how to write a business proposalthe ultimate guideby FitSmallBusiness.com

Step 1: Understand and connect with your client and the job

Take time to research your client and the job in order to determine whether the job is appropriate for your business. Make sure you clearly u n d e r s t a n d y o u r c l i e n t ’ s requirements and expectations, and make sure you have all the resources to do the job well and deliver on time.

Step 2: Understand and connect with your client and the job

Carl Dickson of captureplanning.com suggests that your proposal should contain all the information that answers the “who, what, when, where, how, and why” of the job, and we agree. For example:

Who: who will do the work, who will manage the work, who does the customer call if there is a problem, and who is responsible for that.

What: what needs to be done/delivered, what will be required to do it, what can the customer expect, what will it cost

Where: where will the work be done, where will it be delivered .

How: how will be work be done, how will it be deployed, how will it be managed, how will you achieve quality, how long will it take, how will the work benefit the customer.

When: when will you start, when will key milestones be scheduled, when will the project be complete, when is payment due.

Why: why have you chosen the approaches and alternatives you have selected, why should the customer select you

Step 3: Write The proposal

Once you have identified the information necessary to answer your client’s questions, you need to organize this information for maximum impact and clarity. Here is a standard business proposal template which you can adjust to fit your specific needs:

Business pRoposal Template

Introduce your company and mission in a way that relates your company to your client’s needs. Highlight what distinguishes your company, your accomplishments, credentials, and any awards. This should be no more than 1 page.

Section 1. Introduction

This is where you present the case for why you are the right company for the job. Focus on the conclusions you want the reader to reach after reading it. Show that you are familiar with their company, and can meet their specific needs. This section should also be kept to 1 page.

Section 2.Executive Summary

The Table of Contents is an optional section that is helpful for longer proposals with lots of details.

Section 3. Table of Contents

Executive SummaryThis is where you present

BodyThis is where you present

ConclusionThis is where you present

AppendixThis is where you present 10

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This is where you can answer the “who, what, when, where, how, and why” questions that you identified in step 2. Include information on scheduling, logistics, and pricing. You can also include testimonials from past clients and a link to your website.

Section 4. Body

You should conclude with a call to action that encourages the reader to contact you, or visit your website for more information. Ideally, you want your client to make an immediate connection with your company, even if it is something small.

Section 5. Conclusion:

Section 6. Appendix

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Is an optional section that you can use to include information that might not fit well in the body of your proposal. You can include resumes, or additional graphs, projections, and customer testimonials.

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The Tone And Language You Should Use

Make sure you use clear concise and simple language that avoids lots of industry jargon and technical terms. Also, avoid using hyperbole that exaggerates your company or service.

Remember, your client cares most about the end result and the financial costs.

How Long Should The Proposal Be?If possible, keep the total length of the proposal within an 8-minute read in order to capitalize on the short attention span of many readers. Remember, your client may be reading many proposals and will not necessarily appreciate a proposal stuffed with superfluous information.

Be Sure To Proofread and Edit

Once you are done writing, make sure to carefully proofread and edit your proposal. After you’re done, wait a day or two and the double check your proposal to verify that you’ve included all the information your client might need.

Always Keep The Client In Mind

The most important thing is to try and think like your client. If you can put yourself in their shoes, you will be better able to explain why your company is best for the job, and anticipate all the questions they may have. If you follow this guide, you will be well on your way to a great job-winning proposal.

Client

And Finally...

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