A proposal letter should follow proper business writing etiquette, including a professional greeting and formatting, and use active voice and concise writing. It serves as an introduction to the proposal and should not simply rephrase the accompanying documents.
In many ways, writing a proposal letter is like any other type of business writing. Clear, succinct, and precise writing is important for any business document. Business proposals, however, require specific components such as the proposal cover letter. The proposal letter, like a resume cover letter, serves as a polite introduction to a given proposal. Using active voice, following accepted business writing etiquette, and showing appreciation for the reader’s limited time is critical to a successful response.
Often, when large organizations publish requests for multiple projects, the cover letter for proposal serves to inform the reader which request for proposal (RFP) the document responds to. If there is no relationship between professionals or companies, a proposal letter serves as an introduction and an opportunity to make a good first impression. When a relationship already exists, the cover letter can serve as an opportunity to compliment, express appreciation, or extend continued goodwill between the two parties.
Regardless of whether or not a relationship exists between the parties, each proposal letter must follow proper business writing etiquette. For example, the document should be formatted with proper headings, clean margins, and a standard typeface or font. You are expected to address the letter to the appropriate contact and use a professional greeting acceptable to the customers’ culture. Incorrect contact information or a greeting that is too informal can make the difference whether a proposal letter is read or discarded.
In addition to proper etiquette, the tone of a proposal letter is also important. Formal yet personalized approaches often work best in Western cultures, with some business relationships allowing for an informal tone. Eastern cultures typically, though not always, prefer a formal and professional approach. If in doubt about the appropriate tone, a formal and professional approach is best.
While no proposal letter guarantees acceptance, using active voice and concise writing increases the chances. Don’t use two or three words when one is enough. Short, simple sentences are better than long, complex paragraphs. The active voice portrays clarity and confidence, so avoid “to be” verbs in your writing. Avoid phrases like “if you want” or “you can prefer”. Opt for strong action verbs and direct calls to action.
The specific content of a proposal letter will vary for each project and business relationship. A common mistake that professionals make when writing the cover letter proposal is to rephrase or summarize the information contained in the accompanying documents. Remember that most business professionals have limited time. Respect your reader’s time and don’t simply redefine the content of your proposal. Instead, write your letter with a face-to-face introduction: what would you say or how would you introduce yourself in person before handing in a proposal document?
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