A proposal letter is a professional document where you share your business ideas with someone who can make decisions. Your letter can introduce an idea to get them interested in reading more details, or it can be the complete proposal itself. When writing a proposal letter, make sure your ideas are clear, informative and convincing.
In this article, you'll learn how to write a strong proposal letter and structure it the right way.
How to write a proposal letter?
What you put in your proposal letter depends on the project. Here are seven steps to follow when writing a proposal letter:
1. Start with an introduction and background
Your goal in the introduction is to grab your reader's attention. This part should have basic information about your company and a quick overview of what you're proposing. If you're following up after a meeting, mention that meeting briefly so they remember the context. If you already work with this person or company, bring that up too.
With Wonit AI, you can add details about your company by importing documents, your website link, or CRM data. This becomes your knowledge base and makes it simple to create personalized proposals with accurate company information.
2. Explain why you're writing this proposal
Tell them what you want to achieve or what problem you're trying to solve. If you're proposing a business deal, give clear details and basic terms. If you're proposing to redesign their website, talk about the issues you've noticed with their current site.
3. Set clear goals with specific numbers
Talk about the long-term results you plan to achieve and the steps you'll take to get there. Be specific and use actual numbers when you can. Instead of saying "We'll boost productivity a lot with this loan," say something like "We'll increase productivity by 40% in the next year with this loan. We'll do this by buying two new machines and hiring four more people."
4. Show what makes you different
If your proposal solves a problem, show them why you're the right choice. Talk about your relevant skills and experience. This could be past work on similar projects or a unique approach that gets results. If you're proposing a business idea, point out what makes your idea stand out. You can use bullet points to make these features easy to read.
5. Give them a budget overview
Cost matters to decision-makers. Depending on why you're writing, you might need to explain how you'll use a loan or what your project will cost. You don't need to break down every expense, but give them a general idea so they understand the financial picture.
Wonit AI makes it easy to add clean pricing tables to your proposals. You can show hourly rates, fixed prices, or recurring charges with discounts. You can also add Stripe payment links so clients can pay right after signing.
6. End with a clear next step
Ask your reader to take action and create some urgency to move things forward. This increases the chance they'll respond. The action could be as simple as replying if they want to talk more. Let them know you'll follow up, and tell them the specific day you'll reach out again so they're expecting it.
With Wonit’s analytics, you can see when people view your proposal, which parts they read, and how long they spend on each section. This helps you follow up at the perfect time based on real engagement.
7. Close professionally and share contact info
Thank them for considering your proposal and invite them to reach out with questions. End with a professional closing like "Sincerely" or "Regards" with a comma. Leave a few lines of space, then type your name and sign above it.
Even after sending your proposal, Wonit AI includes an AI chatbot that works round the clock. When clients open your web proposal, they see a chat widget that can answer questions about your company or proposal instantly, so you don't have to be available all the time.
Proposal letter template
Use this template as your starting point when writing your next proposal letter. It covers all the key sections you need to include:
[Your Name]
[Company if applicable]
[Your Address]
[Date]
[Recipient's Name]
[Recipient's Company]
[Recipient's Mailing Address]
[Greeting]
My name is [Your Name] and I represent [Your Company]. [Mention any previous meetings regarding the topic or any previous company history.] I'm writing to propose [give a brief overview of what your proposal is about].
The purpose of this proposal is [state the purpose clearly with specific information to make it clear what you intend to accomplish or what problem you're solving].
Our specific goals are [identify the goals you intend to reach and the objectives you have set up to accomplish those goals. Be as specific as possible with numbers and timelines].
What makes our approach unique is [provide an overview of what makes your mission unique]. For example, [support your claims with specific examples of previous experiences and successes. Use numbers to quantify your success whenever possible].
Regarding the budget, [briefly discuss how you will allocate your loan or grant, or give an overview of the project's cost to the investors. Include major cost categories].
I would appreciate the opportunity to discuss this proposal further with you. [Give your recipient a call to action to urge them to act on your proposal.] I will follow up with you on [specific date] via [phone/email] to answer any questions you may have.
Thank you for taking the time to review this proposal. Please feel free to contact me at [your phone] or [your email] if you have any questions. I look forward to the possibility of working together.
[Sign Off]
[Signature]
[Your Typed Name]
When do you use proposal letters?
Proposal letters work for many situations, like small business projects, requesting a loan, or pitching a new marketing plan to your manager. They can also work as a short intro before sending a longer, more detailed business proposal, like applying for a government research grant.
With Wonit AI, you can build complete web proposals in minutes using conversational AI. Just describe your project and get a professional proposal with pricing tables, project timelines, and modern design - no templates or complicated tools needed.