Writing a good business proposal letter

Writing a good business proposal is as important as getting the contract itself. The key word
is Simple; keep it straightforward. A good proposal must clearly show a thorough
understanding of the objective of the work and intent to provide a valuable solution to it.
A business proposal letter is like a cover letter which accompanies a CV, it is a very brief
summary of who you are, what your company does, contact details, what you intend to
deliver. Not so many people include this as part of their business proposal which is a shame
because it shows professionalism; by sending a good cover letter you inspire the reader to
read the proposal.
I have come across lots of business proposals while working in project management, some
very good, and some not so good, from the good ones, I have been able to put together
what I think a good business proposal must have.

1. A cover page
• This should include the title of the project and a date
• Prepared for-(The customer name here)
• Prepared by- (Your Company name here)
• Proposal number (if any)
• Your company logo (to make it more professional)

2. Table of content
• Please ensure that this is updated before sending out the proposal

3. Executive summary
• This is the most crucial part of the proposal and usually the most difficult,
here you have to state the objective of the project, define the problem, and
show that you clearly understand what the issue is.
• Please note that, ideally this should be one page max.
• State the objective of the project or work
• The goal of the work- (what do you hope to achieve at the end)
• The solution (How do you intend to achieve the goal - diagrams would be
helpful here, when used correctly diagrams help to break down the work so
as to aid understanding of how you intend to go about it), also include how
suitable you or your company is for the job, if you have done a similar work
before now is the time to include it.

4. Cost summary and Contractual considerations
• This should be clear and simple, also do not forget to state somewhere that
the figures are estimates only.

5. Benefits of using your company (Now here’s the part where you sell your
company)
• Highlight your experience and expertise within this field
• What basically do the customers gain by employing you for the job – ability to
meet deadlines, cost efficient , quality , confidentiality etc
• State why you are better than your competitors now is your chance to tell the
customer why you should be given the opportunity.

6. Testimonials
• Always a good idea to include in your proposal a few sentences on what your
past clients say about your work. Be sure to include a brief summary of what
kind of work you did especially if it relates to the work in question and give
contact details, preferably email addresses with permission of course from
your past clients.

7. Introduce your team (if you are not going to be working alone )
• Who makes up your team?
• Include names, pictures, educational background , qualifications , experience
of similar work which qualifies them to do the work

Lastly remember, to use appropriate jargon, spell check, and ensure that you can deliver
what you claim to be able to deliver.

A winning proposal is much more than “cutting, copying and pasting" information to
encourage the business to appoint you. Don't forget to look at your own timetable, ask
yourself; is it realistic for you to do this job? Check the risks of taking on this work if you were
successful and steer clear of over committing. Do not forget your reputation is on the line. It
is better to refuse work than accept and not be able to deliver.


see also:

Formal Proposal Letter

Sponsorship Proposal Letter

Sample Proposal Letter

business letter writing tutorial

A good business proposal is not a guarantee that you will get the job just like a good fishing
rod does not guarantee that you will get a good catch but it is usually wise to make the effort
to have a good