best cover letter for business proposal

How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How To Write a Killer Proposal Cover Letter

In general, the three pieces of your proposal that will be read and examined properly are:

• Cover letter / Introduction / Executive Summary

This isn’t a guess. Hundreds of thousands of proposals have been sent using our software Better Proposals and we’re able to pull together statistics from that. We’ve learned that most of the time people spend on a proposal is in those three areas.

This is the meat of your proposals and the content your customer is most interested in. Make their agreement process easy by spending some extra time on these sections. 

Of course, when using Better Proposals, the extra time  isn't a lot since we speed up your proposal process and give you more time to spend on the creative process. 

Digging Deep

That said, the most important thing to include in your proposal letter is that you understand the reader's needs and long-term goals.

This extends beyond simply telling them that they want a quote on a [fill in the blank]. 

In your meeting with the prospect, you should be digging deep into why they really want it. What are the underlying reasons behind it?

I've spoken about this in this video detailing why most people write their introduction or cover letter wrong.

Try to understand the benefits they expect you to bring them, their budget and whether they have some examples for the solution they want you to provide.

You should know all of this before you even start writing your proposed solution.

Let's look at an example

Your client might say “we need a new website because ours is outdated”. Okay, but what will an up-to-date one do? “Bring us more leads”. Okay, so what you really want is more leads.

You see? And you can go far deeper.

“What’s wrong with the number of leads you’re getting at the moment?” “Why is that even a problem?”

What you might find is that they’re scared their new competition across the road is going to put them out of business in a year if they don’t act fast. Now you have the information you need.

At this point, your proposal letter is about addressing the REAL fears, situations and options rather than at just a surface level.

Clients love to hear their own words in your proposal letter. It gives them confidence in their choice and shows them that you listened.

Now, the rest of your proposal is going to contain details about your plan, your pricing, why you’re different and your case studies. That's what all the best proposal examples include.

If your proposal letter addresses their real issues then you can guarantee that it's going to be read cover to cover.

What is a cover letter?

In the world of business proposals, a cover letter is the initial part of your proposal where you explain that you know the client’s situation and you know exactly how to solve their problem.

The best proposal letters I’ve seen weren’t written with amazing language. What made them stand out is that the person writing them listened carefully to the client before sitting down and writing the proposal letter. 

They highlight how their process will help the client achieve their long-term goals. 

My advice is to use simple language all through your document. Avoid technical jargon and make sure that the client understands everything that is being said.

After all, they will have less technical knowledge than you and also, people tend to mistrust things they can't understand. 

Why do you need a cover letter?

Simply put, the client reading the business proposal needs to get engaged to read the whole thing before signing.

You could just give them a detailed specification right from the bat, but that will make the client too focused on numbers and specific results.

The proposal letter shows them that you’re listening and it gets them “hooked” to start reading.

After they’re done with the cover letter, they can move on to the more technical bits in the detailed specification.

Make sure to keep your proposal letter short, not longer than one page. You should keep your client in mind when you write a proposal letter. Don't expect them to give you too much of their time. 

The connection between a cover letter and a business proposal?

In general, the cover letter is the part that comes before the actual business proposal. Sometimes, this is called a cover letter but we prefer calling it the introduction.

In other words, the cover letter is the first and perhaps the most important element of a business proposal.

Every good business proposal needs to have an introduction. We talk about introductions quite often in our articles, but don’t get confused - it’s the same thing as a cover letter.

The elements of a business cover letter

There are several things that every great cover letter needs. Here are a few to get you started:

• You need to talk about the client - not yourself. Don’t brag about your projects, awards, portfolio, etc.
• Talk “back” at the client - use their own words and expressions from your meetings and discovery calls
• Don’t get too technical - leave that for the next section
• Keep it short and to the point - the aim is to get clients to read through to the end and sign.

When addressing the problem at hand, don't place the blame on your potential client. They know that there is an issue that needs fixing and that's why they asked you for a business proposal. 

You're here to fix the issue, not dwell on it. Keep your introduction positive and set your client up for a good reading experience. 

The cover letter structure

While the content of your proposal will depend on the offer and your industry, the proposal letter should always follow this guide.

Opening sentence

This is the most important part of your proposal. I personally prefer to hit them on the head with a sledgehammer and get right to the point.

Shock them into reading on and learning more. Here's an example using a website design quote:

“You’re busy so I’ll get to the point. The purpose of your new website is to generate enough leads to give your sales team such an easy job they crush your competition without even trying. I’m aware that sounds obnoxious but the rest of this document will explain where that confidence comes from. The website is a means to an end. Anyone can make you a new website but what you’re after isn’t just a pretty picture. You need results and that’s what we do. We’re a results based company and ultimately so are you.”

You're saying something strange. You're suggesting that the website isn't important - that's supposed to be your core skill (in this example), but what happens when you do this is you come across like you're telling them something they shouldn't know.

Like it's a secret.

What happens when someone tells you a secret? You trust them.

Vibe of the letter

The vibe should be direct and void of any indecision. Nothing breaks trust faster than indecision.

This is why it's so vital that you get the information you need beforehand so you're not writing with 'maybes', 'sometimes' and 'ifs' in your voice.

Be sure about what you're saying.

You are the expert. Write like one.

Another mistake that people often make is focusing too much on themselves in the proposal letter. Your client doesn't care about your accolades and what inspired you to go into your line of work. 

Think about it like this. If you reach out to a cleaning agency, you would want to receive a proposal that outlines their services and prices. 

You're not looking forward to reading a proposal letter that explains how the owner got their passion for cleaning. 

The clients want to read about how you'll help them reach their goals and what your next steps are.

When you're closing your proposal's cover letter , always invite them to read the rest of the proposal.

Without fear of it sounding generic, I always like to see people pointing their readers in the way of the case study they've included. It proves that you are the perfect company for the job .

It's a nice lead-on.

Proposal letter template

Now that you know exactly what to write in your executive summary, let's see it in action in this proposal letter example. 

When you use Better Proposals to create and send business proposals, you severely speed up the whole process. 

Since all of our documents are web-based, they get sent as secure links to your clients. Once they open the business proposal, they get treated to a beautifully designed cover page. 

It helps you give a good first impression. 

After the cover page, your client will open the introduction page. If you received a formal request for proposal (RFP), you'll know exactly who to address. 

Once you do that, highlight your reason for sending the proposal - i.e. the problem at hand and your solution for it. 

As you can see in our proposal letter template, you should keep it brief and get straight to your points. 

Since you won them over with a great first paragraph, you can continue your proposal introduction by addressing the process you plan on using. 

After you write a proposal letter once, you'll see how easy it can be when utilizing our software and educational materials. You can find the right proposal letter template and customize it to your needs. 

Cover letters set the tone for the rest of your business proposal, so make sure you do a good job and don't ruin your chances of gaining a new opportunity to work. 

Common proposal introduction mistakes

The elements that affect your executive summary are:

• your industry
• whether a client issued a formal request for a proposal
• does your proposal include a contract

The industry

Your industry will dictate the tone of the proposal, as well as specific details in your executive summary. If you're selling software, you need to explain how you'll research the market and find ut the targeted audience. 

Don't expect the prospect to know every intricate thing about your industry. You need to find the right balance for the amount of information you'll share. 

If the person you're sending the proposal to didn't request it, you need to address the reason for contacting them straight from the beginning. It would be a good idea to address the value, cost and timescales. 

You could also sign your proposal letter in order to make it more personal. 

Proposal software

When you're using proposal software, you don't want the client to print out your document. Because you want them to read the proposal online and utilize the digital signature option in order to speed up the sales process. 

If you want to make sure your recipient is reading your proposal on a screen, keep it in mind when creating the proposal letter. It should be easy to get through, meaning you should break up your text with visuals. 

Furthermore, printing can affect the conversion rate of your proposal. Our research shows that printing decreases your conversion chances by 88%.

What to include in the rest of the proposal?

Once you write a great introduction, you need to focus on the rest of your business proposal.

If you want to win clients' hearts and create a winning proposal, we suggest focusing on benefits, showing the value of your products and services and knowing the clients' budget.

We suggest you start by reading our guide on proposal writing. It will give you great insight into how to win new business. 

Utilize our ideas in order to create professional-looking proposals that will help you win the job and achieve success.

Our guide includes proposal details that will help you set yourself apart from the competition and give you ideas on bettering your business proposals. The more professional your sales documents are, the easier you'll sell your solution. 

Extra tip 

Make sure to use proposal AI, which will give you actionable tips on how to improve your business proposal. It works by comparing your documents to other successfully sent proposals from our platform.

Writing a great proposal letter is one of the most important skills that you can have as a salesperson or business owner.

If you can do this effectively then you simply increase your sales and win better jobs, more often and at a higher price point. The more professional your business proposal is, the better your chances of winning over a client's heart are.

There are some great examples in the Example Proposal Templates section of our site. I encourage you to take a look and crib from them what you like.

If you like what you see, sign up for a free trial and streamline your sales process.

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How to write a proposal cover letter [with example]

Like the devilishly tempting Hostess Ding Dongs treat, a proposal cover letter has to be short, sweet, and dense. Unlike that aforementioned hockey puck of delectability, proposal cover letters cannot be mass-produced. To write a proposal cover letter with nary a wasted word, you first need to understand its strategic significance in the overall proposal.

I’ve spent more than 17 years on proposals and have written hundreds of proposal cover letters. When I started, we printed out proposals and created huge binders to share with reviewers. Reviewers would open the binders to see the proposal cover letter, then an RFP executive summary , and then dig into the proposal itself. Binders are part of a bygone era; there’s been a big digital shift since I started.

Requests for paperless submissions and the growing popularity of online portals has altered the strategic significance of the proposal cover letter. It’s gone from a “must-have” element, to a “nice-to-have” one. My background is predominantly healthcare and insurance. Anecdotally, maybe only 30% of requests for proposals (RFPs) in healthcare and insurance request executive summaries while most volunteer that a cover letter is optional. If they give you an option, take it.

Some online portals don’t even give you an opportunity to include extra documents like cover letters. In such cases, you now have to include the cover letter as part of your proposal PDF. At the same time, RFPs are more complex than ever, requiring more details in submitted proposals. Issuers expect you to have your content in order, and a lot of it.

Speaking of issuers and what they’re looking for in proposal cover letters: They don’t need information that they can find on your website, that they can Google, or that sounds canned. They want to make sure you’ve reviewed the RFP requirements, and it’s absolutely essential to hit them with that up front, in your proposal cover letter. Especially if your solution meets all of the issuer’s requirements. Emphasize that fact simply and directly.

What is a proposal cover letter?

The proposal cover letter is meant to frame up your RFP proposal. It’s not a rehashing of the proposal or executive summary . It’s a vehicle to thank the issuer for the opportunity to respond, to say, “We’ve seen your business requirements and composed this proposal because we think we’re the best partner for you.” Think of it as the bow on your RFP proposal package.

Whether paper, PDF, or stone tablet, one thing that hasn’t changed about the proposal cover letter is that it’s your first opportunity to declare the value propositions that differentiate yours from competitive proposals. These value props will be the threads that weave through your proposal, from cover letter, to executive summary, to answers to questions.

As far as length, I aim for a page and a half when I write proposal cover letters. Try to keep it under two. Go longer only if a template or specific framework for the cover letter is provided by the issuer, which is sometimes the case in government RFPs.

Why a good proposal cover letter matters

RFP reviewers will be looking for deviations in responses. Deviations among responders as well as deviations from their (the issuers) requirements.

When you can write a cover letter and state, “After reviewing the RFP, we are confident that our solution meets all requirements and detail that fact in our proposal,” you make a compelling argument for reviewers to concentrate on how your proposal illustrates how you solve problems. They’ll notice cover letters that do not mention something that direct, and will review those proposals to look for where the solutions fall short.

When should you write the proposal cover letter?

It’s page one so it should be written first, right? Not necessarily. I’m a proponent of writing the executive summary first, the cover letter second, and then building the proposal. Certainly review the RFP first so you can determine what it’s asking for. But don’t just jump into a response from there. Take the time to establish the value props that will make it a cohesive proposal.

Writing the executive summary first helps you formulate your argument and determine which content you’ll need for the proposal. Once you know what you need to be persuasive and how you can solve the issuer’s problem, then you can develop the three-to-five value props (I try to boil it down to three solid, unique value props) that you can define in the proposal cover letter.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice, and style need to be consistent across all documents (cover letter, executive summary, and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a responder’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

7 steps to write a proposal cover letter

The compact nature of the proposal cover letter makes it difficult to fit everything in one or two pages. Good writers are valuable assets in these instances. Every proposal cover letter should contain the following sections:

• Thank the issuer (and broker, where applicable) for the opportunity.
• Recite your understanding of the opportunity to validate that you reviewed the RFP requirements.
• List your abilities to meet requirements. If you can meet all of them, lead with that fact.
• Describe your value propositions. You’re trying to portray that, “This is what we bring to the table, and that’s why we’re the best choice.”
• Provide a high-level future snapshot of what business will look like after your solution is chosen.
• Conclude with a persuasive delivery of your understanding of next steps: “We look forward to the opportunity to discuss our proposal further.” Show that you’re able and willing to move forward in the sales lifecycle.
• Sign it from the frontline sales representative or executive sponsor. This should not look like a form letter from the organization as a whole.

3 common mistakes to avoid

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this… Responsive’s growing list of 600+ clients including 40+ Fortune 500 organizations continue to take advantage of our one-of-a-kind Unlimited User licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFx response process ….is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them, too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
• Don’t guess. Make sure you or someone on your team does the legwork and discovery to inform your response strategy. The more you have to guess, the longer the letter will take to write.

Proposal cover letter example

Feel free to use the proposal cover letter example below as a template for your next letter. One of the many advantages of proposal software such as Responsive is the automation of the cover letter process. Don’t get me wrong, you still have to write it, but RFP software helps:

• Access and write in the template within the platform (no need to toggle back and forth between a word processor and whatever application you’re using to build your proposal)
• Include identical brand elements as the proposal and executive summary
• Add the cover letter to the front of the proposal and/or executive summary when you output it for submission

When you use the following example, you’ll need to swap out the RFPIO-centric items with your own company and solution information as well as the custom value props for that specific proposal. The three value props highlighted in the example are Salesforce integration, data security, and customer support. For your letter, these will be specific to your solution and the problem stated in the RFP.

Hi [Issuer(s) first name(s)],

Thank you for considering Responsive as your potential vendor for RFP automation software. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, Responsive meets all of the requirements detailed in your RFP. That’s illustrated in greater detail in this proposal. In the meantime, the following capabilities make us confident that Responsive is the most qualified company and solution for [issuing company name’s] [RFP title].

• Helping businesses improve and scale their RFP response process for greater efficiency. The time and resource savings reported to us from our clients has allowed them to participate in more proposals and provide high-quality responses that create additional revenue opportunities.
• Automating the import and export functions, centralizing content for RFPs, and facilitating collaboration among key stakeholders.
• Managing knowledge and content through our AI-enabled Content Library .
• Giving clear visibility into the entire RFP process through reports and dashboards—including project status and progress, and analytics for actionable insights.

We know that it’s important for [issuing company name] to find a solution with a strong integration with Salesforce. This proposal details Responsive’s integration with Salesforce , and how it will work for you. In addition to that, Responsive’s open API allows for integrations with many other technologies for cloud-storage, collaboration, and other desired platforms.

We also take your data security concerns highlighted in the RFP very seriously. You can be assured that your data will be safe and accessible. We work with a variety of enterprise customers and understand the necessary level of security that is required. From the beginning, we made it a priority to build security right into Responsive’s technology, which we continue to maintain. We are SOC 2 and ISO27001 certified, while continuing to pursue other best-in-class certifications to ensure security.

Regarding your requirement for ongoing support following implementation: When it comes to customer support, our technical and account managers are high performers. We have an expert group of 110 nimble programmers and developers who are always ready to provide quick technical fixes (that you can request right within the solution). Our reliable and attentive account team is ready to fully support [company name] should we move forward as your vendor.

Upon deploying Responsive, it’s intuitive user experience is simple to get used to. You’ll also get free access to Responsive Academy for all your training needs, now and in the future. Getting started is as simple as loading that first project. The whole team will be collaborating from there. As your Content Library grows, machine learning will provide more and more automation opportunities. It won’t be long before you see a drastic uptick in proposal quality and number of proposals submitted.

If you’re interested in comparing our solution to other comparable tools, we recommend that you visit software review platform G2 Crowd’s top RFP Solutions grid . This information is based on user satisfaction and places Responsive at the top in all categories.

We look forward to the opportunity to discuss our proposal further. We appreciate your consideration, and wish you luck on your selection.

Thanks, [Signee’s name] [Signee’s title]

You should have it “cover”-ed from here

If you’ve done your research and client discovery, and you know the value props specific to the RFP that you’ve already reviewed, then letter writing will go fast. The better you know the client and people involved, the easier it is going to be for you to tailor the proposal cover letter, the executive summary, and, most importantly, the RFP proposal.

To learn more about how Responsive can help you write better proposal cover letters, schedule a demo today!

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How to Write a Proposal Cover Letter

Do you want to make a good first impression with your business proposals? If that’s the case, you cannot neglect your proposal cover letter. The success of your business proposals relies solely on how much attention you pay to every detail and how much effort you put into drafting it.

One key to drawing the attention of readers is to write a high-quality online proposal cover letter. If you are the one in charge of proposals, then you must learn how to make them as enticing and interesting as possible.

In this article, we will teach you how to create quality proposal cover letters and we will also tell you why using our software can help. So, keep on reading.

What Is a Cover Letter?

As you may know, a business proposal has multiple parts, respectively:

• Cover letter
• Executive summary
• The background of the company
• An assessment of the needs
• The goals of the project
• Plan of implementation
• A breakdown of the costs and budget
• Plan of evaluation
• Project sustainability

The cover letter of a business proposal is the part that acts as an introduction. It summarizes the most important details of your business proposal, proving to your clients that you are aware of their issues and that you have the right solution for them. In other words, it will present your client with your business offerings and why they matter.

The cover letter should also be good enough to convince your client to continue reading the proposal document. As you already know, first impressions matter. So, without putting effort and hard work into creating a fantastic cover letter for the business proposal, you are unlikely to persuade the client into reading more.

If you take a look at a proposal introduction letter sample, you will notice that what makes it so great is the attention to the client’s desires. Before writing any proposal application letter, you must listen to the customer and understand their needs.

Writing a cover letter for a proposal doesn’t have to involve complicated language. You can go for simple wording without getting too technical. The goal is to make the client understand what you are trying to communicate.

Why Do You Need a Cover Letter?

Before you check for proposal templates to draft your document, let’s see why you need a cover letter, to begin with.

Just like you, your clients are busy individuals. If you make them read tens of pages generated by an online proposal software, they are likely to run for the hills. They must know what they are getting into, and you should help them understand that the proposal is beneficial to them.

So, whether you use a proposal online software or not, you should always create a cover letter. It is your chance to make a good first impression and convince the reader that not only do you understand their problems, but you also have the right solutions for them. This way, they will keep on reading the full document.

The proposal cover letter allows you to be more personal and empathize with your clients. Meanwhile, business proposals are more factual. What better way to establish an emotional bond with your clients if not by relating to them on a more personal level?

Once you get clients hooked on the cover letter, they will most definitely be ready to proceed with the rest of the business proposal. They will go deeper into the technical specification of the process.

With good proposal letters, you can gain new clients without spending too much money. This can be a great benefit when you are just getting started with your business and don’t have a huge budget to spend on client acquisition.

With your proposal program of choice, you should ensure the cover letter is straight to the point. While you may be tempted to create a long and compelling proposal cover letter on your online proposals software, you will have better chances of success if you keep it short.

Clients are more likely to be attracted to brief proposal cover letters that don’t take too much of their precious time. So, if possible, check out some proposal cover examples before writing yours.

The Connection Between a Cover Letter and a Business Proposal

As already mentioned, cover letters are placed before your business proposal. More specifically, they are the introduction to your business proposal, making them the most relevant part of the document.

You cannot jump straight into a business proposal without introducing its contents first. This is why cover letters are so important – they provide your clients with some details about what is inside the document.

“Cover letter” and “introduction” are used interchangeably sometimes because these two terms refer to the same thing when it comes to business proposals. You might want to check out a sample proposal cover letter to prospect before drafting your very first cover.

Elements of a Business Cover Letter

Before you learn how to make a cover letter for a proposal, you must find out what the document includes. Here are the different elements of a proposal cover letter:

• The cover letter must be very short and concise, without dragging on. Clients will want to get a quick insight into the business proposal, not spend hours reading an introduction.
• The language should be simple, without technical and complicated terminology. The business proposal will take care of the technical side.
• Refrain from bragging about your business and all of its accomplishments. The focus should be on the client.
• Use some of the expressions and words from the communications you have already had with the client.

A great tip would also be to not blame the client for their issues. Your purpose is to present a business proposal that can help find a solution for that problem, not put the blame on the potential client and make them feel bad.

Cover Letter Structure

So, are you ready to find out how to write a cover letter for business proposal?

Before you start drafting your cover letter, you should ask a few questions that will help you during the writing process. For instance, you should find out:

·  What is the source of the funding for the project?

·  What reason does the client have behind this project?

·  What would the client relate to the most?

·  What is the final result that should be achieved?

Send your client a list with all your queries. Once you understand all these problems and find the right answers, you are ready to proceed.

Here is a general structure that most cover letters should follow:

1. The opening sentence First things first, you should open your proposal cover letter with the right question. You can begin by addressing the client’s problem right away so that you don’t waste any precious time. Then, follow it with the solutions you have for said issue. Another great method would be to get straight to the point. This is guaranteed to keep your clients engaged and make them interested in your offer. These solutions are their ultimate goal so give them what they want.

2. Keeping the right tone You are the expert, so you should sound like one. Therefore, you cannot afford to use a confused tone when writing the cover letter – you must be 100% sure about every detail you include there and back everything up with arguments.

In this case, it would be extremely helpful to get all the information you need before the drafting process even begins. Otherwise, you risk failing to gain the client’s trust.

Once again, you should focus on the client, not on your business and all you have managed to achieve throughout the years. You will have plenty of time to prove your worth. The client’s purpose is to find something that would solve their issues. They don’t want to spend time reading about a proud business owner who puts themselves on a pedestal.

Don’t make this mistake if you don’t want your potential client to just ignore your proposal cover letter.

3. Closing the proposal cover letter Once you reach the end of the cover letter, it is time to convince them to keep reading the business proposal. This is the ultimate goal of the document handed to the client, but you must word your invitation the right way.

So, you can direct them to the case study, where they will find all the project’s details and technicalities. If you manage to convince them that you are the solution to all of their problems, you are on your way to success.

The Bottom Line As you can see, the cover letter acts as the hook of the proposal. So, you must ensure it’s as qualitative as possible. If you need some help in creating your business proposal and cover letter, you can always opt for Proposa to provide you with useful templates and features. Our site speeds up the process of creating these documents, reducing your stress and ensuring you don’t waste time.

Proposa helps you and your team gain an edge over your competition with stunningly beautiful proposals that you can build in half the time. Try it for free today.

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How to Write a Proposal Letter for Any Use Case [+ Templates]

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 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: linkedin.com/in/dayanamayfield/

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Business Cover Letter Example & How-To Guide in 2024

You’re a master of negotiation.

You can analyze a balance sheet in your sleep, and you've got industry know-how down to a science.

But all your business acumen evaporates when you’re staring at a blank screen, trying to draft your cover letter.

Your career centers on effective communication and strategy, and yet this is the one place you’re lost.

Don’t worry. We know your struggle, and we’re here to help.

In this article, we’re going to teach you:

• What a Job-Winning Business Cover Letter Looks Like
• 5 Steps to Writing a Flawless Business Cover Letter
• 3 Essential Cover Letter Tips for Business Professionals

Let’s get started.

Business Cover Letter Example

5 Steps for the Perfect Business Cover Letter

You've just seen a top-notch business cover letter that's sure to get noticed.

Now it's your turn to learn how to write a cover letter that shows off your skills and lands you that job! Just follow the steps we're about to dive into:

#1. Put Contact Information in the Header

Start your business cover letter by putting your contact details at the top, just like you would on your resume header . Here's what you should have up there:

• Full Name. Place your full name near the top corner of the page.
• Job Title. Use the exact title mentioned in the job ad you're applying for. With hiring managers juggling multiple roles, being specific helps them, which helps you.
• Email Address. Go with a professional email. Ditch quirky emails you might have had in your younger days. For example, [email protected] is a no-go, but [email protected] works just fine.
• Phone Number. Make sure it's a number where you can be reached easily. If the job is international, include the dialing code.
• Location. Your city and state (or country) are enough. But if you're looking for a remote role or planning to move, make that clear in both your resume and cover letter.
• Relevant Links (optional). Adding links to any important websites or social media profiles, like LinkedIn, is always a good idea.

After sorting out your details, focus on the hiring manager's contact information :

• Company Name. Write down the company's name.
• Hiring Manager’s Name. Include the hiring manager’s name, if you can find it.
• Hiring Manager’s Title. If you find out the hiring manager’s exact job title, say, the Director of Business Development , use that title instead of just "Hiring Manager."
• Location. Add the city and state (or country) of the company, especially if they have multiple locations. You can add the street address if you want to be super specific.
• Date (optional). Including the date you wrote the cover letter adds a professional flair.

#2. Address the Hiring Manager

Once you've got all your contact details down, it's time to address the person who'll be reading your cover letter .

Trust us, "To Whom It May Concern" is not how you want to start your first impression.

Do a little homework first. Look up the company website, the job ad, or their LinkedIn profile to find the person who’s hiring for the job you’re after. You should be able to find their name somewhere and add it to your cover letter.

Then address them by using "Mr." or "Ms.", followed by their last name. If you're not certain about their gender or marital status, their full name works fine. For instance:

• Dear Mr. Thompson  
• Dear Alex Thompson

But if you couldn't find any information on the hiring manager or the head of the business department you’re looking to join, no worries. You can still address your letter to the team or the company at large:

• Dear Business Department  
• Dear Hiring Team  
• Dear Human Resources Team  
• Dear Head of Business

#3. Write an Eye-Catching Opening Statement

Hiring managers spend just a few seconds on each application before deciding if it’s worth reading more into it.

That's why nailing the start of your cover letter is key, especially when you're eyeing a business role. Lead with why this job catches your eye and some of the skills you’re bringing. Showing real enthusiasm for the role or the field can also make a hiring manager take a second look.

Doing your homework about the company pays off. The better you understand them, the more you can show how well you'd fit their culture. It's a strong signal that you're not just throwing applications left and right but are genuinely keen on this specific role.

Depending on your career stage, you might want to start your business cover letter with a standout achievement or any skills that make you a shoo-in for the job. Just keep it short and sweet. The goal here is to spark interest, so the hiring manager will read the rest of your letter.

#4. Use the Cover Letter Body for the Details

The core part of your cover letter is your chance to shine as a business professional . Here, you want to go beyond the bullet points on your resume to really sell your skills and experience.

And don't just repeat your resume. Use this space to highlight what sets you apart from the competition. If you have any big wins in the business world, this is where you want to mention them. Take cues from the job ad to tailor your letter accordingly. 

For example, if you're applying for a role that requires strong analytical skills, focus on achievements from your past that prove you've got what it takes. Instead of talking about general leadership qualities, point out how you've used analytics to drive business growth.

Being knowledgeable about the company you're applying to can earn you extra points. If you're familiar with their market presence or have insights into their business model, weave that into your letter. It makes the hiring manager see you as a more suitable candidate when compared to the rest.

Make sure your enthusiasm shines through your entire letter, so it’s obvious you want this job, not just a job. Express your excitement for the role and be confident in stating how you can add value to their team with your unique skills and experience.

Looking for more inspiration? Check out our other cover letter examples !

#5. Wrap It Up and Sign It

Nailing the conclusion of your cover letter is essential. You want to assure the hiring manager that they've made the right choice in reading your application to the end.

Write a brief conclusion to your cover letter so you can recap why you're the ideal candidate for the business role you’re targeting. Briefly reiterate some of your most relevant skills, but don’t go overboard. The idea here is to summarize your key selling points.

Then add a call to action. This could be an invitation for the hiring manager to further discuss your application or to arrange an interview. This leaves a lasting impression and nudges the hiring manager to do something, which increases your odds of progressing to the next step.

Lastly, sign your business cover letter like a real professional. Just pick an appropriate closing line and sign your name underneath. Here's a sample:

Feel free to contact me at your convenience so that we may arrange an interview and further discuss how I can contribute to your business goals.

Warm regards,

Alex Johnson

If "Warm regards" feels too clichéd, other professional yet approachable options include:

• Yours sincerely,
• Yours truly,
• Thanks for your time,

3 Essential Business Cover Letter Tips

You already know the basics of crafting a solid business cover letter.

Now, let's take yours to the next level with some tailored cover letter tips for the business world.

#1. Match Your Resume

Your cover letter should echo the professionalism of your resume.

Presentation skills matter, and your application is the first place you get to showcase yours. If your resume and cover letter don’t pair well, you could come off as an unpolished candidate.

Make sure your text is positioned neatly on the page, and keep the font uniform all the way through. Just as you'd handle a business proposal, pay attention to those page margins and the line spacing. And while you’re at it, remember to keep it brief—an ideal cover letter is always one neat page.

Or Use A Cover Letter Template Instead

Are you trying to get your application out there as soon as possible?

Our resume builder is a lifesaver. Use it to create the best business resume in minutes, and grab one of our matching cover letter templates to complete your application. 

Every one of our templates is designed with feedback from hiring managers from around the globe, so they meet all industry standards and give your application a sleek, professional look.

#2. Mention Skills

Hiring managers want to know what you can bring to the table, and there’s no better way to show them than by mentioning your skills.

Your business cover letter should always include the most essential skills from your resume . Your skills tell the hiring manager what you can do and how much they might need to train you. But only if you mention your skills in the right way.

Don’t just toss them in there randomly, like a salad. Connect the dots for the hiring manager by weaving a narrative that backs up every skill you mention. For example, if you're good at data analysis, explain how that skill helped improve a past employer's quarterly earnings. 

The key here is relevance. Discussing your skills in context shows you're not only skilled but also aware of how those skills can benefit the company. It paints a picture of you as a well-rounded candidate who’s both qualified and ready to hit the ground running.

#3. Proofread the Final Draft

Never underestimate the importance of proofreading your cover letter.

A single typo or grammatical error might seem small, but to many hiring managers, it can scream "carelessness”—a crucial cover letter mistake for any candidate who claims to have “an eye for detail”.

Hundreds of applications get tossed aside for the same reason. So, to make sure your business cover letter is spotless, take the time to read it multiple times. Consider asking a friend for a fresh perspective, just in case you missed something yourself.

We recommend you also use a spell-checking tool like Grammarly . Don’t trust it blindly, though - you should always take the time to decide for yourself if it’s correct. Clean and polished writing shows professionalism, which can make all the difference in your application's success.

Key Takeaways

And that’s all there is to writing your business cover letter!

Hopefully, we’ve inspired you, and you’ve prepared your application for that job you’ve been eyeing.

But before we say goodbye, let’s do a brief recap of what we mentioned:

• The top of your business cover letter should have a header where you include your contact information as well as the hiring manager’s. Just make sure it’s factually correct.
• Your opening paragraph should be captivating, or else the hiring manager might not bother to read more of it. Mention why you’re writing and be enthusiastic, so it shows you’re genuinely interested.
• The body of your cover letter should include the bulk of your sales pitch. Focus on your relevant achievements, qualifications, and skills and how they relate to the job you’re after.
• Make sure your cover letter matches your resume. This shows a professional touch, and it helps the hiring manager pick out your application from all the rest.

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4 Tips To Creating a Proposal Cover Letter (& Templates)

Once you've put together a  proposal , it's common to think, ‘Now what?'. We're here to answer what's the best cover letter you can send with your proposal to close a deal. 

Within a proposal cover letter, there are a few different components that you need to consider.

• A cover letter is more casual than an  executive summary
• It's structured like a letter and has a greeting and sign off
• Not focused on strategy, but is more conversation
• Should focus on the unique strengths that you can bring to a project

In this blog, we'll be covering how a proposal's cover letter differs from a job application letter, how it's structured, and the tips that'll help you close deals.

But first, let's go over what one is and why it's so important in getting your business proposal read.

What is a cover letter?

Cover letters help you grab the potential client's attention quickly. It's a short, single-page document that includes an overview of the most critical details of your proposal. If you haven't yet written the proposal, we have a sample business proposal you can read here with some templates to help you get started.

The goal of a great cover letter is to convince the client to read the rest of your proposal, so you'll want to make the writing as interesting as possible. You can mention any critical details you think will help you land the job, including your past results, skills, and education. You should also cover the key aspects of the project you're pitching. Think of it as a stripped-down version of an executive summary.

Why is a cover letter important?

Clients can be very busy. A cover letter helps clients decide whether they're interested in reading the entire proposal. This means that having a strong cover letter is just as important as the business proposal itself.

Take this as an opportunity to give clients a great first impression. A business proposal tends to be more factual, while a cover letter has the benefit of being more personal. By sparking an emotional connection early on, you'll have a much higher chance of them reading the whole pitch.

A good proposal can also help you get your foot in the door of larger companies, even if you don't have a connection to anyone working there. Just warm up a cold pitch by attaching a cover letter to an unsolicited business proposal.

This is especially important at the beginning of your career, since you may not have the funds to reach clients through traditional marketing. Cover letters can be a powerful way to land clients without having to spend any money on new client acquisition costs.

We have some tips that'll make this process easier, but first, it's important to talk about the traditional structure of a cover letter.

How to write a proposal cover letter

Let's briefly walk through the structure, since the information you'll include will be slightly different from a traditional job application cover letter.

A proposal letter looks like this:

Contact information

Introduction.

It may seem pretty standard, but the information in a business proposal cover letter will be a bit different from other cover letters. Here's a closer look at each paragraph:

Start off by adding your name, address, phone number, and email to the header. Feel free to also include the potential client's contact information. Although it's not as important now with email as it used to be in the days of snail mail.

Pro tip: Drop a link to your LinkedIn profile in the heading too. This lets them get a better feel for who you are and can even provide them with additional information that you didn't have room to include in your cover letter.

It might be tempting to breeze through the introduction to get to the "meat" of the letter, but the introduction is actually one of the most important parts. You need to capture their attention right away, so come up with an engaging way to introduce yourself and what your business does. It's one of the few spots of a cover letter where you can inject your personality into the writing, so make it count!

This is where you'll address the company's needs and how you plan to help them. Unlike a traditional job application, a business proposal's cover letter has the intention of selling a service or product. Be sure that the writing is sharp and highly persuasive. You want to generate enough excitement that they move on to your executive summary and, ultimately, read the rest of the proposal.

You can include any core strengths and past results that have helped previous clients. However, keep this section concise by sticking to just a few of the most important details that directly apply to the client. End this section by covering how you plan to achieve the goal you're pitching. Think of this as more of an "overview" of your plan. They'll get more details when they read the rest of the proposal.

Like the introduction, it's typical to see cover letters that spend a lot more time on the body paragraphs than the closing paragraph. But leaving readers on a strong final note is just as important as making a great first impression. It's recommended that you wrap the cover letter up by mentioning a strong benefit your project will bring to the company.

The last critical piece of information you need to include is the call to action. What do you need them to do next? In this case, the next action you'll want them to take is to read the business proposal. Provide some encouraging words to move the client in that direction.

4 Tips for creating a cover letter

Now that you have the structure down, it's time to start writing it! We have some tips to elevate a cover letter so you can start closing deals.

Step 1: Kicking off the cover letter

A great cover letter starts by showing off your personality and the type of communication they can expect if they're going to work with you. Lean into your intuition and use your voice!

There's no reason to be super corporate here. Instead, show that you're a person who can be professional, but still enjoys the work you do. 

Your approach will be a bit different depending on if the business proposal is solicited or unsolicited:

• Solicited proposal: If a client asked you to send a proposal, you can start by saying "As per our discussion..." before addressing their problem and your proposed solution.
• Unsolicited proposal: The first sentence is crucial. Grab their attention immediately with an engaging statistic related to their problem and how you can help them.

It's important to hook your reader right up front! That means understanding who your audience is and the industry you represent will be critical to nailing a cover letter. For instance, if you're pitching a more traditional company, like one in finance, consider how they may expect communications as opposed to a start-up.

Typically you can get a feel of how a company communicates by viewing their website, content, and related information to get a feel for their tone and voice.

Find a balance between being true to your voice and communicating in a way that's comfortable to the prospective team.

Here are a few examples of the beginning of a cover letter.

Hi Prospective Client, 

Thanks for taking the time to review my proposal! I'm really excited about the ways we can work together to support [company].

Hello Mr./Mrs. prospective client, 

I'm pleased to present you with the request for proposal [proposal title]. In this proposal, you'll find goals and objectives, scope of work, pricing, [and any additional information you found relevant.

You can see the difference between these two tones. Consider when would be appropriate to use either.

Step 2: Highlight what problem you'll help the company overcome

Within any proposal, you want to ensure that your client knows that you understand the problem that they're trying to solve. Include their goals and objectives of why you're entering this engagement.

Share the company's pain point in a way that's easy to digest. Leave this section to focus on the company's problem. Later, you can mention the solutions.

Here's a snippet of a type of pain point a client may be facing:

Right now you're creating a lot of excellent content and it's frustrating when it's not leading to the increase in traffic and conversions you're hoping for.

Step 3: Share how you'll work towards their goal

The next section of the cover letter will outline how you plan to approach their challenge. Now, remember, this isn't where you get into the nitty-gritty. This is just a high-level overview of your plan of attack. Specific details will be broken out in your proposal.

Here's an example of a short and efficient way of accomplishing this step.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience with a few well-implemented strategies that I've outlined in the attached proposal. 

Step 4: End your cover letter with next steps

Once you've worked through the steps of a cover letter, the last piece that you include is the next steps. Sometimes your client will already have shared their process and timelines associated, but if they haven't this is a great opportunity to take initiative and show them that you're able to make their lives easier by outlining what's needed to move forward.

Below's an example of some ideal next steps. 

Once you've had a chance to review the proposal, please feel free to follow up with any questions. I'll be following up in a week to check in on the status and see if there are any additional ways to support your team. 

If you decide to move forward, we can start the engagement within a week of signing the contract.

Proposal cover letter samples

Below we've compiled a couple of different examples and templates of what you can use to create a template for your client today. 

Proposal cover letter sample #1

We'll kick things off by sharing full versions of the snippets we included above. This is for a proposal for SEO and content strategy to support clients looking to increase organic traffic.

Right now you're creating a lot of excellent content and it's frustrating that it's not leading to the increase of traffic and conversions you're hoping for.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience by implementing a few strategies that I've outlined in the attached proposal.

Most Sincerely, 

Proposal cover letter sample #2

In this sample, your cover letter is approached with a more formal tone and is for a client who is looking for support in their product strategy.

Hello Ms. Thompson, 

I'm pleased to present you the request for Project Strategy Proposal. In this document, you'll find outlined the goals and objectives, the scope of work, pricing, and some case studies of relevant projects I've worked on. 

I know that Quest Products has been struggling with converting their traffic to their Saas platform and hitting their retention goals. 

After some analysis, you'll find within the proposal a scope that entails audience research, user testing, and analyzing data analytics that will all work towards the goal of boosting conversion rates and diagnosing any challenges. 

Once you've had the chance to review, please let me know if you have any initial questions or concerns. I'm happy to provide any additional information that would be useful. 

I'll follow up with you next week to check in and outline the next steps. 

Most sincerely, 

You'll see that within each example we include four key components: intro, highlighting the problem, sharing your proposed solution, and providing the next steps. 

Need a proposal for a potential client?

Create a professional proposal in minutes with Indy’s Proposals tool. Use your logo and branding, add terms, and include portfolio items.

Wrapping up

A cover letter gives you the chance to point out a problem with a company and propose yourself as the perfect solution. And though it can be time-consuming, the results that a winning cover letter can bring to your business are well worth it in the end.

But if you're looking for a faster way to write business proposals, you can speed up the process by using proposal software . Just choose the template you need, fill in your details, adjust the content to your liking, add your branding, and you can be finished in minutes. As you move forward with creating a cover letter, keep in mind the tips we've outlined above and you'll be sure to succeed!

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Proposal Cover Letter: How to Write to Win

You’ve slaved over your proposal for weeks, uniting win themes , tweaking the design, checking the boxes. All that’s left is the proposal cover letter. What’s the big deal? It’s just a formality. You can copy and paste something from the last proposal, right?

It’s so easy to fall into cover letter traps – using a form letter, not treating it as a core part of your proposal – I know, I’m guilty of it too.

That’s right, I used to have a copy and paste proposal cover letter. No judgment, please.

I thought it made my life easier. One less piece to worry about, so I could put more attention into crafting an amazing business proposal. Having a form letter also meant I didn’t have to start my cover letter until an hour before production.

Oh how I cringe at those past cover letters, and the poor, doomed proposals they topped.

*Sigh.* I’ve seen the light though, and I’m going to share my three favorite tips for writing a killer proposal cover letter. I like to call them “hook”, “highlight”, and “hustle”. These three H’s have elevated my proposal cover letters, taking them from boring formality to client-hooking machines.

Your cover letter isn’t really about you.

Seriously, it’s not.

Your cover letter is about your client. The faster you can get to their problem, the better chance you give your proposal of being read.

By fast, I mean the first sentence fast.

Take a look at your last five proposal cover letters. How many of them start with something like:

[Company name] is pleased to submit this proposal for… [Company name] is a full-service, award-winning firm… For the last 20 years, [Company name] has provided excellent customer service… [Company name] has exceptional experience in projects similar to…

Oh boy. Sounds a little narcissistic doesn’t it?

Best case scenario: most of your competitors are probably stuck in a similar cover-letter loop. Worst case scenario: you’ve just relegated your proposal to the bottom of the pile.

It’s okay! With a good hook, you’ll never have to worry about hitting the bottom of the stack again.

So how do you write a killer hook?

Go straight for the metaphorical jugular, of course, and find your client’s pressure points.

Think about the biggest challenges of the project. Maybe it needs to be completed in a certain amount of time, or the budget is limited, or the last project they had isn’t quite what they wanted so this one needs to be twice as good.

Figure out the pressure point and then take it one step further. Identify the why behind the pressure point and try to present a solution right there in the first sentence.

Once you’ve made your hook about the client, you can start bragging about yourself a little bit. Keep your introduction light and concise, and let it flow into your highlights.

Here we go – your opportunity to finally talk about YOU.

Highlights make up the meat of your proposal cover letter. They respond to the client’s pressure points (identified above) in more detail, supporting the solutions you provide with your past experience.

Your highlights might be additional challenges with teased solutions, or they might be attributes and advantages your firm brings to the table to overcome the initial challenge you’ve identified in your hook.

There are a few rules I follow with my highlights.

First, your primary highlight must expand your hook! If your first point isn’t the most important one, then the hook it expands on probably isn’t the right pressure point. Don’t open with the schedule and jump into the budget, okay?

Second, keep your points concise . Open with the problem, “tease” the solution and why you’re the best choice to provide it, and move on. Don’t give it all away on the first page.

Third, three highlights are sufficient If you don’t have three points, dig deeper and see if you can find another challenge within the project. I can almost guarantee there’s a third. If there isn’t, or there’s one major challenge that you should be focusing all of your attention on, then it’s okay to keep your letter short. The client will appreciate it. If you have more than three highlights, see if any of them overlap and can be grouped together. If not, stick to the three most important points.

The problem with most cover letters is that they lack a call to action . There’s no hustle, no passion for closing the deal.

Go back to your last five cover letters again. How did you close? What was the thought you left the client with?

We look forward to working with you on this important project. We would be honored to work with you. We appreciate the opportunity to submit our qualifications.

There’s nothing wrong with these closing thoughts, but there’s also no motivation behind them. As a reviewer, all they tell me is that you’ve left the decision in my hands and you’re hoping for the best.

You open with a hook, highlight how perfect your company is for the job, and then… fall flat?

I don’t think so. Let’s add some hustle in here.

Remember your hook? You know the client’s pressure points, you know how to solve them.

Here’s the hustle secret: Close with your first step.

What’s the first big action you’ll take with the client to solve their problem?

Close your proposal cover letter by starting the project. This lets the client know you’re ready to take on their project, and you’ve thought through exactly how to implement the solutions you’ve proposed.

You don’t have to overthink this too much, either. For example, if the project has an accelerated schedule, simply acknowledging that you’ll be ready to go on day one might be enough. Your closing for that challenge might look like:

Thank you for this opportunity. We look forward to meeting with your team on September 1 to kick off the project.

Presumptuous? Maybe. Proactive? Absolutely. Sprinkle in a few details on what you’ll discuss in that meeting to achieve an accelerated schedule, and you’ve caught my interest as the client.

Hook, Highlight and Hustle Your Way to A Killer Proposal Cover Letter

Alright – now you know my secrets for writing a killer proposal cover letter. Hook, highlight, and hustle your way to more business!

Bonus: Sign up for access to my Killer Cover Letter worksheet in the FREE Resource Library !

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Business Cover Letter Examples and Templates for 2024

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How To Write a Business Cover Letter

In today’s competitive job market, a strong business cover letter can make all the difference in securing interviews. As a business professional, think of your cover letter as a value proposition or proposal. Start by identifying the company’s needs and how your unique skills and industry knowledge can help the business grow and excel. Then, provide tangible examples of you successfully achieving positive business outcomes throughout your career. Below are business cover letter examples and expert tips to help translate your career into an impactful marketing document.

Business Cover Letter Templates and Examples

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Business Text-Only Cover Letter Templates and Examples

Allison Rosenberg Financial Analyst Intern | [email protected] | (123) 456-7890 | Seattle, WA 12345 | LinkedIn

January 1, 2024

Caleb Johnson Hiring Manager Fidelity (987) 654-3210 [email protected]

Dear Mr. Johnson,

As a financial analyst intern at Seattle Investments, I had the opportunity to work with a team of financial analysts to evaluate financial data for potential acquisitions. This experience allowed me to develop expertise in investment strategy and market analysis, making me an ideal candidate for the financial analyst position with your organization.

Fidelity’s reputation for challenging the status quo and driving innovation resonates with me as a business professional. I can bring a fresh perspective to Fidelity based on some of my early career experiences:

• Supported the financial analysts in evaluating company financials and determining risk factors for potential acquisitions, which included conducting business modeling
• Participated in meetings with the finance team and contributed to presentations outlining financial data on the growth potential of businesses
• Received coaching and mentorship from seasoned financial analysts and expanded knowledge of investment strategies and risk management

I hope to schedule an interview with you to provide more insights into how my financial analysis experience can aid your organization. You can contact me at your convenience with any questions you have about my background. I appreciate your consideration.

Best regards,

Allison Rosenberg

Yaling Zhang Business Operations Analyst | [email protected] | (123) 456-7890 | Portland, OR 12345 | LinkedIn

Roger Smith Hiring Manager Portland Med Device Inc. (987) 654-3210 [email protected]

Dear Mr. Smith,

I’m interested in applying for the business operations manager position with Portland Med Device Corporation. During my time with SouthWest Medical, I analyzed critical business operations and identified process improvement opportunities for a leading manufacturer of medical devices. My experience within the health care manufacturing space could be a strong asset to your organization.

Portland Med Device Corporation’s reputation for operational excellence is what draws me to apply for this opportunity. I am confident my ability to identify creative business solutions would bring value to your company based on my career achievements:

• Evaluated critical business operations, identified process gaps, and proposed business solutions to streamline product delivery, which reduced costs by 10%
• Analyzed resource allocation for manufacturing processes and recommended enhancements to staffing, which reduced labor costs by $60,000 per year
• Developed financial reports for senior leadership on findings and attended meetings with the business operations team to discuss process improvement opportunities

I look forward to speaking with you regarding how my business analysis expertise can refine operations and reduce costs for your organization. You may contact me via phone or email for any additional questions you may have about my background. Thank you for your time and consideration.

Yaling Zhang

Jake Robertson  Business Manager | [email protected] | (123) 456-7890 | New York, NY 98122 | LinkedIn

Jessica Rivera Senior Hiring Manager Brooklyn Beverage Co. (987) 654-3210 [email protected]

Dear Ms. Rivera,

I’m reaching out regarding the Business Operations Director role with Brooklyn Beverage Co. As a Senior Business Manager for New York Brewing, I defined pricing strategy and conducted business planning for a craft beverage product line generating over $20 million in annual revenue. I am confident that my expertise in business strategy will allow me to achieve similar results for your organization.

Brooklyn Beverage Co’s reputation for its innovative craft beer and seltzer products is what draws me to apply for this position. With over 10 years of experience within the food and beverage industry, I can offer unique insights to help you expand your market share. Below, you’ll find some of my prior career achievements:

• Defined pricing strategy for a suite of craft beer beverage products based on competitor analysis and identified opportunities to enhance product efficiency, resulting in a 40% increase in sales
• Negotiated with vendors to secure optimal pricing for production materials and ingredients, which reduced costs by $500,000 over two years
• Managed profit and loss (P&L) valued at over $10 million, analyzed company financials, defined strategies to aid the business in scaling operations, and improved margins by 5%

I hope to hear back from you soon for an interview to tell you more about how my expertise in the beverage industry can aid the growth of Brooklyn Beverage Co. Feel free to contact me at your convenience to schedule a time via phone or email. Thank you for your time and consideration.

Jake Robertson

To write an engaging business cover letter, your content should reflect the potential value you can bring to prospective employers. Start by analyzing the job description and identifying the needs of the organization you’re applying to. For example, suppose a company is seeking a candidate for a business analyst position. In this situation, emphasize how you’ve leveraged data analytics to identify new business opportunities, financial trends, and potential risk factors. Below, you’ll find a step-by-step guide to walk you through every section of a business cover letter:

1. Contact information and salutation

The header of your business cover letter should list all essential contact information, including your name, phone number, email, and LinkedIn URL. It’s also important to address the hiring manager by name — Mr. or Ms. [Last Name]. If you can’t find the hiring manager’s name, use a variation of “Dear Hiring Manager.” This adds a personal touch to your business cover letter and shows that you’ve done your research before applying.

2. Introductory paragraph

Create a strong opening paragraph to introduce yourself and convey your interest in the position. Lead with an eye-catching achievement backed with a strong metric to draw the hiring manager in at the start of your business cover letter. Be sure to highlight specific skill sets or qualifications that match the job description.

For instance, if a company is seeking a candidate with a strong background in change management, you might include an example of you transforming business processes and strategy to drive long-term growth and profitability.

I’m reaching out regarding the Business Operations Director role with Brooklyn Beverage Co. As a senior business manager for New York Brewing, I defined pricing strategy and conducted business planning for a craft beverage product line generating over $20 million in annual revenue. I am confident that my expertise in business strategy will allow me to achieve similar results for your organization.

3. Body paragraphs

In the body paragraphs of your business cover letter, continue to showcase your qualifications for the position. Mention something specific about the company’s reputation, products, or culture and why this draws you to apply for the opportunity. This displays your genuine interest in the organization and can help your application stand out during the job search.

Next, create a list of bullet points featuring achievements from your work experience to demonstrate your financial and business expertise. Provide basic context for the accomplishment and include hard numbers for the results. If you can’t quantify an achievement, only list it if you can explain the value it brought to the company.

Brooklyn Beverage Co’s reputation for its innovative craft beer and seltzer products draws me to apply for this position. With over 10 years of experience within the food and beverage industry, I can offer unique insights to help you expand your market share. Below, you’ll find some of my prior career achievements:

• Managed P&L valued at over $10 million, analyzed company financials, defined strategies to aid the business in scaling operations, and improved margins by 5%

4. Key skills and qualifications

It’s not advisable to provide a list of key skills on your business cover letter, as this section should already be covered thoroughly in your resume. That said, it’s important to show hiring managers how you’ve applied your business knowledge to generate results throughout your career. As you build your content, be sure to infuse key terms from the job posting into your paragraphs. Below is a list of skills you may encounter while applying for business-related positions:

5. Closing section

Think of your conclusion as a call to action. Invite the hiring manager to schedule you for an interview or for additional information on your background. Reinforce how your business knowledge could be a strong asset to their team. Be sure to thank the hiring manager for their time and consideration in the last sentence of the paragraph.

Business Cover Letter Tips

1. emphasize your business acumen.

To make your cover letter stand out, focus on your business acumen and experience using tangible examples from your career. Demonstrate your ability to define business strategies based on market indicators and operational capabilities. Show potential employers that you can bring a fresh perspective to their organization and help their business scale.

2. Quantify your business achievements

When detailing your career achievements, be sure to incorporate hard numbers, metrics, and monetary figures to establish a sense of scope for your contributions. In addition to drawing the reader’s eye, numbers help to paint a clearer picture of your professional experience for the hiring manager. This is especially important for business-related roles, as companies will want to see you analyze and interpret financial data effectively.

3. Feature your leadership capabilities

Leadership and management skills are essential for many business occupations. As you craft your content, demonstrate your ability to manage personnel, interface with cross-functional teams, and communicate effectively with diverse clients. Provide examples of you mentoring team members and building strategic business partnerships. This shows you’re a dynamic candidate with both strong interpersonal and business management skills.

Business Cover Letter FAQs

How do i make my business cover letter stand out -.

To differentiate yourself from other applicants, highlight specific aspects of your business background that align with the job description. Generic content won’t make a lasting impression on the hiring manager. They want to see examples of how you can help their company reduce costs and improve profitability.

Why should I include a business cover letter? -

Not every job will ask for a cover letter, but including one is never a bad idea, especially if it’s properly tailored to the company you’re applying to. This allows you to convey why you’re the right fit for the organization’s culture and display the nuances of your industry expertise as a business professional.

How long should my business cover letter be? -

It’s best to keep your cover letter concise, limited to only three or four paragraphs. Think of your cover letter as a value proposition or business proposal. The goal is to capture the hiring manager’s attention by highlighting your most relevant and marketable skill sets. An overabundance of content can distort your sales pitch and make it difficult for the reader to see the value you can bring to the company.

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Frank Hackett

Certified Professional Resume Writer (CPRW)

Frank Hackett is a professional resume writer and career consultant with over eight years of experience. As the lead editor at a boutique career consulting firm, Frank developed an innovative approach to resume writing that empowers job seekers to tell their professional stories. His approach involves creating accomplishment-driven documents that balance keyword optimization with personal branding. Frank is a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers and Career Coaches (PAWRCC).

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Business Proposal Cover Letter

Proposal maker.

The cover letter of a business proposal is as important as the proposal itself. And it is quite distressing to know that some people do not put the right amount of time and effort in making a cover letter. It is in fact very critical to just see the cover letter as additional work in creating the whole business proposal.

Proponents of business proposals spend countless days and nights perfecting the business proposal but only spend a couple of minutes making a cover letter. Not only does it shout neglect, it can also be interpreted as being unprepared. Remember that the cover letter covers the proposal, it is the first piece of the proposal that the investor sees.

The cover letter directly addresses the person in charge of reviewing your business proposal. It is your chance to blow away and convince the investor to take a chance with your proposal. Neglecting its importance will greatly affect the chances of achieving the intended success of the business proposal. You may also see email cover letter examples.

Importance of a Cover Letter in the Business Proposal

The cover letter of the business proposal is one of the most important parts of the business proposal itself. It has been proven that in general, three parts of the business proposal are examined meticulously; the cover letter/i ntroduction/ executive summary , the costs and the timescales.

The cover letter has a strong correlation with the executive summary of the proposal. Therefore, the cover letter is the stripped down version of the executive summary. It only presents the key points on the major topics of the business proposal. It stands independently on its own; when the investor is unable to read the business proposal as a whole or even the executive summary, the cover letter can still present the major keys of the whole business proposal. You may also see business proposal letter examples.

Your cover letter is your chance to have a personal word with the investor and prepare him/her for what’s in-store. It should state that there is in fact a business proposal attached with the letter and that you are applying for a business loan or to start your own business. It also states the benefits the investor will gain when they invest in your business and it helps you make the investors believe that there is a good return of investment in your business. You may also like application letter examples & samples.

It does not merely introduce what the business proposal is all about, in fact it clearly summarizes the major points made in the executive summary. It carefully distills the message you are trying to relay in your business proposal. And since it is a summary of a summary, it does not need to be lengthy. So long as the major points have been thoroughly discussed and presented, your cover letter is doing just fine. You may also check out professional cover letter examples.

As mentioned before, it also acts as the cover of your proposal. Therefore, it should display your passion, eagerness and desire to fully pursue and work for the intended project. As it aims to convince the investors, important details that greatly affect the whole proposal must be included in the cover letter. You might be interested in business letter examples.

Business Proposal Cover Letter Template

• Google Docs

Size: 87 KB

Business Funding Proposal Cover Letter Template

Size: 70 KB

Business Proposal Cover Letter Example

Size: 167 KB

Are you on the lookout for a Nonprofit Cover Letter Examples template? Then, checkout this template now. It not only comes with high quality design but you can also use it in any way you want. The editable and customizable option will make it easier to choose your template design in an efficient way.

Structure of the Cover Letter

Aside from all the necessary parts like the address, greetings, closings, etc. it is important to know the major structure of a cover letter for your business proposal.

1. Introduction

It is the most important part of you letter. It is the hook and it should immediately capture the reader’s attention. You can start it broadly but not too broad that you’ll need to dive into so much detail. However, it is always a better option to be direct and straight to the point. You may also see appointment letter examples & samples.

You introduction must briefly introduce you as the proponent and should carefully explain your purpose and ideas. Shock them with your unique ideas and urge them read more of the letter and the business proposal. It should be captivating and spark interest in your proposal. It is important to clearly but briefly the purpose and goals of your proposal in your letter .

For example,  “This letter is intended to formally propose septic tank cleaning services for the Name of Apartment Complex. We have been successfully the number one septic tank draining and cleaning service provider in more than 10 apartment complexes in CITY, for the past 25 years and would be happy to give testimonials from our customers. We respond 24/7 to all emergency requirements and make sure the septic tanks in every apartment is working efficiently.” You may also like complaint letter examples & samples.

The body of your letter should be direct and avoid indecision. It must clearly explain and justify the purpose of your business proposal. ‘Maybes’ and ‘Ifs’ have no place in your letter since nothing breaks trust faster than indecision and being unsure. You have to prove that you are worth every penny that the investor might invest in your proposal. You may also check out reference letter examples.

It communicates how qualified you are as the proponent in implementing the proposal. The body should provide evidence of your qualifications and the study you have conducted in the feasibility of the proposed subject. It should be clear to the investors that you have given your proposal enough thought, study and research so that can trust your vision. You might be interested in employee reference letter samples .

Eliminate the possibility of doubt. The investor must fully understand your objectives and how you plan to achieve them. Always highlight your qualifications but avoid sounding conceited. For example you can describe how adequate you are in the field, how well trained your team is or how advance your equipment are. This will let the investor know that you or your company are entirely capable of doubling what they invest. You may also see new hire welcome letter examples.

3. Conclusion

In the conclusion, always invite them to read the business proposal as a whole. It’s always a welcomed lead-on to encourage the reader to read the rest of your proposal since you have provided a well-researched and well-written proposal that supports your claims. You may also like official resignation letter examples.

Always aim to encourage them to take a chance on reading and understanding the rest of your proposal since it is the main purpose of your cover letter. Most importantly, include your contact information in the closing of your letter so they know when and where to reach you whenever they need further discussion on the matter. You may also check out termination letter examples & samples.

Foundation Proposal Cover Letter Example

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Editable Business Proposal Cover Letter Example

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How to Write a Business Proposal Cover Letter

1. Should you decide to use an electronic format or even yet a video and go paperless, it is also acceptable. However, if you want to pursue the traditional way, the cover letter of your business proposal must be in a business or professional format. It must follow the structure of basic business letter .

You can start with the basic format before the actual content. The header of your letter should include the name of your company, your address, and your contact information. You can then add the name of the recipient along with his/her designation and their company’s contact information. Do not forget the date in your letter. Then, address the recipient with his/her title, for example, Mr. Ms. Mrs. Engr., etc. After so, choose the right closing for your letter like ‘Sincerely’ or ‘Respectfully.’ At this point your letter should look like this:

2. Depending on the nature the proposal, it can either be solicited or unsolicited, the requirement for the proposal or the problem to be addressed must be discussed. If the proposal is solicited, ask yourself why the investor has sought out your products or services, or what problems do they have that you can easily solve. In this way, you can start the introduction of your letter accordingly. For example in a solicited proposal you can start by saying: “As we discussed in our last meeting…” and then immediately state the issue/requirement in the same single sentence. You may also see how to write a personal letter with examples .

If you are submitting an unsolicited business proposal, start your letter immediately with a hook. You need to truly shock your readers so they can be encouraged to read more. Stating a pertinent question always works or monetary consequences of a problem to evoke strong emotions. For example, “How would you like to increase your sales by 50% in the next 6-months while lowering your marketing expenses?” or “An average company loses $1,000 every day on electrical wastage! Our solution eliminates that electrical waste.” You may also like notice letter examples .

3. Advertise what you can bring to the table. Tell your readers that you have conducted studies to help prove that you can be a big asset to the company. Talk about the analysis you conduct to help figure out the problem and the solutions you can and will provide. State the results of those studies that back up your claims. It can be presented in a bullet point format following an sentence or two about the analysis. The list should clearly explain the goals you try to achieve through your product and//or services. You may also check out recommendation letter examples & samples .

For example:

“We will analyze/have analyzed (as may be applicable) the complete operation of your company and we have found that through the use of our service, your company will:

• Increase brand awareness
• Increase marketing ROI by over 50%
• Rationalize your pre-sales and post-sales process
• Acquire new client segments including the untapped local client base, and lower your new client acquisition costs by over 30%”

4. In this step, it is important to realize that this doesn’t mean highlighting the features of your product or services. This is when and where you clearly explain the benefits the investor will have from your proposal. You should clearly state what the investor will receive upon purchasing your products and/or services. For example, “By using this approach to the whole operation process, we can help your company increase revenue by over 50% while at the same time creating an excellent environment for your future products.” You may also see vehicle expense reimbursement policy letter .

It is also optional to include you qualifications as the proponent. You can mention why and how you or yur company is the best option to handle the issue over the others.

5. Finally, as the conclusion of your letter or video, you have to tell the recipient what you want him/her to do next. This is a blatant but very much necessary to do so since this is the call-to-action part of your letter. This can be encouraging the recipient to read the rest of the proposal or urging him/her to get in touch in order to discuss the proposal in person. In this case, you have to include your relevant contact information so the recipient can easily get in touch. You may also like how to write a job resignation letter .

By the end of all of these steps, your letter will look like this:

Size: 256 KB

In conclusion, a cover letter for a business proposal is a vital part of the whole. It introduces not only you as the proponent but also the main purpose and the goal of the proposal as well. It briefly explains the major points made in the content and the whole proposal and prepares the reader for what he/she is about to read. You may also see how to write an official letter .

We hope we were able to clearly explain the importance and how to write your own cover letter for you business proposal.

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.

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

By Status.net 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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Free Cover Letter Samples for Business Proposal

Table of Contents

You’ve written a killer business proposal, and you’re getting ready to submit it. But somehow, you feel something is missing. Your gut feeling is right. You’re missing a cover letter.

You’re in luck if you don’t know how to write one. This article shows you how. In addition, you’ll find a sample cover letter for business proposal that you can use whenever the need arises.

Importance of Cover Letters

A cover letter for a proposal is an important document. It is important because it provides additional information and details about the proposed project or plans that your business proposal may not contain .

It allows you to explain in detail why your business should be chosen over others and what sets it apart from competitors. A well-crafted cover letter will also demonstrate your commitment to the project and ensure the recipient knows exactly who they are working with.

The importance of a cover letter can’t be overstated when submitting a business proposal . It lets you make a positive first impression on potential customers or clients. You can significantly increase your chances of getting noticed by showing off your enthusiasm for the project in your cover letter.

A good cover letter should provide context for the recipient and help them understand more about your proposed project. You can include facts such as any previous experience you have related to the work.

It could also be special achievements that could prove beneficial to the client. This helps to showcase your knowledge in the field and emphasizes why you would be a great fit for the job. Including personal references or anecdotes within your cover letter can humanize the proposal and help you connect better.

Tips for Writing Cover Letters for Your Proposals

Below are some top-tier tops you can follow when writing your cover letter.

Grab Their Attention

This is the first thing your potential client will see. You should do all you can to grab their attention straight off. Your first paragraph shouldn’t read like a random piece of writing. Put the focus on your client and make them curious about what you offer.

Showcase Your Understanding of the Problem

A great way to make a favorable first impression is by showing that you understand the client’s problem or need. You can also add how your proposal will be the perfect solution for them. Ensure you include any research you have done on their company, demonstrating that you are serious about helping them. While doing this, you can be complimentary of the company’s efforts. It helps you worm your way into the hearts of the decision-makers.

Show Them You Have the Right Solution

To stand any chance, you have to show your potential customers that you can solve their problems. You’re not expected to be in-depth at this point. It should be a glimpse that shows you have a perfect solution for the problem.

Examples of Cover Letters for Business Proposals

Sample cover letter for business proposal 1.

Dear [Recipient],

I am writing to you today in hopes of entering a business proposal between our respective companies. With years of professional experience and an astute eye for detail, I have something unique to offer your organization.

I humbly ask for an opportunity to show you how my expertise can improve your bottom line. By utilizing my individualized approach to problem-solving and innovation, I guarantee that I can deliver results that surpass expectations.

My enthusiasm for finding creative solutions is matched only by my willingness to work hard. My ambition allows me to adapt quickly while producing high-quality work, making me a valuable asset to any team or project. Throughout my career, I have demonstrated best practices in order to maximize efficiency, productivity, and profitability.

I look forward to further discussing my capabilities and answering any questions you may have. Thank you for taking the time to consider my application. If given the chance, I will prove myself as one of the best partners your company could ever ask for.

Yours sincerely,

[Your Name]

Sample Cover Letter for Business Proposal 2

I am writing to submit my business proposal, which aims to create a lasting impact in the industry. With my extensive experience and expertise in this field, I am confident that I can bring about meaningful change for your organization.

I have an intimate understanding of the challenges faced by businesses today due to the changing market dynamics. As such, I am well-versed in devising creative solutions to optimize performance and drive success. In addition, I am also highly adept at formulating strategies that ensure long-term sustainability.

In my proposal, I will highlight some actionable steps and practical methods you can use to maximize returns while minimizing risks. The approach outlined in my proposal is designed to be comprehensive and innovative, helping you to stand out amongst your competitors. Moreover, I strive to build trust with each client through consistent communication and results-driven implementation.

I look forward to discussing how my proposition could help your business excel and propel it toward its goals. Kindly let me know if you would like me to provide any additional information or further discuss my business proposal.

Final Thoughts

A cover letter for a business proposal is an important part of the bidding process. It allows you to address the reader directly, and it gives them an idea of what they can expect from your proposal .

When writing a cover letter for a proposal, make sure to start with an introduction that grabs their attention. Then, provide a summary of the content in the proposal and explain how it will benefit the reader.

Finally, include any additional information that may be relevant to the request. By taking the time to craft a well-written cover letter for your proposal, you can increase your chances of success. A good cover letter should be professional, clear, and concise.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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18 Effective Business Proposal Cover Letter Samples

One thing that a successful business person will tell you is that every business starts with a cherished idea. But it doesn’t stop there! It also needs proper communication of your ideas within your business environment. Proper communication not only creates a good perception of your business but also leads to mutual gains.

One of the best methods to communicate your ideas and desires to work together with other parties is through a business proposal letter.

A business proposal letter is a professional document that an individual can use to present his/her ideas and to invite cooperation from other organizations.

In many times, cooperation can happen in various terms. For instance, it can be an agreement to supply products and services. Also, within the business proposal letter, you need to highlight some of the benefits associated with the cooperation. Business proposal letters can be sent either as a response to a request for information on your business or as an introduction letter to introduce your products and services to your potential customers.

Business Proposal Letter Template

What is the purpose of business proposal letters?

 As stated above, the main purpose of writing a business letter is to communicate your ideas to potential business partners. In other words, its purpose is to convince your prospective partners to buy your idea(s) to work with you under a certain capacity. It could be either you want to be a service provider, or you want them to buy your products, or simply work as cooperates.

Depending on the situation in which you want to engage your prospects, there can be various types of Business Proposal Letters. The following therefore are some of the most common types of letters you should know.

Types of Business Proposal Letters

According to experts, there exist various types of business proposal letters. Let’s take a look at them:

Formally solicited business proposal letter: In this type of business proposal letter, the prospective customer can either send you a Request for Proposal, Request for Quotation, Request for Bid, or Request for information documents. In response, you need to write a Formally Solicited Letter addressing the client’s requirements.

Informally solicited business proposal letter: An informally Solicited Business Proposal Letter works similarly to the Formal one. The prospective client will request information. However, in your response, you won’t have to follow formal requirements, as in the case of Formal Solicited Letters. A better example is a situation where a company only receives one candidate for a vacancy announced. However, in order to formalize the hiring process, the company will still ask the candidate to present his CVs and other qualifications.

Unsolicited business proposal letter: Unlike the aforementioned letters, the Unsolicited Letters are written to prospective clients without them asking for it. Usually, these types of letters are common in marketing brochures where an individual sends the letters to introduce his or her products or service. Also, these types of letters are often generalized and more flexible as they are used for cold-selling purposes.

Research business proposal letter: This is a type of scientific or academic letter used to get approval to conduct a study. The business community, just like any other sphere of the economy, needs research for it to develop.

Grant proposal letters: These types of letters are those written to grant organizations to sell a particular idea. After receiving such letters, the organization will review the proposals to see whether they meet the donor’s criteria.

Depending on the type of Business Proposal Letter you want to write, it’s important to follow a proper format and structure. Generally, all types of proposal letters follow a similar format, with the difference being in their contents.

How to Write a Business Proposal Letter

Writing a compelling business proposal letter can be challenging for many. However, if you are planning to write one, the following is a common guide that will help you all the way.

Address the recipient

You need to start your proposal letter by greeting the recipient in a formal fashion. Be sure to address him/her by the right title. As a caution, refrain from addressing a woman as Mrs. Rather, you can simply write Ms.

Introduce yourself

In the first paragraph, you need to introduce yourself to the reader by providing your personal details as well as background information. Also, you can give brief information about the proposal.

State your purpose

Here, you will clearly provide clarity on what you intend to accomplish. At the same time, you can mention any problem that you intend to fix with your proposal.

State your objectives and goals

Let the reader know both the short-term and long terms outcomes of your proposal. Remember to keep your goals SMART (Specific, Measurable Achievable, Realistic, and Timely) oriented.

For instance,

“So as to improve my productivity by 30% within the next 12 months, I am requesting you for a loan amounting to $1,000.  

Define your uniqueness

In order to make your proposal outstanding, you need to highlight what sets you apart from the rest. Therefore, you can state special skills that relate to the proposed idea. Additionally, you can state various experiences and qualifications that relate to the opportunity. Providing your skills, personal experiences, and other differentiators will lead you towards a greater result.

Mention your budget and how to meet them

For any business proposal or idea to take effect, the cost is always a major factor. Therefore, you can include the financial details needed to officiate your business idea(s). This will give donors or investors a better look at the project.

Request for a Follow-up action

In this section, you can request your reader to take additional steps to follow up on your proposal. A request to action will increase the chances of a response from the recipient. This can either be by replying to your proposal through email. A phone call or any other means is convenient for them. Additionally, if you let them know of your intentions to follow up, they will take your proposal letter seriously.

Close your letter

Conclude your proposal letter by expressing your gratitude to the recipient for their time. Also, encourage them to contact you should they need any clarification. Use a professional ending clause such as sincerely or regards. This should then be followed by a comma, then sign and your name.

Attach documentation

As a bonus, you can attach any relevant documents to your Business Proposal Letter. At the very end of your letter, you can type ‘enclosures’ and list all of them. Make sure you proofread your letter to correct any grammar mistakes , spelling errors, and any other typos.

Sample Letters & Examples

Businesses are competitive. This means that you have to be persuasive in both your cover letter and business proposal. Concentrate on your strengths. Proofread your letter carefully and ruthlessly edit out any part that even hints at doubt or shortcoming. Detail how resources will be used, detail your terms, as well as your understanding of their business and what they need. In order to be persuasive and succeed, this proposal must center around their needs and how you are the absolute best candidate to fulfill those needs. Include statistics and facts to back up any claims or statements. Request a follow-up from the buyer or client. Finally, make sure you are cordial and thank the individual for giving their attention to your proposal.

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8 Best and Converting Business Proposal Letter Examples that Get More Clients

Writing a good proposal often seems harder than it is. When we find the job that we think is great for us, we want to represent ourselves in the best light possible and that is definitely understandable.

Many clients receive a large number of proposals on a daily basis. It is certainly important to stand out so that you can get that dream job. Therefore, there is even more pressure.

On the other hand, you may lack inspiration, so this is an additional problem that makes proposing writing look even more difficult. And especially if you are at the beginning.

In order to prevent these things from being an obstacle ever again, in this text we bring you 8 best converting business proposal letter examples. Let them serve you as an inspiration and motivation and after you learn something new from these examples, writing proposal letters will turn out to be a piece of cake.

1. Add a cover letter

The cover letter serves to somehow let your potential employer know that you exist, to say ‘hello’, and to introduce yourself. It should be clear and simple.

The goal is to establish communication since the proposal itself is a more comprehensive description of your skills, knowledge, and how you will perform the job in a particular position or approach a specific problem. The goal is to establish communication since the proposal itself is a more comprehensive description of your skills, knowledge, and how you will perform the job in a particular position or approach a specific problem. To make it more professional you can attach a digital business card link with your contact details.

Here’s a great example of a cover letter:

Source: TheAlmanac

2. Choose the right picture

Keep in mind that clients receive all kinds of proposals ranging from those that they will not even bother to look at, to those that will delight them and make them excited. You certainly want to find yourself in the latter group.

One way to get your proposal letter right is to add something that will make it eye-catching.

The easiest way to do this is to choose the right photo. It can be a photo that describes your occupation in a metaphorical way, or, if it is easier for you, it can be a literal representation of what you are doing.

If you are writing an unsolicited proposal, that is, a proposal client did not ask for, then it is a better solution to choose a simple but visually appealing photo . In that case, the client will not have time to interpret what you wanted to say, so it is better that it has a clear message.

For example, if you are into photography, it should look like this:

Maybe the same client has opened multiple positions, and this way, it will be completely clear to him which position you are applying for. 

Also, such a clear message will make him aware that you are someone who cares about every detail and that reaching an agreement with you is very easy as you are a true professional. Why not get a few extra points right at the start?

3. Pay attention to the first page

Your proposal is a kind of presentation where you will showcase your skills, how you can solve a particular problem, the price list, and similar. Besides that, it is important that you present everything in some kind of order.

The first page of your proposal should contain basic information such as the title of the proposal, the name of the client, the date, and any other items that you consider relevant to the job you are applying for.

See the following example:

These “little things” say more about you than you can imagine. When it comes to this particular example, we can see that it is about being an organized person and someone who is detail-oriented. 

You are showing that you are not the type of person to miss out on important things that could affect the work you do. And, these are the main items that are required and implied for any type of business.

The client may not even tell you this, but be sure it is noticed and remembered.

4. Organize your proposal 

When you start writing and creating your proposal, organize each segment that you will include in your letter. This will make it easier for you to keep writing without making any pauses and not forget anything that matters.

Prospero’s feature The Proposal Wizard, which looks like this, can be of great help to you:

You can see that there are several sections:

• Pricing strategy
• Deliverables

They show you what information to insert for which segment of the proposal and then it ultimately creates a proposal of your choice.

You can customize it, change colours, insert images and logos. This will save you a lot of time and you will be able to apply for several jobs.

Whatever job you do, it is important to be familiar with tools that can help you make any part of it easier and faster. Thereby you are not saving on quality, but increasing it.

5. Create a table of contents

It may not seem like an important item to you, but the table of contents is something that should be included in every proposal.

Maybe your clients do not have time to read your entire proposal. Maybe they urgently need someone for a specific position. Maybe they have read too many proposals and they remembered only one section of your document and wanted to check if that was really you.

That is too many “Maybes” to run the risk of losing your position just because you have forgotten the table of contents.

So, make sure to include it. The table of contents should look something like this:

Of course, you should not copy an identical table like this one. Adjust it to what is in your proposal.

Make sure you put it at the beginning of the document to make it easier for the client to see it as soon as possible.

You can create the table after completing the entire proposal or at the very beginning if you want it to serve you as a kind of personal plan and reminder. Choose the option that is more efficient.

6. Enter project details

There is no reason to tell your client the entire plan on dozens of pages of your proposal unless, of course, he asked for it.

Also, you should not omit it entirely and write down your skills only, as the client needs to know in which way would you solve a particular problem and why.

Just write a few major stages and briefly explain what each of them would contain. In this way, you will also show your experience and what path would you choose to come to a solution.

Let’s look at the following example:

Source: Foundr

Of course, the length of this section where you enter project details and stages will depend on what you do and what the client has asked for exactly.

7. Determine the pricing strategy

Your price list is also one of the key parts of a business proposal. It should indicate how much each segment of your service costs.

Depending on what you do, you will enter the required time, eventual completion date, and the like. If the proposal covers specific products, enter quantity and price.

At the end of the proposal, write down how much your complete service costs in order for the client to keep that in mind when concluding the deal.

For example, Prospero lets you specify deliverables after you enter basic information about yourself, your client, and your project:

Depending on the type of business you are doing, you can add all the items that make up your offer and give a clear overview of everything that goes into your service.

8. Don’t forget the signature

Be sure to leave a place at the end of the proposal where your client will be able to sign electronically if needed.

Thanks to the advancement of technology, he can do it easily and quickly and it will show that you have taken care of every detail.

It should look something like this:

The bottom line

To summarize, for a business proposal to be successful, it must be:

• substantial
• visually-appealing
• clear and understandable

This may seem easier said than done when you are already under pressure to represent yourself in the best way possible, not to exceed the deadline for application, to surpass the competition, and similar.

However, nowadays, that may not be the case at all. One of the best tools on the market to make your proposal include everything necessary is Prospero.

Prospero is designed to cover all these important items, leaving you plenty of room for customization and expression of your creativity.

It will save you valuable time and, at the same time, delight your clients.

It also allows you to see when your proposal was first opened by the client, how many times it was opened, and how much time the client spent in total viewing and reading your proposal.

Instead of worrying about whether the client has had the chance to look at it, you will now know exactly what is going on.

If you want to get any job position with ease from now on and reach even more clients, Prospero is the right choice for you .

Don’t waste your time, all those great business deals are waiting just for you!

ABOUT THE AUTHOR

Aazar Ali Shad

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• Sample Letters

FREE 9+ Sample Business Proposal Cover Letter Templates in PDF | MS Word

Business proposal cover letter samples are used for making absolutely great business proposal concepts which are presentable. A cover letter is always written to introduce a concept, some information, a candidature or a project. Hence this cover letter format also has the same motto, and that is to introduce the business to the clients. Hence the proposal details are written in a gist into the letter, and you are suggested to this exact style in the most professional approach here through the various samples of business cover letters

Business Proposal Cover Letter

31+ sample business proposal letters, 28+ business proposal letters in doc, business proposal cover letter template.

• Google Docs

Business Funding Proposal Cover Letter Template

Sample Business Partnership Proposal Cover Letter Template

Size: 17 KB

If you are to propose an sample invitation of business partnership to an individual or a board, then this is the format which you should use. This cover letter sample contains the exact style of proposing a business partnership. Use this to get your ideas clear on to the paper with details of partnership clauses and business in a precise way.

Business Loan Proposal Cover Letter Template

Size: 86 KB

The business loan proposal cover letter is another interesting format, where you actually propose to get a business loan. This format again contains a business loan application format fused with the cover letter style that gives an inception of why you need the loan and how you are going to return it and the total concept in a nutshell.You may also see business plan cover letters .

Business Project Proposal Cover Letter Example

Size: 282 KB

The business project proposal cover letter format is another style where you propose the business proposal simply, but in a, to the point and precise way to simply introduce the concept through the cover letter. The official and business style approach which makes it catchy, attention seeking and yet smart and formal is suggested here in the cover letter format.You may also see business cover letter

What are Business Proposal Cover Letter Samples?

The business proposal cover letters are simply cover letters which carry an introduction to the business proposal. A business proposal that needs to be proposed should contain business type, details, sample plan , project time, manpower, resources, business style, and the requirements, revenue generation plan etc. All these combined together makes for the business proposal cover letter, and there can be various styles of business proposal cover letters with various concepts and uses. The official style, business way of approach, and the formal layout all are suggested in the samples so that one may get inspired to write a nice business proposal cover letter easily. You may also see generic cover letter

Business Proposal Submission Cover Letter Template

Size: 548 KB

Size: 25 KB

Sample Business Partner Email Cover Letter Template

Size: 58 KB

Uses and Purpose of Business Proposal Cover Letters

The uses of business proposal cover letters are many and they are as follows:

1. It helps you propose a business.

2. It lets you tell the plans in a precise and to the point way.You may also see  business proposal letters to client

3. It has a typical official approach blended with the business seeking catchy style.

4. You may use the format to write several kinds of business related cover letters which can be for a new business, partnership proposals, loans, agreements, contracts etc.You may also see proposal letter formats .

The business cover letter samples have just one purpose and that is to show the layman the style in practice to propose a business or business related information in a cover letter style.You may also see  business plan cover letter

Formal Business Proposal Cover Letter Template

Benefits of using Business Proposal Cover Letter Samples

A project proposal sample, plan or sample application should be accompanied with a cover letter which describes in short and yet nicely, what it is about, and this style is very well interpreted through the samples. The benefit of a cover letter in any business proposal is that, before reading the entire proposal by taking time, the reader is intimidated of the purpose of the proposal in short, through the cover letter. So basically the cover letter just introduces the proposal plan in short and in the most interesting and official way to make the plan proposal, even more inviting to the reader.You may also see  email cover letter samples

To start sample planning a business plan or proposal sending or presentation in the most effective manner, it’s best to plan a neat and smart Business Cover Letter Format. The cover letter must be short and yet interesting to give a nice idea of what to anticipate from the business proposal letter or application.You may also see  lease proposal letters

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Business Proposal Cover Letter

Last Updated On March 9, 2020 By Letter Writing Leave a Comment

Business proposals are written by the service provider to the service buyer. A smart cover letter is the heart of a business proposal. In your business proposal cover letter, you mention all the things you can do good with their projects or products. You assure your client that quality and accuracy will be managed.

There can be many proposals for a single contract. So, you need to customize your proposal in an efficient manner. You must convince your buyer about your quality service. In your proposal, you mention many things about your services. You mention things like your affordable rates, the quality of your service, the accuracy, deliverable time of the completed service, etc.

Business proposals are sent from one business to another. Means, a business holder who has a business of providing services offers its services to other businesses. The objective of the business proposal is to mention the features of the services to its buyers. If the buyer likes your proposal he can initiate to offer you to provide your services to his business.

You can follow these below tips to write effective business proposals or use our business proposal cover letter samples in doc or pdf format.

Tips for writing Business Proposal Cover Letter

• First and foremost, start your proposal with greetings.
• Inform your buyer about your services.
• Covey your clients how you are different from other sellers.
• Add your related experience and the years of knowledge in the industry.
• Add how your experience matches clients’ needs.
• Clearly mention your rates.

Business Proposal Cover Letter Template

Our free business proposal cover letter guides you about how you can produce a strong weight for your proposals. But still, if you require additional help, you can simply look at the below-given business proposal cover letter samples as an example.

From, _____________ _____________ Date: (date on which letter is written) To, ________________ ________________ Sub:_________________________________________

Dear _________________,

Greetings from ___________,we are _____________ and excited to submit our proposal for obtaining a chance to provide our services for___________________ for your company_______________ .We have the team of _________.We provide these services from_________ till date. Please follow our website ________________ to know more about our services.

We hope you will consider our proposals with the highest regard. Our services set us apart from other service providers. So, you will not take a chance to miss our services. Please feel free to contact us to clear your doubts. We are set to answer any of your questions. Waiting for your positive reply.

Thanking in advance.

Best Regards, (__________________)

Business Proposal Cover Letter Sample

Below business proposal cover letter sample is created for you to understand the style of writing a cover letter for a business proposal. This business proposal cover letter sample is the best example for you to adopt a perfect writing style.

Shailesh Jaiswal, Managing Director, KYC Group (IT Sector), Pune (Maharashtra), 411002

Mr. Hayden, First tire Business Solution, Andheri East, Mumbai-400069

Date: 18/12/2019

Sub; Proposal for offering Project Manager Services

Dear Hayden,

Greeting from Shailesh Jaiswal, I am the Managing Director of KYC Group (IT Sector). I feel very delighted to submit the bid from my company to offer project management services for your project.

We believe in quality and accuracy and offer a very affordable rate yet highly skilled and personalized project manager for your project. Our project manager will be assigned only to handle your project. We will take care of the other expenses of our manager. You just have to pay the project rate. We can arrange a meeting between your executive officer and our manager to smooth the further process.

Our rate is very affordable. At this moment, we are offering our quality and long term services at just $16/hour. The rate is negotiable. We are ready to hear your side as well. You can further notify us if you require an additional team to work on your project. We are ready to accept the offer at a fixed price as well.

We can guarantee accurate and quality work. If you have any doubts or any questions, always share it with us. Meanwhile, you can check on our website.

Best Regards Shailesh Jaiswal MD, KYC Group

Business Proposal Cover Letter Email format

Emailing your business proposal to your client is a good choice. You can follow this email format while emailing your client to submit your business proposal.

Thank you for having a look at our business proposal. In this proposal, we have shortly explained the nature of our services and working method. We are also mentioning our experience, rates, and about our company.

We are @KYC providing the services in transcription, customer support, web design, and admin support categories. We are established in 2007 and have a complete 12 years of experience. We have provided our services to many famous companies like Microsoft. Our rate starts from $17/hour to depending on the volume of the work.

You can contact us for any information on our email, or phone number given in the contact section of our website. Please be assured about our top-class quality services. Waiting for your further reply.

Thanks in advance.

With best regards Shalesh Jaiswal KYC group,

You should be very detailed still short and sweet. You can stick to these samples, and email format to write an incredible cover letter. More you stick to these sample cover letters, more you will get the result. Your writing style will also be groomed by sticking to these samples.

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