Business Proposal Letter with Sample & Template Guide

A business proposal letter is significantly important in the corporate world today. A substantial 70% of 3,640 venture capitalists consider a written business plan as an essential tool between organizations. Also, findings from a study conducted in Australia indicate a notable correlation between the possession of a formal business plan and elevated gross revenues.

Thus, the importance of a business plan can not be over-emphasized. This is why we have made a comprehensive guide on how to write a professional business plan to drive conversion.

What is a Business Proposal Letter?

A business proposal is a letter that invites or suggests that two entities work together. It is a business letter with a convincing summary or cover letter for a business plan. Its objective is to quickly summarize the key points of your complete proposal. You can send a proposal letter to potential partners to present your firm’s offerings or as part of your answer to a client’s request for information about your business.

Types of Business Proposal Letter

There are 2 major types of business proposal:

1. Solicited Proposals: Solicited proposals are made only when an organization requests one. When an organization needs a particular service, it requests proposals from various entities that can render the desired service.
2. Unsolicited Business Proposals: An unsolicited business proposal permits individuals to send out proposals to potential customers and businesses without a demand or request for a proposal.

How to Write‌ a Business Proposal Letter?

The type of proposal you are drafting determines the structure of your letter. For instance, if it is a solicited proposal, it is important to understand the demand of the organization, do proper research, and, if possible, make inquiries from the organization so as to draft a proposal in line with the company’s objectives. 

If it is an unsolicited proposal, endeavor to write in accordance with the organization’s values in a clear and concise manner, letting them fully understand what you have to offer. Learn business analytics to advance your business’ potential. Below are practical steps to draft a business proposal letter:

1. Create a Heading

The first step to creating a proposal is drafting a heading, which should be on the top left side of your letter. A heading should have basic contact information, such as the name of the company, date, recipient name, and address. 

2. Write a Captivating Introduction

Your introduction should start with a formal greeting and an introduction based on the purpose of the proposal. An introduction should be tailored to the problem and the goal about to be achieved by starting with background information obtained from the client. This will make the client feel understood.

3. State the Reason for the Letter

This section should focus on the goals and relevancy of the proposal. Highlight reasons why they should work with you and mention your unique selling point.

4. Include CTAs (Calls to Action)

After stating your goals and how you tend to achieve them, you should specify what you want the receiver of the letter to do next. You may ask them to schedule a meeting, phone, or email you after they are done reading the letter. If they have no objections, it may be appropriate to add a contract and request their signature. Here is an example of a CTA:

Kindly read the letter closely and in case of any questions or requests to discuss the business plan in more depth, feel free to schedule a meeting via my email.

5. Conclude the Letter

End your conclusion with a friendly note. It should consist of a two to three-sentence paragraph highlighting your gratitude and desire to work with the prospective clients. This paragraph should be signed off with a name, an email, and a regard, as shown below:

Sincerely,

Harry Styles.

Business Proposal Sample Letter

You can learn the method of crafting a professional proposal letter from the samples below:

Example 1: Business Proposal Sample for PR Solutions

Here is a sample that proposes collaboration with a public relations company.

Dear [Prospect’s Name], Eliza Harrison Thompson Thompson Communications Group432 Oakridge Lane Austin, TX 54321 August 28, 2023 Ms. Jennifer Anderson, Communications ManagerVitality Wellness Solutions815 Willowbrook AvenueAustin, TX 12345Dear Ms. Anderson,I am Eliza Thompson, representing Thompson Communications Group, and with a substantial presence in this industry, I can empathize with the challenges that cross your path. If your experiences align with those of fellow communications managers, the perpetual quest for the right public relations services must resonate with you. I am here to present an intriguing proposition. As a distinguished PR entity, Thompson Communications Group has been dedicated to nurturing the public relations landscape for businesses akin to yours for over two decades. We possess a deep understanding of the unique requisites of local communications firms and boast an impressive track record of tailoring optimal solutions. Our commitment to providing top-tier client services is showcased by our swift 24-hour response period, consistently delivered by our dedicated team. Our services encompass adept crisis resolution, constructive promotion of brand narrative, reliable media liaison, and proactive reputation management.Here is a list of programs and packages that you can avail with us: Holistic Representation Package: This all-encompassing package entails Thompson Communications Group assuming the mantle of safeguarding your corporate reputation, orchestrating affirmative publicity, equipping your team with effective media engagement strategies, and furnishing support to adeptly navigate crisis scenarios. Additionally, we offer internal PR reinforcement to fortify your staff’s alignment with your company’s mission. Comprehensive External Representation Program: Should you opt for this path, Thompson Communications Group will exclusively focus on bolstering your public-facing presence. We’ll collaborate with you to devise a crisis management blueprint and employ strategic approaches to harness positive media coverage. Crisis Management and Resilience Package: While we remain hopeful that your enterprise remains insulated from crises, our experience underscores the importance of readiness. This package entails crafting a comprehensive crisis management and recovery blueprint, ensuring a swift return to normalcy if adversity strikes. I am enthusiastic about the prospect of an in-depth discussion to demonstrate how we can resolve any prevailing public relations issues for your company. I am available on Monday, September 4, to address your queries and provide insights into the three options at your disposal. Best regards, Eliza H. Thompson Chief Communications Officer

Example 2: Business Proposal Sample for Sponsorship Proposal

Here is a sample proposal for requesting sponsorship for an annual community empowerment event.

David Anderson Community Upliftment Foundation 654 Harmony Lane Pittsburgh, PA 54321 August 15, 2023 Ms. Olivia E. Sinclair Sinclair Innovations Group1234 Prosperity Street Pittsburgh, PA 67890 Dear Ms. Sinclair, I am writing on behalf of the Community Upliftment Foundation to express our heartfelt gratitude for the invaluable support you have extended to our annual community empowerment events in the past. As we prepare for this year’s event, we are excited to invite Sinclair Innovations Group to be part of our upcoming endeavor. Our annual event, which combines festivities and a silent auction, has made a significant impact on our community. Thanks to the generosity of esteemed sponsors like yourself, we were able to raise over $150,000 last year. These funds were helpful in providing education assistance, vocational training, and mentorship programs to underprivileged individuals within our community. The 2023 event is scheduled for Friday and Saturday, October 27th and 28th, and we are offering sponsorship opportunities at three distinct levels: Platinum Sponsor: With a contribution of $8,500, Sinclair Innovations Group will enjoy exclusive recognition as the Platinum Sponsor. Your company logo will take center stage on event banners, marketing materials, and the official event T-shirt. Additionally, we would be honored to welcome two representatives from Sinclair Innovations Group to our pre-event dinner on Thursday, October 26th. Gold Sponsor: By committing $3,500, Sinclair Innovations Group will be recognized as a Gold Sponsor. Your company logo will be prominently displayed on event banners and the event T-shirt, ensuring substantial visibility and acknowledgment. Silver Sponsor: A contribution of $1,500 will position Sinclair Innovations Group as a Silver Sponsor. Your company logo will be featured on the event T-shirt, further contributing to our cause.We are enthusiastic about the prospect of collaborating with Sinclair Innovations Group to create an even more impactful event in 2023, reaching new heights of community empowerment. I am eager to discuss this opportunity further and answer any inquiries you may have. Kindly anticipate my call on September 5th to explore how we can together make a difference. Warm regards, David Anderson Event Coordinator Community Upliftment Foundation

Example 3: Business Proposal Sample Invitation 

Here is a sample proposal invitation to join a community workshop on sustainable living.

Emily Parker Green Horizons Community Initiative123 Meadow Lane Portland, OR 54321 August 10, 2023, Ms. Samantha Mitchell Evergreen Eco Mart 456 Greenway Avenue Portland, OR 67890 Dear Ms. Mitchell, I trust this letter finds you in good health. I am writing to extend a heartfelt invitation on behalf of the Green Horizons Community Initiative to join us in a meaningful endeavor aimed at promoting sustainable living practices within our local community. Our mission at Green Horizons is to inspire positive environmental change through education and community engagement. As a fellow advocate for sustainability, we believe your expertise and insights could greatly enhance our upcoming Community Sustainability Workshop, scheduled for Saturday, September 16, 2023. The workshop will be an interactive platform where community members can learn about various aspects of sustainable living, from eco-friendly practices at home to responsible consumption. The objective is to empower individuals with actionable knowledge that can make a tangible difference in reducing their ecological footprint. We are confident that your contribution could provide attendees with valuable insights into ethical and sustainable consumer choices. We envision your involvement in a panel discussion or as a guest speaker, sharing your experiences and knowledge about sustainable products and practices. Your participation would not only elevate the workshop but also contribute to building a more informed and environmentally conscious community. We understand the demands of your commitments and are open to discussing the process and duration of your participation that best suits your schedule. Your insights would undoubtedly be appreciated by attendees from diverse backgrounds who are eager to embrace sustainable living. I am excited to discuss this opportunity further and explore how your expertise aligns with our goals. Please expect my call on August 15th to delve into the details and potential collaboration. Alternatively, feel free to reach out to me directly at [email address] if you have any immediate inquiries or suggestions. Thank you for considering our invitation, and we hope to work together to create a more sustainable future for our community. Warm regards, Emily Parker Director Green Horizons Community Initiative

Example 4: Business Proposal Sample for Partnership 

Here is a business proposal sample requesting a partnership: 

John Smith Innovate Tech Solutions 123 Innovation Street Techville, CA 98765 john.smith@innovatetech.com August 28, 2023 Jennifer Williams GlobaLogistics Inc. 456 Logistics Avenue Supplytown, CA 54321 jennifer.williams@globalogistics.com Dear Ms. Williams, I am writing to present a proposition for a collaborative partnership between Innovate Tech Solutions and Globa Logistics Inc. Our shared values and aligned vision make us believe that joining forces could lead to an innovative and mutually successful endeavor. In this proposal, we extend an offer for GlobaLogistics Inc. to leverage our expertise and resources in excellent supply chain management solutions. We firmly believe that our team’s deep knowledge and experience in this area could significantly benefit GlobaLogistics Inc., catalyzing growth and fostering innovation. Furthermore, we propose the establishment of a strategic joint venture aimed at revolutionizing last-mile delivery services within the logistics industry. By coalescing our competencies, we envision this joint venture as a significant change that can reshape how goods are efficiently and sustainably delivered to end consumers. To formalize and expedite our collaboration, we suggest a formal partnership agreement between InnovateTech Solutions and Globa Logistics Inc. This agreement would comprehensively detail the scope of our collaboration, delineate each party’s responsibilities, and outline the financial arrangements. We firmly believe that this proposed partnership holds the promise of transformative change for both our companies. We eagerly anticipate the opportunity to delve into the details of this proposal with you. Please don’t hesitate to reach out to us with any queries or to arrange a meeting for a more in-depth discussion. Looking forward to the possibility of a fruitful partnership, Sincerely, John Smith, Manager, InnovateTech Solutions.

 Tips for Writing an Effective Business Proposal Letter

Here are effective tips for writing a business proposal letter:

1. Make an Outline: Crafting an outline enables you to have a clearer picture of your goal. You need to have some understanding of your goals in order to draft a meaningful, successful business proposal. To write an effective business proposal, start by creating an overview of the main sections of your business proposal as well as the relevant information you want to include before you start writing. You’ll be able to write more clearly and stay focused if you do this.
2. Simplicity: The ideal length for a business proposal is not defined. Yours should be as long as necessary to cover the purpose you wish to cover. However, it is important to prioritize quality over quantity. Avoid using too much business jargon and keep your words short and straightforward. You want whoever reads your proposal to understand it. Be clear and avoid being overly creative.
3. Proofread and Cross-check: After drafting your proposal, proofread it and check for grammatical errors. A professional proposal should be accurate and concise, making sure it is as professional as possible while meeting the requirements and needs of prospective clients.
4. Add Quantitative and Qualitative Data: With your company proposal letter, your aim should be to stand out from the crowd by evoking the prospect’s curiosity. One of the best ways to achieve this is to include real, quantifiable data that helps stress the value of your company. To highlight your advantages, think about using interesting, relevant facts. This might lend confidence to your argument and show your credibility. It also helps to use visuals like charts and graphs to support your argument.
5. Add Credibility: Adding proof, such as previous jobs, references, and media handles to showcase your job will enhance your credibility in the sight of your clients. This proof and data will propel them to want to reach out to you.
6. Go Above Expectations: When crafting a proposal, consider using document file formats such as PDF and also incorporating multimedia components. This practice not only elevates the proposal’s overall experience but also lends a sense of richness to the document, effectively capturing and retaining the reader’s attention.
7. Be Clear on the Terms and Conditions: A professional business proposal possesses full details on how long a project will take and the accepted medium and timeframe of payment. However, this is only valid when a client has accepted a proposal.
8. Add a prompt and a Space for Signing: At the end of a proposal, there should be a prompt urging the clients to take desired actions and space for signing if the prospective client has agreed to your terms and conditions.

Conclusion

Business proposal letters are what make it possible for corporate organizations to collaborate on a project with precise objectives and a set timeframe. Proposals serve as a means of communication between businesses and potential customers. Therefore, understanding how to create a proposal is crucial to getting contracts and convincing potential clients to work with you.