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Finding the right balance between being professional and friendly in business can be tricky. When working with friends or people you know well, you want to stay professional but not sound too stiff or formal. This guide shows you how to write informal business proposals that keep good relationships while still being professional.What are informal business proposalsInformal business proposals are a middle ground between casual emails and formal business documents. They have all the important parts of a regular proposal but use friendlier language and a more relaxed tone.What makes a proposal informalAn informal proposal is different from formal ones mainly in how it's written, not what it includes. Formal proposals use business language like "executive summary" and "investment." Informal proposals use simpler words like "introduction" and "cost" but still cover the same important points.What to include in informal proposalsEven informal proposals need certain parts to work well and protect both you and your client. Here's what you must include and what you can skip.Must-have partsIntroduction: Every proposal needs to start by explaining what the project is about. This sets up everything else and gives context to your client.Work details: Be clear about what work you'll do. This prevents arguments later about what was included or not included in the project.Clear pricing: Show your prices clearly. Don't give discounts just because you know the person. Keep your regular rates to maintain your business value.Contract: Always include a contract, even for friends. Contracts protect both sides and make sure everyone knows what to expect.Next steps: Tell them exactly what they need to do next to start the project, including signing the proposal.Examples of past work: If they already know your work quality, you can skip this. For new clients, showing examples helps build trust.Guarantees: Add these if they fit your business and add value to the proposal.How to write informal proposalsThe way you write your proposal matters a lot. Use simple, friendly language while still sounding professional.Using the right toneWrite like you're talking to the person face-to-face. Be friendly but professional. Avoid fancy business words that create distance, but keep it clear and well-organized.Organizing your contentStart with the project overview, then move to work details, pricing, and next steps. Use headings and bullet points to make it easy to read quickly.Making it personalMention specific things you've talked about or specific needs they have. This shows you understand their situation and aren't just sending a generic proposal.Writing proposals for friends and familyWriting proposals for people you know personally needs extra care to keep both your business and personal relationships healthy.Setting clear rules in writingBe upfront in your proposal: "I do my best work for everyone, no matter our relationship. I keep high standards for all projects and expect the same from you."Things you can't change for friendsSend professional-looking proposalsInclude full contractsKeep your regular prices (no friend discounts)Get signed agreements before starting workWhen to keep it simple vs detailedKnowing when to write less and when to include everything helps you match your proposal to the situation.When informal works wellUse informal proposals for existing clients, small projects, or when a full formal proposal might seem like too much. But don't make it too simple for new clients or big projects.Keep your standardsDon't listen when clients say "just send me the price." Always explain your approach and why you're worth hiring. Write proposals that show your expertise.ConclusionWriting good informal business proposals means balancing friendly language with professional content while including all the important parts. Whether working with friends or casual contacts, keep your standards high, include proper contracts, and focus on clear communication that respects both your relationship and your business needs.Ready to transform your proposal process? Get early access to Wonit and start creating winning proposals today.

When someone sends you a business proposal, they put a lot of time and effort into it. If you can't accept their proposal, you still need to reply in a nice and professional way. In this blog, we'll talk about why rejection letters matter, how to write them properly, and give you some examples to help you write your own.What is a proposal rejection letter?A proposal rejection letter is simply a message telling someone that you won't be moving forward with their business proposal. It's a polite way to say "no thanks" while keeping things professional. You can send these letters through email, regular mail, or even through business management systems. Some people call them vendor rejection letters, bid rejection letters, or non-award notices. Whatever you call it, it's an important part of doing business.Different types of rejection lettersNotice of noncompliance: When someone didn't follow your rules or requirements. Tell them what went wrong so they can do better next time.Unsuccessful bidder letter: The most common type - just letting someone know they didn't win the project. Usually sent by email.Award notification: Often used by government offices to announce who won and why.Non-award letter: When you decide not to go ahead with the project at all. Let people know what's happening and if there might be future opportunities.Why rejection letters matterThink about it - someone spent hours, maybe days, working on a proposal for you. They're waiting to hear back. Not getting any response feels terrible and unprofessional.Sending a proper rejection letter helps you:Be transparent and honest with peopleKeep good relationships for future projectsStay organized and professional in your businessWho should write these letters?Usually, it's the person in charge of the project - like a procurement manager, project lead, or whoever was handling the proposals. The important thing is to sound professional and kind, and be ready to answer any follow-up questions.When to send rejection lettersWait until you've signed the contract with whoever you chose. Once that's done, send rejection letters right away. Don't make people wait longer than they have to - it's just common courtesy.How to write a good rejection letterKeep it simple. You only need three main parts:Say thank youStart by thanking them for their time and effort. They worked hard on that proposal, so acknowledge it.Give them the newsTell them straight up that they weren't selected. Some people like to mention who did win - it saves time because they'll probably ask anyway. You can give feedback about their proposal if you want, but you don't have to. Sometimes it opens up more questions than you want to deal with.Talk about the futureIf they did good work, invite them to try again on future projects. Keep the door open for business relationships.Simple tips for writing rejection lettersBe direct: Don't beat around the bush. Tell them the decision upfront.Show appreciation: Thank them for their hard work.Give helpful feedback: Only if you can and want to.Keep doors open: Encourage them to work with you again in the future.Basic rejection letter templateSubject: Your proposal for [Project Name]Hi [Vendor Name],Thanks for sending us your proposal for [Project Name]. We really appreciate all the time and effort your team put into it.After looking at all the proposals, we decided to go with another vendor whose offer was a better fit for what we need right now.We hope you'll consider working with us on future projects. We value having good business relationships.Thanks again for your interest.Best,[Your Name][Your Job Title][Your Contact Information]More examplesFor different styles of rejection letters depending on how well you know the vendor, check out this article from the Harvard Business Review. It shows various approaches based on your business relationship.Make proposal writing with AIWriting proposals and handling rejections can take a lot of time, but AI tools like Wonit make it easier. Wonit is an AI proposal builder that lets you create proposals just by talking to AI, personalize them using your CRM data, track who’s reading them, get signatures and payments, and provide a 24/7 AI chatbot for client questions.Join the waitlist at wonit.ai to transform your proposal writing process.

Organizations issue requests for proposals (RFPs) because they have a need that cannot be fixed internally. A big need. One that will cost lots of money.This isn't calling a plumber to fix a clog. It's soliciting bids from multiple contractors for complete remodels, or to construct full-on additions. So in this post, we'll explain how you can master the process, create compelling bids and hopefully win.The challenges of responding to RFPsAdmittedly, RFPs can be challenging. To overcome them, we'll need to first confront them.Scale. An RFP can include thousands of questions and requests for specific content. The sheer volume and detail of information can lead to lengthy preparation times, potentially causing delays or suboptimal responses if rushed.Competition. Sometimes, the lowest price wins. Other times, the best solution wins. Sometimes, it's both or neither.Complexity. Crafting a great RFP requires a lot more than writing. It's a complex document that draws on relationships you have with in-house subject matter experts, sales teams, and the clients themselves.No matter what the deciding factor between an RFP win or loss, the ultimate truth is that you have to compose an RFP response to have a chance. Let's look at ways you can put your best foot forward.The basics of an RFPWhen a company or organization wants to make a major purchase or launch a project, they usually issue a detailed document (a request for proposal or RFP) describing their needs to several potential vendors. A typical RFP will outline the following:Their budget for the project or productThe project's goalsCommon deal breakers, such as:Unsatisfactory audit findingsInsufficient security protocolsPoorly defined procedures and policiesImproperly vetted subcontractorsCustomer support concernsInability to meet the buyer's budget or timelineNot enough customer referencesNo out of the box functionalityThe most important factorsThe RFP's due dateHow to respond to an RFP step by stepThe best way to produce a winning bid is to have a process in place. The process breaks down into 8 major steps:1. Understand the requirementsWhat do you need to get it done? This ranges from the type of content, to who produces it, to who is responsible for signing off on the final proposal. The list can be extensive, but it must be comprehensive to make sure nothing falls through the cracks.2. Qualify the bid with a go/no go analysisIs this worth going after? Starting off with a bid or no bid discussion gives you an opportunity to evaluate your win probability. Essentially, building a proposal is like investing in your future. Every investment requires close scrutiny. Instead of going after every bid, only choose those that best align with your business and are winnable.3. Answer repeat questionsBecause roughly 80 percent of an RFP contains questions you've probably answered before (many times), let your automated knowledge management system take a run at it first. Make sure the answers are correct and up to date.4. Set due dates, tasks and expectationsWhose expertise do you need? After you determine the requirements, identify all the milestones. There'll be due dates for content, reviews, edits and approvals. The trick is to respect everyone's time while driving the process forward.5. Assign questions for reviewWho needs to sign off on this content? Generally, you'll have multiple approvers to sign off on content related to sales, product, support, legal, branding and so on.6. Proofread and polishWere the questions answered accurately and completely? Were all the objectives met? Are there any misspelled words or typos? Are the responses otherwise well written? Have you attached all relevant documents? Don't let poor grammar and typos be the reason you lose the bid.Make sure you're telling YOUR story. Add visuals or other supporting content to help convey your message. If you have the good fortune to have a dedicated proposal team, look to them for proposal formatting guidance. If you don't have a proposal team, look to your marketing team. Ensure your proposal is in a clean, easy to read format. Or, even better, put it into a branded template.7. SubmitOnce you've completed and polished the response, submit it (before it's due). Confirm that it was received and let team members know.8. Save and audit responsesEvery answer is potentially valuable for future RFPs. Save them in a central location that's easily accessible to key stakeholders. Make sure you regularly audit the content in the centralized repository.The benefits of following a repeatable processRFPs are more alike than they are different. You're going to need to answer some of the same concerns over and over. Do you have project management software? Who is your project manager? Do you have a list of subject matter experts (SMEs) and their schedules? What about other stakeholders, such as writers and editors?Around 80 percent of an RFP's questions are relatively standard. For example, it's common for an RFP to ask about company history, hiring practices, and the onboarding process. Why not have those answers ready to go or at least prepared for a quick proofread?Creating a repeatable process establishes:Whether the RFP is worth pursuingTeam participantsTimelinesRole definitionsSME engagementFinal evaluationBest practices for RFP responsesRFP wins, proactive sales proposals, and fast turnaround on questionnaires equate to revenue and may determine whether the company grows, shrinks, or offers an extra percentage point in next year's retirement fund match.Here are some tips for getting the entire RFP process up to the highest possible standard.Work with your teamBecause RFPs are long, complex, and require potential input from every department, collaboration is a critical part of an RFP response process. And because we have distributed and siloed workforces, intense competition for SMEs' time, and tight deadlines, smart processes foster collaboration.The proposal team is made up of the individuals you rely on for a variety of roles:Prospect and customer interaction: Customer facing teams have their fingers on the pulse of competitors and customer needs.Subject matter expertise: Many RFP questions require detailed answers, and for those you should turn to the people who know the most about their particular area of expertise.Brand messaging: Consult with marketing before submitting your response to ensure that you are on brand.IT support: Can your company support the issuer's needs?Choose RFPs you can winAs part of your bid qualifying at the beginning of your RFP response process, add a go/no go checkpoint to ensure that you only respond to RFPs you can win. Whether it's a scheduled team meeting or a checklist, you need to answer:Is the RFP the right fit for your organization and solution?Do you have a comprehensive solution that addresses all of the challenges presented in the request?Does your pricing match the budget?Do you have an existing or prior relationship with the issuing organization?Do you have any insight into why the RFP has been issued?Can you meet the submission deadline?Basing the answers to these questions on data rather than anecdotal evidence will help validate the go/no go step as well as your role as a proposal manager.Keep your process organizedA documented RFP response process will anchor your team during the most chaotic times. It's up to you to own the process, but modern AI powered proposal platforms make it easier to automate, execute and monitor processes from beginning to end on multiple projects running simultaneously.Review your wins and lossesThe win loss review gives your team an opportunity to close the loop. Internally evaluate what worked and what didn't.Did you win? Why? How can you repeat it for future proposals?Did you lose? Why? How can you avoid it in future proposals?Include the whole proposal team in a wrap up summary, but make the extra effort to work hand in hand with sales enablement so they can bring in the customer perspective.Use technology to save timeThese reviews help you better predict which RFPs you can actually win. AI proposal platforms make this easier by keeping all your proposal work in one place. AI-powered proposal software helps overcome time and resource constraints. Since few organizations use AI for proposals yet, it's a great competitive advantage. You can save hours or even weeks by using AI to handle repeat questions, giving you more time for the questions that really need your attention.Using AI for RFP responsesMost companies already use CRMs, communication apps, and project management software. Adding AI powered proposal tools might seem like overkill, but these tools work with your existing setup rather than replacing it. AI proposal software is specifically designed for proposal management and can significantly boost your revenue by helping you win more deals.How Wonit helps with RFPsTraditional RFP responses take weeks of manual work. Wonit changes this completely. Simply upload your RFP document, and Wonit's AI reads through everything in seconds, understanding the requirements and generating professional responses in minutes, just upload your RFP, and the AI analyzes every question while accessing your company's knowledge base (from CRM data, documents, and previous proposals). It then creates tailored responses with specific examples and formats everything into a professional web-based proposal with pricing tables and visual elements.Join the waitlist at wonit.ai to transform your RFP response process.

Over the past year, AI tools have become standard in most business software. However, many people still don't understand how these AI features can help them work better. In the proposal and RFP world, people frequently ask: "Do we really need AI for responding to RFPs?"Our answer is simple: Yes. AI can help any modern business that responds to RFPs. If you handle RFP responses, you know the main problems. Too many requests coming in, tight deadlines getting shorter, and the need to write high quality responses that stand out.Companies are competing harder for contracts with less time and higher costs. This means being efficient and accurate is not optional anymore. This is where AI agents come in handy.In this article, we'll show you how AI is changing the RFP process. It helps teams work smoother, handle more work, and win more deals.What exactly is an AI agent?An AI agent is intelligent software that can carry out specific tasks, make decisions, and learn from what happens. These agents use advanced technology like natural language processing and machine learning to understand information, give insights, and handle repetitive work automatically.AI agents can work in different ways. Some respond instantly based on set rules, others think and plan before acting, and some combine both approaches. They can work alone or with other AI agents to solve complex problems.Wonit's approachWonit AI platform is a trusted AI assistant that does important work to help teams work faster, smarter, and more accurately. We designed Wonit to work seamlessly wherever your teams already work. This includes your CRM systems, email platforms, and directly through our easy conversation interface. The platform specializes in every key part of creating proposals. Users who have tried conversational AI for making proposals and handling RFPs will find Wonit familiar and helpful.When to use AI for RFPsAI agents are changing how companies respond to RFPs and stay competitive. With AI proposal software, organizations can automate boring tasks, keep everything consistent, and help teams work together better.Here are the main situations where AI agents provide important support:Managing high RFP volumeAI agents can process huge amounts of information much faster than any human team. Simple tasks like entering data and creating proposals can be done in seconds. This lets teams focus on strategy and customizing responses.Working with limited resourcesMany organizations have tight budgets and small teams. This challenge is becoming more common and harder to solve without AI help. AI agents reduce repetitive work for everyone, so human experts can focus on complex, valuable tasks.Making workflows smoother across teamsRFPs need input from multiple people, especially subject matter experts. This often leads to messy workflows. As teams grow, their systems often become disorganized too. This causes human errors and wastes time searching for content. AI makes document sharing seamless, automates approvals, and keeps everyone aligned on deadlines.Improving communication between team membersLarge teams need structured communication to stay effective. AI agents act as helpers, answering common questions and sending reminders to keep projects moving forward.Making quality consistent for all workEvery RFP has unique requirements. Meeting them consistently is crucial for winning new contracts. AI agents make sure all work follows brand guidelines, meets specific RFP requirements, follows compliance standards, and uses proposal best practices.Types of AI agentsAI agents work in different ways, each suited for specific tasks. The most common types include:Simple response agents answer instantly based on set rules, like chatbots that answer frequently asked questionsPlanning agents use thinking and reasoning to make decisions, like AI tools that help generate contentCombined agents mix both approaches for solving more complex problemsTeam agent systems work together with other AI agents to manage complicated processesHow Wonit uses AI technologyWonit uses AI agents with advanced intelligence to handle proposals, RFPs, client interactions, and instant knowledge sharing. They add insight, accuracy, and speed to every response.Our goal is simple: help sales teams focus on opportunities they can win and execute growth strategies with confidence. Teams will see an improved proposal process with better speed, accuracy, and consistency.How AI agents workAI agents work through four main steps:Information gathering - Collecting inputs from documents, databases, and user interactionsThinking and deciding - Processing the gathered information to determine the best action to takeTaking action - Doing tasks like automatically generating RFP responses or suggesting improvementsLearning systems - Continuously getting better based on past interactions and user feedbackBenefits for RFP processAI agents are not just tools. They are strategic assets that improve every stage of RFP response management. Key benefits include:Making workflows smoother - Automating approvals, tracking deadlines, and managing content librariesMaking responses more accurate - Reducing errors by automatically filling in answers with approved, verified contentImproving teamwork - Keeping subject matter experts and proposal managers aligned with automated tasks and communication remindersReducing workload - Taking over repetitive tasks so teams can focus on strategySpeeding up turnaround - Creating polished drafts faster and reducing response timesEnabling growth - Allowing teams to handle more RFPs without hiring more peopleWonit AI agents expand on work that was previously done manually by proposal teams when using AI for proposal and RFP writing.Wonit's AI featuresWonit AI platform uses conversational AI to drive efficiency and improve win rates. Our platform helps inform, create, engage, optimize, and update based on what work needs to be done.Key features include:AI Proposal Builder - Creates stunning, personalized proposals in seconds through simple conversation with AIRFP Auto-Responder - Instantly answers complex RFPs by analyzing requirements and generating responsesConversational AI SDR - Works as an embedded AI chat widget in your proposals, answering prospect questions 24/7 and convincing them to move forwardWhite-labeled deal rooms - Creates branded, interactive spaces that build trust with advanced analyticsCRM Integration - Pulls data from your CRM to create personalized proposals for specific leads in secondsWhy AI agents matterAI agents are no longer optional in today's RFP world. They are essential. If your organization wants to make processes smoother, improve response quality, and grow efficiently, AI powered proposal solutions with the best AI agents should be your next investment. The companies that adopt AI agents now will have a significant advantage over those who wait. They'll be able to respond faster, with higher quality, and handle more opportunities without burning out their teams.Ready to give it a try?Ready to turn weeks of RFP work into signed deals in minutes? Get early access to Wonit and see how AI can transform your proposal process. Our platform is simple to use but powerful enough for your most complex RFPs.

The need for proposal responses is growing and not slowing down. Teams now face short deadlines, limited resources, and high expectations from buyers. Clients want responses that are accurate, personalized, polished, and complete. What was once a slow step-by-step process has now become a fast teamwork task that requires accuracy at every stage.To keep up, teams are using AI. Not to replace people but to help them work faster, smarter, and with more consistent content. In this blog, we will talk about the main benefits of using AI in proposal writing, how it can be used, the challenges that come with it, and simple tips to get started.How AI improves proposal creationAI tools can play a central role across the proposal lifecycle. From pre-RFP planning through to final delivery, purpose-built AI software helps teams generate, edit, and manage content faster and more effectively.Key benefitsOne major advantage is speed. AI tools can accelerate early-stage content generation, suggest edits that match brand tone, and recommend reusable language drawn from past wins. The result: stronger, more consistent messaging in less time.Better teamworkWith the right implementation, proposal teams can also increase visibility across projects, collaborate more efficiently, and spend less time chasing SMEs. Companies using AI to support proposal workflows report gains in win rates, employee experience, and sales velocity.Getting started with AI proposalsAI proposal writing starts with thoughtful preparation. Whether you're experimenting with tools or rolling out a full platform, your success depends on foundational best practices — from content organization to human oversight.Setup stepsTo support accurate, relevant content generation, AI needs access to high-quality source material. That begins with a well-maintained content library. Organizing content by theme, tagging answers consistently, and removing duplicates allows AI systems to surface the most applicable responses in context.Building your knowledge baseWith platforms like Wonit, you can add details about your company by importing your company documents, website link, or even your CRM data. This will act as your knowledge-base, ensuring AI creates highly personalized proposals.Content standardizationStandardizing terminology, tone, and formatting also increases confidence in AI outputs. Establish an editorial calendar to review and update content regularly. When the source content reflects your current positioning, the AI can deliver better suggestions and reduce manual rewriting.Writing effective promptsGetting quality results from AI requires clear input. Here's what makes prompts work better:Be specific: Instead of "Write a response," try "Draft a two-paragraph overview of our data encryption practices for a technical audience"Add context: Include relevant background information about the client or projectSet tone: Specify if you want formal, casual, or technical languageDefine structure: Mention if you need bullet points, tables, or specific sectionsConversational interfacesModern AI platforms are making this simpler. With conversational interfaces, you can describe your project in plain English and get professional proposals. Instead of complex prompting, you might simply say: "create a marketing proposal for a SaaS company, $50K budget, 3-month timeline" and receive complete proposals with pricing tables, project phases, and professional design.Continuous improvementTeams should document common prompt structures and refine them over time. The more consistent your inputs, the more reliable your outputs.Quality assurance processAI-generated content should always go through human review. Here are key review steps:Accuracy check: Verify all technical details and company information are correctCompliance review: Ensure content meets industry regulations and submission requirementsBrand alignment: Confirm tone and messaging match your company's voiceCompleteness: Check that all RFP requirements are addressedClient customization: Verify the proposal is tailored to the specific client's needsMany platforms can flag incomplete sections, identify unsupported claims, or highlight mismatches between the prompt and the final output. Some even provide integrated AI chat for clients, acting like a 24/7 AI-SDR to answer questions and engage prospects while maintaining human oversight.Ethics and responsible useAI writing tools depend on data inputs, which introduces ethical considerations. Teams must safeguard any proprietary, regulated, or customer information being used to inform AI systems. Bias is another concern. If the underlying content or model training data reflects unintentional bias, AI outputs can amplify those issues. Choose providers that audit for fairness and allow you to control what data trains the models.Finally, it's important to maintain oversight. AI should support proposal teams, not replace them. Clearly defining roles, responsibilities, and review checkpoints helps preserve quality and accountability.AI use cases for proposalsAI supports measurable improvements across the proposal process. Here are the most impactful ways teams are using AI today:Smart bid/no-bid decisions: AI evaluates opportunities based on historical win rates, resource availability, and project fit to help teams focus on the right RFPsAutomatic RFP analysis: Instead of manually scanning lengthy documents, AI extracts and categorizes questions in secondsInstant draft creation: AI creates personalized proposals by pulling client details from CRMs like HubSpot, Salesforce, and PipedriveKnowledge sharing: AI surfaces accurate responses from past projects, giving every team member access to institutional knowledgeCommon challengesDespite its benefits, AI in proposal writing isn't without challenges:Overreliance risk: Teams that depend too heavily on AI may miss nuances, misrepresent capabilities, or overlook compliance issuesQuality issues: Outdated or inconsistent source content leads to poor AI outputs and repetitive proposalsChange management: Implementing AI requires process changes, stakeholder buy-in, and new skills trainingHuman oversight needs: AI-generated content must always go through human review to catch errors and ensure accuracyWhat's next for AI proposals?AI is evolving beyond simple content generation. New AI Agents can proactively suggest content, assign tasks, and flag issues before deadlines slip. These smart systems help teams scale without losing quality. Advanced analytics now track exactly how prospects view proposals - which sections they read and for how long. White-labeled deal rooms are also emerging, creating more professional client experiences.Supercharge proposals with Wonit AIWonit creates stunning proposals in minutes using conversational AI. Simply say "create a marketing proposal for a SaaS company, $50K budget" and get complete proposals with pricing tables and professional design. The platform includes 24/7 AI chat widgets for client engagement and block-by-block analytics to track performance.Ready to transform your proposal process? Get early access to Wonit and start creating winning proposals today.