When it comes to businesses and projects, good communication channels make a huge difference. Before you start sending out your business/project proposals, writing a proposal letter informing the recipient of the purpose of your proposal will be best. These can help you communicate your goals and targets accurately in a proper and professional manner. Putting in mind that you use the proper format and you give out a clear explanation of the ideas for the proposal proper, you are sure that your audience will understand what you want to convey and this can help increase your chances of getting them to view your proposal.
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What Is a Proposal Letter?
A proposal letter is a document that will give a summary of what a potential project is, what the current situation is, the timeline of the steps needed to be taken to achieve the project’s goals, the budget, terms and conditions, and the limitations of the project. It serves as a great opportunity to let other businesses know that what you offer is something that can greatly help their company. With this said, you have to ensure that your letter is close to perfect since a poorly written one can make you lose a potential client. These letters may be included in business proposals or they may act as the business proposal itself. These also serve as your first impression for the proposal and the recipient, so skimping on details, even the most minute ones, is not recommended.
What Is Considered to Be a Proposal Letter?
If a letter is persistent and persuasive in a manner that tells you what the business is currently offering, it is considered to be a proposal letter. They can either be
- solicited or proposals that are a direct response to a request or RFP notice, fax, email, or phone call; or
- unsolicited or proposals that are meant to declare a new or innovative idea to the client.
Inclusions in a Proposal Letter
Specificity is key to a proposal letter. When you start drafting one, ensure that you include the following:
You are writing a proposal letter to basically solve the problem of your reader. Write in detail what your offer is and how it can help out your reader/client.
A proposal letter can be a binding contract should it be accepted by the reader. Make sure that all of the expenses for the project will be reflected in the proposal letter.
Check out sample proposal letters
To know what you need to write in your proposal letters, make sure you take a look at samples that may be appropriate and applicable to the industry you are in and the industry you will offer your proposal to.
In every business, there will always be a competitor. You should be familiar with what your competitor is offering and compare it with what you are currently offering. Through this, you will be able to specify to your client why you are unique and why you should be the one to be considered.
When to Use a Proposal Letter?
A proposal letter can be used for a variety of contexts such as
- requesting for the proposal by a company,
- responding to a request for proposal (RFP), and
- proposals to show what you are currently offering.
For whatever reason you might be writing a proposal letter for, ensure that you are able to follow a proposal letter format and, before writing one, you take the time to do some research. Your proposal can either be written in a formal or informal manner depending on the recipient. The end goal of a proposal letter is to make the reader understand a majority of what you are trying to convey and for the reader to approve said letter.
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Writing a Proposal Letter
A proposal letter aims to be focused and convincing, provides the basic answers to the questions pertaining to what your offer is all about, which includes pricing if applicable, and an answer to why your proposal is a solution worth considering. To make your proposal letter persuasive, you have to ensure that you format it properly and clearly explain all the specific details about your proposal as this letter aims to let the reader easily understand what you are trying to convey.
Here are a few tips you can follow in order to make your proposal stand out and be worth considering:
A proposal letter is a form of a business letter, so you have to make sure to follow a business letter format.
- You can start by typing your name and address. You can use your official letterhead if you have one available.
- This is followed by the recipient’s name and address, which should be at least two lines after the last line of your address.
- The date can either be written between your contact information and the recipient’s contact information or after the latter’s contact information.
- Put “Re:” after the date. This will tell the recipient what your letter is about. Make sure to keep it succinct. “Re:” can also be the subject of your email if you are sending your letter as an email.
Your greeting should contain the last name and correct title of the recipient (Mr./Ms./Dr./Atty.). Never use “Mrs.” unless you have been told to do so (e.g. Dear Dr. Cox).
Background information pertains to the summary about what your proposal is all about. This can help your reader understand the main goal/aim of your proposal. This is usually written in the first paragraph of your proposal letter.
Goals and Actions
When you are writing a proposal letter, you have to make sure to include all of the pertinent details that the reader must know about. You may opt to add a quick definition of terms used in the proposal that may be deemed as difficult to understand. You can also request a follow-up from the recipient. In case you might be needing a specific action from the reader, you may state this in the last paragraph of your proposal letter. You may also provide the potential benefits that your recipient may garner should the proposal be approved.
Close your letter on a positive note. Make sure to encourage your recipient that you are willing to provide answers to any question he/she might have regarding the proposal or should they have an update if they are willing to go through the whole proposal or otherwise. Do not forget to thank the recipient for reading your letter and for the consideration.
End it with a closing greeting like “Best regards,” “Yours truly,” or “Sincerely.” Leave two spaces and type your name below the closing greeting and affix your signature above your typed name. If you are sending this as an email, your typed name will suffice.
If you have additional documents that you want to include, you can mention this in your letter by writing “Enclosure(s):” a few lines below your name and list all of the documents that are included.
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Making a Proposal Letter Persuasive
The main goal of your proposal letter is to persuade and convince your audience that what you are offering is what they are actually looking for. You have to make sure to make it sound like you are passionate about your offer/proposal or else your letter will fall flat or, in other words, fail, and that’s what we are trying to avoid. Make sure you read your letter over and over again to make sure that your offer seems urgent. To achieve this, you have to remember a few things. We have some tips for you below.
- Center your letter on the recipient
You want the reader to think that your offer is what they need, so ensure that you state what benefits your offer will give them and that there are certain problems that your offer can solve for them.
- Action words
Focus on the present tense. For example, if what you are offering is related to advertising, do not say, “we have advertised…” Say, ” we advertise…,” instead.
- Be intriguing
Ask the what the problem is instead of readily providing your recipient the solution. For example, you can say, “Have you always wanted to have a single platform that you can use for posting one content to various social media channels? You are in luck because we can provide the platform you can consider as the one.”
- Factual backup
You should be able to find actually provide support for what is your offering. The backups can be in the form of a recent study or recent and relevant news. When you back up your study with facts, you will find it easy to stimulate the interest of your recipient. This, in turn, can help to make your proposal one to watch out for.
- No rush
Ensure you take ample time to write your letters, no matter how long it might take you. You have to make sure that you don’t skimp on any detail because details and information are the basic elements of your proposal letter. A rushed proposal letter might hurt the opportunity of getting your proposal letter approved.
We are sure that by now, you have a good idea of what you can incorporate in your proposal letter, it’s now time to write one. You can ask someone to help you out with the letter by letting them read it and make changes should there be any. This is extremely helpful to aid in avoiding any grammatical errors and misspellings that you might have missed.
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