A proposal letter is often used for business communication purposes. For instance, you may want to propose a business venture with another company or organization. In many cases, a proposal letter is a type of cover letter that briefly covers the basic information that will be included in a formal proposal. While this can be a difficult task that you dread to undertake, it does not have to be so intimidating. Below you will find tips and guidelines that will help make writing a proposal letter a far less daunting task.
1. Be professional and concise. Always write your proposal letter using a business format. Use simple, easy-to-read fonts; avoid excessive bold or italic fonts. For the most professional appearance, use white or cream colored business letterhead stationery and leave plenty of white space around borders.
2. Keep it brief. In any business situation, a proposal letter should be brief and to the point, including only information that is relevant to what you are proposing.
3. Use a positive, friendly tone in your letter. A proposal letter is often designed to display the benefits of the proposal to both parties. Use a positive, enthusiastic tone in your letter in order to get the reader excited about the possibilities.
4. Review your proposal letter. Before sending out, always proofread your letter several times to make sure there are no spelling or grammar errors, and that all details contained within are correct.
Sample proposal letter
Business or Company letterhead
City, State, Zip
City, State, Zip
Dear (Mr./Mrs./Ms./Miss) followed by last name,
In the introductory paragraph, express your pleasure in becoming associated with the business/institute. Go on to explain that you are pleased to present the proposal, and how you believe partnering with the recipient’s company/organization will prove beneficial to both parties.
The main body of your proposal letter should briefly detail specifically what your company does and the results of your efforts. Explain how the recipient’s participation will further those results, and how it will benefit their company/organization as well.
Let the recipient know that you are including the entire proposal along with your letter, and any feedback you have had in previous years from other companies you have partnered with. This will help further demonstrate the results so that the recipient can see how advantageous your proposal is to their company.
In closing, thank the recipient for their time and consideration, and include the details of where you can be reached should they have further questions concerning your proposal.
As you can see, writing a proposal letter is not all that difficult. Take time to gather your thoughts, keep your letter positive and upbeat, and you will be able to draft a proposal letter that is professional in appearance and gets the results you desire.