How to Write a Proposal Letter (With Template and Example)

A proposal letter is a written document that introduces a possible partner or client to an idea, product, or service. It is a persuasive tactic to convince the receiver to agree and act on the suggestion. A proposal letter necessitates careful thought and attention to detail. The stages to creating a successful proposal letter are as follows:

Step 1: Start with an introduction

Your proposal’s beginning aims to pique your reader’s curiosity. This paragraph should offer basic information about yourself and the organization and outline the issue to help the recipient understand what they will be reading.

Step 2: Explain why you are writing the proposal 

Indicate the problem or need that your plan seeks to address. This assists the receiver in comprehending the significance of the proposal and its value to them. Please ensure that you address the recipient’s unique wants and expectations and clarify why the proposal is important to them.

Step 3: Present your solution

Give a solution to the problem and tell the person how it will help them. Be clear about your product, service, or idea, and give as much information as possible. Point out the most important parts of your proposal and how it will help the other person reach their goals. Use proof, statistics, and testimonials to back up your idea and make a strong case for it to be done. 

Step 4: Provide a detailed plan

Outline a thorough action plan demonstrating how your idea will be implemented and the anticipated results. This should contain a timeframe, budget, and a clear explanation of the tasks and duties involved in the proposal’s implementation. For the budget, specify how the funding will be utilized or how much your project will cost investors. Investors will better understand the project if you provide a basic budget estimate rather than a comprehensive cost breakdown. 

Related Article: How To Write a Problem Statement: Full Guide with Examples

Step 5: Request for action and feedback 

End the letter by officially asking for consideration of your idea and action. Include a response timeframe and your contact details for follow-up. Ensure that you offer clear directions for the following actions so that the receiver knows how to proceed.

Step 6: Close the letter 

Thank the recipient for considering your idea and invite them to contact you with questions. Sign off with “Sincerely” or “Regards” and a comma. Type and sign your name below.

Proposal letter template

The following is a template of a proposal letter that you may use as a guide or general point of reference to ensure that your next proposal letter has all of the relevant information:

[Your name]
[Company if applicable]
[Your address]

[Date]

[Recipient’s name]
[Recipient’s company]
[Recipient’s mailing address]

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to introduce [Company Name] and propose a solution to [Problem or Need].

As [Company’s Background], we have [Company’s Expertise/Experience] and have developed a solution that addresses [Problem or Need]. Our solution, [Product/Service], offers [Key Features and Benefits].

To support our proposal, we have conducted [Evidence/Research/Testimonials] that demonstrate the effectiveness of our solution. Our solution has helped similar organizations achieve [Expected Outcomes].

I would like to propose that we work together to implement [Product/Service] in [Target Organization]. Our team will provide a detailed plan of action, including a timeline, budget, and a clear description of the tasks and responsibilities involved.

I would appreciate the opportunity to discuss this proposal further with you and answer any questions you may have. Please let me know if there is a convenient time for us to schedule a meeting.

Thank you for considering this proposal. I look forward to the opportunity to work together.

Sincerely,

[Signature]

[Your Name]

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Proposal letter example

Here is an example of a proposal letter:

Jon Doe

Marketing Manager

ABC Inc.

555-555-1212

johndoe@abcinc.com

Feb. 03, 2023.

Dear Mrs. Martinez,

I hope this letter finds you in good health. I’m writing to present ABC Inc., a global leader in digital marketing solutions. For over ten years, we have assisted businesses like yours in increasing their internet presence and reaching their target audience.

Our skilled team has created a complete digital marketing solution that tackles the issues that businesses confront while establishing a strong online presence. Our “Online Growth Package” solution includes various services, like website design, search engine optimization, social media management, and online advertising.

We researched and obtained testimonies from our clientele, who have witnessed fantastic benefits from our services to support our proposition. Our service has assisted comparable firms in increasing website traffic, generating leads, and increasing online sales.

I suggest we collaborate to deploy our Online Growth Package for your company. Our team will create a complete action plan with a timetable, budget, and a detailed description of the activities and responsibilities involved.

Our monthly service fee is $10,000, which covers website design, search engine optimization, social media management, and internet advertising. The budget also includes frequent progress updates and the option of a monthly review to verify that our services fulfill your expectations.

I would welcome the chance to explore this concept with you further and answer any questions you may have. Please let me know if there is a time that would be convenient for us to meet.

Thank you for taking the time to review my proposal. I am excited to collaborate with you and assist your company in thriving online.

Sincerely,

John Doe.

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