Related: 5 Steps for Great Business Writing. A proposal letter is a professional document that introduces your business ideas to an important recipient who holds a decision-making role. A proposal letter can introduce an idea to try to convince the recipient to read a full document with supporting information, or it can be the proposal itself. Proposal letters can be used for a variety of endeavors, including small business projects, like requesting a loan or suggesting a new marketing plan to your manager.
Proposal letters can also be sent as a brief precursor to a larger, more-detailed business proposal, like a government grant for a research project. Proposal letters are important because they are normally the first impression your recipient has of you and your business. A clear and influential letter will increase the likelihood of your audience favoring your proposal and moving forward with it. What you include in your proposal letter will vary based on the project.
Here are some common details you should consider including when composing a proposal letter:. Introduce yourself and provide background information. Briefly discuss the budget and how funds will be used. Finish with a call to action and request a follow-up.
The goal of your proposal's introduction is to gain the interest of your reader. This paragraph should include basic information about your company and an overview of the topic to make it clear what the recipient will be reading. If you are following up on a meeting, briefly mention the meeting in the opening statements for context. If your business already has a relationship with your letter's recipient, mention this as well.
Your purpose for the proposal is what you intend to accomplish, or what problem exists that you intend to fix. A proposal for a business arrangement would provide clear details and basic terms of the arrangement, while a proposal to redesign a company website would discuss your understanding of their current website issues.
Describe the long-term outcomes you plan to meet and the objectives you will establish to get you there. Please can I get a template for such, I intend to write to companies. Helena St. Proposal Cover Letter Template. We thank you again for your consideration and look forward to hearing from you soon.
Taking too long? Reload document. Notify of. Oldest Newest Most Voted. Inline Feedbacks. Olumuyiwa Olubayo. Priti Thapa. Reply to Olumuyiwa Olubayo. Reply to Priti Thapa. These documents also have different lengths. While truly massive projects with defense contractors, Fortune companies, etc. An executive summary, which you only really need on large projects, is a fraction of the full proposal.
A few pages is ideal. The proposal letter should be even shorter — no longer than one page for best results.
Structurally, these documents are actually extremely similar. The difference lies in the level of detail. This structure makes all of your documents persuasive. Follow it, and you can appeal to people no matter how much or little of your proposal package they read. With that said, you can save yourself a mountain of trouble by embracing a persuasive structure that works well for every situation. Tom Sant breaks how to write an effective proposal letter in five simple steps :.
A strong proposal letter starts on a topic the potential client is already thinking about: their business needs.
What are they worried about? Why are they requesting proposals in the first place? This is more than just regurgitating project specs from the RFP. But a gradual reduction in their customer base or loss of market share — the deeper business implications — certainly could. You might have to do a little digging to spot the business pain point beneath the surface-level project.
The enclosed proposal responds to your request to re-design your website. We understand you would like to consolidate multiple websites after your merger with Acme company. Again, these outcomes cut beneath the surface-level requirements as expressed in the RFP. No one will pay serious cash just for a cool new website; they pay because they want what that new website can offer their business more customers, sales, brand recognition , etc.
Leave the gritty details for your full proposal, but use this paragraph to identify the solution and connect it to tangible business benefits. We recommend a revitalized digital presence that leverages the strengths of both websites under a single banner. Our proposal includes a plan to launch the new brand within nine months. This plan includes a mobile-responsive website, an updated e-commerce store, and a community forum where customers can receive technical support.
Remember, proposal letters are most useful for large, complicated projects. Your recommended solution probably consists of a suite of services that, when performed all together, achieve the solution. Use this paragraph to highlight the major services involved and describe what will happen when.
Our process begins with a kick-off meeting between our strategists and key digital marketing stakeholders from your team. After settling on a vision for the re-design, we will design several wireframe versions for you to choose from. We will incorporate your feedback from weekly phone meetings as we finalize the winning design. Your full proposal will lay this out in detail.
Use the proposal letter to highlight just a few of the most important factors that make you the perfect choice for the job. Because this tends to be a longer paragraph, you can break up each factor with bullet points to make things easier to read.
Imagine this situation. Our team submitted a proposal for service to you some time ago. And since we did not get any answer from you, we want to assure that this resubmitted letter would grab your interest already.
To make it clear, we also enclosed a copy of the original. If you got the chance to review it, you will see the price quoted for completion is good for number of days once you approve our proposal. We are positive that you will answer our letter and we look forward to having the best opportunity to choose our service and experience total satisfaction.
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