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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

Last Updated: January 1, 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. There are 8 references cited in this article, which can be found at the bottom of the page. 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 3,989,550 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

how to write letter proposal

Planning Your Proposal

Step 1 Define your audience.

  • 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?

Step 2 Define your issue.

  • 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.

Step 3 Define your solution.

  • 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.

Step 4 Keep elements of style in mind.

  • 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."

Step 5 Make an outline.

  • 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

Step 1 Start with a firm introduction.

  • 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.

Step 2 State the problem.

  • 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.

Step 3 Propose solutions.

  • 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.

Step 4 Include a schedule and budget.

  • 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.

Step 5 Wrap up with a conclusion.

  • 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.

Step 6 Edit your work.

  • 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."

Step 7 Proofread your work.

  • 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

wikiHow Staff Editor

  • 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

how to write letter proposal

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Write a Proposal to Management

  • ↑ https://writing.wisc.edu/handbook/assignments/grants-2/
  • ↑ http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf
  • ↑ https://libguides.usc.edu/writingguide/academicwriting
  • ↑ https://www.northwestern.edu/climb/Research%20Proposal%20Writing/A%20Basic%20Research%20Proposal%20Outline.pdf
  • ↑ 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

Dave Labowitz

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

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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.

how to write letter proposal

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:

how to write letter 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:

passivevoice

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 .

90 Comments

I am strongly looking forward to learning how to write a proposal, thanks

Thanks Honar, it’s an honor to have you here 😉

I am looking forward to learning how to write a great proposal. Thanks for posting this site.

Practice makes perfect, just keep it up and you will get there!

Looking forward for you to checklist and using it to edit my proposal…. thx a lot

Awesome, and remember you can sign up for a free account for life, no credit card required to run up to 5 checklists for proposals or anything else!. Check out more about Process Street here: https://www.process.st/product/

I really loved your paper on how to write a proposal. I looked up others and found total satisfaction when I came across yours! Thanks again Tanya Palacios

We are very pleased to hear that.

thanks a lot for helping me understand proposal writing more clearly. Am very grateful.

Of course, proposal writing can be tricky, but if you follow the templates we provide you will quickly see it’s not that difficult. Proposals follow the same structure most of the time, once you learn that structure it’s easy to create proposals quickly.

Very nice and excellent advice and coaching on proposals writing. I will always keep in touch for more information.

Excellent writing Benjamin. Definitely agree with the destroying jargons part. There’s no need for these kinds of words for project proposals. Anyway, here’s an informative step-by-step guide that I’d like to share regarding writing project proposals: https://www.freenvoices.com/how-to-write-project-proposal . I believe that this will complement your well-written article and your readers too. 🙂

Great post Evatt, thanks for sharing!

I am in the process of drafting a proposal for a multi-million deal. Looking forward to getting pointers to make my proposal a seller!

After reading your post,it now became crystal clear that proposals are not easy…But thanks alot. You’re a good teacher

Hey Vitalis, yes they take some practice but you will get there. Just keep it up!

i want to write proposal for study PhD but i dont know how to write it can you send to me example thank you very much best regards

Hi Mays, There’s some good advice here in regards to writing a PhD proposal: https://www.findaphd.com/advice/finding/writing-phd-research-proposal.aspx

My personal advice would be to really demonstrate strength when outlining your methodology. This section is a great opportunity to display deep knowledge of methodological approaches and their academic grounding. Make sure to cite the foundational texts for the approach you want to take and to reference current academic discussions pertinent to your particular application of that approach. If you can find a recently published PhD thesis which takes a similar methodological approach to you own then you can read through their methodology section to give yourself both inspiration and a great starting point for building a methodology reading list for yourself.

Best of luck!

Además, asimismo desarrolla otros proyectos de formación en línea sobre marketing digital y nuevas tecnologías con la finalidad de instruir a emprendedores de qué forma crear un proyecto digital para vender sus conocimientos.

Your blog is very informative. Nice you tried to provide a crystal clear information on this topic!

Nice one, at least have got an idea now about proposal writing

Appreciate the guidelines on how to write an explicit formal proposal.

You are most welcome Ogoh, we’d love any feedback you may have in the future!

Appreciate for providing knowledge on proposal writing

I’m really happy to learn from this paper.I’ve increased my knowledge in proposal writing.Thanks

Wow! You’re really doing a nice work, really haven’t got it detailed and simplified before.

Nice job. I am a professional proposal writer in lagos Nigeria and I must confess that you have done a good job on this article. I learnt a few new things. Keep up the god work

Thanks Mr Sam, always good to have the support of an expert.

the explanation is very complete I am happy to be able to find articles on various types of letters and I can learn here thanks for all the articles

We tried our best Zaki, thanks for the kind words

nice suggestions. thanks

Thanx for the great work U have done towards my exprienc on Proposal writing.May God bless U.

You did a great job in outlining all the nitty-gritty of writing a great proposal in this article. Kudos!

Thank for sharing this knowledge

It was a pleasure!

Write a comment…great work but I need a proposal on how to start car wash business inside school

Thank you for the little experience I have achieved on proposal writing. Can you give me a broad idea on a proposal I wan to write, I want to do a Clean City proposal…

Hey Darious, check out these posts we wrote on sustainability: https://www.process.st/corporate-sustainability/ https://www.process.st/sustainable-business/

so grateful for the information.

Very happy to learn how to write a proposal from you.

Very happy to help you 🙂

Very informative, really appreciated your expertise. I learned quite a bit. Thank you, I’m all set, also number two (2.) Change the passive voice to the active voice is something for me to remember when I’m writing.

Yes that’s a great tip!

It is really great, I would like to know more about writing a great proposal about enhancing bank customer service

Sounds like an important project, you might also enjoy this post: https://www.process.st/enterprise-risk-management/

I sincerely appreciate you for this brilliant presentation. I still need to know more about the solicited proposals. Thanks!

I would like to know how to write a good proposal .

I’m looking forward to be the best in writing proposal, in the organization

Good luck with your endeavors Paul!

I want to learn how to write project proposals

I have an idea of how to write the proposal but would am unsure and would rather see what the experts have to say about it. Thanks!

I want to write a proposal to get a generator for my hospital as a back up

This piece has given me a clearer understanding on how to and what to look out for in writing a proposal. But I will be more grateful if u can give me a template and points on how to write a proposal to a state government to train their young people on drug abuse and how to minimize the current menace it is causing to our society. Thanks, it was a nice experience.

Glad to hear you liked it. We don’t have any templates specific to that use case, but we will look to create some more soon. Cheers, Adam

Glad you enjoyed the experience 🙂

Thanks very much for the well explained presentation.

Hello. This is very good and helpful, I need help to write a proposal for freelancing and content writing. Thanks

I’m not sure if this is what you’re looking for, but we have an article here about pitching to TechCrunch: https://www.process.st/write-for-techcrunch/

I hope it helps!

Cheers, Adam

You are most welcome!

I never knew on how to write a proposal but now I have got something from you thank you. But I would like an example of a professional proposal …… as for me am writing a proposal on the need to make clubs for youth of East Africa based science, technology and arts plz I need it very soon even today

We don’t currently have any examples for you, but we are working on a set of processes to follow to help people write proposals like these. It should be published in a few weeks.

For the time being, perhaps look at what different organizations say they want. Here are a few examples from the UK:

– Warwickshire Community And Voluntary Action (CAVA) have this document where they ask people to send them proposals to start youth programmes. They explain what they are looking for and how they will judge the proposal.

– Here is another example but this time from an organization in Manchester, UK. This has instructions and requirements, and you can use its specifications as inspiration for how to create your proposal.

I hope some of this makes the proposal writing process clearer.

Best of luck, Adam

This may also help: https://www.process.st/proposal-template/

Good luck with your proposal Naomi! Sounds like it’s for a great cause..

Thats great. I have learned alot thanks.

I need to know how to write a proposal writing. Can u give an example plzz…..

Hi Sapioamoa, you can find a collection of examples here: https://www.process.st/proposal-template/

I hope this helps! Adam

i thank you for that and now i am requesting for help, i am a student first year and my ambition is to help the orphans i would like you to help me how to write a proposal of that kind. thank you.

Hey Deo. It sounds like you’re doing great work. Check out these proposal templates . They should help you!

thank you so much sir

Living in a rural setting in Uganda- am writing a proposal to ask for financial donations to buy agricultural inputs, medical assistance etc for my community- this website has helped to put ideas together and to hopefully come out with a winner! Thank you!.

That’s great to hear we’ve been able to help! Best of luck Catherine!

am very greatful to receive such an skillful knowledge from you,but may i pls receive a sample of how to write a proposal for starting a small scale printing firm just in kenya.

thank you in advance

Thanks for the kind comment, Elijah. You might be able to find some more useful information in our most recent article about proposals (with lots more templates) here: https://www.process.st/proposal-template/

Nice one. Thanks for this.

Glad to hear it helped, Deji!

Glad you enjoyed this, Lillian! ⭐️

This is what i was looking for so long. Thanks for summing up all these informations about how to write a proposal. I’m really glad that you add these free template 🙂

Awesome, glad you enjoyed the templates. Was there a particular one that you found most helpful?

Are you still free to give feedback? Happy New Year btw.

Sure we are here to give feedback! Just leave your question about proposal writing in the comments and we will get back to you as soon as we can.

I feel this is among the most vital information for me.

And i’m glad reading your article. But want to statement on few normal things, The web site style is perfect, the articles is truly excellent : D. Excellent activity, cheers

Glad to hear you enjoyed it!

Hi,have learned a lot from you,could you please help me to write a proposal how to spend on projects in a christian organization Thanks

Not sure how that would be any different, but if you have a specific question about writing proposals I’d be happy to answer it 🙂

Thanks sir for your post. I’am very greatful to receive such an skillful knowledge from you

Any organization needs a visual identity these days. It includes a unique logo, colors, wordmark, typeface, and some visual elements like illustrations and iconography that makes a memorable first impression and sets the brand apart from the competitors.

Am glad to have gotten more ideas than I expected on how to write a proposal. All in one article.

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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.

Graphic showing the elements needed to write a proposal

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.

Writing a proposal. Advertising packages

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.

Writing a proposal. Cover letter.

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.

Writing a proposal. Who are we?

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.

What people are saying.

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.

Your advertising media mix.

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.

Advertising with us: Your investment

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.

Our Sales Team

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.

Statement of work and contract

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.

Writing a proposal. Standard legal content and sign-off

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

Construction Job Proposal

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

Accounting Proposal

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

Catering proposal

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.

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Cover Image for How to Write a Proposal Letter [Samples Included]

How to Write a Proposal Letter [Samples Included]

Madiha Rizvi

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 

how to write letter proposal

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. 

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. 

https://i0.wp.com/sellingsignals.com/wp-content/uploads/2022/03/Product-business-proposal-letter-example.jpg

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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Proposable

How To Write A Proposal Letter

When you’re writing a proposal letter, you want to make sure that you are making the best impression possible. In this article we dive into how to write a proposal letter and explore some time-tested techniques that can help improve your proposal letter writing skills today.

how to write letter proposal

How do I write a letter of proposal?

  • Introduce yourself and provide background information.
  • State your purpose for the proposal.
  • Define your goals and objectives.
  • Highlight what sets you apart.
  • Briefly discuss the budget and how funds will be used.
  • Finish with a call to action and request a follow-up.

What is the format of a proposal?

As you can see, a proposal typically consists of the following: Introduction: A concise summary of the problem, solution, costs, and benefits The primary definition of the issue, including its subject, purpose, primary defense, supporting details, and significance

What are the 4 parts of a proposal?

  • Abstract/Summary. The abstract is the most important component of the proposal.
  • Statement of Need. What is the problem you are trying to solve and why is it important?
  • Project Activity, Methodology and Outcomes. …
  • Evaluation. …
  • Dissemination. …
  • Budget and Continuation Funding.

What are the 8 steps to writing a proposal?

  • Step 1: Hold a Brainstorm Session. …
  • Step 2: Research. …
  • Step 3: Hook the Reader. …
  • Step 4: Present the Problem. …
  • Step 5: State Your Solution. …
  • Step 6: Outline the Project. …
  • Step 7: Bring It All Together. …
  • Step 8: Proofread Your Proposal.

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How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

  • Select the three to five primary attributes of your solution 
  • Explain their advantages for your client in a concise statement 
  • Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

  • Highlighting a customer satisfaction quote in a different font to make it stand out 
  • Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
  • Using the company letterhead
  • Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

  • “We look forward to the opportunity to discuss our proposal further.” 
  • “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
  • “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

  • Executive director 
  • Account manager  
  • Executive of executives 
  • CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
  • Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Sample construction proposal letter

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Sample architecture rfp cover page

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Sample engineering cover letter for a proposal

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

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How to Create Winning Proposals

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How to Write a Project Proposal (Examples & Template Included)

ProjectManager

Table of Contents

What is a project proposal, types of project proposals, project proposal vs. project charter, project proposal vs. business case, project proposal vs. project plan, project proposal outline, how to write a project proposal, project proposal example, project proposal tips.

  • ProjectManager & Project Proposals

A project proposal is a project management document that’s used to define the objectives and requirements of a project. It helps organizations and external project stakeholders agree on an initial project planning framework.

The main purpose of a project proposal is to get buy-in from decision-makers. That’s why a project proposal outlines your project’s core value proposition; it sells value to both internal and external project stakeholders. The intent of the proposal is to grab the attention of stakeholders and project sponsors. Then, the next step is getting them excited about the project summary.

Getting into the heads of the audience for which you’re writing the project proposal is vital: you need to think like the project’s stakeholders to deliver a proposal that meets their needs.

We’ve created a free project proposal template for Word to help structure documents, so you don’t have to remember the process each time.

how to write letter proposal

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Project Proposal Template

Use this free Project Proposal Template for Word to manage your projects better.

In terms of types of project proposals, you can have one that’s formally solicited, informally solicited or a combination. There can also be renewal and supplemental proposals. Here’s a brief description of each of them.

  • Solicited project proposal: This is sent as a response to a request for proposal (RFP) . Here, you’ll need to adhere to the RFP guidelines of the project owner.
  • Unsolicited project proposal: You can send project proposals without having received a request for a proposal. This can happen in open bids for construction projects , where a project owner receives unsolicited project proposals from many contractors.
  • Informal project proposal: This type of project proposal is created when a client asks for an informal proposal without an RFP.
  • Renewal project proposal: You can use a renewal project proposal when you’re reaching out to past customers. The advantage is that you can highlight past positive results and future benefits.
  • Continuation project proposal: A continuation project proposal is sent to investors and stakeholders to communicate project progress.
  • Supplemental project proposal: This proposal is sent to investors to ask for additional resources during the project execution phase.

A project proposal is a detailed project document that’s used to convince the project sponsor that the project being proposed is worth the time, money and effort to deliver it. This is done by showing how the project will address a business problem or opportunity. It also outlines the work that will be done and how it will be done.

A project charter can seem like the same thing as a project proposal as it also defines the project in a document. It identifies the project objectives, scope, goals, stakeholders and team. But it’s done after the project has been agreed upon by all stakeholders and the project has been accepted. The project charter authorizes the project and documents its requirements to meet stakeholders’ needs.

A business case is used to explain why the proposed project is justified. It shows that the project is worth the investment of time and money. It’s more commonly used in larger companies in the decision-making process when prioritizing one project over another.

The business case answers the questions: what is the project, why should it be taken up, who will be involved and how much will it cost? It’s therefore related to a project proposal, but the project proposal comes before the business case and is usually part of the larger proposal.

Again, the project proposal and the project plan in this case are very similar documents. It’s understandable that there would be some confusion between these two project terms. They both show how the project will be run and what the results will be. However, they’re not the same.

The project proposal is a document that aims to get a project approved and funded. It’s used to convince stakeholders of the viability of the project and their investment. The project plan, on the other hand, is made during the planning phase of the project, once it’s been approved. It’s a detailed outline of how the project will be implemented, including schedule, budget, resources and more.

All the elements in the above project proposal outline are present in our template. This free project proposal template for Word will provide you with everything you need to write an excellent project proposal. It will help you with the executive summary, project process, deliverables, costs—even terms and conditions. Download your free template today.

Project proposal tempalte for Word

There are several key operational and strategic questions to consider, including:

  • Executive summary: This is the elevator pitch that outlines the project being proposed and why it makes business sense. While it also touches on the information that’ll follow in the project proposal, the executive summary should be brief and to the point.
  • Project background: This is another short part of the proposal, usually only one page, which explains the problem you’ll solve or the opportunity you’re taking advantage of with the proposed project. Also, provide a short history of the business to put the company in context to the project and why it’s a good fit.
  • Project vision & success criteria: State the goal of the project and how it aligns with the goals of the company. Be specific. Also, note the metrics used to measure the success of the project.
  • Potential risks and mitigation strategies: There are always risks. Detail them here and what strategies you’ll employ to mitigate any negative impact as well as take advantage of any positive risk.
  • Project scope & deliverables: Define the project scope, which is all the work that has to be done and how it will be done. Also, detail the various deliverables that the project will have.
  • Set SMART goals: When setting goals, be SMART. That’s an acronym for specific, measurable, achievable, relevant and time-bound. All your goals would be defined by those five things.
  • Project approach: Define the approach you’ll use for the contract. There are several different types of contracts used in construction , for example, such as lump sum, cost plus, time and materials, etc. This is also a good place to describe the delivery method you’ll use.
  • Expected benefits: Outline the benefits that will come from the successful completion of the project.
  • Project resource requirements: List the resources, such as labor, materials, equipment, etc., that you’ll need to execute the project if approved.
  • Project costs & budget: Detail all the costs, including resources, that’ll be required to complete the project and set up a budget to show how those costs will be spent over the course of the project.
  • Project timeline: Lay out the project timeline , which shows the project from start to finish, including the duration of each phase and the tasks within it, milestones, etc.

In addition to these elements, it’s advisable to use a cover letter, which is a one-page document that helps you introduce your project proposal and grab the attention of potential clients and stakeholders.

To make the best proposal possible, you’ll want to be thorough and hit on all the points we’ve listed above. Here’s a step-by-step guide to writing a persuasive priority proposal.

1. Write an Executive Summary

The executive summary provides a quick overview of the main elements of your project proposal, such as your project background, project objectives and project deliverables, among other things. The goal is to capture the attention of your audience and get them excited about the project you’re proposing. It’s essentially the “elevator pitch” for the project life cycle. It should be short and to the point.

The executive summary should be descriptive and paint a picture of what project success looks like for the client. Most importantly, it should motivate the project client; after all, the goal is getting them to sign on the dotted line to get the project moving!

2. Provide a Project Background

The project background is a one-page section of your project proposal that explains the problem that your project will solve. You should explain when this issue started, its current state and how your project will be the ideal solution.

  • Historic data: The history section outlines previously successful projects and those that could have run more smoothly. By doing so, this section establishes precedents and how the next project can be more effective using information from previous projects.
  • Solution: The solution section addresses how your project will solve the client’s problem. Accordingly, this section includes any project management techniques , skills and procedures your team will use to work efficiently.

3. Establish a Project Vision & Success Criteria

You’ll need to define your project vision. This is best done with a vision statement, which acts as the north star for your project. It’s not specific as much as it’s a way to describe the impact your company plans to make with the project.

It’s also important to set up success criteria to show that the project is in fact doing what it’s proposed to do. Three obvious project success criteria are the triple constraint of cost, scope and time. But you’ll need to set up a way to measure these metrics and respond to them if they’re not meeting your plan.

4. Identify Potential Risks and Mitigation Strategies

To reduce the impact of risk in your project, you need to identify what those risks might be and develop a plan to mitigate them . List all the risks, prioritize them, describe what you’ll do to mitigate or take advantage of them and who on the team is responsible for keeping an eye out for them and resolving them.

5. Define Your Project Scope and Project Deliverables

The project scope refers to all the work that’ll be executed. It defines the work items, work packages and deliverables that’ll be delivered during the execution phase of your project life cycle. It’s important to use a work breakdown structure (WBS) to define your tasks and subtasks and prioritize them.

6. Set SMART Goals for Your Project Proposal

The best mindset when developing goals and objectives for your project proposal is to use the SMART system :

  • Specific – Make sure your goals and objectives are clear, concise and specific to the task at hand.
  • Measurable – Ensure your goals and objectives are measurable so it’s obvious to see when things are on track and going well, and conversely, when things are off track and issues need to be addressed. Measurable goals make it easy to develop the milestones you’ll use to track the progress of the project and identify a reasonable date for completion and/or closure.
  • Attainable – It’s important every project has a “reach” goal. Hitting this goal would mean an outstanding project that extends above and beyond expectations. However, it’s important that the project’s core goal is attainable, so morale stays high and the job gets done with time and resources to spare.
  • Relevant – Make sure all of your goals are directly relevant to the project and address the scope within which you’re working.
  • Time-Based – Timelines and specific dates should be at the core of all goals and objectives. This helps keep the project on track and ensures all project team members can manage the work that’s ahead of them.

7. Explain What’s Your Project Approach

Your project approach defines the project management methodology , tools and governance for your project. In simple terms, it allows project managers to explain to stakeholders how the project will be planned, executed and controlled successfully.

8. Outline The Expected Benefits of Your Project Proposal

If you want to convince internal stakeholders and external investors, you’ll need to show them the financial benefits that your project could bring to their organization. You can use cost-benefit analysis and projected financial statements to demonstrate why your project is profitable.

9. Identify Project Resource Requirements

Project resources are critical for the execution of your project. The project proposal briefly describes what resources are needed and how they’ll be used. Later, during the planning phase, you’ll need to create a resource management plan that’ll be an important element of your project plan. Project requirements are the items, materials and resources needed for the project. This section should cover both internal and external needs.

10. Estimate Project Costs and Project Budget

All the resources that you’ll need for your project have a price tag. That’s why you need to estimate those costs and create a project budget . The project budget needs to cover all your project expenses, and as a project manager, you’ll need to make sure that you adhere to the budget.

11. Define a Project Timeline

Once you’ve defined your project scope, you’ll need to estimate the duration of each task to create a project timeline. Later during the project planning phase , you’ll need to create a schedule baseline, which estimates the total length of your project. Once the project starts, you’ll compare your actual project schedule to the schedule baseline to monitor progress.

Now let’s explore some project proposal examples to get a better understanding of how a project proposal would work in the real world. For this example, let’s imagine a city that’s about to build a rapid transit system. The city government has the funds to invest but lacks the technical expertise and resources that are needed to build it, so it issues a request for proposal (RFP) document and sends it to potential builders.

Then, the construction companies that are interested in executing this rapid transit project will prepare a project proposal for the city government. Here are some of the key elements they should include.

  • Project background: The construction firm will provide an explanation of the challenges that the project presents from a technical perspective, along with historical data from similar projects that have been completed successfully by the company.
  • Project vision & success criteria: Write a vision statement and explain how you’ll track the triple constraint to ensure the successful delivery of the project.
  • Potential risks and mitigation strategies: List all risks and how they’ll be mitigated, and be sure to prioritize them.
  • Project scope & deliverables: The work that’ll be done is outlined in the scope, including all the deliverables that’ll be completed over the life cycle of the project.
  • Set SMART goals: Use the SMART technique to define your project goals by whether they’re specific, measurable, achievable, relevant and time-bound.
  • Project approach: Define the methodology that the project manager will employ to manage the project. Also, figure out what type of contract will be used to define the project.
  • Expected benefits: Show how the project will deliver advantages to the company and define what these benefits are in a quantifiable way.
  • Project resource requirements: List all the resources, such as labor, materials, equipment, etc., needed to execute the project.
  • Project costs & budget: Estimate the cost of the project and lay that out in a project budget that covers everything from start to finish.
  • Project timeline: Outline the project schedule, including phases, milestones and task duration on a visual timeline.

Whatever project proposal you’re working on, there are a few tips that apply as best practices for all. While above we suggested a project proposal template that would have a table of contents, meaning it would be many pages long, the best-case scenario is keeping the proposal to one or two pages max. Remember, you’re trying to win over stakeholders, not bore them.

Speaking of project stakeholders , do the research. You want to address the right ones. There’s no point in doing all the work necessary to write a great proposal only to have it directed to the wrong target audience. Whoever is going to read it, though, should be able to comprehend the proposal. Keep the language simple and direct.

When it comes to writing, get a professional. Even a business document like a project proposal, business case or executive summary will suffer if it’s poorly constructed or has typos. If you don’t want to hire a professional business writer, make sure you get someone on your project team to copy, edit and proof the document. The more eyes on it, the less likely mistakes will make it to the final edition.

While you want to keep the proposal short and sweet, it helps to sweeten the pot by adding customer testimonials to the attachments. Nothing sells a project plan better than a customer base looking for your product or service.

ProjectManager & Project Proposals

ProjectManager allows you to plan proposals within our software. You can update tasks for the project proposal to signify where things stand and what’s left to be done. The columns allow you to organize your proposal by section, creating a work breakdown structure (WBS) of sorts.

When building a project proposal, it’s vital to remember your target audience. Your audience includes those who are excited about the project, and see completion as a gain for their organization. Conversely, others in your audience will see the project as a pain and something to which they aren’t looking forward. To keep both parties satisfied, it’s essential to keep language factual and concise.

Our online kanban boards help you think through that language and collaborate on it effectively with other team members, if necessary. Each card shows the percentage completed so everyone in the project management team is aware of the work done and what’s left to be done.

Example Project Proposal Kanban Board

As you can see from the kanban board above, work has begun on tasks such as product documentation and design. Tasks regarding stakeholder feedback, ideation, market research and more have been completed, and there’s a good start on the engineering drawings, 3D rendering, supply chain sourcing and translation services.

A PDF is then attached to the card, and everyone added to the task receives an email notifying them of the change. This same process can be used throughout the life-cycle of the project to keep the team updated, collaborating, and producing a first-class project proposal. In addition to kanban boards, you can also use other project management tools such as Gantt charts , project dashboards, task lists and project calendars to plan, schedule and track your projects.

Project proposals are just the first step in the project planning process. Once your project is approved, you’ll have to solidify the plan, allocate and manage resources, monitor the project, and finally hand in your deliverables. This process requires a flexible, dynamic and robust project management software package. ProjectManager is online project management software that helps all your team members collaborate and manage this process in real-time. Try our award-winning software with this free 30-day trial .

Click here to browse ProjectManager's free templates

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Write Your Way to a Win: Business Proposal 101

T o keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clients, you have to be able to sell them on your business and what you can do for them. One way to do so is by preparing a business proposal. Business proposals not only allow you to include the details of the project, your proposed solution and prices, but also give you the leeway to sell the benefits of your solution and your company. The business proposal is your opportunity to shine and, hopefully, acquire a new client in the process.

What is a business proposal? 

A business proposal is a multipage document detailing how your business can solve a problem or fill a need for a customer. Business proposals can be unsolicited or solicited. 

  • Unsolicited: With an unsolicited business proposal, you create the proposal on your own based on your understanding of the client's need and send it to the client to capture their attention and win their business. Unsolicited proposals are generally less specific because the prospective client has not told you anything about its needs.
  • Solicited: With a solicited proposal, the customer identifies its own need or challenge and then asks companies like yours to submit proposals with solutions and costs. This is called a request for proposal, or RFP. There is a deadline by which the proposals are due so the client can compare them to each other, and there may be specific specifications that the solutions need to conform to. Sometimes, companies whose proposals are attractive to the client are called in and asked to make a presentation on their solution so that the client can ask questions. After reviewing all of the proposals, the client will make its choice.

Business proposals should demonstrate your company's understanding of the client's problem or need, your expertise and experience in addressing this type of need, your proposed solution and recommendations, your unique selling points, how much you are charging, and what the terms and conditions will be if the client chooses your company for the project. 

Business proposals can be printed on paper, in the form of a presentation using software such as PowerPoint (sent electronically or printed), or via proposal software that allows clients to accept the proposal electronically.

Did you know? The ideal length for a proposal, on average, is six pages. This gives you enough space to adequately cover the essentials but is short enough to keep the client's attention.

When do you need a business proposal?

Business proposals are not appropriate and necessary for all types of businesses, but in some industries, they are a crucial way to get new clients. They are almost exclusively used in business-to-business (B2B) sales . The reasons for this are twofold. First, to justify a business proposal, the size of the project must be fairly significant, at least $1,000. Second, the project or challenge must have some level of complexity where it needs a custom solution, not something ready-made.

These are some industries that typically require business proposals:

  • Construction
  • Landscape design
  • Architecture
  • Property management
  • Engineering
  • Market research
  • Coaching (business or personal life coaching)

Before you start writing your proposal

Writing a business proposal involves a lot of initial legwork. Once you become aware that a potential client is looking for proposals in your business niche, you will want to develop a sound, clear and precise business proposal. To do so, there are many pre-planning activities you will want to conduct.

1. Do your research.

If you don't know much about the potential client, you need to study. Go to the website and read everything. Get names of decision-makers, an idea of its business model , how long it's been in business, its goals and its financial picture.

2. Arrange a meeting with management. 

You may not get in to see the CEO, but you should make an appointment with the highest-level manager possible. During this meeting, you want the client to clarify goals and needs, so be a good listener and take notes! You also want to get clear budget parameters so you have a financial framework for your proposal. While the focus of this meeting must be on the client, try to tout yourself a bit. Talk about your successes with similar organizations/industries.

3. Develop your solutions.

Once you understand the client's goals and needs, you are prepared to brainstorm and develop the most effective and cost-effective ways to serve them. For example, if you are in the property management business and have become aware that a large apartment complex owner is looking for a new outside property management firm, you meet with that owner or their rep. You ask about their issues and problems and what made them unhappy with the previous management. These will be critical points in your solution proposal. [Related article: Your Guide to Creating a Small Business Marketing Plan ]

What to include in the proposal

Writing a business proposal can be a lengthy and time-consuming process. If you don't know how to write a proposal, you need to be a quick learner. There are templates and samples online that you can study, or you can visit a fellow entrepreneur who has experience and ask for their help. Generally, though, your sections will be as follows.

  • Introduction: This should summarize the client's needs, what your company provides and your top selling points.
  • Description of the client's current situation: This is a way to describe the need you are trying to solve for. This shows the potential client that you understand what their needs are. 
  • Solution: State your solution, including the goals, objectives and methodologies for meeting the client's needs and remedying the current situation.
  • Timeline: This is where you say how quickly you can get started once the client accepts your proposal, when each of the steps you are proposing will take place and the date when the project should be complete.
  • Proof: Do not be afraid to praise yourself. What are the benefits of choosing your company? Point out your successes with similar projects and provide references . 
  • Pricing: This is where you detail how much the project with the currently described scope will cost. Critically important, the costs must be carefully and clearly broken down so that each facet of your solution methodology has a specific cost. This way, if the client has to cut back on something, they can make informed decisions. 
  • Guarantee and terms and conditions: If you are offering a guarantee or warranty, this is the place to include it. You should also include terms and conditions, such as how much will be charged if the scope of the project changes and how often the client will be billed. You should also outline how approvals and disputes will be handled. To write this section, you may want to consult with a lawyer.  
  • Next steps: At the end of the proposal, include a call to action. How can the client say yes to this proposal? Most proposals include a signature page that allows the client to accept the bid, while some proposal software allows clients to not only accept the proposal electronically, but also pay for it online. In addition, say what will happen next. For example, you might say that you will set up a meeting with the point person at the client company to get more specific information on their needs, or the next step may be for your team to create a proposed design for discussion.

Tip: To establish your credibility, include testimonials, examples of similar projects and client references, and awards and press your company has received.

How to write the proposal

If you are not a good writer, get someone who is. You never know who will be reading your proposal, so make sure there are no grammatical, punctuation or spelling errors. And above all, keep it simple. Write it in a conversational tone. No one wants to struggle through long and complex sentences with academic-level vocabulary. As an extra check, have someone else read it over to catch mistakes and points that need clarification before you send it to the client.

You may also want to get input from your marketing and sales team. They specialize in communicating with prospects and know their pain points and priorities. So they can help you emphasize the right things and get your message across in a way that will be effective.

In addition to the content of your proposal, the way it looks makes a difference. An attractive graphic on the cover page can catch the eye of the client, and high-quality images, charts and layout make your proposal easier to read and more compelling. A well-designed proposal also tells the client that your business is professional and that you took your interaction with them seriously. You can use a business proposal template or software, or you can engage the services of a graphic designer to make your proposal look its best.  

Did you know? Proposals with an attractive cover page tend to convert 45% better than those without one, according to Better Proposals.

How to write different types of business proposal letters

Business proposal solicitation letter.

A business proposal solicitation letter sets the stage for an unsolicited business proposal and is a formal and much more dignified cold call or cold email . You are trying to drum up business by introducing yourself to potential clients who may or may not have heard of you before. The letter should, of course, be business formal and impeccable in grammar and style. Here are some pointers:

  • Find out who the decision-maker is before you write the letter. It should be addressed to that individual.           
  • Your opening paragraph should catch their attention quickly. The potential to lower their costs will usually do the trick, so tell them that you can save them money and/or make their operations more cost-efficient.
  • The next paragraph should provide more detail about your product or service and describe how it saves money or is more efficient.
  • The third paragraph should speak to your qualifications. How long have you been doing this? Name past and current clients who have experienced cost savings and greater efficiency with your help. Be certain that you have permission to use their names, as they may be contacted.
  • The closing paragraph should be short and give some call to action. Either ask them to call you or tell them you will call in a few days for an appointment.

Business proposal cover letter

Once you have written the business proposal, it is time to send it to the client. Even when the client is expecting to receive it, you should still include a cover letter as an introduction. If the client has issued an RFP or specifically asked you for a proposal, refer to this and express thanks for the opportunity. Let the client know that you have the ability, expertise, experience and creativity to successfully solve their problem. Throw in a few examples, such as how many years you've been in business, similar problems you have solved for other companies in the industry and how long clients tend to use your services.

Finally, tell them that the proposal is enclosed or attached, and encourage them to reach out to you if they have any questions.

Chad Brooks contributed to the writing and research in this article. 

To keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clien

How to Write a Winning Grant Proposal: A Nonprofit’s Guide to Securing Funding

Two-Businesspeople-Hand-Analyzing-Document-Over-Glass-Desk

Grants, which are funds awarded by an outside source and typically earmarked for a particular use, are incredibly valuable for nonprofit organizations to achieve their missions. In fact, it is not uncommon for organizations to rely on this type of funding to cover operating expenses, pay workers, and launch initiatives.

Common sources of grants include public and private institutions, including government departments, family trusts, foundations, and the like.

Because of the competitive nature of the grant process, it’s important to know how to write a grant proposal, how to evaluate which opportunities are worth pursuing, and how to effectively communicate your organization’s intentions.

What Is Grant Writing?

Grant writing is the application process required of an organization seeking certain financial awards. Crafting an impactful grant proposal takes compelling communication, clear language, and an understanding of the funding landscape. To start, it is useful to differentiate between funding sources and the types of grants they offer.

  • Federal grants are a way in which the U.S. government contributes to a wide range of ideas and projects that provide public services or stimulate the economy.
  • State grants vary from federal grants when it comes to administration. For example, a state grant is typically geared toward local needs as opposed to national or international causes.
  • Local (city or county) grants are useful for an even smaller scope. This level of targeted support typically involves the improvement of community development, infrastructure, public services, and individual efforts by community members.
  • Private grants can come from corporate or non-corporate entities, family trusts, foundations, financial institutions, or individuals. When it comes to these types of non-government grants, Candid keeps a global database of opportunities.

How to Write a Grant

These six steps will help you create a strong grant proposal, increasing your chances of achieving the funding and recognition that can drive your organization forward.

Dedicate ample time to analyzing your needs, including what areas of your organization will benefit from grants, exactly how much funding is needed, and realistic outcomes. You will want to thoroughly explore opportunities you qualify for, and allocate resources — time and personnel — to thoughtfully write your grant proposal.

2. Know what sets you apart

Grants are often highly sought after, so you’ll need to be well-versed on the ins and outs of what makes your organization unique and deserving. Conduct thorough research about your field, including the needs you serve and the impact you can make with grant funding. Share specific stories, testimonials, and experiences that stand out to you and the community at large that you serve.

3. Utilize facts and figures

Data will help prove your organization’s worth. Consider providing financial insights, information about existing partnerships, and budgeting outlooks. Use numbers to show the needs of populations you serve and project how beneficial grant funding will be, including plans for allocation.

4. Communicate clearly

Be highly sensitive to each and every requirement. These will vary by grant and must be followed. You’re the expert in your field, but your reader might not be. Write your grant proposal using clear, concise language without industry jargon if it’s not well-known. It’s important to also abide by any word counts or length requirements.

5. Fact-check and proofread

Get another set of eyes on the application to ensure nothing was overlooked, preferably someone with grant writing experience. Spelling errors, misrepresentations, and room for interpretation could all sway a grantor from accepting your proposal.

6. Educate yourself

For those interested in learning the latest nonprofit grant writing practices, USD offers a 100% online course focused on the step-by-step process of grant preparation, organization, and detailed evaluation. This course is best suited for nonprofit professionals and volunteers of all levels, including CEOs, executive directors, grant writers, and fundraising coordinators.

ESL mid-page CTA: eBook – 6 Common Mistakes in Nonprofit Management

Grant Writing Do’s & Don’ts

It’s probably clear by now that there are certain actions that will improve your chances of obtaining grant funding or quickly eliminate you from consideration. Here’s a simple breakdown of some of the most common habits to consider (and to avoid) when grant writing.

How do I know if I should apply for a grant?

Start by taking a close look at your organization’s circumstances — financial and otherwise — to evaluate exactly what areas need support. This will allow you to seek grant opportunities that are the right fit, also helping to ensure that you’ll stand out from other applicants.

Where do I find grant opportunities?

Resources like Grants.gov , Candid.org , and the Council on Foundations have searchable databases of grant opportunities. Consult your local network as well to learn about any community resources that might be available.

What are grant writing best practices?

Being prepared with facts and figures to prove your organization’s needs is important. Communicating clearly, knowing the latest industry trends, and setting yourself apart are also best practices when it comes to grant writing.

Where do I learn how to write a proposal for funding?

Courses such as USD’s online Nonprofit Grant Writing are incredibly useful to stay up to date on the latest, most effective methods. Students learn how to identify grant opportunities, step-by-step processes of grant preparation, how to integrate budgeting, and more.

What makes a grant proposal stand out?

Get specific during the grant writing process about how you will use grant funds and what beneficial outcomes are imminent. Make the grantor connect with your cause, even if this is the first time they’re learning about what you do. Include standout stories and examples to paint a clear picture of your circumstances.

What are some common mistakes in grant writing?

All too often, grant proposals include unrealistic asks, industry buzzwords that lack real meaning, and too much room for interpretation. Instead, it’s best to be as straightforward as possible and make clear what good you will be able to achieve with grant funding.

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Sales Proposal Letter Templates & Examples

Sales proposals are crucial tools that businesses use to communicate their value proposition to potential clients. They outline the services or products offered, pricing, and terms, aiming to persuade the client to do business. Utilizing templates can significantly streamline the creation process, ensuring consistency and saving time. This article provides the templates to help you create compelling sales proposals and detail key elements like executive summaries, product benefits, and company information. It emphasizes customizing proposals to client needs and offers tips and templates for effective presentation.

Table of Contents

How to Write a Sales Proposal

Sales proposal templates.

  • 1 Marketing Proposal
  • 2 Sponsorship Proposal
  • 3 Web Design Proposal
  • 4 Public Relations Proposal
  • 5 Bid Proposal
  • 6 Real Estate Proposal
  • 7 Software Development Proposal
  • 8 Sales Proposal
  • 9 Construction Proposal
  • 10 Consulting Proposal

Example Sales Proposal

Writing a sales proposal involves communicating your offer’s value effectively to potential clients. Here are essential details that should be included to make your sales proposal compelling and clear:

  • Introduction: Start with a brief introduction of yourself and your company. Mention how you learned about the client’s needs or refer to any previous discussions you’ve had.
  • Executive Summary: Provide a concise overview of what the proposal will cover, highlighting the main value proposition and how it addresses the client’s specific challenges or goal​​​​s.
  • Understanding of Client’s Needs: Demonstrate a clear understanding of the client’s requirements, challenges, or pain points. This shows that your proposal is tailored to their specific situation.
  • Proposed Solution: Detail the product or service you are offering, including how it addresses the client’s needs, its benefits, and why it’s the best option compared to competitor​​s.
  • Pricing Information: Include a clear, detailed breakdown of the pricing for your product or service. If applicable, explain different packages, payment schedules, or any special offer​​s.
  • Implementation Timeline: Provide an estimated timeline for when the service or product will be delivered or implemented, including major milestones or phases if relevant.
  • Call to Action: End the proposal with a clear call to action, such as inviting the client to a meeting, a product demo, or to sign the proposal if they agree with the term​​s.
  • Contact Information: Ensure your contact details are easy to find, so the client knows how to reach you for any questions or to move forward.

Remember to keep the letter concise, focused, and tailored to the recipient, emphasizing how your solution uniquely meets their needs.

Marketing Proposal Template Copy Snippet Copied!

[Your Company Letterhead]

Date: [Insert Date]

[Recipient’s Name] [Recipient’s Title] [Recipient’s Company] [Company Address] [City, State, Zip]

Dear [Recipient’s Name],

As a dynamic firm specializing in innovative marketing strategies, [Your Company Name] is excited to present a tailored marketing proposal designed to elevate [Recipient’s Company]’s brand and expand its market reach. Our team has developed a comprehensive plan that leverages [briefly mention marketing techniques, e.g., digital marketing, social media, SEO] to achieve your marketing objectives.

Proposed Marketing Strategies:

Campaign Concept: [Brief description of the campaign idea]. Target Audience: [Overview of the intended audience and their characteristics]. Implementation Plan: [High-level outline of the campaign rollout]. Expected Outcomes: [Key performance indicators and expected results]. Investment Overview:

Our proposal outlines a budget that encompasses all aspects of the campaign, ensuring maximum impact for [Recipient’s Company]. We believe this investment will yield substantial returns in brand visibility and customer engagement.

We are eager to discuss this proposal in further detail and tailor it to fit [Recipient’s Company]’s specific needs. Please feel free to contact me at [Your Contact Information] to arrange a meeting.

Thank you for considering [Your Company Name]. We look forward to the possibility of working together to achieve [Recipient’s Company]’s marketing goals.

Warm regards,

[Your Name] [Your Title] [Your Company] [Your Contact Information]

Sponsorship Proposal Template Copy Snippet Copied!

I am reaching out to present an exciting opportunity for [Recipient’s Company] to become a key sponsor of [Your Event/Project]. This partnership is not just about financial support but building a mutually beneficial relationship that enhances [Recipient’s Company]’s visibility and aligns with its brand values.

Sponsorship Opportunities:

Event Overview: [Brief description of the event/project]. Sponsorship Tiers: [Outline of different sponsorship levels and benefits]. Audience Demographics: [Information on the event’s/project’s audience]. Visibility Opportunities: [Details on how the sponsor’s brand will be featured]. Investment and Benefits:

Our sponsorship packages are designed to offer significant value and exposure to [Recipient’s Company], ensuring a positive impact on your brand’s recognition and customer loyalty.

We would be delighted to discuss how this sponsorship can be tailored to meet your strategic goals. Please contact me at [Your Contact Information] to explore this partnership further.

Thank you for considering this opportunity. We believe that [Recipient’s Company]’s involvement would greatly enrich our event/project.

Best regards,

[Your Name] [Your Title] [Your Event/Project] [Your Contact Information]

Web Design Proposal Template Copy Snippet Copied!

I am excited to present a proposal for the website design project for [Recipient’s Company]. At [Your Company Name], we understand the importance of a strong online presence, and our team is ready to deliver a website that not only meets but exceeds your expectations.

Project Overview:

Design Concept: [Brief description of the design concept and how it aligns with the company’s brand]. Functionality: [Overview of key functionalities and features of the proposed website]. Timeline: [Projected timeline for the design and development process]. Investment Details:

We offer competitive pricing for our website design services, and this proposal outlines a cost-effective solution tailored to your specific needs.

We are confident in our ability to deliver a website that will enhance [Recipient’s Company]’s online visibility and user engagement. I look forward to discussing this proposal with you and answering any questions you may have.

Public Relations Proposal Template Copy Snippet Copied!

With today’s ever-evolving media landscape, effective public relations strategies are more important than ever. [Your Company Name] is thrilled to offer a comprehensive PR proposal designed to enhance [Recipient’s Company]’s brand reputation and media presence.

Strategy Overview:

Objectives: [Clearly defined PR objectives tailored to the company’s goals]. Tactics: [Description of PR tactics such as press releases, events, media outreach]. Measurable Outcomes: [How success will be measured, including potential media impressions, engagement metrics]. Investment and Value:

Our proposal provides a detailed breakdown of the costs associated with our PR services, offering transparent pricing for high-value returns.

We believe that our approach will not only address [Recipient’s Company]’s immediate PR needs but also lay the groundwork for sustained media success. I am eager to discuss how our strategies can be customized to fit your specific needs.

Bid Proposal Template Copy Snippet Copied!

We are submitting this bid proposal in response to the request for proposal (RFP) issued by [Recipient’s Company] for [Project Name/Description]. [Your Company Name] has extensive experience in [Project Field/Type], and we are confident in our ability to deliver exceptional results on time and within budget.

Scope of Work: [Detailed description of the work to be performed]. Timeline: [Estimated project timeline with key milestones]. Budget: [Comprehensive breakdown of the project costs]. Why Choose Us:

Our team’s expertise, coupled with our commitment to quality and efficiency, makes us the ideal choice for this project. [Briefly mention any unique qualifications or past successes].

We look forward to the opportunity to discuss our proposal in more detail and are available for a meeting at your earliest convenience.

Real Estate Proposal Template Copy Snippet Copied!

I am pleased to present this real estate proposal for your consideration. [Your Real Estate Agency Name] has identified [Property Name/Location] as an excellent opportunity for [Recipient’s Company] based on your specified requirements and objectives.

Property Details:

Description: [Brief description of the property, including key features]. Investment Rationale: [Explanation of why this property meets the client’s needs and investment criteria]. Financial Overview: [Summary of the financial aspects, including purchase price, ROI, etc.]. Next Steps:

We believe [Property Name] offers a unique opportunity and stands out in the current market. We would be happy to arrange a viewing at your convenience and discuss the proposal in further detail.

Thank you for considering this opportunity. We are excited about the possibility of working together on this venture.

[Your Name] [Your Title] [Your Real Estate Agency] [Your Contact Information]

Software Development Proposal Template Copy Snippet Copied!

[Your Company Name] is excited to propose a custom software development solution designed to enhance [Recipient’s Company]’s operational efficiency and customer engagement. Our team specializes in developing scalable, innovative software solutions tailored to the unique needs of our clients.

Project Scope:

Solution Overview: [Brief description of the proposed software solution and its functionalities]. Technology Stack: [Overview of the technologies and frameworks to be used]. Development Timeline: [Estimated timeline for the development phases and delivery]. Investment and Benefits:

Our proposal outlines a competitive pricing model that ensures value for [Recipient’s Company], with a focus on long-term benefits and scalability.

We believe our software solution will provide a significant competitive advantage to [Recipient’s Company] and look forward to the opportunity to discuss this proposal in more detail.

Sales Proposal Template Copy Snippet Copied!

I am reaching out to introduce [Your Product/Service] offered by [Your Company Name]. In today’s competitive market, [Your Product/Service] stands out for its unique ability to [mention key benefits and how it solves a problem for the recipient’s company].

Why [Your Product/Service]?

Benefit 1: [Detail how it benefits the client’s business]. Benefit 2: [Detail additional benefits]. Competitive Advantage: [Explain what makes your offering unique]. Proposal Overview:

We propose the following terms for your consideration:

Pricing: [Outline your pricing model, including any discounts or special offers]. Implementation: [Briefly describe the implementation process or how the client can start using the product/service]. Support: [Detail the support services that accompany your product/service]. Next Steps:

We are confident that [Your Product/Service] can significantly contribute to [Recipient’s Company]’s success. We would welcome the opportunity to discuss this proposal further and how we can tailor our solutions to meet your needs more closely.

Thank you for considering our proposal. Please do not hesitate to contact me directly at [Your Contact Information] to arrange a meeting or to discuss any questions you may have.

Construction Proposal Template Copy Snippet Copied!

[Your Construction Company Name] is pleased to submit this proposal for the construction project at [Project Location/Name]. With our extensive experience in the construction industry, we are committed to delivering high-quality work within the proposed timeline and budget.

Project Details:

Scope of Work: [Detailed description of the construction work to be carried out]. Project Timeline: [Projected start and completion dates, including key milestones]. Budget Overview: [Detailed breakdown of the estimated costs associated with the project]. Why Us:

Our proven track record of successful projects and our commitment to safety and quality make us the ideal choice for this project.

We are eager to further discuss how we can bring this project to fruition and exceed your expectations.

[Your Name] [Your Title] [Your Construction Company] [Your Contact Information]

Consulting Proposal Template Copy Snippet Copied!

[Your Consulting Firm Name] is excited to offer specialized consulting services to address the strategic needs of [Recipient’s Company]. Our team of experts is prepared to provide insights and actionable solutions to drive growth and improve operational efficiency.

Services Offered:

Consulting Areas: [List of areas where consulting services will be provided, e.g., strategy, operations, financial planning]. Approach: [Brief overview of the methodology and approach to be used in the consulting services]. Expected Outcomes: [Description of the tangible results [Recipient’s Company] can expect from the consulting services]. Engagement Details:

Our proposal includes a flexible engagement model tailored to [Recipient’s Company]’s specific needs, with transparent pricing and clear deliverables.

We are confident that our consulting services will deliver substantial value to [Recipient’s Company] and look forward to the opportunity to partner with you.

[Your Name] [Your Title] [Your Consulting Firm] [Your Contact Information]

Using templates like the examples above, your team can quickly craft effective, personalized sales proposals that follow agreed upon conventions and use your company’s boilerplate language. Here’s an example:

TechSolutions Inc. Letterhead

Date: February 12, 2024

Mr. John Doe Project Manager ConstructCo 123 Construction Way Buildtown, BT 45678

Dear Mr. Doe,

I hope this letter finds you well. Following our recent discussions regarding ConstructCo’s ongoing challenges with project management and team collaboration, I am pleased to present a tailored solution from TechSolutions Inc.

Proposal for Cloud-Based Project Management Software

Introduction:

TechSolutions Inc. specializes in innovative software solutions designed to streamline operations and enhance productivity. Our cloud-based project management software, “ProjectPro,” offers a comprehensive suite of tools tailored for the construction industry, promising to transform how ConstructCo manages projects, schedules, and team communication.

Challenges Identified:

Difficulty in tracking project progress and deadlines. Inefficient communication among team members and stakeholders. Limited access to project data and documents on the field. Proposed Solution:

ProjectPro is designed to address these challenges head-on:

Real-Time Project Tracking: Interactive dashboards for monitoring project timelines, budgets, and milestones. Enhanced Communication: Integrated messaging and notification system to keep all team members aligned. Mobile Access: Full functionality on mobile devices to access project data anywhere, anytime. Investment:

We offer a competitive pricing model based on the number of users, with a special introductory package for ConstructCo at $500/month for up to 50 users. This includes full access to ProjectPro’s features, ongoing customer support, and regular updates.

Implementation Plan:

Our dedicated team will ensure a seamless implementation of ProjectPro within ConstructCo:

Initial Setup & Customization: Tailoring ProjectPro to fit ConstructCo’s specific project management needs. Training & Onboarding: Comprehensive training sessions for your team to maximize software utility. Ongoing Support: 24/7 customer support to assist with any queries or issues. Next Steps:

We are confident that ProjectPro will significantly contribute to improving ConstructCo’s project management efficiency and team collaboration. We would be delighted to arrange a demonstration at your convenience to showcase ProjectPro’s capabilities in action.

Thank you for considering TechSolutions Inc. as your partner in enhancing ConstructCo’s project management processes. Please feel free to contact me at (555) 123-4567 or via email at [email protected] to discuss this proposal further or to schedule a demo.

Alex Rivera Senior Account Manager TechSolutions Inc. [email protected] (555) 890-1234 www.techsolutions.com

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how to write letter proposal

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Write up a letter formal proposal for you to attend a professional...

Write up a letter formal proposal for you to attend a professional conference.

  • The proposal will be an attachment to an email addressed to your supervisor, Marie Jansen.
  • Search the internet for ideas for conferences in your field of interest.
  • the details of the conference (name, location, dates, etc.)
  • specifics on what the conference offers that would be of benefit to you as an employee of the company
  • how you will be accountable for reporting what you have learned following the conference
  • all costs associated with travel, lodging, food, etc.
  • how your absence will be accounted for at work
  • at least one properly placed, useful
  • Must be three to five Pages Long
  • Indent the first line of each paragraph. Note: Use tab indents, rather than hitting the spacebar multiple times.
  • Double the space in your document.
  • Include page numbers.
  • Write up the assignment using a 12pt Arial font, Please double the space between paragraphs.
  • Ensure that your assignment is complete and that all relevant questions have been answered.
  • Ensure that you have given careful consideration to proper grammar, punctuation, spelling, and writing style.

Answer & Explanation

NB: KINDLY FOLLOW THE FOLLOWING GUIDELINE TO COMPLETE YOUR ASSIGNMENT.

Subject: Formal Proposal to Attend Professional Conference

Dear Marie Jansen,

I am writing to request permission to participate in the forthcoming Annual Marketing Conference 2022, which is being hosted by Marketing Association International. The conference is scheduled to occur in New York City from June 15th to June 17th, 2022. As the Marketing Manager of our company, I am confident that participating in this conference will afford me the chance to enhance my expertise, abilities, and professional connections in the marketing industry.

The Annual Marketing Conference 2022 provides an extensive selection of workshops, seminars, and keynote speakers that concentrate on the most recent trends and optimal strategies in the marketing sector. Our company's aims and areas of interest align well with topics such as digital marketing tactics, consumer interaction, and data analytics. Attending this conference will enable me to acquire useful insights and ideas that can be utilized to strengthen our marketing strategy and increase our overall performance.

I am completely dedicated to ensuring that my presence at the conference is both effective and advantageous for our organization. I will diligently record thorough notes during the sessions and workshops, and once I am back, I will compile a complete report that will emphasize the most important insights and provide practical recommendations for implementation. In addition, I am prepared to disseminate my acquired expertise to our marketing staff by means of a presentation or training session, so ensuring that everyone can profit from the insights gathered at the conference.

I have conducted thorough research on the conference registration price, travel expenditures, housing, and meals, and have created a comprehensive budget that includes all projected costs. I am prepared to bear any costs that beyond our assigned budget and will request authorization for any supplementary financing needed. I guarantee that I will take full responsibility for any costs associated with attending the conference and will furnish receipts and proof for reimbursement.

While I am away from work, I will make certain that any pertinent duties and projects are assigned to team members or finished ahead of time in order to minimize any interruptions. In addition, I will ensure my availability for any pressing issues that may occur while I am away and will maintain communication with the team through regular check-ins and updates.

Participating in the Annual Marketing Conference 2022 will significantly advantage our organization by providing me with cutting-edge industry insights and techniques to bolster our marketing endeavors. I respectfully seek your authorization to participate in this conference and value your evaluation of my proposition.

Thank you for dedicating your time and thoughtful consideration.

Sincerely, [Your Name] Marketing Manager

Attachment: Detailed Proposal for Attendance at Annual Marketing Conference 2022

  • The proposal letter is a formal request for authorization to participate in the Annual Marketing Conference 2022, scheduled to take place in New York City from June 15th to June 17th. The conference is organized by Marketing Association International. The letter contains precise information regarding the conference, including the dates, venue, and the nature of sessions and workshops that are pertinent to the employee's position as a Marketing Manager in their organization.
  • The employee emphasizes the possible advantages of participating in the conference, such as acquiring knowledge about current marketing trends, techniques, and best practices that could be utilized to improve the company's marketing endeavors. The employee pledges to diligently record meticulous notes throughout the conference sessions and workshops and subsequently compile a full report upon their return to disseminate essential insights and recommendations to the team.
  • In terms of expenses, the employee has conducted research and allocated funds for conference registration fees, travel charges, lodging, and meals. They demonstrate a readiness to bear any costs that surpass the assigned budget and furnish essential paperwork for reimbursement. The employee also recognizes their responsibility for all costs associated with attending the conference.
  • Regarding the management of job obligations during their absence, the employee ensures the supervisor that they will assign assignments to others, finish crucial projects ahead of time, and maintain communication with the team to handle any pressing issues that may emerge. They suggest disseminating their acquired expertise to the marketing staff via a presentation or training session to guarantee that everyone can benefit from it.
  • The proposal letter demonstrates a well-organized and comprehensive structure, effectively conveying the rationale for attending the conference, the potential advantages it may offer to the company, the employee's dedication to sharing acquired knowledge after the conference, responsibility for expenses, and strategies for handling work obligations during their absence. The letter showcases the employee's proactive attitude and commitment to enhancing their professional skills, by attending a conference that is in line with the company's marketing aims and objectives.

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NECN

Amid Brockton student violence, proposal to call in National Guard stirs controversy

As incidents of student violence increase at brockton high school, some school committee members are asking for additional help monitoring students, by kirsten glavin • published february 18, 2024 • updated on february 19, 2024 at 12:25 am.

Four school committee members in Brockton are requesting for the Massachusetts National Guard to assist in monitoring high school students following an increase in violence on campus .

In a letter sent Thursday to Mayor Robert Sullivan, the committee members write, “Recent events at Brockton High School have prompted us to seek immediate assistance to prevent a potential tragedy.”

The authors cite a “disturbing increase” in incidents related to violence, security concerns and substance abuse:

Recognizing the gravity of the situation, we are formally requesting that you reach out to Governor Healey and request the deployment of the National Guard to assist in restoring order, ensuring the safety of all individuals on the school premises, and implementing measures to address the root causes of the issues we are facing.

Get New England news, weather forecasts and entertainment stories to your inbox. Sign up for NECN newsletters.

We understand the gravity of this request and the importance of collaboration between local and state authorities. The National Guard's expertise in crisis management and community support can offer a vital temporary intervention, allowing for a comprehensive, long-term solution to be developed in consultation with all relevant stakeholders .

A representative for Gov. Maura Healey’s office responded to questions about the proposal Sunday night to NBC10 Boston, stating: “Our administration is committed to ensuring that schools are safe and supportive environments for students, educators and staff. We are aware of concerns raised about Brockton High School and are in touch with local officials."

Addressing the violence has been an ongoing discussion in the city for months.

Cellphone video shared with NBC10 Boston Friday shows students fighting on a stairwell in Brockton High School, the latest example of what staff members have said is an increasingly toxic environment.

Over the last few weeks, there have been several  school committee meetings , with teachers saying there is a  safety risk for staff and students .

More Brockton news

how to write letter proposal

Violence, behavioral issues continue to plague Brockton schools

how to write letter proposal

Exclusive video: Fight caught on camera as violence continues to plague Brockton High School

One parent told NBC10 Boston Friday that school administrators that need to make immediate changes.

Not everyone agreed Sunday night with the idea of National Guard assistance.

"That isn't the role of the National Guard, and uniformed soldiers in a school present a terrible image,” said Councilor at Large Winthrop Farwell, Jr.

“We don't consistently enforce class cuts, students are roaming hallways, vaping and smoking takes place. Use of cell phones is rampant and students run to film fights which occur in a building," said Farwell. "This is unacceptable. We must support our teachers when they file reports of misconduct."

"We have assaults on staff and students with minimal consequences. School absenteeism and violations of the current code of conduct need to be uniformly and consistently addressed with mandatory parental conferences," Farwell went on to say. "Parents need to be involved in solving current issues."

Farwell said that the four committee members are suggesting the Guard should be called in at a time when the school committee needs to listen to teaching staff, support them and take proper action based on staff reports and recommendations.

This article tagged under:

how to write letter proposal

IMAGES

  1. FREE 17+ Sample Proposal Letter Templates in PDF

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  2. 30+ Business Proposal Templates & Proposal Letter Samples

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  3. 2024 Business Proposal Letter

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  4. How to Write a Proposal Letter for a Job (With Template + Examples

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  5. 16+ Proposal Letter Templates

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  6. FREE 48+ Sample Business Proposal Letter Templates in PDF

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VIDEO

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  4. How to write a good proposal (Tips)

COMMENTS

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

    1. Introduce yourself and provide background information 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.

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

    : Start with a formal greeting, addressing the recipient by their full name or title. : Introduce the purpose of your letter, highlighting the central theme of your proposal. : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.

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

    Introduction and background Before you get down to the nitty-gritty of writing a proposal letter, it is essential to set the context by providing some background information in the first paragraph. Start with a polite greeting, then introduce your company briefly.

  4. How to Write a Proposal Letter for Any Use Case [+ Templates]

    5 steps for writing a proposal letter Use these 5 simple steps to craft the perfect proposal cover letter. For best results, you should write your proposal before you write the letter. This way, you'll have already done your research on the potential project, client, or business idea. 1.

  5. How to Write a Proposal Letter (with Pictures)

    1 Write the sender's address at the top of the letter. In the upper left corner of the letter, write your your street address, city, state, and zip code. The street address should be on one line and the rest of the address should be on the following line and single-spaced. You do not need to include your name or title in the return address.

  6. How to Write a Proposal: 12 Steps (with Pictures)

    6. Edit your work. Be meticulous in writing, editing, and designing the proposal. Revise as necessary to make it clear and concise, ask others to critique and edit it, and make sure the presentation is attractive and engaging as well as organized and helpful. Have another set of eyes (or two) read over your work.

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

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

  8. How to Write a Proposal and Get What You Want (Free Templates)

    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.

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

    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.

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

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

  11. How to Write a Proposal Letter [Samples Included]

    For instance: Instead of writing, 'We're a construction company,' you can write, 'We're the 3rd 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.

  12. Proposal Letter: How to Write (with Sample Letter)

    State Your Purpose State the goal of this letter and the request that you are passing forward make sure that your details are clear for the recipient to understand. Include the terms that govern your proposal. Request a follow up from the recipient in the last paragraph of the body of your letter. Close the Letter

  13. How to Write a Proposal Letter [A Step-by-Step Guide] Fiverr

    1. What is a proposal letter? A proposal letter is a formal, written offer from an organization to provide products and/or services to prospective buyers. Typically, you'll provide an overview of what you plan to do and provide, along with your price.

  14. How to Write a Proposal Letter

    CEO, Periodic A proposal letter is a brief cover letter that outlines how you or your services can benefit a potential client. Also known as a small business proposal or a corporate sponsorship letter sample, this proposal letter is customized to fit your client's prospective needs.

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

    The following seven steps should be followed when writing a proposal letter: 1. Introduce yourself and provide background information. Your proposal's introduction should be written with the reader's interest in mind. To make it clear what the reader will be reading, include some basic information about your business and an overview of the ...

  16. How to Write a Project Proposal (Examples & Templates)

    Six steps to writing a project proposal: write the executive summary, explain the project background, present a solution, and define the project deliverables and resources needed. Top tips for writing a persuasive project proposal: know your audience, keep it simple and make it persuasive, do you research, use a template and cover letter.

  17. How to Write a Proposal Cover Letter: Examples + Free Template

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  18. How to write a grant proposal: a step-by-step guide

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  19. How to Write a Project Proposal (Examples & Template Included)

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  21. How to Write a Winning Grant Proposal & Secure Funding

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  22. 10 Sales Proposal Letter Templates to Use in 2024

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  23. AI Letter Writer

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  24. [Solved] Write up a letter formal proposal for you to attend a

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  25. Explainer Things: Season 2 Episode 1

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