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The power of a well-crafted proposal letter cannot be understated. It holds the potential to effectively communicate the value of your offerings to potential clients.
The best part? Writing a compelling proposal letter can help you secure more business opportunities and achieve your sales targets
So how do you actually create a professional proposal letter that’s strong enough to lift conversion rates and sales?
This article will show you how to write winning proposals that not only capture attention but also persuade your prospects to hire your services. We've also included customizable templates to get you started.
A proposal letter is a formal document that summarizes your company’s interest and ability to solve a prospective client’s pain point. It communicates your understanding of your potential client’s problem, how your company plans to solve it and why they should choose you.
A prospective client may request a business proposal after an initial consultation to better understand how your company can help them reach their goals.
You can attach your proposal letter to your business proposal to briefly highlight your company’s expertise and strategy. This gives your reader a chance to assess your company before diving into the full proposal.
Let’s explore four reasons why a proposal letter is a great fit for your company.
A proposal letter is an abridged form of a business proposal. It contains key information your reader can use to make a decision right away if necessary.
Proposal letters give room for your client to quickly understand who you are, your proposed line of action and where they can get more information.
So, if you want to be heard and considered in a busy schedule, then a proposal letter will be of great benefit!
Writing a proposal letter in itself isn't what sets you apart from competitors. Rather, it is how well you position your company that gives you a chance at being chosen.
A proposal letter gives you the opportunity to highlight your most relevant achievements that give your company credibility. It shows your prospective client what makes you fit to help.
In your proposal letter, you can mention how you have helped companies such as theirs grow by 50% in 3 months using your solution. Or you can mention how many years you have served in your industry.
This personal touch can help to build trust with your client and boost your chances of standing out from your competitors.
They can be used exclusively as a proposal, that is, without having to send a separate document. This can come in handy if you just want to signify interest or don’t have a separate proposal ready.
Your proposal letter can be attached to a business proposal as a cover letter that makes your readers aware of what to expect from the document.
Another way a proposal letter is used is in the body of an email that responds to a proposal request. This can be shared with other decision-makers and gives them an idea of what to expect from other supporting documents.
Writing a proposal letter will help you articulate your ideas and objectives and communicate them in a clear and simple manner. Once this is achieved, your prospect will have an easier time understanding your role in their success.
Just like any other business letter template, a proposal letter follows a structure that begins with your company details and ends with a formal salutation.
Your professional proposal letter may include:
Now let’s go into details on how to write a strong and persuasive proposal letter.
Before you draft your proposal, it is important you do your research about your potential client and understand the problems they are facing.
You may get some information during an initial consultation or sales call. Whatever the case may be, try to dig deeper by getting to know their company’s values and growth plan.
Map your buyer persona to understand their pain points, budget, timelines and more. This information will improve your chances of closing the deal.
Starting from scratch isn’t always the best idea, especially when there is a suitable alternative.
After you have done your research and are ready to start, you can choose a template from Visme’s library of professionally designed proposal templates and customize it. You can change the colors, font and typefaces or visuals in a proposal template to suit your company's brand and support the message you want to pass across.
We recommend using Visme’s templates because they are expertly designed and you can access lots of features that’ll make your proposals stand out. Not only will this help you hone in on your proposal designs, but it’ll also give you a boost when crafting your content.
Hear what one of our users has to say about Visme’s templates:
You stumble on some templates and are blown away that someone put the time and effort into creating them. You did not know you needed them in your life until that minute.”
- Lorens, Graphic Designer
You should begin writing your proposal letter by inserting your company address and date on the top right-hand side of the page. You can add more authenticity to your proposal by creating a professional company letterhead with Visme.
Right below your company address, insert the name and address of your recipient. It is important to know who will receive your letter so as to address it accordingly.
Don't forget to input the date of the letter and an appropriate salutation such as “Dear sir, Dear ma, Dear Mr. XYZ” etc.
The introduction section of your proposal letter is so important. In this section, you are to
For example, as the sales manager of an IT infrastructure company, you may begin your introduction like this;
“I am writing this letter to you on behalf of ABCTech, a leading provider of innovative IT solutions for businesses like yours.
During our consultation call last week, we discussed how XYZ challenges have affected your company’s productivity and growth in the first quarter of the year. You highlighted specific challenges such as slow performance, security risks and software compatibility issues.
I am excited to propose a special IT upgrade plan designed to solve these specific issues and help your company become more efficient and secure.”
Don’t hold back from telling your potential client why you are the best fit for the job.
In this section, discuss your past achievements, results and victories. You can include social proof like testimonials, reviews, case studies and client success stories. Feel free to attach a link to a portfolio of the work you've done before or a list of clients you've served. This will give you credibility and distinguish you from your competitors.
Here’s an example;
“At ABCTech, we take pride in our proven track record of success. With over 40 years of experience in the IT industry, we have helped numerous companies like yours achieve remarkable results.
Our specialized IT upgrade package in particular has a 90% success rate boosting efficiency by up to 60% and enhancing security by implementing state-of-the-art measures.
We have a team of skilled professionals dedicated to providing top-notch service and ensuring your complete satisfaction.”
In a simple and concise manner, utilize this section to give your clients a reason to want to choose you.
The next thing to do is highlight a specific plan or strategy you have to solve your potential client’s business concerns.
You can maximize this section by listing your plans or objectives in bullet points. This clearly highlights each plan for your prospective client to see.
Remember, this is not the full proposal, so you do not have to go into much detail here. Ensure it is concise but convincing enough to your client. You can also include certain benefits your client should expect by working with you.
Using the same example, you can write something like this;
“Our approach to addressing your business concerns is comprehensive and effective. Here are the key points of our plan:
Our goal is to empower your company with the tools and expertise necessary to thrive in today's competitive business landscape.”
In some cases, you may need to include a proposed budget or timeline for achieving results.
Where that isn’t necessary, the next step will be to let your client know how much you look forward to working with them and improving their businesses.
In your conclusion, add a clear Call to Action (CTA)– where your reader can get more in-depth information or how they can reach you to ask questions. A good CTA is important as it gives your reader directions on what action to take next.
A simple but effective CTA can look like this;
“We at ABCTech are thrilled about the opportunity to work with XYZ Corporation and improve your business. For more information, please find attached to this letter a comprehensive business proposal.
If you have any questions, please call 1-000-123-4569. I look forward to hearing from you soon! Thank you for considering ABCTech as your trusted IT partner.”
At the end of your letter, include an appropriate closing salutation such as “yours sincerely, yours truly, yours faithfully,” etc.
Ensure you create a space to sign the document with your name, email address, or company website.
If you feel well-equipped to write your own proposal letter, let’s explore four professional proposal letter templates that will take your business to the next level.
