How to Write a Proposal Letter

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A well-written proposal letter can get your point across easily.
A well-written proposal letter can get your point across easily. (Image: woman reading a letter image by Peter Baxter from Fotolia.com)

In the business world, the ability to properly communicate business goals is extremely important. A poorly prepared or executed written presentation can cost you or your company money if it causes you to lose business. When assembling a written business proposal, a key component is the cover letter. This proposal letter provides the reader with basic information about what is to follow in the formal proposal. Because cover letters serve as an introduction and overview of the proposal, it is extremely important that they are done properly.

Properly address the person who will receive the letter. Use their formal name, as well as any educational or professional titles that they've earned (such as Dr. John Smith, or Professor Jane Smith, PhD.).

Write a short opening paragraph that provides the reader with the benefits that they will receive from your proposal. For example, tell them how accepting your proposal will save them money.

Explain the purpose of the proposal in the next paragraph, giving a general description of the goals that you aim to achieve with your proposal.

Describe in detail how your proposal will provide a solution for a problem that your client has. Break this down into three or four sections to make it easier on the reader.

Discuss your company and the qualifications of your employees in the next paragraph. Describe your facilities (if applicable), as well as a brief background of the employees who will be involved in carrying out the proposal.

Provide a basic overview and breakdown of the costs in the next section so that your prospective client can see an overview of the finances required in the project.

Close the proposal letter by summarizing the main benefits that the prospective client will receive, as well as restating the qualifications of the employees who will be involved with the proposal. Add the deadline date for the proposal (if one exists).

Add your signature above your printed name, as well as the title of your position in the company, and any educational or professional titles that you have.

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