Proposal Letter: What is a Proposal Letter? In a business setting, a Proposal Letter is an important document that serves to introduce a plan or an idea to an individual who has the authority to make important decisions. In other words, a Proposal Letter can help the recipient understand the idea you are pitching and its potential benefits for that individual or organisation.
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Why Should You Write a Proposal Letter?
As stated above, a Proposal Letter pitches your idea in the form of a formal document. In a professional setting, this could help you move up the corporate ladder or even help you land some lucrative incentives. Alternatively, Proposal Letters are used in other fields as well, such as in research, where it is required if you need to access government grants for your research project. Moreover, a Proposal Letter will create the first impression for the recipient and the likelihood of favoring your proposal increases significantly, provided if the Proposal Letter is drafted effectively.
In this article, we shall explore the basic guidelines to draft a Proposal Letter, important tips, formats and samples.
Proposal Letter Contents
Following are the contents that should be included when writing a letter of proposal
- Your Proposal Letter needs to include information about yourself – such as your name and background information
- You should also state the purpose of sending the Proposal Letter
- The proposal must clearly outline objectives, goals, or other benchmarks
- You need to explain why your proposal is unique and different from others
- The proposal also needs to explain how funds will be utilized
- Include a call-to-action line.
- Conclude the letter with your contact details.
Letter of Proposal – Template / Format
Following is a commonly used template for a Proposal Letter
Proposal Letter Template (Name of proposer) (Company – if applicable) (Address) (Date) (Name of recipient) (Recipient’s company) (Recipient’s address) (Salutations) (Body of the letter – The first lines should provide a brief introduction about yourself or your organisation. Next, it should also provide a brief overview of the proposal. It can also include previous interactions with the recipient, if applicable. The second paragraph of the proposal must mention the purpose of the proposal. The third paragraph must mention the objective or goals of the proposal. If required, use numbers to project relevant details which might support your proposal. The following paragraphs can be used to explain how you plan to utilize your funds or grant (if allocated). The last line is the call-to-action line, which urges your recipient to act on your proposal. Provide your contact details in case they decide to follow up.) (Closing Line) (Signature) – eg: Sincerely, Warmest Regards etc (Name) |
Proposal Letter Sample
Following is a sample of a Proposal Letter. You can adopt the same format and modify content according to your preferences.
Sample of a Proposal Letter
| John Doe Doe Designs Bangalore Feb-17-2021 Jane Hoodall BPlus Education Bangalore Dear Ms. Jane We would like to thank you for the opportunity to develop a new website for your organisation. We began our project as per the schedule and now, we are submitting a proposal for new additions to your website. Your website was originally designed more than 8 years ago and it is quite out of date if compared with the other modern websites. Also, the obsolete technology might pose a potential security risk. We propose that we overhaul its functionality, security and user-interface. This means the controls and gestures will be far more intuitive for the end user and their data is much more secure. Additionally, we will also integrate the website to be compatible with IOS and android devices. From an SEO perspective, this translates to better user engagement and lower bounce rates. As most of your interaction and potential sales happen online, this will be a valuable addition. As per your objectives mentioned during the first meeting, we will accomplish these through the following steps:
These proposals were based on our experience for a similar project that we completed 12 months ago. We were able to retain users on this website for 69% longer and we also saw about 96% increase in user engagement. A project of your scale requires considerably more time and resources. Hence, we have estimated a budget of between INR 60,000 to INR 75,000. If you choose to proceed with our proposal, we can tailor the budget to your specifications. If you wish to move forward with our proposal, kindly reply to this email and we can begin planning immediately. I will follow up with this email on Friday, 13th March, 2021. Thank you for your time and consideration. If you have any other clarifications or suggestions, please call me on my phone: 900233242342. Sincerely, John Doe |
FAQ’s on Proposal Letter
Question 1.
What is a Proposal Letter?
Answer:
A Proposal Letter is a formal document that serves to introduce a plan or an idea to an individual who has the authority to make important decisions. It can also be used for other scenarios, such as requesting a grant for a research project.
Question 2.
Why Should You Write a Proposal Letter?
Answer:
A Proposal Letter pitches an idea in the form of a detailed formal document. These documents are very crucial in business as well as other professional environments. Alternatively, Proposal Letters are used in other fields such as in research, where it is required to access government funds or grants for a research project.
Question 3.
What does a Proposal Letter Contain?
Answer:
A Proposal Letter contains the following elements: Information about yourself; background information; purpose of sending the Proposal Letter; objectives, goals or other benchmarks of the proposal; Estimation of grant/ funds requited; call-to-action line; contact details.
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