When writing proposals, you need to stay focused and strategic to convince decision-makers of your plan. That means following a system and tailoring each proposal to your target client. Let’s take a closer look at the 3 C’s of proposal writing so you can maximize client engagement and buy-in.
What is Proposal Writing?
Proposal writing means creating a persuasive document that outlines a plan, project, or idea for your target customer. The goal might be to secure approval for funding or another form of support. Or it might be to nudge the prospect to do business with you.
Your document must persuade the recipient that your proposed plan is doable, well-thought-out, and worth investing in.
Let’s take a quick look at some proposal types.
Types of Proposals
Here are five types of common proposals:
1. Request for Proposals (RFP)
An RFP is a document issued by an organization seeking proposals from potential suppliers or service providers. Companies respond to RFPs by submitting proposals outlining how to meet the organization’s needs and requirements.
2. Unsolicited Proposals
These proposals are initiated by the proposer without a formal request from the recipient. They help introduce a new idea or project to potential clients or investors. A sales proposal can be an example of an unsolicited proposal in some cases. They have to capture attention quickly, clearly outline the unique benefits of your offering, and align with the recipient’s specific needs and goals.
3. Grant Proposals
Grant proposals are submitted to government agencies, foundations, or other funding bodies. The goal is to secure financial support for a specific project or research initiative.
4. Investor Proposals
These are used to attract investment for a new business venture or to expand an existing business. An investor proposal typically includes a business plan, financial projections, and a detailed explanation about where the investment will go.
5. Internal Project Proposals
Internal proposals are for pitching new projects or initiatives to internal management or other departments at your organization. These proposals should align with your company’s goals and demonstrate a clear benefit.
Benefits of a Well-Written Proposal
Proposal writing is more than just a formality.
It’s a critical communication tool to persuade clients, secure funding, and move projects forward. Whether you’re a proposal writer working on an RFP or a SaaS company working on an unsolicited proposal, mastering the art of proposal writing is essential.
Let’s examine the 3 Cs of proposal writing: “Compliance, Competent, and Comprehensive.”
1. Compliance: Meet All Requirements
The first C in proposal writing stands for compliance.
Compliance means following the guidelines and requirements your client or funding organization has in place. A compliant proposal addresses criteria outlined in the RFP or other proposal requests, so nothing gets overlooked.
Why Compliance Matters
Organizations have requirements in place for a reason. Compliance demonstrates your attention to detail and respect for the client’s needs and guidelines. A non-compliant proposal may be disqualified outright — regardless of its merits.
How to Showcase Compliance
Here’s how to demonstrate compliance.
Thoroughly review requirements: Carefully read the RFP or proposal guidelines. Highlight key requirements and create a checklist so you can address each one before submission.
Follow formatting instructions: Follow specified formats, including font size, margin settings, and section organization. Repeat the process for future proposals using a templating system (like Prospero).
Include required documents: Attach all necessary documents, such as resumes, project budgets, project plans, and financial statements.
2. Competent: Demonstrate Expertise and Capability
The second C stands for competence.
A competent proposal demonstrates that you can deliver the proposed project successfully.
It highlights your expertise, experience, and, most importantly, your understanding of the potential client’s needs.
Why Competence Matters
Competence is critical to showing your target customer that you have what it takes to achieve the project’s goals. This is especially important if you’re sending a cold proposal, (especially through cold email outreach), or are in the beginning stages of relationship-building with a new client.
When multiple competitors are vying for your prospect’s attention, what sets you apart is your unique skills, methodology, and past results.
How To Showcase Competence
Here’s how to demonstrate competence.
Present credentials: Include qualifications, certifications, and relevant experience demonstrating your expertise.
Review past successes: Provide case studies or examples of similar projects you’ve completed successfully. Include hard stats, charts, and visuals to show your target client how your approach helped a previous organization succeed.
Detail Your Approach: Outline your methodology. Tailor your process for each organization you send a proposal to — and explain why your approach is the best solution to the client’s pain points.
3. Comprehensive: Cover All Bases
The third C is comprehensiveness.
A comprehensive proposal provides a complete picture of the project. It highlights everything from project objectives to methodologies, timelines, and budgets.
Why Comprehensiveness Matters
Comprehensiveness reveals your deep understanding of the project, including its scope and potential challenges. By detailing every aspect, you show that you’ve thoroughly planned and are prepared to handle all facets of the project.
How to Write a Comprehensive Proposal
A comprehensive proposal should include…
An executive summary: A brief proposal overview highlighting your approach’s key points and benefits.
Detailed project plan: An in-depth explanation of the project’s objectives, methods, and deliverables. Include visual examples to help crystallize what the project will look like during the “doing” and the “done” phase.
Timeline: A clear and realistic timeline outlining key milestones and deadlines.
Budget: A detailed budget includes all anticipated expenses and justifies each cost. (See more below.)
How to Craft an Effective Project Budget
Knowing how to make a budget demonstrates transparency and builds trust with your client. To create an effective budget, start by listing all potential expenses associated with the project. Break these down into categories such as labor, materials, and overhead costs.
Be as specific as possible — explain each cost item to show you’ve thoroughly planned. This helps manage expectations and illustrates your thoroughness and commitment to the project’s success.
It also helps the target client understand your work’s financial scope and value.
Why Use Prospero for Proposal Writing?
Looking for a streamlined approach to proposal writing?
You’ll love Prospero.
Here’s how Prospero can help you simplify the proposal process:
1. Streamlined Proposal Creation Process
Prospero simplifies the proposal writing process by offering a user-friendly interface and a step-by-step guide. This allows you to focus on the content without getting bogged down by formatting or layout issues.
You’ll get:
An intuitive interface: Our easy-to-navigate platform can help you create professional proposals quickly.
Pre-designed templates: Access to a wide range of customizable templates designed for various industries and purposes, from marketing to grant proposals.
2. Professionalism and Design
A beautiful proposal makes a strong first impression. Prospero has tools you can use to create visually appealing and professional proposals.
You’ll get:
Custom branding: Integrate your company’s branding elements, including logos, colors, and fonts, to maintain consistency and reinforce brand identity.
Visual elements: Easily add images, graphs, and charts to make your proposal more engaging and visually appealing.
3. Collaboration and Teamwork
Creating proposals may require input from multiple team members and stakeholders. Prospero can help you facilitate seamless collaboration.
You’ll get:
Real-time collaboration: Several team members have the ability to simultaneously contribute to a proposal, resulting in the efficient incorporation of all ideas. You can also see your team’s proposal status and set visibility based on roles.
Version control: Track changes and maintain version history. Easily revert to previous drafts if needed.
4. Efficiency and Time-Saving
Prospero’s features are designed to save you time and streamline proposal writing.
You’ll get:
A content library: Store and reuse content from previous proposals and save time rewriting common sections.
Automated features: Use auto-fill options for frequently used information to reduce repetitive tasks and potential errors.
5. Client Engagement and Tracking
Understanding how clients interact with your proposal provides valuable insights. Prospero includes features that enhance client engagement and provide useful feedback.
You’ll get:
Interactive proposals: Create interactive proposals that clients can engage with directly. Add a WhatsApp, call, or email button to the proposal to encourage clients to reach out when needed.
Tracking and analytics: Track when clients open your proposal, how much time they spend on each section, and which parts they revisit so you can follow up more effectively.
Proposal signing: Have clients sign your proposal within the document. They can type, upload, or draw their signatures.
6. Customization and Personalization
Every client is unique, and so are their needs. With Prospero, you can tailor each proposal to match your audience’s specific requirements.
You’ll get:
Dynamic content: Customize content based on client preferences, making your proposals more relevant and compelling.
Personalized templates: Use client-specific templates to make sure each proposal feels unique and targeted.
Wrap up: Master the 3 C’s
A proposal that adheres to guidelines, showcases expertise, and provides a complete picture of the project can help increase your chances of winning client buy-in and securing funding.
Remember, the 3 C’s of proposal writing are:
- Compliance
- Competence
- Comprehensive
To distinguish your approach from the competition, tailor each proposal according to your target client’s needs and pain points.
For more tips and strategies on proposal writing, head to our blog. For professional proposal templates, you can customize them for each client; try Prospero. Start your free trial now — no credit card required.
Author bio
Guillaume is a digital marketer focused on handling the outreach strategy at uSERP and content management at Wordable. Outside of work, he enjoys his expat life in sunny Mexico, reading books, wandering around, and catching the latest shows on TV.