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This will take some work, but it's the one thing that will make the biggest difference in getting more people to say 'Yes'. A good book to read is 'Pitch Anything' by Oren Klaff. It teaches you how to show what makes your company special and different. Here’s a step-by-step breakdown of what to include in your proposal:1. Your coverThe cover is the first thing people will see, so it needs to look good. Your logo and branding should be clear and professional. Don't make it look cheap or tacky. Getting this right is important and worth the time. With Wonit, you can change colors, fonts, and branding instantly with one-click customization.2, The summaryIf your proposal is longer than 3 pages, you need a summary. Keep it short and simple. Someone should be able to read it in 60 seconds and understand the main point. Use bullet points, bold text, and short sentences. Most people will only read this part and the price.3. What you're going to doThis is the main part of your proposal. Tell them what you'll do and what results they'll get. Give enough details, but don't write too much. Focus on the benefits. They don't need to know HOW you do things. Just tell them what you'll do and why it helps them. Most people skim through these sections fast. With Wonit's advanced analytics, you can see exactly who viewed what sections and for how long with block-by-block tracking.4. Why we're different and the about us pageThink about what makes your business different from others. What do your competitors do badly? For example, if they have bad customer service and you have great customer service, say that clearly. That's how you win.A list of 6 things works best here. Too many things looks fake. Too few things doesn't look impressive. The About page should tell people things they don't already know about you - awards you've won, big clients you've worked with, good causes you support. This helps new people understand what you're about.With Wonit, you can import your company documents and website link to build your knowledge base. Then AI automatically creates personalized proposals using that information.5. TimescalesPeople think about 3 main things when buying:Can you do what I need?Can you do it for my budget?Can you do it in the time I need?You should already know these answers from talking to them earlier. But put them clearly in the proposal anyway. This makes the client feel comfortable and shows them exactly when they'll get what they're paying for. Wonit has pre-built timeline blocks that make it easy to show project phases and timelines.6. InvestmentYou could call this page Quote, Price, or Costs. But I like calling it 'Investment' better. Things like coaching, training, software, websites, and marketing services are investments. They improve your situation. Calling it 'Costs' or 'Quote' makes it sound cheap.Be very clear about your price. If you offer payment plans, show them. Tell them the payment terms. They should know exactly how much to pay, when to pay, how often, and how to pay.Wonit has professional pricing table blocks. They work with any type of pricing - hourly rates, fixed prices, monthly payments, discounts, and product options. You can also add Stripe payment links right in your proposal. This makes it easy for clients to pay after they sign.7. GuaranteeEvery business should have a guarantee. What's yours? Make people think "I either get what I'm paying for, or I get my money back PLUS something extra". Giving something extra as a "sorry" makes a great guarantee. Don't just say you'll "redo it until it's right". That's not good enough because the client can't leave if things go wrong.8. ExamplesYou must show examples of your past work. Too many businesses give no proof they can do what they promise. Here's a simple way to show examples:What you did (short title)Brief description (one paragraph)Proof (photos, videos, before and after pictures, charts)Customer testimonialIf you don't have these ready, start collecting them every time you finish a job. This keeps your proposals fresh and interesting. Wonit has drag and drop blocks that make it super easy to add testimonials, case studies, and pictures to your proposals. Everything looks perfect on phones, tablets, and computers automatically.9. Next stepTell them the next steps. Don't explain the whole process. Just the next few steps. Keep it simple and easy to understand. Add a final call to action in 2 or 3 sentences about why you're the best choice. An easy way to do this:What you're going to doThe main benefitYour guarantee10. Lastly...Make it look good. Make sure it's easy to read. Use nice fonts and keep your branding the same throughout. If you want all this done automatically, use Wonit. Just tell it what you need and you'll get a beautiful proposal right away. The AI handles all the design and layout while you focus on winning the deal. When your client opens the proposal, they get an AI chatbot that answers their questions any time, day or night. You also get notifications in real time and can track everything. You'll know exactly when to follow up.Get early access at wonit.ai and turn your proposal writing from a multi-hour headache into a five-minute conversation.

When you're creating a business proposal, every detail matters. Your visuals need to be sharp, your formatting needs to be clean, and your structure needs to flow logically. You'll spend hours writing and rewriting sections to eliminate any confusion for your client.On top of all that, you need to watch the length so you don't overwhelm them with information. With so many things to juggle, it's easy to overlook something that seems small but actually has a big impact - your font choice.Why font choice matters in business proposalsThe font you use directly affects how people perceive your content. You want a font that enhances readability, sets the right tone, and communicates your message clearly. Get it wrong, and you risk looking unprofessional and losing credibility. Studies show that people unconsciously attribute personality traits to fonts. Your font tells clients what kind of business you run and affects how seriously they take you.1. Serif fontsCommon associations: trust, traditionalism, reliability, respectExamples: Times New Roman, Georgia, GaramondSerif fonts have small "feet" at the ends of letters. They're commonly used in universities, law firms, and financial institutions, which creates an association with formality and authority. Perfect for traditional, professional industries.2. Sans serif fontsCommon associations: modern, clean, approachable, welcomingExamples: Arial, Helvetica, CalibriSans serif fonts don't have end strokes, making them sharp on screens. They feel more casual and approachable than serif fonts. Their straightforward design works well for everything from business reports to advertising.3. Handwriting fontsCommon associations: elegant, creative, stylishExamples: Brush Script, Nautica, Fertigo ScriptThese mimic human handwriting and add a personal touch. But use them sparingly - they can hurt readability. A header or two works fine, but avoid them in body text.How to choose the right font for your proposalsYour font choice should match:The nature of your business and proposalWho your client isFinance businesses benefit from serif fonts. Tech startups work better with sans serif. Whatever you choose, test for readability. If clients find your proposal tiring to read, they won't sign it.Don't want to spend hours testing fonts? Wonit takes care of it for you.When you generate a proposal with Wonit AI, it comes with professionally paired fonts by default - Manrope and Inter. These fonts are chosen for excellent readability and modern appeal, so your proposals look sharp right out of the gate.But you're not locked in. With Wonit's visual editor, you have complete control:Change fonts to match your brandAdjust colors for headings and body textControl heading sizes and hierarchyCustomize spacing, margins, and layoutWonit has everything you needWhether you stick with the professional defaults or customize everything to match your brand, Wonit gives you the flexibility. No design experience needed - just drag, drop, and adjust. Ready to create proposals that actually close deals? Get early access at wonit.ai and turn proposal creation from a multi-hour headache into a five-minute conversation.

Closing a big deal feels amazing, especially when you're selling to other businesses. But getting to that "yes" takes tons of work. And even after someone says yes, things can still go wrong if your product doesn't work well with their existing systems.That's why many companies now use two different teams: regular sales people and presales experts. If you're new to this idea, you might wonder - what's the real difference between sales and presales?The simple answerSales people focus on building relationships with customers. Presales people handle the technical stuff. Sales makes sure the customer is a good fit for your product. Presales makes sure your product is a good fit for the customer's problems. Both jobs are important, and they work together.What do presales people do?Selling to businesses is complicated. There's too much work for just one salesperson to handle everything. That's where presales comes in - they take care of the technical parts so sales people can focus on building relationships. Presales experts know your product inside and out. They understand exactly how it fits with a customer's existing technology. They can answer detailed questions about features and setup that regular sales people might not know.Common presales tasksDifferent companies split up the work differently, but presales people usually handle:Writing discovery emailsJoining customer callsDoing product demosCreating proof of conceptsWriting sales proposalsResponding to RFPsFilling out security formsHelping set up the productCreating handover documentsSometimes presales work with sales people on these tasks, sometimes they do them alone. The key is having clear rules about who does what.What do sales people do?Sales people focus on earning trust and convincing customers to buy. They handle the relationship side of things. While presales deals with technical questions, sales people work on the human connection.Common sales tasksSales people usually focus on:Finding potential customers who are a good fitBuilding relationships with prospectsNegotiating dealsClosing salesKeeping customers happy after they buyThese might look simple, but each one takes lots of time and skill. By handling the technical stuff, presales gives sales people more time to do what they do best.Making sales and presales work togetherBoth teams need each other to succeed. But you need clear rules about when and how they should work together. Without this, people get confused about who should do what.Think about every step in your sales process. Then decide who should handle each part and when they should work together. Make it crystal clear when sales should ask presales for help, and the other way around.Good rules prevent fights and make sure everyone focuses on what they're best at. Since both teams depend on each other, you want them working together smoothly.How technology helps both teamsHaving good processes is most important, but the right tools make everything easier. Wonit provides AI-powered proposal software that helps sales and presales teams work better together by handling boring tasks like creating proposals and responding to RFPs.With AI that can create personalized proposals in minutes, presales people can spend more time on important technical advice instead of formatting documents. The analytics show both teams which proposals actually win deals and why. Real-time collaboration with comment features makes it easy for team members to work together and ensures no customers get forgotten.

There's an art to creating proposals that are fact-filled, persuasive and memorable. It takes a combination of creativity, attention to detail, sales savvy and marketing know-how. An effective RFP proposal writer has all of these skills and uses them to help their business win RFP opportunities.The RFP proposal writer role gives you a unique chance to connect with customers and directly influence business growth. It's a challenging, exciting and rewarding position. Do you have what it takes to be successful?In this blog, we'll explore the role of a proposal writer in detail. First, we'll define the position and how it fits into the proposal team. Next, we'll focus on the responsibilities and skills required. Finally, you'll discover recommended resources for proposal writers.The proposal writer roleA proposal writer creates winning RFP responses. Here's what you need to know about this role.What is a proposal writer?A proposal writer, sometimes called a bid writer, is the person responsible for creating complete and compelling responses to the questions posed in a request for proposal (RFP). Their goal is to help the organization articulate their value and win new business.The title of proposal writer may refer to any position focused on creating persuasive documents including grant, research or project proposals. However, this blog and the advice included focuses on professionals who write in response to RFPs.Role in the proposal teamWithin the proposal team, the RFP response writer reports to and works closely with the proposal coordinator or manager responsible for proposal project management. In large organizations, a single proposal writer may work on multiple RFPs and projects at the same time. In other organizations, one employee may serve as both the proposal manager and the proposal writer.Key responsibilities of an rfp proposal writerFrom one business to another, the responsibilities of the proposal writer vary. Ideally, the proposal writer dedicates themselves fully to creating proposal content. However, they may perform other duties as part of the proposal team.Proposal writer responsibilitiesRead incoming requests for proposalsParticipate in kick-off meetings, strategy sessions and proposal project planningReview and customize RFP responses from the proposal content libraryCollaborate with subject matter experts (SMEs) and proposal contributors to articulate complex facets of products and servicesReview and edit RFP responses created by SMEs and stakeholders from various internal teamsEnsure responses follow brand style and tone guidelines as well as coach SMEs as neededVerify that responses address key customer hot buttons and win themesWrite or review additional RFP response documents and attachments including RFP cover letters and executive summariesIncorporate feedback from proposal review sessionsAssist with proposal knowledge management and retention of content for future useThe most important proposal writer skillsThese are the main skills you need to be a good proposal writer.CommunicationThe whole purpose of the RFP process is to communicate. So it should be no surprise that clear communication is the first skill on our list of must-haves.RFP proposal writers excel at expressing complex ideas and concepts in a way that is easy to understand. They must produce written work that is clear and free of typos. In addition to being a master of the written word, you must also be able to effectively communicate and collaborate verbally with colleagues.CollaborationAs a proposal writer, you'll work closely with colleagues from all areas of your business. While every person you work with will deliver value to the process, they may not be able to naturally express differentiators and value. That's where you come in. As you connect with contributors, it's important to collaborate by listening, brainstorming, clarifying and interviewing them.From executives and department heads to specialists and consultants, you'll spend time working closely with a variety of roles. Together, you'll work from one question to the next to identify key elements to include in your answers. Then, you'll write to show the prospective customer exactly why your company is their best choice.Time managementSuccessful proposal writers are experts at project management and prioritization. They may work on several proposals or projects at the same time with overlapping deadlines. The ability to stick to a strict proposal timeline and avoid delays is highly valued. The fast-paced work is rewarding and those who are highly motivated and organized tend to thrive.Attention to detailIt's not uncommon for RFPs to include dozens of complex requirements. The corresponding proposal may span a hundred or more pages. Proposal writers need to be persistent, thorough and careful.In addition to ensuring the proposal response meets the RFP requirements, proposal writers must check each response for many things. For example, they must write and review for accuracy, grammar, readability, style, terminology and more.An aptitude for technologyAs with most modern careers, technology is now a significant part of the day-to-day operations of many proposal teams. Professionals with technology experience are in demand. More specifically, those with AI-powered proposal software experience are particularly sought after.Modern proposal platforms like Wonit.ai are changing how teams approach RFPs. These AI-powered solutions can create stunning web-based proposals in minutes using conversational AI, automatically pull client details from CRMs, and even provide 24/7 AI chatbots to engage prospects directly within proposals. The best platforms centralize the entire process, enabling seamless proposal project management, intelligent content creation, and comprehensive analytics tracking.Resources for proposal writersWhile the proposal process can be complex, fortunately, there are lots of tools that lighten the load. From AI-powered proposal builders to collaboration platforms, there's a software, tool or resource to help you hone your skills and streamline your workflow.Connecting and learning with APMPIf you're looking to deepen your proposal process knowledge or network with peers, look no further than the Association of Proposal Management Professionals (APMP). With APMP, you'll find education, support and collaboration in one place.Improve your persuasive writing skills with Chip & Dan Heath – Made to StickWhile this Chip & Dan Heath - Made to Stick book isn't specifically for proposal writers, the skills it teaches are incredibly valuable to the RFP response process. It focuses on reviewing your writing for six key elements: simplicity, unexpectedness, concreteness, credibility, emotion and stories.Checking grammar with hemingway editorUsing the Hemingway App is incredibly easy. To analyze your proposal responses, simply copy and paste them into the app and work through the text. The app helpfully highlights sections that need attention. For example, you can quickly review your work for difficult to read sentences, passive voice, simplicity and overuse of adverbs.To expand your expertise with linkedin learningLooking to expand your skill set? Start with the courses on LinkedIn Learning. There's a course for every aspect of the proposal process in addition to topics that will expand your expertise. Make professional development a priority and expand your horizons into sales, marketing and business development courses as well.To revolutionize your proposal process with AI-powered platformsModern proposal writers are increasingly turning to AI-powered platforms that can transform weeks of RFP hell into signed deals in minutes. These platforms offer conversational AI that builds personalized proposals, automatically answers complex RFPs, and provides real-time analytics on prospect engagement. The best solutions integrate seamlessly with existing CRMs and offer features like white-labeled deal rooms and 24/7 AI engagement tools.ConclusionProposal writers use the RFP response as a canvas to paint an appealing picture for potential customers. They help evaluators imagine what a partnership would look like and compel them to take the next step. Not only is the proposal writer a key element of business growth, but they also enjoy close relationships with key contacts throughout the business. This exposure and insight continually improve their understanding of the business while providing visibility to the value of their work. All of these elements make this role ideal for someone who is creative, empathetic and ambitious.

Writing RFP invitation emails to vendors can feel challenging because you need them to actually read your email, review the proposal, and submit a quality response. While AI tools like Wonit can now automate much of the RFP process, you still need to craft an effective invitation email that gets vendors interested.The key questions are: How do you get vendors to respond? What makes a good subject line? How much detail should you include and when should you send it? This guide will show you what to include in your RFP invitation email and share practical tips to increase vendor engagement and get better responses.How to write an RFP invitation email to vendorsAfter you've finished the RFP, you're ready to pick your vendors and send it out. Most companies handle this part of the RFP process using email. There are three main things to think about when writing any request for proposal (RFP) invitation email. Every RFP invitation should include a subject line, email body and RFP link or attachment. As you write your email, it's important to get each part right to get vendor engagement.RFP invitation subject lineYour email subject line is the first thing your potential vendor will see. Often, it can decide whether or not the person gets, notices and opens your email. There are a few subject line best practices you should follow when sending your RFP email invitation.Keep it shortSubject lines should be less than 60 characters to make sure that they're not cut off in the person's inbox. Also, research shows that subject lines from six to 10 words long get the best open rates.Avoid spam wordsYour email needs to make it to the vendor's inbox to work. So, you don't want your RFP invitation to get caught by a spam filter. Avoid using all caps, too much punctuation and words commonly used by spammers. Hubspot has a list of more than 300 words that may cause problems in your subject line.Be clearYour subject line isn't the place to be clever or mysterious. Your subject line should make it clear that the email has an RFP invitation. Also, think about including your company name and a call to action.Sample subject linesRFP invitation for XYZ good or service ABC CompanyXYZ good or service RFP invitation from ABC CompanyInvitation to bid RFP for XYZ good or service ABC CompanyRFP invitation Please respond by date ABC CompanyInvitation to bid from ABC Company RFP attachedSections for your RFP invitation email to vendorsNow, it's time to write the body of your email. You want to find a balance between being brief and giving enough information. Break your email down into key sections to help keep it short. For example, most RFP invitation emails should include a greeting, introduction and summary, highlights, next steps and closing. It may sound like a lot, but for most RFPs, you can cover all five sections in less than twelve sentences.GreetingHello. Greetings. To whom it may concern. All of these are possible options for your RFP introduction. Usually, we suggest keeping it simple and classic. If you know your contact's name, 'Dear Name' is always a strong way to open your RFP invitation email to a vendor. Or, you may skip the greeting all together and jump into the introduction instead.Basically, you can decide what greeting fits best. However, try to avoid overly casual or group greetings like 'Hi all' or 'Hey everyone' as these may stop vendors from responding. These greetings may make them feel ignored or as if they're just one of many options and therefore unlikely to win.RFP introduction and summaryAfter your greeting, it's time to get down to business. Why are you reaching out? For most RFPs, a simple statement of who you are and what you need is enough. For example, if ABC company is buying XYZ service, the RFP email introduction might say:You are invited to submit a proposal to ABC Company in response to the attached RFP for XYZ service.Project highlightsIn this section of your RFP invitation email to vendors, give more information about the scope and goals of your project. This is your elevator pitch for why a vendor should spend time and effort creating a proposal for your project. Give them an idea of the value of your project by sharing your needs and expectations.ABC Company is looking for a partner to reach end goal by providing:Primary serviceSecondary serviceTertiary serviceA contract will be given based on the RFP evaluation criteria including ability to meet stated requirements, customer references, solution approach, price and additional factors detailed in the RFP.Next stepsBefore signing off, give interested vendors information about what comes next in the process. Will you need a letter of intent to bid? Should vendors review the RFP and send in their follow up questions? Who should they reach out to if they need more information?Vendors who wish to participate should review the RFP and submit any follow up questions to Contact Name, who will serve as the primary point of contact for this RFP, no later than Date. Completed proposals are due on or before Submission Due Date. We expect to announce our final selection no later than Date.ClosingFinally, close your email with a thank you and sign off.Thank you in advance for your time and interest. We look forward to learning more about your company, team and services.Best,Contact Name Title EmailTips to increase vendor RFP engagementIf you aren't getting the responses you hoped for, check out these quick tips to get more vendor engagement with your RFP invitation email.Select the right send timeAs any sales person can tell you, if you want your person to open your email, there's a right time to send. For business emails like RFP invitations, research shows that the best time to send is Tuesday, Wednesday or Thursday from 10 a.m. to 2 p.m. If you're sending outside that window, your message may be getting buried. Remember to think about potential differences in time zones as well.Reach out to the right personOften, we ignore emails that end up in our inbox but were meant for someone else. So, it's worth doing a little research to find the right contact for your RFP. If you're inviting vendors you haven't worked with before, reach out with a pre-RFP email or call to get information for the right person. Usually, the best place to start is with sales, marketing or business development titles.Email each company individuallyIf you've already narrowed your vendors to a shortlist, think about writing individual RFP invitation emails.By customizing the RFP invitation email to each vendor, you'll show that you've done your research and are a serious buyer. You can mention the exclusivity of your RFP while flattering potential vendors in your invitation email as well by saying something like:You've been selected to participate based on the project requirements, market research and your company's reputation for excellence.Because of the time needed to send individual emails, vendors know there are a limited number of participants, increasing their chances of winning the contract and getting their interest. We suggest this approach if you're sending your RFP to fewer than six vendors.Use reader friendly formattingYour RFP invitation email to vendors shouldn't be a wall of text. Too much information is overwhelming, uninviting and unnecessary. After all, you're attaching the RFP with all the needed information, so you don't need to overdo it in the email.Think of it like this: the RFP is the main course and the invitation email to vendors is the appetizer. So, be sure to use formatting that makes your email appealing. Make sure it's reader friendly, quick to scan and easy to digest at a glance. Remember to use short sentences and paragraphs as well as bullet points where possible.Don't forget your attachmentSo, this seems obvious, but it's worth double checking. It happens to the best of us, but it's always a little embarrassing to leave the attachment behind.So, whether you're sending your RFP as a PDF or a link, make sure it's included before you hit send. While you're at it, it's a nice touch to give each attachment a name that shows its contents.Use RFP management softwareDon't want to send dozens of individual RFP email invitations to vendors? Want to avoid the flood of follow-up emails from interested parties? RFP management software can help streamline this entire process. These platforms can automate vendor communications, track responses, send reminder emails automatically, and manage the entire vendor engagement process from one place. Instead of spending time on manual email management, you can focus on evaluating proposals and selecting the best vendor for your project.RFP letter of invitation template Cal StateWhile this RFP template from Cal State is 20 pages long, the first two pages are a helpful sample RFP invitation email. This sample RFP invitation specifies that invited vendors have specifically been selected to participate. The letter also includes guidelines for formatting and submission.RFP invitation letter examplesThis RFP invitation email sample shares background about the issuer, Butler County Kansas. In addition, the letter provides next steps, RFP contact information and a reminder of the submission deadline.Now, with every advantage, your next RFP invitation email to vendors will encourage increased engagement and better responses.