How to Write a Business Proposal [Examples + Template]

Meredith Hart

Published: August 09, 2023

Free Business Proposal Template

email template for a business proposal

Propose your business as the ideal solution using our Free Business Proposal Templates.

  • Problem summary
  • Proposed solution
  • Pricing information
  • Project timeline

Thank you for downloading the offer.

It's finally happened. You've started a new business, and your customer base is starting to expand. But even though you're making progress, you still feel like you could be doing better.

how to write a business proposal: image shows a person holding a pen and another person typing on a laptop

There's a whole world of untapped potential around you — prospects you know would benefit from your product or service. And the issues you're running into are less about your solution's soundness and more about how you can reach your potential base.

→ Download Now: Free Business Proposal Template

That's where business proposals come in. They can bridge the gap between you and potential clients. A solid proposal can outline your value proposition and persuade a company or organization to do business with you.

Here, we'll take a look at the various kinds of business proposals and go over how to write one. We’ll also see some ideas and examples to help guide yours.

Know exactly what you need? Jump to one of the following sections:

What is a business proposal?

Types of business proposals, how to write a business proposal, business proposal templates, business proposal example, tips for writing a business proposal, business proposal ideas.

A business proposal is a formal document that’s created by a company and given to a prospect to secure a business agreement.

It's a common misconception that business proposals and business plans are the same. The proposal helps you sell your product or service rather than your business itself.

Instead of assisting your search for investors to fund your business, a proposal helps you seek new customers.

Follow Along With HubSpot's Business Proposal Template


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There are two types of business proposals: unsolicited and solicited.

  • Unsolicited Business Proposals : With unsolicited business proposals, you approach a potential customer with a proposal, even if they don't request one, to gain their business.
  • Solicited Business Proposals : Solicited business proposals are requested by prospective clients so that they can decide whether to do business with your company.

In a solicited business proposal, the other organization asks for a request for proposal (RFP). When a company needs a problem solved, they invite other businesses to submit a proposal that details how they'd solve it.

email template for a business proposal

Propose your business as the ideal solution using our Free Business Proposal Templates

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Whether the proposal is solicited or unsolicited, the steps to create your proposal are similar. Make sure it includes three main points:

  • A statement of the organization's problem
  • Begin with a title page.
  • Explain your why with an executive summary.
  • State the problem or need.
  • Propose a solution.
  • Share your qualifications.
  • Include pricing options.
  • Summarize with a conclusion.

Before writing your business proposal, it's crucial you understand the company. If they've sent you an RFP, make sure you read it carefully, so you know exactly what they want. It can also be helpful to have an initial call or meeting with the new client to ensure you fully understand the problem they're trying to solve and their objectives.

Once you've done your research, it's time to begin writing your business proposal. There's no one-size-fits-all approach to writing a business proposal, but let's take a look at some elements proposals often include. (I designed this example business proposal using Canva .)

1. Begin with a title page.

You have to convey some basic information here. Introduce yourself and your business. Be sure to include:

  • Your company's name
  • The date you submitted the proposal
  • The name of the client or individual you're submitting the proposal to

Your title page should reconcile engagement with professionalism. It's a tone-setter, so you need to make sure yours is sleek, aesthetically appealing, and not too "out there."

Here's an example of what a business proposal template looks like when done right:

How to Write a Business Proposal: Business Proposal Example Title Page

The executive summary details exactly why you're sending the proposal and why your solution is the best for the prospective client.

Specificity is key here. Why are you the best choice for them?

Like a value proposition, your executive summary outlines the benefits of your company's products or services and how they can solve your potential client's problem.

After reading your executive summary, the prospect should offer a clear idea of how you can help them, even if they don't read the entire proposal. Here's what one should look like:

How to Write a Business Proposal: Sample Executive Summary

3. State the problem or need.

This is where you share a summary of the issue impacting the potential client. This is your opportunity to show them you understand their needs and the problem they need help solving.

How to Write a Business Proposal: Example Event Overview

This section should show your authority in your industry. With this in mind, be sure to include:

  • Case studies
  • Client testimonials
  • Relevant awards
  • Industry accreditations

6. Include pricing options.

Pricing is where things can get a bit tricky, as you don't want to under or over-price your product.

How to write a business proposal: Include Pricing Options

The pricing section of your proposal could include:

  • A detailed pricing breakdown, including packages, tiers, and add-ons or optional services
  • How product features and benefits align with pricing choices
  • Pricing for different needs and budgets
  • How your pricing compares with competitors
  • An FAQ section to respond to anticipated objections and explain your pricing strategy

7. Summarize with a conclusion.

After sharing the above information, simplify it all into one final section.

  • First, briefly summarize the proposal. Be sure to share your qualifications and why you’d serve as the best choice.
  • Then, to prompt further conversation, confirm your availability to go over the next steps.
  • At the end of the proposal, the goal is to have the client ready to work with you. So, be sure to offer your contact information for easy follow-up.

In need of some inspiration before you begin writing? Here are example business proposal templates from popular business proposal software companies you can use to help create your proposal.

1. HubSpot's Free Business Plan Templates

HubSpot Business Proposal Template

Download these Templates

We know how crucial a great business proposal is to your and your client’s success. That's why we've compiled 2 Free Business Proposal Templates for you to use and customize for any of your projects.

You'll gain access to a concise, one-page template (pictured above), as well as a longer template for you to refine your plan and proposal.

Download the templates now to get started on building your proposal.

2. Web Design Proposal

Business Proposal Templates: Web Design

Companies, big and small, dedicate resources to establishing a noticeable social media presence. With advertising on social networks projected to reach $82.23 billion dollars in 2025 , it's in your business's best interest to have a plan for growing your client's social media presence.

To help you in that effort, the information in this social media marketing proposal includes an executive summary to help introduce your high-level ideas, an assessment of the client’s company to show your diligence, and a breakdown of billing to show how your company charges for posting, content creation, and analytics.

8. Content Marketing Proposal

Business Proposal Templates: Content Marketing

When pitching your content marketing services to clients, this template can help you organize your ideas. While it walks you through initial objectives and how to communicate your prospected results, one of the most helpful parts of this template is the pricing ideas it gives you when charging for your services.

Business proposal templates are helpful places to get started, but what should your business proposal look like when it's complete? Below, we share an example of a business proposal template that will inspire you.

In the business template example below, Social Portal Consulting (SPC) pitches a marketing proposal to Graphic Bean. At first sight, this proposal appeals to the creative. A nice touch would include designing the layout in your or your client’s brand colors.

Business Proposal Example: Social Media

Besides the design, the social media icons quickly tell the prospect what platforms Social Portal is pitching. Because we see Facebook, Twitter, Instagram, and Pinterest icons, the client instantly knows that this proposal doesn’t include LinkedIn, YouTube, or other platforms.

While maintaining its design, this example outlines Social Portal Consulting’s plans efficiently. It begins by providing insight into Graphic Bean and its goals before elaborating on how SPC can leverage its expertise to help them achieve them.

This business proposal template includes an easy-to-follow timeframe for goals and objectives while keeping the client abreast of how payment will happen across the project.

Overall, this is an excellent example of how to combine the elements of social media marketing into a creative and concise business proposal. Finally, we'll leave you with some business proposal ideas to get you started on your own.

  • Start with an outline.
  • Keep it simple.
  • Stay on brand.
  • Quality control.
  • Include data and visuals.
  • Add social proof.
  • Use a call-to-action.
  • Create a sense of urgency.
  • Make the decision for them.
  • Incorporate video into your proposal.
  • Include up-sell and add-on opportunities.
  • Clarify your terms and conditions.
  • Include a space for signatures to document agreement.
  • Create a table of contents.

1. Start with an outline.

If you want to produce a thoughtful, effective business proposal, you need to have some idea of what you're hoping to achieve with it.

So before you dive into writing, outline the major sections of your business proposal and the pertinent information you want to include. This will help you stay focused and make sure your message stays intact as you write.

Use these free business proposal templates to make sure that your outline includes everything you need.

2. Keep it simple.

There's no definitive blueprint for how long a business proposal has to be. Yours should be however long it takes to convey the information you want to get across.

That said, you're best off focusing on quality over quantity. Keep your sentences short and simple, and avoid including too much business jargon.

You want anyone who picks up your proposal to make sense of it. So, be straightforward and don't get too fancy. Aim for substance over flash.

3. Stay on brand.

Don't be afraid to let your company's personality shine through in your proposal. Stay true to your brand and show the client what sets you apart from your competitors.

4. Quality control.

A quick spelling and grammar check before you hit send isn't enough for a business proposal.

Your proposal needs to be clean and airtight. So, as you draft your proposal, and after checking for the basics, keep scanning this document until it's just right.

Check to make sure your proposal:

  • Meets client needs and expectations
  • Highlights your value proposition
  • Is well-structured and easy to read or skim
  • Complies with legal, ethical, and regulatory requirements
  • Looks professional and engaging

5. Include data and visuals.

You want your business proposal to capture your prospect's attention and help set you apart from any other ones they might have received. One of the best ways to do that is to include hard, quantitative data that helps stress the value of your business.

Use relevant, compelling figures that highlight what you have to offer. This can establish authority and make your proposal more convincing. It also helps to include visuals such as charts and graphs to enhance your proposal.

6. Add social proof.

You can only be so convincing when you're personally talking up how great your business is. Adding social proof lends your proposal another degree of credibility.

Prospects are skeptical. They may not take you at your word. But they'll likely trust peers and fellow customers. That's why including elements like customer quotes and testimonials can go a long way.

7. Use a call-to-action.

Prospects need direction. The best proposal in the world can only take you so far if you don't clearly define the next steps. That's why you have to make sure the reader knows what to do after reading your proposal.

A clear call-to-action is the best way to get there.

Define and highlight exactly what they should do to act on the interest your proposal has generated. Without that guidance, you might leave your reader in limbo.

HubSpot customers : Use this CTA builder to create powerful customized CTAs.

8. Create a sense of urgency.

No one wants to feel as if they missed out on a great opportunity. Without urgency, your prospect might drag their feet and put off making a decision.

So, as you create your business proposal, your goal should be to create a sense of urgency.

When prospective clients read your business proposal they should feel that the best time to sign up for your service is now.

One way you can accomplish this is by stating your short and long-term goals for their business. They'll have to wait for the long-term goals, but you can make the short-term goals so enticing that they'll be ready to begin a collaboration.

9. Make the decision for them.

Craft your copy in a way that seems like saying "no" to the proposal would be stepping over dollars to pick up pennies. Your offer should go above and beyond their expectations. Do everything in your power to remove friction and objections along the way.

10. Incorporate video into your proposal.

If you're creating an online proposal using document file formats like PDF, add multimedia elements. This will enhance the proposal experience, make your document richer, and keep them engaged.

Try adding a video at the beginning as an intro to your proposal. Or, put a video in the project breakdown to verbally discuss some of the more confusing parts.

Extras like this can make an impression. This tip works especially well with prospects who are visual or auditory communicators.

Pro tip : HubSpot Video makes it easy to record and embed video into a website or email for a big proposal boost.

11. Include up-sell and add-on opportunities.

They say you won't receive unless you ask. And readers won't explore the upper tiers of your solutions if you don't give them the opportunity.

So, share some upsells and add-ons about your business that they can act on. Call out a specific pain point and how this extra can add value.

With this step, balance is important. Show them everything your business has to offer without overwhelming your recipient.

12. Clarify your terms and conditions.

Your business proposal should include details on your project timeline and payment schedule. This summary is basically what you and the client agree to if they accept your proposal.

How to write a business proposal: Example Terms and Conditions

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Propose your business as the ideal solution using this free template.

How to Write a Business Proposal Email

email template for a business proposal

Sending out a proposal over email is tricky business – whether you’re reaching out cold or following up on a recent meeting. Chances are, the person you’re trying to reach will have a busy inbox, so it’s up to you to make your message stand out.

It’s important to follow the correct email format when writing a business proposal email. The templates below should give you a rough idea on how to format it correctly.

Table of Contents:

Business Proposal Email Format

You can start creating business proposal emails quickly and easily if you follow a simple 5-step format:

1. Subject Line

Your business proposal email subject line needs to accomplish a few different things. First of all, it should be attention-grabbing. You’ve only got a few seconds so every word you use here matters.

Secondly, you need to make your subject line relevant and get right to the point. This shows professionalism and a respect for your recipient’s time.

Lastly, use the recipient’s name whenever possible. This makes your email have a more personalized feel.

Some example subject lines to use are:

  • “[Name] – My proposal regarding the new launch”
  • “Hey [Name] – Please look this over”
  • “[Company Name] Proposal”

2. Greeting

Once you have gotten your recipient to open your email by making it catchy, personal, and relevant, you need to work out the greeting you’re going to write.

There are several schools of thought regarding what a greeting should look like. Some feel that you should go with a personal and informal greeting. Others would claim that you should keep it ultra formal.

The reality is that a great greeting depends on the market or person you are addressing, and your relationship to them. Obviously saying “Hey Buddy” wouldn’t be very appropriate if you’re cold emailing a C-level executive that you’ve never met.

That being said, here are a few greetings ranging from least formal to most formal that you can use to start off your email:

  • “Hey [first name]!”
  • “Good afternoon [first name]”
  • “Dear [Mr. / Mrs. Last Name]

3. Opening Line and Body

Think of the opening line as an extension of your subject line. Go into more depth about the purpose of this email. In other words, tell your recipient what to expect in the words to follow.

For the purposes of a proposal, you also want to include some kind of “hook” — this is some kind of useful information or promise of value within your proposal.

As an example, you might have a very dense body paragraph with the information outlining your proposal. However, this might look intimidating to read at first glance.

So you can give them a brief overview first, like “We’ve found a way to save your company 30% on your office supplies over the next year.”

Then, you can simply fill them in on the details of the proposal throughout the body as you normally would.

You can think of the business proposal email ending as the inverse of the opening and greeting. It will be a lot less detailed and a lot more general than the body.

Use the ending as a chance to wrap up the email by providing a brief summary of what your proposal is. In addition, you’ll want to end with a call-to-action. This way, you tell your recipient what the next step is in the process and take leadership.

Here’s an example ending utilizing the concepts above:

“In summary John, by working with ABC Office Supplies, we can save your law firm 30% on your office expenses annually. Please let me know if you’d like to move forward on this agreement or if you have any other questions. Talk soon.”

5. Signature

The final part of your proposal is your signature. This may sound like simply signing off with your name, but it’s a little more involved than that depending on your goals.

Sure, you can simply sign off with a “Regards, [Your Name]” type of signature. This is short and sweet.

However, consider adding some more pizzazz to your signature with potential social media links, product or sales page links, and additional contact information. These can be helpful if you are trying to expand your footprint and the ways in which your recipient can reach back out.

8 Business Proposal Email Templates to Use in 2023

Want to send out business proposal emails in even less time? Utilize these customizable templates below and save hours of hard work:

1. Proposal email to offer services

Subject line : Need help with [service?]

Just noticed that you are [potential customer avatar] and I thought we might be able to help you. We help companies just like yours [solve their problem]. I would be happy to discuss the possibilities more in detail.

Just reply to this email and we can set up a good time to chat.

Regards, Austin

Why it works

Instead of beating around the bush, this email simply tells the potential client exactly why you’re contacting them — to potentially work together.

2.Proposal email sample to an existing client

Subject line : Congratulations

Through the last 2 years of being our client, we’ve helped you increase your sales by 45% and increase your productivity at the same time, saving countless hours of time and payroll.

We just wanted to say congratulations and focus on improving your business in every way possible, and investing in a service that allows you to enjoy these results!

That being said, our team has come up with a few ways that we think we can improve your sales process even further. If correctly implemented, it could boost your bottom line by another several percentage points this year.

When would you have a quick 15 minutes to connect on this and dive into some more detail?

Cheers, [Your name]

Why it works From the first moment in the subject line, by saying congratulations, you are setting a positive tone. You want to remind them of all the good things you’ve done together, and the benefits of continuing to work together.

3. Project proposal email

Subject line : Hope this finds you well…

Hey [supervisor’s name],

Just taking a few moments in between finishing up today’s reporting and preparing for the meeting with [client] tomorrow on their ongoing needs.

Through the past several months I’ve been proud about crushing my projections and I want to thank you for all of your support.

Frankly, I see a bright long term future here and am excited to work every day on our mission. With that being said, I have an idea for a new project that I would love to spearhead.

This project could potentially reduce client turnover and specifically help our largest client [client’s name] get even better results in a short amount of time.

As you know, I’m interested in continuing to work hard and earn promotions to eventually be in management, so I would appreciate your feedback on the potential of this new project.

Speak soon, [your name]

Why it works You are putting the project in terms of the benefit to your boss / recipient. Obviously, you benefit too but always remember who you’re talking to.

4. Business proposal email sample

Subject line : Your campaign was stunning

Hey [potential business partner],

Your marketing team must be on fire! Your recent round of campaigns were really engaging and I felt it really reflected the high impact you’re having on your market. Well done.

You know, here at [your company] we’ve always found that aligning with other people and organizations with similar values and reputations was a good way to synergize results and resources.

Our company has a long track record of helping our partners grow in new ways. I wanted to see if there was any mutual interest in working together to see if there are any cross promotion / integration opportunities between our two verticals.

You can reach me here at this email or at [number] any time to discuss further.

Best regards,

[your name]

Why it works It always helps to have a high amount of respect for potential business partners. Flattery goes a long way in opening doors.

5. Proposal email to your boss/ manager

Subject line : Can we talk?

Hi [boss’s name],

I was wondering if you had a few minutes this week to chat. I really love being here, and I see a great future on the horizon in my role as a [role].

However, recently, I’ve incurred some additional expenses and am hoping to find a way to increase my income.

Namely, I’m curious as to what additional tasks I can do or value I can add to potentially increase the income I earn here at [company] first and foremost. That would be my preference before looking externally.

Look forward to connecting soon. Thanks, [Name]

Why it works When you know your worth, it’s important to still be careful with how you approach your boss. They have things to deal with as well, such as budgeting or restrictions on what they can compensate you — so get clarity first and always use some grace.

6. Quirky proposal email

Subject line: Fill in the blank?

I have something on my plate here and I just need you to fill in the blank. We found a way to supercharge your business revenue by 3x this year alone.

I need you to fill in the blank with your signature. Please find the proposal attached.

[Your name]

This email stands out a little bit. It’s a little bit cheeky. Someone may think that you have a lot of confidence in your product or service to speak this way.

7. Proposal email to unresponsive client

Subject line: Maybe this is no longer a priority?

Just following up because over the last few months your communication has fallen off. If this is something you’re no longer interested in, that’s totally fine.

If not, could you please take a look at the attached proposal and let me know if it’ll work for you?

You have nothing to lose if a client has become unresponsive. In today’s day and age, they could have potentially not seen your email, but also very likely is that they are just too busy. By calling this out and acknowledging it, you bring this issue back to the top of their mind.

8. The social proof proposal email

Subject line: Three other successful clients couldn’t be wrong

Hey [name],

Three of our most successful clients couldn’t be wrong, could they? After all, we’ve helped them grow their business by an average of 30% month after month. If you’re interested in how we can do this for you as well, I have a proposal for you.

It’ll only take around 15 minutes to dive into it. What do you say we set up a call soon?

Social proof is one of the most powerful ways to get a message across. Many people take third-party cues, such as how many other clients have chosen your service, instead of simply looking at the facts or statistics.

email template for a business proposal

Proposal Email Top Tips to Follow

There are a few tips and tricks that will help you get your proposal in front of the right person and convince your target that you have what they’re looking for.

1.   Research and Target Your Recipient

Before you even begin to write – let alone send – your proposal email, it’s important to know who you’re addressing it to. This will ensure you nail the style and tone of the proposal, but it will also allow you to personalize your email and reach the most appropriate person.

If you’re sending your proposal email out cold, then locating your target’s email address might be tricky, if not impossible. If you cannot find the exact address, then at least know the name of the recipient so that you can refer to them in the subject line and email body.

2.   Nail Your Subject Line

The value of your subject line cannot be underestimated when sending out an email proposal. It’s the first thing your recipient will see in their inbox and is your first (and sometimes only) chance at a good impression. According to Optimonster, 47% of email recipients will open an email entirely on the basis of the contents of the subject line.

The key to the subject line is to be clear about what’s in the email. This may seem like an obvious point, but people often make the mistake of disguising the real purpose of their email with an ambiguous subject line as if to “trick” the recipient into opening it.

Another top tip: if you can, personalize your subject line. If you do, you might expect a 26% better chance of your email being opened.

3.   To Attach or Not to Attach

When you’re sending your proposal via email, you have the choice to include the proposal as an attached document or to include it in the body of the email.

While adding as an attachment could affect its deliverability, it’s also important not to send out lengthy email messages to unsuspecting recipients. In fact, HubSpot argues that emails should be no longer than 200 words.

The main thing to ask yourself is whether your proposal is a quick 2-3 sentence affair (and can therefore fit into your email body), or whether it requires a lengthy in-depth document (to be sent as an attachment). The key is to be clear – in the subject line if possible – that your proposal is included as an attachment to your email.

4.   Stick to the Point

It’s important that both the proposal itself, as well as the email copy, remain relevant and helpful and not ramble on for paragraphs on end.

Make sure to provide all the information your recipient may need, whether that be all ways of contacting you, costs, timelines, and summary of your proposal. Your email proposal needs to do all the hard work so that your recipient can see exactly what they should expect from you if they were to go ahead and hire you.

5.   Sell Your Offering

Your proposal email really is your chance to showcase why you are the right person to hire, so seize the opportunity! Whether you’re a freelancer looking for work, or a company reaching out for a new contract, it’s down to your proposal to explain exactly what you’re offering and what makes you better than anyone else to deliver it.

If you’re sending out your proposal to more than one recipient, make sure you tailor this part so that your skills, expertise, and experience are relevant to each company’s specific needs.

6.  Get the Timing Right

There’s no doubt that moving quickly is the key to clinching a new gig. But exactly how quickly is up to some interpretation.

It’s generally held as best practice to send your proposal email within 24 hours of being in touch with your target recipient. It demonstrates that you are keen and organized, but you’re also fresh in their minds.

If you want your email to get opened right away, then try and hold off from sending it at 2am. Likewise, avoid the 9am-11am rush hour. Ideally, you want to be sending your email in the middle of the day, when your recipient is most likely to be sitting at their computer.

Right Inbox’s send Later feature can help you to set your own time delay so that, if you’re eager to compose your message and get it out the door, you can rest easy knowing that it’s been scheduled to arrive when it’s most likely to get it seen.

7.   Follow Up

One of the worst mistakes you can make once you’ve sent your super-charged proposal email is to neglect to follow up . You don’t need to harass your recipient, but a courtesy message a few days after your initial email will demonstrate that you are serious about your proposal and, hopefully, worth a punt.

Emailing a proposal to a new client, boss, or partner doesn’t need to be as difficult as it seems. If you’ve done some sound target research then your knowledge of their working challenges will shine through.

Keeping your proposal and email succinct, sending it at the right time, and following up are all things that will give your proposal an extra chance of getting in front of the right eyes, and getting you hired for the job.

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Blog Business

How to Write Winning Business Proposals: Examples & Free Templates (2023)

By Aditya Sheth , May 25, 2023

how to write a business proposal

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal.

  • How to write a business proposal step by step

What should you include in a business proposal?

Business proposal format, what are the types of business proposals, more business proposal examples + writing and design tips.

  • FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

An effective business proposal is a document used by a B2B or business-facing company (this may not always be the case) where a seller aims to persuade a prospective buyer into buying their goods or services.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

general business proposal template

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

simple business proposal project proposal template

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

social media marketing business proposal template

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

Return to Table of Contents

How to write a business proposal step by step

Before you start creating your business proposal template, you need to know what it comprises. At a high level, your effective business proposal should include the following:

  • Table of contents
  • Executive summary
  • The problem statement
  • The proposed solution
  • Qualifications
  • The timeline

Pricing, billing, and legal

  • Terms and conditions
  • The acceptance

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

Business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s. 

What makes a good title page? Here are the essential elements to include: 

  • Your name along with your company’s name
  • The name of the prospect (or their business) 
  • The date you’re submitting the proposal

Gray Business Consulting Proposal Template Cover Page_Venngage

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

Return to business proposal content sections

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

Creative Social Media Business Proposal Template Table of Contents

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. 

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .


The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

  • Introduce your company to your buyer
  • Provide an overview of your company goals
  • Showcase your company’s milestones, overall vision and future plans
  • Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Gray Business Consulting Proposal Template About Us

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

 A well-defined problem statement does two things: 

  • It shows the prospect you have done your homework instead of sending a generic pitch
  • It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place. 

Texture Business Proposal Template

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to… 

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

Sales Plan Proposal Table Template_Venngage

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

business proposal qualifications section

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a  flow chart . Or add a  roadmap  with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

Abstract Business Consulting Proposal Template Timeline_Venngage

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal.

The key to good pricing is to provide your buyer with options. A  pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself. 

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

Bold Business Proposal Template Pricing Page_Venngage

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return.  Add the overall project timeline from start to end, as well as payment methods and payment schedule. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

Modern Business Proposal

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions.


A business proposal usually aims to answer the following questions: 

  • Who you are and what your company does
  • The problem your buyer is facing
  • The solution your company offers to alleviate the problem
  • How your company will implement this solution effectively
  • An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

business project proposal template

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

You can remove or add more sections depending on the goal of your business proposal. Essential, your business proposal can follow this format:

  • Pricing, billing and legal

We go into detail on how you can write a business proposal (plus different business proposal templates you can apply the tips to) in the next section . But you can also click on the format items above to learn how you can best write them!

If you aim to create a holistic business proposal, feel free to just edit from the two templates right above. You can also add your brand colors and logo to your design, using My Brand Kit :

Here’s another example of a business proposal template that you can edit:

simple b2c business growth proposal template

Generally, there are three types of business proposals:

1. Formally solicited 

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited 

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited 

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional  market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

corporate business proposal example

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal: 

1. Know your audience 

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas  for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

content marketing plan business proposal example

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

Example of a Business Proposal

Design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Social Media Plan Proposal Template

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.  

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

Simple Business Proposal Example

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website : 

SEO Marketing Proposal

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

  • Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
  • Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
  • Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing . 
  • Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be? 

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

one page business proposal template

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Project Business Proposal

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points. 

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

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email template for a business proposal

The Complete Guide on How to Write a Business Proposal Email

Vanja Maganjic

  • January 18, 2021
  • 10 min read

email template for a business proposal

  • Nov 2, 2023

Acquiring new clients is crucial for small businesses. Even though you can sometimes manage that through referrals and networking, you’ll still need to send an official proposition through a business proposal email to potential clients. If your business emails haven’t been generating the wanted results, you’re in the right place!

In this article, we’ll explain the importance of a business proposal email and provide you with a guide on writing one your potential client will actually want to read. We know how to create interest with your sales documents so you can rest assured we have the right solution for your situation.

What is a business proposal email?

A business proposal is a proposition of cooperation between two (or more) organizations. It’s a sales document that should be written in a form of proposed agreements between a supplier and a user of specific products or services, essentially a document that ends with a call to action . So, whether you’re selling a product or service, writing a proposal is a good idea. 

Once you have your business proposal ready, you need to email it to the interested party.

Types of proposal emails

There are two types of business proposal emails . The first one is the one you send cold email to your audience . This type of email is more commonly known as an unsolicited proposal. An email like this is sent out to people you’ve never had contact with or ones you know but have never expressed an interest in buying your solutions.

When sending unsolicited proposals, you need to be especially convincing in order to achieve your results.

The other type is a solicited business proposal email which is usually sent out after a request by the potential client. In this case, you’ll have an easier time creating your business proposal letter, because you’ll have more information.

But, whatever the case may be, we have gathered a foolproof plan that will secure success .

Do the research

Throughout your whole business proposal email, it should be evident that you researched the company and found more than their contact information. Get to know their core values, and do a little stalking on social media. 

Facebook, Instagram , Twitter and LinkedIn are the best platforms for showcasing how the company sees itself. If you’re in marketing, this is your jumping-off point. Describe the disconnect between how they see themselves, and how they are perceived by others.

After all, social media is where they keep introducing and reinventing themselves. 

Everybody likes a bit of an individual approach so take time to learn about the company and its competitors. Try to find out what their core values are and use that in your proposal email.

Once you’ve understood their process and how they’ve done things in the past, you’ll likely find something to hook them in and create a proposal that will get you hired. 

If you’re planning an initial meeting where you’ll listen to the potential client’s needs and assess the strategy you’re going to use, you’ll be using a different approach. You still need to research the company and get to know its industry. However, prepping for a face-to-face meeting is different from cold emailing . 

ace your meetings

In a meeting, you’ll have more opportunities to ask questions and get a more detailed look into the client’s needs, and former work, but you won’t have as much leeway when it comes to answering their questions. To better prepare for the meeting, check out our 3 easy steps tutorial . 

Proposal Writing University

Introduce yourself

What do you think is more eye-catching, a block of text or bullet points? Exactly! When writing your business proposal email make sure to keep it short and engaging.

Firstly, you should address the recipient by their name (this is no place for a “to whom it may concern”). After that, you can start with a table of contents.

If your potential client sent a request for a proposal, they’ll know what to expect. Still, making a table of contents will elevate your pitch and bring a dose of professionalism. Proposal software usually has this feature integrated, and it’s not something you have to worry about while writing. 

email template for a business proposal

Draft your proposal

In order to have the content for your business proposal email, you first need to write the proposal document.

When preparing your proposal, an executive summary or an introduction is written with the purpose of grabbing the reader’s attention. It should get right to the point and express the value you can bring to them. If you’re sending an email to a cold audience, this will likely be the first time they’re hearing about you. You can use that as an opportunity.

Think of this as a cover letter for your future client. Make it concise and easy to read. Also, make sure to think of the person that will be reading it. Put an emphasis on your strengths and avoid mentioning your shortcomings.

Make sure you’re not going overboard with how much you write about yourself and the company. Focus on your client and let them get to the meat of your proposal quickly.

email template for a business proposal

Your clients have busy schedules . They won’t have time to remember redundant information. Leaving a strong impression with all your strong points would be much better.

Those of you that already had a discovery meeting ( that went well ) can easily write out your executive summary by using your client’s words. Just summarize what you were talking about at the meeting and make a smooth transition to the following page.

This will show them that you were listening and understand what they need out of your business proposal.

Present your solution

After you’ve introduced your proposal, move the conversation to the problem they’ve encountered. This is where you write out your solution. Explain how you would help them, and why you’re the person for the job. If you have a custom solution for them, this is where you explain it in detail. Your potential customer will be more engaged and likely to agree to start doing business with you.

The problem you’re proposing to solve should be presented without placing the blame on anybody, so don’t start with an attack. Furthermore, your solution to the problem should be written in an understandable way that doesn’t create confusion. 

How to increase your success rate?

Not everybody is on the same level as you, so make sure to use words people with a lower technical knowledge will know. Avoid using technical jargon and make sure your business proposal doesn’t require any additional materials in order to be understood by your clients. The only thing this type of thinking changes is the number of words since you’ll be using more descriptions to get your point across. 

To back up your statements, you can add a few testimonials or a case study that will show your expertise.

email template for a business proposal

Evaluate the cost

Don’t get overwhelmed when you come to this part. Obviously, you don’t want to under-price your product or website testing services , it’s critical to make sure that the solution and pricing you offer meet the needs and expectations of your customersOn the other hand, you don’t want your client to take one look at your pricing table and close it. 

Try dividing up your services with a required and optional fee table. That way, your price will be broken down into several sections. This is more visually appealing than a single large number, and your potential client will feel like they are saving money by avoiding the optional services, but still sticking to your core cost estimate. 

If you’re sending proposal letters to a cold audience, you most often don’t know their budget. If you’re not sure how to price your work, we have an amazing breakdown that will help you find the best model.

On the other hand, those of you that had a productive discovery session will have at least an idea of the budget your prospective client has set aside for this job. Still, make sure to present your price and payment terms in an easy-to-understand way.

Quick tip – calling this section “Investment” will work much better compared to the word “Cost”, as investing alludes to the return of resources they’ll give you for a certain service.

email template for a business proposal

As we’ve explained in our proposal reports , you have to think about the emotion you’re trying to invoke with your words. “Return on investment” is a term that puts the reader at ease, while terms like “Expenses” make your proposal seem like a regular invoice.

After the pricing, include your terms and conditions. Be exact, since this is the legal part, there is no need for fluff. 

Call to action

Just like every business letter, you’ll want to end your proposal with a call to action . The reason you’re sending your business proposal is to accomplish a specific task and your CTA should be a reminder of that. The object of your email may be evident to you, but that doesn’t mean it will translate to your potential client. 

email template for a business proposal

The CTA can be something as simple as Get back to me . You can also ask a question that will ensure continued communication because nothing is worst than spending time on a proposal, only not to hear from them ever again. However, don’t forget to provide a way for clients to get back to you. Leave them your business VoIP phone number so they can call or text you when they are ready to proceed.

BetterProposals Signup

Of course, if you’re using proposal software like Better Proposals, you can rely on proposal analytics to help guide your follow-up process. Once your business proposal email is sent, we’ll notify you every time your proposal is:

email template for a business proposal

Since all of our business proposal templates are web-based, we wanted to make sure you and your clients never have to print them out.

email template for a business proposal

That’s why we incorporated a digital signature option which allows your clients to type in their name and agree to your terms that way. The typed-in signature gets turned into a secure digital signature that can be traced with time stamps and the IP address of the signer.

This makes the digital signature legally binding, so you don’t have to worry about the legitimacy of your agreement.

email template for a business proposal

Keep it short and easy to read

With all of your content ready, go over it once more and make sure everything is concise and easy to follow. When you address the recipient, your focus should be on quality, not quantity. When you finish, give your business proposal to a colleague to make sure everything is correctly worded and on-brand.

Delete any paragraphs that aren’t bringing additional value to your proposal. There is no need to write out a long proposal if you could say the same thing in a more concise way.

Make sure to always finish your business proposals with a greeting and contact information.

Write a good business proposal email

Now that you have all the information, get to it! If you’re saturated with information right now, don’t worry, just jump to our proposal templates . There you can choose from a wide range of templates and find the right one for your small business. 

The platform is easy to use, so you won’t need any design experience . With a variety of customizable templates that already have everything we mentioned incorporated, you can easily create a proposal in minutes. If you’re writing a business proposal in response to a request, you can add a contract that’s easy to sign and pay!

With our integrated payments feature, clients can pay instantly using PayPal, Stripe or GoCardless. 


A proposal like this will eliminate the need for a formal, longer-format business proposal email since it answers all of their questions. This will make space for a short, personal note in the email itself, and the link in the email will lead to your proposal.

This doesn’t mean that you shouldn’t spend some time on your business proposal email. Make sure it’s engaging and answers at least one of your client’s questions.

If are sending a proposal per their request, your business proposal email could look something along the lines of this:

email template for a business proposal

 Wrapping up

As you can see from the examples, writing a business proposal email doesn’t have to be an intimidating task. All you have to do is pick the right proposal tool and make sure you’re following your client’s wishes.

With Better Proposals, you’ll never have to stress about writing a business proposal email again, because we’ll make the whole experience easy and intuitive.

Sign up for a free 2-week trial and discover the ease of creating and sending business proposals with Better Proposals. We can help you speed up your sales cycle and win more deals faster.

Start sending better proposals today

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Business proposal templates

The importance of sending a business proposal, how to title a business proposal, business proposal subject line examples, how to write a business proposal.

Determine if the business proposal is cold outreach, or if the potential customer has already shown some interest. For cold outreach, your proposal should be more professional and include an executive summary. For the latter, you can focus on the project itself and be less formal in tone. Remember to refer to any previous conversations that you’ve had with the prospect in your project proposals.

What to include in a business proposal

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To improve marketing, speak to customers in a friendly and relatable tone, use casual subject lines, and provide excellent support and easy navigation on your website.+

Having consistent marketing and sales strategies is crucial for a successful business. Financial management, project management, and SOP creation are also important.

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How to Write a Business Proposal Email (Examples + Templates)

Avatar photo

Table of Contents

Despite the widespread use of Viber, Slack, WhatsApp, and other chat applications, email remains the number one channel for business communication. However, people often don’t use mail in the most effective way, which leads to many messages never being opened and never answered.

Emailing someone in an unsolicited manner to generate business for yourself is a big ask and difficult to do well. Your business proposal letter should attract the attention the specific person you’re reaching out to and create interest in collaborating with you. This could be you buying their service,  vice-versa or just exchanging some professional advice.

This type of reach-out is called a cold email . The term derives from the “ cold call ,” which refers to those annoying companies offering you something. Unlike calls, these business arrangements are much less intrusive and are a great channel to approach someone.

Graphic illustrating how to write a business proposal. Your business proposal letter should attract the attention the specific person you’re reaching out to and create interest in collaborating with you. Clear instructions increase your chances of getting what you need.

The Subject is Important

According to recent case studies, 47% of participants decide whether to open an email based on its subject. On the other hand, messages without a subject have an opening percentage of only 8%. This information alone is enough to conclude that the subject is one of the most critical parts of the email. Accordingly, if you do not use it to attract receivers to open your message, there is a high probability that they will not read it at all.

The so-called moment of urgency can also attract a potential customer to open your email. This effective business tactic is primarily used in those situations when a solicited business proposal promotes a current offer or action. Sentences like “Just two more days…”, “Incredible offer…” and the like can cause a certain kind of excitement that will make them look at the content of your proposal.

The First Paragraph Attracts Attention

Now that your business proposal letter is open, let’s make sure the recipient will consider it. Most users use Gmail which means it’s easier for them to read the first paragraph, so it’s important to really grab your readers’ attention right away. We have a detailed guide on the topic that may be useful to explore as well.

It would be best to introduce clients, offer support, partnership, or something else. Say it clearly and unambiguously. Successful tactics suggest you be direct right away and say why you’re sending a business proposal letter so that you can start like this:

“Dear Mr. Smith,

I want to offer you to become a distributor and reseller of the software developed by my team. It is specialized software for document management…”

Of course, you need to respect the formal style of business communication. Otherwise, you can look frivolous and make a wrong impression. Here is our comprehensive guide on general dos and don’ts on writing an effective business email .

Tell Why You Chose That Person

After you have said what you want, tell a client why you decided to contact them. There must be some reason why that person can help you. Again, this is an opportunity to flatter the reader by showing that you have done your homework by offering basic knowledge about this business. Just be careful. You want to sound like someone familiar with the work of that company/person.

Remember that even when you’re getting in touch with businesses, you are talking to someone, so always address that way. Companies are not some imaginary entities, and they employ services you need.

In our business proposal example there is the following sentence, but you can also learn more by reading   free essays online for students who want to get more information about this kind of business communication writing. So, here it is: “We decided to approach you because we see that you have experience selling software, such as ACME, and we believe that our offer will be interesting to you”.

Introduce Yourself and Your Company Briefly

Now is the perfect moment to include additional information and say who you are and what you do. Don’t exaggerate – give a few  essential details and leave a link where a prospective client can research more, provided he is interested.

Then, when presenting your proposed solution, indicate your website that lists relevant details of your project, summary, product features, benefits, etc. No need to drown in a business proposal. If anyone is interested, they will get to it. Also, don’t forget the “About Us” page when creating your website. You can talk more about yourself and your goals, and your customers can find more details here.

Say what you need, why you are writing to that person, and who you are. Now, say what you expect that person to do. For example, if you say, “I need some advice on software development,” you have not said anything specific. You have not defined whether you need advice on a particular piece of code or perhaps advice on functional development. Don’t make the reader guess but say specifically.

Also, if you are looking for advice, state whether you want to meet, talk via Skype, or receive an answer by email. Say and ask for tangible things.

By defining the expected action, you facilitate the reader to take the next step and answer you. Then, if he doesn’t have to spend too much time learning, thinking, and responding, he will help you.

A client doesn’t have any interest in dealing with your problems, so make it easy. Write simple, short, and precise sentences with a clear message about what you want and how they deliver it to you. Clear instructions increase your chances of getting what you need. Finally, our example should go like this, and you can modify the template according to the specific terms of the job you’re offering:

I want to offer you to become a distributor and reseller of the software developed by my team. I decided to approach you because I see that you have experience selling software, such as Acme, and I believe my business proposal will be attractive to you.

First, let’s say a few words about our company: we develop software for agricultural companies and offer them support for introducing information technology into everyday business. Our goal for 2022 is to expand our offer and establish a network of clients who use our solutions. Developing a network of clients is a segment where we need a partner like you.

If you are interested in this type of cooperation, reach us by email or phone, and we will talk about all the details of our meeting.”

The Takeaway

To get most of the opportunities this type of marketing offers, it is essential to know when to apply which form of writing. This will make it easier to tailor your business proposal and achieve a better effect. Approaching people this way you should always remember to be polite no matter what their response is. Even if you lose them as a client now, cooperation is still possible in the future. Following these simple examples will help you avoid unnecessary mistakes, be precise and concise and get what you want in no time. Visit here for a top guide on how to apply this to longer form communiques.

Sales | How To

How to Write a Business Proposal (+ Template & Examples)

Published February 27, 2023

Published Feb 27, 2023

Jess Pingrey

REVIEWED BY: Jess Pingrey

Bianca Caballero

WRITTEN BY: Bianca Caballero

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This article is part of a larger series on Sales Management .

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Free Business Proposal Template

  • 1 Determine Sales Proposal Requirements
  • 2 Gather Necessary Information
  • 3 Design Your Proposed Solution
  • 4 Calculate Pricing
  • 5 Draft Your Proposal
  • 6 Edit Your Proposal Draft
  • 7 Send Your Proposal
  • 8 Follow Up With Your Recipient
  • 9 Best Practices in Writing Sales Proposals
  • 10 Bottom Line

A business proposal is a document sent to a prospective client that outlines a firm’s product or service offerings. It also explains how you will provide a solution, the cost, timeline, and qualifying information, such as your background and prior work experience. In this article, we outline eight steps for how to create a business proposal, offer a free proposal template, and provide best practices for writing proposals.

Creating a sales proposal can feel tedious, especially if you’re drafting it from scratch each time. We’ve created a free template that you can use as a resource for your sales proposal.


Free Sales Business Proposal Template

A screenshot of Fit Small Business' Sales Business Proposal Template cover page

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💡 Quick Tip:

Use ClickUp for free to see your entire sales funnel in one place.

  • ✓ Free forever, unlimited users
  • ✓ Manage all leads, emails and tasks
  • ✓ Create presentations, lead forms, and contracts
  • ✓ Professional workspace templates

After you’ve downloaded our free template above, you can now customize it according to your business needs as you follow the steps to writing a proposal below:

1. Determine Sales Proposal Requirements

The first step in learning how to write a business proposal is knowing what needs to be included. Government agencies, public universities, and large corporations typically use requests for proposals (RFPs). These are formal solicitation requests for products or services in which the requirements are normally laid out line by line and must be followed precisely.

If you are writing a proposal for a potential customer undergoing your unique sales process , include things a decision-maker would like to see. For instance, pricing, timelines, and the proposed solution regarding quantities and the mode of product or service delivery are critical purchasing factors enclosed in the document.

Pro tip: ClickUp is a free-forever project management tool that helps teams:

  • Create professional proposals
  • Collaborate with shared tasks and team chat
  • Assign tasks to teammates

Visit ClickUp

ClickUp project management board (Source: ClickUp )

2. Gather Necessary Information

Gathering essential information and materials for your proposal can be complex because each potential client may want different details. This could demand other personnel to get involved in pulling the documents and information needed. For instance, some may only request the price and proposed solution, while others will ask for your background story, client reference lists, and work samples to show you’re qualified.

While learning how to write a proposal for business purposes, you may have to dig around your file database for company information, employee biographies, marketing materials, and pricing sheets. Keeping all resources needed for a proposal in one place makes this process easier. Use customer relationship management (CRM) systems to track your proposal progress and acquire what’s needed to draft it in one place.

Pro tip: HubSpot is a popular CRM platform that lets you monitor opportunities using sales pipelines and store documents—all in one system. You can utilize the Sales Documents feature to store, share, and customize templates and materials you’ll need for your proposals.

A screenshot of HubSpot's deals and opportunities pipeline

HubSpot’s deals and opportunities pipeline (Source: HubSpot )

A screenshot of HubSpot's sales documents library

HubSpot’s Sales Documents library (Source: HubSpot )

3. Design Your Proposed Solution

Your proposed solution involves the processes, materials, product quantities, and personnel required to fulfill the offerings or address your customer’s problem statement. Additionally, it should be included in the scope of work section in the proposal. For businesses that only provide a product, such as equipment for a manufacturing plant, this step could be as easy as knowing the quantity and having a logistics plan for delivery and installment.

For more service-based businesses, such as business consultants or content development services, there will likely be more steps and deliverables to complete the work. Regardless of your business, you can use the five W’s and an H methodology to construct a proposed solution that addresses your prospect’s primary pain points:

  • Who: Who will be involved, do the work, manage, and be a point of contact for the prospect?
  • What: What solutions or products will be delivered, and what resources, processes, or technology will be used?
  • Where: Where will work be done or delivered to?
  • When: When will the work start and be completed, what are the key milestones throughout the project, and when is each deliverable expected to occur?
  • Why: Why did you choose this particular solution for this customer’s needs?
  • How: How will work be done, managed, and checked for high quality and customer satisfaction?

For example, a business-to-business (B2B) content writing business might be trying to address a statement of needs issued by a client: “We would like to express thought leadership on the topic of the Zero Trust Cybersecurity Framework.” In this case, the business could use the solution in this business proposal example:

The objective of this business proposal is to demonstrate how ABC Writing Agency can promote the thought leadership of Cybersecurity Corp. for the Zero Trust Security Model. We believe the best course of action is to research and copyright a branded e-book (roughly 4,000 words) regarding Zero Trust Security, the details of the solution, its benefits, and the modern-day security challenges it solves (what) with the final product completed in August 2022. (when) The e-book will use your logo and branding scheme to convey your personal grasp on the subject and thought leadership using a series of direct quotes and statistical callouts. (why)

To ensure high-quality work and client satisfaction, we will begin with an initial call to construct a detailed outline discussing the sections, style guides, tone, and to retrieve direct quotes. Following an initial draft, multiple rounds of edits will take place between Cybersecurity Corp. and ABC Writing Agency to develop a final draft. (how)

The project will be led by our senior editor, Collin Buchanan, and content manager, Jake Cunningham, who comes from the world of cybersecurity. Our team will utilize and manage freelancers experienced in writing e-books on technical topics to research and copyright the asset. (who) All work will be completed by us virtually and delivered via Google Docs. (where)

4. Calculate Pricing

Once you know how you’ll provide your product or service, the next step in writing a proposal is formulating the costs to specify in the document’s pricing section. This is one of the toughest steps because of all the factors that need to be considered, such as product cost and other expenses. That’s why it is critical to accurately communicate your costs to avoid losing a deal for overcharging—or worse—winning a deal with significantly underestimated costs.

As you price everything, you can either do a flat fee, hourly rate, per-unit charge, or some combination of the three. Sometimes, it’s best to work backward by establishing your desired probability first in the form of a percent like 20% profit or a flat dollar amount such as $10,000 above the work cost.

For example, you want to make a 20% profit on the work for an equipment installation job for a manufacturing business, and you’re pricing using a flat fee. You’ve itemized the costs as the following:

  • 1 x $80,000 manufacturing equipment = $80,000
  • 3 installation/delivery employees x 5 hours x $32 per hour = $480 wages
  • $480 employee wages x 7% employer payroll tax = $33.6 payroll tax
  • $480 employee wages x 20% benefits and workers’ compensation = $96 benefits and compensation
  • $200 for the delivery truck and gas = $200 for delivery costs

When you add all the itemized expenses, the total cost for this installation job will be around $80,809. To get the total, you need to charge this customer to meet your desired profitability, and multiply it by 20% to get $16,162. Add that to your total cost ($80,809 + $16,162), and $96,971 is the flat fee you will charge for the installation job.

Pro tip: Struggling to visualize your pricing process? Try using these seven free estimate templates . Designed for various business types, these templates allow you to outline and itemize the costs of providing work to share with your customers to help win more deals easily.

5. Draft Your Proposal

Now that you know your proposal requirements, have gathered the necessary information, determined the proposed solution, and calculated pricing, you are ready to draft the document. Following along with our free template, your draft will consist of the following elements:

The title page leans more toward showing the professionalism of your business than providing information. There should be a specific title establishing the purpose, such as “ABC Writing Agency Proposal for Cybersecurity Corp. to Promote Thought Leadership on Zero Trust Security.”

Also, be sure to indicate who the proposal was prepared for in terms of the decision-making person and their company name. Add your logo to the front and the contact information for the primary point of contact for your business so they can contact you with further questions.

Table of Contents

Use a table of contents to break down each part of the proposal for business so they can easily navigate through it. Because of the digital age we live in, we recommend linking your table of contents electronically to each associated section. That way, those reading your proposal can go to any part of the document by clicking on the table of contents.

Executive Summary

The executive summary takes everything in your proposal and compresses it into one paragraph. Essentially, if a reader reads this section, they should be able to grasp the general idea of your solution. Here’s a business proposal example using the content writing example above:

With over 10 years of experience in writing high-quality marketing assets, we are eager to assist Cybersecurity Corp in its endeavor to promote thought leadership on Zero Trust Security. We plan to achieve this by writing a comprehensive e-book using engaging copy, stat callouts, and direct quotes from your leaders to help associate the security framework with your brand.

Company Background

Here’s your time to talk about your inception story, mission statement , founding purpose, and company history. You can also provide biographies and professional pictures of your company founders, leaders, and key personnel that might be involved in the work you provide.

This is also the time to express your unique selling proposition . In other words, addressing the question “why choose us” over competitors. Lastly, if you’ve had any recognition or won any company awards, this is the section to highlight those successes.

Scope of Work

This section correlates with creating your proposed solution in step three as you present it in an actionable business plan. Describe the work that will be completed and the tangible deliverables associated with it.

In this small business proposal example, we see how a content writing business might construct a scope of work:

We will provide content writing services to create predetermined marketing assets for Cybersecurity Corp. This includes researching online data for usable information, interviewing subject matter experts (SMEs) for additional insights and quotes, copywriting drafts, inserting callouts, and making edits per revision requests made by Cybersecurity Corp. Deliverables for the scope of work above include:

  • 1 x outline developed by ABC Writing Agency and approved by Cybersecurity Corp.
  • 1 x drafted e-book (max. 4,000 words) delivered by Google Doc

No matter how long your scope of work is, it’s crucial to avoid industry or technical jargon that the general audience may not understand. Take the time to review the scope of work and translate any statements that may be misunderstood or confusing.

Be sure to indicate how long you expect it to take to complete the entire scope of work. It’s also a good idea to provide estimates for each milestone or individual deliverable you set. Whenever possible, present the information visually to help your reader absorb it better. Below is a sales proposal timeline example for a sales consulting business and its milestones.

Pricing or Price Estimate

For this section, take the price calculation you did in step four and present it to the potential customer. While you should itemize it to show where the price comes from, avoid adding your desired profitability, as that should be private to your business. Make sure it’s clear as to how each item is priced, whether that be hourly, per unit, or a flat fee.

This section should also be used to explain payment expectations, e.g., when invoices must be paid by, how much money is required upfront vs after work is completed, refund policy, and if other billable expenses can be included automatically or require client approval.

Be upfront with your estimate if you don’t know how many units you’ll need or how many hours it will take to accomplish your business offering. Provide an explanation and an estimated range.

Conclusion, Terms & Appendix

The final sections should include additional information that could be useful to your prospective client. A conclusion should express your gratitude for the opportunity and explain the next steps to move forward. Terms (or terms and conditions) can be added in a proposal or in the service agreement to cover legal aspects of a working contract, like contract dispute policies, confidentiality, rules on subcontracting, etc.

The appendix is optional but would utilize visuals or supplemental documents to enrich your proposal. For instance, you might include links to sample work, a client reference list, or a catalog of options for materials or software vendors from which the client can choose.

6. Edit Your Proposal Draft

Once you have completed the first draft of your proposal, run it by multiple departments to ensure it is comprehensive and accurate. Some things to consider as you review it for potential revisions:

  • Has strong readability: The proposal uses appropriate style, tone, and structured sentences to create a clean flow of information understood by the specific reader.
  • Avoids grammar and technical errors: The proposal avoids punctuation, spelling, or other errors related to proper writing mechanics.
  • Addresses requirements: The proposal contains all the information and sections required to meet the reader’s or customer’s needs and objectives.

Use editing tools such as Grammarly to evaluate your business proposal writing for enhanced quality. Grammarly lets users upload text into a system to check for grammar and spelling mistakes as well as for engagement and readability of content. There’s also a plagiarism check feature to evaluate the text to billions of pages online. You can even adjust style preferences when subscribing to Grammarly Business to ensure it meets all your goals.

A screenshot showing an example of Grammarly Business' in-line writing suggestion

Grammarly Business’ in-line writing suggestion (Source: Grammarly Business )

Pro tip: Use graphic design tools like Canva to give your sales proposal the professional touch it needs. Canva is a user-friendly platform with thousands of free templates for presentations, marketing materials, social media posts, and proposals for business. Users of all design skill levels can easily turn regular copies into visual masterpieces.

A screenshot showing several business proposal templates in Canva

Canva’s sales proposal templates (Source: Canva )

7. Send Your Proposal

Now that your proposal is drafted, edited, and has the aesthetics it needs, it’s time to send the document for review. More formal submissions for RFPs may require that you submit them in person, electronically, or both, so review those provisions carefully before sending them in.

Some sales plans incorporate unsolicited proposals to new leads to present problems they didn’t know existed with viable solutions they could offer. In these cases, they use the proposal to get their foot in the door and create sales opportunities.

When taking this course of action, it’s important to add context to the unsolicited proposal. For instance, in a sales email , briefly introduce yourself, your business, and what services you provide. Furthermore, indicate why you wanted to send a proposal to them specifically and let them know they can reach out if they wish to discuss it further.

8. Follow Up With Your Recipient

Even after you send a proposal, the process is not over. Make time to follow up to confirm the contact received the proposal and see if they have any questions. Because of the proposals’ details, there are usually other clarification steps in the procurement process, such as interviews, client meetings , or sales presentations before work begins.

We recommend using a customer relationship management (CRM) system with task management capabilities to ensure sales reps don’t forget to reach out to a prospect after a proposal is initially sent. A CRM like Pipedrive lets you design and assign tasks to team members from within a project. You can also create projects that are linked to open or won deals.

Pipedrive’s project and task management feature (Source: Pipedrive )

Best Practices in Writing Sales Proposals

Now that you know the steps in how to write a business proposal, there are a few tips you can practice and maintain to produce thoughtful and effective proposals.

Keep It Simple

When learning how to make a business proposal, remember to write short, simple sentences. While there is no strict rule on the business proposal format or length, make sure it is straightforward and easy to understand. Avoid loading it with too much business jargon and fancy words. Instead, strike the sweet spot between conveying essential information and ensuring anyone who reads it can understand it.

Outline Major Sections & Pertinent Information

The first thing to do when learning how to do a business proposal is to outline all the major sections of your document. This should also include all the pertinent information that you want to get across. The business proposal outline will help you stay focused on the main points of the document and keep your ideas from drifting away.

Add Data & Visuals

Capture your prospect’s attention by including quantitative data and figures highlighting your offerings and the value of your company. For example, you can show your month-on-month sales trends as proof of your stellar performance. Adding visual elements like charts and graphs can also help make your proposal more engaging.

Pro tip: Maximize the use of visualization tools from your CRM. For example, Pipedrive allows you to create a sales flow chart based on reports, making it easier to generate the best data to make your offerings more appealing.

Visit Pipedrive

Increase Credibility With Social Proof

Assert your company’s credibility. Many prospects won’t readily believe your claims about your business and are most likely to trust the word of their own peers and other customers. To help build your credibility and gain their trust, include social proof, such as reviews and testimonials from your own customers.

Use a Call to Action (CTA)

After the prospect reads your proposal, direct them to the next step. Use a call to action with a verb that defines what they should do to act on their interest in your proposal. Examples of CTAs are “Subscribe today” or “Download this guide now.” You can also use a CTA with a no-obligation statement like “Sign up, it’s free” for prospects who perceive risks in taking action.

Another excellent idea when adding CTAs is to create a sense of urgency to make your prospect feel that now is the best time to subscribe to your service. Some people are motivated to do something right away for fear of missing out (FOMO). That said, phrases like “Limited-time offer” and “On sale now for 20% off” can trigger action from prospects.

Stay True to Your Brand

Each company has a different brand voice and personality. Staying true to your business brand is a great way to stand out among your competitors. For instance, if your company sells baby clothes, it is best to use language that parents with babies can relate to, like “cute and cuddly” or “snug and comfy.” Use a more formal tone of voice in your proposal if you are selling office wear.

Bottom Line

Many business owners and sales managers would like to standardize their proposal-writing system. However, it can be tricky to address the unique needs of every solicited and unsolicited opportunity to get the correct information in order and present their proposed solutions. Our how-to sales proposal examples and free template will help you streamline your bidding process to win more deals.

About the Author

Bianca Caballero

Find Bianca On LinkedIn

Bianca Caballero

Bianca Caballero is a subject matter expert at Fit Small Business who covers Sales and Customer service topics. Prior to working at FSB, she was in field sales and territory management. When she launched her career as a writer, she worked with companies from the US, Australia, and China. She gained expertise in writing and editing news, health, technology, and business articles. At present, she uses her decade-long writing experience to provide FSB readers with the best answers to their questions.

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How To Write a Business Proposal Email or Letter

Josh Cordray

Freelancers and small businesses must learn how to attract clients to their services. Part of this process is to write business proposals. By learning how to write a business proposal, you can identify opportunities where you and a prospective client can work together to grow. However, creating an effective business proposal is not easy.

In this article, we will be discussing how you can write a winning business proposal. We will tell you how to use business proposal templates, edit them for specific clients, and how Indy can help you manage the process from the start of the bidding process to getting the client to digitally sign a contract.

What Is a Business Proposal?

A business proposal is a simple document that contains all the information about a proposed solution for a prospective client. It will include numerous details and information relevant to the job, the company, and what services you provide.

While a business proposal is normally associated with a query from a business to a supplier, you can create unsolicited business proposals that can be sent to businesses. This is when you create a business proposal for a company that hasn't requested the information, or whom you've not spoken to before.

A business proposal usually has a pricing table or a payment schedule included within it. You may also choose to include client testimonials and other proof of experience/expertise.

While a lot of businesses claim they have high success rates for their business proposals, the rates of success can vary depending on numerous features. The average five-page proposal has a 50% success rate of securing the customer.

However, when you create a business proposal that is 30 pages or more, then the close rate can drop down to as low as 35%.

Therefore, while some small business owners think a longer business proposal is better, it tends not to be.

What Is a Business Proposal Email?

During the early part of any sales funnel, you need to be sending any contact within the prospective client a proposal. A proposal email is a message to the client that includes a professional document which is the business proposal.

In the business proposal email, you will want to include an executive summary of what is included within the full-length business proposal, which should include what the business proposal is for (in as short a sentence as possible), what the goals for the proposed solution are, who is responsible, the costs, and the next steps in the process.

The business proposal email should always be addressed to the decision-maker at the client's office. This person might be the team leader, department head, or the CEO/CFO of the company—even if they are not directly in contact with you.

All business proposals sent via email should be tracked. Numerous business proposal software tools can help you track the performance of your campaigns. This can include who has opened, read, and engaged with your business proposal.

Different Types of Business Proposal Emails

There are different types of business proposal emails that can be sent. It can depend on the purpose of your email as to what type, style, and length of business proposal you will edit and send. Most online tools have business proposal templates that cover a wide range of options. Here are some of the options that you might need.

Unsolicited business proposals

Not every business proposal needs to be requested by the client. Sometimes you can send out a proposal when you know that a client is looking for a solution to a problem but hasn't contacted you directly.

The problem with unsolicited proposals is that there is a fine line between useful and spam. Just sending them to any email address can get your email account blacklisted.

To ensure you aren't going to come across as spammy, you should do lots of research into the company you're pitching to. For example, if you're an SEO company pitching to brands, create a website audit. It is no good just telling them you can do better—you need to prove it. You also need to show that you can work.

Initial business proposal

Sometimes business proposals need to be less in-depth, especially when you're trying to source information from potential clients. An initial business proposal is about collecting information and offering a few potential solutions that they could follow.

The idea is that the client would then respond with what they would like, a budget, and perhaps more details about what the current situation is. An initial business proposal is normally only a couple of pages long.

Short-term business proposal

Short-term business proposals are when you're bidding for a job that is one-off or lasts for a set time (less than six months normally). You can include details such as the start date, the end date, the payment schedule, and more.

Numerous niches use short-term business proposals all the time, like app development teams, construction businesses, photographers, and website building teams.

Long-term business proposal

Some businesses have services that can last for as long as the client wants them. These long-term business proposals normally have a monthly or weekly retainer for the services they render.

Creating a business proposal for these tasks can be more challenging as you have to set what time you can provide the client, what deliverables you have regularly, and the payment options.

RFP business proposal

Sometimes you can send what is known as an RFP business proposal. This is a formally solicited business proposal from a potential client looking to solve a specific problem. Normally, brands will contact three or four companies to collect formally solicited proposals.

While short-term or long-term proposals may also fall into this category, this proposal can also be slightly different because you might be working off a brief provided in an email. You may have no further contact with the client's team. Your solicited proposal will also be one of numerous competing proposals.

What Happens When a Client Agrees to Business Proposal Ideas

When prospective clients accept a well-written business proposal, then the business proposals will become a fundamental agreement between you and your new clients. The next step in the process is to send a legally binding contract. Though, you might want to include this within the winning business proposals.

By including the contract earlier in the process, it can save time. Though if there are further negotiations during the sales process, you may need to edit the sales proposals and the legally binding contracts that are sent with them.

Why Is Using a Business Proposal Template so Useful?

One of the biggest mistakes small business owners make when they are sending solicited and unsolicited proposals is that they create the proposals from scratch every time. While every prospective client having their own proposal might seem to offer that personal touch, it does mean it is harder to write a business proposal.

While you will want to edit any business proposal template, using a template can help you save time during the entire proposal lifecycle. Then you can spend more time creating more proposals or servicing the clients that you have.

Using a business proposal template also means you can standardize the output of your proposals.

There are numerous free business proposal templates you can use online. You can usually get these from a freelancer or small business productivity tool. You can often find free business proposal templates to use for different industries and niches.

Each free business proposal template should be editable for your specific need. So you might have a marketing proposal template that can be edited to become an SEO proposal template, web design proposal, or social media marketing proposal for potential clients.

Steps to Writing a Proposal Email

When you write a business proposal template, you need to think about several steps. The contents of your proposal template will differ depending on the project. Equally, it is important to form basic agreements with key elements to win more potential clients.

In most cases, you will have one or several discussions with a prospective client. Therefore, you will have spoken about the potential business solutions for the client. For example, you should have information about the potential client's problem, the value proposition of the project, the budget for the project, and how you will take payment.

However, you should not just write a simple email or cover letter to discuss the details spoken about with the prospective clients. This is too informal. You need to write a business project proposal that is very specific, provides more details, and includes a marketing brochure.

In your email, there are going to be several sections for you to include. These will include:

  • A brief introduction and any background knowledge.
  • Explain why you're submitting the proposal.
  • Establish theirs and your objectives and goals.
  • Emphasize your unique qualities.
  • Briefly discuss the budget and how it will be used.
  • Include a call to action and a follow-up request.
  • Ensure your email signature includes your contact information, such as email, mobile number, a website URL (if you have one), and you can also add links to your social media channels.

When you write your business proposal email, you might want to add more relevant information. Or you might need to remove some details when they're not relevant.

Here are some more details on how to write a winning business proposal email.

Brief introduction and background knowledge

The first paragraph of the proposal email should capture the reader's attention. You need to make it obvious what the email topic is. This is a business proposal outline. You need to include information about yourself, the client, and more.

To help you write a business proposal email for your client, spend some time researching them online. You can get a lot of information about their branding, the language they like, and their core values through social media, their website, and media coverage of the brand.

If you've spoken with the company before, remind them about that. It might be something as simple as saying the email is a follow-up to an earlier sales call you had with a certain team member.

If you are sending an unsolicited business proposal, don't try to hide this. It is deceitful, and it can ruin any chance of a future relationship between you and the prospective client.

Explain why you're submitting the formal business proposal

The goal of the business proposal is to have a value proposition to help solve a problem. Therefore, you need to explain how the services/product you have is going to help the client. The best option is to have a problem statement that clearly describes the current pain point for the client.

Then you can detail the positive impact your business can have on the client. Remember to include as many important points as possible. Be sure you use the word 'proposal' in the cover letter/email.

Establish your objectives and goals

One of the essential elements of any business proposal format is the part where you list the objectives and goals. All the objectives and goals of the business proposal need to align with the client's goals for the project.

The project details will need to be as transactional or measurable as possible. This aspect might be hard if you've got social media marketing proposals for long-term jobs. Though you can get deliverables such as the number of posts, follower growth, or ad spend.

You might want to think about what reports you're going to provide the customer. The objectives you mention should be things that you list in reports.

Emphasize your unique qualities

Offering a potential client a set of records or actionable deliverables is one thing, but you've got to prove you have the skills and resources to complete the work. Therefore, in your proposal document, you need to include information that emphasizes the unique qualities you can bring to the project.

In addition, you might want to include quotes or reviews from past clients. Or you can include past successes.

By using persuasive arguments and demonstrating experience to your prospective clients, you can win over more clients.

However, remember that you need to use your unique selling points (USPs) to the client. Your USPs need to be something that differentiates you from competitors.

Discuss the budget and how the money will be spent briefly

Now you need to discuss with the decision-makers the cost of the project. Decision-makers will not always go for the cheapest option. They might create a list of the pros and cons of the proposals, who has the most experience, and who can offer the best cost/benefit for the problem.

To ensure you have a higher chance of securing the contract, try breaking down the cost for the project. Then the decision-maker can make a more informed decision on what the full costs for the project will be with you.

You might want to include responsive pricing tables within your business proposal.

End with a call to action and follow-up request

Now you need to add a call to action showing an actionable event that the decision-maker can make. It might encourage the new customers to act sooner, rather than waiting for a better time for them.

There are numerous calls to action that you can use. For instance, you can use one that encourages them to email you back, ask you for information, link to past client case studies, or perhaps complete a survey on the proposal.

You might also want to include a polite, friendly, and personable send-off such as you hope they have a good evening/weekend.

Finally, you want to include a follow-up request. Let the decision-maker know that you will be calling/emailing them in a few days to see if they are prepared for the project or if they have any thoughts about what you've provided them.

Ensure your email signature includes your contact details

Whether you are sending a social media marketing business proposal, or you create a business proposal for building a new tower block, you need to have a way for the client to contact you. Every business template should include all your contact details, including email, website, social media profiles, telephone number, mobile number, and others.

In addition, you will want to make sure your email signature has your name, job title, business name, and other details. If you have a license, LLC number, or another permit, then you should include these in the email signature.

A Brief Overview Is Important

When you create a business proposal you must provide valuable information. The problem is that many business owners think this means they shouldn't be writing short business proposals, but rather packing them full of information that overwhelms the reader.

Earlier in the article, we discussed how a five-page proposal template was much more successful than a 30-page proposal. And to help you here, you should ensure that when you write a business proposal, you keep the overview as brief as possible.

Luckily, when you use business proposal templates, you can often see they leave a limited space for the project overview. Ideally, the most you want to write in your business proposal is about 200–250 words. Though the shorter you can create it, the better.

The advantage of the shorter overview is that it allows the reader to ascertain very quickly whether or not you are a suitable business to help them.

When Is It Appropriate to Use Proposal Letters?

There are times when you may need to send proposal letters instead of a proposal email. Sometimes you might not have email contact details for the customer. Or you might have noticed that they don't respond to emails.

A proposal letter can be used as a teaser for a more comprehensive, more thorough business proposal. There are numerous different types of proposals that these are more suitable for as well.

What Is the Significance of Proposal Letters?

Proposal letters are often the first contact you have when you are pitching potential customers. Therefore, the letter is the best way to build a relationship with the customer. You need to tell them what you do, how you can help them, and why you are worth your fees.

A proposal letter needs to be eye-catching—something that is going to grab their attention and make them think. At the same time, it needs to include your small business branding. Therefore, you need to include small details such as the logo, brand colors, the right language, social media links, email and website addresses, and more.

In addition, you can include a sample of a proposal, the contract, and a pricing table for your services.

Proposal Template

A proposal template is a document that lays out the sections you need to complete to present to a potential customer a concise business proposal. It assists you in ensuring the proposal you're drafting contains all of the necessary information required by your prospect for them to make an informed decision.

Contact information, work specifics, and pricing are all included in the proposal templates, and to save time, you may find that certain aspects have been pre-filled. To finish the proposal, just add or change the information to find the right solution for you.

If you include a signature at the end of the business proposal, the templates can be considered legally binding contracts. However, you might want to seek legal support before relying on them. Do this before sending them out to prospective customers.

What Is the Purpose of a New Business Proposal Template?

Templates for business proposals help you save time and money by eliminating the need to redo your work each time you want to send a new proposal to a new prospect or lead.

Using templates ensures you can put less time into administrative tasks and focus more on the work you do, thereby earning more money.

You can often get access to free templates, which means you can save money. And most new business proposal templates have been written with best practices in mind. Therefore, they look more professional and are more likely to close a deal.

What Is the Best Way to Make a Great Business Proposal Template?

When you are using a CRM or project management tool, there is usually software to help you write a business proposal. Using these to create a business proposal can be very rewarding. Start with one of their templates, like a sales proposal template, and then add or edit the template to your specific needs.

Some elements you might want to add to the winning proposal template include the following:

  • A branded title page
  • Logo, company name (if you have one), and branding in the header
  • Information about how to contact you
  • Cover letter or introduction
  • Problem statement
  • Services description (i.e., proposed solutions)
  • Costs, budgets, quotes, and payment terms
  • Delivery timeline
  • A legally binding contract

How Can Indy Help?

Indy is an all-in-one solution that helps freelancers to achieve their potential. We offer a range of free business proposal templates that anyone can use. Edit these templates for specific requirements, and send the finished document to prospective clients to get them to sign off on projects. We also have tools for digital signatures and storing documents. In our soute you’ll also find useful tools that will help you with::

  • Creating invoices and sending them off to clients.
  • Creating feedback forms or surveys for embedding on social media.
  • Taking payments online.
  • A CRM tool to help you track all the customers and clients you currently work with.

Indy has numerous tools available with two pricing options: free or low-cost monthly subscription. On the free plan, you can gain access to everything for three contracts per month.

Creating business proposals is a vital activity for any business. Yet so many businesses struggle with this option. Writing winning business proposals is about knowing what to write, when, and how. However, by using templates, you can do the job much more efficiently.

Indy offers small business owners the chance to write winning business proposals quickly and effortlessly. Drag-and-drop content blocks make it easy for any team member, and you can create customized proposals for winning new clients. Why not try Indy for free today?


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email template for a business proposal

Readymade Template to Send Email for Business Proposal

Are you hesitating to write a business proposal email? No need to panic cause you are not alone. Although it is essential to write proposal emails for business purpose, we all get cold feet while doing so.

By the time you complete reading this article, you will know how to create a email business proposal and generate clients successfully. We present the dos and don'ts of email for business proposal and a sample template . Feel free to use it if you please.

Let's get started.

Ace Business Proposals with This Email Template

Along with the business proposal email template, let's learn a few tips and best practices to convert your prospects into customers. Also, we have added a FAQ section to answer all your queries.

Use our Business Proposal Email Template

Sealing deals through business proposal emails takes skill and good copy writing, skip the painful parts and use our business proposal email template to win clients faster than you can imagine. This is the easiest way you can write a business proposal email and give your business the deserving success. Click below and start using Smartlead to scale your growth

Sample Email Template for Business Proposal

Subject: {Recipient Name} I have a proposal for you

Hi {recipient name},

This email is to introduce our company, {company name}, and to introduce you to our proposal. We want the opportunity to work with you on your project.

{Company Name} is a leading provider of services for {product/industry}. We have been continuing in this field for ten years and have a stellar reputation for customer satisfaction. 

If you are considering outsourcing your project, consider us. Our company is committed to excellence and working with you to provide the best solution possible.

We would wait for the opportunity to work with you on your project. We will be in touch soon! Thank you for considering {Company Name}.

Best regards,

{sender name}

email template for a business proposal

Why Does This Sample Email for Business Proposal Work?

  • This email ends with a sense of gratitude. Even if it doesn't include a direct call to action, the recipient will most likely get interested in learning about the company and the services it offers.
  • In a concise section, this email briefly introduces the company and what it does. It also subtly boasts about its expertise lightly.
  • This email is polite and straightforward. Plus, the personalized subject line instantly hooks the prospects, and the email body consists of social proof.

Rate Your Template

Business Proposal Email Template Score

Template rating on a few factors:

·    Number of words (122)

·    Social proof (9/10)

·    Introduction (8.5/10)

·    Fluff (1/10)

·    Large paragraphs (1/10)

·    Single CTA (8/10)

·    Potential to convert (8.5/10)

Deliverability Score Scale

·    Spam word use (2/10)

·    Complex sentence use (0)

Best Practices for Proposal Emails

  • Don't forget to add everything in a simple yet concise manner. Avoid sending additional information separately.
  • Follow up after a day or two. Add value to your follow-up campaign and make an offer. It will show your interest in collaboration with the prospects.
  • Make your proposal attractive yet professional using standard styles, fonts, GIFs, templates, etc. Highlight essential sections, and don't forget to add a signup form or CTA.

Take Away Tips for Writing Proposal Emails to a Client

  • Even if it's a business deal, make it sound personal. Always mention the person's name and write an exciting subject line.
  • The opening lines should give a brief yet clear idea of who you are and how collaborating with you can solve a problem or improve things. Offer some social proof of your achievements but don't sound baggy.
  • Offer your gratitude at the end for keeping up with your email. Encourage your prospects to ask questions or get back to you.

email template for a business proposal

1. What are the steps of writing a proposal email for business?

Here are the following steps for writing a proposal email:

1.    Polite address your targeted client

2.    Brief introduction and information about what you do

3.    Proposal of your business plan

4.    How the collaboration will help you both grow

5.    Call to action

2. Should you follow up on proposal emails written for business?

Following up is one of the essentials of marketing. Yes, you can follow up on your business proposal. Instead of making it long, add value (bog, webinar, meeting for assistance) to the email.

3. How do you introduce your business to a new client in email samples for business proposal?

After addressing your client, explain your business and how your service/product can impact your client. Add the key points and attach a brief brochure for further reference.

4. How long should a Business Proposal Template be? 

The ideal length of a business proposal email template can vary based on its type and purpose. In general, it's best to keep it concise, around 200-300 words, ensuring key points are clear. However, complex projects may require more detail. Tailor the length to your recipient's preferences; shorter for busy professionals and longer when detailed explanations are essential. Always prioritize clarity and relevance.

5. Why Do I Need a Business Proposal Template? 

A business proposal template simplifies the process. It's your roadmap to present vital details, making it easier for potential clients to understand your offerings, strengths, and why you're their best choice. In today's competitive landscape, a well-structured proposal sets you apart from the competition, enhancing your chances of sealing the deal.

6. How Do I Customize a Business Proposal Template?

Customizing a business proposal template is crucial for meeting your unique business and client needs. Start by reviewing the template content and identifying areas to personalize. Tailor the proposal to address your client's pain points, showcase your solutions, and highlight your relevant experience. Keep it clear, concise, and easy to read to ensure your message resonates effectively with your potential client.

7. What Key Elements/ Format Should Be Included in a Business Proposal?  

A compelling business proposal email should begin with a friendly greeting, followed by an executive summary highlighting the main points. Next, outline the scope of work, detailing what you will provide. Provide transparent pricing and payment terms. Present a realistic timeline. End with a courteous call to action and contact information. Keep the language clear and personal to engage the recipient effectively.

8. How Can I Make My Proposal Stand Out from Competitors?

Craft a compelling proposal email by emphasizing the distinct advantages you bring. Speak conversationally with a friendly tone. Personalize it to address the recipient's specific needs and interests. Share relevant testimonials or case studies to showcase your proposal's success. Keep the language simple and engaging to resonate with your audience and make your email memorable.

9. What are the Different Types of Business Proposal Templates?

Business proposal templates come in various types tailored to different needs. They can differ by industry, like a tech proposal for IT projects or a catering proposal for food services. Project-specific templates cater to varying initiatives, such as product launches or construction bids. Additionally, templates adapt to client preferences, from formal corporate proposals to creative pitches. These templates help streamline the proposal process and impress potential clients.

Frequently asked questions

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Active leads are the contacts you upload in Smartlead, similar to contacts in HubSpot; if you upload 1000 leads to a campaign, they are considered 1000 active leads. If you upload similar leads to a new campaign, they are not considered a “new active lead” as they already exist in our system.

Do you provide mailboxes, or do I need to connect my own?

We don’t offer mailboxes yet. You need to get your own dedicated list of mailboxes using popular providers like Gmail, Outlook, Zoho, and others that exist in the market. Once you get them, follow our detailed  guides  to connect them quickly.

Do you offer guides and articles on succeeding with cold emails?

Absolutely, one of our most popular guides can be found right  here . It's been used by a large percentage of users to go from zero to cold emailing experts. Covering all topics from email infrastructure to copywriting and lead sourcing.

Is another tool needed for warmups?

No, Smartlead has over 200,000 highly reputed mailboxes connected. The advantage you get along with naturalized AI conversations is access to aged domains you will never find in any warmup tool.

What is the API commonly used for?

It is used popularly by agencies to automate their entire lead generation process as well as to connect Smartlead to external tools to push and pull data from. You can also connect to 1000s of apps using Zapier.

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Anyone that can close deals from demos will succeed with Smartlead. It works for Sales companies, Marketing agencies, SaaS businesses, Recruitment, and offline companies (like construction).

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How to Write a Business Proposal Letter (+ Template)

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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.

Free Business Proposal Letter Template

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.


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.

business proposal letter template business headings

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.

business proposal letter template introduction

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.

business proposal letter template statement of purpose

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."

business proposal letter template call-to-action

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.

business proposal letter template outro and signature

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.

business proposal letter business headings template example

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:

business proposal letter introduction template example

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:

business proposal letter statement of purpose template example

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:

business proposal letter call-to-action template example

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.

business proposal letter outro and signature template example

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

business proposal letter 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

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

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

business proposal 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 Business Proposal Email 7 Samples

proposal submission email

Are you seeking a winning formula to impress your recipients with a business proposal email? Look no further! We have curated a powerful sample email for proposal submission to help you stand out. With expertly crafted content and strategic messaging, this sample email is your secret weapon for success. A proposal email is delivered either as a prologue to a complete and more extensive business proposal or as an integral component of the actual proposal, serving as a cover letter to entice prospective customers to learn more about the company.

The phrases “proposal” and “proposal email” are often used interchangeably when referring to business proposals. As a result, a “proposal email” should be treated as if it were a complete proposal, and you should organize and construct your document in this manner.

How to Write a Business Proposal Email

You should always adhere to any particular instructions the receiver provides, especially if you are responding to a call for proposals (request for proposal). When writing a proposal email , you may generally use the format outlined below:

Introduction and Context

In the proposal submission email’s opening paragraph, include some background information to help the reader understand the email’s purpose. Include a remark in the opening lines stating that you have previously engaged with the recipient.

You may have addressed the potential client’s issue and developed an initial set of goals for the relationship. Make a passing reference to this dialogue and quickly repeat (in a few phrases or less) why you are well-suited to give a resolution.

8 Email Samples for Rejecting a Business Proposal

Outline Goals in Detail

Making goals and objectives precise is the most fantastic way to ensure that they are accomplished. The objectives should be expressed in a list format, ideally with supporting illustrations. If you want to state something like “We will improve productivity by 20% over three months,” rather than “We will greatly increase productivity,” it is preferable to use “We will significantly enhance productivity.” You may also wish to provide specifics about the strategies and tactics you intend to use to reach your goals.

What methods will be used to keep consumers informed of progress? Will you be sending a weekly report to our company? Will they have access to a dashboard that displays real-time analytics? Who will serve as the primary point of contact? Which measures will you use to evaluate your performance? Explain how you intend to guarantee that your receivers know the project’s progress and progress in the proper direction.

Read More: Email Samples for Accepting Business Proposal

A rough estimate of the budget should be included in your cover letter; however, it is unnecessary to provide a detailed breakdown of prices in your cover letter. The cost of a project is a significant consideration in the decision-making process. Thus it is critical to include this information in the proposal.

Contact Information

Give the customers your complete set of contact information after the email. Including a phone number and email address may be pretty beneficial if they wish to call or email you straight after reading the message.

Business Proposal Submission Email Sample , Templates, and Examples

The proposal submission email template provided below is created to illustrate how a generic proposal business email may be written. Depending on your knowledge of your target, you may decide to lengthen or shorten the document or add more content to specific areas as needed.

Business Proposal Email Example

Email proposal to clien t, business email proposal template, sample follow up email to client after sending proposal.

9 Email Samples for Accepting Business Proposal

Business Development Manager Business Proposal Sample

Proposal submission email obtaining a grant request, proposal email.

Following the rules and using the samples above can enable you to write the proposal email. Remember, the goal is to win a client over. Good luck!

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Emails for Proposal Submissions: 4 Methods With Samples

You’ve written all the essential sections for your proposal. The design looks great. Now…all you need to do is craft the perfect email to submit your proposal to your prospective client.

But, writer’s block is settling in. You’re not quite sure what to write in your proposal submission email.

Don’t fret. To help you cross this task off your to-do list, we’ve rounded up 4 unique methods for writing proposal submission emails . Plus, we’ve got email samples for each method.

All you have to do is copy and paste your favorite email sample and customize it to your needs. Let’s do this!

Proposal emails graphic

Why your proposal submission email matters

If you have experience writing proposals, you know that your executive summary is important. It sets the tone for the rest of your proposal and clarifies why the prospect should invest time reading it in detail.

But here’s the thing: the submission email comes first. 🤫Don’t tell your cover letter we told you so, but the email is the real first impression.

When prospective clients receive the submission email, it encourages them to view your proposal in its entirety.

To be effective, the email should be:

On brand - Every part of your client experience should be on brand, including this email. For different companies, that might mean using formal language, straight-to-the point messaging, or tons of emojis. Just make sure the email is true to your brand style.

Professional - Potential clients will judge the grammar, formatting, appearance, and language of your email to help them decide whether or not they trust you enough to do business with you, so now is not the time for sloppiness. Always proofread your emails.

Purposeful - Don’t stuff this email with unnecessary information or requests. Make sure that every line serves a purpose. If it doesn’t cut it. If your email is too long or complicated, it will be a big turn-off.

Keep these tips in mind when crafting your email, no matter which of the writing methods below you ultimately choose.

4 methods for writing proposal submission emails [with samples]

So how do you write an email to deliver your proposal?

Try one of these 4 unique email-writing methods:

Short and sweet

Full executive summary

Mini executive summary

Assume the sale

Use the one that best matches your company and industry. Then, add your unique brand style and prospect details, and hit that send button!

Method 1: Short and sweet

First up, let’s dive into the simplest of all our email-writing methods.

This email acknowledges the fact that your prospective client probably just wants to read your proposal , not a long, fluffy email. So, this email is kept short and sweet. It serves as a notification and a quick request for the reader’s attention. Nothing more, nothing less.

Sample email

Here’s an example email using this writing method:

Subject line: Partnership marketing proposal Hi Name, I enjoyed our conversation and I look forward to helping you grow your business through strategic, aligned partnerships with the right companies, associations, and influencers in your industry. I prepared a proposal based on your needs and our solution here: {link} Let’s schedule some time early next week to review any questions you might have and move this forward with next steps. Don’t hesitate to contact me with any questions in the meantime, {Your Signature}

Method 2: Full executive summary

Our next method is a lot more robust. Geoffrey James, a contributing editor for Inc., says every salesperson should master the proposal submission email.

He recommends this 7-point template to guide your writing:

Statement of gratitude (1 sentence)

Problem definition and financial impact (1-2 sentences)

Desired outcome (1-2 sentences)

Proposed solution (2-5 sentences)

Proposed price (1 sentence)

Risk reduction (1-2 sentences)

Next step (1 sentence)

With this method, you’re essentially re-purposing your cover letter for your submission email.

Here’s an example email using Geoffrey’s method:

Subject line: Software development proposal Hi Name, Thank you for giving me the opportunity to submit a proposal for your new startup. The school sports club management niche has not yet been digitized and you have the opportunity to be the first SaaS player in this space. If you don’t get to market quickly, you could lose out on this first-mover advantage. You need to take your product to market in under 6 months, and we expect to meet that deadline. I propose a small product team of two senior-level engineers, one product manager, one DevOps engineer, and one QA tester. My business team will provide strategic direction to ensure that this product team performs at a high level and stays on track with the product roadmap. The cost will be $30,000 per month, with a total expected investment of $180,000 (6 months) to develop your MVP and go to market. After this initial development, the ongoing monthly cost will be lower depending on how aggressively you want to add advanced features. To ensure that the MVP meets user needs, we will start by developing a prototype and conducting user testing with 10 target users. After product validation, we will begin development. Please read the proposal in its entirety. You can find it here: {link} If you’d like us to kickoff prototyping next month, I’ll need the signed proposal and a deposit of $30,000 by March 15th. Let’s speak later this week to go over any questions you might have and move this forward with next steps. I’ll send you an invite. {Your Signature}

Method 3: Mini executive summary

This method is inspired by Geoffrey’s 7-point template above—except that it’s a condensed version.

Instead of writing one or more sentences for all of his 7 points, you cover just 3 or 4 of those points.

The benefit of this email method is that it offers context and clarity, without being unnecessarily long.

After all, you probably don’t need to submit a super-long email with your proposal. You just need to encourage the prospect to give it a read.

We recommend you share your gratitude for being able to submit a proposal, describe their pain points or the desired outcome, and detail your proposed solution. However, you can mix and match any of the 7 points from Method 2 to craft an email that is contextualized, yet brief.

This type of proposal works well for financial aid appeal letters as these emails are not so short, and not so lengthy. Precise, to-the-point, and drives results.

For this example email, we’re including the following points: gratitude, desired outcome, proposed solution, and next step.

Subject line: Proposal ready for review Hi Name, Our team at Acme Architects is honored that you’ve given us the opportunity to submit a proposal for your dream cabin. We know how important it is that this cabin provides memories for your family to enjoy for decades to come. To achieve your goals, we’re proposing our standard package, which includes surveying, architectural renderings, design revisions, and streamlined collaboration with your engineer and building team. Please take a moment to review the proposal here: {link} Once the proposal is signed, our team will get to work immediately on the land survey. In the meantime, let's get some time on the calendar to review the proposal together and I can answer any questions. {Your Signature}

Method 4: Assume the sale

With this method, pretend like you’re writing to a new client who’s being onboarded—instead of trying to sell your services.

Most sellers know the “assume the sale” trick . Here’s how it works: you talk (or write) as if the prospect has already said yes. Your easy confidence in winning the deal helps convince them that you’re the one for the job.

This technique is frequently used on sales calls. A sales representative might say something like, “ Let’s make sure to set up a training session on this feature. Our head of education, Samantha, is really great. Your team is going to love her. What month would you like to schedule that ?” The seller is putting the prospective client in the mindset of having already said yes to the deal.

You can use this little sales trick in your proposal submission emails as well. You might hone in specifically on the next steps and not mention much else. Or you might include some details on the first few phases of the project.

Keep in mind that this trick can be effective for small businesses, but if your prospective client is a large organization, you might come across as clueless if you assume that decision-makers are already on board. So, use this method with caution. Find ways to mention onboarding and service details without being overly presumptuous.

Here’s a sample email using this method:

Subject line: Let’s get started! Hi Name, I’m looking forward to working together. You can find the proposal based on our conversation here: {link} Next week, we’ll kick things off with a 90-minute strategy session. I can’t wait for you to meet our chief brand strategist. She’s a gem and very excited about this project! Then we’ll dive straight into customer and market research, and your new brand will be ready for you by May 1st. Can’t wait! {Your Signature}

Must-have email templates when submitting proposals

When writing a professional email, it’s wise not to start from scratch. The proposal submission is an essential part of the sales process, and you want to get it right.

Before sending your sales proposal, consider using these great email templates. They’re available inside of Proposify , our platform designed for sending, tracking, and closing proposals.

Email template for sending the proposal

We’re big believers that for many companies and industries, sales emails should be kept simple.

This proposal email doesn’t include pain points or value propositions. It simply asks the prospective client to take a look at the proposal and let the sender know if they have any questions.

Screenshot of email template for sending a proposal

Let this template be a reminder: you don’t have to dress up your proposal with a complicated email. You can choose to let your proposal shine instead (and take pomp and circumstance out of the picture).

Automated follow-up email template to close the deal

Before you submit your proposal, you should set up at least one automated follow-up email . Not only will this save you time, but follow-up email automation also boosts proposal closing rates by 50% on average .

Use our reminder email template as an example. It kicks things off with a simple opening paragraph: “Do you have any questions on the proposal? I’m happy to adjust the terms to meet your needs.”

Screenshot of an email template for a proposal reminder

Automated thank-you email template

The thank-you email serves as one of the initial elements in your client experience.

You should use automation to send the thank-you email, because you want the client to feel good about their decision to work with you. If they sign the proposal while you’re away from your desk, automation ensures that you’re responding to their decision without delay.

You can use this email to cover important onboarding steps, such as filling out a questionnaire or booking a kickoff meeting. Or, you can simply deliver a copy of the signed proposal and let your client know you will be in touch with them as soon as possible to begin the onboarding process.

Proposify offers automated thank-you emails within our platform. This template uses simple, positive language like, “Thank you for accepting our proposal. We’re excited to get started and we’ll be in touch ASAP with next steps.”

Screenshot of a template for a thankyou for accepting a proposal email

With Proposify, you can edit any of our email templates or create your own templates for a variety of use cases.

Get proposal templates and automated emails with Proposify

To send beautiful proposals and submission emails in a snap, you need proposal software .

Proposify includes both proposal templates and email templates to save you time and create consistency for your sales team. Our software also offers analytics features so you can check which prospective clients have viewed your proposal and how often. This data will help you craft custom follow-up emails based on each client’s level of interest (or lack thereof). You can also track average viewing and closing rates to set goals for improving your sales stats.

And for the cherry on top, emails sent with Proposify enjoy an average open rate of 90.5% , so you can be sure that your emails are getting through to your prospects.

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7 Perfect Business Proposal Email to Client Sample Templates

7 Perfect Business Proposal Email to Client Sample Templates 1

Are you tired of drafting business proposals that fail to impress your clients? Do you struggle with crafting an email that actually seals the deal? Look no further, because in this article, we’ll be sharing business proposal email to client samples that are sure to catch your client’s attention and increase your chances of winning that project bid.

Our team understands the challenges that come with sending a business proposal email to clients. It takes a tremendous amount of effort to create a proposal that not only showcases your capabilities but also resonates with your intended audience. That’s why we’ve curated several examples that are tailored to various industries and tailored to different scenarios.

Whether you’re pitching a new project, requesting a collaboration, or introducing your company, you can quickly review our samples and edit them as needed. With these email samples, you can avoid the hassle of starting from scratch and instead focus on tailoring the template to your business goals and clients’ needs.

We’re confident that our business proposal email to client samples will provide the inspiration and guidance you need to elevate your next email pitch. So why wait? Take the first step in winning your next project bid and check out our sample proposals today!

The Best Structure for a Business Proposal Email to Clients

When writing a business proposal email to a client, it’s important to structure it in a way that is clear, concise, and easy to understand. The structure of your email can make a big difference in whether your proposal is successful or not. Here are some tips on the best structure for a business proposal email to clients.

1. Start with a clear subject line.

The subject line is the first thing your client will see, so it’s important to make it clear and compelling. Your subject line should summarize the purpose of your proposal and pique the client’s interest. For example, “Proposal for New Partnership Opportunity” or “Proposal for Website Redesign Project.”

2. Begin with a clear introduction.

The introduction should be brief but impactful. Introduce yourself and your company, and briefly explain what your proposal is about. You might also want to mention why you think your proposal is a good fit for the client’s needs.

3. Provide background information.

Next, provide some background information on your proposal. This might include market research, industry trends, or other relevant information that supports your proposal. Make sure the information is clear and relevant to the client’s needs.

4. Outline your proposal.

Now it’s time to get into the details of your proposal. Outline the specific services or products you are proposing, and explain how they will benefit the client. Be clear and specific about what you are offering.

5. Provide pricing and payment information.

When it comes to pricing, be transparent and upfront. Provide a detailed breakdown of the costs associated with your proposal, and explain how payment will work. You might also want to include information about any payment terms or financing options.

6. Include a call to action.

Finally, wrap up your proposal email with a clear call to action. This might include asking the client to sign a contract, schedule a meeting, or take some other specific action. Make sure the call to action is clear and easy to follow.

By following these tips, you can create a clear and compelling business proposal email to clients that will help you win new business and build strong relationships with your clients.

7 Samples of Business Proposal Email to Client

Proposal for marketing services.

Dear [Client Name],

We are excited to offer our marketing services to help grow your business. Our team brings years of experience and a data-driven approach to advertising, social media, and SEO. We believe that our strategies can help you increase your brand awareness, generate leads, and increase sales.

We offer a tailored approach to each client and would love to set up a call to discuss your specific needs and goals. Our scope of work includes developing a marketing strategy, creating effective ad campaigns, managing your social media, and improving your website SEO.

Thank you for considering our services. We look forward to hearing back from you and hope to have the opportunity to enhance your brand and revenue.

Best regards,

[Your Name]

Consultancy Proposal

Your business has caught our attention, and we’d like to offer our consultancy services to help you achieve your objectives. Our consultancy team has extensive experience in analyzing business models, creating business plans, and developing strategies.

We believe that we can help your business by bringing new insights and perspectives. We can help you identify new growth opportunities, improve your processes and align your business objectives with your vision.

We offer a personalized approach to our clients and would love to get to know your business better. We are confident that our consultancy services will provide value to your business, and we would be happy to discuss your objectives further in a call.

Please feel free to contact us if you have any questions or would like to schedule a call. We look forward to hearing from you soon.

Proposal for Event Planning Services

We are thrilled to offer our event planning services to help you create a memorable and successful event. Our team has extensive experience in event planning, management, and coordination for various occasions.

We can help you plan your entire event from start to finish, sourcing vendors, coordinating logistics, creating a timeline, and managing budgets. We guarantee that your event will meet your specifications and exceed your expectations.

We would be delighted to discuss your event needs further and provide recommendations based on your preferences. We offer competitive pricing and a commitment to exceed your expectations.

Proposal for Website Design Services

We are excited to offer our website design services to enhance your online presence. Our expertise lies in creating user-friendly and visually appealing websites that attract and engage your target audience.

We will work closely with you to understand your brand, vision, and goals before proposing website concepts that will suit your business needs. We specialize in WordPress, Shopify, and other popular website platforms.

We can also provide ongoing maintenance and support after the website launches to ensure functionality and security.

Thank you for considering our services. We are confident that we can deliver an outstanding website that will drive traffic and conversions. Please reach out to us if you have any questions or would like to schedule a call to discuss your project further.

Proposal for Human Resources Consultancy Services

We are delighted to offer our Human Resources consultancy services to help you enhance your people strategies. Our consultancy team specializes in talent acquisition, employee engagement, talent management, and HR technology.

We believe that we can help you develop a people strategy that aligns with your business objectives and will ensure your employees remain engaged, motivated, and productive.

We can work with you to identify your current HR challenges and provide effective and efficient solutions to overcome them. We take a personalized approach to understanding our clients’ needs, culture, and vision before formulating a plan that will suit their requirements.

Please contact us if you have any questions or would like to schedule a call to discuss your HR requirements further. We look forward to hearing from you soon!

Proposal for Accounting Services

We hope this email finds you well. We are excited to offer our expert accounting services to help you streamline your financial operations and improve your bottom line. Our team of accountants brings years of experience and knowledge of industry best practices to ensure your finances are optimized.

We can provide a customized range of accounting services, including bookkeeping, payroll management, tax filing, and financial reporting. Our focus is on maximizing your financial resources while maintaining compliance with government regulations.

We believe that our accounting services can help you minimize errors, reduce expenses, and make informed business decisions. Please contact us to learn more about our services and how we can help you achieve financial success.

Proposal for Legal Services

We are eager to offer our legal services to help you navigate the legal complexities of running your business. Our team of lawyers has expertise in various legal areas, including corporate law, contract law, employment law, and intellectual property law.

We can provide a range of legal services, including contract review, legal compliance, business formation, and intellectual property protection. Our commitment is to provide high-quality legal services that mitigate legal risks and maximize legal protection.

We understand that legal issues can be challenging and time-consuming. Please contact us if you have any legal needs or questions, and we would be happy to schedule a call to discuss how we can support your business.

Related Tips for Writing a Strong Business Proposal Email to Clients

Writing a business proposal email to clients can be a nerve-wrangling experience, especially if you’re trying to secure a new client or expand your business. However, if you approach it with the right mindset and follow some related tips, you can significantly increase your chances of success.

Here are some useful tips to consider when writing a business proposal email to clients:

  • Know your audience: Take the time to research your client’s business and understand their needs and pain points. Tailor your business proposal email to address these specific challenges, and offer solutions that are relevant to their business.
  • Be concise and clear: Keep your email brief and to the point. Be clear, direct and articulate, using language that is jargon-free and easy to understand. Avoid using buzzwords and corporate jargon, which can make your email sound impersonal.
  • Include a subject line that grabs attention: A compelling subject line can encourage clients to open your email and take action. Use a descriptive headline that clearly states what your proposal is about, and highlight any benefits to the client.
  • Offer a clear value proposition: Your value proposition should be concise and clearly highlight the benefits you can provide. Make sure your email shows how your services can solve the client’s problems and add value to their business.
  • Provide evidence of previous success: Include case studies, testimonials and client success stories to demonstrate your past performance and expertise. This can help build credibility and trust with potential clients, which can make them more likely to choose your services.
  • Follow up: The key to success is often in the follow-up. Be persistent, but not pushy. Send a follow-up email after a few days to check if they received your email and to answer any questions they may have.

By keeping these tips in mind, you’ll be able to write a business proposal email to clients that is concise, clear and impactful. Remember to always personalize your email, and make it about them, not about you. As long as you provide solutions, evidence and a solid value proposition, you’ll have a higher probability of success. Good luck!

FAQs related to Business Proposal Email to Client Sample

What should i include in my business proposal email.

Your business proposal email should include a brief introduction, a summary of your services or products, a clear explanation of the benefits of your services or products for the client’s business, a pricing breakdown, and a call to action with a deadline.

How long should my business proposal email be?

Your business proposal email should be concise and to the point. Ideally, it should be no longer than one page.

What should I do if I don’t receive a response to my business proposal email?

If you don’t receive a response to your business proposal email, you can send a follow-up email reminding the client about your proposal and requesting a response. Alternatively, you can call the client to follow up.

Can I customize my business proposal email for different clients?

Yes, it is always a good idea to customize your business proposal email for each client, if possible. This can help to show the client that you have taken the time to understand their specific needs and are presenting them with a tailored solution.

How soon should I follow up after sending a business proposal email?

You should follow up after sending a business proposal email within a few days. This will show the client that you are interested in their business and are eager to provide them with the best possible solution.

How can I make my business proposal email stand out?

You can make your business proposal email stand out by using a clear and engaging subject line, addressing the client by name, using bullet points to break up text, and including visuals such as graphs and charts.

What should I do if the client rejects my business proposal?

If the client rejects your business proposal, you can ask for feedback to understand why they did not find it suitable. This can help you to improve your future proposals. Alternatively, you can offer to provide them with additional information or a revised proposal based on their feedback.

Thanks for reading! Come back soon!

I hope this sample business proposal email to client has been helpful for you. Remember, always keep it brief and to the point, and focus on the customer’s needs and how you can help solve their problems. Don’t forget to proofread your email before hitting send, and follow up if you don’t hear back. And most importantly, be sincere and personable in your communication. Good luck with your next pitch, and thanks again for stopping by!

Sample Email for Sending Revised Proposal to Client: A Guide to Writing a Professional Pitch The Ultimate Guide to Crafting the Perfect Bidding Email Template 5 Effective Project Proposal Email Samples You Can Use Today Effective Proposal Sample Email to Client for New Business - Tips and Templates Sample Email for Sending Proposal to Client: Crafting an Effective and Professional Message

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Jan 18, 2022

How to write a business email with 10 business email examples

Looking for business email examples? Our business email templates and samples will help you to learn how to write a business email in the right format.

Blog writer

Lawrie Jones

Table of contents

Wondering how to write a business email? Well, you've come to the right place. By the end of this blog, you'll know how to send a business email in any situation and have improved your overall business communication skills.

Our business email examples will show you how to start and end a business email, deliver your message in the business email format, and getting what you ultimately want: a response to your email.

The various business email writing samples that we cover will teach you business email sentences and other business communication tips will help you handle any situation according to email etiquette.

The various business email samples that we break down will illustrate how to introduce your business in an email, how to say sorry, how do you say thank you, and how to say no politely in a business email, as well as how to write a business email with attachments.

Ready to start?

Last but not the least, we will introduce you to Flowrite 's business email templates that will help you to supercharge your business emails and messages, like this:

What is a business email?

Business email is an essential communication tool with employees and external organizations, including customers, subscribers, and stakeholders.

As well as sharing information and updates, business emails can be used to market products, manage complaints, support customers, and engage suppliers. Put simply, a business email is the lifeblood of any modern company.

Business emails are typically short, polite, and written with a clear purpose. However, business emails don't need to be boring. If written correctly, an effective business email can inform, engage, and inspire any reader.

How to write a business email

Wiring a great business email involves a little process and a little psychology. First, you'll need to understand how to format a business email, including a great subject line, appropriate greeting, body copy, and ending. But more than that, you need to go beyond providing information and delivering a little inspiration, too.

Every email is an interruption, say  researchers . You're asking someone to read your email, so it must have value. Your email must have a purpose and state it clearly and quickly. Don't waste time or words getting to your point, be clear with why you're messaging and what you want, says Jeff Su in the  Harvard Business Review .

We all receive hundreds of emails a day, so you must work hard to avoid what  academics describe as  "standardized, vague, and impersonal realizations of interpersonal moves". Our translation: personalize your emails and keep them interesting, or risk losing readers' attention. 

Business email format

The basics of how to write a business email format should be familiar to anyone online. The typical formal business email format has five core parts, including:

  • Subject Line
  • Formal greeting
  • Closing phrase

Understanding the business email writing format enables you to sketch out, structure quickly, and write a business email from scratch in minutes. 

We've covered the core parts of professional email greetings and endings in other posts, so we'll be brief here. Instead, we're going to delve into more detail in the content, including providing 10 examples of business emails that command attention and demand action. 

Business email greetings

There's no magic in how to start a business email; you use a formal email greeting and an appropriate email opening sentence . The core of your message depends on who you're contacting, what you want, and why, but the basics of how to start a good business email are pretty standard.

Many people want to know how to start a business email conversation with someone they have never met. If you know the person's name, it's polite to start with:

  • Dear (person's name)

Use their full name, and avoid a title (such as Mr or Mrs), as these are outdated and could cause offense.

Suppose you're finding it difficult to decide how to address someone in a business email. In that case, we suggest being formal rather than being informal. So while you're OK to use any opening you choose in a personal email, if you're wondering if you can use 'Hi' in business letters or emails, we would advise against it. 

Unless you know the person, overly informal greetings such as 'Hey could come across as informal and unprofessional, which could kick off your relationship on the wrong note.

How to start a business email

The opening sentence should explain who you are, where you're from, and what you want. Of course, it can be a challenge to fit all this in, but here's an example of how to start a business email.

The decision on how you start a business email depends entirely on what you're trying to say. Still, the approach above is a tried and tested classic.

For more examples on how to start an email , check out our business email examples in this article.

How to end a business email

As we've explained, every business email should have a point and a purpose, so be clear about what you want from the reader. So let's use the example above to illustrate how this can work in a formal context.

If there's already an existing relationship between the two participants, then it's okay to be a less formal. So here's how this can work.

As you can see this example maintains professionalism without being too stiff. For example choosing the right email closing line can make a significant difference in the tone of the email .

How to finish a business email

The formal way to end a business email is by using one of two options. Here's what they are and when you'd use them.

  • Yours sincerely – this is a formal sign-off if you are addressing the email to a person and you know their name
  • Yours faithfully – a formal business email sign-off if you don't know the name of the person you're emailing

There are other, less formal but increasingly popular, business email closings include:

  • Kind regards
  • Best regards
  • I look forward to hearing from

When deciding how to sign off a business email, think about how well you know the reader and how formal you want to be. If you've emailed someone before and have a relationship, feel free to be a little less formal. On the other hand, stick to the tried and tested email sign-offs if this is the first message you're sending.

Business email writing samples

Here are some common phrases that can help you write better business emails and some advice on using them.

Learn how to:

  • Introduce yourself in an email
  • Say thank you
  • Politely say no
  • Say you're busy
  • Describe the attachments you're including

How to introduce your business in an email

When introducing yourself in an email , include your name, job title, and company. Don't' try to be smart or funny; stick with the basic information that any reader might want to know. 

  • My name is Lawrence Jones, and I'm the marketing director at (insert company name)

How to say sorry in a business email

Saying sorry in a business email can be challenging, but it's best done quickly and cleanly, like tearing off a band-aid. So don't beat around the bush or muddle the message; just say sorry.

  • I would like to apologize for your recent experiences with our company.

How do you say thank you in a business email

When saying thank you in an email, keep things short but be specific. Don't just say thanks; explain what you're thanking the person for and the impact that they have had. If you're saying thanks for something they've done, 

  • I'd like to thank you for your amazing work on the recent project. Your work has helped us to save significant amounts of time and money.

How to say no politely in a business email

Learning how to say no politely is a core business communication skill that can be a challenge. We're conditioned not to want to disappoint people, but remember this isn't about you personally, but about business. A polite but firm no can improve the way you are perceived. It's tempting to apologize or qualify your response but don't. Stick to the facts and don't lose focus.

  • I'm sorry to say that we won't be able to accommodate your request at this time.

How to say I am busy in email

Work can be stressful enough without having to explain why you're busy. Don't apologize, but be clear that you don't have time. Instead, manage expectations and finish positively by explaining when you can help.

  • I'm not currently able to support you with this project as I'm engaged in other work. However, I'll have some capacity to work with you next week.

How to write a business email with attachments

Let your reader know that there's an attachment, what it contains, and why it's essential. For example, if the file is large or in a specific format that may require them to access an application, let them know.

  • Please find attached a copy of the report you have requested. The PDF file is 10MB, so be aware of this before sharing. You may require viewing software to make comments on it.

10 business email writing examples

The best way to explain the concepts we're describing is to put them into practice. Here are 10 examples of effective business emails. We've tackled most of the main reasons you'll need to message someone in these business correspondence email templates. Use these templates for information, but make sure to edit and adapt them to your specific circumstances.          

1. How to write an email to a company

If you're finding it challenging to write a business email to a company you've never worked with before, don't worry – it's one of the most demanding emails to write. It's tempting to include too much, but you're at the top of the funnel, so focus on the basics and keep things brief.  In our first business sample, we describe how to write a mail to a company totally cold.                                 

2. Business email reply sample

In this example, we look at how to respond to a business proposal email that a company has sent you. Before writing, consider what you want to do with the information they have supplied. Be clear if you're interested or not interested. This will save time (and avoid unwanted future emails).

3. Sample email to client for new business

Sending a cold email to a potential customer completely cold can create new connections and generate new business. There are no set rules on how to write a business email to a potential client, but you must show that you have researched what they do and understand who they are. Before using this sample email to customers for business, do some research and edit it.

4. Business cooperation email sample

A business collaboration is a partnership that benefits you both, so approach any email positively and with purpose. In this example of how to write a business partnership request email, we focus on the benefits of collaboration. This business collaboration email sample is also suitable for those wondering how to write an email to a potential business partner.

5. How to send a business proposal email

A business proposal is more than a request for a partnership but a formal document detailing the terms and conditions of your relationship. When deciding how to start a business proposal email, understand that multiple people will see this email, so be formal. 

6. How to write a business introduction email

Having the skills to introduce your business to another can help you win clients, form partnerships, and secure profitable projects. Leave the selling for later, and start with a meeting. This example of how to write a business meeting request email can be amended, covering how to write a business invitation email.

7. How to write a business inquiry email

A business inquiry is a formal, unsolicited message requesting information. Again, strip it back, be clear and focus on what you want. The recipient should know exactly what you're asking for, why, and when they need to respond. See our example of how to write a business inquiry email here.

8. How to write a business email asking for something

It depends on what you want, but a business inquiry email asking for something should include what you want when you want it and why. Here's an example of how to write a business email asking for something.    

9. How to write a cold email for business

If you're wondering, when is it OK to email strangers about your business? The answer is anytime––as long as what you're contacting them about is relevant. In any cold email , focus on the value you can offer, not what you want. You can see how that works in this example of how to write a cold email for business.

10. How to write a business follow up email

A prompt and polite email after a business meeting is a professional courtesy that you can't forget to complete. In this example of how to write a follow-up email to a client after a business meeting, we keep the details to a minimum and focus on arranging a follow-up .

Business email templates by Flowrite

Flowrite is an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds, like this:

It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and Flowrite will give them wings. We dare to say that it's the fastest way to start writing better emails.

Our AI template collection features dozens of business email templates that will help you with all the aspects covered in this blog post.

How to improve your business email writing skills

We hope that this guide has helped you to understand how to write business emails.

If you found it helpful, we suggest that you bookmark it so that you can revisit our business email examples and pick up the best business email formats, sentences and templates and find how to start and end a business email the correct way.

If you want further improve your business email writing skills giving Flowrite a try can be one of the most efficient ways to do it. In addition to being more productive by turning instructions into ready-to-send emails with the help of our business email templates you can actually learn from our AI writing assistant.

Like one of our early users Camille put it: "I'm now even drawing inspiration from the emails generated, for my own communication style. Seems that I'm learning as much from Flowrite style than the tool is learning from me."

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10 Effective Business Proposal Email Templates for Clients in 2024

10 Effective Business Proposal Email Templates for Clients in 2024

Are you looking for effective business proposal email templates to impress your clients in 2024? Look no further! In this article, we will provide you with 10 highly effective email templates that will help you win over potential clients and secure new business opportunities . These templates are designed to be concise, persuasive, and professional, ensuring that your proposals stand out from the competition. Whether you are a freelancer, small business owner , or sales professional, these templates will help you craft compelling emails that get results.

1. Template for Introducing Your Business

1  template for introducing your business

Subject: Introducing [Your Business Name] - [Your Unique Selling Proposition]

Dear [Client's Name],

I hope this email finds you well. My name is [Your Name], and I am reaching out to introduce you to [Your Business Name]. We are a [brief description of your business] with a strong track record of delivering exceptional results for our clients.

I noticed that your company is in need of [specific service or solution]. We specialize in providing [briefly describe your expertise or services] and have helped numerous clients achieve their goals in this area.

I would love the opportunity to discuss how we can assist you in achieving your objectives. Please let me know if you would be available for a brief call or meeting at your convenience.

Thank you for considering [Your Business Name]. I look forward to the possibility of working together.

Best regards,

[Your Name]

2. Template for Proposal Follow-Up

2  template for proposal follow up

Subject: Follow-Up on [Project/Proposal Name]

I hope this email finds you well. I wanted to follow up on the proposal we sent you regarding [project/proposal name]. We are excited about the opportunity to work with you and believe that our [services/products] can provide significant value to your business.

I understand that you may have questions or require additional information before making a decision. Please let me know if there is anything specific you would like us to address or if you would like to schedule a call to discuss further.

We are committed to delivering exceptional results and providing excellent customer service . We believe that our expertise and experience make us the ideal partner for your [specific needs].

Thank you for considering our proposal. We look forward to the possibility of working together.

3. Template for Requesting a Meeting

3  template for requesting a meeting

Subject: Request for Meeting - [Topic/Agenda]

I hope this email finds you well. I would like to request a meeting to discuss [topic/agenda]. I believe that a face-to-face conversation would be beneficial in exploring potential opportunities and addressing any questions or concerns you may have.

Based on my understanding of your business and goals, I am confident that we can provide valuable insights and solutions. I would appreciate the opportunity to present our ideas and discuss how we can assist you in achieving your objectives.

Please let me know your availability, and I will be happy to schedule a meeting at your convenience. I look forward to the possibility of meeting with you.

4. Template for Proposal Acceptance

4  template for proposal acceptance

Subject: Acceptance of Proposal - [Project/Proposal Name]

I am pleased to inform you that we have reviewed your proposal for [project/proposal name] and have decided to accept it. We believe that your [services/products] align perfectly with our needs and objectives.

Example of me using AtOnce's AI review response generator to make customers happier:

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We are excited about the opportunity to work with you and are confident that together we can achieve great results. We appreciate the effort and thoughtfulness that went into your proposal and are confident in your ability to deliver on your promises.

Please let us know the next steps in the process, and we will be happy to proceed accordingly. We look forward to a successful collaboration.

5. Template for Proposal Rejection

5  template for proposal rejection

Subject: Rejection of Proposal - [Project/Proposal Name]

Thank you for submitting your proposal for [project/proposal name]. We appreciate the time and effort you put into preparing it. After careful consideration, we have decided not to move forward with your proposal at this time.

While we recognize the value and quality of your [services/products], we have chosen to explore other options that better align with our current needs and objectives. We encourage you to continue pursuing opportunities with other clients, as we believe your expertise will be valuable to them.

We appreciate your understanding and wish you the best of luck in your future endeavors.

6. Template for Proposal Revision

6  template for proposal revision

Subject: Request for Proposal Revision - [Project/Proposal Name]

I hope this email finds you well. After reviewing your proposal for [project/proposal name], we believe that there is potential for a successful collaboration. However, we would like to request a few revisions to better align the proposal with our specific needs and objectives.

Specifically, we would appreciate it if you could address the following points:

  • [Revision request 1]
  • [Revision request 2]
  • [Revision request 3]

We believe that these revisions will enhance the overall fit between our requirements and your proposal. We look forward to receiving the revised proposal and continuing the evaluation process

Thank you for your attention to this matter.

7. Template for Proposal Withdrawal

7  template for proposal withdrawal

Subject: Withdrawal of Proposal - [Project/Proposal Name]

I am writing to inform you that we are withdrawing our proposal for [project/proposal name]. After careful consideration, we have decided to focus our resources on other opportunities that better align with our current business objectives

We appreciate the time and effort you invested in reviewing our proposal and apologize for any inconvenience this may cause. We believe that there are other providers who can better meet your needs and encourage you to explore those options.

Thank you for considering our proposal, and we wish you the best of luck in your search for the right partner.

8. Template for Proposal Extension

8  template for proposal extension

Subject: Request for Proposal Extension - [Project/Proposal Name]

I hope this email finds you well. I am writing to request an extension for the submission of our proposal for [project/proposal name]. Due to unforeseen circumstances, we require additional time to ensure that our proposal meets your expectations and provides the best possible solution.

We understand the importance of adhering to deadlines and apologize for any inconvenience this may cause. We assure you that the extra time will allow us to deliver a comprehensive and well-thought-out proposal that addresses all your requirements.

Please let us know if an extension is possible, and we will be grateful for the opportunity to submit our proposal at a later date.

Thank you for your understanding.

9. Template for Proposal Thank You

9  template for proposal thank you

Subject: Thank You for Considering Our Proposal - [Project/Proposal Name]

I would like to express my sincere gratitude for considering our proposal for [project/proposal name]. We understand that you have numerous options to choose from, and we are honored that you have taken the time to review our submission.

We believe that our [services/products] can provide significant value to your business and help you achieve your goals. We are committed to delivering exceptional results and providing excellent customer service.

Should you have any questions or require further information, please do not hesitate to reach out to us. We are here to assist you in any way we can.

Thank you once again for your consideration. We look forward to the possibility of working together.

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email template for a business proposal

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How do I write a business proposal email to a client?

To write a business proposal email to a client, start by addressing the client by name and introducing yourself and your company. Clearly state the purpose of the email and provide a brief overview of your proposal. Include relevant details such as the products or services you are offering, the benefits for the client, and any pricing or timeline information. Be concise, professional, and persuasive in your writing. End the email with a call to action, such as requesting a meeting or asking for feedback.

What should be included in a business proposal email?

A business proposal email should include a clear and concise introduction, an overview of your proposal, details about the products or services you are offering, the benefits for the client, pricing information, a timeline or schedule, and a call to action. It is also important to address any potential concerns or objections the client may have and provide supporting evidence or testimonials. Proofread your email for grammar and spelling errors before sending it.

How can I make my business proposal email stand out?

To make your business proposal email stand out, consider the following tips: 1. Personalize the email by addressing the client by name and showing that you understand their specific needs or challenges. 2. Use a professional and visually appealing email template or format. 3. Highlight the unique selling points or competitive advantages of your products or services. 4. Include relevant case studies, testimonials, or success stories to demonstrate your credibility and track record. 5. Keep the email concise and focused, avoiding unnecessary jargon or technical details. 6. Use persuasive language and a confident tone to convey your enthusiasm and commitment. 7. Follow up with the client after sending the email to show your continued interest and willingness to address any questions or concerns.

Asim Akhtar

Asim Akhtar

Asim is the CEO & founder of AtOnce. After 5 years of marketing & customer service experience, he's now using Artificial Intelligence to save people time.

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October 31, 2023

Block Advisors

How to Write a Business Plan Step-By-Step

October 31, 2023 • Block Advisors


  • A business plan outlines your business’s goals, services, financing, and more.
  • Business plans vary in length and complexity but should always include an explanation of what your business will do and how it will do it.
  • Business plans serve as a guide for business owners and employees and are key to boosting investor confidence.

Whether you’re a serial entrepreneur or just getting your first small business idea off the ground, creating a business plan is an important step. Good business planning will help you clarify your goals and objectives, identify strategies, and note any potential issues or roadblocks you might face.

Not every business owner chooses to write a business plan, but many find it to be a valuable step to take when starting a business. Creating a business plan can seem daunting and confusing at first. But taking the time to plan and research can be very beneficial, especially for first-time small business owners.

If you want to learn how to create a business plan or if you feel you just need a little business plan help, read on!

What is a Business Plan?

A business plan serves as a comprehensive document that outlines your business’s goals, services, financing, leadership, and more details essential to its success. Think of the plan as the who, what, and why of your new business:

A small business owner learning how to write a business plan

Who are the major players in your business?

What goods or services do you offer and why are they important?

Why are you in business and why should customers choose you?

Business plans can range in complexity and length, but, at their core, all plans explain what the business will do and how it will do it. A business plan serves as a guide for business owners and employees and should boost investor confidence. Some important advantages of business plans include:

  • Shows investors you have an in-demand product or service, a solid team to achieve business goals, and the potential for growth and scalability.
  • Increases the likelihood of securing a business loan, locking in investments, or raising capital. >>Read: A Guide to Raising Capital as a Small Business Founder
  • Helps recognize partnership opportunities with other companies.
  • Identifies and defines competitors within your given industry.

Looking for an examples of a successful business plan? Check out the SBA’s business plan page for walkthroughs of different business plan outlines.

How to Write a Business Plan: 10 Simple Steps

Starting with a blank page is undoubtedly intimidating. So, begin with a structured business plan template including the key elements for each section. Once your outline is complete, it’ll be time to fill in the details. Don’t worry, you’ll know how to write a business plan in no time. We’ve broken each section down to help you write a business plan in a few simple steps.

1. Brainstorm and Draft an Executive Summary for Your Business Plan

This will be the first page of your business plan. Think of it as your business’ written elevator pitch. In this high level summary, include a mission statement, a short description of the products or services you will be providing, and a summary of your financial and growth projections.

This section will be the first part people read, but you may find it easier to write it last. Writing it after building out the rest of your plan may help you condense the most important information into a concise statement. You’ll need to streamline your thoughts from the other sections into a one page or less summary.

2. Create a Business Description

In this next section, describe your business. Add more specific details than the executive summary. You should include your business’s registered name, the address of your business’s location, basic information about your business structure , and the names of key people involved in the business.

The company description should also answer these two questions:

  • Who are you?
  • What do you plan to do?

Explain why you’re in business. Show how you are different from competitors. Tell investors why they should finance your company. This section is often more inspirational and emotional. Make sure you grab the reader’s attention. The goal is to get them to believe in your vision as much as you do.

What business structure is right for my company?

Answer these six questions to help you find your fit

3. Outline Your Business Goals

This section should serve as an objective statement. Explain what you want to accomplish and your timeline. Business goals and objectives give you a clear focus. They drive your business to success, so dream big. Include objectives that will help you reach each goal. Don’t forget to make your goals and objectives SMART – that is, they should be:

S pecific | M easurable | A ttainable | R elevant | T ime-bound

4. Conduct and Summarize Market Research

Next, outline your ideal customer with some research. Do the math to estimate the potential size of your target market. Make sure you are choosing the right market for your product, one with plenty of customers who want and need your product. Define your customer’s pain points. Explain your expertise in relation to the market. Show how your product or service fills an important gap and brings value to your customers. Use your findings to build out a value proposition statement.

5. Conduct a Competitive Analysis

In a similar way, you’ll also want to conduct and include a competitive analysis. The purpose of this analysis is to determine the strengths and weaknesses of competitors in your market, strategies that will give you a competitive advantage, and how your company is different. Some people choose to conduct a competitive analysis using the SWOT method .

6. Outline Your Marketing and Sales Strategies

Your marketing sales strategy can make or break your business. Your marketing plan should outline your current sales decisions as well as future marketing strategies. In this section, you should reiterate your value proposition, target markets, and customer segments. Then, include details such as:

  • A launch plan
  • Growth tactics and strategies
  • A customer retention plan
  • Advertising and promotion channels (i.e. social media, print, search engines, etc.)

7. Describe Your Product or Service

By this point, your products or services have probably been mentioned in several areas of the business plan. But it’s still important to include a separate section that outlines their key details. Describe what you’re offering and how it fits in the current market. Also include details about the benefits, production process, and life cycle of your products. If you have any trademarks or patents, include them here. This is also a good time to ask yourself, “Should my plan include visual aids?”

[ Read More Must-Have Tips to Start Your Small Business ]

8. Compile Financial Plans

Financial health is crucial to the success of any business. If you’re just starting your business, you likely won’t have financial data yet. However, you still need to prepare a budget and financial plan. If you have them, include income statements , balance sheets , and cash flow statements . You can also include reporting metrics such as net income and your ratio of liquidity to debt repayment ability.

If you haven’t launched your business yet, include realistic projections of the same information. Set clear financial goals and include projected milestones. Share information about the budget. What are the business operations costs? Ensure you are comprehensive when considering what costs you may need to prepare for.

9. Build a Management and Operations Plan

Identify your team members. Highlight their expertise and qualifications. Outline roles that still need to be filled now to establish your company and later as the business grows. Read More: 8 tax steps to take when hiring employees >>

Include a section detailing your logistics and operations plan. Consider all parts of your operation. Create a plan that provides details on suppliers, production, equipment, shipment and fulfillment, and inventory. This shows how your business will get done.

10. Create an Appendix – A Place for Additional Information and Documents

Lastly, assemble an organized appendix. This section can contain any other relevant information a reader might need to enhance their understanding of other sections. If you feel like the appendix is getting long, consider adding a table of contents at the beginning of this section. Appendices often include documents such as:

  • Licenses and permits
  • Bank statements
  • Resumes of key employees
  • Equipment leases

How to Create a Business Plan: The Bottom Line

A business plan helps you identify clear goals and provides your business direction. Many small business plans are 10-20 pages in length. But as long as the essentials are covered, feel empowered to build a plan that works for you and your company’s needs. Creating a business plan will help you identify your market and target customers, define business aims, and foster long-term financial health.

We’re ready to help you get your business started on the right foot today, and help you find long-term satisfaction as you pursue your business dream. Writing a business plan can be exciting. But if the steps to starting your business are feeling overwhelming, Block Advisors is here to help. Make an appointment today – our experts can assist you with tax prep , bookkeeping , payroll , business formation , and more .

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Business Proposal Templates and Examples to Win a Deal

business proposal intro

In business, being able to create a persuasive business proposal and using a business proposal template is a valuable skill. And whether you’re an experienced entrepreneur or a beginner, a well-organized business proposal can help you get funding, attract clients or partners, and communicate your vision for success. In this article, we’ll look at the essential parts of a business proposal, provide user-friendly business proposal templates and examples, and show how using mind maps can improve the process of creating your proposal as you aim to grow your existing business.

How to Make A Business Proposal Template

What is a business proposal template, key components of a startup business plan template, importance of business proposals, using mindmap for your business proposal template.

business proposal plan

A business proposal is a detailed written document that outlines a comprehensive plan for a specific project or a new business concept. It goes beyond just discussing ideas casually and is created for presentation to external parties.

Its main purpose is to persuade potential investors, clients, or partners to support your business idea. This document is meant to convince them by presenting a well-structured and organized plan for your business concept or project. It aims to build trust and confidence by showing that your idea is feasible, valuable, and has the potential for success. If you need a reference, you can use the provided business proposal examples in the future.

business proposal components


The proposal starts with an interesting beginning that sets the stage for what comes next. It gives a quick introduction to the business and its goals, and it explains why the proposal is being shown. Below is the sample scenario and introduction that you can use.

Sample scenario:

“A bakery and pastry shop owner aims to offer their bread and pastries to a renowned local café (BEVY’s Café). The café has been unable to secure a dedicated supplier, and the bakery owner is committed to ensuring that their products stand out and are not readily available everywhere. With that, the baker has created a business proposal to address this opportunity.

We, [Your Company Name], propose a one-year exclusive bread and pastries supply agreement with BEVY’s Cafe, aligning with your commitment to exceptional service and high-quality products. “

Problem Statement

The proposal identifies and describes a specific problem, challenge, or opportunity, explaining why it’s important and needs attention.

Sample problem statement: “ BEVY’s Cafe is currently facing challenges in sourcing and maintaining a reliable supply of high-quality bread and pastries to meet the growing demand from its customers. The cafe’s commitment to excellence and customer satisfaction requires a consistent source of fresh bakery products, and the existing supply arrangements may not fully align with these requirements. “

Proposed Solution

In this section, the proposal explains a clear solution to the identified problem, outlining how your project or business idea can effectively address it. Sample Propose Resolution: “In response to this challenge, [Your Company Name] proposes a one-year exclusive bread and pastries supply agreement. We aim to bridge the gap by becoming BEVY’s Cafe’s dedicated supplier, ensuring that you have a consistent and reliable source of freshly baked goods that meet the high standards of quality your customers expect. “

Market Analysis

Furthermore, market analysis in a business proposal helps you understand customers, competition, and trends. It also aids in smart resource allocation for a successful business plan and staying competitive which ensures that your business meets market and customer needs.

Sample analysis: “ BEVY’s Cafe operates in a dynamic and competitive market where customer preferences and expectations continually evolve. To ensure that our exclusive bread and pastries supply agreement aligns with the cafe’s target market, we have conducted a thorough market analysis. Also, this analysis encompasses the following key elements:

Target Audience: Our analysis has revealed that BEVY’s Cafe serves a diverse customer base with varying tastes and preferences. We are ready to work closely with your team to customize our product selection to cater to these diverse preferences. Competition: We’ve assessed the competitive landscape and identified key competitors in the bakery and cafe industry. Our strategies are designed to help BEVY’s Cafe stand out in the market and offer a unique bakery experience. Regulatory Compliance: We understand the importance of adhering to food safety regulations and maintaining the highest hygiene standards. Our products are compliant with all relevant regulations to ensure the safety and satisfaction of your customers. Market Trends: We have identified current market trends, such as the increasing demand for freshly baked, artisanal bread and pastries. Consumers are seeking products made with high-quality ingredients and attention to detail, which aligns with BEVY’s commitment to excellence. “

Marketing and Sales Strategy

Of course, in order to pursue clients and investors, you should guarantee them that you know methods to increase sales which is beneficial both for you. Hence, the proposal should outline the strategies for reaching and engaging your target market, as well as the methods for promoting and selling your products or services.

Sample sales strategies:

“ Our success as your exclusive bread and pastries supplier is not only based on the quality of our products but also on how well we can engage your customers and drive sales. To achieve this, we have developed a robust marketing and sales strategy:

Product Promotion:

  • We will collaborate closely with BEVY’s Cafe to create enticing promotional campaigns highlighting our freshly baked goods. These campaigns will focus on the artisanal quality and freshness of our products, enticing customers with mouthwatering displays and special offers.

Customization for BEVY’s Cafe:

  • We understand the uniqueness of your customer base. Our strategy involves customizing the product selection to cater to various tastes and preferences – ensuring that we not only meet but exceed customer expectations.

Collaborative Events:

  • We propose to host collaborative events at BEVY’s Cafe, such as tastings and bakery workshops. These events will not only attract foot traffic but also provide a unique experience that keeps customers returning.

Seasonal Specials:

  • To maintain customer engagement year-round, we will introduce seasonal specials and limited-time offerings, keeping the bakery selection fresh and exciting.

Social Media and Online Presence:

  • Our strategy includes an online presence through social media platforms and a dedicated website. This will facilitate easy customer interaction and ordering, enabling BEVY’s Cafe to reach a wider audience.

Training and Support:

  • Our team will provide training to your staff on product knowledge and presentation to ensure that they can effectively promote our bread and pastries.

Sales Growth Tracking:

  • We will implement sales tracking mechanisms to monitor customer preferences and sales patterns. This data will guide adjustments to the product selection and promotional strategies. “

Financial Projections

This part of the proposal shows the money side of things. It is also includes details about how much money you expect to make, spend, and when you’ll reach a point where you’re not losing money anymore. This section proves that your proposal makes financial sense.

Samples financial projections:

“ Our partnership aims to not only enhance the quality of your offerings but also contribute to the financial success of BEVY’s Cafe. We have developed financial projections to provide insights into the potential financial benefits of our exclusive bread and pastries supply agreement:

Revenue Projections:

  • Based on current market trends and customer preferences, we project a steady increase in revenue as customers are drawn to the high-quality bread and pastries we supply. Our financial models indicate a significant boost in bakery-related revenue.


  • Our competitive pricing model ensures that BEVY’s Cafe can maximize profitability while maintaining product quality and freshness. We aim to strike the perfect balance between cost-efficiency and premium quality.

Profit Margins:

  • With our supply agreement, we expect to enhance profit margins through cost-effective sourcing and improved customer satisfaction, translating into repeat business.

Break-Even Analysis:

  • We anticipate that BEVY’s Cafe will reach the break-even point swiftly, thanks to the increased revenue from our bread and pastries. This positions the cafe for long-term financial success.

Investment Return:

  • The financial projections also indicate a return on investment that makes this partnership an economically sound decision for BEVY’s Cafe. “

Team and Expertise

This part highlights the qualifications and expertise of your team members or key personnel, building credibility and trust with your audience.

“ At [Your Company Name], we take pride in our team’s extensive expertise and experience in the bakery industry. Our commitment to providing top-quality bread and pastries is a testament to the skills and knowledge that our team brings to the table:

Baking Experts:

  • Our team includes skilled bakers with years of experience in crafting a wide range of artisanal bread and pastries. They possess the expertise to ensure consistent quality and taste in every product.

Food Safety and Hygiene:

  • We understand the critical importance of maintaining the highest food safety and hygiene standards. Our team is well-versed in adhering to all relevant regulations to guarantee safe and satisfying products for your customers.

Product Innovation:

  • Innovation is at the core of our approach. Our team is constantly exploring new recipes, techniques, and ingredient combinations to provide fresh and exciting bakery products that cater to evolving customer preferences.

Collaboration Skills:

  • D e dicated to working closely with your team, not only in product selection but also in marketing strategies. Our collaborative approach ensures a seamless partnership.

Customer Focus:

  • Every member of our team is committed to customer satisfaction. Our expertise extends beyond baking as we aim to understand your customer base and craft products that align with their tastes and preferences.

We are confident that our team’s expertise, commitment to excellence, and passion for delivering top-quality bakery products will greatly benefit our partnership with BEVY’s Cafe. We look forward to applying our knowledge and skills to enhance the experience for your customers. “

Supporting Documents

In the last part, you can attach extra documents like resumes, case studies, and client testimonials to make your proposal stronger and provide more information for your investors and clients to review.

“In support of our proposal to become BEVY’s Cafe’s exclusive bread and pastries supplier, we are pleased to provide a range of documents and materials to give you a comprehensive understanding of our commitment and capabilities:

Product Catalog: We offer a detailed product catalog showcasing our range of artisanal bread and pastries, complete with descriptions and high-quality images.

Pricing Structure: You will find a breakdown of our pricing structure, ensuring transparency and cost-effectiveness in our partnership.

Quality Assurance: Our food safety and quality assurance certifications demonstrate our commitment to meeting and exceeding the highest industry standards.

Client Testimonials: You can review testimonials from our existing clients, affirming our dedication to product quality and service excellence. “

business proposal partnership

Getting Resources: They are essential for attracting investors, getting loans, or securing funding. A well-prepared proposal can convince financial backers that your project or business is a smart investment.

Building Client Relationships: In industries where clients are important, proposals are used to win contracts. They show your dedication, professionalism, and understanding of your client’s needs.

Attracting Partnerships: For collaborative projects or partnerships, proposals showcase the benefits for all parties involved and how the partnership can lead to success.

Strategic Planning: Business proposals serve as a detailed plan for putting your business idea into action. This helps you stay on track and measure your progress.

Effective Communication: They are a means of clear and efficient communication with your intended audience, ensuring they understand and support your vision.

Crafting business proposal can seem overwhelming. Thankfully, you can now make it easier by using tools like GitMind , which is a mind mapping tool. A mind map is a visual way to plan and outline your proposal’s key parts. With this, you can break down your proposal into manageable sections.

Furthermore, it assists in idea generation and facilitates collaborative work with your team on a straightforward platform. Its user-friendly interface enables customization of your mind map with icons, images, and colors, creating a visually appealing representation of your proposal. All in all, GitMind is a versatile tool that can empower both seasoned and novice entrepreneurs in confidently planning and presenting their proposals.

Check these business proposal template example:

business proposal gitmind

Note: This template serve as your checklist too. Simply click the button below to use it.

In conclusion, using the right tools and a well-organized business proposal template can make creating a compelling proposal easier. And whether you’re a seasoned entrepreneur or new to the business world, hopefully, this article helps you to win a deal.

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Proposal email template ideas and best practices

email template for a business proposal

Email is still a handled communication channel for sales, especially for B2B sales and it is still a preferred medium to send your sales proposals. With that in mind, we put together a list of best practices and email template ideas for writing proposal emails.

Table Of Contents 1. Best practices for writing a proposal email 1.1 Cover all the bases 1.2 Highlight your experience and expertise 1.3 Evaluate the cost 1.4 Highlight important points 1.5 Don’t miss any important attachments! 2. Email template ideas for proposal 2.1 Proposal for Engineering / Technical services 2.2 Software solution 2.3 Proposal for partnership 2.4 Infra project proposal email 2.5 Dealership proposal 2.6 Freelance services 2.7 Marketing services 3. Why you should use cold email automation to send bulk proposal emails? 4. FAQs: Sample of business proposal email

Best practices for writing a proposal email

Follow these best practices to write effective proposal emails and increase your success rate.

Cover all the bases

Use your proposal emails to clearly outline the proposed work, terms, and conditions. In addition, cover all the points to not leave any room for future misunderstandings or disputes.

If you are sending a proposal for a complex project, for example – a software/app development project, it is important to cover all of the details in your proposal. The major points from your proposal should also appear in your proposal email.

Highlight your experience and expertise

If you are sending your unsolicited proposals, for example – a proposal for your freelance services, etc, you will be making your first impression with this proposal email.

In that case, you would want to make a strong, positive impression by highlighting your experience and expertise – for example – “8 Years of SEO experience, helped 15 websites to get DA score of 60+” .

Evaluate the cost

For the proposal to be effective, the client should be able to acknowledge and agree to the cost. However, evaluating a cost can be overwhelming. Obviously, you don’t want to underprice your product or services. On the other hand, you don’t want your prospect to feel that the cost mentioned in the proposal is over budget.

Use the information you’ve already gathered to offer a price that benefits both you and the customer. Moreover, you can try to bifurcate the cost with a required and optional fee table. This makes your cost appealing and easy to understand, as it makes the recipient feel that he can benefit by avoiding optional costs.

Highlight important points

The most important parts of your proposal should also appear in your email. Especially, try to focus on the points which can put you ahead of the competition. In addition to that, try to highlight such important points using bold text in your email.

For example – “40% cheaper than other alternatives” .

Often, many of your recipients will only glance over your emails. Make your USPs immediately clear and force them to take notice of your proposal email.

Don’t miss any important attachments!

Also remember to send any other documents with your proposal, which can make your case stronger. For example, you may like to send case studies, past project lists, customer testimonials, etc.

email template for a business proposal

Proposal email template examples

There are different types of proposals. By using a standardized email template to send your proposals for different purposes, you can add a little more automation to your lead management process .

Proposal for Engineering / Technical Services

A proposal for engineering services or any other similar technical services is going to be fairly complex. You will be able to submit a proposal only after having at least a few interactions with a customer and having a detailed understanding of their requirement.

Therefore this proposal and the email you send should try to display, how you have thoroughly studied the customer’s requirements and why you are well qualified to provide the required solution.

Software solution

Normally you will send a software solution proposal to someone only after you have had a few discussions with them to understand their requirements. So this is not going to be a cold email . The recipient would probably know you to a fair degree when you get to the software proposal stage in your sales cycle.

So in this email, the focus should be on presenting a thorough solution, removing all room for doubt, and setting up complete clarity for future work to be done.

Since this is not your first email to the customer and since they have already requested a proposal from you, the important thing here is to be thorough in your proposal.

Emphasize all the requirements that your solution is going to answer so that the commercial proposal and solution can be justified.

Proposal for partnership

The right partnership proposal email template will help you craft a message that grabs the potential partner’s attention and makes the reader interested in what partnering with your event has to offer. With partnership emails, your first impression is your last. So make sure to make your proposal as creative and personalized as possible.

Make sure you specify what kind of partnership you’re expecting. Highlight the key points of the partnership. Also, talk about how this partnership will help your potential partner. You can also mention a few of your achievements or previous collaborations to build trust.

Infra project proposal email

For an infrastructure project proposal, you may need to include several other documents along with your proposal in the email. Typically you may send – a project schedule, contractual document, payment schedule, quality plan, etc. in your proposal email for an infra or construction project .

If you are looking for email templates for your solar installation business , you will find them here. You can copy and use them in this CRM platform to get new leads for your solar business .

You can also make use of this standard proposal email template to speed up the proposal process for infra projects.

email template for a business proposal

Dealership proposal

When you are sending dealership proposals chances are you will be sending them to more than one prospect. Try to make all the proposal emails as personalized as possible. Talk about the benefits they will receive if they accept your proposal.

Freelance services

If you are a freelancer offering services such as – SEO, email marketing , lead generation , app development, web development, etc. you know that the market for such services is already crowded.

So you will need to reach out to many people in order to get a few leads. You can do that with cold email marketing workflows to reach out to a large audience base.

Use the following email template to send a proposal for your freelancing services to your prospective client. Automate your email campaign, so that you can reach out to many people without actually spending your own time.

We have kept this proposal email template fairly generic so that you can use it for a number of cases by tweaking it a little bit. The subject line is intentionally kept vague to get more email opens. But you alternatively use the following subject lines –

  • Improve your {{your value proposition}} by {{x percent}} %
  • Here’s what {{your well known customer}} had to say about {{area of your expertise}}

To get more creative with your subject lines, check out these best practices for cold email subjects .

Also, check out these cold emailing best practices and a few more email templates for B2B cold emails .

Marketing services

Email remains the number one channel for business communication. 

But emailing potential clients in an unsolicited manner to generate business for yourself is a big ask and difficult to do well. 

Hence, your marketing proposal should attract the attention of the specific person you’re reaching out to and create interest in collaborating with you. This could be you buying their service,  vice-versa, or just exchanging some professional advice.

Here is a sample of a business proposal email, you can use.

Insurance company

Insurance agents should focus on establishing meaningful connections with potential leads and clients rather than directly selling their services in sales emails. Building stronger relationships is the key to success in insurance email campaigns. Due to some agents’ sneaky practices, the insurance industry has suffered from a tarnished reputation.

As a reputable company, it is essential to proactively reach out to gain public trust. While an insurance sales email template can be helpful, its effectiveness lies in customizing it appropriately for each recipient.

Why you should use cold email automation to send bulk proposal emails?

Spam filters  have become smarter. They can detect patterns of automated bulk emails. When you send hundreds of proposal emails with bulk emailing software, there is a good chance those emails will land in the ‘SPAM’ or ‘Promotions’ folders. SafeMailer’s ‘Cold Email Automation’ app is a smart solution that mimics the email-sending pattern of a human.

Cold email automation  workflows send your proposal emails in a staggered manner instead of sending all of them at once. This ‘human-like’ email-sending behavior helps you avoid spam filters .

SafeMailer can boost the  email deliverability  and opening rate for your proposal emails by   300-600%  ! This free cold email marketing software is ideal when you spend tens to hundreds of proposal emails in a day. It will help you build up and maintain a healthy  sender reputation so that your emails are well-received by your customers.

FAQs: Sample of business proposal email

Q: How should I format my proposal email? A: Your proposal email should be formatted professionally, using clear and easy-to-read fonts, and including any relevant attachments such as a proposal document or presentation.

Q: How much detail should I include in the email? A: Your email should provide enough detail to give the recipient a clear idea of your proposal, but it should not be overly long or detailed. Include the key points and benefits of your proposal, and save the more detailed information for a proposal document or presentation.

Q: How should I address the recipient? A: Always address the recipient by name and use a professional tone in your email. If you are not sure how to address them, use their formal title and last name, such as “Dear Ms. Smith.”

Q: Should I follow up after sending the proposal email ? A: It is a good idea to follow up after sending a proposal email, either by email or phone, to ensure that the recipient received your proposal and to answer any questions they may have.

Q: How can I make my proposal stand out? A: To make your proposal stand out, focus on the benefits and unique value proposition of your proposal, and tailor your proposal to the specific needs and interests of the recipient. You can also include any relevant testimonials or case studies to demonstrate the effectiveness of your proposal.

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