What Is the Correct Format for Writing a Business Proposal?

Take care when drafting a formal business proposal.

Slapping together a business proposal in impromptu fashion may save you time, but it might cost you a client as well. It doesn't matter if your proposal presents a great idea. Formatting errors say you're lazy, sloppy or incompetent. It pays to learn and use proper formatting guidelines.

Format Basics

A basic business proposal has preliminary parts and a body. The preliminary parts, in the order which they appear, are the report cover, a memo of transmittal, table of contents and an executive summary. The body includes an introduction, the proposal itself and a summary or conclusion.

Use single spacing through your proposal. Create 1-inch side and bottom margins. A 2-inch margin is appropriate for the top. Include page numbers on each page except the cover and memo of transmittal. Use lowercase roman numerals for preliminary parts and traditional Arabic numerals for the rest of the proposal. Emphasize section headings with a bold font, center alignment and capital letters.

Cover Format

Center align all cover elements. Place the title of the report at the top of the page. Write the recipient's information under the title. An example format is as follows:

Prepared for
John Doe,
Vice President
ABC Company

Write your name and title below the recipient's information prefaced with the words "Prepared by." Include the report's publication date on the cover page. Space the text blocks so the cover page is appealing to the eye.

Memo of Transmittal Format

If your organization has a memo template, use it. Otherwise create your own. Use "MEMO" as your title. Next, create an information block that includes the headings To, From, Date and Subject.

Memos are only appropriate for interoffice communication. If the proposal's recipient is not part of your organization, create a letter of transmittal. Follow formal business letter guidelines.

Table of Contents

List report contents by the page they begin. Do not include the cover sheet or memo of transmittal in the content listings. Refer to various sections and figures using the exact wording form the body of the report. If your proposal contains several visual aides, create a separate list of illustrations. Place this sheet directly after the table of contents.

Place page numbers center aligned at the bottom of the page. The proposal cover and memo of transmittal should be included in your page count so your contents page will likely be numbered "iii."

Executive Summary

The executive summary is considered a preliminary section, so continue page numbering from the other prefatory parts. Display page numbers for the executive summary at the bottom of the page, center aligned. Continue to use lowercase roman numerals.

Report Body

Now that you are in the official body of the report, restart the page numbers. Do not continue numbering from the prefatory parts. Display the page number center aligned at the bottom of the first page only. Place page numbers in the upper right hand corner beginning on the second page.

Use capital letters for your main section headings and upper and lower case for subheads. Assign a title to and number all your visual aides. Use a bold font on figure names and regular lettering for their descriptive titles.

References

• "Excellence in Business Communications: Fifth Edition"; Thill, John V. and Bovee, Courland L.; 2002