Proposal letters introduce business proposals and the company making them. They include an overview of the proposal, time and cost estimates, and the company’s qualifications. Proposal letters are used in response to RFPs or to sell products. They require research and a tailored approach.
Proposal letters are cover letters that are included in business proposals to let people know about the nature of the proposal and the company making it. Like other types of cover letters, proposal letters are designed to quickly acquaint the reader with the information they need, while convincing the reader that the letter writer is the best choice for the job. In some cases, a proposal letter must follow a specific format and style, while in other cases it can be looser in nature.
A typical proposal letter includes a brief discussion of the problem the proposal intends to address and an overview of the salient information in the proposal. Proposal letters typically include time and cost estimates along with a brief explanation of how the proposal works. The proposal letter can also detail the experience, qualifications, and certifications of the person or company that provided the proposal, and can also include the company’s history and background information. Throughout, the document has a persuasive tone that is designed to encourage the reader to review the materials of the accompanying proposal.
There are a number of contexts in which a proposal letter can be written. When a company or agency submits a request for proposal (RFP), the people who respond to the RFP usually write proposal letters with their submissions. An RFP usually includes proposal guidelines that will give people a good idea of what should be included in a proposal letter, ranging from the author’s qualifications to an estimate of the expenses that will be involved. Reference books that provide information on business correspondence often have several sample proposals so that readers can familiarize themselves with proposal writing before having to formally formulate a proposal.
Some proposal letters are not required. Companies can use the offers to sell their products to potential new customers, because communicating by mail can be cheap and very convenient. For example, an office software manufacturer may send out a mass mailing to numerous offices and anticipate at least some interest from companies who will respond with orders or requests for further information. The unwanted proposal letter tends to be more generic in nature so that it can be sent to numerous people.
It can be difficult to come up with a proposal template that can be used to respond to a request for proposal, as each request and proposal can be very different. Typically a lot of research is needed to put the proposition together, and the language needs to be specifically tailored to the reader. However, it can help to put together a basic outline that is used in proposal writing, to ensure that all necessary aspects of a proposal are fully covered. Companies should also keep copies of old proposals and proposal letters, making notes on any that are successful so they can be used in developing future proposals.
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