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 .
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How to Create Winning Proposals
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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.
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.
How We Redesigned the Better Proposals Website and Product in 21 Days
For a while now we've felt like the Better Proposals website and system could do with a little love. A spruce up here and there, tidying things up, removing old stuff - a spring clean as such
Proposal Software: A Comparison of the Top 10
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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 an Effective Cover Letter for Your Proposal
Few things are more disheartening for sales reps than having potential clients ignore or reject their proposals. After spending hours crafting a proposal, researching the client's needs, and preparing for a pitch, having it end in rejection can be demoralizing.
A proposal cover letter that comes before a well-written and concise executive summary can help you start off down the path of a better, more humane, and more customer-focused sales process. It allows you to build a personal relationship with your potential clients before even meeting them in person or virtually. But more than anything, it allows you to hook them with your ideas, strategy, and the value your business provides in a short, concise, and empathetic way.
How do you write proposal cover letters that not only don't get ignored but also get your potential clients excited about working with you?
We can help you answer that question and develop a process for creating a winning cover letter each and every time!
What is a proposal cover letter?
A proposal cover letter is a document that is often sent with a proposal or bid to introduce the proposal and highlight its key points. It serves as a preamble to your proposal, and its main goal is to show that you understand the client's needs and demonstrate how your proposal will fulfill those needs.
In other words, your proposal cover letter should hook your prospects and make them want to open the actual sales proposal , where you dive into more detail.
The benefits of having a good proposal cover letter
It's easy to overlook the proposal cover letter because it doesn't actually sell , per se. It isn't included in the meat of your sales process , so it can be tempting to throw something together and move on.
However, a well-written proposal cover letter can make a huge difference in whether or not your proposal is read and ultimately accepted. Think of it this way: you wouldn't show up on a potential employer's doorstep without sending your resume and cover letter and waiting for them to invite you in for an interview, right? So why would things be any different with your sales process?
Here are some benefits of having a good proposal cover letter:
- Establishes credibility: The proposal cover letter lets you introduce yourself and your company, giving potential clients a sense of who you are and what you represent. It sets the tone for your proposal and can help establish trust with your potential clients.
- Shows understanding of client's needs: By addressing the client's specific needs in the cover letter, you show that you have taken the time to understand their business and tailor your proposal accordingly. This shows attention to detail and a genuine interest in their success.
- It's a great conversation opener . Breaking the ice in writing can be tough -- especially when you're in the early stages of building a relationship with a potential customer . But a proposal cover letter allows you to make a connection and start building a relationship with your potential client.
- Highlights key points : A well-written proposal cover letter allows you to highlight the most important aspects of your proposal in a concise and compelling way. This can help grab the reader's attention and encourage them to keep on reading.
- Sets the tone for your proposal: The cover letter sets the tone for your proposal, giving potential clients an idea of what to expect in terms of professionalism and quality. It also gives them a preview of what's to come in the full proposal.
- Differentiates you from competitors: A strong proposal cover letter can help set you apart from other proposals that may be vying for the same client's attention. It allows you to showcase your unique approach and value proposition, giving you an edge over competitors.
- Can help overcome objections: By addressing potential concerns or objections in your proposal cover letter, you can proactively address any doubts or hesitations the client may have before they even reach the full proposal. This can make a big difference in how your prospect perceives your services, the value you offer, and the mental objections they may have.
What should be included in a proposal cover letter
If you want to write a great proposal cover letter, there are some elements you want to ensure you hit every time. These include:
Personal touches
Go beyond simply using your prospect's name and the name of their business; show your customer you did your homework and understand their needs. If you've already had contact with them, use your letter to highlight any specific pain points or goals they have mentioned and show how your business addresses each.
Introduce yourself and your company in a brief but personable manner. This is where you can establish credibility and briefly mention your experience and successes.
However, be careful to avoid sounding overly boastful or formal. Remember, the goal is to build rapport with your potential client. It's essential to strike a balance between sounding professional and approachable. This helps in establishing a solid foundation for a future business relationship.
Content that focuses on your prospect and their needs
Again, this is not about mentioning their name as often as possible -- it's about addressing their specific needs and how your proposal will solve their problems. Make sure to highlight the benefits they'll receive by choosing your company.
It's easy to believe you need to showcase your skills, your achievements, and what your company does. But those should be just a side-story: your main focus is your prospect, they are the heroes of this story. You and your company are just their sidekicks.
Elements to pique the reader's curiosity
The goal of your cover letter is to ensure your prospect opens your proposal and takes action. Be sure to include some of the most interesting points in your letter so that your prospect can't help but dive into your proposal. These could be proof points or an anecdote about how you solved a similar challenge for someone your prospect knows or someone in their industry.
Compelling language to make an impact
A proposal cover letter should be concise, no longer than one page. Use strong and compelling language to make an impact in a short amount of space. Your letter shouldn't be longer than your proposal, as the focus should be on the proposal and not overshadowed by a lengthy cover letter.
A strong call to action
End your cover letter with a clear and specific call to action, such as requesting a meeting or inviting the reader to go through a more formal sales process.
Steps of writing a proposal cover letter
Now that you know what you need to include in a great cover letter, let's look at how you should write a cover letter that helps you move to the next step of your sales process and gets your proposal opened and read.
Research. And then research some more
If you want your proposal letter to really speak to your potential client, you need to do your research. Thoroughly understanding their needs, goals, and pain points will allow you to tailor your letter and proposal accordingly.
Some areas to look into to find out more about who your prospect is and what they really need include:
- Their company website
- Social media profiles
- Industry news and trends
- Competitors and their offerings
You will likely use this research for your sales proposal as well, so take your time and dive deep.
Personalize your letter
Your research should help you personalize your letter and show that you understand the client's specific situation and needs. This will help build trust and credibility with the potential client.
One way to personalize your letter is by showing empathy towards your potential client's situation. This means acknowledging their challenges and expressing your understanding of their situation.
This can be done by referring to specific points they have raised during previous communications or information gathered during your research. By doing this, you show that you are not just interested in selling your service, but are genuinely concerned about their needs and are committed to finding a solution that works for them.
Another effective way to personalize your letter is by aligning your proposal with their business goals. By mentioning how your service can help them achieve their objectives, you make your proposal relevant and demonstrate your commitment to their success.
Whether it's increasing their sales, enhancing brand visibility, or improving operational efficiency - make sure you clearly state how your offering aligns with their goals.
Explain the problem
One of the best ways to "get" your prospect is by showing them that you "get" their problem.
This means clearly explaining the challenges they are facing and how they are impacting their business. This will help establish a common ground between you and the client, making your proposal more relatable.
Show you have a plan
Once you have explained the problem, it's time to show that you have a solution. This is where you can introduce your service and explain how it solves their specific problems and addresses their needs.
Be sure to highlight any unique features or benefits of your offering and how they differentiate your company from competitors.
Showcase past wins
This doesn't need to be your main focus, but mentioning previous successes and how your service has helped other clients is always helpful. This can help build credibility and trust with potential clients, as they can see tangible results from your services.
Include a call to action
End your proposal cover letter with a clear and specific call to action, such as requesting a meeting or inviting the reader to go through a more extensive sales proposal. Make it easy for your potential customer to read your full sales proposal, book a meeting, or sign up for a trial.
Include contact information
Lastly, make sure to include your contact information in the cover letter. This includes your name, job title, company name, email address, and phone number. This will make it easy for the potential client to contact you if they have any questions or would like to move forward with your proposal.
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Final Thoughts
Business writing tends to be plagued with platitudes, shallow slogans, and an overuse of buzzwords. To stand out and make a lasting impression, it's important to avoid these pitfalls- not just on your website and ads but across all your business communications. And yes, that also includes the proposal cover letters you send out.
Focus on making your proposal cover letter personalized, concise, and client-focused. By doing so, you can showcase not just what your company does but also how it can address the specific needs of your potential client. This will help you build rapport with your prospects and increase the chances of securing their business.
If you want to take the steps we've outlined here and use them to create a template, Qwilr is at your service! You can use our software to create a cover letter template that can be easily personalized and tailored to each prospect's unique situation. Our tool can also be used to craft winning proposal templates fully loaded with eSignature and analytics capabilities. Want to see it in action? Book a demo to get started.
About the author
Brendan Connaughton | Head of Growth Marketing
Brendan heads up growth marketing and demand generation at Qwilr, overseeing performance marketing, SEO, and lifecycle initiatives. Brendan has been instrumental in developing go-to-market functions for a number of high-growth startups and challenger brands.
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How to Write a Business Proposal Letter (+ Template)
Related articles, lead vs prospect vs opportunity: what's the difference, 52 lead generation statistics to consider in 2024, top 14 email nurture campaign best practices.
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A business proposal letter is a one-page document that serves as the persuasive summary or cover letter for a comprehensive business proposal. Its goal is to briefly highlight the most important aspects of your full proposal. While not required, it’s good to use if you want to convey a higher level of professionalism, to build trust or credibility, to provide added context, or to deliver a short pitch. You can then send the letter in an email or as a physical copy.
Make sure your proposal letter introduces a professional and memorable business proposal for the best results. Hire a design expert on Fiverr to custom-design a business proposal for as little as five dollars. Fiverr is a gig-based marketplace with experts offering editable proposal designs you can customize for each prospect and send as a PDF. Check out the top gigs below:
How Business Proposal Letters Work
A good proposal letter is formatted as a single page containing 3-4 paragraphs and fewer than 400 words, with five key elements. To write a formal business proposal letter that encourages your prospect to continue reading to your full proposal follow these steps:
- Start with Business Headings: Identify who the letter is intended for and who it’s from, listing all parties' contact information.
- Write an Introduction: Use a professional greeting to introduce yourself and your company then remind your prospect of why they're receiving this proposal.
- State Your Purpose: Explain the purpose of your proposal, including the problem, solution, and key benefits.
- Have a Call-to-Action: Clearly tell your prospect what is expected of them to move forward from this point.
- Finish with an Outro and Signature: End the letter with a friendly and personal thanks to the prospect and reiterate your contact information.
Once you draft your business proposal letter, send it to your prospect along with your full proposal. You can mail a hardcopy with the letter on top and the proposal underneath, or more commonly, you can email it. If your contact is the decision maker, paste the letter into the body of an email and attach the proposal. If your contact might forward your email to others, also make the letter the first page of the proposal.
Remember that just like your full business proposal, your proposal letter should be customized for your unique prospect. It should also accurately summarize and tease your proposal, so make sure the information between the two documents are aligned and build off each other. For information on writing a full-blown proposal and how it ties into your proposal letter, read our article on how to create a business proposal .
In some cases, people use the terms “business proposal letter” and “business proposal” interchangeably. This refers specifically to a one-page business proposal . Businesses selling smaller projects or drafting a proposal to companies they have a good relationship with often use a one-page proposal containing both the letter and details.
Free Business Proposal Letter Template
We’ve created a free business proposal letter template that incorporates the crucial elements listed above, as well as examples of what to write for each. Personalize it to your specific sales situation by simply replacing the words in parentheses (aka, the fields) with your own writing. We’ll show you how to do this throughout the article, incorporating screenshots of each section.
Standard Business Proposal Letter Format
Check out each of the major components of an effective business proposal letter below, starting with business headings, continuing on with an introduction, statement of purpose, and call-to-action, and wrapping up with a strong outro.
Introduction
Statement of purpose, call-to-action.
Business headings provide a formal touch for your business proposal letter and include contact information for your business as well as the recipients, such as the business name, address, and points of contact. For more informal business proposal letters or proposal letters you send via email, you can consider omitting this portion of your letter.
Your introduction is an opportunity to re-introduce yourself and remind your lead, prospect, or recipient why you're sending the associated proposal. This also gives you a chance to provide any relevant social proof to prime them before reading your full proposal, as well as tease the overall purpose.
This acts as a summary of the most important contents of your business proposal: their problem, your solution, and the benefits the prospect will receive. This gives you a chance to highlight the most important points of your proposal and accurately communicate your elevator pitch or USP for the scanning reader.
Conclude with a sentence that tells the reader what to do next. Usually, this next step will be to read your attached proposal, but it can also be to request a call or meeting to review the proposal together or to ask and answer any questions that may have arisen after reviewing. If this is the case, use concrete language with a specific ask, such as "use my Calendly link to book a time to connect this week."
End with a polite outro stating how excited you are about the opportunity to work together. Then, sign the document if it's a physical copy, or use a professional email signature if you're sending it via email. Include your contact information in the signature so they can reach you.
Now that you understand the purpose of each section of the letter, follow our step-by-step instructions to write your own business proposal letter.
How to Write a Business Proposal Letter
To write a letter that effectively introduces and summarizes the proposal, draft each of the five elements in order. Below, we'll show examples of each element from our free template. Be brief and to the point, including only the most crucial information and using clear, simple language to help the reader remain engaged. Personalize the letter so the prospect feels that you’ve listened to and truly understood their specific needs — this can inspire them to work with you over your competitors.
1. Fill Out Your Business Headings
Add business headings to the top left-hand side of your letter, listing standard information about both your business and your prospect’s. List full names, job titles, companies, addresses, and contact information, as shown below. This helps the reader know this letter is for them and which business it’s from, which can be helpful if they’re assessing multiple vendors.
Some business proposals also include the date at the top, above the business headings. Some make their business information a header across the top of the page and paste their logo onto it. Do what you think looks best, and combine rows to save space if needed. This element is essentially a formality. As long as it looks organized and professional, it won’t impact the success rate of your proposal. If it looks sloppy, it might hurt it.
Since including business headers is more appropriate for letters that appear as the first page of a full business proposal, if I was writing a proposal letter in the body of the email, I would skip this step.
2. Craft a Compelling Introduction
The introduction element is the beginning of the body of your proposal letter, starting with a greeting like “Dear {Prospect Name} ” and ending with a segue into the statement of purpose. Personalize the introduction to the prospect’s unique situation to make them feel understood; do this by beginning with background information that you’ve uncovered through conversations with them, like the agreed-upon value proposition. Keep it under 100 words, if possible.
Let’s go over the bolded fields in our template using the screenshot below. Include individual and business names, plus the following:
- First or Last Name: Whether you choose Frank or Mr. Underwood depends on your relationship with the prospect. If uncertain, it’s best to stick with the formal Mr./Mrs. Also keep in mind that they might go by other pronouns or honorifics like Mx.
- Date of Last Conversation: The last time you spoke with them, they should have asked for a proposal or shown interest in moving into the next stage. Bring this meeting back into their memory by including the date it occurred. This makes it personal.
- Agreed Value Proposition: At the prior meeting, you and the prospect should have agreed on the value proposition: why the prospect should choose your solution. Write it here, mirroring how they said it out loud or in their email so they remember it easily.
- Number of Years in the Industry: Write how long you’ve been serving customers like them. This harmless brag builds your credibility as an expert.
- Their Business Type: Business type could be “enterprise martech brands,” “freelance writers,” or “property management companies managing over 1,000 units.” Tell them that you’ve served companies just like theirs.
- Eye-Catching Benefit: Before segueing into the statement of purpose, hook them in with another benefit of your solution. Ideally, this is one they’ve expressed excitement about in your past meetings.
Here's how these prompts fit into our free template:
3. Clearly State the Purpose of Your Proposal
Now it’s time to write the statement of purpose element of your business proposal letter. This is arguably the most critical portion of the letter, so it receives the greatest length: about 175 words. It summarizes what the prospect will learn in the attached proposal and the proposal’s purpose: to show them how you’ll help them solve a problem or achieve a goal. This element should also highlight some key benefits or your unique selling proposition (USP) to increase their curiosity.
Below are the statement of purpose fields and how to complete them:
- Prospect’s Main Problem: This grabs their attention since it’s what they want solved. Also, include any associated costs caused by the issue. Dedicate 1-2 sentences to this.
- Your Product or Service: Explain the solution you’re offering. In one sentence, describe what your solution is and how it works.
- Benefits List: List the three benefits they’ll receive from your solution. This gets them excited about the proposal. Consider making benefit #3 a key differentiator (aka, a unique selling proposition) that paints you as separate from and above the competition.
- Any Other Crucial Proposal Elements You Want to Mention: Your proposal often includes more than just the three fields above. List with commas what else they’ll find inside, whether it’s case studies or a full analysis of their situation.
We've included these elements in our free template using paragraphs and bullets:
You may be wondering if cost should get a spot in the letter. It’s generally best practice to exclude cost. There’s a reason the pricing comes at the end of the full proposal — by then, the prospect will fully understand the value you offer, which makes the cost more digestible. The only time you’d include your cost is if it were a main selling point (perhaps your cost is far below the competition’s), in which case you’d include it in the paragraph after the bulleted list.
4. Make Your Call-to-Action
Your call-to-action (CTA) is where you tell the prospect what you want them to do next. This is typically to open and read the attached business proposal. You can also ask them to call or email you when they’ve finished reading it or as questions arise, or to set up a meeting in advance so they’ll finish reading it by the time you connect again. Sometimes, it'll be appropriate to include a contract and ask the prospect to sign it if they have no concerns.
Here are four potential CTAs to use:
- “You can find the proposal below, attached to this email. Please give it a read, and feel free to book a meeting using my Calendly link if any questions arise or you'd like to go over the business proposal in detail."
- “Please read the proposal below and give us a call or send us an email when you’ve finished to set up time to talk about the proposal, answer any of your questions, and discuss the possibility of working together.”
- “Please read the enclosed proposal. To make sure you have all the information you need, let’s put some time on the calendar for me to answer any questions and hear your thoughts. Are you available next week at {Three Date/Time Options} ?”
- "The proposal is attached and includes all of the details we discussed on {Day of Last Conversation} . Please let me know if any questions come up. If all looks good, you can sign the contract on the final page."
As you can see, each CTA tells the recipient to read the proposal and lays out next steps for what the prospect should do after they’ve finished reading. This tactic is effective because it solidifies next steps. We recommend going with an option that politely nudges the prospect to commit to a future meeting during which you can discuss the proposal and move the sale to a close. This accelerates the sales cycle velocity.
If you prefer a gentler approach, use the CTA in our template:
5. End With a Friendly Outro & Signature
Your outro should be 1-2 sentences expressing confidence in your proposal while also thanking the prospect for considering you as a potential partner, supplier, or vendor. This ends the letter on a friendly note and also gives one last reason why reading the proposal will be beneficial. Below the final line of the body, sign off using “sincerely” and your full name or email signature.
A handwritten signature adds a personal touch. If you don’t already have an esignature, you can easily include one by signing a piece of paper, taking a photo, then pasting that image into the Word, Google Docs, or PDF document of your letter.
In addition to the template we’ve given you above, it can also be helpful to review and learn from real-world examples of proposal letters. Check out the specific examples below for guidance in creating your own.
Top 4 Business Proposal Letter Examples & Samples
Take a look at these four business proposal letter examples from around the web by scrolling left and right below. You can learn new techniques, formats, and phrasing from each of them. The more you study other businesses’ proposal letters, the better you’ll be at crafting your own.
Product Business Proposal Letter Example
This letter focuses on and flatters the recipient and then talks about their company and product. While it's ideal to build a relationship with your prospect before sending them a proposal, this letter's first paragraph is a solid option if you haven't had much of a chance to speak with your prospect but you want to get their guard down immediately so they'll read the rest of the letter and open your proposal.
Marketing Agency Business Proposal Letter Example
Because the letter makes a few claims (e.g., a 30% acquisition cost reduction), the full proposal should explain how the seller arrived at each number. This is a great example, but keep in mind that it lacks two key elements: an adequate CTA and a signature. We recommend including both.
Accounting Services Business Proposal Letter Example
The attached proposal seems to focus mainly on the costs of the service, so this letter is shorter than usual. This is okay — different selling scenarios call for different-sized letters. If you have a long-term client who wants another product delivery but doesn’t want the whole “dog and pony show,” you may just introduce the cost summary in the letter.
Web Developer Business Proposal Letter Example
Some businesses do this to save time. If you’re pitching a current client on a product or service upgrade, they might tell you they don’t need the full proposal. Smaller businesses like freelance writers or web designers might not have the bandwidth to craft a long proposal. We have an article on a one-page proposal that goes in depth on this concept and how/when to use one.
Oftentimes, it's best to start with a template and then modify it to best fit your business and to incorporate ideas from examples you see online. Then, you can simply tweak your new template for each unique prospect.
Benefits of a Business Proposal Letter
A business proposal letter isn’t required when sending a full proposal. However, it has many benefits, and you should strongly consider it. Salespeople write business proposal letters for these reasons:
Build Trust
Professionalism still plays a key role in most business transactions. Prospects trust those who put in the extra effort throughout the sales process.
Hook the Prospect
The letter sparks curiosity in the reader and motivates them to read the full proposal by outlining the beneficial information they’ll find within.
Give Your Prospect Context
The letter outlines the content of the proposal, which can improve reading comprehension rates by telling the reader what to look for.
Communicate With Other Readers
Oftentimes, your business proposal will be circulated internally. If this is the case, use your letter to communicate your benefits to other readers.
Overall, use business proposal letters on a case by case basis, rather than trying a one size fits all solution. Your prospects will appreciate the time and effort that personalized business proposal letter will reflect.
Frequently Asked Questions (FAQ)
How do business proposal letters & business proposals differ.
An official business proposal is a multipage document or presentation that outlines all terms of a deal between you and a prospect. This includes a cover page, table of contents, executive and problem summary, proposed solution, qualifications, timeline, pricing, and terms and conditions. Proposals can act as a legitimate contract if you wish to include a signature field. Proposal letters act as an introduction to this entire presentation by explaining its purpose to the prospect.
How Do Business Proposal Letters & One-Page Proposals Differ?
One-page proposals are a single-page document that clearly defines the solution, benefits, and terms of a deal between you and your prospect. They’re an alternative to a full blown proposal and typically work best for smaller deals or more intimate relationships. Business proposal letters aren’t meant to stand alone as one-pagers can. Instead, proposal letters work to introduce the purpose and goal of an official business proposal that you then present to your prospects.
Bottom Line: Business Proposal Letter
Your business proposal letter is an effective lead nurturing tool and is your business proposal’s first impression. It sets the tone for what’s to come and gets the prospect excited about reading your plan to help them achieve their goals. To do this effectively, it must focus on the prospect. Accolades and rewards aside, your business must take the backseat here. Use this single page to show the prospect you know exactly how to help and get them to read your full business proposal .
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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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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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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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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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5 Steps to Writing a Business Plan Cover Letter [+ Templates!]
Every business plan needs a cover letter. Also known as an introduction, executive summary , or overview, your cover letter is your first impression.
It sets the stage for the rest of the document and tells the reader what to expect. Most importantly, it compels the reader to spend the time it will take to review the plan in full.
But how do you write a cover letter? What should it say?
There will be no guesswork here. We’re covering all of the essential deets to include. Plus, we’ve got templates to make your life easier.
What’s in this guide :
Why your business plan cover letter is important
What to include in your cover letter, how to write your business plan cover letter, 3 business plan cover letter templates.
Without a great cover letter, your business plan will lack context and urgency—making it less likely that your audience will read it.
A cover letter surfaces the most important details from the plan, allowing you to craft a cohesive story. For instance, you might focus your cover letter on your market research findings, your estimated profit margin, or how your company is preparing to achieve your business goal. Essentially, it allows you to direct readers’ attention where you want it to go .
A business plan can also motivate you . Entrepreneurs with completed business plans are 260% more likely to start their businesses. When you write a great cover letter, it can serve as a reminder of why you’re putting in the hard work and keep you on track.
What should you include? That depends on the type of business plan you’re writing. Is this a plan to launch a startup, release a new product, or improve an existing business?
Here are some essential pieces of information to include for different types of plans. (Remember that while the business plan will delve into all the details, the cover letter will summarize the most important information.)
New business plans :
Market research
Problem or opportunity statement
Outline of initial offerings (products or services)
Business and pricing models
Time to profitability
Business risks and mitigation plans
Competitive landscape
New product launches :
Product landed cost
Product price for each channel (wholesale, DTC, Amazon, etc.)
Projected profit margin for each channel
Product branding and marketing plan
Plan for product validation and prototyping
Business improvement projects :
Current state of the business
Opportunities for growth
Opportunities for expense cutting
Opportunities for process or productivity improvements
Prioritization of improvement projects
Project goals
Project timelines
Third-party service pitches :
Client goals and objectives
Service scope
Service deliverables
Project or implementation timelines
Expected outcomes
In most cases, the cover letter should fit within one page, but for very long business plans, you might need a page and a half or even two pages to fit the overarching story you want to convey.
You should address the cover letter to your intended reader. That might be a loan officer for a business loan, a potential investor, a business partner, or a client.
Business plan cover letter example
Cover letter examples can offer inspiration and provide a jumping point for your writing.
Here’s an example of a cover letter for a business consulting plan :
Notice how the example focuses heavily on the pain points of running a business: working hard, listening carefully, watching cash flow, etc. The cover letter makes the point that when you’re in the weeds of your business, it can be tough to envision the big picture and steer the ship.
Above all, a cover letter should be compelling. So make sure to include illustrative language, metaphors, clear pain points, and goals to bring the proposed plan to life.
Your cover letter is one of the most important sections of any business plan or business proposal . Follow these simple steps and writing tips to win over stakeholders.
Step 1. Write your business plan first
It’s nearly impossible to write a great cover letter without writing your business plan first. Why? Because your cover letter surfaces the key points from the plan so readers know why they should read the plan and what to focus on.
To write an excellent business plan, you must first begin with research. You might put together a small focus group, interview target customers over the phone, assess a handful of competitor products, and analyze influencers’ social media content within your industry.
Now that you’ve done your research, you can start writing your plan.
Make sure to include these sections:
Market problem
Your proposed solution
Your business model
Target customers
Marketing plan
Your competitive advantage
Financial projections
Required funding
Step 2. Write a strong introduction paragraph for your cover letter
Now it’s time to write the perfect cover letter.
While your cover letter will summarize a variety of points, the first paragraph should have a clear focus. It shouldn’t bounce all over the place, but should make a single compelling argument. You can start with the market opportunity, the unmet customer expectations, the prospective client’s key pain points, or the stellar profit margin your business plan is proposing.
And remember that a good hook makes the reader want to keep reading. So spend plenty of time coming up with a great first sentence that will creatively lead into your opening argument.
Step 3. Write your supporting paragraphs
The next step is to write the supporting paragraphs that drive home your key argument.
For example, if your opening paragraph states that your business plan will address a $1 billion dollar market opportunity, then the remaining paragraphs should clarify the market need (what do customers expect and why haven’t your business competitors risen to the challenge?), how you will address that need (what products or services will you offer?), and what you need from the reader (an investment, a loan, their experience as your co-founder, etc).
Consider using bullet points to quickly list out important details like market research findings, product launch plans, or business goals.
Step 4. Revise your cover letter
Don’t expect to knock it out of the park on the first try. Give yourself time to revise the cover letter over a couple of days. When you take a break before editing , you’re able to look at your writing more objectively—almost as if it was written by someone else. You also allow yourself the space to come up with creative, fresh ideas for hooks, key arguments, etc.
Step 5. Double check that the rest of the business plan follows suit
And lastly, you need to check that your cover letter matches your business plan (and that your business plan matches your cover letter) . This song-and-dance might take some time because whenever you add new info to your business plan, you need to consider if it’s important enough to be featured in the letter. And anything you add to your letter certainly needs to be covered in the plan.
Your reader is going to want to find more details within your business plan, so make sure you’re titling sections clearly. For instance, if you mention “market research” in your cover letter, then title the matching section the same way. Your cover letter serves as a reference point for what readers should hunt for in the plan, so keep that in mind when you’re formatting and adding the finishing touches.
A business plan is most commonly written when starting a new business. But documented plans are also useful when launching a new product, embarking on a big project, or pitching a service. These cover letter templates can be adapted for just about any use case.
1. Accounting plan cover letter template
If you’re sending your business plan to potential investors, lenders, or someone else you’re trying to convince, this template may be helpful. It’s short, to-the-point, and full of confidence.
2. Investing plan cover letter template
This cover letter template is perfect for new business plans in the investing, fintech, and financial services industries. It hones in on the core pain points of amateur investors in need of financial planning.
You can adapt the pain points shared into more of a summary of your market research and the target audience’s needs. Or, you can use this template to pitch financial services directly to potential clients, making sure to include the details of the services in the rest of the plan.
3. Business project cover letter template
This project proposal template can easily be adapted for any business plan, product launch, or operational improvement project. The cover letter is written with compelling language that clearly states the needs and challenges of the project, as well as how you will address them.
To make this template your own, start by summarizing the risks of the project, and then segway into how your business plan mitigates those—whether through hiring, training, project management, software implementation, or a combination of these and other strategies.
Send business plans and proposals that get accepted
Whether you’re sending documents to investors, partners, clients, coworkers, your boss, or other stakeholders, one thing is certain: you want your plan to be accepted.
By analyzing over a million business proposals and plans sent with our software, we found that documents are more likely to close when they include images, e-signatures, intake forms, and editable pricing tables. With Proposify , you get all of these features plus viewing analytics, so you can check when your emails and plans have been viewed. This will help you know who to follow up with to close the deal.
Send better pitches with Proposify. Learn more and start your free trial.
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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Home » Business » Business Proposal Cover Letter (Word, PDF)
Business Proposal Cover Letter (Word, PDF)
In the business proposal cover letter is as crucial as the proposal itself. However, most people don’t give proper time and effort in making a cover letter template. While the first piece that the investor sees is the cover letter that covers the proposal.
Table of Contents
What is a cover letter?
It’s an accompanying letter that comes together with your resume. It is a written document that gives your introduction. It also gives additional information about your skills and experience. In addition, a cover letter is a written overview of your CV or resume. You may also like Marketing Letter Template .
Cover letter importance in the business proposal:
As we said above that the cover letter in a business proposal is as important as the proposal itself. However, there are exactly three parts of the business proposal examined i.e. cover letter, the costs, and the timescales.
The executive summary of the proposal cover letter has a strong connection. Therefore, the cover letter is the basic version of the business proposal. It just shows the key points on the major topics of the business proposal . When the investor doesn’t have enough time to read the business proposal as a whole, then this letter can still present the major points of the entire business proposal. You should also check the Proposal Rejection Letter .
Moreover, it assists you to make the investors believe there is a better return of investment in your business. It serves as the cover of your proposal. It presents your passion, eagerness, and desire to fully pursue. Above all, it contains important details that affect the entire proposal.
Structure of the business proposal cover letter:
The structure of the cover letter in the business proposal consists of three parts;
Introduction:
This part is a crucial part of your letter. It captures the reader’s attention. You should keep it clear and broad but not too broad. Don’t add too much detail. However, to be direct and straight to the point is the better option.
The body of your letter must be direct and away from indecision. It clearly describes the purpose of your business proposal. Don’t use maybe and if in your letter.
Furthermore, it communicates how qualified you are as a supporter of applying the proposal. It should give proof of your qualifications and the study you have directed in the practicability of the proposed project. You may also see the Career Change Cover Letter .
Business Proposal Cover Letter Email
Business Proposal Cover Letter Example
Business Proposal Cover Letter Sample
Free Business Proposal Cover Letter Template
Business Proposal Letter Format
Printable Business Proposal Letter Template Word
Foundation Proposal Cover Letter
Writing a Business Proposal Letter
Conclusion:
In this part, you should invite the investor to read the proposal as a whole. Since it is the purpose of your cover letter to encourage the reader to read and understand the rest of your proposal.
Most importantly, in the closing of your letter, must include your contact information. This is because the investors know when and where to reach you when they need you for more discussion.
Hence, we concluded that the business proposal cover letter template is an important part of the whole. It not only introduces you as a supporter but also explains the main purpose of the proposal. In addition, it precisely explains the important points in the content and the entire proposal. And, it also tells the readers what they are going to read.
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I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.
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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How to Write Professional Proposal Letter for Your Business [Including Template]
Written by: Olujinmi Oluwatoni
The power of a well-crafted proposal letter cannot be understated. It holds the potential to effectively communicate the value of your offerings to potential clients.
The best part? Writing a compelling proposal letter can help you secure more business opportunities and achieve your sales targets
So how do you actually create a professional proposal letter that’s strong enough to lift conversion rates and sales?
This article will show you how to write winning proposals that not only capture attention but also persuade your prospects to hire your services. We've also included customizable templates to get you started.
Table of Contents
- What is a Proposal Letter
Benefits of Using a Proposal Letter
How to write a proposal letter, 4 proposal letter templates to use.
- A proposal letter is a formal document summarizing your business's interest and capability in helping a client meet a need.
- The letter conveys your knowledge of the client's problem, your solutions and the benefits of working with your organization.
- Proposal letters stand out because they are versatile, easier to read and understand, set you apart from your competitors and ensure clarity.
- Follow these steps to write a proposal letter: Research your potential client and their pain point, choose a proposal letter template, insert your company details and personalize your introduction.
- Share your achievements and testimonials, customize your solution to fit their needs, add a clear call to action and end with a salutation.
- Sign up for Visme to access various features and customizable proposal letter templates to take your sales game to the next level.
What Is a Proposal Letter?
A proposal letter is a formal document that summarizes your company’s interest and ability to solve a prospective client’s pain point. It communicates your understanding of your potential client’s problem, how your company plans to solve it and why they should choose you.
A prospective client may request a business proposal after an initial consultation to better understand how your company can help them reach their goals.
You can attach your proposal letter to your business proposal to briefly highlight your company’s expertise and strategy. This gives your reader a chance to assess your company before diving into the full proposal.
Let’s explore four reasons why a proposal letter is a great fit for your company.
Easier to Read and Understand
A proposal letter is an abridged form of a business proposal. It contains key information your reader can use to make a decision right away if necessary.
Proposal letters give room for your client to quickly understand who you are, your proposed line of action and where they can get more information.
So, if you want to be heard and considered in a busy schedule, then a proposal letter will be of great benefit!
Sets You Apart from Competitors
Writing a proposal letter in itself isn't what sets you apart from competitors. Rather, it is how well you position your company that gives you a chance at being chosen.
A proposal letter gives you the opportunity to highlight your most relevant achievements that give your company credibility. It shows your prospective client what makes you fit to help.
In your proposal letter, you can mention how you have helped companies such as theirs grow by 50% in 3 months using your solution. Or you can mention how many years you have served in your industry.
This personal touch can help to build trust with your client and boost your chances of standing out from your competitors.
Proposal Letters Are Versatile
They can be used exclusively as a proposal, that is, without having to send a separate document. This can come in handy if you just want to signify interest or don’t have a separate proposal ready.
Your proposal letter can be attached to a business proposal as a cover letter that makes your readers aware of what to expect from the document.
Another way a proposal letter is used is in the body of an email that responds to a proposal request. This can be shared with other decision-makers and gives them an idea of what to expect from other supporting documents.
Promotes Clarity and Clear Communication
Writing a proposal letter will help you articulate your ideas and objectives and communicate them in a clear and simple manner. Once this is achieved, your prospect will have an easier time understanding your role in their success.
Just like any other business letter template , a proposal letter follows a structure that begins with your company details and ends with a formal salutation.
Your professional proposal letter may include:
- Your company name, address and contact details
- The date the proposal was written and sent
- An overview of the problem your potential client is facing
- Your credibility, results and past achievements
- Your value proposition or plan to solve their problems
- Results your potential client should expect from working with you
- A proposed budget or timeline of action
- A clear call to action
- Formal greetings and salutations.
Now let’s go into details on how to write a strong and persuasive proposal letter.
Research Your Potential Client and Their Pain Point
Before you draft your proposal, it is important you do your research about your potential client and understand the problems they are facing.
You may get some information during an initial consultation or sales call. Whatever the case may be, try to dig deeper by getting to know their company’s values and growth plan.
Map your buyer persona to understand their pain points, budget, timelines and more. This information will improve your chances of closing the deal.
Choose a Proposal Letter Template
Starting from scratch isn’t always the best idea, especially when there is a suitable alternative.
After you have done your research and are ready to start, you can choose a template from Visme’s library of professionally designed proposal templates and customize it. You can change the colors, font and typefaces or visuals in a proposal template to suit your company's brand and support the message you want to pass across.
We recommend using Visme’s templates because they are expertly designed and you can access lots of features that’ll make your proposals stand out. Not only will this help you hone in on your proposal designs, but it’ll also give you a boost when crafting your content.
Hear what one of our users has to say about Visme’s templates:
You stumble on some templates and are blown away that someone put the time and effort into creating them. You did not know you needed them in your life until that minute.”
- Lorens, Graphic Designer
Insert Your Company’s Details and Formal Greetings
You should begin writing your proposal letter by inserting your company address and date on the top right-hand side of the page. You can add more authenticity to your proposal by creating a professional company letterhead with Visme.
Right below your company address, insert the name and address of your recipient. It is important to know who will receive your letter so as to address it accordingly.
Don't forget to input the date of the letter and an appropriate salutation such as “Dear sir, Dear ma, Dear Mr. XYZ” etc.
RELATED: 35 Business Letterhead Templates for Your Next Letter
Personalize Your Introduction
The introduction section of your proposal letter is so important. In this section, you are to
- Introduce yourself and your company
- Reference a previous discussion, meeting, or consultation that gives background as to why you are sending this letter
- Highlight the problem or pain point of your potential client
- Share your interest in offering a solution to that problem
For example, as the sales manager of an IT infrastructure company, you may begin your introduction like this;
“I am writing this letter to you on behalf of ABCTech, a leading provider of innovative IT solutions for businesses like yours.
During our consultation call last week, we discussed how XYZ challenges have affected your company’s productivity and growth in the first quarter of the year. You highlighted specific challenges such as slow performance, security risks and software compatibility issues.
I am excited to propose a special IT upgrade plan designed to solve these specific issues and help your company become more efficient and secure.”
Share Your Achievements and Testimonials
Don’t hold back from telling your potential client why you are the best fit for the job.
In this section, discuss your past achievements, results and victories. You can include social proof like testimonials , reviews, case studies and client success stories. Feel free to attach a link to a portfolio of the work you've done before or a list of clients you've served. This will give you credibility and distinguish you from your competitors.
Here’s an example;
“At ABCTech, we take pride in our proven track record of success. With over 40 years of experience in the IT industry, we have helped numerous companies like yours achieve remarkable results.
Our specialized IT upgrade package in particular has a 90% success rate boosting efficiency by up to 60% and enhancing security by implementing state-of-the-art measures.
We have a team of skilled professionals dedicated to providing top-notch service and ensuring your complete satisfaction.”
In a simple and concise manner, utilize this section to give your clients a reason to want to choose you.
Customize Your Solution to Fit Their Needs
The next thing to do is highlight a specific plan or strategy you have to solve your potential client’s business concerns.
You can maximize this section by listing your plans or objectives in bullet points. This clearly highlights each plan for your prospective client to see.
Remember, this is not the full proposal, so you do not have to go into much detail here. Ensure it is concise but convincing enough to your client. You can also include certain benefits your client should expect by working with you.
Using the same example, you can write something like this;
“Our approach to addressing your business concerns is comprehensive and effective. Here are the key points of our plan:
- Conduct a thorough IT infrastructure audit to identify weaknesses and areas for improvement.
- Develop a customized modernization roadmap that aligns with your specific needs and goals.
- Implement cutting-edge software and hardware upgrades to enhance system performance and security.
- Provide regular training to your staff to ensure a smooth transition and maximize productivity.
- Offer ongoing support and maintenance to promptly address any issues that may arise.
Our goal is to empower your company with the tools and expertise necessary to thrive in today's competitive business landscape.”
Provide a Clear Call to Action
In some cases, you may need to include a proposed budget or timeline for achieving results.
Where that isn’t necessary, the next step will be to let your client know how much you look forward to working with them and improving their businesses.
In your conclusion, add a clear Call to Action (CTA) – where your reader can get more in-depth information or how they can reach you to ask questions. A good CTA is important as it gives your reader directions on what action to take next.
A simple but effective CTA can look like this;
“We at ABCTech are thrilled about the opportunity to work with XYZ Corporation and improve your business. For more information, please find attached to this letter a comprehensive business proposal.
If you have any questions, please call 1-000-123-4569. I look forward to hearing from you soon! Thank you for considering ABCTech as your trusted IT partner.”
Include a Closing Salutation
At the end of your letter, include an appropriate closing salutation such as “yours sincerely, yours truly, yours faithfully,” etc. Ensure you create a space to sign the document with your name, email address, or company website.
If you feel well-equipped to write your own proposal letter, let’s explore four professional proposal letter templates that will take your business to the next level.
Partnership Proposal Letter
This sleek proposal letter template works well for establishing your prospective client’s expectations before they enter into a partnership with your company.
It doesn’t matter if you're a seasoned negotiator or a novice in partnership dealings. This template serves as a proven foundation for your outreach efforts.
With this template, you can break down the benefits of partnership and highlight the key areas you wish to collaborate on.
Simply insert your company's unique details and watch your proposals come to life with impact and professionalism.
And when you’re done, Visme allows you to share and publish your proposal letter in easy and convenient ways. You can get a shareable link or download it in PDF, JPG, PNG and HTML5 format.
Utilize Visme’s analytics features to track prospects that have viewed your proposal.
Product Business Proposal Letter
Are you prepared to pitch your game-changing product to potential partners, investors, or clients? Say hello to our Product Business Proposal Letter Template.
The bold colors and abstract shapes of this proposal letter give it a professional feel and draw your reader in to pay attention to the details of your proposal.
Utilize interactive features like hover effects and pop-ups to reveal additional information or link text to brochures, testimonials and more. This will not only engage your readers but add more value to your proposal letter.
Sales Proposal Letter
A great way to warm up to your prospective client is by communicating a vision of their success through your services.
When they can see themselves doing great with your proposal, you know you’ve done something right.
This sales proposal letter template lets you break down your company’s services and how they help your prospective client achieve their goals.
The bright colors used in this template give it an appealing and inviting feel so that the person reading your proposal can relax and dive into the information you’re presenting.
Having trouble crafting the content of your proposal letter? Use Visme's built-in AI writer to your advantage. You can generate a draft in minutes by inputting the right prompt. Simply edit the content with your own information.
Event Proposal Letter
If you’re going for a more traditional but trendy proposal letter, then this one is for you. It strategically incorporates your brand colors on each page, which is good for brand awareness, especially when requesting sponsorship.
The template also highlights various segments in prominent blocks, which is great if you don't want your reader to skip over important information.
Take advantage of Visme’s brand wizard , which helps you create branded documents easily.
By uploading your website link, Visme’s tool extracts your brand assets (logo, font, colors) and saves it to your brand kit. This way, all your designs will be automatically customized.
Easily Create Professional Documents with Visme
A well-written proposal letter closes the gap between you and your prospective client. It demonstrates your understanding of the recipient's needs and presents a compelling case for they should hire your services.
With this guide, you can start closing deals with your proposal letters.
Visme empowers you and your team with cutting-edge tools, designs and resources to create professional proposal letters that stand out. You can use also to create stunning proposal letters and business proposals, presentations, reports , training manuals , ebooks, case studies and more.
Visme offers collaborative features, enabling teams to work together in real time, streamlining workflow. You can use a variety of admin tools to manage, save, track, share, and track the progress of projects across teams and workspaces.
Create an account and take your business to the next level with Visme!
Put together professional and engaging proposals in minutes with Visme
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About the Author
Olujinmi is a Content writer for Visme who creates human-first SEO content. She loves helping businesses smash their ROI goals with strategic content development and optimization. When she’s not writing, you’ll find her composing songs.
Business Cover Letter Examples and Templates for 2024
- Cover Letter Examples
- Cover Letter Text Examples
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
- Entry-Level
- Senior-Level
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:
Key Skills and Qualifications | |
---|---|
Business administration | Business analytics |
Business modeling | Business strategy |
Change management | Data analytics |
Data-driven decision making | Finance |
Financial analysis | Financial reporting |
Investment strategy | MS Excel |
P&L | Project management |
Sales strategy | Tableau |
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.
Craft a new cover letter in minutes
Get the attention of hiring managers with a cover letter tailored to every job application.
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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IMAGES
COMMENTS
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.
Here are some steps for how to write a proposal cover letter: 1. Include contact information. It's important that you include your contact information, your name, email, phone number, and the contact information of your organization, its name, email, phone number, website and even social media pages. This is because the reader of your proposal ...
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 ...
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.
A proposal cover letter is a one-page document that helps you pitch your offer to a client, business partner, or any kind of prospect you want to do business with. It is usually written as a response to an RFP (Request For a Proposal) and can sometimes be referred to as a cover letter for an RFP .
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 ...
From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn't easy. So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out. A proposal cover letter is important.
1. Create a business header. Write your contact information at the top of the letter followed by the date. Then add the contact information of the recipient. If you're sending an email proposal, you'll use a subject line with your name and general purpose instead of a business header. 2.
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."
A proposal cover letter should be concise, no longer than one page. Use strong and compelling language to make an impact in a short amount of space. Your letter shouldn't be longer than your proposal, as the focus should be on the proposal and not overshadowed by a lengthy cover letter. A strong call to action.
This ends the letter on a friendly note and also gives one last reason why reading the proposal will be beneficial. Below the final line of the body, sign off using "sincerely" and your full name or email signature. Outro & signature template example. A handwritten signature adds a personal touch.
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 ...
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:
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.
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 ...
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.
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.
Consider using bullet points to quickly list out important details like market research findings, product launch plans, or business goals. Step 4. Revise your cover letter. Don't expect to knock it out of the park on the first try. Give yourself time to revise the cover letter over a couple of days.
Here are some steps to writing a cover letter for a business plan: 1. Create the header. In the letter's header, include the name and contact information of people involved in the proposal who might be resources. Also, include the name of the business, the business address and the contact information for the business.
However, there are exactly three parts of the business proposal examined i.e. cover letter, the costs, and the timescales. The executive summary of the proposal cover letter has a strong connection. Therefore, the cover letter is the basic version of the business proposal. It just shows the key points on the major topics of the business proposal.
Top ↑ Business Cover Letter Example 5 Steps for the Perfect Business Cover Letter #1. Put Contact Information in the Header #2. Address the Hiring Manager #3. Write an Eye-Catching Opening Statement #4. Use the Cover Letter Body for the Details #5. Wrap It Up and Sign It 3 Essential Business Cover Letter Tips #1.
Your proposal letter can be attached to a business proposal as a cover letter that makes your readers aware of what to expect from the document. ... For more information, please find attached to this letter a comprehensive business proposal. If you have any questions, please call 1-000-123-4569. I look forward to hearing from you soon!
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].
The technical proposal should include. A cover letter, including; Assessment of suitability vis-à-vis the requirements of this ToR; ... [email protected]; A.Niyazov ave. 157, Ashgabat, Turkmenistan, 744000 +993 61 89 14 98; For announcements and vacancies: [email protected];