How to write a business proposal letter

Posted by Aazar Ali Shad | December 9, 2019 | proposals,
Business proposal letter

A business proposal letter serves to showcase your skills to your potential clients if you work as a freelancer, or to offer a service or product if you represent your company.

It is your presentation that the clients meet, and it is up to you to present yourself as best as you can in order to successfully get the job you want.

Whether you are applying for a job or you already are in the middle of a job deal, it is equally important to make sure your business proposal letter looks professional.

You want to convince the client that you are the perfect person for the job.

Therefore, your business proposal letter must show that. Below, you will find tips to help you get the job you want.

Research and brainstorming

Getting started can always be difficult and cause the most problems.

So first, collect all the information available about the business itself and the client you are writing a business proposal letter to.

This will greatly facilitate the way you display all the items in your proposal.

Then, think of all the ideas that come to your mind that are relevant to the job you are applying for.

If it is a specific product, also consider all the benefits that it can provide to your client that you would like to present in the document.

Make a plan

For the next step, you need to make a detailed plan.

You can follow this plan as you create your business proposal letter so you don’t miss out on any important thing.

It is very important how you organize your document, as this will show that you are also organized when you are doing the work for the client himself.

Your intention is to show through a business proposal letter how you can help the client, and it will be difficult to convince him if you show even the smallest amount of disorganization.

A business proposal letter is not a business plan

People very often confuse business proposal letter with a business plan. However, this needs to be demarcated.

The business plan is one of the research documentation. It is made for a longer period of time, usually every five years, and it most frequently contains:

  • The presentation of a business idea
  • Detailed research on the business idea itself
  • Market research
  • Competitive research
  • SWOT analysis (identification of strengths, weaknesses, opportunities, threats)
  • The financial part
  • The marketing strategy

The business proposal letter should show that you, i.e. your product or service, are the one to solve a particular problem, or that your skills especially can help a certain business to develop, and similar. 

As ClientPoint stands out, a business letter proposal is a purposeful sales document formulated to illustrate how a business will carry out a project, give the value of the project to the prospective client, and ask for the client’s business.

Format your business proposal letter

When formatting a proposal, it is important to pay attention to the structure that includes certain items.

The first page of your proposal should be the title page. It also has to include basic information about you, such as your first and last name, your company, and the date you submit the proposal.

If you are submitting a longer proposal, include a table of contents after the title page. This way, clients get a brief summary of what the proposal will be about.

Then, give your opinion about the problem in question, or the job that you are applying for. The client should realize right from the beginning that you really recognized and understood his needs. You want to show that you have a common goal.

After that, outline methodology you use, or, in other words, explain how you do things. In this section, outline your ideas for business advancement and improvement.

Also, outline the deadlines you will need to do a certain part of the work. Clients want to know what they can expect. Do not set unrealistically short deadlines just to impress your employer. Be honest and objective, and if you get the job done before the deadline, it will only be an added plus for your craftsmanship.

Give a price for your work and any additional costs if there are any. Be transparent with this segment of your proposal as well as with the other.

Include benefits at the end of the proposal. This is the part that requires extreme attention. The benefits are actually the key reason why you are the right option for a potential client.

You can also run the benefits through the entire proposal, but it is important to describe them all in one place here to give a complete overview and round out the entire business proposal letter.

What matters most to your clients is what they get from you, which is exactly what the benefits are presenting.

Solicited or unsolicited proposal

When you write a solicited proposal, the document you send is actually a response to what the client has asked for.

In this case, the biggest part of your business proposal letter has to be filled with specific answers to specific questions your client has asked you.

If you write an unsolicited proposal, you have more freedom when it comes to creating the structure of the proposal itself, and you also need to present yourself and your business so you could slowly introduce the client to your skills, and then ideas.

Explain your ideas clearly

Keep in mind that clients get a lot of proposals and that they will not waste time if something does not seem to be working out for them.

Outline your ideas and the ways you could contribute to their business.

It is perfectly fine to use terms from your field, but do not overdo it as clients may not be familiar enough with a particular segment, otherwise, they would not need your help at all.

Write clearly so that the text is fully readable, and pay attention to detail.

Pay attention to the length of the proposal

There is no specific restriction that will tell you how long an ideal business proposal letter should be.

The proposal should be so extensive that you can bring out all that is important and noteworthy when it comes to formatting.

Do not leave out any important item just because you worry that the client may not have enough time to review and read it. It is important that you include all the ideas and benefits.

On the other hand, do not overdo it by explaining every step you intend to take. If there is a need for this, there will be time for the details when the client decides that you are the right option for him and when you get to work.

Use tools that will make writing easier for you

Writing a business proposal letter can be much easier if you use the right tools that can greatly help you.

One such tool is Prospero.

Prospero is designed to guide you through the entire process of writing proposals step by step.

If you are not used to self-presentation, it does not mean that your proposal cannot showcase you as a real professional.

This tool allows you to write a quality business proposal letter for a much shorter time that will set you apart from others applying for the same job.

Feature The Proposal Wizard guides you through the entire process of writing a proposal, so it will be much easier for you to get organized.

It covers several sections where you only need to enter key information about:

  • Client
  • Project
  • You
  • Deliverables
  • Milestones

All this information is actually used to customize a proposal to your needs.

You can add a logo, images, tables, change colours and fonts and make it visually exactly as you imagined your proposal should look like.

And if you get stuck with textual content, Prospero has ready-made texts that will allow you to quickly continue creating your perfect proposal.

Depending on the client’s requirements, you can convert the entire proposal into a PDF file or send it as a responsive link that will look great on a mobile device as well.

Prospero also enabled the electronic signature option, saving both yours and your client’s time.

Make your proposal error-free

No matter if you are in a rush or not, never forget to go through the proposal multiple times.

The mistakes that went unnoticed will look unprofessional and negligent, and this is, by no means, the impression you want to leave.

The bottom line

When you know the most important tips for writing a business proposal letter, presenting your services or products will never be a problem.

Competition can often be discouraging, but if you present your skills and ideas the right way, both textually and visually, you will make a proposal that stands out from the rest.

If you want to know whether your proposal has reached the client, a tool like Prospero will allow you to have an insight into analytics. You will be able to see whenever a client opens your document, as well as how much time he has spent reviewing it.

Try out all the options this tool offers you, and present yourself as a true professional while saving valuable time.

By following these steps, you will surely increase your chances of getting the job you wanted and never missing an opportunity. 

Want to start writing your business proposal? Sign up with Prospero now!


Aazar Ali Shad - He's a growth hacker, content marketer, and SEO-specialist. He loves SaaS and advising people on AAARR model.