How To Write Business Proposal Letter ( 5+ Samples )
AUG 28, 2024 | LAST UPDATED ON JAN 19, 2024 BY ANGELICA NAIDU
Most people get confused between proposal letters and proposals. They might seem similar, but they serve different purposes. A proposal is a detailed document outlining your solution, while a proposal letter is a concise introduction to it.
A poorly written business proposal letter can undermine even the best business ideas. Whether you are introducing a new project, securing a partnership, collaborate with another business, or pitching your products/services, a compelling one can set the right tone and build interest.
A business proposal letter is more than a formality; it is your chance to stand out. The top 1% of companies use it to show their unique value, outline solutions, and leave a lasting impression.
A great letter covers the introduction, intention, problem, solution, benefits, potential risks, timeline and budget, USP, and call to action.
Continue reading to learn about proposal letters for business, including how to write them, key tips for writing them, and business proposal samples that can serve as inspiration for your own proposals!
A proposal letter is a concise document that introduces your business, idea or solution to the recipient. Its main purpose is to convince the recipient to engage further by reading a detailed document to initiate a discussion.
More or less, it acts as an opening statement, outlining value propositions and highlighting what sets you apart from competitors. It hooks the recipient’s interest, showing that you understand their needs and have personalised your approach to meet them effectively.
Letter for business proposal can serve multiple roles like:
- Introduction to key recipient
- Invitation to engage further
- Standalone proposal
- Short, abbreviated forms of complete proposals
When do you use proposal letters?
Business proposal letters are versatile and can be used in various cases like:
- Small Business Projects: To share important details to pitch an idea, request a loan, suggest a market plan, etc.
- Sales Proposals: To highlight the benefits of your products or services to potential clients.
- Main Proposal’s Precursor: To use it as a brief introduction before sharing a detailed proposal.
- Collaboration Proposals: To propose a partnership or collaboration by outlining mutual benefits.
- Grant Proposals: To introduce your project and explain its funding needs.
How to write a business proposal letter
Writing a compelling proposal letter for business doesn’t have to be complicated. All you must do is focus on clarity, structure, and personalisation.
Here’s how you must write it:
- Introduce yourself and provide background information
- State the problem statement and the purpose of the proposal
- Define your goals and objectives
- Evaluation
- Highlight what sets you apart
- Briefly Discuss the Budget
- Write a Strong Closing Paragraph and provide contact information
Introduce yourself and provide background information
To create a strong first impression on the recipient, start with a polite greeting and introduce your company. Be professional, yet engaging.
For example, “We are the 3rd biggest software company with $40 billion in revenue in 2023.”
In case, you have already interacted with the client before, mention this to establish a rapport. You must also mention if there is a shared connection. Including these will strengthen the tone of the partnership.
Next, share basic information about the company and its relevance to the proposal. Clearly state the purpose of your letter for business proposal and give a brief overview of the proposal.
Read more: How to Start a Business Proposal Introduction
Read more: How to write a winning proposal title
State the problem statement and the purpose of the proposal
When you write the proposal, you must outline the problem you are solving for the recipient and the purpose of your proposal. This will allow the recipient to know how your solution can help and what you are aiming for, making the proposal compelling and relevant.
For instance, if you are writing a proposal for a business arrangement, provide clear details and basic terms of the arrangement.
You can either combine this with the introduction or dedicate a few paragraphs to it, depending on how complex the issue is.
Define your goals and objectives
Show the recipient exactly what you plan to achieve and how. For this, define your goals and objectives and break them down into long-term goals and short-term goals.
- Short-Term Goals: List them and mention actionable steps you intend to take to achieve the desired result. For instance, “We will implement [action] within 2 months to [outcome/goal].”
- Long-Term Goals: Include specific details to show how your work will have a lasting impact. For instance, “By year-end, we will increase your production capacity by 70% by installing new machines and employing more people, increasing your overall revenue by 15%.”
This will help to set expectations, increase clarity, and show that you are serious about delivering results. Don’t forget to include the timeline for your goals and be specific and realistic!
Evaluation
When writing a business proposal letter, it is important to show the recipient how you’ll ensure that the project moves forward in the right direction and keep them informed of the same. This will build trust and show that you have thought things through. Furthermore, this will increase their confidence in you.
For this,
- Provide Regular Updates: Let them know how you’ll keep them in the loop like you’ll send weekly reports or have weekly check-in calls.
- Define Success: Explain how you will measure if the project is working, like hitting certain goals or improving specific numbers.
- Plan for Problems: Share a quick idea of the potential problems that can arise and you intend to handle them.
Briefly Discuss the Budget
Before you finish the proposal letter with your closing paragraph and CTA, give the recipient a general idea about the budget. Mention a lump sum amount; you can give a detailed breakdown of the cost in the proposal. Additionally, to persuade the client, include a timeframe for their return on investment as well.
Write a Strong Closing Paragraph and provide contact information
End your proposal with a clear and compelling closing paragraph and a call-to-action (CTA). Highlight the value and potential in your offer, making it hard to pass up.
After the closing paragraph, provide your contact information like your email address, phone number, etc to make it easy for them to connect. A strong closing builds trust and keeps the door for opportunities open.
Key tips while writing a proposal letter
A good proposal is clear, professional and easy to understand. Here are some key tips while writing a proposal letter:
- Know your goals: Understand who you are writing to and what you want to achieve. This ensures that your letter stays focused and relevant. Also, the personalised content will show that you have done your research, making a stronger impression.
- Choose the right format: Selecting the right level of formality sets the tone for your relationship. Also, outline major sections and write it in an easily digestible format.
- Use “we” and “us”: Inclusive languages create a sense of partnership, helping the recipient feel you are working towards the same goal. It further helps to build trust and makes them more open to your proposal.
- Be consistent and neat: A clean and organised layout reflects your professionalism and attention to detail. It will help set the right tone.
- Let your company’s personality shine: Use your unique brand voice to stand out. Let them know what makes your business unique and it can benefit them. After all, businesses are not just looking for another business’ products/services; they are looking for a business partner they can trust.
- Include compelling specific and quantitative data: Concrete numbers and specific details add credibility to your proposal. For example, if you have achieved a 20% cost reduction for a similar project, include that to show your expertise.
- Give a deadline: Adding a clear deadline will create a sense of urgency, compelling the recipient to make a decision. It will help move the process forward.
- Proofread everything: Proofreading can be the difference between being taken seriously and overlooked. Give attention to details and avoid typos and errors. Proofread it at least 2-3 times. Get a professional if you must.
- Use a template: Using proposal templates offered by Super Proposal can make the process easier. It saves time and provides structure, ensuring you don’t miss any important points.
Proposal Letter template
Business Proposal Samples for Your Inspiration
The first step to ensuring your proposal converts is to write a compelling proposal letter. Here are some proposal letter examples that show how the flow of the content should be to effectively communicate with the recipient and stand out.
Proposal letter sample for accounting services
Daniel McGill
Finx Solutions
Suite 200, High Street,
Local Area, London
(454) 555-4545
danielmcgill@gmail.com
January 1, 2023
Johnson Smith
Blooms Association
4th Floor, TechPark Building
52 Avenue, London
Dear Mr. Smith,
My name is Daniel McGill, and I am the Founder of Finx Solutions. It was a pleasure meeting you at the PawsForCause Charity Event, and hearing about your company’s goals and challenges gave me valuable insights into how we can help you. As discussed at the event, I am writing to submit this proposal to manage your company’s accounting operations.
As you mentioned, your organization faces challenges in streamlining financial reports, ensuring timely tax compliance, and optimizing cash flow. We have a comprehensive approach in this proposal to addressing these issues and delivering accurate, timely, and insightful accounting services to your business.
Our comprehensive approach consists of the following ideas and goals for the next year:
- Ensure compliance with tax regulations and filing deadlines.
- Reconcile transactions throughout the month and implement a delivery schedule.
- Set up automated financial reports and optimize for clearer insights into profitability and growth areas.
- Implement a system to track and control expenses effectively.
We will follow through the above ideas and achieve our goals by implementing the following:
- Conducting a thorough audit of your existing financial record to identify discrepancies and opportunities for improvement.
- Setting up a tax calendar, structured workflow, fixed delivery schedule, automated financial reports, and expense tracking system.
- Providing ongoing support with best financial management practices.
Finx Solutions is positioned to deliver on this proposal with our proven track record of 15 years of helping businesses reduce costs and increase financial transparency. Our customized comprehensive solutions have helped companies like Dimx Corp save 25% on operational expenses by identifying inefficiencies in their accounting process.
Our proposed budget for this project is $20,000. The budget perfectly aligns with the objectives and is designed to provide tangible benefits for your company by improving operational efficiency and reducing tax liability.
I will follow up with you on January 10, 2023, to discuss this proposal in detail and answer any questions you may have.
Thank you for considering Finx Solutions. We look forward to working with you.
Sincerely,
[Your Signature]Daniel McGill
Founder of Finx Solutions
Proposal letter sample for branding services
Jordan McDaniel
Creatx Co.
Suite 55, High Street,
Local Area, London
(132) 555-8465
jordanmc@gmail.com
January 13, 2023
Barney Smith
Superior Clothing
4th Floor, Brumps Building
65 Avenue, London
Dear Mr. Smith,
My name is Jordan McDaniel, the Creative Head at Creatx Co, a branding firm that specializes in creating impactful brand strategies. With more than 20 years of experience, we have helped many clients build brand legacies, and I’m confident we can bring the same success to your business.
After looking into your brand, it’s clear that your current brand identity doesn’t resonate with your target audience, fashion conscious Gen Zs, even though it’s visually appealing. This gap in connection likely contributes to missed opportunities, which affects your revenue. We believe that by renewing your brand identity, we can help bridge the gap.
While your brand does hold a unique position in the market with its sustainable practices, our primary goal is to reposition your brand for stronger recognition and commitment to eco-friendly practices to create a deep connection with your target market. To achieve this, we will first perform a brand audit, change your current visuals and messaging strategies, and implement a strong brand narrative. We project a 15% increase in brand awareness and customer engagement within 3 months.
Throughout the process, we will track progress via audience engagement levels and media reach, and we will be providing periodic reports to ensure that performance and accountability are transparent. Additionally, we conduct regular reviews to assess performance and make adjustments, if required.
Unlike other companies in our field, we provide customised branding solutions that focus on building brand legacies. We have helped multiple brands achieve tangible results with our approach. Feel free to check out our portfolio of previous work.
Our proposed plan comes at a cost of $10,000, which we believe will bring a significant return on your investment within 6 months.
We would love to team up with you and help you reach your targets. Feel free to reach out to me at (132) 555-8465 to discuss this proposal in detail.
Sincerely,
[Your Signature]Jordan McDaniel
Creative Head at Creatx Co.
Business proposal sample letter for marketing services
Rachel Green
Vion Studio
Office 15, The Gallery Building
22 Arts Street,
Birmingham, London
(644) 555-3544
rachel@gmail.com
January 13, 2023
Ross Geller
Urban Fitness
Ground Floor, Healthy Life Building
Glasgow, London
Dear Mr. Geller,
I hope this message finds you well. My name is Rachel Green, and I am reaching out from Vion Studio. We are a digital marketing agency that helps our clients create impactful marketing campaigns, generate leads, and increase revenue.
Did you know that businesses with an online presence generate up to 40% higher revenues than the ones that do not? At Vion Studio, we have seen firsthand how customized and strategic digital marketing campaigns can drastically increase business performance, especially in the fitness industry. We can help you achieve the same, if not more!
To deliver consistent results, our proposed marketing strategy will focus on SEO optimization, social media management, and paid ads. We will begin with a complete audit of current marketing processes to understand the gaps that must be filled. Using these insights, we will create a customized marketing plan that aligns with your needs and goals, ensuring all our efforts work towards your growth and increase in revenue.
With our proposed plan, I’m positive that we can increase your website traffic by 20%, social media engagement by 25%, and your lead conversion rate by 15% within the next 3 months. Throughout this, we will track the progress with detailed analytics reports and regular performance reviews.
In the past 15 years, our team of professional marketers have provided measurable results to many clients. With their expertise and data-driven approach, we are confident we can maximize your return on investment and position your brand for long-term success.
To achieve these results, our comprehensive marketing package is priced at $ 5000 per month. The package includes all the services outlined above along with a FREE audit.
I’d love to discuss this plan and budget further. You can reach out to me at (644) 555-3544 to schedule a free consultation.
Thanks and regards,
[Your Signature]Rachel Green
CEO, Vion Studio
Business proposal sample letter for sponsorship
Karen Stall
Innox Co.
Office 15, Bedfast Building
22 Downing Street,
Birmingham, London
(545) 445-8454
karen@gmail.com
January 13, 2023
Rene Black
Houston Ltd.
Ground Floor, VMA Building
London
Dear Ms. Black,
My name is Karen Stall, and I’m the Sponsorship Manager at Innox Co. We are a non-profit organisation dedicated to promoting sustainable living and environmental education through community outreach programs and events.
I’m reaching out to invite Houston Ltd. to partner with us as a sponsor for our upcoming event entitled Green Levels UP. This event presents a unique opportunity for your company to gain brand exposure and network with a growing community of environmentally-conscious individuals. Last year, with the generous support of sponsors like you, we successfully raised over $50,000, enabling us to fund impactful educational programs and launch sustainability initiatives like Go Green.
As your company, Houston Ltd., specializes in providing eco-friendly technology solutions, sponsoring our event will show your commitment to sustainability while connecting directly with a community that shares your values and interests.
This year, we have planned the event on 14 March 2023 with an expectation of 200-500 attendees. We have 3 levels of sponsorship packages: Gold ($5000), Silver ($2500), and Bronze ($1000), each with its own benefits and recognition, such as keynote speaking opportunities, logo placements, media coverage, and much more!
More than a sponsorship, this is an investment in your brand awareness, positive PR, and evidence of your commitment towards sustainable living and environmental education. Our past sponsors have reported a significant rise in brand engagement alongside a range of loyal customers, like Energy Inc. reported a 35% increase in brand engagement and a 25% rise in customers.
I look forward to speaking with you about this excellent sponsorship opportunity in detail. Please do not hesitate to contact me at (545) 445-8454.
Thanks and regards,
[Your Signature]Karen StallBusiness partnership proposal letter example
Dwight Shell
Venne Co.
Office 20, Windsor Building
45 Living Street,
Birmingham, London
(544) 142-2425
dwight@gmail.com
January 13, 2023
Max Channing
Bursst Ltd.
1st Floor, Lemmington Building
London
Dear Mr. Channing,
My name is Dwight Shell, and I’m the CEO at Venne Co.. We are a mobile app development company specializing in creating innovative, user-friendly, and highly functional mobile applications. Over the past 10 years, we have successfully developed over 40 mobile apps with over 1 million downloads collectively.
After learning about Bursst Ltd.’s exceptional work in 3D modelling and animation, I believe there’s a great potential for collaboration. Our companies share the same vision of creating an immersive gaming experience. Our combined efforts could result in providing real value to both entities through developing gaming apps that engage users and keep them coming back for more.
We propose a strategic partnership where Venne Co. could focus on creating high-performance apps, while Bursst Ltd. contributes its 3D modelling and animation skills to bring gaming environments to life. Together, we can build gaming apps that push the boundaries of user interaction and create experiences like never seen before.
We look forward to creating a long-term, mutually beneficial partnership for better growth and innovation. We are sure that our combined expertise and resources will work towards significant success.
We would be delighted to explain this partnership opportunity in detail. Please do not hesitate to schedule a meeting anytime that suits you by contacting me at (544) 142-2425.
Sincerely,
[Your Signature]Dwight Shell
CEO, Venne Co.
Why use proposal management software to close clients?
Creating a compelling proposal letter for business is one thing, but delivering it effectively and efficiently can make all the difference. Proposal management software like Super Proposal can increase your close rate by 40%.
Super Proposal can help you to:
- Craft proposals effortlessly with 100+ customisable professionally designed templates.
- Single scroll layout to preview in real-time while you edit and add visual aids like images and pricing tables.
- Access, edit, and sign proposals from your laptop, tablet, or smartphone.
- Close deals faster with legally binding e-signs with full accountability.
- Gain valuable insights into proposal views, open rates, and client interactions to refine your strategy.
- Collaborate with team members efficiently to create, review, and edit your proposal in real-time.
- Keep your data safe and secure with impenetrable safe measures and compliance protocols in place.
Business Proposal Letter FAQs
What is the basic format for a proposal letter?
A letter for business proposal typically follows a business letter format, which includes:
- Your contact information
- The recipient’s contact information
- Date
- Salutation
- Subject line (optional)
- Body of the letter
- Closing
- Signature
How do you introduce yourself in a proposal letter?
Start with a polite greeting, mention your name, position, and company, and briefly state the purpose of your proposal letter. Keep it direct, short, and simple.
What are the four C's in writing a proposal letter?
Clear, compelling, concise, and convincing.
What makes a good proposal letter?
A good proposal letter adheres to the basic format and includes the following in the body of the proposal:
- Introduction: Briefly introduce yourself and your company.
- Intention: State the purpose of the proposal.
- Problem: Show you empathize and understand the problem of the recipient.
- Proposed solution: Offer a clear and actionable solution.
- Benefits of the solution: Outline the advantages of the solution.
- Potential risks: Highlight any risks involved.
- Timeline and budget: Give a realistic timeline and financial breakdown
- What sets you apart: Highlight your USP.
Call to action: End with a clear and persuasive call to action.
It should be clear, direct and simple while still being thorough.
What are the three main sections of a proposal letter?
The 3 main sections of the proposal letter are:
- Introduction and background
- Possible and proposed solutions, analysis, and implementation
- Timeline and budget
How long should a proposal be?
A lot of things factor in when it comes to the length of the proposal. It shouldn’t be so brief that you leave out valuable information and neither should it be too long that causes the client to skip sections. The ideal length is between 11 to 13 pages.
Read more: How to write a follow up after sending a proposal?
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