How to Write a Proposal for a Supply of Materials

Proposals for a supply of materials are a standard practice in business.
Proposals for a supply of materials are a standard practice in business. (Image: WPA Pool/Getty Images News/Getty Images)

When a company that sells materials wants to gain a new customer to provide materials for, the company creates a proposal. A proposal is a written document that contains the details of the proposed arrangement and states the types of materials provided, when and how they will be delivered and the costs for the material and delivery. A good proposal informs the reader of all details needed to make the decision to accept the proposal or not.

Write an introduction, which is a brief summary of what the proposal is about. It explains the problem, the proposed solution and the benefits the reader receives by agreeing to it. For this type of proposal, the company writing it should explain that the products and materials the reader uses are available through this company. It should also state benefits the customer will receive, such as lower prices and faster delivery, if they choose to accept the proposal.

Tell the reader what, how, when and how much in the body of the proposal. For a materials supply proposal, all details relating to the materials should be included, and it should state the exact type of materials to be sold, the delivery methods and the costs. The reader must fully understand the costs of the materials after reading the proposal. Tell the reader how often the materials will be delivered and whether the customer must reorder or if it is reordered automatically.

Conclude the proposal by emphasizing the benefits the customer will receive by accepting the offer. It should be encouraging to the reader and should display confidence in the company making the proposal. Explain the quality of the products and include any statistically information available regarding customer satisfaction. This step of the proposal is the last attempt made to convince the customer to agree to the proposal so it is important to include facts that help your company stand out from others.

Sign the proposal and deliver it to the potential customer. Include any deadlines and offer to answer any questions or concerns the customer has. Include a blank on the proposal for the customer to sign and date when the proposal is accepted.

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