your requirements, so it’s important for supervisors because they can get information in writing (not casually in the elevator), and be able to act knowing the full implications of their decision.

They’re also a chance for you to make a structured, logical argument and lay down everything in favor of your idea. A well-written proposal shows your manager you care about the cause, and it’s not just a mid-meeting whim you blurted out.

To write a top proposal you need to scrutinize it before you present it.

It’s a broad topic, but it’s best explained with examples.

• Proposal for Process Improvement
• Proposal for Server Replacement
• Proposal for Cost Savings

Below is a simple proposal example with some basic sections.

Now let’s take a look at how to write a proposal — whether it’s as simple as the one above, or more complex.

Here’s the general structure of a proposal:

As you can see, a proposal generally consists of:

• Introduction : A brief overview of the problem, solution, costs, and benefits.
• Issue : The main definition of the issue, including subject, purpose, main argument, background information and importance.
• Solution : The main definition of the solution, including your step-by-step plan, the benefits, and how potential obstacles will be overcame.
• Qualifications : Overview of the personnel required, experience.
• Conclusion of the costs and benefits, and wrap-up : Balance the cost against the benefit, reinforce your point one last time.

1. Identify and define your reader

Just like with any kind of persuasion, it helps if you understand how to appeal to your audience. Who will be reading your proposal and deciding if it’s accepted or rejected? What do they care about? What kind of language and benefits would resonate with them? This is the first step because it’s an important thing to keep in mind as you go along and as information that informs the way you write from here on.

2. Define the problem your proposal will solve

Who : Who will the proposal affect?

What : What’s the reason for you to write the proposal in the first place? Explain the current situation and the problems that come with it.

3. Define the solution

How : How are you going to solve the problem? Explain step-by-step in detail.

Who : Identify the personnel you need, along with their prior experience to add persuasion to the proposal

4. Conclusion: costs, benefits and wrap-up

Reiterate : The purpose and main argument

Costs : Break down the projected costs involved for different elements of the project

Benefits : Break down the benefits to the organization, monetary and non-monetary, to persuade the reader there’ll be a return on investment

Thanks : Thank the reader for their time.

Contact information : Where can the reader get in touch with you? Make sure to be crystal clear to make the details easily discoverable.

Clear writing is your best friend when you’re trying to write persuasively. For that reason, there are a few checks to run before you submit your proposal.

Remember, what’s clear to you might not always be clear to other people.

1 .Check for jargon (then destroy it)

Although jargon is popular in the business world, not everyone shares the equal love for it. It’s terms like right-size, blue sky (verb), turn-key, and synergize. They might mean something to you, or make you feel intelligent, but there are simpler alternatives that will help people understand what you mean !

2. Change the passive voice to the active voice

The passive voice is defined as :

“The noun or noun phrase that would be the object of an active sentence (such as Our troops defeated the enemy) appears as the subject of a sentence with passive voice (e.g. The enemy was defeated by our troops).”.

It’s a long-winded way of expressing something that could be expressed in simple terms:

The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don’t want to add extra words to cloud your point.

3. Proofread the proposal

Install a tool like Grammarly and check the proposal in an online text editor. Grammarly will manage to pick up on anything that is grammatically incorrect and sometimes even flags up stylistically poor phrases. Poor spelling and grammar will only discredit the value of what you’re saying and could be a problem that leads to your proposal being rejected.

As promised, check out the below five templates that have each been designed by the team at Process Street — makers of the finest remote work software for processes around — to help you write winning proposals.

Proposal Template Checklist Process

This proposal template is a checklist that should be used alongside the proposal document you are planning to submit. Use it to make sure that all the elements have been considered, that the proposal contains everything it needs to and that it meets all set requirements.

Click here to access the Proposal Template Checklist Process!

Business Proposal Template Checklist

Whether your business proposal is solicited or unsolicited, use this business proposal template checklist to ensure you include all the required information in your proposal and cover key areas such as these the problem the organization is facing, the proposed solution, the budget, and a key CTA.

Click here to access the Business Proposal Template Checklist!

How to Write a Grant Proposal Checklist

Use this template to make sure your grant proposal includes all the relevant information, that it contains everything it needs to, and that it meets all stated RFP requirements.

Click here to access the How to Write a Grant Proposal Checklist!

Research Proposal Example Checklist

Use this template to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it.

Click here to access the Research Proposal Example Checklist!

Project Proposal Template Checklist

Use this template, alongside the proposal document you are planning to submit, to set the project vision, define the project requirements, describe the deliverables, and specify the deadlines.

Click here to access the Project Proposal Template Checklist!

If you’re looking for more inspiration, give these alternative proposal writing templates a go too.

• Bid Proposal Template Checklist
• Budget Proposal Template
• Construction Proposal Template Checklist
• Consulting Proposal Template Checklist
• Continuation Project Proposal Template
• Contractor Proposal Template Checklist
• Event Proposal Template Checklist
• Marketing Proposal Template Checklist
• Project Proposal Template
• Renewal Project Proposal Template
• Simple Proposal Format Checklist
• Sponsorship Proposal Template Checklist
• Supplemental Project Proposal Template
• Website Proposal Template Checklist

If the above templates don’t quite fit your company, industry, or the proposal document you are writing, don’t worry!

Process Street to the rescue!

Process Street is super-powered checklists . We are a super-charged, state of the art BPM SaaS platform which allows you to create templates and run individual checklists from these. You can check tasks off as you work through them, set deadlines, request approvals, assign various tasks , and work through your proposal workflows with ease.

Watch this to get an idea about who we are and what we do:

To help you customize your proposal writing template, and make your proposal wriitng easier, you can use all these different types of Process Street features:

• Dynamic due dates
• Task permissions
• Conditional logic
• Approval tasks
• Embed widget
• Role assignments

You can also connect your templates to thousands of apps through Zapier , webhooks, or API access to automate your proposal processes and workflows.

If you’re unfamiliar with process automation, what it means, and the benefits it can bring to your business, watch this Process Street webinar on automation:

Remember, if you want to get access to any of our proposal writing checklists, just click the links above and they will be added to your Process Street account where you can use them over and over again. Or, if you haven’t yet signed up for a Process Street account, click here and start your free trial.

Has this guide helped you out? I’d love to hear about it in the comments.

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Benjamin Brandall

Benjamin Brandall is a content marketer at Process Street .

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How to Write a Proposal in 10 Easy Steps [Templates Included]

You’re tasked with writing a proposal, and a lot is at stake.

Now is not the time to guess. What should you write? How can you appeal to the client’s deepest desires? How do you satisfy client expectations for your specific industry?

Now is the time to follow a proven process. We’ve analyzed millions of proposals sent with our software to see which tips and tricks actually have an impact on closing rates.

We’re covering all that and more.

Keep reading for our step-by-step guide that shows you exactly how to write a proposal simply by customizing the sections in one of our proposal templates . The right template will show you exactly what to include while helping you save hours on design and formatting.

What’s in this guide:

What is a proposal?

How to write a proposal in 10 easy steps, industry-specific proposal writing guidelines, 3 proposal templates, next steps: write your own proposal.

A proposal is a document that outlines a project or service to clarify the details and get agreement from all parties involved. Proposals typically include the overall service approach, important timelines, and key deliverables.

For best results, use proposal software instead of a PDF. This way, you’ll get important features for sales like e-signatures, brand and content control, and full visibility into the client’s viewing activity.

The 9 Important parts of a proposal

There are many different ways to structure a proposal . Through our research of successful proposals , we’ve found that the winning documents usually include these key sections:

Executive Summary

Deliverables

Terms and Conditions

Case Studies (or Social Proof)

Each proposal might name these key sections differently, or put them in a different order.

No matter the sections you choose, make sure you include a table of contents. If you use Proposify , the table of contents is automatically shown on the left-hand side, so clients can easily click around to review different sections again. As you might imagine, the pricing section is often viewed a few times before a decision is made.

Proposals vs reports

While a proposal is used to pitch a new project or service (either to a client or internally to your boss), a report is designed to share details on a project that’s already taken place. Use reports to audit business operations or share the success of a marketing campaign.

Follow along with our step-by-step process, as we use our advertising proposal template . While the content of the examples is specific to advertising, this template can easily be adjusted to fit any industry or project type.

Step 1. Discover the needs and requirements

You can’t write a great proposal without a great pitch.

Take the time to understand what your client needs, what their goals are, what they’re concerned about, and what results they care about most.

If you’re pitching a project internally, be sure to talk with different stakeholders and members of your team.

Tips for discovery:

During discovery sessions , ask the appropriate questions to find out if the client is worth your time. Do they fit your ideal client profile? Are they ready to implement your solution? Set criteria to determine if this prospect is ready to even receive a proposal for you. And make sure to update your criteria over time as you learn more about your ideal client.

Proactively discover and handle objections . Ask the client about any concerns, hesitations, or times they’ve been burned by service providers before. This way, you know exactly what points to cover in your proposal.

Get verbal agreement from the client on your pitch and approach before putting it in writing with a proposal.

Step 2. Create the cover page

Kick off your proposal writing with a compelling cover page (also known as the title page). The visuals and style take center stage here—it’s your first impression after all. As for the text, you just need a proposal title and key details such as your company’s name, the client’s name, the date, and your contact information.

Our proposal example features a bright, bold design and all of the details you need. There’s no “one way” to do this right, as long as you’re following your brand guidelines.

Tips for creating cover pages:

Give your project a results-driven title that will immediately put the entire pitch and investment into perspective.

Make sure to choose a proposal template that matches the style of your brand, as it will be easy to change the colors and text later.

Step 3. Write the cover letter

Now it’s time to write your cover letter. This is one of the most challenging proposal sections to write because it really sets the tone for the rest of your pitch.

The cover letter (also known as the executive summary) should do more than just provide an overview. This section must be persuasive enough to convince your client to read the rest of the proposal.

Appeal to their desires, hit their key pain points, and get them excited about the transformation you can provide. Make sure you’re crafting compelling, relevant messaging specifically for each individual buyer.

Tips for writing cover letters:

Make sure the copy is on brand. That might mean funny and irreverent or serious and formal.

Put the focus on the outcome of the service, whether that’s customer acquisition, improved facility safety, or a memorable event.

Step 4. Create a company bio

Before you move on to the project approach and pricing, it’s smart to tell the potential client a bit about your company.

This section could include basic information such as your founding date and the niche you focus on, as well as small business bragging rights, such as awards, average results, or audience reach.

If this is an internal pitch, you can write about your team instead of the entire company.

In our example proposal, there’s one page for a company bio and one page for company statistics that matter to the potential client.

Tips for writing company bios:

Even though this section is about you, find ways to make it about your prospective client. Include the company details that show that you can get them the results they’re looking for.

Get creative. Instead of just a wall of text, can you use icons or statistics to show who you are?

Make sure to save this section as a template to re-use it for future proposals. You don’t have to modify this for each client, but you might want to create slightly different company bios for different services (if you offer very different services).

Step 5. Add social proof

We recommend that you include social proof immediately after your company bio section. This way, you use the words of your previous clients to back up the nice things you just said about yourself.

Social proof can be testimonials, mini case studies, reviews, and star rating averages.

If you’re doing creative or construction work, you might also want to include a couple of portfolio samples.

Tips for using social proof:

Match the testimonial or review to the pitch. Have a bank of testimonials to choose from so you can always pick the most relevant ones.

Be concise. You may want to trim or edit long testimonials so each one is under 50 words. Otherwise, prospective clients might not read them.

Continue to proactively collect social proof. Ask happy clients to write a testimonial or review you online

Step 6. Outline the core approach

Now it’s time to sell your services. Create an approach section to showcase what you want you plan to offer the client.

There are so many different ways to write this section, as it really depends on what you’re pitching. You might break the work down into categories with bullet points or descriptions for each category. Or, you might write a few paragraphs describing your proposed solution and why you believe it’s the best fit for the client.

Tips for writing approach sections:

Consider giving this section a unique name, such as The Project Path , Our Plan , or Let’s Get to Work .

Beef it up with additional details. You might include a list of deliverables, a more detailed breakdown of the scope of services, or a timeline illustration with important milestones.

If you don’t have package options and there’s only one price listed, then this section should be very detailed. If there are pricing and service options, then this section will be simpler, and the following section will have the service breakdowns (per package options).

Step 7. Create a pricing table

When writing proposals, make sure to give plenty of time and attention to the pricing section. All of the details and options you provide will help clients better understand what they’re getting.

We recommend naming this section "Your Investment" as it helps remind potential buyers of the investment they’re making in their business.

In our example below, you’ll see 3 package options on the first page of the pricing section. And then, the client can select their package choice on the second page. This will automatically update the total pricing of the proposal.

Tips for proposal pricing:

Use optional pricing when possible, such as packages, project lengths, or add-ons, because these methods are known to positively affect closing rates .

Make sure to clarify the different types of costs, such as hourly costs versus fixed costs for an event management pitch.

Step 8. Write bios for your team members

In Step 4, you created a bio for your company to sell your company’s expertise and prove that you have what it takes to succeed at the service you’re pitching.

Now it’s time to show your client the real humans they’ll be working with if they decide to work with you. Think of this as the “you’re in good hands” section.

Include the faces the client will interact with, making sure to specify your team’s unique talents and what they bring to the table.

Tips for writing team bios:

Only include bios for up to 6 people. You could write bios for the entire company (for a very small business), the executive team, or the people who will handle the account if the proposal is won.

Use this section to show off not only your credentials but your personality. Have fun with it, but as always, stay on brand. A formal proposal might skip the jokes and stick just to the accolades.

Step 9. Add your business contract

This section of the proposal should include the contractual details that will formalize the agreement. This way, you can send the business proposal, and you don’t have to also send a separate contract.

You might have multiple pages of legal clauses or a simple statement of work.

Tips for writing proposal contracts:

If the statement of work isn’t already clarified in the meat of the proposal, make sure to include it here.

Include a clause on refunds, cancellations, and project modifications.

Make sure to have your legal team help you craft the contract section so you know it satisfies your company’s requirements.

Step 10. Sign and send it for signature

And lastly, you need to write your e-signatures page and add an e-signature for yourself and one for your client.

As soon as a client has chosen their pricing options, they can sign the proposal to begin the project.

Tips for adding proposal e-signatures:

Write a message above the signature that helps to seal the deal. Talk about how excited you are to get started and clarify what the immediate next steps will be after the proposal is signed.

Always sign your proposals before you send them! Our research shows that a proposal is more likely to close if you’ve already signed it by the time the client opens it.

Review your proposal analytics to know how to follow up with clients. For example, if a client hasn’t opened the proposal yet, remind them to do so. But if they’ve opened it several times, ask if they have any questions or if they would like to modify the project.

Every industry has its own proposal writing best practices. Here are some tips to consider.

When writing a software proposal, ensure you include ample information on how you will help the client implement and utilize your software. That might look like staff training sessions, custom integrations, a pilot rollout, etc.

Construction

In the construction industry, you will likely receive a request for proposals (RFPs) from large corporations and government agencies. So make sure you check the details of the RFP so that your solicited proposal covers all required information.

You typically need to include a very detailed pricing and timeline breakdown, and you might need to showcase your adherence to state and county requirements , whether for certifications, environmental protections, etc.

Marketing is all about results. You should include a couple of different formats of social proof, such as statistics with client results and testimonials. Marketing also requires a lot of creativity regardless of the channel, so make sure you showcase your company’s creative side with unique proposal headings and imagery.

When you’re writing a proposal for event management, catering, or some other service, you need to keep a couple of things in mind. First, make sure that you source testimonials from event attendees, not just your direct clients. Also, your pricing section should include the fixed costs (such as a venue) and the variable costs (like your team’s hours decorating the event or the venue’s bar tab at the end of the night). For any variable costs, provide an estimate that’s 10% higher that what you actually expect.

Proposify offers dozens of proposal templates to guide your writing and help you win deals. Here are some of our favorites.

1. Construction job proposal template

Ready-made for the construction industry, this template includes previous projects to serve as portfolio pieces, a detailed project summary with items the client is expected to provide, and a project schedule.

2. Accounting proposal template

While this template was created for accounting services , it can be easily modified to fit various consulting services. The top sections include the introduction letter, about us page, project summary with goals and service breakdown, and a detailed pricing estimate.

3. Catering proposal template

With this event catering proposal template , you’ll get a short and sweet introduction page, a longer company bio, a food showcase, event details (great for proactively handling any confusion or mix-ups), a theme moodboard, and a menu sample.

This proposal could be adapted for other types of creative work, such as photography, retail store decorating, or makeup services.

To write an effective proposal, you must start with a solid understanding of the client’s needs. This way, you can put their desired results and transformation front and center. Write a cover letter, project summary, company bio, and pricing table to clarify what the client will receive while also selling your company as the best solutions provider.

You can easily write a proposal using our detailed, beautifully designed proposal templates .

Ready to close deals faster? Start your free trial of Proposify.

10 Essential Grammar Tips For Better Proposal Writing

July 20, 2021

7 Business Proposal Writing Tips to Better Convey Your Message

August 31, 2021

Tips for Writing Better Business Proposals: Language, Tone, and Style

May 23, 2017

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How to Write a Proposal Letter [Samples Included]

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

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

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

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

What is a Proposal Letter? 

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

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

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

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

• Talk About Yourself and Your Company

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

For instance:

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

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

• Write About Your Goals & Objectives for the Project 

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

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

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

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

• What Sets Your Company Apart? 

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

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

• Evaluating Results Over Time 

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

Here are some ideas to evaluate progress with time. 

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

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

• Briefly Discuss the Budget 

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

Here’s an example to give you an idea. 

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

• Write a Strong Closing Paragraph! 

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

• Provide Your Contact Information 

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

General Template of a Proposal Letter 

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

[Your Name]

[Company’s Name]

[Your Address]

[Recipient’s Name]

[Recipient’s Company]

[Recipient’s Mailing Address]

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

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

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

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

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

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

[Signature]

Samples of Proposal Letters to Help You Bring Clients 

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

Dear Sir/Madam, 

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

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

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

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

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

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

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

Sincerely, 

Dear Sir/Madam,

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

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

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

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

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

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

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

[XYZ] 

Respected Sir/Madam, 

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

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

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

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

Additional Examples of Proposal Letters for Inspiration

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

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

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

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• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on November 21, 2023.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

Receive feedback on language, structure, and formatting

Professional editors proofread and edit your paper by focusing on:

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See an example

Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

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As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.

McCombes, S. & George, T. (2023, November 21). How to Write a Research Proposal | Examples & Templates. Scribbr. Retrieved April 3, 2024, from https://www.scribbr.com/research-process/research-proposal/

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How to Write a Proposal

Last Updated: March 25, 2024 Fact Checked

This article was co-authored by Dave Labowitz . Dave Labowitz is a Business Coach who helps pre-entrepreneurs, solopreneurs/entrepreneurs, and team leaders start, scale, and lead their businesses and teams. Before beginning his coaching career, Dave was a startup executive who spent over a decade building high-growth companies. Dave’s “path less traveled” life includes adventures such as dropping out of high school, co-authoring a book in the Smithsonian Institute, and getting his MBA at Pepperdine’s Graziadio Business School. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 3,998,426 times.

Writing a good proposal is a critical skill in many occupations, from school to business management to geology. The goal of a proposal is to gain support for your plan by informing the appropriate people. Your ideas or suggestions are more likely to be approved if you can communicate them in a clear, concise, engaging manner. Knowing how to write a persuasive, captivating proposal is essential for success in many fields. There are several types of proposals, such as science proposals and book proposals, but each following the same basic guidelines.

Sample Proposals

Planning Your Proposal

• Who will be reading your proposal? What level of familiarity with your topic will they have? What might you need to define or give extra background information about?
• What do you want your audience to get from your proposal? What do you need to give your readers, so they can make the decision you want them to make?
• Refine your tone to meet your audience's expectations and desires. What do they want to hear? What would be the most effective way of getting through to them? How can you help them understand what you're trying to say?

• What is the situation this issue applies to?
• What are the reasons behind this?
• Are we certain that those, and not others, are the real reasons? How are we sure of it?
• Has anyone ever tried to deal with this issue before?
• If yes: has it worked? Why?
• If no: why not?

Tip: Use your summary to show that you've conducted in-depth research to evaluate and understand the issue. Include only the information that's most relevant to your topic, and avoid writing a summary that's obvious to anyone in the field.

• Your proposal needs to define a problem and offer a solution that will convince uninterested, skeptical readers to support it. Your audience may not be the easiest crowd to win over. Is the solution you're offering logical and feasible? What's the timeline for your implementation?
• Consider thinking about your solution in terms of objectives. Your primary objective is the goal that you truly must achieve with your project. Secondary objectives are other goals that you hope your project achieves.
• Another helpful way of thinking about your solution is in terms of "outcomes" and "deliverables." Outcomes are the quantifiable results of your objectives. For example, if your proposal is for a business project and your objective is "increase profit," an outcome might be "increase profit by $100,000." Deliverables are products or services that you will deliver with your project. For example, a proposal for a science project could "deliver" a vaccine or a new drug. Readers of proposals look for outcomes and deliverables because they are easy ways of determining what the "worth" of the project will be.

• How are you going to be persuasive? Convincing proposals can use emotional appeals, but should always rely on facts as the bedrock of the argument. For example, a proposal to start a panda conservation program could mention how sad it would be for the children of future generations to never see a panda again, but it shouldn't stop there. It would need to base its argument on facts and solutions for the proposal to be convincing.

Avoid writing in jargon and using obscure abbreviations or needlessly complex language. Instead, write in plain, direct language as much as possible.

For example, instead of saying "rectification of a workplace imbalance," you could simply write, "let employees go."

• Your outline should consist of your problem, your solution, how you'll solve it, why your solution is best, and a conclusion. If you're writing an executive proposal, you'll need to include things like a budget analysis and organizational details.

Writing Your Own Proposal

• If you have any stark facts that shed some light on why the issue needs to be addressed and addressed immediately, it's a safe bet that's something you can start with. Whatever it is, make sure what you start out with is a fact and not an opinion.

• Emphasize why your problem needs to be solved and needs to be solved now. How will it affect your audience if left alone? Make sure to answer all questions and cover them with research and facts. Use credible sources liberally.

Tip: Make the issue as relevant to the audience as you can. Tie it to their interest or goal as directly as you can. Make it specific to them, and avoid relying solely on generic appeal to emotions or values.

• Discuss the larger impact of your ideas. Ideas that seem of limited applicability aren't as likely to spark enthusiasm in readers as ideas that could have widespread effects. Example: "Greater knowledge of tuna behavior can allow us to create a more comprehensive management strategy and ensure canned tuna for future generations."
• Addressing why you will do something is as significant as stating what you will do. Presume that your readers are skeptical and will not accept your ideas at face value. If you're proposing to do a catch-and-release study of 2,000 wild tuna, why? Why is that better than something else? If it's more expensive than another option, why can't you use the cheaper option? Anticipating and addressing these questions will show that you've considered your idea from all angles.
• Your readers should leave your paper assured that you can solve the problem effectively. Literally, everything you write should either address the problem or how to solve it.
• Research your proposal extensively. The more examples and facts you can give your audience, the better -- it'll be much more convincing. Avoid your opinions and rely on the hard research of others.
• If your proposal doesn't prove that your solution works, it's not an adequate solution. If your solution isn't feasible, nix it. Think about the results of your solution, too. Pre-test it if possible and revise your solution if need be.

• Your readers probably understand that your budget may change, especially if this is a startup project, but they want to see that you at least have a cohesive plan. They have to see that you know directionally where you're going to spend the money and how long it's going to last.
• When do you envision the project starting? At what pace will it progress? How does each step build on the other? Can certain things be done simultaneously? Being as meticulous as possible will give your readers confidence that you've done your homework and won't waste their money.
• Make sure your proposal makes sense financially. If you're proposing an idea to a company or a person, consider their budget. If they can't afford your proposal, it's not an adequate one. If it does fit their budget, be sure to include why it's worth their time and money.

Tip: Stay away from vague or unrelated objectives! Include details, responsibilities, and time commitments for departments and individual staff.

• If you have extra content that doesn't exactly fit into your proposal, you may want to add an appendix. But know that if your paper is too bulky, it may scare people off. If you're in doubt, leave it out.
• If you have two or more appendices attached to your proposal, letter them A, B, etc. This can be used if you have data sheets, reprints of articles, or letters of endorsement and the like.

• Have another set of eyes (or two) read over your work. They'll be able to highlight issues your mind has grown blind to. There may be issues that you haven't completely addressed or questions you've left open-ended.
• Eliminate jargon and clichés! These make you look lazy and can get in the way of understanding. Don't use a long word when a short word will do just as well.
• Avoid the passive voice whenever possible. Passive voice uses forms of "to be" verbs and can make your meaning unclear. Compare these two sentences: "The window was broken by the zombie" and "The zombie broke the window." In the first, you don't know who broke the window: was it the zombie? Or was the window by the zombie and just happened to also be broken? In the second, you know exactly who did the breaking and why it's important.
• Use strong, direct language and avoid muddling your proposal with qualifiers and extra phrasing. For example, instead of using phrases like "I believe that...," or "this solution may aid...," say, "The plan will significantly reduce poverty rates."

• Any mistakes on your end will make you look less educated and less credible, reducing your likelihood of getting approved.
• Make sure that your formatting is in line with whatever the guidelines require.

Community Q&A

• Use language that everyone can understand. Keep to short sentences that are clear and to the point. Thanks Helpful 0 Not Helpful 0
• Any discussion of financial or other resources should be conducted carefully and should present a realistic picture of the expense required. Thanks Helpful 0 Not Helpful 0
• Do not try to use very twisty and tacky words, which are not used in a normal conversation, thinking that it would be useful and impressive. Don't beat around the bush. Go to the main point straight away using simple words. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf
• ↑ https://libguides.usc.edu/writingguide/academicwriting
• ↑ https://www.ndsu.edu/fileadmin/cfwriters/Graduate_Student_Writing_Resources/GrantOutline.pdf
• ↑ https://library.sacredheart.edu/c.php?g=29803&p=185918
• ↑ https://advice.writing.utoronto.ca/revising/revising-and-editing/
• ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/

About This Article

To write a proposal, start with an introduction that clearly states the purpose of your proposal. Then, explain the problem at hand and why it needs to be solved right now. Go on to detail your proposed solutions to the problem and why you've chosen those solutions. Also, don't forget to include a schedule and budget. To conclude your proposal, briefly summarize the key points you want readers to walk away understanding. For help formatting and outlining your proposal, read the article! Did this summary help you? Yes No

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Proposal Letter

Good communication is critical in carrying out successful transactions in the world of business. How a given message is delivered can greatly affect the way you’re perceived. Whether you’re writing a formal proposal letter or just a simple business letter , proper formatting and delivery ensure that your audience understands the message you are trying to convey, and it increases their likelihood of reading them favorably.

As a formal business document, the proposal letter must contain useful content that is relevant to the corporate transaction at hand. While there are no firm rules as to how the letter must be written, there are a few standard guidelines that must be noted to make sure the letter carries out its purpose effectively. To help you write a professional proposal letter, refer to the templates and samples provided in this post.

Long Letter Enclosing Proposal Template

• Microsoft Word
• Apple Pages
• Google Docs

Size: A4, US

Short Letter Enclosing Proposal Template

Minimalist Short Letter Enclosing Proposal Template

Basic Proposal Letter Template

Free Download

Simple Proposal Letter Template

Formal Proposal Letter Template

Product Business Proposal Letter Template

What Is a Letter of Proposal?

A proposal letter is a professional letter that typically states how an organization, institution, company, or any given entity could support a corporate venture of yours. Say, for example, a job applicant vying for a position in a company submits a job proposal to a potential employer.

In the proposal, the applicant tries to convince an employer he is the perfect candidate for the position by sharing a detailed description of his skills and capabilities. By letting a prospect know how you could be an asset to the company, you can easily persuade them to allow you to become a significant part of the enterprise. You may also see business proposal letter examples.

A letter for proposal may also be written for various reasons—in particular, the letter may be used to request a grant, a business loan, or a publication.

Event Proposal Letter

Lease Proposal Letter Template

Size: 41 KB

Partnership Proposal Letter Template

Size: 42 KB

Commercial Lease Proposal Letter Template

Size: 46 KB

Proposal Letter for Business Template

Size: 88 KB

Proposal Letter to Supply Products Template

Size: 49 KB

Lease Proposal Letter of Intent Template

Size: 51 KB

Formal Business Proposal Letter Template

Size: 65 KB

Strategic Partnership Proposal Letter Template

Size: 43 KB

Product Sales Proposal Letter Template

Size: 71 KB

Formal Proposal Letter for Partnership Template

Size: 68 KB

Business Proposal Letter for Partnership Template

Catering Proposal Letter Template

Business Partnership Proposal Letter Template

Business Proposal Letter for Service Template

Size: 44 KB

Event Partnership Proposal Letter Template

Proposal Letter to Sell Products Template

Business Proposal Letters

Business sponsorship proposal.

Size: 82 KB

Business Proposal Letter to Client

Size: 12 KB

Business Sales Letter

Size: 28 KB

Love Proposal Letter Examples

Love letter for boy.

Size: 21 KB

How to Make Your Business Proposal Letter Persuasive

Most people put a lot of effort into creating an actual business proposal while disregarding the importance of a business proposal cover letter . Unfortunately, those who dismiss its importance are essentially missing out on a great opportunity to build a deeper connection with the prospect they are communicating with.

Given the significance of a business proposal in making a sale, a  cover letter must be crafted in such a way that expresses your willingness to offer a solution (a product or service) to the buyer’s problems. At the very minimum, you must create a sense of curiosity that will compel its intended audience. This will prompt a reader to continue reading your executive summary, along with your full business proposal.

Through this, you’d have the opportunity to convince a prospective client why you possess the best solution to whatever issue they might be facing.

To guide you in writing a persuasive proposal letter, refer to the following steps:

1. Maintain formality.

Before you begin making your pitch, you need to make sure your letter is structured professionally. This will help you establish a level of formality and authority to show prospects that you’re serious about you do. Be sure to follow the standard business format when writing a formal letter to ensure that your proposal letter contains relevant details that clients might find useful.

2. State the problem.

Once you have decided on the format, you can then start working on the body of your letter.

The content of the proposal letter must tackle the first thing that brought everything else together: the problem. For a solicited business proposal, you can begin by expressing the current issue at hand. This is usually indicated in the first paragraph of your letter and must be kept brief (a single sentence would do). An unsolicited business proposal, on the other hand, needs to be a bit more explosive to make a person sit up and grasp what you have to say.

You can start with a question or a monetary implication of a particular problem to evoke emotions. This way, you can shed light on issues that might have never been taken into consideration before.

3. Provide a solution.

Tell the reader what you could do to help them. Bring everything you have in store for them to the table. Start with a sentence or two expressing your conviction on the problem, followed by a list of objectives that you intend to achieve through your offered product or service. Be sure to provide a bullet list of smart goals that are convincing enough to make the reader see things from your perspective.

4. Offer the proposed benefits.

Remember, you’re writing a letter for your business proposal, so you’re merely trying to persuade a person to read the full content of your proposal through a written letter. Hence, you must answer all the possible questions the recipient might have regarding why the time spent reading your proposal would be worth it. Rather than emphasizing the key features of your product or service, you can state the benefits that the recipient will likely receive if they purchase your solution.

5. Create a call to action.

To end your proposal letter, tell the reader what he or she could do next. This may be in the form of an encouragement to prompt a recipient to continue reading your proposal or to get in touch with you to bring the conversation even further. If necessary, you can also provide contact information to make it easier for prospects to reach you. You may also see email cover letter examples.

Once you’re finished writing the letter, be sure to review and edit the letter until you’re completely satisfied. Read and reread the letter to see if any mistakes might have been overlooked or details you might have forgotten to include.

Advertising Proposal Letter Samples

Magazine advertising proposal.

Size: 13 KB

Advertising Campaign Proposal

proposal-templates.com

Size: 10 KB

Bid Proposal Letter Sample

Bid proposal cover letter.

Construction Bid Proposal

Size: 11 KB

Construction Proposal Letter Sample

Construction proposal letter.

Construction Project Proposal Letter

Construction Services Proposal

How to Write a Cover Letter for Your Grant Proposal

Creating a grant proposal can be a hectic task for any organization. Grant proposal might not be the winning factor to resolving a funding emergency, but it does help a charity gain enough support from various sponsors. Considering the weight of what is asked, it’s important to pay close attention to every aspect of your proposal, including its cover letter.

The cover letter is almost like the front porch of your proposal. Since first impressions play a huge role in closing a business deal, you’d want to leave an impact with the person who can fund your grant.

1. Basic Attributes of a Good Cover Letter

When creating a cover letter for your grant proposal, remember to keep it short and to the point. But instead of repeating what has been stated on the proposal, it should tell the reader how well you understand the nature of their business and how your grant can meet their requirements. You may also see simple resignation letter examples.

Building a personal connection with your prospects will allow them to see just how much of an asset you could be to their day-to-day operations. If you make it seem as if you care more about the monetary benefits than the actual welfare of the company, your grant proposal is bound to be ignored and thrown out right after the cover letter has been read. You may also like notice letter examples.

Keep in mind that the cover letter must only be constructed once you have finished with the entire proposal. This way, you’d know exactly what to include in the letter based on what has been expounded in your proposal.

2. Tips on Formatting Your Cover Letter

Following a proper format for your cover letter is extremely important to project professionalism. Observe the basic principles below, and you’d be good to go:

• Use the official business letterhead.  For formality’s sake, use the corporate letterhead of the business you are representing. The date on the cover letter must be the same date indicated on the grant application as well. By doing so, consistency is met throughout the entire proposal package.
• Include an updated inside address.  The inside address (which goes at the top of the letter) must contain the contact person’s name and title, followed by the funding source’s name and complete address. Double-check this information to see if it’s up to date. Such details are bound to change without prior notice, so make sure you have the current name and address listed on the letter. You may also see application letter examples & samples.
• Begin with a salutation.  As standard letter-writing etiquette, always begin the letter with a greeting or salutation. You can use “Dear” plus the person’s title (Mr., Ms., Mrs., etc.), followed by their surname. It’s critical to address the letter to a particular person to ensure that it falls to the right hands. If you aren’t sure who to address it to, then you can contact the foundation or corporate office to clear things out. Though this information might not be as impactful as the rest of the content, it matters nonetheless. You may also like  complaint letter examples & samples.
• End with a summary.  After expressing your purpose for writing in the first two to three paragraphs, end the letter with a summarizing paragraph. This is your last chance to convince a reader into considering your grant proposal, so you might want to add in a few points that might interest them. For instance, you can tell them what this funding partnership can mean to your target audience, or you can offer a firsthand experience of the issue at hand through a site visitation. You may also check out thank-you letter examples.
• Never forget the signatures.  Below the closing part of your letter, remember to have it signed by the executive director or the board president in charge. The signature must be located above the signer’s full name and job title. In most cases, you can formally end the letter by including the word ENCLOSURE  in all caps.

When creating your grant proposal letter, remember to highlight the purpose of your program, along with the impact it leaves on the desired audience.

Many corporate entities care about touching the lives of the general public, as it usually gives them an enchanting brand image that customers are sure to remember. But don’t just make this a business deal that companies must give in to, as you must also make them care about your mission as everyday human beings to keep them fully involved in the process once the proposal has been approved. You may also see appointment letter format examples.

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How to Start a Business Proposal Letter in 5 Simple Steps

A  business proposal letter  is a document used to introduce an idea to entrepreneurial entities such as investors, higher executives, potential business partners, etc. and persuade them to support the said concept. However, before you could convince them, there is still something you need to accomplish— catch their attention.

Just like writing an essay or report, it is the job of an introduction to allure the audience so they would read the entire content of your composition. In other words, it is highly essential to observe the quality of this segment. To compose an applaudable intro, you may consider following through these steps:

1. Begin with a splendid greeting.

In your letter, you are not just relaying a message but also creating a pleasant impression. Likewise, leave your readers the best impression by starting with a professional business greeting. Though it is already a common sense in ethics, this form of politeness is yet disregarded by some writers. Moreover, some proponents are still poor in constructing their salutations. For you to be guided, here are some samples of professional letter salutations:

• Dear + full name of the receiver; e.g. Dear Juvely Mills,
• Dear + Mr., Ms., or Mrs. + last name of the receiver; e.g. Dear Ms. Mills,
• Dear + Mr., Ms., or Mrs. + full name of the receiver; e.g. Dear Ms. Juvely Mills,
• Dear Sir, Madam or Ma’am,
• Dear Human Resources Manager
• To whom it may concern:

Furthermore, sync the tone of your greetings to the formality of your letter.

2. Place the groundwork.

Upon opening the envelope, the reader always wants to know the purpose of the letter as soon as possible. Hence, give that to your audience. In your proposal letter’s opening sentences, state the context in a straightforward but creative way. Craft an introductory statement that would be ultimately suitable for your prospective recipient. For instance, if you already have a past interaction with your audience, you can mention the most recent one as a transition. If not then asking an interesting and captivating question is a good choice. Also, see to it that the question is also relevant to your proposed idea.

3. Distinguish the problem.

In your introductory part, state the dilemma that you want to address using your proposed idea. In doing this, depict the scenarios or situations that would support your point that these problems are indeed serious and need to be addressed. This is a critical aspect of your introduction since it tackles the idea that your suggested product or service is something that would be purchased by the target consumers.

Within this section, you can conduct a survey or experiment that would support your proposal. This would make your argument much stronger as well as more persuasive. Statistics and facts are great game-changers as well.

4. Mention the benefits of your proposal.

Now that you already have mentioned the issues you want to resolve, back it up with a statement that shows how will your proposed product or service be helpful in the scenario. Nonetheless, do not uncover the deepest details regarding your proposed solution yet. Instead, give them the sneak peek here. Hence, simply provide them with a comprehensible yet intriguing message.

5. Ask questions to be responded to in the proposal.

Ending the beginning of your introduction could be as challenging as opening it because it acts at the transition to your next paragraph. However, do not feel troubled because we have an easy way to do that. For you to obtain a closing part in your introduction that would persuade the readers to continue reading is to ask some spellbinding questions that you intend to answer in the later part of your proposal. Remember, you don’t aim to inform your audience in this final step, intend to give your audience some hints instead. Furthermore, you can also open your expertise in the field you are proposing in which you can expound on your proposal.

Proposal Rejection Letter Sample

Bid proposal rejection.

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Proposal Cover Letter

Business proposal cover letter.

Sponsorship Proposal Cover Letter

Salary Proposal Letter Example

Salary review proposal.

Size: 15 KB

Salary Proposal Acceptance Letter

Promotion Proposal Letter

Job promotion proposal letter.

Proposal Thank You Letter

Business proposal thank you letter.

How to Write a Business Proposal for Clients

When creating a business proposal, you need to develop a plan that is worthy of your client’s time and attention. It should indicate how your product or service may solve your client’s most antagonizing problems through a simple solution that only you could offer. To do so, you must understand the problems or issues that your clients currently face, along with why they should consider doing business with you in the first place. Focusing on the finer points of the business document can greatly affect the way your message is perceived by recipients.

Accordingly, three things must be addressed when creating a corporate proposal, these are as follows:

1. Your Client’s Needs

Many proposal writers focus too much on their own business that they often fail to understand their client as a whole. This includes the nature of what they do, the industry they are in, and the challenges that they face. Knowing this, try pondering on these questions to construct the first section of your proposal:

• What are the challenges faced by this industry?
• What is the current challenge faced by the organization or company?

Once you have found your answers, this will then open a series of related questions that could be useful in writing the proposal. You can also gather answers from the client to generate better results. You may also see recommendation letter examples & samples.

2. Your Solution

When conveying your proposed solution to one’s problems, you must portray your understanding of such needs. This includes relevant industry research and benchmarks that may support your analysis. Next, you’d also need to provide information regarding the process that must be executed to solve a problem. You may also like acknowledgment letter examples & samples.

Make sure that each step in the process is of great value, otherwise, you may be questioned as to why it is necessary. The potential results and its impact on the client’s needs should also be stated in this section.

3. The Administration

Finally, you’ll need to address the administrative aspects of your business proposal as well. This includes a preliminary timeline of project tasks and responsibilities, the milestone to be attained, the budget of your project plan , as well as the terms and conditions that must be met.

Furthermore, you’d also want to avoid using long, complex paragraphs and jargon that might be difficult to comprehend. Most experts strongly suggest that you limit your letter to one page consisting of three or four paragraphs. Since the reader has an entire proposal to go through, you wouldn’t want to waste their precious time with your official letter . Short sentences and simple wording would be your best option to ensure clear communication.

Payment Proposal Letter Example

Installment payment letter.

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Training Proposal Letter Example

Corporate training letter.

Industrial Training Proposal

Size: 25 KB

Computer Training Proposal Letter

What Business Should You Approach for a Sponsorship Proposal?

Failed business ventures are often the product of poor decisions. If your company chooses to do business with an organization that doesn’t possess similar objectives as you do, there would be many hurdles and uncertainties that would prevent you from achieving success.

Going from a sponsorship seeker to an official marketing partner is far from simple. Apart from creating an impressive sponsorship proposal , you must first look for a business that would best suit your end goal. This would depend on the specific market being catered, what you can offer the sponsor, and how you may benefit from them. Looking for potential sponsors is a grueling task to undertake, considering the amount of time and effort that one puts into the search, along with the number of rejections you’re likely to face.

Remember, this is a vital step that you must commit to. So to find the perfect sponsor, take note of the steps below:

1. Create a wishlist.

When creating your list, consider the needs of your target audience, the social connections you have to a given sponsor, the similarities between you and the specified sponsor, as well as their competitors. Jot down company names until you’ve reached a healthy list of about 25 to 30 items. You can always add more to the growing list, as long as you can handle cutting them down later on. You may also see reference letter examples.

2. Conduct research on each sponsor.

Once you have made a list of sponsors, it’s time to do a little background check for each item on the list. The Internet would be the perfect platform to gather a sufficient amount of information. From the company website to their social media pages, you can look for references to a given brand and company by simply inputting certain keywords into the search bar. You may also like employee reference letter samples.

3. Record the data you have collected.

Write down the data you have just gathered on a sheet of paper. Organize this in such a way that it would make it easier for you to draw comparisons between each sponsor.

4. Get a reality check.

No matter how much you want to partner with a company, if they aren’t compatible with your needs and purpose, then they aren’t worth pursuing. Remember to cross them off your list before proceeding to the next step.

5. Contact each sponsor on your list.

Now you’re left with a hotlist of sponsors to reach out to. Though there’s no guarantee that these prospects would be on board with your plans, the least you can do is try. Perhaps you could influence their decision through a cover letter, or discuss your proposed plans over a business meeting . However, don’t waste time on the wrong people. If you can’t break the barrier, move on to the next one on your list and see if you can strike a deal by then.

Additionally, make sure that you’re communicating directly with the person who has the authority to approve your proposal. Otherwise, you might just lose your chance with a company that might’ve been willing to partner with you.

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Vendor proposal acceptance letter.

Vendor Proposal Cover Letter

Investment Proposal Letter Sample

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Grant Proposal Letter Example

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Sample Proposal Letter

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Simple Proposal Letters Example

Proposal Letter in DOC

Proposal Letter Template

What Is the Main Purpose of a Proposal Letter?

We’ve been going on and on about the importance of writing an effective proposal letter in this article, but what purpose do these proposal letters even serve?

A business proposal letter, which can either be solicited or unsolicited, is a type of document used to outline your offered products or services that prospective clients might need. The main goal of creating a proposal letter is to make a formal proposal involving the delivery of goods according to the terms of the transaction. You may also see offer letter examples.

Solicited proposals are typically made at the request of a buyer or a client that might be interested in what the business has to offer. But when it comes to writing a letter of proposal, the seller (business) usually does this for free to make a strong impression with prospects.

Given how the content of the letter is merely a summary—plus a few persuasive facts—of what has been stated on the formal proposal, creating an informative, convincing, and the professional document is extremely important. Keep in mind that the content of the letter represents what the proposal has in store for its prospects. If you fail to write a compelling letter, then this might hinder the person to even consider reading the entire proposal. You may also like incident report letter examples.

The proposal letter is simply a reflection of how much you know about your potential clients, their needs, and what you do to resolve their current problems.

Unfortunately, your business proposal could be among hundreds or thousands of other proposals that a corporate entity receives on an annual basis. Standing out might seem like a chore to do, but this can be accomplished with the help of a good proposal letter. You may also check out job application letter examples.

Creating a cover letter to support your proposal can be beneficial in a lot of ways. At the end of the day, what matters most is your means of delivery to get your point across to potential clients in a way that may be comprehended effectively.

General FAQs

1. what is a proposal letter.

A proposal letter is basically a formal business letter that is written to engage prospective clients regarding a new product, business, or a partnership. It outlines how the potential client can be benefitted by using your company’s products or services.

2. What is the Structure of a Proposal Letter?

The structure of a proposal letter is as follows:

• Introduction and background
• Statement of the problem
• Goals and objectives
• Breakdown of costs
• Contact information.

3. How To Prepare a Proposal Letter?

You can prepare a proposal letter by following these steps:

• Identify the client’s key business needs
• Offer a solution to meet those needs
• Explain your approach towards those needs
• Mention your most important differentiators
• End with a call to action.

4. What is the Difference Between an Executive Summary and a Proposal Letter?

An executive summary is a brief and less detailed version of a proposal. It covers the key points of your offer and how it aligns with the potential client’s strategic priorities. A proposal letter, however, introduces your business and explains that you understand the client’s needs.

5. How Should You Conclude a Proposal Letter?

While concluding a proposal letter, you should summarize the important points of the proposal and emphasize the major concepts. Provide an explanation that connects all the main points and also offer to discuss the idea in greater detail at a later date.

Proposal Maker

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

Business growth

Business tips

20 free proposal templates to ace your pitch

In my vast experience of convincing people to do things they're initially sure they don't want to do, I've picked up a trick or two—namely, that no matter how exceptional and transformative your product may be, if your proposal doesn't articulate its value, you might as well fold it into a paper airplane and throw it out a window.

Impactful proposals require structure, which is where a proposal template comes in. It's the strategic framework that turns your pitch into the corporate equivalent of standing outside someone's house with a boombox over your head—except instead of blasting Peter Gabriel, you're serenading prospects with solutions to their pain points.

Here, in a burst of generosity characteristic of neither me nor most of the business industry, I'll share 20 free proposal templates and show you how to use them to showcase your unique offerings.

Table of contents:

How to choose the right proposal template for your needs

Free business proposal templates for any industry, tips for optimizing a proposal template for your business, proposal template next steps, what is a proposal.

A proposal is a persuasive document used to convince someone to buy into your project, idea, or business opportunity. It outlines what you plan to do, how you plan to do it, when you plan to do it, and how much it will cost.

A proposal is the first—and sometimes only—shot to make an impression. It's your opportunity to prove that you understand a potential client's underlying needs and showcase why you're the best choice for the job. A well-crafted proposal can mean the difference between popping Champagne and crying into your takeout.

There are two types of business proposals:

Solicited proposals are submitted in response to a formal client request for proposal (or RFP) and have specific requirements issued by the client.

Unsolicited proposals , sometimes called proactive proposals, are offered to a prospect independent of a request, usually following discussions about their business needs.

Proposals come in all shapes and sizes, from a quick email pitch to a 100-page grant proposal with a budget the size of a small country's GDP. The key is choosing the right level of detail for your audience and objectives. 

If responding to an RFP from a big company, you should roll out the red carpet with videos, case studies, client testimonials—the works. For a small business owner you've been nurturing for months, a short but compelling proposal focused on key benefits and next steps is likely all you'll need.

At the end of the day, a solid proposal should convince your reader that you understand their problems and have the solutions to fix them.

Choosing the right proposal template for your business needs is a strategic decision. 

Different objectives call for a different approach and, thus, a different template. The one you choose should align with your needs and requirements to fit your project like a glove (or at least like a comfortably loose mitten). 

Follow these steps to get started:

Ask yourself, "What is the core purpose of this proposal?" (Not in the existential sense—that's a spiral no one needs.) For example, a project proposal template should facilitate a clear outline of objectives, deliverables, and timelines, while a business proposal template might focus more on market analysis and competitive edge.

Next, consider who's sitting across the table from you. A contract proposal for legal professionals will differ vastly from a storyboard proposal aimed at creatives. The template should speak their language and cater to their expectations. 

Lastly, consider your desired outcome or what you're after. Are you looking to win a contract, forge a partnership, or charm the coins out of investors' pockets? Your template should have all the necessary details to prompt a reaction more positive than the one I get when I say I'm a writer at a family gathering.

Crafting polished proposals is key to winning new clients and growing your business. But who has the time to start from scratch every time? These business proposal example templates have got you covered. Clients and customers will be so impressed with your beautifully crafted proposal that they won't even realize how little effort it actually took.

Project proposal template

A project proposal outlines the details of a specific project, including an executive summary, objectives, scope, timeline, and costs, submitted for approval or funding. It's essentially a wishlist of how you plan to spend someone else's money.

Best used for: Securing funding or approval for a project

Who should use it: Project managers, business owners, entrepreneurs, non-profit organizations

Business proposal template

A business proposal is a comprehensive offer from a business to a prospective client detailing how the business can meet the client's needs and the benefits of choosing its services or products.

Best used for: Securing funding from investors, attracting new clients, or partnering with other businesses

Who should use it: Business owners, entrepreneurs, sales professionals

Job proposal template

A job proposal helps freelancers pitch their services effectively to potential clients. It emphasizes understanding client needs and providing a breakdown of project costs, which improves pitch quality and increases the chances of securing valuable client partnerships.

Best used for: Securing freelance work

Who should use it: Freelancers of all types, including writers, designers, developers, and more

Proposal letter template

A proposal letter is written to offer a solution or service to a potential client, providing an overview of the benefits and value proposition .

Best used for: Concisely presenting a proposal to a potential client or partner

Who should use it: Business owners, sales professionals, freelancers

Contract proposal template

A contract proposal is a formal offer detailing the terms and conditions under which a party will perform services or deliver goods to another party. It's the prenup of the business world.

Note: always run such contracts by your legal team to ensure they align with your interests and comply with relevant laws.

Best used for: Securing a contract with a client or partner

Who should use it: Business owners, sales professionals, lawyers

Event proposal template

An event proposal is a detailed plan submitted to stakeholders outlining the concept, logistics, budget, and expected outcomes of a proposed event. It's the party planner's battle strategy, where success is measured not in conquests but in compliments and clinking glasses.

Best used for: Securing funding or approval for an event

Who should use it: Event planners, non-profit organizations, businesses

Content marketing proposal template

A content marketing proposal is a strategic plan presented to a client outlining how content marketing can be used to meet their business objectives , including tactics, content types, and measurement methods.

Best used for: Securing a content marketing contract with a client

Who should use it: Content marketers, freelancers, agencies

Proposal planning template

A proposal plan is a structured document that outlines the approach, resources, and timeline for accomplishing a specific goal or project. It's essentially admitting you need a plan to make your plan. It's plans all the way down.

Best used for: Ensuring that a proposal is well organized, persuasive, and complete

Who should use it: Anyone who writes proposals, including business owners, sales professionals, freelancers, and non-profit organizations

Research proposal template

A research proposal is a systematic plan proposing a research project, typically including the research objectives, methodology, timeline, and estimated budget—the "hold my beer" for academics.

Best used for: Securing funding or approval for a research project

Who should use it: Researchers, academics, students

Budget proposal template

A budget proposal is a financial plan that estimates the income and expenditures for a specific project or department over a set period—a bean counter's dream.

Best used for: Securing funding or approval for a budget

Who should use it: Project managers, event planners, business owners

SEO proposal template

An SEO proposal outlines a strategy for improving a client's search engine rankings , including tactics, tools, and expected outcomes. It basically says, "Follow me, and I'll show you how to be more sought-after than a parking spot at Trader Joe's on a Saturday."

Best used for: Securing an SEO contract with a client

Who should use it: SEO professionals, freelancers, agencies

Web design proposal template

A web design proposal outlines the scope, design, functionality, and cost of a website developed for a client. It essentially helps navigate the journey from "Hey, I need a website" to "Wow, this is exactly what I envisioned!"

Best used for: Securing a web design contract with a client

Who should use it: Web designers, freelancers, agencies

Sponsorship proposal template

A sponsorship proposal seeks financial or in-kind support from a sponsor, detailing the benefits the sponsor will receive in return. It's like asking someone to pay for your party and, in return, they get their name on all the balloons. It's a win-win, especially if you like balloons.

Best used for: Securing sponsorships for an event or initiative

Who should use it: Event planners, business owners, and non-profits

Social media marketing proposal template

A social media marketing proposal is a plan suggesting strategies for a client's social media presence , including goals, platforms, content, and metrics for success. It's a pitch to make a brand as clickable as a "Which potato are you?" quiz.

Best used for: Securing a social media marketing contract with a client

Who should use it: Social media marketers, freelancers, agencies

Consulting proposal template

A consulting proposal is a document in which a consultant outlines the services they offer to solve a client's problems, including methodology, timeline, and pricing. It's for the Mary Poppins of the business world, swooping in with a bag of tricks to fix everything from their sales strategy to their coffee machine.

Best used for: Securing a consulting contract with a client

Who should use it: Consultants, freelancers, agencies

Service proposal template

A service proposal is a formal offer of a service-based business to a client detailing the scope of services, deliverables, and terms of the agreement. It's like pinky promising you'll do the stuff you're really good at in exchange for cash.

Best used for: Securing a service contract with a client

Who should use it: Freelancers, agencies, businesses

Sales proposal template

​​A sales proposal helps sales professionals present their products effectively and establish credibility with potential clients by showcasing the company's background and client testimonials.

Best used for: Closing sales deals

Who should use it: Sales professionals

Grant proposal template

A grant proposal is a written request for funding submitted to an organization or government agency, detailing the purpose, plan, and budget of the project needing support. It's like Kickstarter but with more footnotes.

Best used for: Securing funding for a project from a grant-making organization

Who should use it: Non-profit organizations, researchers, academics

Storyboard proposal template

A storyboard proposal is used to visualize and plan a project and is typically a visual representation of the project's key steps, milestones, and deliverables. It's like drawing a treasure map for your project, except the treasure is just meeting your deadlines and hopefully not walking the plank.

Best used for: Securing approval for a storyboard or selling a storyboard to a client

Who should use it: Project managers, business owners, designers

Partnership proposal template

A partnership proposal is a formal document created by an individual or an organization to propose a collaborative relationship with another party. This proposal outlines how the partnership would work, the benefits it would bring to both parties, and the terms and conditions of the partnership. It's commonly used in business contexts where companies, non-profits, or other entities seek to join forces for mutual benefit .

Best used for: Establishing a mutually beneficial partnership

Who should use it: Business owners, sales professionals, non-profit organizations

When it comes to proposal templates, you need to make them work for you, not the other way around. The template is just a jumping-off point. To combat its genericness, it's essential to add your own razzle-dazzle. Here are a few tips to make any old template sizzle.

Tailor content to suit the specific project

When you begin to write a business proposal, the first thing to consider is your audience. Who are you trying to woo, and what will make them open their wallets?

Here's how to do some sleuthing to identify your target reader and customize your pitch to their needs:

Ask questions to get started: What are the client's pain points , and how will you solve them? What's your proposed scope of work and timeline? How much will your services cost? These are the questions a good proposal answers.

Do your research: Check out the client's website and social media profiles. See what they're posting about and what their customers are saying. Look for any public RFPs or project briefs. The more you understand their business and goals, the better you can position your proposal.

Focus on quantifying value using SMART goals: Once you've got a solid understanding of the work, focus on quantifying the value using SMART goals (specific, measurable, achievable, realistic, and time-bound). For example, don't just say you'll increase web traffic—promise a 25% increase in organic traffic within six months. You want the client to think, "This company gets what we need, and they've promised real, measurable impact."

Tailoring your content isn't just about fitting in—it's about fitting so well they can't imagine going with anyone else.

Add visual elements and branding

Long before our brains got rewired to crave the instant gratification of flashy screens and endless scrolling, our ancestors were also suckers for a good visual. There's nothing quite like an eye-catching graph, chart, or image to break up blocks of text and drive a point home.

Photos: Throw in some photos of your smiling face, your product in action, stacks of money, or whatever is relevant and helps tell your story. Just be sure any visuals are high quality and actually add value. And please, no cheesy stock photos of overly enthusiastic business people engaging in unnatural acts of corporate glee.

Infographics: If you have data or statistics to share, turn them into slick infographics. Those colorful, bite-sized bits of visual information are like catnip for proposal readers. But keep your infographics clear and concise. Cramming too much text or too many numbers onto one can make people's eyes glaze over faster than a hot donut.

Company branding: Spice up your proposal format with your company's colors, logo, and fonts—whatever matches your branding. This helps build brand recognition and makes your proposal look more professional. But don't go overboard, or it'll seem like you're overcompensating.

Using visuals and branding in your proposal helps bring it to life, giving readers an instant visual understanding of your company and offer, all while flexing your expertise. And that can only help your chances of getting to yes.

Choose the right language and tone

When choosing the language and tone for your proposal, you have to walk a fine line. Aim for that sweet spot where you sound like a polished pro, but not so much that people think you're actually a robot in a skin suit.

Use balanced language: Avoid stiff, formal language as much as overly casual speak. Expressions like "enclosed herewith, please find" sound pompous, while "wanna" and "gonna" are too laid-back. Simple, straightforward language is the way to go.

Engage your reader: Talk to your reader like you would a colleague or client. Let your passion shine through in a genuine, unforced way. Demonstrate your enthusiasm for the project without the aggressive, frantic energy of someone selling blenders on infomercials at 3 a.m.

Keep promises realistic: While you want to highlight the benefits and potential wins of choosing you, don't make promises you can't keep or claims you can't back up. Share relevant case studies, statistics, and data to build a persuasive yet realistic argument. Your readers will appreciate your honesty and see you as a trustworthy partner.

Meticulously proofread: With the language and tone set, be sure to proofread carefully. Double-check for any spelling, grammar, or punctuation errors that can undermine your credibility and the professionalism of your proposal. Nothing screams "I wrote this in the parking lot" like a typo.

Highlight your unique selling proposition and social proof

You've got to convince your clients you're better than all the other yahoos vying for their business, and the best way to do that is by showing off what makes you uniquely qualified to solve their problems.

Framing your unique selling proposition (USP) in a way that benefits the customer is vital because it makes your offering more relatable and appealing, directly addressing the customer's needs or pain points.

For instance, a company might boast, "Our team has 103 years of collective experience." That's a hefty number, and one can't help but picture a team of Gandalfs shuffling papers and nodding sagely. Yet, without context, it's just a number, as emotionally stirring as announcing you've collected 103 pieces of lint from your dryer.

Instead of just humblebragging about your gazillion years of experience, tell prospects how it benefits them: "Our team's 103 years of collective experience means we spot problems before they arise, we don't waste time upskilling, and, like workplace MacGyvers, we're ready to turn a paperclip and a stick of gum into a solution."

Provide solid evidence that you've done this kind of work before. Share details of similar successful projects, along with social proof like testimonials or case studies from happy clients. Mention any awards or the time you got mentioned in the paper for something other than that misunderstanding about the "borrowed" traffic cone. The more you can demonstrate your experience and expertise, the more credibility you'll build.

Include a strong call to action

At the risk of stating the obvious, which I understand is a cherished tradition in the world of business proposals, one must not, under any circumstances, let a proposal fizzle out at the end without calling out next steps. It's like leaving a high-five hanging—it's awkward and, honestly, a little sad. Give your proposal the kind of finale that has confetti cannons and at least one person in the background slow-clapping until everyone joins in.

Stick the landing by issuing a clear call to action . State what happens next, such as scheduling a meeting to discuss next steps or providing a timeline for getting started. This gives the client confidence in moving forward with your company. Circle back to your key points and re-emphasize the benefits of working together, in case they skimmed the middle part because they were eating a sandwich or something.

Remember, ending a business proposal without a call to action is like forgetting to say "Bingo!" when you've got five in a row—it's a missed opportunity that could cost you more than just mild embarrassment at the senior center. Don't let a weak ending undermine an otherwise slam-dunk proposal. A strong finish could be the difference between a lost opportunity and your next big client.

While these proposal example templates are helpful, they're only the starting point. The real magic happens when you customize the template to match your unique voice and vision. And if you create lots of proposals, take it to the next level by trying out a dedicated proposal app or automating your workflow .

Related reading:

How to write a statement of work

How to craft your brand message

How to write a proof of concept

The best apps for freelancers

21 project management templates to organize any workflow

How to write a memo (and all the templates and examples you could need)

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Allisa Boulette

Based in New England, Allisa is a content marketer and small business owner who hopes to make the internet a more interesting place than she found it. When she’s not working, you can find her lying very still not doing anything.

• Sales & business development
• Small business

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