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

By 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 Letter for Any Use Case [+ Templates]

sample business proposal letter for services

Whether you’re writing a business proposal, project quote, or sales pitch, you’re going to need a top-notch proposal letter.

This letter provides context to the recipient, sets the tone and style for the proposal, and encourages the recipient to review your complete proposal.

But…writing is hard work!

To make things easier, we’ve got a simple 5-step process to help you craft your letter.

Below, you’ll also find 3 unique templates with an example proposal letter for each.

What is a proposal letter?

A proposal letter is designed to entice the recipient to read your proposal in its entirety. It can be formal or informal, and usually covers the problem statement, goals, proposed solution, and next steps. It might also include details about the project budget or timeline.

Cover letters are sent alongside all types of proposals, including:

Sales proposals

Business plans

Business partnership agreements

RFP responses

Project or service renewal proposals

Internal collaboration and project proposals

Grant proposals

Research proposals

Sponsorship proposals

Why you need a proposal letter

Here are important reasons why you shouldn’t skip the letter:

Set the tone - Your proposal letter will set the stage for the proposal. It can hint at the results the prospective client will receive or it could cover the RFP requirements that were met.

Provide context - A proposal letter provides context for why the proposal is being sent. This is useful whether the proposal was solicited or unsolicited because you give the reader a reason for being in their inbox.

Highlight key areas of the proposal - You can use the letter to surface any detail you want, be it a testimonial, average client result, low-price promotion, market opportunity, or whatever will excite your reader the most.

Encourage the recipient to read the proposal in full - At the end of the day, a great proposal letter should serve as a gateway. It gives enough information to convince the reader to give you their undivided attention and review the entire proposal.

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. Know your goals

Before you start writing, take a step back and really consider what you’re trying to achieve. Are you trying to get the attention of a prospective customer who you know will be a hard sell? Do you need to show the reader that you’ve adhered to strict guidelines that were outlined in a governmental RFP? Or, are you simply giving the person a heads-up that the proposal is ready for review?

Knowing your goals will ensure you make the right decisions in Steps 2, 3, and 4 below.

2. Determine the format and formality level

Next, it’s important to choose the right format and style for your letter.

In this digital world, written or printed proposal letters are very old-fashioned. You’re better off using proposal software , which allows you to store email templates, proposal templates, customize things as needed, automatically notify and remind recipients to sign your proposal, track views, and more.

As for style, make sure to write in your brand voice . The formality of your writing style should also match your industry and the recipient’s expectations.

In most business scenarios, the longer and more complex and more formal your proposal, the longer and more complex and more formal your proposal letter will be too.

3. Start with a template or example

The next step is to find a template or letter example that will help guide your writing process. This is especially helpful if you’re sending a proposal letter for the first time and aren’t sure of exactly what to include.

Below these steps, you’ll find 3 proposal letter templates for different use cases and an example letter for each.

Of course, you can also head over to Google images and search for the exact type of proposal letter you’re writing in order to find tons of examples.

4. Craft the letter

Now it’s time to write!

Most proposal letters should hit on all of these points (in order):

Greeting for the recipient

Statement of gratitude or excitement for sharing the proposal

The client or project problem and goals

Your proposed solution and key details

Why your company is a fit to help

Your signature

As you’re writing, do your best to match the style and tone you’ve chosen, but you can always tweak it to perfection as you edit.

5. Proofread before you send

The proposal letter is your first impression. Get it right, and there’s a good chance the recipient will read your proposal. Get it wrong, and they might never even open your proposal. This is why you shouldn’t rush. Proofread your proposal letter 2 - 3 times, and on different days if your deadline allows.

Now it’s onto the templates and proposal letter examples!

Proposal letter template #1 (Sales pitch)

While there are many different types of proposals, sales pitches are probably the most common type. Account managers or executives send proposals to prospective clients and customers in order to pitch services, software, and other solutions. Use this template to help you craft the perfect letter to go along with your proposal.

Template #1

[Your first and last name]

[Company or organization name]

[Recipient's name]

[Recipient's company]

[Hi or Dear (recipient’s first name),]

[Use the first sentence to share your gratitude and or excitement for the opportunity to submit a proposal.]

[Define the potential client’s core problem and goals in one to three sentences.]

[Describe your proposed solution and why you’ve chosen this approach in one to three sentences.]

[Use one sentence to clarify the price of the proposed solution, or if you prefer to keep the price out of the letter, list specific deliverables or timelines instead.]

[In one to two sentences, describe why your company is the best fit for implementing the solution or how you’ve completed similar projects.]

[Tell the prospective client the next steps to take, such as reading and signing the proposal.]

[Your sign-off and signature]

Jane Doe Ace Software Hi Alex, Thank you for the opportunity to share this proposal with you. Your small but mighty marketing team is struggling to release content quickly, given their limited capacity. Things are getting stuck in the review column for too long, and classic project management software means that your team is constantly searching for assets, copying and pasting content, and failing to meet campaign deadlines. Ace Software can help you achieve your goal of hitting your campaign targets and drastically improving your team’s productivity. I recommend our Premium subscription and our Platinum implementation add-on. With a one-time setup fee of $5,000 and an annual fee of $4,000, your team will be able to produce and release content more quickly—as if you had hired two marketing assistants. Ace Software has supercharged 320 content teams, delivering an average ROI of 600%. Please read through the proposal and sign off when you’re ready. Or, let me know if you have any questions on what’s included. We look forward to working with you! Jane Doe Account Executive Ace Software

Proposal letter template #2 (Project quote)

When submitting a proposal or quote for a large project , you’ll likely need to take a more formal approach with your proposal letter. This template and example are perfect if you’re responding to an RFP for a government agency or other organization.

Template #2

[Hi or Dear (recipient’s first and last name,)]

[In the first paragraph, clarify why you are submitting a proposal and to whom. Typically you will mention the entity that sent out an RFP and the title, topic, or number of the RFP.]

[Describe the core contents and requirements of the RFP in three to five sentences.]

[Describe the scope of services outlined in your proposal in three to five sentences.]

[Offer the proposed project price and timeline in one to two sentences.]

[Clarify who the recipient should contact for questions or requests for proposal revisions.]

Jane Doe Ace Construction July 13, 2023 Alex Ross, Senior Civil Engineer Anywhere, California Dear Mr. Alex Ross, Thank you for the opportunity to submit this proposal. Ace Construction is responding to the RFP for playground and park construction for Sunny Park requested by the City of Anywhere, California. The Sunny Park RFP requests submissions from contractors experienced in park construction, playground design and construction, hardscaping, and landscaping. The RFP requires an active CSLB license and compliance with the allotted budget. Our proposal is fully compliant with all aspects of the Sunny Park RFP. We are proposing the construction of three shaded picnic areas, two playgrounds for children of different ages (12 months to 4 years and 5 to 12 years), a playing field for a variety of informal family sports, hardscaping with locally-sourced materials, and landscaping featuring drought-tolerant plants. The estimated project price for all of the design and construction outlined in our proposal is $900,000, and we expect to deliver the completed project in three phases so that new park features are available for public use as soon as possible. Should you have any questions about the contents of this proposal, please contact me directly. Thank you for your consideration, Jane Doe Business Operations Manager, Ace Construction (555) 555-1234

Proposal letter template #3 (Business partnership)

When you’re writing a letter to present a proposal for a business partnership , the level of formality will depend a lot on the person or entity you’re pitching to, and how well you know them. Whether formal or informal, the following template will help you cover your bases.

Keep in mind that this template can be easily modified to fit internal project proposals and business plans.

Template #3

[Your first and last full name]

[Kickstart your proposal letter with a one-sentence description of why you’re excited about the potential of working with the other person or why you think they’ll be interested in the opportunity.]

[Describe the market opportunity, target audience, and competitive gap analysis in two to four sentences.]

[Describe how your company will compete to win in two to four sentences.]

[Describe the type of partnership you’re proposing in one sentence (general partnership, limited partnership, etc.)]

[Clarify the next steps you’d like the recipient to take, such as reading and signing the proposal or scheduling a call with you to go over any questions.]

Jane Doe Ace Startup Hi Alex, I’m so excited to send you this business partnership proposal, because I know this industry is right up your alley. With your experience and my audience, I believe we’ll be able to do great things together. The direct-to-consumer vegan frozen foods market is full of expensive products that cost $8 to $11 per serving and are consistently described as “not filling” in reviews. It’s no wonder: 400 calories isn’t enough for dinner. Based on my research, I believe that we can satisfy the needs (and stomachs) of busy vegans by providing quick-cook products with recipe options that can be easily combined with fresh ingredients on hand. This will reduce our packaging sizes, costs, and shipping costs, while making it easy for consumers to adjust the recipes to their own tastes and typical portion sizes. I propose a general partnership, where we invest equal amounts of time and money, and share the potential gains or losses equally as well. Please review this proposal in full, and let’s schedule a time next week to go over all of the details. Best, Jane Doe

Write with your unique brand voice and the appropriate formality. Encourage the recipient to read the proposal and clarify the next steps you want them to take. Get these things right, and you’ll close that proposal in no time.

Dayana Mayfield

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here:

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How to Write Professional Proposal Letter for Your Business [Including Template]

How to Write Professional Proposal Letter for Your Business [Including Template]

Written by: Olujinmi Oluwatoni

How to Write Professional Proposal Letter for Your Business [Including Template]

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.

Table of Contents

  • What is a Proposal Letter

Benefits of Using a Proposal Letter

How to write a proposal letter, 4 proposal letter templates to use.

  • A proposal letter is a formal document summarizing your business's interest and capability in helping a client meet a need.
  • The letter conveys your knowledge of the client's problem, your solutions and the benefits of working with your organization.
  • Proposal letters stand out because they are versatile, easier to read and understand, set you apart from your competitors and ensure clarity.
  • 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.
  • Sign up for Visme to access various features and customizable proposal letter templates to take your sales game to the next level.

What Is a Proposal Letter?

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.

Easier to Read and Understand

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!

Sets You Apart from Competitors

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.

Proposal Letters Are Versatile

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.

Promotes Clarity and Clear Communication

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:

  • Your company name, address and contact details
  • The date the proposal was written and sent
  • An overview of the problem your potential client is facing
  • Your credibility, results and past achievements
  • Your value proposition or plan to solve their problems
  • Results your potential client should expect from working with you
  • A proposed budget or timeline of action
  • A clear call to action
  • Formal greetings and salutations.

Now let’s go into details on how to write a strong and persuasive proposal letter.

Research Your Potential Client and Their Pain Point

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.

Choose a Proposal Letter Template

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

Insert Your Company’s Details and Formal Greetings

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.

RELATED: 35 Business Letterhead Templates for Your Next Letter

Personalize Your Introduction

The introduction section of your proposal letter is so important. In this section, you are to

  • Introduce yourself and your company
  • Reference a previous discussion, meeting, or consultation that gives background as to why you are sending this letter
  • Highlight the problem or pain point of your potential client
  • Share your interest in offering a solution to that problem

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.”

Share Your Achievements and Testimonials

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.

Customize Your Solution to Fit Their Needs

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:

  • Conduct a thorough IT infrastructure audit to identify weaknesses and areas for improvement.
  • Develop a customized modernization roadmap that aligns with your specific needs and goals.
  • Implement cutting-edge software and hardware upgrades to enhance system performance and security.
  • Provide regular training to your staff to ensure a smooth transition and maximize productivity.
  • Offer ongoing support and maintenance to promptly address any issues that may arise.

Our goal is to empower your company with the tools and expertise necessary to thrive in today's competitive business landscape.”

Provide a Clear Call to Action

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.”

Include a Closing Salutation

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.

Partnership Proposal Letter

sample business proposal letter for services

This sleek proposal letter template works well for establishing your prospective client’s expectations before they enter into a partnership with your company.

It doesn’t matter if you're a seasoned negotiator or a novice in partnership dealings. This template serves as a proven foundation for your outreach efforts.

With this template, you can break down the benefits of partnership and highlight the key areas you wish to collaborate on.

Simply insert your company's unique details and watch your proposals come to life with impact and professionalism.

And when you’re done, Visme allows you to share and publish your proposal letter in easy and convenient ways. You can get a shareable link or download it in PDF, JPG, PNG and HTML5 format.

Utilize Visme’s analytics features to track prospects that have viewed your proposal.

Product Business Proposal Letter

sample business proposal letter for services

Are you prepared to pitch your game-changing product to potential partners, investors, or clients? Say hello to our Product Business Proposal Letter Template.

The bold colors and abstract shapes of this proposal letter give it a professional feel and draw your reader in to pay attention to the details of your proposal.

Utilize interactive features like hover effects and pop-ups to reveal additional information or link text to brochures, testimonials and more. This will not only engage your readers but add more value to your proposal letter.

Sales Proposal Letter

sample business proposal letter for services

A great way to warm up to your prospective client is by communicating a vision of their success through your services.

When they can see themselves doing great with your proposal, you know you’ve done something right.

This sales proposal letter template lets you break down your company’s services and how they help your prospective client achieve their goals.

The bright colors used in this template give it an appealing and inviting feel so that the person reading your proposal can relax and dive into the information you’re presenting.

Having trouble crafting the content of your proposal letter? Use Visme's built-in AI writer to your advantage. You can generate a draft in minutes by inputting the right prompt. Simply edit the content with your own information.

Event Proposal Letter

sample business proposal letter for services

If you’re going for a more traditional but trendy proposal letter, then this one is for you. It strategically incorporates your brand colors on each page, which is good for brand awareness, especially when requesting sponsorship.

The template also highlights various segments in prominent blocks, which is great if you don't want your reader to skip over important information.

Take advantage of Visme’s brand wizard , which helps you create branded documents easily.

By uploading your website link, Visme’s tool takes notes of your brand assets, including your logo, font, colors, etc. This way, you’ll have all your designs automatically customized.

Easily Create Professional Documents with Visme

A well-written proposal letter closes the gap between you and your prospective client. It demonstrates your understanding of the recipient's needs and presents a compelling case for they should hire your services.

With this guide, you can start closing deals with your proposal letters.

Visme empowers you and your team with cutting-edge tools, designs and resources to create professional proposal letters that stand out.  You can use also to create stunning proposal letters and business proposals, presentations, reports , training manuals , ebooks, case studies and more.

Visme offers collaborative features, enabling teams to work together in real time, streamlining workflow. You can use a variety of admin tools to manage, save, track, share, and track the progress of projects across teams and workspaces.

Create an account and take your business to the next level with Visme!

Put together professional and engaging proposals in minutes with Visme

sample business proposal letter for services

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sample business proposal letter for services

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How to Write a Business Proposal Letter (+ Template)

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A business proposal letter is a one-page document that serves as the persuasive summary or cover letter for a comprehensive business proposal. Its goal is to briefly highlight the most important aspects of your full proposal. While not required, it’s good to use if you want to convey a higher level of professionalism, to build trust or credibility, to provide added context, or to deliver a short pitch. You can then send the letter in an email or as a physical copy.

Make sure your proposal letter introduces a professional and memorable business proposal for the best results. Hire a design expert on Fiverr to custom-design a business proposal for as little as five dollars. Fiverr is a gig-based marketplace with experts offering editable proposal designs you can customize for each prospect and send as a PDF. Check out the top gigs below:

How Business Proposal Letters Work

A good proposal letter is formatted as a single page containing 3-4 paragraphs and fewer than 400 words, with five key elements. To write a formal business proposal letter that encourages your prospect to continue reading to your full proposal follow these steps:

  • Start with Business Headings: Identify who the letter is intended for and who it’s from, listing all parties' contact information.
  • Write an Introduction: Use a professional greeting to introduce yourself and your company then remind your prospect of why they're receiving this proposal.
  • State Your Purpose: Explain the purpose of your proposal, including the problem, solution, and key benefits.
  • Have a Call-to-Action: Clearly tell your prospect what is expected of them to move forward from this point.
  • Finish with an Outro and Signature: End the letter with a friendly and personal thanks to the prospect and reiterate your contact information.

Once you draft your business proposal letter, send it to your prospect along with your full proposal. You can mail a hardcopy with the letter on top and the proposal underneath, or more commonly, you can email it. If your contact is the decision maker, paste the letter into the body of an email and attach the proposal. If your contact might forward your email to others, also make the letter the first page of the proposal.

Remember that just like your full business proposal, your proposal letter should be customized for your unique prospect. It should also accurately summarize and tease your proposal, so make sure the information between the two documents are aligned and build off each other. For information on writing a full-blown proposal and how it ties into your proposal letter, read our article on how to create a business proposal .

In some cases, people use the terms “business proposal letter” and “business proposal” interchangeably. This refers specifically to a  one-page business proposal . Businesses selling smaller projects or drafting a proposal to companies they have a good relationship with often use a one-page proposal containing both the letter and details.

Free Business Proposal Letter Template

We’ve created a free business proposal letter template that incorporates the crucial elements listed above, as well as examples of what to write for each. Personalize it to your specific sales situation by simply replacing the words in parentheses (aka, the fields) with your own writing. We’ll show you how to do this throughout the article, incorporating screenshots of each section.

Free Business Proposal Letter Template

Standard Business Proposal Letter Format

Check out each of the major components of an effective business proposal letter below, starting with business headings, continuing on with an introduction, statement of purpose, and call-to-action, and wrapping up with a strong outro.


Statement of purpose, call-to-action.

Business headings provide a formal touch for your business proposal letter and include contact information for your business as well as the recipients, such as the business name, address, and points of contact. For more informal business proposal letters or proposal letters you send via email, you can consider omitting this portion of your letter.

business proposal letter template business headings

Your introduction is an opportunity to re-introduce yourself and remind your lead, prospect, or recipient why you're sending the associated proposal. This also gives you a chance to provide any relevant social proof to prime them before reading your full proposal, as well as tease the overall purpose.

business proposal letter template introduction

This acts as a summary of the most important contents of your business proposal: their problem, your solution, and the benefits the prospect will receive. This gives you a chance to highlight the most important points of your proposal and accurately communicate your elevator pitch or USP for the scanning reader.

business proposal letter template statement of purpose

Conclude with a sentence that tells the reader what to do next. Usually, this next step will be to read your attached proposal, but it can also be to request a call or meeting to review the proposal together or to ask and answer any questions that may have arisen after reviewing. If this is the case, use concrete language with a specific ask, such as "use my Calendly link to book a time to connect this week."

business proposal letter template call-to-action

End with a polite outro stating how excited you are about the opportunity to work together. Then, sign the document if it's a physical copy, or use a professional email signature if you're sending it via email. Include your contact information in the signature so they can reach you.

business proposal letter template outro and signature

Now that you understand the purpose of each section of the letter, follow our step-by-step instructions to write your own business proposal letter.

How to Write a Business Proposal Letter

To write a letter that effectively introduces and summarizes the proposal, draft each of the five elements in order. Below, we'll show examples of each element from our free template. Be brief and to the point, including only the most crucial information and using clear, simple language to help the reader remain engaged. Personalize the letter so the prospect feels that you’ve listened to and truly understood their specific needs — this can inspire them to work with you over your competitors.

1. Fill Out Your Business Headings

Add business headings to the top left-hand side of your letter, listing standard information about both your business and your prospect’s. List full names, job titles, companies, addresses, and contact information, as shown below. This helps the reader know this letter is for them and which business it’s from, which can be helpful if they’re assessing multiple vendors.

business proposal letter business headings template example

Some business proposals also include the date at the top, above the business headings. Some make their business information a header across the top of the page and paste their logo onto it. Do what you think looks best, and combine rows to save space if needed. This element is essentially a formality. As long as it looks organized and professional, it won’t impact the success rate of your proposal. If it looks sloppy, it might hurt it.

Since including business headers is more appropriate for letters that appear as the first page of a full business proposal, if I was writing a proposal letter in the body of the email, I would skip this step.

2. Craft a Compelling Introduction

The introduction element is the beginning of the body of your proposal letter, starting with a greeting like “Dear {Prospect Name} ” and ending with a segue into the statement of purpose. Personalize the introduction to the prospect’s unique situation to make them feel understood; do this by beginning with background information that you’ve uncovered through conversations with them, like the agreed-upon value proposition. Keep it under 100 words, if possible.

Let’s go over the bolded fields in our template using the screenshot below. Include individual and business names, plus the following:

  • First or Last Name:  Whether you choose Frank or Mr. Underwood depends on your relationship with the prospect. If uncertain, it’s best to stick with the formal Mr./Mrs. Also keep in mind that they might go by  other pronouns or honorifics  like Mx.
  • Date of Last Conversation:  The last time you spoke with them, they should have asked for a proposal or shown interest in moving into the next stage. Bring this meeting back into their memory by including the date it occurred. This makes it personal.
  • Agreed Value Proposition:  At the prior meeting, you and the prospect should have agreed on the value proposition: why the prospect should choose your solution. Write it here, mirroring how they said it out loud or in their email so they remember it easily.
  • Number of Years in the Industry:  Write how long you’ve been serving customers like them. This harmless brag builds your credibility as an expert.
  • Their Business Type:  Business type could be “enterprise martech brands,” “freelance writers,” or “property management companies managing over 1,000 units.” Tell them that you’ve served companies just like theirs.
  • Eye-Catching Benefit:  Before segueing into the statement of purpose, hook them in with another benefit of your solution. Ideally, this is one they’ve expressed excitement about in your past meetings.

Here's how these prompts fit into our free template:

business proposal letter introduction template example

3. Clearly State the Purpose of Your Proposal

Now it’s time to write the statement of purpose element of your business proposal letter. This is arguably the most critical portion of the letter, so it receives the greatest length: about 175 words. It summarizes what the prospect will learn in the attached proposal and the proposal’s purpose: to show them how you’ll help them solve a problem or achieve a goal. This element should also highlight some key benefits or your unique selling proposition (USP) to increase their curiosity.

Below are the statement of purpose fields and how to complete them:

  • Prospect’s Main Problem:  This grabs their attention since it’s what they want solved. Also, include any associated costs caused by the issue. Dedicate 1-2 sentences to this.
  • Your Product or Service:  Explain the solution you’re offering. In one sentence, describe what your solution is and how it works.
  • Benefits List:  List the three benefits they’ll receive from your solution. This gets them excited about the proposal. Consider making benefit #3 a key differentiator (aka, a unique selling proposition) that paints you as separate from and above the competition.
  • Any Other Crucial Proposal Elements You Want to Mention:  Your proposal often includes more than just the three fields above. List with commas what else they’ll find inside, whether it’s case studies or a full analysis of their situation.

We've included these elements in our free template using paragraphs and bullets:

business proposal letter statement of purpose template example

You may be wondering if cost should get a spot in the letter. It’s generally best practice to exclude cost. There’s a reason the pricing comes at the end of the full proposal — by then, the prospect will fully understand the value you offer, which makes the cost more digestible. The only time you’d include your cost is if it were a main selling point (perhaps your cost is far below the competition’s), in which case you’d include it in the paragraph after the bulleted list.

4. Make Your Call-to-Action

Your call-to-action (CTA) is where you tell the prospect what you want them to do next. This is typically to open and read the attached business proposal. You can also ask them to call or email you when they’ve finished reading it or as questions arise, or to set up a meeting in advance so they’ll finish reading it by the time you connect again. Sometimes, it'll be appropriate to include a contract and ask the prospect to sign it if they have no concerns.

Here are four potential CTAs to use:

  • “You can find the proposal below, attached to this email. Please give it a read, and feel free to book a meeting using my Calendly link if any questions arise or you'd like to go over the business proposal in detail."
  • “Please read the proposal below and give us a call or send us an email when you’ve finished to set up time to talk about the proposal, answer any of your questions, and discuss the possibility of working together.”
  • “Please read the enclosed proposal. To make sure you have all the information you need, let’s put some time on the calendar for me to answer any questions and hear your thoughts. Are you available next week at {Three Date/Time Options} ?”
  • "The proposal is attached and includes all of the details we discussed on {Day of Last Conversation} . Please let me know if any questions come up. If all looks good, you can sign the contract on the final page."

As you can see, each CTA tells the recipient to read the proposal and lays out next steps for what the prospect should do after they’ve finished reading. This tactic is effective because it solidifies next steps. We recommend going with an option that politely nudges the prospect to commit to a future meeting during which you can discuss the proposal and move the sale to a close. This accelerates the sales cycle velocity.

If you prefer a gentler approach, use the CTA in our template:

business proposal letter call-to-action template example

5. End With a Friendly Outro & Signature

Your outro should be 1-2 sentences expressing confidence in your proposal while also thanking the prospect for considering you as a potential partner, supplier, or vendor. This ends the letter on a friendly note and also gives one last reason why reading the proposal will be beneficial. Below the final line of the body, sign off using “sincerely” and your full name or email signature.

business proposal letter outro and signature template example

A handwritten signature adds a personal touch. If you don’t already have an esignature, you can easily include one by signing a piece of paper, taking a photo, then pasting that image into the Word, Google Docs, or PDF document of your letter.

In addition to the template we’ve given you above, it can also be helpful to review and learn from real-world examples of proposal letters. Check out the specific examples below for guidance in creating your own.

Top 4 Business Proposal Letter Examples & Samples

Take a look at these four business proposal letter examples from around the web by scrolling left and right below. You can learn new techniques, formats, and phrasing from each of them. The more you study other businesses’ proposal letters, the better you’ll be at crafting your own.

Product Business Proposal Letter Example

business proposal letter product business proposal letter example

This letter focuses on and flatters the recipient and then talks about their company and product. While it's ideal to build a relationship with your prospect before sending them a proposal, this letter's first paragraph is a solid option if you haven't had much of a chance to speak with your prospect but you want to get their guard down immediately so they'll read the rest of the letter and open your proposal.

Marketing Agency Business Proposal Letter Example

marketing agency business proposal letter example

Because the letter makes a few claims (e.g., a 30% acquisition cost reduction), the full proposal should explain how the seller arrived at each number. This is a great example, but keep in mind that it lacks two key elements: an adequate CTA and a signature. We recommend including both.

Accounting Services Business Proposal Letter Example

accounting services business proposal letter example

The attached proposal seems to focus mainly on the costs of the service, so this letter is shorter than usual. This is okay — different selling scenarios call for different-sized letters. If you have a long-term client who wants another product delivery but doesn’t want the whole “dog and pony show,” you may just introduce the cost summary in the letter.

Web Developer Business Proposal Letter Example

business proposal letter web developer business proposal letter example

Some businesses do this to save time. If you’re pitching a current client on a product or service upgrade, they might tell you they don’t need the full proposal. Smaller businesses like freelance writers or web designers might not have the bandwidth to craft a long proposal. We have an article on a  one-page proposal that goes in depth on this concept and how/when to use one.

Oftentimes, it's best to start with a template and then modify it to best fit your business and to incorporate ideas from examples you see online. Then, you can simply tweak your new template for each unique prospect.

Benefits of a Business Proposal Letter

A business proposal letter isn’t required when sending a full proposal. However, it has many benefits, and you should strongly consider it. Salespeople write business proposal letters for these reasons:

Build Trust

Professionalism still plays a key role in most business transactions. Prospects trust those who put in the extra effort throughout the sales process.

Hook the Prospect

The letter sparks curiosity in the reader and motivates them to read the full proposal by outlining the beneficial information they’ll find within.

Give Your Prospect Context

The letter outlines the content of the proposal, which can improve reading comprehension rates by telling the reader what to look for.

Communicate With Other Readers

Oftentimes, your business proposal will be circulated internally. If this is the case, use your letter to communicate your benefits to other readers.

Overall, use business proposal letters on a case by case basis, rather than trying a one size fits all solution. Your prospects will appreciate the time and effort that personalized business proposal letter will reflect.

Frequently Asked Questions (FAQ)

How do business proposal letters & business proposals differ.

An official business proposal is a multipage document or presentation that outlines all terms of a deal between you and a prospect. This includes a cover page, table of contents, executive and problem summary, proposed solution, qualifications, timeline, pricing, and terms and conditions. Proposals can act as a legitimate contract if you wish to include a signature field. Proposal letters act as an introduction to this entire presentation by explaining its purpose to the prospect.

How Do Business Proposal Letters & One-Page Proposals Differ?

One-page proposals are a single-page document that clearly defines the solution, benefits, and terms of a deal between you and your prospect. They’re an alternative to a full blown proposal and typically work best for smaller deals or more intimate relationships. Business proposal letters aren’t meant to stand alone as one-pagers can. Instead, proposal letters work to introduce the purpose and goal of an official business proposal that you then present to your prospects.

Bottom Line: Business Proposal Letter

Your business proposal letter is an effective  lead nurturing  tool and is your business proposal’s first impression. It sets the tone for what’s to come and gets the prospect excited about reading your plan to help them achieve their goals. To do this effectively, it must focus on the prospect. Accolades and rewards aside, your business must take the backseat here. Use this single page to show the prospect you know exactly how to help and get them to read your full business proposal .

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Blog Business How to Write Business Proposal (Examples + Free Templates)

How to Write Business Proposal (Examples + Free Templates)

Written by: Aditya Sheth Jan 25, 2024

How to Write Winning Business Proposals

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal, what are the components of a business proposal.

  • How to write a business proposal step by step

What should you include in a business proposal?

What are the types of business proposals, more business proposal examples + writing and design tips.

  • FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

A business proposal is a document designed to outline a business plan to convince potential client, investor or partner to engage in a business agreement with you or your company. It’s basically a sales pitch in writing to persuade potential clients to show them benefits of working with you or your company for their business success.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

general business proposal template

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

simple business proposal project proposal template

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

social media marketing business proposal template

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

Working on a new project? These project proposal examples might come in handy for you.

The components of a business proposal can change depending on the field, company size and client needs. While details may differ, strong proposals typically introduce your company, explain the problem, offer a solution and its benefits, highlight your team’s skills, and outline timeline, cost and next steps.

How to write a business proposal step by step

Before you start creating your business proposal template, you need to understand the business proposal format. At a high level, your effective business proposal should include the following:

  • Create a compelling business proposal title
  • Build a table of contents
  • Craft the executive summary
  • Write a detailed problem statement
  • Propose your solutions
  • Showcase your team’s expertise
  • Create a realistic timeline
  • Present your payment structure
  • Specify the terms and conditions
  • Receiving the decision

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

1. Create a compelling business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s . 

What makes a good title page? Here are the essential elements to include: 

  • Your name along with your company’s name
  • The name of the prospect (or their business) 
  • The date you’re submitting the proposal

Gray Business Consulting Proposal Template Cover Page_Venngage

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

2. Build a table of contents

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives like the CEO (Chief Executive Officer), COO (Chief Operating Officer), or fractional executives who work part-time. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

Creative Social Media Business Proposal Template Table of Contents

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. Ensuring your business plan format follows a clear structure can greatly enhance readability and comprehension for potential investors or partners.

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .


3. Craft the executive summary

The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

  • Introduce your company to your buyer
  • Provide an overview of your company goals
  • Showcase your company’s milestones, overall vision and future plans
  • Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Gray Business Consulting Proposal Template About Us

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Crafting an executive summary and keeping it concise and compelling can be challenging. but you can use an AI summarizer online to generate an executive summary. Such tools are trained on relevant AI models that can extract core points from a given text. You can get such a point either in bullet form or in abstract summary form.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

4. Write a detailed problem statement

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

 A well-defined problem statement does two things: 

  • It shows the prospect you have done your homework instead of sending a generic pitch
  • It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place. 

Texture Business Proposal Template

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to… 

5. P ropose your solutions

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

Sales Plan Proposal Table Template_Venngage

6. Showcase your team’s expertise

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

business proposal qualifications section

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

7. Create a realistic timeline

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a  flow chart . Or add a  roadmap  with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

Abstract Business Consulting Proposal Template Timeline_Venngage

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

8. Present your payment and terms

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal. You can even use the  Excel Invoice Template  to create professional-looking invoices (including brand logo and other elements) and add them to this page.

The adoption of invoice templates is beneficial for small businesses as it streamlines the invoicing process and maintains professionalism in financial dealings. Also, by utilizing small business invoice templates , you can efficiently manage invoicing tasks while upholding a polished and structured approach to financial transactions.

The key to good pricing is to provide your buyer with options. A  pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself. 

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

Bold Business Proposal Template Pricing Page_Venngage

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

9. Specify the terms and conditions

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return.   Add the overall project timeline from start to end, as well as payment methods and payment schedule, incorporating these details into an online digital project management tool. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

Modern Business Proposal

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

10. Receiving the decision

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions. A professional way of doig that would be to include an e-business card with your contact details, email i.d and any other social links you want to share. You can go through this article for the best digital business cards .


A business proposal usually aims to answer the following questions: 

  • Who you are and what your company does
  • The problem your buyer is facing
  • The solution your company offers to alleviate the problem
  • How your company will implement this solution effectively
  • An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

business project proposal template

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

Generally, there are three types of business proposals:

1. Formally solicited 

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited 

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited 

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional  market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

corporate business proposal example

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal: 

1. Know your audience 

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas  for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

content marketing plan business proposal example

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

Example of a Business Proposal

App design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Social Media Plan Proposal Template

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.  

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

Simple Business Proposal Example

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website : 

SEO Marketing Proposal

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex ) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

  • Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
  • Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
  • Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing . 
  • Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be? 

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

one page business proposal template

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Project Business Proposal

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points. 

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

  • 31 Consulting Proposal Templates to Close Deals
  • 20+ Professional Business Letterhead Templates + Branding Tips
  • How to Write a White Paper [Tips & Templates]

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How to Write a Business Proposal [Examples + Template]

Meredith Hart

Published: June 10, 2024

Here’s what every new business owner needs: an extra eight hours in the day, an endless supply of coffee, and, most importantly, a really strong business proposal.

how to write a business proposal: image shows a person holding a pen and another person typing on a laptop

A business proposal can bridge the gap between you and potential clients. Done correctly, it will outline your value proposition and persuade a company or organization to do business with you.

Here, we’ll take a look at the various kinds of business proposals and go over how to write one. We’ll also see some ideas and examples to help guide yours.

Know exactly what you need? Jump to one of the following sections:

What is a business proposal?

How to write a business proposal, business proposal templates, business proposal examples, tips for writing a business proposal, business proposal ideas.

A business proposal is a formal document that’s created by a company and given to a prospect to secure a business agreement.

It’s a common misconception that business proposals and business plans are the same. However, a proposal helps you sell your product or service — not your business itself.

Think of it this way: Instead of assisting your search for investors to fund your business, a proposal helps you seek new customers.

Follow Along With HubSpot's Business Proposal Template

business proposal templates

Free Business Proposal Template

Propose your business as the ideal solution using our Free Business Proposal Templates

  • Problem summary
  • Proposed solution
  • Pricing information
  • Project timeline

Download Free

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  • Begin with a title page.
  • Explain your why with an executive summary.
  • State the problem or need.
  • Propose a solution.
  • Share your qualifications.
  • Include pricing options.
  • Summarize with a conclusion.

Before writing your business proposal, it’s crucial you understand the company. If they’ve sent you an RFP, make sure you read it carefully, so you know exactly what they want.

I recommend having an initial call or meeting with any new clients to ensure you fully understand their objectives. Ask open-ended questions to understand not just what they want but why they want it.

Once you’ve done your research, it’s time to begin writing your business proposal. While there’s no one-size-fits-all approach to writing a business proposal, there are several elements most proposals include. (I designed this example business proposal using Canva .)

1. Begin with a title page.

You have to convey some basic information here. Introduce yourself and your business. Be sure to include:

  • Your company’s name.
  • The date you submitted the proposal.
  • The name of the client or individual you’re submitting the proposal to.

Your title page should reconcile engagement with professionalism. I think of it as your first tone-setter, so you need to make sure yours is sleek, aesthetically appealing, and not too “out there.”

Here’s an example of what a business proposal template looks like when done right.

How to Write a Business Proposal: Business Proposal Example Title Page

9. Hide one or more Easter Eggs.

Surprise and delight your audience by adding hidden Easter eggs throughout your business proposal. Whether it’s a hidden message, a playful animation, or a secret section, these little surprises add a touch of fun and intrigue.

Easter eggs encourage exploration. This idea can get your readers to spend more time getting into the details of your proposal — all the while having an incredible and unique experience.

Let your business proposal do the talking.

Depending on the type of business you’re in, your business proposal elements will vary based on the prospect’s needs. After reading through your plan, prospective clients should have very few questions about your company and what it can do for them. With the tips and examples in this article, you have all the tools to guide you through the process. With a professional, customized business proposal, you’re sure to delight your client and potentially gain their business.

Editor's note: This post was originally published in February 2020 and has been updated for comprehensiveness. This article was written by a human, but our team uses AI in our editorial process. Check out our full disclosure to learn more about how we use AI.

business proposal

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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 

sample business proposal letter for services

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. 

XYZ Machine$50,000
X New Employees$10,000
X Software to Measure Success$3,000/month

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]


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]. 


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.

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. 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!

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Proposal Letter to Offer Services

Last Updated On March 2, 2020 By Letter Writing Leave a Comment

A proposal letter to offer services is written to market services offered by a business person. It is written to propose to offer services to prospective clients and introduce the services offered in an unsolicited proposal or a request for a proposal. 

It is written by a business owner or someone representing a company. A proposal letter to offer services is addressed to a prospective customer or client.

A proposal letter to offer services is important to sell services to prospective clients. It is an introductory letter to clients about the services provided and how they can benefit the prospective client. Such a letter also describes the introduction of the service and other relevant details. It is used to notify a prospective company or client that you are ready to offer them services.

Tips for writing a proposal letter to offer services

  • Describe precisely the services that your company offers
  • Explain how the services would benefit the prospective client
  • Extend an invitation to collaborate with the client in business
  • Keep the content of the letter professional
  • Address the reader formally and politely
  • Provide contact information where you can be reached
  • Keep it short and relevant to the point
  • Enclose support documents like company’s portfolio or brochure

Proposal Letter to Offer Services Templates

When you want to propose doing business with a potential client, it is appropriate to do so in writing. Have a look at a proposal letter to offer services template and sample letters that will get you started.


Date (date on which letter is written)



Dear _________________,

My name is ____________ and I hereby write this letter on behalf of ____________ where I work as ____________. I write in response to a call for proposal to offer ____________ services in your company ____________ which was listed on the newspaper ____________ on ____________(date).

We are a reputed company at providing ____________ services and we aim at ensuring optimal satisfaction of our clients. We also have qualified experts who ensure that you get the services that you require. Our services are unique as we aim at customizing them to the customer’s needs. Our prices are also reasonable and we have offers for discounts and free giveaways this season.

We wish to propose to offer ____________ services to your company. Our services are reliable and efficient, I assure you that you will not be disappointed. Kindly find our company’s portfolio attached herewith with more details about our services. If you need additional information or have inquiries, kindly contact our office through email ____________.

We hope to start a long term business relationship with you.

Yours Sincerely,


On behalf of ____________

Proposal Letter to Offer Services Samples

Have you identified a potential client that you would like to do business with? Here is a sample of a proposal letter to offer services that will guide you through writing a professional proposal letter.


Lenard Solomon,

Kenknit Company

72 Grandrose Street

Pembroke Pines, FL 33028

United States

Date:____________ (Date on which letter is written)

Evangeline Morris,

Rockfield School

1 Jones Lane

San Jose, CA 95127

Sub; Proposal letter to offer services

Dear Ms. Morris

My name is Lenard Solomon, the marketing assistant of Kennit Company. I wish to write this letter to bring to your kind attention to our renowned services in sewing school uniforms. I take this opportunity to propose to offer services to sew uniforms for students in your school.

Our company is reputed for sewing school uniforms according to the requirements of the school. We also ensure that the fabric is the best quality and that work is done in a good time. Kenknit Company is keen on giving quality services to our clients.

We would be delighted to offer tailoring services to your school. Working with us will save to your school the cost of importing ready-made school uniforms that can be produced locally. Kindly consider this proposal and contact me through email [email protected] in case you have queries or clarification.

Yours Truly,

Lenard Solomon

Proposal Letter to Offer Services Email Formats

Is it your first time writing a proposal letter to a client and you have no idea how to go about it? Check out our free proposal letter to offer services in an email format that will give you a guideline.

Dear Mr. Arellano,

I hereby write in response to a call for proposals submitted by your company Leven Cop. for cleaning services advertised on the Daily News on 26 th January 2020. We, Topex Cleaners wish to submit a proposal to offer cleaning services to your company’s office in Florida.

We are an esteemed company offering excellent cleaning services for offices. We use special equipment for cleaning to save time and ensure that high level cleanliness is maintained. Additionally, our staff is well trained in cleaning activities. We also ensure that our staff main a high-level of integrity  in the working environment.

Our company maintains a high level of hygiene and we use disinfectants for all services. Kindly find a more detailed proposal herewith and a portfolio of our company attached herewith. We wish to extend an invitation for a proposal to provide cleaning services to your company. Please arrange a meeting with us soon to discuss your expectations.

Kindly contact us through telephone 894-4820-27284 if you have any questions. I look forward to our discussion on how we can offer cleaning services for your company.

Best Regards,

Abraham Bates

On behalf of Topex Cleaners

When a business or company wants to provide services to a prospective client, it is appropriate to do so in writing. A proposal letter to offer services should give details on the company, about the services offered, and how the services will be beneficial to the client. 

This letter should be written in a professional language and a polite tone and ensure the content is formal.

Related Letters:

  • Professional Services Proposal Letter
  • Proposal Letter
  • Example of Proposal Letter
  • Job Proposal Letter
  • Proposal Letter from Students
  • Marriage Proposal Letter
  • Counter Proposal Letter
  • Love Proposal Letter
  • Proposal Letter Format
  • Proposal Cover Letter
  • Proposal Letter for Project
  • Proposal Letter for Training
  • Proposal Letter to Bank
  • Proposal Letter to a Client
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  • Sample Proposal Letter
  • Proposal Rejection Letter
  • Request for Proposal Letter
  • Writing a Proposal Letter
  • Sponsorship Proposal Letter
  • Proposal Approval Letter
  • Admission Proposal Letter
  • Job Proposal Acceptance Letter

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Business Proposal Templates

Business Proposal Letter for Services

The basic purpose of every business is to provide products or services to its clients. This is the base on which the success of every business is laid. A business cannot operate if it does not provide its services to others. Additionally, if people don’t purchase the services of the business, the business will not be able to survive. Therefore, a business writes the proposal letter for services to propose its services to potential customers.

People don’t know which business is providing services and how. Even if people know about the business and its services, they don’t know much about these services. Therefore, they don’t purchase the services of the business that they don’t know much about.

A business writes this type of proposal letter to give an introduction about the services it provides. This letter usually targets those clients who are expected to purchase the services from the business. This letter lets the targeted people know how they can be benefited from the services a business provides.

Writing a proposal letter of any type is a hectic task since you take on a big responsibility when you agree to write the proposal letter to various potential clients. So, when you write this letter, you should make sure that you follow the things given below:

  • Describe services well:

Many people do the mistake of not writing the proposal letter well. In such proposal letters, they don’t describe the services well. Some people miss out on providing the names of primary services the company offers. Some people also forget to mention the key attributes of the services a business offers. Therefore, when a reader does not find the things of his interest in the letter, he is likely to discard the letter.

  • Give benefits to the services:

The basic objective of customers when they think of getting the services is not always to get the services only. Rather, they also pay attention to the benefits they are likely to get from those services. Therefore, when you are trying to convince the customers to take services from you, you should try to convince him/her in such a way that they feel very attracted to the services your business provides.

  • Keep the content precise:

Your letters need to address lots of things while talking about the services a business has to offer. Therefore, the letter can provide long descriptions and paragraphs. However, this is not a recommended approach.

You should try to keep the letter short and concise. This can be achieved if you write the details of the services briefly. It should be remembered that you should not exaggerate especially when you are talking about how good the services are. If you give a realistic view of what you offer in the proposal letter, you are likely to attract the customer towards you. Also, it will keep your letter brief and to the point.

Sample letter:

I am Mr. ABC and I am writing this letter on behalf of the business (mention the name of the business). I work in this company as a (mention your position). I am writing this letter in response to the call of the proposal made by you. The call for a proposal was made by your company (mention the name of the newspaper) on (mention the date).

Our company is well-reputed and we are well-known for providing the services you require. We are aimed at increasing the satisfaction level of our customers. We uniquely provide unique services. We also give space to our customers so that they can get all those services that they need.

Above all, our company provides all the services to its customers at very reasonable rates. We often offer discounts and other benefits to our regular customers and those who work with us for the first time.

The services provided by our company are very reliable and we assure you that we will never disappoint you in terms of the provision of services. I have also attached the portfolio of the company with this proposal letter. Kindly have a look at it to know more about the services our company provides.

You can contact us anytime as I have provided the contact details of the company in the letter. I hope to work with you in a long-term business relationship.

Mention your name: Your signatures

Business Proposal Letter for Services

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WTO / Business / Proposals / Business Proposal Letter Examples | How to Format

Business Proposal Letter Examples | How to Format

A business proposal is a document used by businesses to demonstrate their interest in providing goods or services at a competitive price to potential customers.

The business proposal is used in B2B segments between companies that wish to enter into commercial agreements.

This document is not the company’s mere presence but the express communication of interest to the client. It is a complex document because it involves many variables. It should explain what the project will encompass, what you are going to do, how long the project is going to take, and what materials the client must provide.

Free Templates

Editable Marketing Business Proposal Letter Sample for Word File

What to Include

We describe some fundamental sections that you should include in an efficient business proposal. Also, we have created a possible structure for the document you are going to create. However, each proposal needs to be personalized. In addition to contemplating the client’s essential aspects, it will also be adapted to your business context.

Client goals

In this section, you can identify the customer’s primary objectives because, based on them, you can create the necessary steps to achieve them. By demonstrating that you know what they seek to achieve, it is easier to propose solutions with which they agree.

If you use this requirement, describe the possible goals that the customer is currently looking for and devise methods for achieving them. Consider elaborating on and describing the benefits of the solutions made specifically for the customer to make the right decision.

Competitor search

The research work can be ample to deliver a more detailed and complete business proposal as possible. Therefore, you can extend research on the customer’s business to create a more comprehensive proposal. Most of the companies that receive the proposal do not provide information about their competitors and customers, and you can surprise your potential customer if you do this job.

Segment data

You can deliver timely information about the customer segment. For this, it is crucial to put yourself in their shoes and understand their needs. This way, you also develop the questions you would probably have to answer for the potential customer. It is imperative that the proposal completely meets their needs, so you can use this exercise to think like him.

Experiences and qualifications

If your goal is to provide services, it is essential to show your client’s professional experiences, qualifications, and differentials. After all, they can choose another company to help their business, businesses that may even have submitted a more attractive business proposal. So, think about adding to your proposal what is different about your business, and what sets you apart from other companies.

In the current market, many companies are fighting for space. The ability to write a business plan can determine the success of many of them.

The proposal is the bridge that puts your business on the path to increasing its customer base.

It is fundamental in business because it allows you to prospect, show your business, highlight your company’s qualities, and show potential customers what they can expect from your business. In this case, it is not an exaggeration to say that a business proposal can define competition. Similarly, a letter is also used for sponsorship, which is a way to get funding for an event and incentivize the sponsor. Moreover, it is also useful in formalizing the internal collaboration between different companies to achieve different goals.

Writing a Business Proposal Letter (Format)

There is no single formula, but there is a structure that can help you. Above all, proposals must be flexible. Therefore, you do not need to get all the details contained here, but you can adapt them to your business. You can start with an introduction, then describe the project’s details and other information you consider most important.

Deepen the essential parts and leave the small and insignificant aside, not to stretch the document:

The cover must bear the name and title of your proposal. It is also ideal for containing the company’s name, preferably with the logo. Remember that it is essential to show that your proposal is personalized. The header must bear the title of your proposal. It is also ideal for containing the company’s name, preferably with the logo. Remember that it is essential to show that your proposal is personalized.

Address the recipient

Starting straight away with project details is considered unprofessional without addressing them appropriately. It needs to be short and friendly, just enough to encourage the reader to stay interested in the proposal or get in touch.

You can begin with something like,

“Dear Mr. ABC I would want to start by congratulating you on starting up a learning institution.”

Relevant background details

Describe your business, show what you do for your customers, your relevant work, and the value your company can provide. It is essential to demonstrate knowledge about the business at this stage to show that your company understands the sector in which the potential customer is and its difficulties. Also, it is essential to show that you know the benefits and paths for the future of the client’s business.  

“In our firm, we make sure that your services are known far and wide. We use print media, television, radio, billboards, and the Internet to make it work for you.”

Define the proposal

Demonstrate how your company can help the customer’s company. It is essential to convince them; therefore, demonstrating the interest of both is essential. You are offering a service, and your client will invest in the future. Also, ensure that the proposal presentation is focused on them, based on the studies and research they’ve carried out. It is essential to show that your solution is good for the customer’s sector or segment but customized for his company.

“We propose a $2300,00 investment to continue our current aggressive expansion while providing outstanding returns to your company. We are willing to offer a 15% return on your investment over the next seven years.”

Supporting documentation

The proposal section is an overview of the customized solution that your company has created for the potential customer. However, the services or methodology section is indicated to address the details of that service. Anticipate their questions and guide them through the process to let them know who they are getting the opportunity to hire. Describe what results they can expect and when they can achieve those results.

A schedule that combines deliveries with expected dates makes your document more visually appealing, and the information is more scannable. Create a price card that identifies each product or service and combines it with the most accurate pricing information you can provide. Responsive rate cards allow potential customers to check the services they think they need and calculate their total cost. In this way, you allow your customer to personalize the service contract, and none of you must worry about errors when making numerical calculations.

If you find it convenient for your job, insert warnings, disclaimers, and other critical conditions about your business proposal. It is critical in some lines of business and can be helpful in others. You can also include what you cannot deliver to exempt the business from possible customer orders.

Here is how to issue a warning like this:

“[Your company name] will take care of all technical problems involving [the only specialties you serve]. We reserve the right to charge additional fees for implementing an issue that is not listed above.”

However, take it easy. If you give too many warnings, the customer may be frightened and believe that they may have more problems than solutions. You need to express yourself in the right way, defending your business while bringing value to the customer. That is the art of writing a business proposal.

Finally, enter the schedule, logistics, prices, and other data regarding delivery. If you want, add information and testimonials from satisfied customers and contact them if the prospect wants an opinion on your business.

SEO12 keywords over 3 monthsUSD
Inbound Marketing3 monthsUSD
Outbound Marketing3 monthsUSD

Include a follow-up request

The follow-up must be considered from the beginning of the business proposal so that there are no bottlenecks in its negotiation wake. This way, your client enters a funnel that contemplates the resumption of contact and the monitoring of the negotiation.

Often, companies receive proposals in the hustle and bustle of everyday life and fail to give them due attention.

The final part of the proposal is also essential and cannot be ignored. After writing down all the essential details, it is now time to re-emphasize the results you intend to offer to the prospective customer’s business. Briefly reinforce the problem identified and the possible solution.

Strikingly finish the text with a good sentence and with your business contact details. It needs to be a call to action (CTA).

“We reaffirm our commitment to solving the [problem the customer faces] with [the solution offered]. We will be implementing our project through [implementation method] in [time]. Contact us right now to work on our business agreement.

Telephone number] WhatsApp: [number] E-mail: [address].”

Template for Business Proposal Letter

[Your Name]

[Your Title]

[Your Company Name]

[Your Company Address]

City, State, Zip Code

[Your Email Address]

[Your Phone Number]

[Recipient’s Name]

[Recipient’s Title]

[Recipient’s Company Name]

[Recipient’s Company Address]

Dear [Recipient’s Name],

I hope this letter finds you in good health and high spirits. My name is [Your Name], and I serve as [Your Position] at [Your Company Name]. Our company specializes in [Brief description of your company and its services/products]. We have been closely following the remarkable progress your company has made in the [mention the industry or field] and are genuinely impressed by your achievements. It is with great enthusiasm that I am reaching out to propose a potential collaboration that I believe could be mutually beneficial for both our companies.

Allow me to introduce [Your Company Name] in more detail. We are known for [mention any relevant achievements, certifications, or unique selling points of your company]. The purpose of this proposal is to [clearly state the purpose of your proposal], which aligns with your goals of [how it aligns with the recipient’s goals or needs].

Regarding our proposal, we are offering [describe what you are offering, including any products, services, or solutions]. This offering is designed to [describe how it addresses the recipient’s needs or challenges]. The benefits of our proposal include [highlight the benefits of your proposal], which we believe will significantly contribute to [mention how it will help the recipient’s company].

Our plan for implementing this proposal involves [outline a high-level plan for implementation, including key stages, timelines, and any requirements from the recipient’s side]. This approach ensures a smooth transition and integration of our services/products with your operations, aiming to minimize disruption while maximizing efficiency and outcomes.

I propose that we schedule a meeting or call to discuss this proposal in greater detail. I am available at your convenience and can be reached directly at [Your Phone Number] or via email at [Your Email Address]. During our discussion, I would be happy to provide further information, answer any questions you may have, and explore how we can tailor our proposal to best meet your needs.

In conclusion, we at [Your Company Name] are excited about the prospect of partnering with [Recipient’s Company Name]. We are confident that our [products/services/solutions] can [achieve specific goals, solve problems, etc.] and contribute to the continued success and growth of your company.

Thank you very much for considering our proposal. I look forward to the opportunity to speak with you soon and hopefully to start a fruitful partnership.

Warm regards,

[Your Signature (if sending a hard copy)]

[Your Typed Name]

[Your Contact Information]

Professional Business Proposal Samples

Sample 01: business proposal letter for marketing services.

Dear Ms. Lee,

I hope this letter finds you well. My name is Alex Rivera, and I am the Director of Business Development at Rivera Marketing Solutions, a company that specializes in crafting bespoke marketing strategies that drive growth, enhance brand visibility, and increase market share. We have been admirers of Lee Apparel’s innovative approach to fashion retail and are impressed by your brand’s rapid growth in the competitive apparel industry. It is with great enthusiasm that I am reaching out to propose a collaboration that I believe could propel Lee Apparel to new heights of success.

Rivera Marketing Solutions is renowned for its creative and results-driven marketing campaigns. Our team has successfully partnered with several leading brands in the fashion sector, achieving measurable results in terms of increased online engagement, higher conversion rates, and significant ROI improvements. The purpose of this proposal is to offer our expert marketing services to Lee Apparel, specifically tailored to enhance your online presence and effectively engage your target audience.

Our proposal includes a comprehensive digital marketing strategy encompassing search engine optimization (SEO), social media marketing, content creation, and targeted advertising campaigns. This multifaceted approach is designed to increase Lee Apparel’s visibility online, attract and retain customers, and ultimately boost sales. The benefits of our proposal include:

  • Enhanced Brand Recognition: Through strategic content marketing and social media engagement.
  • Increased Website Traffic: Via SEO and targeted digital advertising.
  • Improved Customer Engagement: Through personalized marketing campaigns and interactive content.

Our plan for implementing this proposal involves an initial audit of your current marketing efforts, followed by a detailed strategy session with our team to align on goals and objectives. We propose a phased rollout of marketing initiatives, starting with quick wins in SEO and social media to build momentum. Our team is prepared to begin this process at your earliest convenience, ensuring minimal disruption to your operations.

I would welcome the opportunity to discuss this proposal with you in more detail. I am available for a meeting or call at your convenience and can be reached directly at (555) 123-4567 or via email at [email protected]. During our discussion, I am eager to answer any questions you may have and explore how we can customize our services to best meet Lee Apparel’s unique needs and objectives.

In conclusion, we at Rivera Marketing Solutions are excited about the possibility of working with Lee Apparel. We are confident that our marketing services can help you achieve your goals and solidify your position as a leader in the fashion industry.

Thank you for considering our proposal. I look forward to the opportunity to partner with Lee Apparel and contribute to your continued success.

Alex Rivera

Director of Business Development

Rivera Marketing Solutions

[email protected]

(555) 123-4567

Sample 02: Business Proposal Letter for Sponsorship

Dear Mr. Green,

I hope this letter finds you well. My name is Jasmine Lee, and I am the Event Coordinator for the Community Arts Foundation, a non-profit organization dedicated to fostering creativity and artistic expression within our community. We are reaching out to local businesses that share our passion for the arts and community engagement to seek support for our upcoming event, the Creative City Art Festival, scheduled for June 15, 20XX.

The Creative City Art Festival is an annual event that celebrates the diverse artistic talents of our community, featuring local artists, musicians, and performers. It provides a platform for emerging artists to showcase their work, encourages community participation in the arts, and promotes cultural exchange. Last year, the festival attracted over 5,000 attendees and received extensive local media coverage, making it one of the most anticipated events in our community.

To continue the success of the Creative City Art Festival and make it accessible to everyone in the community, we are seeking sponsorship from businesses and organizations that recognize the value of the arts and community engagement. As a leader in innovation and a company known for its commitment to community involvement, Bright Innovations, Inc. is an ideal partner for this event.

We offer several sponsorship levels, each with its own set of benefits designed to provide visibility and recognition for our sponsors:

  • Gold Sponsor ($5,000): Includes prominent logo placement on all event materials, a featured booth at the festival, and recognition during the event opening and closing ceremonies.
  • Silver Sponsor ($2,500): Includes logo placement on event materials and a booth at the festival.
  • Bronze Sponsor ($1,000): Includes logo placement on the event website and event materials.

Your support as a Gold Sponsor would not only help ensure the success of the Creative City Art Festival but also align your brand with a meaningful cause that resonates with the community. In addition to the sponsorship benefits, we are committed to acknowledging your generous support in our press releases, social media channels, and newsletters.

I would be delighted to discuss this sponsorship opportunity with you further and explore how we can tailor the benefits to meet Bright Innovations, Inc.’s marketing objectives. I am available for a meeting at your convenience and can be reached at (555) 789-0123 or via email at [email protected].

Thank you for considering supporting the Creative City Art Festival and for your ongoing commitment to making a positive impact in our community. We look forward to the possibility of partnering with Bright Innovations, Inc. to celebrate the arts and bring our community together.

Jasmine Lee

Event Coordinator

Community Arts Foundation

[email protected]

(555) 789-0123

Sample 03: Business Proposal Letter for Retailing

Dear Mr. Smith,

I hope this letter finds you well. My name is Ava Chen, and I am the Director of Sales and Partnerships at EcoFriendly Innovations Inc., a company dedicated to creating sustainable and environmentally friendly household products. Our mission is to provide consumers with high-quality, eco-conscious alternatives to everyday items, thereby contributing to a healthier planet.

I am reaching out to propose a partnership between EcoFriendly Innovations Inc. and Urban Essentials Retailers. We believe that Urban Essentials’ commitment to offering innovative and responsible products aligns perfectly with our product line and company values. This partnership presents a unique opportunity for both of our companies to expand our reach and impact by providing your customers with sustainable options that meet their lifestyle needs.

EcoFriendly Innovations Inc. proposes to supply Urban Essentials Retailers with our range of eco-friendly household products, including biodegradable kitchen sponges, reusable food wraps, and natural cleaning solutions. Our products are designed not only to appeal to environmentally conscious consumers but also to those seeking effective, high-quality alternatives to traditional household items.

Benefits to Urban Essentials Retailers:

  • Diversified Product Offering: By incorporating our eco-friendly products into your inventory, Urban Essentials will diversify its product range, attracting a broader customer base and meeting the growing demand for sustainable goods.
  • Competitive Advantage: Partnering with EcoFriendly Innovations Inc. will position Urban Essentials as a leader in the retail space for sustainability, enhancing your brand image and customer loyalty.
  • Marketing Support: We will provide comprehensive marketing support, including co-branded promotional materials, social media collaboration, and in-store displays, to ensure the success of our product line within your stores.

We are confident that this partnership will be mutually beneficial and are eager to discuss how we can tailor our proposal to best meet the needs of Urban Essentials Retailers. I propose we schedule a meeting to explore this opportunity further and to discuss the specifics of our potential collaboration, including product selection, pricing, and logistics.

Thank you for considering this proposal. I believe that together, EcoFriendly Innovations Inc. and Urban Essentials Retailers can make a significant impact on promoting sustainable living and enhancing the shopping experience for your customers. I look forward to the possibility of working together and am available at your convenience for a meeting or call to discuss this proposal in more detail.

Director of Sales and Partnerships

EcoFriendly Innovations, Inc.

[email protected]

(555) 234-5678

Tips for Writing an Effective Proposal Letter

Doing analysis and gathering information is only the first step. You have to know how to present a business project in a way that arouses interest among investors.

If you are not sure how to present an attractive business proposal , here are some tips:

  • Simplify the content- Avoid the use of technicalities and complex expressions. The important thing is to convey why your idea can be successful in the market.
  • Short length- On average, a business plan is typically around thirty pages long. Include only the most relevant data to describe your project and its growth possibilities.
  • Measurable objectives- The evolution of your company must be subject to variables that you can measure. It includes data-driven objectives so that you can confidently verify that they are being met.

Final Words

A business plan comprehensively collects all the details of the company you intend to launch. Include information on what you are going to sell, your company’s organization chart, its promotion plan, and the planned financing channels. For businesses that work with a small number of customers, a well-crafted business proposal can completely change your business level.

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1. begin with a title page, 2. create a table of contents, 3. with an executive summary, 4. state the problem, 5. share your qualifications, 1. fill out your business headings, 2. create a captivating introduction, 3. specify the function of your proposal, 4. create a call-to-action, 5. end with a friendly outro & signature, share this post on your network, you may also like these articles, proposal letter.

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Business Proposal Templates

30+ business proposal templates & proposal letter samples.

When you are considering writing a business proposal template, you need to know more about how the business proposal should be drafted. A business proposal letter needs to contain the right information to be motivating to your potential new partner, but it does not need to include all the specifics of the partnership that you are proposing. There are various templates of business proposal documents online, but how do you know which business proposal format is right for your needs?

When you are thinking about using an example of a business proposal to write your own business proposal sample, you need to make sure that you know what the proposal that you are writing needs to accomplish. Knowing the best ways of writing these documents can make all the difference in the final product, and you will get more out of working with example proposals if you are aware of the steps of the process of drafting a business proposal template.

Free Business Proposal

Table of Contents

  • 1 Business Proposal Templates
  • 2 What Does a Business Proposal Do?
  • 3 Business Proposal Examples
  • 4 How Do You Write a Business Proposal?
  • 5 What is the Format of a Proposal?
  • 6 Business Proposal Letters
  • 7 What Are Some Kinds of Business Proposals?
  • 8 Business Proposal Samples
  • 9 Business Proposals Can be Critical to Winning New Work

Free Business Proposal Template 01

What Does a Business Proposal Do?

Business proposals are used to foster new business relationships. This document outlines what you believe you can do for the other business or entity that you have reached out to. The difference between winning work and new business contracts can be the quality of the business proposal that you have written. You need to be sure that you have written a document that will convey the value of your offer as well as just enough of the details of the proposal to be intriguing.

You cannot put all the details of your proposed business deal into this proposal since there will need to be a negotiation about the actual business relationship between you and the other entity. However, if you have drafted a quality business proposal template, you will be able to catch the interest of the other company and attract them to invest in further discussions about a business relationship. While not legally binding in the same way that other business contracts are, the business proposal can offer up a lot of valuable information that makes creating business connections much easier.

This is a common document that is used for B2B businesses or for companies that sell products. This can also be a letter that is used if you offer an affiliate marketing program or another kind of sales relationship with other businesses. Proposals seek to gain the business of various kinds and to save time later on negotiating business contracts.

Business Proposal Examples

Free Business proposal Template 11

How Do You Write a Business Proposal?

There are two kinds of business proposals that you can draft. They are created for different kinds of outreach. You will use one when you have never spoken to the other business entity and the other for when there has already been a discussion about the proposed partnership or working relationship.

  • Solicited Business Proposal. This proposal is sent out in response to conversations that have already happened between you and another business. These business proposal templates will have more information in them than other kinds of business proposals since you have already started to talk about the relationship that would be fostered between you and your new business partner. This can be a very detailed proposal, or it might still be more general. The included information will be partially dictated by the kind of discussion you have been having with the other business entity.
  • Unsolicited Business Proposal. When you send out a business proposal template that is not requested by the other entity, you will use more general language and fewer precise details . This might be a proposal that you send to a business that you believe could help you market your products and services, or it might be a company that you want to foster another kind of business relationship with. These documents can also be sent to customers who are looking for more information about your business. There are many different uses for business proposal documents, so you might need to have a business proposal template for each kind of outreach that you need to undertake. Business proposals have a few main sections that need to be included in them. You will be able to learn more about the format of this document and what to include if you read on.

What is the Format of a Proposal?

The format of the business proposal needs to be followed for each of these kinds of business proposal templates. You need to offer enough information to make the outreach worth undertaking and to interest the other party, but you do not want to make the document so detailed that it is overwhelming.

  • Title Page. This page of the proposal offers the business address you operate from the date that the proposal was submitted and your contact details. You might also want to have your business logo on this page so that the product looks more professional and less generic.
  • Project Details and Overview . The second section will give a summary of what your business does and why your business is well-suited to work with this new business partner. You might point out prior experience in the same market or with the same kind of business relationship or share sales metrics and company performance data. The information that is included here needs to pique the interest of the other party without drowning them in the information that is not relevant to the actual proposal. Include any service, or product details that you think will be attractive to the business partner here as well.
  • Executive Summary. The executive summary is the outline of why the proposal is the best option for your potential partner’s needs. You will want to be more specific here and speak to their unique business model and what you believe to be their unique needs. This is where you can show how your brand or service is unique and how it will directly benefit your proposed business partner. Make sure that this does not seem like bragging and instead that this section conveys important information about the services that your company offers and your track record of success.
  • Details of the Project. You can add the key details of your proposed connection or project that you want to engage in with your new partner in this section. This will be a goals-based and detailed explanation of how the project will work from start to finish, complete with objectives. Objectives make it clear that you are promising to meet goals, deadlines, and other measurable landmarks during the relationship. This can be one of the most convincing parts of your explanation of what you can offer to the other party, so you need to make this clear when you are explaining what the proposed business relationship will be.
  • Budget and Financials. Everyone who is thinking about engaging in a business agreement wants to know what the project or proposal will cost them if they agree to it. This is the section where you explain the cost for the goods and services that you want to provide or sell or the cost for each of the partners to buy in. You can also include pricing terms and other specifics related to financial considerations here. The more information that you can offer about the budget, the less likely it will be that there will be confusion down the road. Finances can be a big turning point in the decision-making process for potential new partners, so you want this part of the information to be clear as a bell.
  • The Terms and Conditions. No contract is complete without terms and conditions, and the business proposal template can include the terms and conditions that you think you will want to have in place for your proposal to be turned into a real business relationship. You will want to make sure that the terms related to breaking the contract are clear here as well. The terms and conditions can be adjusted when the actual contract negotiation process begins, but you should be clear about your basic demands from the original point of contact forward.

Business Proposal Letters

Free Business proposal Template 18

What Are Some Kinds of Business Proposals?

There are many reasons that you might need to write a business proposal. Maybe you are looking to form a bond with a new vendor who supplies you with raw materials that you use for product creation. Maybe you are looking to work with an affiliate company that will help you market and sell your goods or services. Perhaps you are looking for an investor or a new business partner. Maybe you are trying to explain the value of your services to a potential customer.

There are many reasons why you might need a quality business proposal template on hand for your company’s needs. You will want to be able to provide quick and easy access to information for those who want to work with your company in any capacity, and the business proposal can do just that. This document opens the door for further communication, and it can save both business partners time since each of them will be able to look over the document before agreeing to anything.

There will almost always need to be more negotiation done before a business contract can be drawn up and signed between two partners, but the business proposal can help to ensure that each of the parties knows what the relationship will be from the beginning. Being able to negotiate from the right position can make the process of creating a business contract much easier as well.

The business proposal document can be easy to make into a template as well. This means that you can change out some basic information for each potential new business partner that you speak with. You will save a lot of time if you are not writing a unique business proposal for every outreach effort that you make. This is critical when working on building a new company or when your time is split in many directions, and you do not have time to look at each proposal in minute detail.

The reality is that all of the details about what your business offers and can do or other business partners will probably not change much over time. The only difference that you will need to account for is the kind of services that each business partner might want access to. You can offer a lot of information about your business in a business proposal that will not change over time, and that will be relevant to every potential partner you reach out to.

Business Proposal Samples

Free Business Proposal Template 27

Business Proposals Can be Critical to Winning New Work

When you are looking to create new opportunities for work, you will want to be sure that you have the right business proposals in hand to make this goal easy to meet. The better your business proposal, the more likely it will be that you will be able to enter into negotiations or new partnerships that are profitable and easy to manage. Being able to deliver valuable information about your business and what it can do for new partners is a key aspect of the business management process.

When you are drafting a business proposal template, you need to make sure that you address all of the various information that is necessary to make the proposal effective. No matter what kind of relationship you are trying to enter into, the information that you convey in your business proposal needs to be clear and direct. Using this guide will help you to write authoritative and effective business proposals that can be used for a variety of different business needs. No matter what kind of partner you are looking to work with, you will be able to engage their interest and potentially their support through the use of a quality business proposal document.

Ryan Duffy

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Business Proposal Letter

Proposal maker.

sample business proposal letter for services

Business proposal letters are created and sent by entities to provide the details of the services that they can provide to other businesses or individuals. It is essential to create a business proposal letter if you would like to transact new business opportunities to a variety of people, organization, and companies. You may also see business reference letter examples.

As formal documents, letters containing business proposals must be formatted professionally and must contain a content that is usable in corporate transactions. There are no strict rules that  must be followed in creating a business proposal letter. However, you must always be aware of the basics of formal letter writing. To help you create an effective business proposal letter, refer to the templates available for download in this post.

Free Proposal Letter for Business Template

Free Proposal Letter for Business Template

  • Microsoft Word
  • Apple Pages

Free Download

Free Business Proposal Letter for Partnership

Free Business Proposal Letter for Partnership

Business Proposal Letter for Service

Business Proposal Letter for Service

Product Business Proposal Letter

Product Business Proposal Letter1

Free Business Partnership Proposal Letter

Free Business Partnership Proposal Letter

Formal Business Proposal Letter Template

Formal Business Proposal Letter Template

  • Google Docs

Size: 65 KB

Free Business Proposal Letter for Cleaning Services Template

Free Business Proposal Letter for Cleaning Services Template

Size: 61 KB

Business Proposal Letter for Services Template

Business Proposal Request Letter Template

Size: 47 KB

IT Business Proposal Letter Template

IT Business Proposal Letter Template

Size: 154 KB

Business Proposal Cover Letter Template

Business Proposal Cover Letter Template

Size: 87 KB

Business Proposal Request Letter Template

Business sales proposal letter template.

Business Sales Proposal Letter Template

Size: 53 KB

Free Business Proposal Rejection Letter Template

Free Business Proposal Rejection Letter Template

Size: 35 KB

Business Funding Proposal Cover Letter Template

Business Funding Proposal Cover Letter Template

Size: 70 KB

Appointment Letter For Business Proposal Template

Appointment Letter For Business Proposal Template

Size: 40 KB

Offer Letter for Business Proposal Template

Offer Letter for Business Proposal Template

Size: 49 KB

Letter Of Intent For Business Proposal Template

Letter Of Intent For Business Proposal Template

Size: 39 KB

Business Partnership Proposal Letters

Sample business partnership proposal letter.

Sample Business Partnership Proposal Letter

Size: 16 KB

Business Partnership Proposal Letter in PDF

Business Partnership Proposal Letter in PDF

Size: 69 KB

Business Sales Proposal Letters

Business sales proposal letter.

Business Sales Proposal Sample Letter

Size: 488 KB

Business Proposal Cover Letters

Business partnership proposal cover letter.

Business Partnership Proposal Cover Letter

Size: 507 KB

Business Project Proposal Cover Letter

Business Project Proposal Cover Letter

Business Loan Proposal Cover Letter

Business Loan Proposal Cover Letter

Size: 24 KB

Business Plan Proposal Cover Letter

Business Plan Proposal Cover Letter

Size: 274 KB

Business Proposal Rejection Letters

Business proposal rejection letter in doc.

Business Proposal Rejection Letter in Doc

Size: 12 KB

What Is a Business Proposal Letter?

There are different kinds of business proposal letters that are used in varying circumstances and corporate offerings. A few ways on how a business proposal letters can be defined are as follows:

1. A business proposal letter is the document that contains the outline about the proposed partnership of one business to another.  It can be used to create a relationship between corporate entities or it can also be made to assure the healthy competition between organizations through tie-ups and other combined programs. You may also see project proposal examples.

2. Business proposal letters are persuasive documents that help a client decide whether he/she needs to purchase an item or acquire a particular service from a provider. There are product proposals and  service proposals that are asked by an entity and there are also business proposals that are sent in an unsolicited manner. Whatever kind of business proposal letter it is that you will make, always assure that you can deliver the items that your client needs so they can decide accordingly on getting your services.

3. Business proposal letters can also be used by freelancers to offer their services to corporations. Being able to create a business proposal can make a freelancer a supplier of a particular business especially if the individual can provide the minimum needs of the company. You may also like acknowledgement letter examples & samples.

4. A business proposal letter is a way of showcasing the offerings of a company to its clients. Providing the information about the services and/or products of a business through a business proposal can be very helpful both in retail and wholesale transactions. More so, there is a big chance for business proposal to be approved for the purpose of other professional transactions. You may also check out proposal memo examples & samples.

The definition of a business proposal letter depends on its purpose and how it can be of help to gather new business commitments from a variety of entities. It is very important for you to be aware of the kind of proposal that you would like to have so it will be easier for you to curate the content of the business document.

Business Proposal Request Letters

Sample business proposal request letter.

Sample Business Proposal Request Letter

Cleaning Business Proposal Letter

Dry cleaning business proposal letter.

Dry Cleaning Business Proposal Letter

Size: 684 KB

Cleaning Services Business Proposal Letter

Cleaning Services Business Proposal Letter

Size: 62 KB

Business Sponsorship Proposal Letters

Sample business sponsorship proposal letter.

Sample Business Sponsorship Proposal Letter

Size: 82 KB

Free Business Proposal Letters

Free simple business proposal letter.

Free Simple Business Proposal Letter

Free Business Proposal Cover Letter

Free Business Proposal Cover Letter

Size: 28 KB

Free Cleaning Business Proposal Letter

Free Cleaning Business Proposal Letter

Size: 157 KB

How to Create an Effective Business Proposal Letter

A business proposal can only be deemed effective if it can provide favorable responses from the entities where the free proposal has been sent. You can create an effective business proposal letter by assuring that these characteristics are present within the document that you will provide to clients, businesses or any other entities whom you want to have a business transaction with:

1. Your business proposal letter should have a focus. It is very important for a business proposal letter to be direct to the point. You need to discuss important parts of the proposal which will help you sell your offerings. A business proposal letter should be persuasive but not to the point that it is already hard selling the items that you would like to offer to people. You may also see appointment letter examples & samples.

2. Business proposal letters should be relevant. The items that you will write in a business proposal letter should showcase how you can be of help to the needs of the clients. Also, you need to present how you can provide them with their wants through properly discussing the benefits of your services. In some cases, effective business proposal letters are those that contain possible solutions to the current problems of an entity. You may also like proposal examples in pdf .

3. A business proposal should be informative. Your business proposal should contain most, if not all, the answers to the basic or frequently asked questions that can be thrown at you. Initially discussing these items will help consumers and businesses to put their trust on what you are offering. More so, the first discussion of a proposal can provide a big impact on how ready are you in terms of providing your services when needed. You might be interested in notice letter examples.

4. Your business proposal should be professionally formatted. It is essential for a business proposal to relay the content of its discussion in an organized manner. Using a specific proposal format within the entirety of the document will help create a business proposal letter that can be easily understood by the targeted readers.

Business Proposal Letters to Client

Professional business proposal letter to client.

Professional Business Proposal Letter to Client

Size: 25 KB

Business Proposal Acceptance Letters

Free business proposal acceptance letter.

Free Business Proposal Acceptance Letter

Business Proposal Acceptance Thank You Letter

Business Proposal Acceptance Thank You Letter

Size: 143 KB

Business Purchase Proposal Letters

Small business purchase proposal letter.

Small Business Purchase Proposal Letter

Size: 613 KB

Free Business Purchase Proposal Letter

Free Business Purchase Proposal Letter

Size: 114 KB

New Business Proposal Letters

New business proposal letter format.

New Business Proposal Letter Format

Sample New Business Proposal Letter

Sample New Business Proposal Letter

Inclusions of a Business Proposal Letter

A business proposal letter must be comprehensive and accurate to assure that you are representing your business well. Aside from the basic information that can be found in a formal letter, some of the items that should always be present in a business proposal letter include the following:

1. Always specify the name and company of your expected letter receiver. As a formal document, you need to provide the basic information of the person that you would like to transact with. The last thing that you want to happen is for the letter receiver to think that your business proposal letter is a generic pitch or proposal template that you send out to different corporations and business establishments.

2. Provide a specific discussion about your offer. Always specify the items that you can offer may it be in a form of a product or a service. Being able to showcase these items and relay how they can be the solutions to the current undertakings of a business can help your business proposal to be approved. May it be a partnership proposal or any other kinds of business transactions, always provide the reason why you would like to transact with another entity.

3. Be accurate with your pricing. The prices of your offerings present in a business proposal letter should be based on your updated pricing information. You do not want misunderstandings to occur especially if the proposal has been approved but then you will find out that the information that you have given is incorrect. Always be ready in proposal approvals so make sure that your pricing is correct. You may also check out research proposal examples & samples.

In creating a business proposal letter, always be aware of the guidelines that we have presented in this post and the items that you must always include in the particular letter document. Remember that a business proposal letter can help you a lot to gather new clients so put a lot of effort and time in curating it. You may also see short proposal examples & samples.


Text prompt

  • Instructive
  • Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

Business Proposal Letter Template – Format, Sample & Example

A Business Proposal Letter or proposal letter for business allows a business to create an opportunity for itself by sending the list of services, the probable outcome, and process of the deal to a potential client or customer. A business proposal letter is crucial for an individual or organization since it allows them to explore new opportunities in the market. It is also a part of your effective communication strategy as it describes the details of your professional goals accurately before you send the actual business proposal to a company or individual.

sample business proposal letter for services

Business Proposal Letter Format

A business proposal letter is a formal introduction to your company as it describes its values, goals, and professionalism. Therefore, it is necessary to maintain a formal tone that is usually used in corporate transactions. The fundamental elements of a formal letter should be followed in this letter as well and you can explore the different samples and templates provided on numerous sites on the internet before writing your first business proposal letter.

The letter must start with the name and details of the sender and after that, the name and details of the recipient must be mentioned. A proper salutation for the recipient is a must and the main motive of writing the letter must be short and crisp. Overall, the main body of the letter can contain three of a maximum of four paragraphs and before concluding the letter you thanking the recipient to giving his/her valuable time to read their proposal letter. The letter should be concluded with the sender’s name, his designation in the company and the name of the company.

How to write a business proposal letter?

An effective business proposal letter is a must if you want to present yourself or your organization is the best manner. Apart from using a proper format and following the basic rules of a formal letter, you must also understand how to use a perfect tone and structure for writing an elite proposal letter for business. Here are a few tips that you can follow while writing a business proposal letter:

Mention the date and ‘Re’ after the recipient’s address as you do in a formal letter. Mention the purpose of the letter clearly after the ‘Re’ so that the recipient gets an idea before reading your letter.

Do not forget to mention the background information in the 1 st paragraph itself. For example, if you have met the recipient personally before writing this letter, you can use the reference for your meeting.

Mention the intent of your letter clearly in the first paragraph itself and follow it with the list of services provided by you or the features of your products. Avoid making any quotation in this letter as that should be included only in the actual business proposal. Remember that this is just the cover of your proposal.

Attach the necessary documents and details that would further authenticate your business proposal letter.

How to start a business proposal letter?

It is also important to start a business letter properly since many people goof up this part.

Do not start with your name and details if you are writing on company letterhead as the details will be already mentioned in the letterhead.

Always use a proper salutation like ‘Respected’ instead of ‘Dear’ if you are writing to a higher authority or a person who is working at a higher designation than you. Also, address a person as Mr. or Ms. only if you are sure of their gender. If the recipient holds a doctorate degree or honor, you can also use a ‘Dr.’ before his/her name.

Business Proposal Sample Letter Examples

Before writing a formal business proposal letter, you can refer to the different types of business proposal letter templates and samples which are available on the internet. However, before following a particular format or template, make sure that it suits your business and purpose of writing.

If the main purpose of your business is to sell products, then you need to focus on the product business proposal letter samples. A perfect letter would help you sell your products easily and you will also be able to earn more customers in the future. While referring to the product business proposal letter sample see that the product mentioned in the letter and its benefits are similar to the ones that you are intending to sell.

A business proposal letter with intent is used when are about to close in on a particular business deal. It could be used for starting a joint venture, for acquiring a new company and any other important business transaction.

Sample 1: Product Business Proposal Letter Sample

From, Tamara Howe 3415 Lobortis. Avenue Rocky Mount WA 48580 (655) 840-6139

To, Keegan Blair Ap #761-2515 Egestas. Rd. Manitowoc TN 07528

Subject: (____________)

Dear Keegan Blair,

Coolmoon Restaurant is presenting this letter of intent with the purpose of buying a commercial space in Starworks Building. We are a reputed chain of restaurants in Chicago and have many branches across the city. Therefore, we are planning to expand our business further and ‘Starworks Building’ is deemed as a perfect place by our board of directors. The necessary terms and conditions are mentioned in the attached enclosure. We are confident that our restaurant fits the idea and business purpose of Starworks Building and therefore we are looking forward to closing this deal with you. Please let me know if you have any queries or doubts regarding this deal.

Yours truly, Signature Tamara Howe Owner, Coolmoon Restaurant

This letter is used if you are offering any services to the recipient.

Sample 2: Sample Business Proposal Letter for Services

From, Keaton Underwood Ap #636-8082 Arcu Avenue Thiensville Maryland 19587 (564) 908-6970

To, Nasim Strong Ap #630-3889 Nulla. Street Watervliet Oklahoma 70863

I, Keaton Underwood, am writing this letter on behalf of Galaxy Info-Services. Our company is into web and graphic designing services and we can provide them at a reasonable and competitive price range. Your SEO Company might require our services and we will be glad if you consider us perfect for this opportunity. Thank you for giving us your valuable time and we are looking forward to your response.

Yours truly, Keaton Underwood Co-owner, Galaxy Info-Services

This letter can be used when you are offering a business partnership to someone. Here’s a sample for understanding the format better:

Sample 3: Sample Business Proposal Letter for Partnership

From, Pascale Patton P.O. Box 399 4275 Amet Street West Allis NC 36734 (676) 334-2174

To, Ivor Delgado Ap #310-1678 Ut Av. Santa Barbara MT 88317

Dear Ivor Delgado,

I, Ruth Stevens, am writing this on behalf of Global Cloud Services. We are in an IT firm and we have worked on several international projects since 2011. Recently, we got to know about the exceptional content writing services you offer for your clients. Therefore, we consider it a good opportunity to offer you a partnership with our firm. We ourselves require a lot of content in various niches and we can also use our contacts to get more and profitable work for you. I think that together we can grow exponentially and would like to hear from you soon on this matter. Thank you for giving us your valuable time.

Regards, Pascale Patton CEO – Global Cloud Services Signature

This letter can be used while offering your transport services to a business or organization.

Sample 4: Sample Business Proposal Letter for Transport Services

We, Consol Cab Services, are providing cab services to various organizations and MNCs since 2015. Recently, we came to know that your organization requires cab services for night-shift employees. We are pleased to offer our services to you at the best competitive market rates. Also, we would like to inform you that we are known for providing timely and user-friendly services. Therefore, I think that you would give us an opportunity to serve your organization.

Regards, Pascale Patton MD – Consol Cab Services Signature

A business proposal cover letter acts as a formal cover letter to a business proposal.

Sample 5: Business Proposal Cover Letter Sample

From, Jordan Calderon 430-985 Eleifend St. Duluth Washington 92611 (427) 930-5255

To, Zorita Anderson 1964 Facilisis Avenue Bell Gardens Texas 87065

Dear Zorita Anderson,

I, Richard Timpson, am writing this letter on behalf of Virtual Catering Services. As per our telephonic conversation dated on 9 th June 2019, I’m sharing a proposal with you. The complete quotation and terms of business are mentioned in the attachment. Please feel free to call me if you have any queries or doubts regarding the same. I’m hoping for a fast response from your end. Thank you for considering our business proposal.

Yours truly, Jordan Calderon Owner – Virtual Catering Services Signature

This letter can be used to offer distributing services for a particular brand or product.

Sample 6: Business Proposal Letter for Distributorship

From, Sade Higgins Ap #287-3260 Ut St. Wilmington OR 05182 (422) 517-6053

To, Dante Bennett 481-8762 Nulla Street Dearborn OR 62401

Dear Dante Bennett,

I, Wilton Sherling, am writing this letter on behalf of Richard & Co Distributors. We are offering distributorship services in Chicago, Washington, and New York since 2014. In these years, we have provided our services to numerous international brands and businesses. We came to know that a few of your products need distributors in Washington. Therefore, I’m writing this letter to offer you our best services in the most competitive rates. I have attached the complete details of our services in the attachment. Also, I think that together we can grow at an exponential rate. Please reply us back after receiving this letter. Thank you for considering our business proposal.

Yours truly, Sade Higgins MD – Richard & Co Distributors

This letter can be used to offer a transport business to a client.

Sample 7: Transport Business Proposal Letter

From, Daniel Malone 2136 Adipiscing Av. Lima RI 93490 (360) 669-3923

To, Emerson Espinoza Ap #247-5577 Tincidunt St. Corpus Christi WI 97020

Dear Emerson Espinoza,

I, Rich Stone, am writing this letter on behalf of Docket Goods Transport Services. We are involved in long route goods transport since 2011 and have served many MNCs during this period. We have heard that you require a reliable transport service for delivering some of your products to your outstation customers. Therefore, I have written this letter to offer our services to you at the most budget-friendly rates. A detailed quotation letter will be sent to you after your confirmation. I’m waiting for your response. Thank you!

Regards Daniel Malone CEO – Docket Goods Transport Services

This letter can be used to offer laundry services to another business.

Sample 8: Laundry Business Proposal Letter

From, Elmo Lopez Ap #481-7473 Cum Rd. Yorba Linda South Carolina 28423 (295) 983-3476

To, Aaron Trujillo Ap #146-3132 Cras Rd. Kingsport NH 56618

Dear Aaron Trujillo,

We, Elite Laundry Services, are working in this industry since 2010. We are known for our user-friendly and reliable services across the state. Recently we have come to know that your garment factory needs laundry services on a regular basis. Therefore, we take this opportunity to offer our services at economical rates to your company. I’m awaiting your positive response. Thank you!

Yours truly, Elmo Lopez CEO- Elite Laundry Services

This letter can be used to offer a product to a particular business or organization.

Sample 9: Product Business Proposal Letter

From, Liberty Walton 343-6527 Purus. Avenue Logan NV 12657 (581) 379-7573

To, Hu Park 1429 Netus Rd. Reedsport NY 48247

Dear Hu Park,

I, Kevin Reaves, am writing this letter on behalf of Aqua Away that supplies water purifiers to industrial and residential projects. We are working in this industry since 2011 and we take pride in being one of the most reliable brands in the market today. We have heard that your company, Arnold Engineering requires water purifiers for different hydro plants and projects. Therefore, I’m writing this letter to offer our product ‘Escrow Water Purifier’ which is compatible with all the hydro plants. You will find the details of this product in the attachment and you can also call me on 1234-234234 for more details.

I’m awaiting a positive response from your end. Thank you!

Regards, (Your Signature) Liberty Walton MD – Aqua Away

This letter is generally used to reject a business proposal.

Sample 10: Free Business Proposal Rejection Letter

From, Cleo Best 282-8351 Tincidunt Ave Sedalia Utah 53700 (252) 204-1434

To, Ina Burt Ap #130-1685 Ut Street Tyler KS 73510

Dear Ina Burt,

I, Steve Smith, am writing this letter on behalf of Sun Computer Systems. Last week you had sent a digital marketing proposal to me on behalf of Stole IT Services. We had a detailed look at a proposal but we are sorry to inform you that we are rejecting it on the basis on lack of explanation on the implementation and execution part. Our company requires a comprehensive digital marketing strategy. While your ideas were innovative and impressive, the proposal did not contain any details on the implementation and execution of those ideas. I also suggest you work on this and send me a revised business proposal so that we can have a look at it again.

Regards, Cleo Best CEO – Sun Computer Systems

Sample 11: Business Proposal Contract Letter to Client

From, Lyle Sutton Ap #250-9843 Elementum St. South Gate Missouri 68999 (736) 522-8584

To, Palmer Gay 557-2026 Purus St. Watertown TN 07367

Dear Palmer Gay,

I, Wilson Margot, am sending this letter on behalf of Devolt Microsystems. Last week we had a telephonic conversation regarding the installation of computer systems in your office. You had asked about the specifications and details and I have attached them in this mail. Please have a look at them and also send a line of confirmation if you agree on the same so that I can send you a detailed business proposal. Thank you for your time and consideration.

Yours truly, (Your Signature) Lyle Sutton Director – Devolt Microsystems

You can use this letter to get approval for a business loan.

Sample 12: Business Funding Proposal Cover Letter

From, Wilma Pace Ap #676-6532 Odio Rd. Darlington CO 06963 (926) 709-3295

To, Vielka Nielsen Ap #517-7326 Elementum Rd. Fort Smith North Dakota 79637

Dear Vielka Nielsen,

I, Roger Thompson, am writing this letter on behalf of Thompson Industries PVT LTD. Established in 2011, we have several plants in New York and Washington DC. Also, we are planning to start a new plant in Chicago this year. Therefore, I'm writing this letter to your NFBC to grant me a loan of $500000 for the purchase of infrastructure and other expenses. I will send you the details of my business and other documents once you confirm that you are willing to grant this loan. I’m hoping for a quick and positive reply from your end. Thank you for your time and consideration.

Yours truly, Wilma Pace Director – Thompson Industries

This letter is usually used by non-profit organizations and NGOs to collect funds from a business.

Sample 13: Business Sponsorship Proposal Letter

From, Jasper Carney 1195 Lobortis Rd. New Orleans New Hampshire 71983 (763) 409-5446

To, Remedios Hester 487-5787 Mollis St. City of Industry Louisiana 67973

Dear Remedios Hester,

We are running a restaurant named ‘Govind Bhojanalay’ where we provide free meals to orphan and poor children. Of late, we are unable to meet our financial needs due to a shortage of funds. We learned that your company, Stuttgart Industries provides sponsorship for those institutions and organizations that are involved in humanitarian causes. Therefore, we request you to sponsor our daily meal program where we provide 2-meals daily to orphan and poor children. I have enclosed details of our work in the attachment. Please call me on 1234-223435 for further details.

Yours Truly, Jasper Carney Founder & Co-owner – Govind Bhojanalay

If you are writing a business proposal letter to your client then you can have a look at this example.

Sample 14: Business Proposal Letter to Client

From, Eleanor Jennings 9631 Semper Ave Astoria NJ 66309 (906) 217-1470

To, Ezra Duffy Ap #782-7348 Dis Rd. Austin KY 50710

Dear Ezra Duffy,

I, Eleanor Jennings, am writing this letter to you on behalf of Three-G Digital Studios. We are in this business since 2005 and have worked for numerous national and international clients. We have learned that your company is looking for someone who can design banners and hoardings for their clients. Therefore, I'm writing this letter to offer our banner and hoarding designing services at competitive rates to your company. Please call me on 1234-42345 if you have any queries or doubts. Thank you for your time and consideration.

Yours truly, Eleanor Jennings CEO – Three-G Digital Studios

A follow-up letter is used to take a follow-up of your business proposals.

Sample 15: Business Proposal Follow-Up Letter

From, Haviva Holcomb P.O. Box 642 3450 In Road Isle of Palms New York 03828 (896) 303-1164

To, McKenzie Hernandez Ap #367-674 Mi Street Greensboro VT 40684

Dear McKenzie Hernandez,

I, Haviva Holcomb, am writing this letter to you on behalf of Moon Marketing Agency. Last week, I had sent a business proposal to your company, The Bombay Vikings regarding our digital marketing services. I have not received any response or feedback from your end regarding our proposal. Therefore, I request you to take a look at it on an urgent basis and let us know what you think about our business proposal. We are expecting a quick response from your end. Thank you for your time and consideration.

Yours truly, Haviva Holcomb Management head – Moon Marketing Agency

Business Proposal Letter Template in PDF and Word (doc.) Format:

Research Project Proposal

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3 Business Proposal Letter for Services Templates

Below are three detailed templates that cover different scenarios: a direct service offer, a response to a request for proposal (RFP), and a proposal for ongoing services. 

These templates serve as a foundational structure, which should be customized to reflect the unique value proposition of your services, your understanding of the client’s needs, and the specific outcomes you aim to achieve.

Template 1: Direct Service Offer

Subject: Proposal for [Service Name] Solutions to Enhance Your [Specific Benefit] at [Client’s Company Name]

Dear [Client’s Name],

Trending Now: Find Out Why!

I hope this message finds you well. I am reaching out to introduce our company, [Your Company Name], which specializes in [brief description of services and expertise area]. Given [Client’s Company Name]’s commitment to [specific objective or challenge the client is facing], I believe our services could significantly contribute to your goals.

Our team has a proven track record of [specific achievement or result related to the service offered], which aligns closely with your current objectives. In particular, our [specific service] has been instrumental for companies similar to yours, such as [mention any relevant case studies or success stories], where we achieved [specific results].

I propose a meeting to discuss how we can tailor our services to fit [Client’s Company Name]’s unique needs. Our goal is not only to address your immediate challenges but also to provide scalable solutions that contribute to your long-term success.

Enclosed, please find a detailed proposal outlining our service offerings, projected outcomes, and a preliminary cost estimate. We are confident that [Your Company Name] can offer unparalleled value and look forward to the opportunity to discuss this further.

Thank you for considering [Your Company Name] as your partner. I am looking forward to your feedback and hope to schedule a meeting at your earliest convenience.

Warm regards,

[Your Name] [Your Position] [Your Contact Information] [Your Company Name]

Template 2: Response to a Request for Proposal (RFP)

Subject: Submission of Proposal for [Service Name] – Response to RFP Issued by [Client’s Company Name]

Thank you for the opportunity to submit a proposal in response to [Client’s Company Name]’s RFP for [specific service or project mentioned in the RFP]. [Your Company Name] is excited about the prospect of working with your esteemed company to deliver [specific service solutions tailored to the RFP requirements].

Our proposal is designed around [Client’s Company Name]’s stated objectives of [briefly list objectives or goals outlined in the RFP], ensuring a comprehensive approach that not only meets but exceeds expectations. We have carefully analyzed your requirements and are proposing a suite of services that includes [list of services or solutions being offered].

Included in this proposal are detailed descriptions of our services, a project timeline, a breakdown of costs, and information on our project management methodology. We are confident in our ability to deliver [specific service] within the proposed timeline and budget, ensuring the highest standards of quality and efficiency.

Our team brings extensive experience in [field or industry], having successfully executed similar projects for [mention any relevant clients or case studies], resulting in [mention any significant outcomes, improvements, or successes].

We are eager to bring our expertise to [Client’s Company Name] and build a lasting partnership that drives your business forward. Please find attached our detailed proposal for your review.

We look forward to the possibility of discussing this proposal with you further and are available for a meeting at your earliest convenience.

Template 3: Proposal for Ongoing Services

Subject: Strategic Partnership Opportunity with [Your Company Name] for Continuous [Service Name] Support

As businesses evolve, the need for reliable, ongoing support in [service area] becomes increasingly critical. At [Your Company Name], we specialize in providing comprehensive [service name] solutions designed to ensure continuous improvement and success for our clients.

Understanding the dynamic nature of [industry or field], we propose an ongoing partnership that offers [Client’s Company Name] flexible, scalable support tailored to your changing needs. Our approach includes [brief description of the ongoing services], ensuring that [specific client’s need or challenge] is addressed with precision and foresight.

Our team of experts, equipped with the latest [technology/tools/methodologies], is committed to delivering measurable results that align with your strategic goals. Our ongoing services model not only provides immediate solutions but also anticipates future challenges, preparing [Client’s Company Name] to face them with confidence.

Enclosed is a detailed proposal outlining our services, including a customized plan for [Client’s Company Name], projected outcomes, and a transparent pricing model. We believe that our partnership can lead to significant advancements for [Client’s Company Name], and we are excited about the prospect of working together.

We welcome the opportunity to discuss this proposal in detail and explore how [Your Company Name] can contribute to the long-term success of [Client’s Company Name].

Thank you for considering this proposal. I look forward to your feedback and the possibility of collaborating closely.

Best regards,

Each template serves as a starting point and should be customized to reflect the specifics of the service being offered, the unique needs of the client, and the nuances of the relationship you wish to establish. 

Attention to detail, clear articulation of benefits, and a focus on the client’s objectives are key to crafting an effective business proposal letter.

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Word & Excel Templates

Printable word and excel templates.

Business Proposal Letter for Services

Business Proposal Letter for Services

Service providers often have to write the business proposal just because they want people to render their services. This is the only way they can boost their business and can get profit by giving their services. Unfortunately, there are many service providers in the market who provide the same services as yours. Therefore, you will have to convince the people that the services that you provide are different and better than others. For this purpose, you can write the business proposal letter for services.

What is a business proposal letter for services?

A business proposal letter for services is a formal document that is required to be prepared with the description of all the services that are provided by the service provider. This proposal letter is required to be written in such a way that it can easily grab the attention of the reader.

What are the main elements of the business proposal letter?

In order to make sure that the business proposal letter written by you has the potential to stand out and convince the reader, you should include the following details to the business proposal that you write for your services.

  • Introduction of the letter

The introduction of the letter should tell the reader why you are writing this letter. In this section of the letter, the reader should be told that he is reading the proposal letter for the services.

  • Details about the services

In the next paragraph, mention the details of the services that you think are very important for the reader to know. You should tell the benefits the reader will have when he will render your services. The singular features that your services possess should be mentioned in the proposal letter.

  • End of the letter

The letter should be ended appropriately. At the end of the letter, you should tell the reader what you expect from him. Mention your contact details so that the reader can contact you if he finds your proposal to be different from other service providers.

Sample Letter Template

Dear Mr. Josh,

I am writing this letter to offer you a business proposal for our catering services for your office.

We have researched and found that your office premises lack cafeteria and there is no good eating place in the vicinity as well, because of which your employees often have to suffer if they have not brought their lunch from home.

We are a small catering business, which offers food to a small number of people. We have prepared a proposal for your office to make an alliance with our business for mutual benefits. The proposal is attached to this letter for you to view and analyze.

With this alliance, we will be offering different monthly packages for your employees, from which they can choose and enjoy our tasty lunch throughout the month. The food is prepared hygienically, and all the food items and ingredients used are of good quality. You can visit our premises for any sort of inspection. In addition, the prices we are offering, with such good quality, are unmatchable.  

Let us know of your perspective about this proposal, or if you need any modifications. You can contact us anytime at [X].

Thank you for your time. We will be waiting for your reply.

Jill Steven.

sample business proposal letter for services

  • Sample Letters

FREE 16+ Sample Service Proposal Letter Templates in MS Word | PDF | Pages | Google Docs | MS Outlook


The service industry is an integral part of the economic system. Without the sector’s presence, businesses and individuals have difficulties finishing certain tasks. Whether the services focus on cleaning, consulting, or construction, the enterprise plays an essential role in being the bridge for different opportunities. Now, these service providers look for potential customers. Hence, they send sample service proposals to various companies. Aside from the project proposal , the business also uses letters. Gather more information about service proposal letters with this article.

Service Proposal Letter

Free 16+ sample service proposal letter templates, 1. customer service training proposal letter template, 2. business proposal letter for service template, 3. proposal letter for cleaning services template, 4. proposal letter for catering services template, 5. cleaning service proposal letter template, 6. free cleaning service proposal cover letter template, 7. free proposal letter for cleaning service template, 8. cleaning service proposal letter template, 9. security service proposal letter template, 10. sample courier service proposal letter in pdf, 11. laundry service proposal letter template, 12. community service project proposal letter template, 13. catering service proposal letter template, 14. sample photography services proposal letter template, 15. accounting services proposal letter template, 16. facility management services contract proposal letter template, 17. service proposal rejection letter template, what is a service proposal letter, how to write a formal service proposal letter, 1. make a catchy and informative introduction, 2. use formal and professional terms, 3. provide a comprehensive outline of the proposal, 4. highlight the services of the company, faq’s, what are the contents of a proposal letter for transport services, should catering services require proposal letters, what is an engagement letter.

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community service proposal letter sample

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catering service proposal letter sample

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service proposal rejection letter

In a short description, a service proposal letter discusses the business’s propositions to form a partnership with another company. As enterprises want to reel in more customers, they must find methods to attract the attention of potential clients. Hence, proposal letters make the possibility of building connections possible. The process of sending investment proposal letters and service proposal letters increases the firm’s chances of finding long-term patrons.

Over a couple of months, the Covid-19 pandemic has struck the world by storm, bringing havoc and problems to different communities. Many experts have dubbed the term “new normal” to cope with the changes in society. According to an article from KLTV, residential cleaning services will have an influx of customers in the coming months or weeks. While there was a decrease when the pandemic started, the representative was certain about the needs of the public. In this light, cleaning contracts may come in handy to keep the house tidy and free from any virus.

For the convenience of service providers, the proposal letter format has a straightforward and easy process. Instead of spending precious time rummaging for proposal offer letter samples, this section narrates the procedures for you. So, what are the steps in making the formal letter?

This letter acts as the initial stage in forming a working relationship with another entity. With that, the writer should be careful with the information on the document. Aside from providing details on the company profile , you also have to make an informative and engaging introduction.

Even if it’s only a letter, the material can either break or make the situation for the company. As a communication strategy , the proposal letter must be composed of formal terms and language. You have to avoid using inappropriate abbreviations or shortcuts. Additionally, do not use slang words.

The letter is the first step towards the potential partnership. Consequently, you should only provide the tentative project timeline of the service proposal. In this part, you are suggesting the schedule to the reader if the service proposal works for them.

In connection with the previous section, you also have to entrust the firm’s service list to the receiver of the letter. For instance, you can highlight some of the best offers suited for the individual. Moreover, you have the option to disclose the various price range of the service package.

A travel agency can submit proposal letters to transport service providers for collaborations on tourist city tours. In most cases, the proposal letter has the intention of the party to have a partnership agreement with the service provider. It also discusses the advantages of collaboration between the two firms.

In some cases, yes. The company can send catering proposals and letters to individuals needing the services. For example, food shops have canteen proposal letters to universities and schools to be the primary provider of meals and snacks to students.

The engagement letter serves as a legal document between two parties with a partnership contract or consulting agreement. In the letter, the provisions and conditions of the arrangements are written following the other parts of the deal. Through the document, the two entities may create other contractual agreements.

For years, the reliance on service providers has dramatically increased. As entrepreneurs discover new methods of assisting the community, many companies and homeowners depend on the service to complete specific assignments. From housekeeping sample proposals to cleaning services, various businesses offer these actions. Importantly, proposal letters make sure these emerging service providers meet the customers. With that, these tools—business plans, proposal plans, and letter samples—ensure the enterprise’s growth.

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  1. 39+ Free Proposal Letter Template

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    sample business proposal letter for services

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