methodology of business proposal

How to Write a Business Proposal (Examples & Templates)

A complete guide to writing business proposals that land deals. Easy-to-follow steps, actionable examples, and insider tips from sales pros.

John McTale

11 minute read

Not a fan of writing business proposals? Few people are. After all, it puts you in quite a vulnerable position. You need to convince prospects to pick you and make them understand why you’re the perfect fit for their needs.

This guide will show you a simple step-by-step process you can follow to ace every business proposal you create. Plus, for every section of your proposal, you’ll get sample content you can take as a point of reference and use to score more deals.

First, see a business proposal example created with Storydoc:

Interactive

Static, plain-text proposals are a relic of the past. With Storydoc, you’ll get engaging, interactive proposals looking better than anything you’ve ever created. Rise above your competitors and give your customers a proposal they will be proud to show their boss.

What is a business proposal ?

A business proposal is a formal document devised by a company and delivered to a prospect with the purpose of securing a contractual agreement between the two parties. A good business proposal shows to your potential clients why your offer is the most beneficial to them. Before we dig deeper, if you just need a quick checklist, here it is. To learn more about a specific section just click on a desired item in the interactive table of contents and we’ll take you right there.

Here's how to write a business proposal:

Now, let’s go through each step and see some examples.

1. Create a title page

Starting with the basics. The title page of your business proposal needs to feel professional and inviting. Most importantly, though, make it feel as personal as possible. Include:

• The name of your business
• The subject matter of your proposal
• Your prospect’s name and job title
• Your prospect’s company logo
• Submission date

Business proposal title page example:

Jane Atkins ABC Company Inbound Marketing Proposal for Acme Corp

Submitted to: John Random, VP Growth Submitted on: May 5, 2023

Using your client’s logo is virtually a must. But you kick your title page up a notch by applying other elements of their branding, too: think colors, master visuals, and overall vibe. They will notice and appreciate it. These unique business name ideas will make you stand out from the crowd - your business name matters.

2. Include an interactive table of contents

One of the keys to success in business communication is setting up expectations and then meeting them. A table of contents achieves just that: you tell your readers exactly what they’ll find in your proposal. If you’re sending your proposal electronically, make the ToC clickable, with jump-to links to appropriate chapters of your proposal. It will make navigating through the document so much easier (much like we did with this piece, you're welcome!).

Speaking of electronic versions… Do your best to prevent your prospects from printing out your proposal. A 2020 study found that once someone prints your proposal, your chances of landing the deal shrink by 84%!

Sample table of contents:

Executive Summary

Assessment and Project Overview

Methodology - SEO Audit - Internal Linking Optimization - Digital PR Assets - Digital PR Outreach

Qualifications and Testimonials

Terms and Conditions

Agreement and Rollout Process

3. Write a compelling executive summary

As the name implies, an executive summary is a section that, well, summarizes the whole document. In business proposals, your executive summary should contain the essence of your value proposition: explain why you’re submitting the proposal, what makes your product or services relevant to the client’s specific needs, and how you’re going to tackle their problems. The key thing to remember? Don’t mistake an executive summary for an introduction. The summary is basically a shortened version of your whole proposal. Its purpose is to provide a busy reader ( who could be your prospect ’s boss, the titular executive) with an overview of your offer, clear enough for them to not have to read the proposal in full. If you want to learn more about writing executive summaries, specifically, see our dedicated guide: Executive Summary—Examples and Definition

Sample executive summary for a business proposal:

EXECUTIVE SUMMARY This proposal outlines a detailed plan of action aimed at maximizing the profits of Acme Corp by boosting the inbound organic traffic to your e-commerce store. As your company displays a very high on-site conversion rate and the online traffic you generate is highly monetizable, the best strategy for maximizing your revenue is boosting your SEO performance. Acme Corp is lagging behind its key competitors in most of the search performance metrics: domain rating, backlink quality , and, as a result, organic traffic. Applying basic SEO maintenance will result in a dramatic increase of relevant monthly visitors to your site, contributing to a substantial increase in revenue. In the second phase of the project, our team will enhance your online presence and earn high-quality backlinks through a data-driven digital PR campaign, further improving your domain rating and the consequent search engine rankings for the highest-converting keywords and phrases.

While executive summaries come at the beginning of business proposals, write this section last. Create the rest of your proposal beforehand, then “skim the cream:” compile the key bits into the summary.

4. Identify the problem and propose a solution

Here’s where the big guns come in. If you’ve managed to get them interested enough to reach this part, you’re halfway there. It doesn’t mean it gets easier at this point. Quite the contrary— This section, usually called “Assessment,” or “Project Overview,” is the meat and potatoes of your proposal. You need to make sure it tastes like Black Angus fillet mignon with gratin dauphinoise. Here are a few tips for making it powerful and convincing to your prospects:

• Focus on the grander scheme of things here. Paint a big picture, plant an idea: it’s not the time to get to the nitty-gritty yet.
• B2B buyers can smell generic from miles away. Do your best to customize this part to the exact needs of your customer, never use a copy-pastable template.
• Make it about them. Instead of “selling” your product or services, focus on the tangible business result they’ll get out of this. ROI is the most direct, hard-hitting metric after all.
• Don’t overuse jargon or highly technical terms. You’re communicating with a human, not an algorithm.
• It’s okay to use your sales deck as a point of reference. It’s what got them interested in the first place, so do rely on the same main message.

Sample project overview in a business proposal:

ASSESSMENT AND PROJECT OVERVIEW Acme Corp is currently looking for ways to bring more inbound traffic to the company website. As an e-commerce business with competitively priced, high-quality performance clothing, any traffic you generate is highly monetizable. Your current traffic sources mostly constitute direct (15%), AdWords (40%), and display ads (18%). Organic traffic acquisition has been heavily underperforming for your site. At the same time, both your key competitors, DoeSports and GreenWay, bring in twice as much organic traffic as you do through paid sources (via Ahrefs, and SimilarWeb analysis). This shows that SEO efforts can be highly profitable in your industry. Your e-commerce store suffers from a few easy-to-fix SEO issues that we will address immediately:

• Poor-quality backlinks from spam sites, low SEO health score, and irrelevant anchor text in internal links.
• Fixing these issues alone will boost your SERP positions by 5–10 places for highest-volume keywords, amounting to 5,000–8,000 more unique visitors per month.
• Considering your extremely high average conversion rate of 3% and an average conversion value of $75, those efforts will increase monthly revenue by at least $11,250.

Furthermore, in comparison to your competitors, AcmeCorp has a poor domain rating: 49, compared to 66 of DoeSports and 70 of GreenWay, indicating fewer relevant backlinks and weaker referring domains. Our team will acquire relevant, high-quality backlinks from key industry publications through digital PR and outreach campaigns based on unique data-driven studies. This will result in:

• A significant boost in your domain rating, directly contributing to all major search engines rankings.
• A projected boost in traffic to your website of further 12,000 visitors per month.
• Enhanced brand visibility.

Even at the stage of the deal where you send the proposal, don’t assume your customer understands what they’re buying and why they need it. You still need to get your sales message across: let your prospects understand the value attached to your price tag.

5. Explain your methodology

If the executive summary of a business proposal is the why , and the project overview, the what , here’s the part where you describe how . If you’ve nailed the previous sections, your prospect knows that your solutions are relevant to their problems and has a bird’s eye view of expected outcomes. It’s time to explain your methods for achieving what you promise to deliver. List all the deliverables they can expect from the project or service, together with a timetable and a list of dependencies detailing the deadlines or frequency of delivering specific items or milestones. How granular you are in this part largely depends on the duration of collaboration you’re discussing, and many other project-specific details.

Example #1:

If you’re writing an event video proposal, you’ll want to explain what the client can expect:

• Before the event (consulting your needs and ideal outcomes, auditing the venue, setting up lighting, and so on),
• During the event (how many videographers on site, exact timetable, total shooting time),
• After the event (post-production, sound and music, additional editing, total length of video material delivered).

Example #2:

If, on the other hand, your proposal refers to long-term marketing consulting contract, the description of your methodology will be more general:

• Month 1: identifying and fixing technical SEO issues (anchor text, internal linking, backlink quality).
• Month 2: auditing the site content and optimizing existing URLs for search engine performance using an SEO rank tracker tool .
• Month 3: automating the funnel, running A/B tests on form pages.

And so on… Let’s have a look at what it might look like in practice.

Business proposal sample—methodology:

METHODOLOGY

• Disavowing links from low-reputation websites
• Fixing critical issues on existing URLs
• Improving site speed
• Fixing errors in robots.txt
• Optimizing meta titles and meta descriptions
• Fixing errors in HTML tags

Internal Linking Optimization

• Identifying internal linking opportunities
• Creating SEO-friendly anchor text combinations
• Removing links to 404 URLs

Digital PR Assets

• Running unique surveys via OnePoll
• Creating data-driven content relevant to the audiences of industry online publications
• Creating shareable infographics depicting the findings of the study

Digital PR Outreach

• Identifying key leads in relevant industry websites
• Email outreach to our database of relevant contacts
• Passive link building via Google AdWords

6. Back up your proposal with proof of qualifications

Your business proposal might be visionary so far. Still, if it’s not credible, it will get you nowhere. The client might love your ideas. They might be beyond excited to see them come to life. But— They don’t know you. And remember the old saying: “Trust everybody, but always cut the cards.” (Yes, it’s a euphemism for “Trust no one, ever.”) How do you make them trust you? Show them you’ve done it before and you succeeded. Again, and again. List verifiable, measurable achievements you or your company can boast about and pepper those with social proof. See a few examples:

• Customer case studies,
• Testimonials,
• Certifications,
• Industry awards,
• Years of experience,
• Media mentions.

The ideal composition of those will depend on the type of project and the industry: If you’re a photographer, your client won’t care too much about the awards you might have gotten or what The New Yorker wrote about your solo show. They’ll want to review your portfolio to see if that’s the vibe they're into and hear from your past clients to check if you’re not a pain to work with. If, in turn, you’re writing a marketing business proposal, your best bet will be to emphasize examples of your past campaigns together with detailed key metrics you boosted for your clients. Writing a proposal in an informal tone? You can add a short “About Us” section. Introduce team members who would be working on the project and explain what makes them the best professionals available on the market for solving the particular problem in question.

7. Outline your pricing options

This is where things get rather technical. On the face of it, the pricing section seems fairly obvious. They might be in love with your solutions, but they don’t yet know if they can afford you. Pricing is a tricky part on your end, though. You don’t want to scare off your lead with a sky-high estimate; at the same time, you don’t want to undersell yourself. The best option is to go for an interactive pricing page where every type of service or activity has a separate price tag to it and your clients can easily select a package that suits their needs and meets their budget—ideally, the total price should get automatically calculated. Alternately, you can use an estimate generator , which is an effective tool for automatically calculating cost forecasts based on various criteria and input data. This tool is both affordable and consumes little computing resources, so you can get it along with the best laptop for the money in the $300-$500 range. If you don’t have such an option at hand, create a very specific pricing table that clearly identifies each item or service, as well as the billing period. Here’s a practical example.

Sample pricing for a business proposal:

Remember, your goal is to make them comfortable with the pricing. Make them understand that your offer is not a cost but an investment worth every penny. A great way to achieve this is adding a live ROI calculator. It’s a perfect reminder of why they’re reading the proposal in the first place: to find a solution that will help them increase the revenue.

Below, you can see a sample ROI calculator created with our presentation maker tool :

Interactive ROI calculator example

8. Finish with terms and conditions + contractual agreement

Here’s a bad dream— The client loved your proposal, you’re midway through the project, and, all of a sudden, they’re refusing to make a second payment on your account. “We agreed on 30% upfront, and a full payment upon completion.” You know that’s not what you agreed on. Or do you? A proper business proposal comes with a detailed set of terms and conditions, together with contractual agreement at the bottom, helping both parties involved avoid any misunderstandings. In the terms and conditions, describe the timeline of the project, payment terms and schedule, cancellation policy (if applicable), and possible pre-agreement amendments to the proposal itself.

Sample terms and conditions for a business proposal:

TERMS AND CONDITIONS Timeline Start date: June 1, 2023 End date: July 31, 2023 Total payment due: $11,150 40% of the total payment is due upon signing. 100% of the total payment is due upon project completion. After the final payment, any elements of text, graphics, photos, or other creative work created by ABC Company for Acme Corp are owned by Acme Corp. ABC Company retains the right to showcase their creative work done for Acme Corp as examples in their portfolio. Prior to signing the contractual agreement, elements of this proposal might be amended in cooperation with Jane Atkins, ABC Company.

At the bottom of your document, include a legal agreement clause and a space for signatures. Make it easy for them to make a decision without additional documents. Adding a date and signature space in a business proposal will help you close the deal faster. For maximum convenience, you’ll want electronic signatures enabled.

Sample agreement clause for a business proposal:

If you agree to the terms of this inbound marketing proposal, please sign in the field below. Your signature indicates that you enter into a contractual agreement with ABC Company that commences on the date signed below. [ date ] [ signature ] John Random, Acme Corp

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And that’s a wrap…

I hope this step-by-step overview of business proposal writing has straightened out any queries or doubts you might have had. For the final word, here are a few extra tips to keep in mind before you hit “send.”

Business proposal tips:

• Start with an outline.
• Never reuse old proposals.
• Use hard numbers whenever possible.
• Don’t shy away from your brand.
• Make next steps obvious.
• Re-read, proofread and edit.

Thanks for reading. Keeping my fingers crossed for your proposal!

Hi, I'm John, Editor-in-chief at Storydoc. As a content marketer and digital writer specializing in B2B SaaS, my main goal is to provide you with up-to-date tips for effective business storytelling and equip you with all the right tools to enable your sales efforts.

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Blog Business How to Write Business Proposal (Examples + Free Templates)

How to Write Business Proposal (Examples + Free Templates)

Written by: Aditya Sheth Jan 25, 2024

The great Mark Cuban once said, “Sales cure all.” If a business doesn’t sell, it doesn’t make money and by extension the business fails. That’s why you need to write business proposals .

A well-written business proposal can often mean the difference between winning or losing a prospective client.

In this in-depth guide to creating business proposals, we show you how to close more deals, make more sales and crush your business goals — all by using easy-to-edit professional business proposal templates .

Here’s what this guide will cover (click to jump ahead):

What is a business proposal, what are the components of a business proposal.

• How to write a business proposal step by step

What should you include in a business proposal?

What are the types of business proposals, more business proposal examples + writing and design tips.

• FAQs about business proposals

Looking for a shortcut? Watch this quick video for an overview of everything to include in your business proposal:

A business proposal is a document designed to outline a business plan to convince potential client, investor or partner to engage in a business agreement with you or your company. It’s basically a sales pitch in writing to persuade potential clients to show them benefits of working with you or your company for their business success.

A business proposal outlines what your business does and what you can do for your client . It can be general like this business proposal example:

Or it can be more specific, like this business proposal template which focuses on proposing a project for the Newton Center Rail:

Or this business proposal sample, which presents a plan for a social media strategy and campaign:

To design a business proposal that holds the client’s attention, identify their pain points . Then provide your buyer with the right solution to alleviate those frustrations.

Working on a new project? These project proposal examples might come in handy for you.

The components of a business proposal can change depending on the field, company size and client needs. While details may differ, strong proposals typically introduce your company, explain the problem, offer a solution and its benefits, highlight your team’s skills, and outline timeline, cost and next steps.

How to write a business proposal step by step

Before you start creating your business proposal template, you need to understand the business proposal format. At a high level, your effective business proposal should include the following:

• Create a compelling business proposal title
• Build a table of contents
• Craft the executive summary
• Write a detailed problem statement
• Propose your solutions
• Showcase your team’s expertise
• Create a realistic timeline
• Present your payment structure
• Specify the terms and conditions
• Receiving the decision

Below, you can see business proposal examples that demonstrate how to include these 10 sections.

1. Create a compelling business proposal title

A compelling title could mean the difference between someone reading your proposal or ignoring it in favor of a competitor’s . 

What makes a good title page? Here are the essential elements to include: 

• Your name along with your company’s name
• The name of the prospect (or their business) 
• The date you’re submitting the proposal

The gray business consulting proposal template above contains all the details a prospect would want to know. The title also offers a strong tangible benefit to the prospective buyer. Honestly, “Who doesn’t want to grow their business?”

2. Build a table of contents

The table of contents is a fundamental part of every winning business proposal template. It makes your proposal scannable and easy to read.

The people you will be pitching to are usually C-level executives. These are busy people who don’t have time to read your entire proposal in one go.

That’s why most of the business proposal examples in this list include a table of contents.

Adding a table of contents to your document makes it easy for them to go through it at their own pace. They can also skim through parts of the proposal that they deem more important. You can see how this abstract business proposal template uses the table of contents:

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. Ensuring your business plan format follows a clear structure can greatly enhance readability and comprehension for potential investors or partners.

It’s easy to add hyperlinks in the Venngage editor. Select the text you’d like to turn into a link, then click the link icon in the top bar. From there, select the page you want to link to! Then download your completed design as an Interactive PDF .

3. Craft the executive summary

The executive summary is a staple in all kinds of annual reports , leadership development plan , project plans and even marketing plans . It is a concise summary of the entire contents of your document. In other words, write a business proposal outline that is easy to glance over and that highlights your value proposition.

The goals of your executive summary are:

• Introduce your company to your buyer
• Provide an overview of your company goals
• Showcase your company’s milestones, overall vision and future plans
• Include any other relevant details

This gray business proposal example has a detailed yet short executive summary including some social proof in the form of clients they’ve worked with:

Take note of how precise this business proposal example is. You want to keep your executive summary concise and clear from the get-go. This sets the right tone for the rest of your proposal. It also gives your buyer a reason to continue reading your proposal.

Crafting an executive summary and keeping it concise and compelling can be challenging. but you can use an AI summarizer online to generate an executive summary. Such tools are trained on relevant AI models that can extract core points from a given text. You can get such a point either in bullet form or in abstract summary form.

Pro Tip: Try to write an executive summary such that, even if your prospective client doesn’t read the entire proposal (with a good executive summary, they most likely will), they should have a clear idea about what your company does and how you can help them.

4. Write a detailed problem statement

The point of writing a business proposal is to solve a buyer’s problem. Your goal is to outline the problem statement as clearly as possible. This develops a sense of urgency in your prospect. They will want to find a solution to the problem. And you have that solution.

 A well-defined problem statement does two things: 

• It shows the prospect you have done your homework instead of sending a generic pitch
• It creates an opportunity for you to point out a problem your prospect might not be aware they had in the first place. 

This bold business proposal template above clearly outlines the problem at hand and also offers a ray of hope i.e. how you can solve your prospect’s problem. This brings me to… 

5. P ropose your solutions

The good stuff. In the proposed solution section, you show how you can alleviate your prospective buyer’s pain points. This can fit onto the problem statement section but if you have a comprehensive solution or prefer to elaborate on the details, a separate section is a good idea.

Spare no details regarding the solution you will provide. When you write a business proposal, explain how you plan to deliver the solution. Include an estimated timeline of when they can expect your solution and other relevant details.

For inspiration, look at how this business proposal template quickly and succinctly outlines the project plan, deliverables and metrics :

6. Showcase your team’s expertise

At this point, the prospect you’re pitching your solution to likes what they’re reading. But they may not trust you to deliver on your promises. Why is this?

It’s because they don’t know you. Your job is to convince them that you can fix their problem. This section is important because it acts as social proof. You can highlight what your company does best and how qualified your team is when you write a business proposal for a potential client.

This free business proposal template showcases the company’s accolades, client testimonials, relevant case studies, and industry awards. You can also include other forms of social proof to establish yourself as a credible business. This makes it that much more likely that they will say yes!

Pro Tip: Attaching in-depth case studies of your work is a great way to build trust with a potential client by showcasing how you’ve solved similar problems for other clients in the past. Our case study examples post can show you how to do just that.

7. Create a realistic timeline

To further demonstrate just how prepared you are, it’s important to outline the next steps you will take should your buyer decide to work with you.

Provide a timeline of how and when you will complete all your deliverables. You can do this by designing a  flow chart . Or add a  roadmap  with deadlines. Pitching a long-term project? A timeline infographic would be a better fit.

If you look at this abstract business proposal template below, even something as simple as a table can do the trick.

The timeline is not always set in stone, rather it’s an estimation. The goal is to clarify any questions your potential client might have about how you will deliver for the underlying B2B sales process.

8. Present your payment and terms

On this page, you can outline your fees, payment schedule, invoice payment terms , as well as legal aspects involved in this deal. You can even use the  Excel Invoice Template  to create professional-looking invoices (including brand logo and other elements) and add them to this page.

The adoption of invoice templates is beneficial for small businesses as it streamlines the invoicing process and maintains professionalism in financial dealings. Also, by utilizing small business invoice templates , you can efficiently manage invoicing tasks while upholding a polished and structured approach to financial transactions.

The key to good pricing is to provide your buyer with options. A  pricing comparison table can help with this. You want to give your client some room to work with. Make sure you’re not scaring off your client with a high price, nor undervaluing yourself. 

Breaking up your pricing in stages is another great way to make sure your potential client knows what he’s paying for. Look at how this simple business proposal template does this:

The legal aspects can slot right into the terms and conditions section. Alternatively, you can add them to the signature section of the proposal to keep things simple.

9. Specify the terms and conditions

Summarize everything you have promised to deliver so far. Include what you expect from your prospective buyer in return.   Add the overall project timeline from start to end, as well as payment methods and payment schedule, incorporating these details into an online digital project management tool. This way, both of you will be clear on what is being agreed on.

This step is very important as it outlines all the legal aspects of the deal. That is why the terms and conditions section of your proposal needs to be as clear as possible.

I recommend consulting a lawyer or your legal team when working on this section of the business proposal. If you’re a business veteran and understand the legalities of your business, you can use the same terms and conditions across all your proposals.

10. Receiving the decision

The final step of this whole process. Your client has read your business proposal and they want to buy what you have to offer.

Add a small section at the end of your proposal to get the necessary signatures. This way, you and your client can sign the proposal and the partnership becomes official.

Be sure to also include your contact information in your business proposal template. It acts as a gentle prompt to your client to contact you in case they have any questions. A professional way of doig that would be to include an e-business card with your contact details, email i.d and any other social links you want to share. You can go through this article for the best digital business cards .

A business proposal usually aims to answer the following questions: 

• Who you are and what your company does
• The problem your buyer is facing
• The solution your company offers to alleviate the problem
• How your company will implement this solution effectively
• An estimate of resources (time, money, etc) required to implement the solution

You can see how this sample business proposal template covers the above points.

Notice how this proposal template addresses the same project like in one of the previous templates, but uses a completely different design style (more retro, while the previous business proposal template is more modern and minimalistic).

Generally, there are three types of business proposals:

1. Formally solicited 

A formally solicited business proposal is made when you respond to an official request to write a business proposal.

In this scenario, you know all the requirements and have more (if not all) information about a prospective buyer. You simply need to write the business proposal for your buyer to evaluate so you can begin the sales process .

2. Informally solicited 

Informally solicited business proposals are written when there isn’t an official request for a proposal. A prospective buyer is interested in your services and asks for a proposal so they can evaluate it.

An informally solicited proposal requires a lot more research from your end. These types of proposals are usually created out of informal conversations. They are not based on official requests which often contain more detail.

3. Unsolicited 

Think of this as a marketing brochure or a cold email . Unsolicited business proposals will often take a generic, one-size-fits-all approach to business proposals. Unsolicited proposals lack any understanding of the buyer or their requirements.

But with additional  market research , personalization and identifying customer pain points , you can propose a customized solution based on your buyer’s needs. This can be a very persuasive approach, such as in this business proposal example:

Now that you know how to write a business proposal, let’s look at how you can optimize your proposal to deliver results!

Below you’ll find some winning business proposal templates and examples to get you started. I’ve also included some design tips to keep in mind when you’re creating your next business proposal: 

1. Know your audience 

If you have some clarity on who your ideal buyer is — their pain points, their budget, deadlines, among other things — you’ve already won half the battle.

If you are a business that helps clients with everything from running giveaways or helping grow their blog , identify which customers to pitch. This is a sure-shot way to close the deal.

Mapping user personas  for your ideal buyer can help bring some clarity. It will also help you position your business proposal correctly. This improves the chance of your buyer moving your business proposal to the “Yes!” pile.

2. Put your brand front and center

If your company follows certain brand guidelines, incorporate them in your business proposal templates. Consider how business proposal examples like the one below highlight brand identity :

From the color palettes to the company logos , everything follows their brand guidelines. The result: a business proposal that’s consistent across the board.

Pro Tip: Switching this template to match your brand assets is actually pretty easy. Venngage’s My Brand Kit feature allows you to import your color palettes, logos as well as font choices. Any Venngage template can now be your template.

You can also consider this sample business proposal template:

App design companies sure do know their design. They did a phenomenal job keeping their brand colors consistent while opting for a black design. This unique color scheme also makes their white logo prominent throughout the proposal.

3. Try less text, more visuals

Have you ever read a proposal and thought to yourself, “Wow, this is all text and has no images, I love it!”? Yeah, me neither.

The free business proposal template below is a perfect example of the “less is more” principle. It does a phenomenal job of communicating what it needs to. By substituting some of the text with icons and visuals, you get a clean business proposal that’s much more scannable.

Want to keep things strictly professional? Instead of icons, you can always add your team’s headshots. This shows your buyer exactly who they’ll be working with.  

Check out this formal business proposal format for some inspiration:

4. Switch up your business proposal designs

It doesn’t hurt to go above and beyond once in a while. Jazz up your business proposal template with some extra colors. This helps make your business proposal more engaging. It also helps your buyers retain information faster.

The business proposal example alternates between black, white and grey backgrounds. It still manages to maintain consistency in its branding . Just switching up your backgrounds once in a while can also bring in some variety to an otherwise standard business proposal.

This SEO business proposal sample proves that it’s possible to switch up the colors in every other page. But it still maintains the same color scheme across the entire proposal just like a professionally designed website : 

Pro Tip: Not a color expert? Our guide on picking colors can help you pick the right color scheme for your proposals.

FAQ about business proposals

What is the purpose of a business proposal.

A business proposal aims to streamline the B2B sales process (which is often complex ) between you as a seller and a buyer.

It does this by serving the dual purpose of acting as a source of information. The proposal also acts as a sales pitch aimed at convincing your buyer why they should buy what you have to offer.

What are the best practices for business proposal design?

• Do a thorough spell-check. The goal of your business proposal is to convince your buyer why you’re the perfect person for the job. A proposal with typos or grammatical errors communicates the opposite. A thorough spell-check before you send your proposal is a must.
• Keep things clear and readable: Clarity is an important aspect that you have to ensure in your business proposal. If you want your proposal to hit home and make an impact on the buyer, you have to write it in an understandable way. To keep things clear and readable, there are a couple of things that you can do. You can, for one, take care to use easy wording and segmented sentences from the get-go. You can also try paraphrasing the hard parts of your proposal once you are done writing it.
• Let your brand shine. As discussed before, writing a business proposal is all about knowing your ideal buyer and focusing on their pain points. But that doesn’t mean your business proposal template has to be boring. Demonstrate how different you are compared to other companies. You can do this through your brand guidelines , by using more visuals, switching up your proposal design or showing off your personality in your writing . 
• Create a business proposal PDF. Downloading your business proposal in PDF format allows you to attach other collaterals with your business proposal. These can include a company explainer video or case studies showcasing the work done with past clients. Also, who doesn’t love saving paper?

How long should your business proposal be? 

The length depends on the scope of the work as well as the complexity of the project. Here is a one-page business proposal template:

Can your business proposal template really be one page? Yes, as long as you understand who your buyer is and their pain points. You should also have the ability to communicate everything your ideal buyer needs to know about your business in a succinct manner.

Or if you’re feeling adventurous how about just two pages? Often, clients prefer if you go straight to the point and avoid all the fluff.

For example, this green modern marketing proposal template wastes no time in getting down to brass tacks:

Need more inspiration? Check out this blog on the 5 marketing proposal examples that’ll help elevate your business.

There is no one size fits all approach when it comes to deciding how many pages you should include in your business proposal template. And at the end of the day, “the only rules are the ones you set for yourself”.

At the end of the day, writing winning business proposals that sell is all about you understanding your buyer, their potential pain points and positioning yourself as someone who can alleviate those pain points. 

Now that you know how to write compelling business proposals, what are you waiting for?

Take action and start creating your own business proposals to close more deals and grow your business today!

More business communications templates + writing tips you might be interested in…

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How to write a business proposal (free templates+ examples).

Crafting a compelling business proposal is an art that requires a deep understanding of the client’s needs, meticulous attention to detail, and a knack for presenting information clearly and convincingly. This guide will walk you through writing a business proposal, offering tips and insights to help you create an outstanding proposal.

Defining a Business Proposal

A business proposal is a formal document that outlines your offerings and how they can solve a prospective client’s problem. It serves as a bridge between you and potential clients, providing a platform for you to showcase your services and persuade clients to do business with you.

While business proposals and plans may seem similar, they serve different purposes. A business plan outlines your company’s goals and strategies, while a business proposal focuses on presenting your offerings to solve a client’s issue.

Why is a proposal document important for a prospective buyer? A proposal document is essential for a prospective buyer as it outlines the offered solution, demonstrates an understanding of their needs, and provides transparency on costs and terms, helping them make an informed decision.

Three Examples of Proposal Outlines :

Example 1: Marketing Services Proposal

Offer comprehensive digital marketing services to help clients enhance their online presence and increase customer engagement.

Fundamental Components:

Executive Summary

Client Background and Goals

Proposed Solution (Digital Marketing Services)

Scope of Work

Timeline and Milestones

Cost Estimate and Payment Terms

Case Studies (Previous Successful Campaigns)

Call to Action

Example 2: IT Consulting Proposal

Provide IT consulting services to optimize a client’s existing infrastructure, improve security, and streamline processes.

Client Information and Current IT Landscape

Problem Statement

Proposed Solution (IT Consulting Services)

Team and Roles

Testimonials from Previous Clients

Next Steps and Contact Information

Example 3: Product Launch Proposal

Present a proposal to assist a client in launching a new product, including marketing strategies, distribution plans, and budget considerations.

Client Background and New Product Information

Proposed Solution (Product Launch Strategy)

Marketing and Promotion Plan

Distribution and Sales Strategy

Budget Estimate and Funding Options

Case Studies of Successful Product Launches

Closing Statement and Call to Action

Get Your Free Templates Here :

Understanding the types of business proposals.

Business proposals can be categorized into two main types: solicited and unsolicited.

Formally Solicited Proposals:

Formally solicited proposals are meticulously crafted documents that respond to specific requests for products or services issued by organizations or government agencies. 

These proposals are typically initiated through a formal procurement process, where the requesting entity outlines its requirements, specifications, and evaluation criteria. In a formally solicited proposal, the responding party must adhere to a structured format and address all the stipulated elements outlined in the solicitation. 

This includes a detailed description of the proposed solution, a breakdown of costs, a timeline for implementation, and credentials demonstrating the offering entity’s capability to fulfill the requirements. These proposals comprehensively address the specific needs outlined in the solicitation and adhere to a strict set of guidelines, reflecting the proposing party’s commitment to professionalism and adherence to the procurement process.

Business Proposals vs. Business Plans:

Business proposals aim to secure specific projects by presenting tailored solutions and costs to clients. In contrast, business plans serve internally, offering a holistic roadmap for overall organizational growth, encompassing goals, finances, market analysis, and strategies. Proposals target external clients, while plans guide internal operations and long-term development. Both are essential tools, serving distinct purposes in the business landscape.

How do you write winning business proposals?

Crafting a winning business proposal involves a strategic approach that highlights your strengths, addresses the client’s needs, and showcases your business’s unique value. Here are the key steps:

• Understand the Client’s Needs: Thoroughly grasp the client’s requirements, challenges, and goals before crafting your proposal.
• Tailor Your Approach: Customize each proposal to the specific client, showcasing how your solution meets their unique needs.
• Clear Value Proposition: Clearly articulate the value your product or service provides. Explain how it addresses the client’s pain points and adds significant value.
• Compelling Executive Summary: Begin with a concise yet compelling executive summary that captures the essence of your proposal, highlighting key benefits.
• Detailed Solution: Present a detailed solution that outlines your approach, methodology, and how your product or service will meet the client’s requirements.
• Transparent Pricing: Clearly outline your pricing structure, ensuring transparency and alignment with the client’s budget constraints.
• Demonstrate Expertise: Showcase your expertise, relevant experience, and success stories. Include case studies or testimonials to build trust.
• Engaging Proposal Design: Make your proposal visually appealing and easy to navigate. A well-designed proposal creates a positive impression.
• Timely Submission: Submit your proposal before the deadline, demonstrating your commitment and professionalism.
• Follow-Up: After submission, follow up with the client to address any questions or concerns promptly.

Basic Business Proposal Template:

A basic business proposal template is a foundational proposal creation framework. It typically includes

• Cover Page: Your business name, logo, and contact information  
• Summary: A brief overview of the proposal’s key points.
• Introduction: Introducing your company and establishing context.
• Problem Statement: Clearly define the client’s problem or need.
• Proposed define: Detailing how your product or service addresses the identified problem.
• Timeline: Outlining the proposed project timeline.
• Budget: Presenting a detailed breakdown of costs.
• Qualifications: Highlighting your company’s relevant experience and qualifications.
• Conclusion: Summarize key points and invite further discussion.

Business Proposal Outline 

A comprehensive business proposal follows this outline:

• Briefly introduce and purpose.
• Concise summary of key proposal points.
• Clearly define the client’s problem or requirements.
• Detail how your product or service addresses the client’s needs.
• Outline the approach and methodology for implementing the solution.
• Present a realistic timeline for project completion.
• Provide a detailed breakdown of costs.
• Showcase your company’s expertise and relevant experience.
• Highlight the specific benefits the client will gain.
• Summarize key points and encourage further discussion.

What is a Basic Business Proposal Template?

A basic business proposal template serves as a foundational framework for creating proposals. It typically includes Cover Page: Your business name, logo, and contact information.

• Executive Summary: A brief overview of the proposal’s key points.
• Proposed Solution: Detailing how your product or service addresses the identified problem.
• Qualifications: Highlight your company’s relevant experience and qualifications.

What should a Business Proposal Include?

• Briefly introduce your company and purpose.
• Detaidefineur product or service addresses the client’s needs.

5 Business Proposal Ideas

• Innovative Solutions: Propose cutting-edge solutions that address emerging industry challenges.
• Collaborative Partnerships: Suggest collaborative partnerships that leverage the strengths of both parties.
• Customized Packages: Offer customized service packages tailored to clients’ needs.
• Efficiency Improvements: Propose solutions that enhance the client’s operational efficiency and productivity.
• Long-Term Strategies: Develop proposals that outline long-term strategies for sustained success.

What does a well-written business proposal look like?

A well-written business proposal is clear, persuasive, and tailored to the client’s needs. It includes:

• Professional Formatting: Neat and well-organized layout with clear headings and visuals.
• Clear Language: Use concise and clear language, avoiding jargon.
• Thorough Research: Demonstrates a deep understanding of the client’s industry and challenges.
• Compelling Executive Summary: Engaging summary entices the reader to delve deeper.
• Solution Focus: Emphasizes the proposed solution’s benefits and how it uniquely addresses the client’s needs.
• Transparent Pricing: Clearly outlines costs and demonstrates value for money.
• Supporting Documentation: Includes relevant case studies, testimonials, or credentials to build credibility.
• Call to Action: Encourages further discussion or action.

A well-crafted business proposal addresses the client’s immediate needs and positions your business as a valuable and trustworthy partner.

Solicited Business Proposals

Solicited proposals are in response to a specific request from a prospective client. These proposals are typically detailed and tailored to the client’s needs and requirements.

Unsolicited Business Proposals

Unsolicited proposals, on the other hand, are initiated by you and presented to potential clients even without a formal request. These proposals often adopt a generalized approach, but with a good understanding of the client’s business, you can customize your proposal to address their potential needs.

How long should it take to write an entire proposal?

The time it takes to write an entire proposal can vary significantly based on factors such as the project’s complexity, the depth of research required, the level of customization needed, and your familiarity with the subject matter. However, here’s a general guideline to help you plan:

• Simple Proposals: For straightforward projects with minimal customization, a basic proposal might take a few hours to a day to complete.
• Moderate Complexity: Projects requiring moderate customization, in-depth research, and a more detailed proposal might take a few days to a week.
• High Complexity: Complex projects, especially those involving intricate solutions, extensive research, or collaborations, can take several weeks to a month or more.

Not rushing the proposal writing process is crucial, as quality is paramount. Take the time to thoroughly understand the client’s needs, craft a tailored solution, and ensure the proposal is well-organized, clear, and persuasive. Additionally, factor in time for revisions, proofreading, and seeking feedback from colleagues or team members. Ultimately, the goal is to submit a proposal that not only meets the client’s requirements but also reflects the professionalism and expertise of your business.

Are you writing a formal business proposal for a potential client?

Writing a formal business proposal for a potential client involves several key steps. Below is a structured guide to help you create a comprehensive and persuasive business proposal:

1. Introduction:

• Objective: Set the stage by introducing your company and the purpose of the proposal.
• Brief company overview.
• Statement of purpose for the proposal.
• Acknowledge the client and express interest in their project or needs.

2. Executive Summary:

• Objective: Provide a concise summary of the key points in your proposal to grab the client’s attention.
• Succinctly outline proposed solutions.
• Highlight key benefits.
• Include a compelling call-to-action.

3. Client Needs and Objectives:

• Objective: Clearly articulate your understanding of the client’s needs, challenges, and objectives.
• Identify and define the client’s requirements.
• Highlight specific challenges or pain points.
• Connect their needs to your proposed solutions.

4. Proposed Solutions:

• Objective: Detail how your products, services, or solutions meet the client’s needs.
• Present a comprehensive solution.
• Break down the proposed approach.
• Showcase the uniqueness and benefits of your offering.

5. Methodology:

• Objective: Outline the step-by-step process you’ll undertake to implement the proposed solutions.
• Detail the methodology, strategies, and tactics.
• Provide a timeline for each phase.

6. Timeline:

• Objective: Present a realistic timeline for project completion.
• Break down tasks and milestones.
• Align the timeline with the client’s expectations.

7. Budget and Pricing:

• Objective: Clearly outline the costs associated with your proposal.
• Present a detailed breakdown of costs.
• Explain pricing structures.
• Highlight value for investment.

8. Qualifications and Experience:

• Objective: Demonstrate your company’s expertise, qualifications, and relevant experience.
• Showcase past successful projects.
• Highlight team expertise.
• Provide client testimonials or case studies.

9. Benefits and Outcomes:

• Objective: Emphasize the positive impact of your proposed solutions on the client’s business.
• Clearly articulate the benefits.
• Explain how the outcomes align with their goals.

10. Conclusion:

• Objective: Summarize key points and reiterate the proposal’s value.
• Briefly recap the proposal.
• Express enthusiasm for potential collaboration.
• Provide contact details for further discussion.

11. Appendix (Optional):

• Include additional supporting materials such as charts, graphs, or relevant documentation.

Tips for Writing:

• Clarity: Use clear and straightforward language.
• Formatting: Ensure a professional and well-organized layout.
• Customization: Tailor each proposal to the specific client.
• Proofreading: Eliminate grammatical errors and typos.
• Visuals: Incorporate visuals to enhance understanding.

Remember to adapt this framework based on the specific requirements of the proposal and the preferences of the potential client. Each proposal should be a personalized and compelling document that showcases your company’s capabilities and commitment to meeting the client’s needs.

5 practices of Great Business Proposal Writing

Here are five best practices for great business proposal writing:

• Begin by thoroughly understanding the client’s requirements, challenges, and goals. Tailor your proposal to directly address their unique needs and demonstrate a deep understanding of their business.
• Use clear and concise language in your proposal. Avoid unnecessary jargon and complex terminology. Clearly articulate your ideas and solutions to ensure the client can easily grasp the key points.
• Craft a compelling executive summary that captures the essence of your proposal. This section should provide a snapshot of the key benefits, proposed solutions, and why your business is the right fit for the client.
• Avoid generic proposals by customizing and personalizing each proposal to the specific client. Incorporate details that demonstrate you’ve done your homework and are offering a solution tailored to their industry, challenges, and goals.
• Make your proposal visually appealing and well-organized. Use headings, subheadings, and bullet points to break up text. Include visuals such as charts or graphs to illustrate key points. A well-designed proposal is more likely to be engaging and leave a positive impression.

By incorporating these practices into your business proposal writing, you can enhance the overall quality and effectiveness of your proposals, increasing the likelihood of securing successful partnerships with clients.

A Business Proposal Format Should Include:

A well-structured business proposal should include the following key elements to effectively convey your message and persuade the client:

1. Title Page:

• Objective: Clearly identify your proposal and your company.
• Proposal title.
• Your company’s name and logo.
• Date of submission.
• Objective: Provide a concise overview to capture the client’s interest.
• Briefly summarize the proposal.
• Highlight key benefits and outcomes.

3. Table of Contents:

• Objective: Aid navigation through the proposal.
• List major sections and subsections with corresponding page numbers.

4. Introduction:

• Objective: Set the context and purpose of the proposal.
• A brief introduction to your company.
• A statement of purpose for the proposal.
• Acknowledge the client and express interest.

5. Client Needs and Objectives:

• Objective: Demonstrate your understanding of the client’s requirements.
• Identify and define the client’s needs.

6. Proposed Solutions:

7. methodology:, 8. timeline:, 9. budget and pricing:, 10. qualifications and experience:.

• Objective: Demonstrate your company’s expertise and relevant experience.

11. Benefits and Outcomes:

12. conclusion:, 13. appendix (optional):.

Customize this format based on your proposal’s specific requirements and the potential client’s preferences. Each proposal should be a personalized and compelling document that showcases your company’s capabilities and commitment to meeting the client’s needs.

What is involved in writing a sales proposal?

Writing a sales proposal involves a strategic process to effectively communicate your products or services to a potential client and persuade them to make a purchase. Here are the key steps involved in crafting a compelling sales proposal:

1. Research and Understanding:

• Objective: Understand the client’s needs, challenges, and goals.
• Conduct thorough research on the client’s business.
• Identify pain points and areas where your product or service can add value.
• Understand the client’s industry and competitors.

2. Customization:

• Objective: Tailor the proposal to the specific client.
• Use the client’s name and personalize the proposal.
• Address the client’s unique challenges and requirements.
• Highlight how your solution is uniquely suited to their needs.

3. Executive Summary:

• Objective: Provide a concise overview to grab attention.
• Summarize the key points of the proposal.
• Highlight the main benefits of your product or service.
• Create a compelling opening that encourages further reading.

4. Problem Statement:

• Objective: Clearly articulate the client’s challenges.
• Identify and describe the client’s pain points.
• Connect their challenges to broader industry trends.
• Create a sense of urgency for addressing these issues.

5. Proposed Solutions:

• Objective: Present your products or services as solutions.
• Clearly outline how your offerings address the identified challenges.
• Highlight the features and benefits of your products or services.
• Use language that emphasizes the positive impact on the client’s business.

6. Value Proposition:

• Objective: Clearly communicate the value your solution brings.
• Quantify the benefits wherever possible (e.g., cost savings, increased revenue).
• Explain how your solution is superior to competitors.
• Showcase any unique selling propositions (USPs) that set your offering apart.

7. Pricing and Packages:

• Objective: Clearly outline the costs associated with your solution.
• Provide transparent and detailed pricing information.
• Offer different packages or options if applicable.
• Highlight the value clients receive for their investment.

8. Timeline and Deliverables:

• Objective: Clearly communicate the implementation process.
• Provide a timeline for the delivery of your product or service.
• Break down key milestones and deliverables.
• Clearly explain the steps the client needs to take for a successful partnership.

9. Testimonials or Case Studies:

• Objective: Build credibility by showcasing past successes.
• Include relevant testimonials from satisfied clients.
• Incorporate case studies that demonstrate successful outcomes.
• Highlight any awards or recognitions your company has received.

10. Call to Action:

• Objective: Encourage the client to take the next steps.
• Clearly state what action you want the client to take (e.g., schedule a meeting, sign a contract).
• Provide contact information for inquiries.
• Express enthusiasm for the potential partnership.

11. Follow-Up:

• Objective: Continue the conversation and address any questions.
• Follow up with the client after they’ve had time to review the proposal.
• Address any concerns or questions they may have.
• Be prepared to provide additional information or clarification.

12. Formatting and Presentation:

• Objective: Ensure a professional and visually appealing document.
• Use a clean and professional layout.
• Incorporate visuals such as charts or graphs to illustrate key points.
• Proofread the proposal for grammar and formatting errors.

13. Continuous Improvement:

• Objective: Learn from each proposal to enhance future efforts.
• Collect feedback from clients on rejected proposals.
• Analyze successful proposals to understand what worked.
• Continuously refine and improve your approach based on insights gained.

Crafting a sales proposal requires a mix of strategic thinking, empathy, and effective communication. By thoroughly understanding your client, tailoring your approach, and presenting a compelling value proposition, you increase the likelihood of success in securing new busines

Step by Step Guide to Writing a Business Proposal

Crafting an effective business proposal involves several steps. Let’s explore each one in detail.

1. Begin with a Title Page

The title page is the first point of contact with your prospective client. It should include essential information such as your company name, logo, contact information, the client’s name, and the proposal submission date. This page sets the tone for the proposal, so ensure it’s professional and engaging.

2. Write a Cover Letter

The cover letter provides an opportunity for you to introduce yourself and your company. Keep it brief and to the point, highlighting your company’s mission, unique selling proposition, and inviting the reader to get in touch with any queries.

3. Craft an Executive Summary

The executive summary provides a snapshot of your proposal. It should highlight your understanding of the client’s needs, your proposed solution, and why your company is the best fit for the job. Keep it concise and clear, focusing on the value proposition your company brings.

4. Identify the Problem or Need

In this section, provide a detailed analysis of the problem or need that the client is facing. Demonstrating a deep understanding of the issue at hand not only validates the client’s concerns but also positions your company as a credible problem solver.

5. Propose a Solution

Here, outline the solution your company offers to address the client’s problem. Be as specific as possible, detailing the deliverables, implementation methods, and the estimated timeframe for the solution. Make sure to tailor your proposal to the client’s unique needs.

6. Highlight Your Qualifications

This is your chance to establish your company’s credibility. Include information about your team’s expertise, your company’s accomplishments, case studies, and testimonials from satisfied clients. This will give the client confidence in your ability to deliver the promised solution.

7. Provide Pricing Details

In this section, provide a detailed breakdown of the costs associated with your proposed solution. Be transparent and upfront about the pricing, and offer options if possible. This will help the client understand the value they’re getting for their investment.

8. Conclude the Proposal

Wrap up the proposal with a summary of the key points and a call to action. Encourage the client to get in touch if they have any questions or need further clarification.

9. Include an Agreement and Terms and Conditions

If appropriate, include a business agreement in your proposal. This section should detail the terms and conditions of your services, including payment terms, confidentiality clauses, and any other relevant legal information.

10. Make Room for Signatures

Finally, include a space for signatures, indicating that the client agrees to the terms outlined in your proposal. This step formalizes the agreement and sets the stage for the work ahead.

Business Proposal Templates

Templates can be a great starting point when crafting a business proposal. They provide a structured format that ensures you include all the necessary information, from the executive summary to the pricing details. Here are some free business proposal templates that you can use as a guide:

• HubSpot’s Free Business Plan Templates
• Web Design Proposal Template
• SEO Proposal Template
• Sales Proposal Template
• Marketing Project Proposal Template
• Business Consulting Proposal Template
• Social Media Marketing Proposal Template
• Content Marketing Proposal Template

Business Proposal Example

Studying business proposal examples can help you get a sense of what a finished proposal might look like. Here’s an example of a business proposal created by Social Portal Consulting for a client, Graphic Bean. This proposal is visually appealing and includes a comprehensive summary of the services that Social Portal Consulting offers, from strategy implementation to content creation.

What should a social media marketing proposal include?

A comprehensive social media marketing proposal should outline your strategy, objectives, and the value you bring to the client. Here’s a breakdown of key elements to include in a social media marketing proposal:

1. Executive Summary:

• Objective: Provide a concise overview of the proposal.
• Briefly introduce your agency.
• Summarize the proposed social media marketing strategy.
• Highlight key benefits for the client.

2. Client Background and Goals:

• Objective: Demonstrate understanding of the client’s business and objectives.
• Provide background information on the client.
• Outline the client’s current social media presence.
• Clearly state the client’s goals and objectives.

3. Target Audience Analysis:

• Objective: Identify the client’s target audience.
• Define the client’s ideal customer demographics.
• Conduct a brief analysis of the current audience.
• Explain how your strategy will reach and engage the target audience.

4. Social Media Audit:

• Objective: Assess the current social media presence.
• Evaluate existing social media accounts.
• Identify strengths, weaknesses, opportunities, and threats (SWOT analysis).
• Provide insights and recommendations based on the audit.

5. Proposed Social Media Strategy:

• Objective: Outline the plan to achieve client goals.
• Specify the social media platforms to be utilized.
• Detail content creation and posting schedule.
• Describe engagement and interaction strategies.

6. Content Plan:

• Objective: Detail the types of content to be created.
• Specify content formats (e.g., images, videos, blog posts).
• Discuss content themes and topics.
• Explain how the content aligns with the client’s brand and goals.

7. Advertising and Promotion Strategy:

• Objective: Outline paid advertising plans.
• Identify target keywords and audiences for ads.
• Specify budget allocation for paid promotions.
• Discuss ad formats and platforms.

8. Metrics and Key Performance Indicators (KPIs):

• Objective: Establish measurable goals for success.
• Define key metrics (e.g., engagement, reach, conversions).
• Set specific, measurable, achievable, relevant, and time-bound (SMART) goals.
• Discuss tools and methods for tracking and reporting.

9. Timeline:

• Objective: Provide a realistic schedule for implementation.
• Break down the social media strategy into phases.
• Specify milestones and deadlines.
• Align the timeline with client expectations.

10. Budget and Pricing:

• Objective: Clearly outline the costs associated with your services.
• Highlight the value for the client’s investment.

11. Team and Roles:

• Objective: Introduce the team responsible for executing the strategy.
• Provide brief bios of key team members.
• Outline roles and responsibilities.
• Assure the client of the team’s expertise.

12. Case Studies/Testimonials:

• Objective: Build credibility through past successes.
• Include relevant case studies of successful social media campaigns.
• Showcase client testimonials or reviews.
• Highlight any industry awards or recognitions.

13. Terms and Conditions:

• Objective: Clearly define the terms of the proposal.
• Specify the duration of the contract.
• Detail payment terms and methods.
• Outline any exclusivity or non-disclosure agreements.

14. Next Steps and Call to Action:

• Objective: Encourage the client to proceed with your services.
• Clearly state what action you want the client to take (e.g., signing the contract, scheduling a meeting).

15. Appendix (Optional):

• Include additional supporting materials, such as sample content, graphics, or additional data.
• Customization: Tailor the proposal to the specific client’s needs and industry.

A well-crafted social media marketing proposal not only showcases your expertise but also demonstrates a clear understanding of the client’s needs and business objectives. It should provide a roadmap for achieving success through social media channels.

A free business proposal template includes:

A free business proposal template typically includes the following key elements:

• Business name and logo.
• Contact information (address, phone, email, website).
• Date of proposal.
• Brief overview of the proposal.
• Concise summary of the main points.

3. Client Information:

• Client’s name and contact details.
• Any relevant background information on the client.
• Introduction to your business and its expertise.
• Statement of understanding the client’s needs.

5. Problem Statement:

• Clear identification of the client’s challenges or needs.
• Explanation of why these challenges need addressing.

6. Proposed Solution:

• Detailed explanation of how your product or service solves the client’s problem.
• Highlight key features and benefits.

7. Scope of Work:

• Specific tasks or activities to be undertaken.
• A breakdown of the proposed services.
• Projected timeline for completing the work.
• Milestones or key dates.

9. Cost Estimate:

• Breakdown of costs associated with the proposed services.
• Clear pricing structure.

10. Payment Terms:

• Explanation of how and when payments should be made.
• Any relevant terms regarding payment.

11. Terms and Conditions:

• Any specific terms and conditions related to the proposal.
• Legal or contractual information.

12. About Us:

• Background information about your business.
• Relevant experience and expertise.

13. Client Testimonials (Optional):

• Quotes or testimonials from satisfied clients.
• Evidence of past successful collaborations.

14. Call to Action:

• Encouragement for the client to take the next steps.
• Contact information for inquiries.

15. Closing:

• A professional closing statement.
• Appreciation for the opportunity.

Tips for Using a Template:

• Customization: Tailor the template to the specific client and industry.
• Clarity: Use clear and concise language.
• Formatting: Maintain a professional and visually appealing layout.

A free business proposal template serves as a foundation for creating personalized proposals for potential clients. It provides a structured format to ensure that essential information is included and presented in a professional manner.

5 Proposal Software Tools

• Drag-and-drop document builder.
• Electronic signatures.
• CRM integration.
• Real-time tracking and analytics.
• Proposal templates.
• Customizable templates.
• Content library.
• Proposal analytics.
• Interactive and responsive proposals.
• Analytics and tracking.
• Digital signatures.
• Integrations with popular apps.
• Client management.
• Integration with CRM tools.
• Workflow automation.
• Agreement analytics.
• Integration with various apps.
• Mobile-friendly.

These proposal software tools offer a range of features to streamline the proposal creation process, enhance collaboration, and provide analytics for tracking engagement. The choice of tool depends on specific business needs and preferences.

Tips for Writing a Business Proposal

Here are some additional tips to help you craft a winning business proposal:

• Keep it simple and avoid jargon.
• Stay on brand and let your company’s personality shine through.
• Quality control is key. Proofread your proposal to avoid any errors.
• Include data and visuals to make your proposal more engaging.
• Add social proof in the form of testimonials or case studies.
• Use a call-to-action to guide the client on what to do next.
• Create a sense of urgency to motivate the client to act.
• Make the decision for the client by presenting a compelling offer.
• Incorporate video into your proposal to make it more interactive.
• Include up-sell and add-on opportunities to maximize the value for the client.
• Clearly state your terms and conditions to avoid misunderstandings.
• Include a space for signatures to formalize the agreement.
• Create a table of contents for easy navigation.

With these tips and examples, you’re now equipped to write a business proposal that will impress your prospective clients and help you win their business. Happy writing!

Frequently Asked Questions

No, it’s best to use clear and understandable language to ensure the proposal is easily comprehensible by all stakeholders.

Use specialized proposal software or tools, such as PandaDoc, Proposify, or Microsoft Word, to create, edit, and share proposals electronically.

Legal aspects may include clarity of terms, compliance with regulations, confidentiality clauses, and adherence to relevant laws. It’s advisable to seek legal guidance.

In some cases, a proposal can be considered a legally binding contract, especially if it includes essential contract elements. However, clarity and mutual agreement are crucial.

Yes, unless exclusivity is specified in the proposal terms. It’s common for businesses to consider multiple proposals before making a decision.

Yes, including a clear payment schedule in the proposal helps establish expectations and ensures transparency in financial terms.

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How to Write a Business Proposal

Briana Morgaine

8 min. read

Updated March 18, 2024

A business proposal can make or break your chances of securing a new client. Write a great one, and you’ll likely snag their business.

Write a poor one, and you might lose out—even if you’re offering the best service out there. So, how do you write a business proposal? What is the proper format? What do you need to include?

While it all depends on your industry, and whether or not you’re offering a product or service, writing a business proposal is pretty straightforward. We’ll answer all those questions and more throughout the course of this guide. 

• What to expect with this business proposal guide

Whether you’re starting fresh or need to look at a specific section, here’s what we’ll be covering in this guide. 

• What a business proposal is
• The differences between a business proposal and a business plan
• The format of a business proposal
• How long to make your business proposal
• How to write a business proposal

You can download a  free business proposal template here  to start writing up your own proposal as you work through this article. By the end, you’ll be prepared to develop a well-written business proposal that can explain your business clearly and win more clients. Let’s get started.

• What is a business proposal?

A business proposal is a document you’d send to a prospective client, outlining the service you’re offering, and explaining why you’re the best person for the job. 

It’s a  pitch by a business or individual  to complete a specific job or project, to supply a service, or, in some instances, to be the vendor of a certain product.

What are the different types of business proposals?

A business proposal can be either solicited or unsolicited. With a solicited proposal, the prospective client will put out a request for proposals; with an unsolicited business proposal, you are approaching a client in hopes of attracting their business, even though they did not explicitly request a proposal.  

While both are commonplace, a solicited proposal is an easier sell, as your prospective client has already decided that they want to make a purchase or use a service, and they’re evaluating possible vendors or businesses.

With a solicited proposal, your prospective client might have issued an RFP, or “request for proposal.” This is exactly what it sounds like—they want you to send over a business proposal so they can take a look at it.

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• Differences between a business proposal and a business plan

A business proposal is not the same as a  business plan . This is the most common misconception, but while there are areas of overlap (like your  executive summary ) the two are different.

That being said, you can certainly pull information from your business plan while writing your business proposal—in fact, that’s a great way to start.

But don’t confuse the two; they are distinct and separate. In short, a business plan represents the cohesive strategy of how your business operates and makes money. A business proposal is an official pitch to clients selling your products or services. 

A business proposal outlines a particular product or service offered by an established business to a prospective client.

You’re trying to sell your prospective client on your product or service, not on your business itself. You’re not after funding, as you are with a business plan, you’re trying to make a sale.

A business proposal is also not an estimate; although you’ll likely touch on costs and pricing in your business proposal, an estimate is much more informal and just a quick look at the costs, not the whole picture.

• What goes into a business proposal?

Your business proposal should address the three Ps:

• Problem statement: What your customer’s current problem is
• Proposed solution: How your business solves that problem better than other solutions
• Pricing: How much that solution costs compared to alternatives

If you’re stuck on how to start, maybe try brainstorming first; start with these three points, and you’ll have a rough, bare-bones version of your business proposal.

Once you’ve done that if you’re ready to go more in-depth, here is a step-by-step look at how to format your business proposal.

Your business proposal should start with a title page, which should include your name, the name of your company, the name of the person to whom you’re submitting your proposal, and the date submitted.

Table of contents

Depending on how long your business proposal is, a table of contents is a nice touch. Include it after your title page, and before you launch into any details. If you’re delivering it as a PDF, including anchor links down to each section, so it’s easy to get to specific areas. 

Executive summary

Introduce your proposal with a great executive summary, one that really sells your business and the products or services you provide—it’s about why you’re the right company for the job. You can draw from your business plan’s executive summary here, too.

Statement of problem, issue, or job at hand

Following your executive summary, go on to discuss the problem that the client is currently facing. Think of “problem” or “issue” loosely; after all, their main problem may just be finding the right person to complete their project. But be sure you understand why they want the product or service they’re seeking. If the proposal is for developing a brand new website, make sure you understand what they want to get out of the site—better sales, more content management flexibility. 

This is the place to show your new client that you  understand their needs , and fully grasp the issue they are trying to solve. Take this opportunity to restate the issue they are facing in your own words so that they know you understand what they are looking for.

Approach and methodology

This section shows how you plan to tackle your potential client’s problem, and the steps you’ll take to carry out your plan.

This is where you’ll get into the nitty-gritty of how you actually plan to fulfill your client’s needs. While earlier sections might have been a bit surface-level, this section of the business proposal is where you’ll go into detail about what steps you’ll take to solve their problem.

Be careful of going into  too  much detail, though—keep the jargon to a minimum. Your client should be able to follow along and get a clear sense of your plan, but you don’t want to drown them in minutiae.

Qualifications

Go ahead, brag a little—this is the section of your business proposal where you get to convince your potential client why you are the most qualified person to take on the job.

You can mention any relevant education, industry-specific training, or certifications you have, your past successful projects of a similar nature, years of experience, and so on.

Schedule and benchmarks

Be clear with your potential client: How long will your proposed project take?

Making sure you and your prospective client are on the same page from the outset will help make sure that the relationship stays positive for both of you, and that you don’t set your client up with unrealistic expectations.

While you might be tempted to underestimate how long it will take you to complete the project, don’t. Don’t promise what you can’t deliver!

If you’re offering a product, this section might not be applicable to you, so feel free to omit it. The business proposal format is flexible, so tailor it to suit your business and industry.

Cost, payment, and any legal matters

Here is where you get down to brass tacks and state the cost, and payment schedule if necessary.

How you structure this section will largely depend on the particular project or service you are offering. A section entitled “Fee Summary” may be sufficient if one-time payment is required; otherwise, a “Fee Schedule” list or pricing table might be more appropriate. Always refer back to the client’s RFP whenever possible, to make sure you’re supplying them with all the information they need to help make their decision.

If there are any legal issues to attend to, such as permits or licensing, include this information here. Feel free to add a section entirely devoted to handling the legal side of the project if need be.

This is your final sell—don’t be afraid to detail for your prospective client all they have to gain by choosing you to complete the project.

Impress upon your clients why you are the best choice, and all the ways in which their business will benefit from choosing you and your business as their solution.

• How long should a business proposal be?

When it comes to the format of a business proposal, this is the million-dollar question without an answer. Remember in school, when you’d ask your teacher how long an essay should be, and they’d reply, “as long as it takes to answer the question.”

The same applies to your business proposal. It ultimately depends on your industry, the scope of the project, and the client’s specifications in terms of detail and elements included.

That being said, the tighter your initial proposal can be and the more directly you can make your point, the easier it will be to pitch it to clients. Start by following the business proposal format above as a guide, and you’ll be well on your way to creating a winning business proposal—and securing new clients.

Bri Morgaine is a seasoned content marketing leader with a decade of experience in copy editing, social media operations, and content strategy— having honed her skills at industry giants like Palo Alto Software and Andreessen Horowitz.

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Sales | How To

How to Write a Business Proposal (+ Template & Examples)

Published February 27, 2023

Published Feb 27, 2023

REVIEWED BY: Jess Pingrey

WRITTEN BY: Bianca Caballero

This article is part of a larger series on Sales Management .

Free Business Proposal Template

• 1 Determine Sales Proposal Requirements
• 2 Gather Necessary Information
• 3 Design Your Proposed Solution
• 4 Calculate Pricing
• 5 Draft Your Proposal
• 6 Edit Your Proposal Draft
• 7 Send Your Proposal
• 8 Follow Up With Your Recipient
• 9 Best Practices in Writing Sales Proposals
• 10 Bottom Line

A business proposal is a document sent to a prospective client that outlines a firm’s product or service offerings. It also explains how you will provide a solution, the cost, timeline, and qualifying information, such as your background and prior work experience. In this article, we outline eight steps for how to create a business proposal, offer a free proposal template, and provide best practices for writing proposals.

Creating a sales proposal can feel tedious, especially if you’re drafting it from scratch each time. We’ve created a free template that you can use as a resource for your sales proposal.

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Free Sales Business Proposal Template

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After you’ve downloaded our free template above, you can now customize it according to your business needs as you follow the steps to writing a proposal below:

1. Determine Sales Proposal Requirements

The first step in learning how to write a business proposal is knowing what needs to be included. Government agencies, public universities, and large corporations typically use requests for proposals (RFPs). These are formal solicitation requests for products or services in which the requirements are normally laid out line by line and must be followed precisely.

If you are writing a proposal for a potential customer undergoing your unique sales process , include things a decision-maker would like to see. For instance, pricing, timelines, and the proposed solution regarding quantities and the mode of product or service delivery are critical purchasing factors enclosed in the document.

Pro tip: ClickUp is a free-forever project management tool that helps teams:

• Create professional proposals
• Collaborate with shared tasks and team chat
• Assign tasks to teammates

Visit ClickUp

ClickUp project management board (Source: ClickUp )

2. Gather Necessary Information

Gathering essential information and materials for your proposal can be complex because each potential client may want different details. This could demand other personnel to get involved in pulling the documents and information needed. For instance, some may only request the price and proposed solution, while others will ask for your background story, client reference lists, and work samples to show you’re qualified.

While learning how to write a proposal for business purposes, you may have to dig around your file database for company information, employee biographies, marketing materials, and pricing sheets. Keeping all resources needed for a proposal in one place makes this process easier. Use customer relationship management (CRM) systems to track your proposal progress and acquire what’s needed to draft it in one place.

Pro tip: HubSpot is a popular CRM platform that lets you monitor opportunities using sales pipelines and store documents—all in one system. You can utilize the Sales Documents feature to store, share, and customize templates and materials you’ll need for your proposals.

HubSpot’s deals and opportunities pipeline (Source: HubSpot )

HubSpot’s Sales Documents library (Source: HubSpot )

3. Design Your Proposed Solution

Your proposed solution involves the processes, materials, product quantities, and personnel required to fulfill the offerings or address your customer’s problem statement. Additionally, it should be included in the scope of work section in the proposal. For businesses that only provide a product, such as equipment for a manufacturing plant, this step could be as easy as knowing the quantity and having a logistics plan for delivery and installment.

For more service-based businesses, such as business consultants or content development services, there will likely be more steps and deliverables to complete the work. Regardless of your business, you can use the five W’s and an H methodology to construct a proposed solution that addresses your prospect’s primary pain points:

• Who: Who will be involved, do the work, manage, and be a point of contact for the prospect?
• What: What solutions or products will be delivered, and what resources, processes, or technology will be used?
• Where: Where will work be done or delivered to?
• When: When will the work start and be completed, what are the key milestones throughout the project, and when is each deliverable expected to occur?
• Why: Why did you choose this particular solution for this customer’s needs?
• How: How will work be done, managed, and checked for high quality and customer satisfaction?

For example, a business-to-business (B2B) content writing business might be trying to address a statement of needs issued by a client: “We would like to express thought leadership on the topic of the Zero Trust Cybersecurity Framework.” In this case, the business could use the solution in this business proposal example:

The objective of this business proposal is to demonstrate how ABC Writing Agency can promote the thought leadership of Cybersecurity Corp. for the Zero Trust Security Model. We believe the best course of action is to research and copyright a branded e-book (roughly 4,000 words) regarding Zero Trust Security, the details of the solution, its benefits, and the modern-day security challenges it solves (what) with the final product completed in August 2022. (when) The e-book will use your logo and branding scheme to convey your personal grasp on the subject and thought leadership using a series of direct quotes and statistical callouts. (why)

To ensure high-quality work and client satisfaction, we will begin with an initial call to construct a detailed outline discussing the sections, style guides, tone, and to retrieve direct quotes. Following an initial draft, multiple rounds of edits will take place between Cybersecurity Corp. and ABC Writing Agency to develop a final draft. (how)

The project will be led by our senior editor, Collin Buchanan, and content manager, Jake Cunningham, who comes from the world of cybersecurity. Our team will utilize and manage freelancers experienced in writing e-books on technical topics to research and copyright the asset. (who) All work will be completed by us virtually and delivered via Google Docs. (where)

4. Calculate Pricing

Once you know how you’ll provide your product or service, the next step in writing a proposal is formulating the costs to specify in the document’s pricing section. This is one of the toughest steps because of all the factors that need to be considered, such as product cost and other expenses. That’s why it is critical to accurately communicate your costs to avoid losing a deal for overcharging—or worse—winning a deal with significantly underestimated costs.

As you price everything, you can either do a flat fee, hourly rate, per-unit charge, or some combination of the three. Sometimes, it’s best to work backward by establishing your desired probability first in the form of a percent like 20% profit or a flat dollar amount such as $10,000 above the work cost.

For example, you want to make a 20% profit on the work for an equipment installation job for a manufacturing business, and you’re pricing using a flat fee. You’ve itemized the costs as the following:

• 1 x $80,000 manufacturing equipment = $80,000
• 3 installation/delivery employees x 5 hours x $32 per hour = $480 wages
• $480 employee wages x 7% employer payroll tax = $33.6 payroll tax
• $480 employee wages x 20% benefits and workers’ compensation = $96 benefits and compensation
• $200 for the delivery truck and gas = $200 for delivery costs

When you add all the itemized expenses, the total cost for this installation job will be around $80,809. To get the total, you need to charge this customer to meet your desired profitability, and multiply it by 20% to get $16,162. Add that to your total cost ($80,809 + $16,162), and $96,971 is the flat fee you will charge for the installation job.

Pro tip: Struggling to visualize your pricing process? Try using these seven free estimate templates . Designed for various business types, these templates allow you to outline and itemize the costs of providing work to share with your customers to help win more deals easily.

5. Draft Your Proposal

Now that you know your proposal requirements, have gathered the necessary information, determined the proposed solution, and calculated pricing, you are ready to draft the document. Following along with our free template, your draft will consist of the following elements:

The title page leans more toward showing the professionalism of your business than providing information. There should be a specific title establishing the purpose, such as “ABC Writing Agency Proposal for Cybersecurity Corp. to Promote Thought Leadership on Zero Trust Security.”

Also, be sure to indicate who the proposal was prepared for in terms of the decision-making person and their company name. Add your logo to the front and the contact information for the primary point of contact for your business so they can contact you with further questions.

Table of Contents

Use a table of contents to break down each part of the proposal for business so they can easily navigate through it. Because of the digital age we live in, we recommend linking your table of contents electronically to each associated section. That way, those reading your proposal can go to any part of the document by clicking on the table of contents.

Executive Summary

The executive summary takes everything in your proposal and compresses it into one paragraph. Essentially, if a reader reads this section, they should be able to grasp the general idea of your solution. Here’s a business proposal example using the content writing example above:

With over 10 years of experience in writing high-quality marketing assets, we are eager to assist Cybersecurity Corp in its endeavor to promote thought leadership on Zero Trust Security. We plan to achieve this by writing a comprehensive e-book using engaging copy, stat callouts, and direct quotes from your leaders to help associate the security framework with your brand.

Company Background

Here’s your time to talk about your inception story, mission statement , founding purpose, and company history. You can also provide biographies and professional pictures of your company founders, leaders, and key personnel that might be involved in the work you provide.

This is also the time to express your unique selling proposition . In other words, addressing the question “why choose us” over competitors. Lastly, if you’ve had any recognition or won any company awards, this is the section to highlight those successes.

Scope of Work

This section correlates with creating your proposed solution in step three as you present it in an actionable business plan. Describe the work that will be completed and the tangible deliverables associated with it.

In this small business proposal example, we see how a content writing business might construct a scope of work:

We will provide content writing services to create predetermined marketing assets for Cybersecurity Corp. This includes researching online data for usable information, interviewing subject matter experts (SMEs) for additional insights and quotes, copywriting drafts, inserting callouts, and making edits per revision requests made by Cybersecurity Corp. Deliverables for the scope of work above include:

• 1 x outline developed by ABC Writing Agency and approved by Cybersecurity Corp.
• 1 x drafted e-book (max. 4,000 words) delivered by Google Doc

No matter how long your scope of work is, it’s crucial to avoid industry or technical jargon that the general audience may not understand. Take the time to review the scope of work and translate any statements that may be misunderstood or confusing.

Be sure to indicate how long you expect it to take to complete the entire scope of work. It’s also a good idea to provide estimates for each milestone or individual deliverable you set. Whenever possible, present the information visually to help your reader absorb it better. Below is a sales proposal timeline example for a sales consulting business and its milestones.

Pricing or Price Estimate

For this section, take the price calculation you did in step four and present it to the potential customer. While you should itemize it to show where the price comes from, avoid adding your desired profitability, as that should be private to your business. Make sure it’s clear as to how each item is priced, whether that be hourly, per unit, or a flat fee.

This section should also be used to explain payment expectations, e.g., when invoices must be paid by, how much money is required upfront vs after work is completed, refund policy, and if other billable expenses can be included automatically or require client approval.

Be upfront with your estimate if you don’t know how many units you’ll need or how many hours it will take to accomplish your business offering. Provide an explanation and an estimated range.

Conclusion, Terms & Appendix

The final sections should include additional information that could be useful to your prospective client. A conclusion should express your gratitude for the opportunity and explain the next steps to move forward. Terms (or terms and conditions) can be added in a proposal or in the service agreement to cover legal aspects of a working contract, like contract dispute policies, confidentiality, rules on subcontracting, etc.

The appendix is optional but would utilize visuals or supplemental documents to enrich your proposal. For instance, you might include links to sample work, a client reference list, or a catalog of options for materials or software vendors from which the client can choose.

6. Edit Your Proposal Draft

Once you have completed the first draft of your proposal, run it by multiple departments to ensure it is comprehensive and accurate. Some things to consider as you review it for potential revisions:

• Has strong readability: The proposal uses appropriate style, tone, and structured sentences to create a clean flow of information understood by the specific reader.
• Avoids grammar and technical errors: The proposal avoids punctuation, spelling, or other errors related to proper writing mechanics.
• Addresses requirements: The proposal contains all the information and sections required to meet the reader’s or customer’s needs and objectives.

Use editing tools such as Grammarly to evaluate your business proposal writing for enhanced quality. Grammarly lets users upload text into a system to check for grammar and spelling mistakes as well as for engagement and readability of content. There’s also a plagiarism check feature to evaluate the text to billions of pages online. You can even adjust style preferences when subscribing to Grammarly Business to ensure it meets all your goals.

Grammarly Business’ in-line writing suggestion (Source: Grammarly Business )

Pro tip: Use graphic design tools like Canva to give your sales proposal the professional touch it needs. Canva is a user-friendly platform with thousands of free templates for presentations, marketing materials, social media posts, and proposals for business. Users of all design skill levels can easily turn regular copies into visual masterpieces.

Canva’s sales proposal templates (Source: Canva )

7. Send Your Proposal

Now that your proposal is drafted, edited, and has the aesthetics it needs, it’s time to send the document for review. More formal submissions for RFPs may require that you submit them in person, electronically, or both, so review those provisions carefully before sending them in.

Some sales plans incorporate unsolicited proposals to new leads to present problems they didn’t know existed with viable solutions they could offer. In these cases, they use the proposal to get their foot in the door and create sales opportunities.

When taking this course of action, it’s important to add context to the unsolicited proposal. For instance, in a sales email , briefly introduce yourself, your business, and what services you provide. Furthermore, indicate why you wanted to send a proposal to them specifically and let them know they can reach out if they wish to discuss it further.

8. Follow Up With Your Recipient

Even after you send a proposal, the process is not over. Make time to follow up to confirm the contact received the proposal and see if they have any questions. Because of the proposals’ details, there are usually other clarification steps in the procurement process, such as interviews, client meetings , or sales presentations before work begins.

We recommend using a customer relationship management (CRM) system with task management capabilities to ensure sales reps don’t forget to reach out to a prospect after a proposal is initially sent. A CRM like Pipedrive lets you design and assign tasks to team members from within a project. You can also create projects that are linked to open or won deals.

Pipedrive’s project and task management feature (Source: Pipedrive )

Best Practices in Writing Sales Proposals

Now that you know the steps in how to write a business proposal, there are a few tips you can practice and maintain to produce thoughtful and effective proposals.

Keep It Simple

When learning how to make a business proposal, remember to write short, simple sentences. While there is no strict rule on the business proposal format or length, make sure it is straightforward and easy to understand. Avoid loading it with too much business jargon and fancy words. Instead, strike the sweet spot between conveying essential information and ensuring anyone who reads it can understand it.

Outline Major Sections & Pertinent Information

The first thing to do when learning how to do a business proposal is to outline all the major sections of your document. This should also include all the pertinent information that you want to get across. The business proposal outline will help you stay focused on the main points of the document and keep your ideas from drifting away.

Add Data & Visuals

Capture your prospect’s attention by including quantitative data and figures highlighting your offerings and the value of your company. For example, you can show your month-on-month sales trends as proof of your stellar performance. Adding visual elements like charts and graphs can also help make your proposal more engaging.

Increase Credibility With Social Proof

Assert your company’s credibility. Many prospects won’t readily believe your claims about your business and are most likely to trust the word of their own peers and other customers. To help build your credibility and gain their trust, include social proof, such as reviews and testimonials from your own customers.

Use a Call to Action (CTA)

After the prospect reads your proposal, direct them to the next step. Use a call to action with a verb that defines what they should do to act on their interest in your proposal. Examples of CTAs are “Subscribe today” or “Download this guide now.” You can also use a CTA with a no-obligation statement like “Sign up, it’s free” for prospects who perceive risks in taking action.

Another excellent idea when adding CTAs is to create a sense of urgency to make your prospect feel that now is the best time to subscribe to your service. Some people are motivated to do something right away for fear of missing out (FOMO). That said, phrases like “Limited-time offer” and “On sale now for 20% off” can trigger action from prospects.

Stay True to Your Brand

Each company has a different brand voice and personality. Staying true to your business brand is a great way to stand out among your competitors. For instance, if your company sells baby clothes, it is best to use language that parents with babies can relate to, like “cute and cuddly” or “snug and comfy.” Use a more formal tone of voice in your proposal if you are selling office wear.

Bottom Line

Many business owners and sales managers would like to standardize their proposal-writing system. However, it can be tricky to address the unique needs of every solicited and unsolicited opportunity to get the correct information in order and present their proposed solutions. Our how-to sales proposal examples and free template will help you streamline your bidding process to win more deals.

About the Author

Find Bianca On LinkedIn

Bianca Caballero

Bianca Caballero is a subject matter expert at Fit Small Business who covers Sales and Customer service topics. Prior to working at FSB, she was in field sales and territory management. When she launched her career as a writer, she worked with companies from the US, Australia, and China. At present, she uses her 12+ years of writing experience to provide FSB readers with the best answers to their questions.

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How to Write a Professional Business Proposal + 7 Example Templates

Business and success go hand in hand. For a business to thrive, it's crucial to seize opportunities and make the most of them.

A business proposal is a formal document that outlines your business idea, products, or services to a potential client or partner. This tool can be a game-changer, helping you secure new contracts, attract investment, and grow your business.

In fact, research shows that businesses with plans grow 30% faster than those without them.

In this article, we'll cover everything you need to know about business proposals, how to write them, and provide examples & templates you can use to get started with your next one today.

What Is a Business Proposal?

A business proposal is a document that you send to a potential client or partner. It outlines what you can do for them and why they should choose your company over others. It's like a job application , but for your business. You're trying to show that you're the best fit for their needs.

A business proposal usually includes details about the project you're proposing, the timeline, and the budget. It's a way to put all your cards on the table. You're showing what you can offer and how you plan to deliver on your promises.

Think of it as your business's resume. It's a way to showcase your skills, experience, and what makes you unique in the marketplace. A well-crafted business proposal can be the difference between landing a new client and missing out on a great opportunity .

When to Send a Business Proposal

Sending a business proposal at the right time can be just as important as what's inside it. Knowing when to send one can help you catch a potential client's attention when they're most receptive.

Responding to a Request for Proposal (RFP)

When a company wants to solve a problem or needs a service, they often send out a Request for Proposal. This is your cue to send a business proposal that addresses their specific needs.

After a Discovery Meeting

After an initial meeting where you learn about a potential client's needs, a business proposal can serve as a formal follow-up. It shows you were listening and have a plan to meet their requirements.

Expanding Services with Current Clients

If you're already working with a client and see an opportunity for additional services, a business proposal can make the case for expanding your role.

Entering a New Market

When you're planning to enter a new market or offer a new service, a business proposal can introduce your company to potential clients or partners in that sector.

Seeking Investment or Loans

If you're looking for investment or a loan to expand your business, a detailed business proposal can show lenders or investors that you have a well-thought-out plan.

Need to improve your business systems? Check out our article How to Set Up Systems for Your Business in 4 Simple Steps to learn more!

Different Types of Business Proposals

There are mainly two types of business proposals: solicited and unsolicited . Solicited proposals are those that are requested by a potential client, usually through an RFP. Unsolicited proposals are sent without a specific request, often to potential clients who may not be aware they need your services.

Solicited business proposals are sent in response to an explicit request from a potential client, often through a Request for Proposal (RFP). In contrast, unsolicited proposals are sent without a specific request , usually to potential clients who may not even be aware they need the services or solutions you're offering.

The content in these proposals can differ based on the type. Solicited proposals often have strict guidelines, requiring specific information and a certain format. Unsolicited proposals offer more creative freedom but must be particularly persuasive to catch the reader's attention.

How to Write a Business Proposal

If you're wondering, "how do I write a business proposal?" then keep the following tips in mind as you craft your next proposal:

Outline of a Business Proposal (Necessary Sections)

Following an outline ensures that you include all the essential information, making your proposal comprehensive and persuasive. It also helps you organize your thoughts clearly, making it easier for the reader to follow your argument and understand your offer.

Here's a basic outline you should consider following when writing a business proposal:

By adhering to this outline, you're more likely to create a business proposal that is both thorough and compelling, increasing your chances of winning the client's business.

Proposal Outlining Tips

Need help outlining your business proposal? Here are some tips to keep in mind:

Start with a strong introduction

Use bullet points for easy reading

Include visuals like charts or graphs

Keep language simple and clear

Use headings and subheadings to organize content

Note: Following an outline is important, but keep in mind that personalization is okay! Read on to learn how to upgrade your business proposals.

How to Upgrade Your Business Proposals

Personalizing your business proposals helps show that you truly care about the proposal and that you put more effort in than just copying and pasting a previous proposal.

Here are some tips to help you upgrade your business proposals:

Personalize the proposal by using the client's name and tailor the content to their specific needs.

Include testimonials that show reviews or quotes from past clients.

Add a FAQ section that addresses common questions upfront.

Use high-quality images that make your proposal visually appealing.

Offer multiple options by giving the client choices in services or pricing.

Consider using online tools to personalize your business proposals.

Ultimately, you should find a way to make the business proposal unique to you, your company, and your brand. If your company incorporates humor into its brand, feel free to add humor to your business proposal. Find a way to make your proposal stand out and unique.

7 Business Proposal Templates and Examples

Templates can make the process of writing a business proposal easier and faster. Here are some types you might find useful:

Copy templates to use them anywhere:

Sample Business Proposal Template

Use this sample business proposal template when you need a quick and straightforward proposal. It's ideal for small projects or when you're in the early stages of discussion with a client. This template covers the basics and is easy to fill out.

Introduction

• Company: {formtext: name=company;default=Text Blaze; cols=10}
• Problem: {formtext: name=problem;default=improving site traffic; cols=20}

Proposed Solution

• Plan: {formtext: name=plan;default=utilizing SEO; cols=12}
• Timeline: {formmenu: 3; 2; default=1} months
• Budget: ${formtext: name=budget;default=10,000; cols=10}

Qualifications

• 5 years in {formtext: name=field;default=digital marketing; cols=15}
• {formtext: name=number of clients;default=10+; cols=5} satisfied clients

Conclusion and Call to Action

• Contact us to get started on {=problem}.

Detailed Proposal Outlining Template

This detailed proposal outlining template is best for complex projects that require a lot of detail, such as large-scale operations or technical projects. It allows you to go in-depth with your proposed solutions, methodologies, and qualifications.

Executive Summary

• Comprehensive {formtext: name=field;default=digital marketing; cols=15} strategy for {formtext: name=company;default=Text Blaze; cols=10}.
• Company: {=company}
• Problem: {formtext: name=problem;default=improving sales; cols=15}

Needs Assessment {formparagraph: name=services; default=improve landing pages, redesign funnel; cols=30}

• {formtext: name=plan;default=utilizing funnels; cols=15}
• Timeline: {formmenu: 4; 3; default=2} months
• Budget: ${formtext: name=budget;default=30,000; cols=10}

Methodology

• Monthly reporting and strategy adjustments
• {formtext: name=years;default=10; cols=5} years in {=field}
• Certified experts
• Let's schedule a meeting to discuss this proposal further.

Professional Proposal For Business Template

Choose this professional proposal for business template when you're dealing with high-stakes or large-scale proposals that require a polished and comprehensive presentation. It's designed to impress, including sections for an executive summary and detailed pricing terms.

• Proposal for {formtext: name=company;default=Text Blaze; cols=10}
• Date: {time: MM/DD/YYYY}
• {formtext: name=problem1;default=customer support; cols=15} overhaul
• Problem: {formtext: name=problem2;default=poor customer support; cols=20}
• Comprehensive {=problem1} strategy
• Budget: ${formtext: name=budget;default=20,000; cols=10}

Team and Qualifications

• Team of {formtext: name=team;default=5; cols=5} experts
• Combined {formtext: name=years;default=10; cols=5} years of experience

Pricing and Terms

• Monthly payments
• 1-year contract
• Contact us to finalize the contract.

Business Offer Template

This business offer template is perfect for making a straightforward business offer, especially for retail or e-commerce. It's less about solving a problem and more about presenting an opportunity or deal to the client.

• Special offer on our new {formtext: name=product;default=product line; cols=12}
• {formtext: name=offer;default=BOGO; cols=8}
• ${formtext: name=price;default=50; cols=5} per item

Terms and Conditions

• Valid until {time: MMMM, YYYY; shift=+3M}
• Visit our website to take advantage of this offer.

Proposal For Client Template

Use this proposal for client template when you want to focus on client-specific needs and solutions. It's tailored to address the client's unique situation, making it highly personalized and client-centric.

Client-Centric Introduction

• Understanding {formtext: name=company;default=Text Blaze; cols=10}'s need for {formtext: name=problem;default=better accounting software; cols=25}

Understanding Your Needs

• Outdated {formtext: name=problem2;default=accounting software; cols=18} causing inefficiencies

Tailored Solution

• Custom {=problem2} development
• Timeline: {formmenu: 6; 5; default=4} months
• Budget: ${formtext: name=budget;default=50,000; cols=10}

Why Choose Us

• {formtext: name=years;default=10; cols=5} years in {=problem2} development
• Let's schedule a call to discuss your custom software needs.

Small Business Proposal Template

This small business proposal template is designed for small businesses and startups. It's simplified and easy to use, allowing you to quickly put together a proposal without getting bogged down in complexities.

Small Business Introduction

• {formtext: name=company;default=OfficeClean; cols=10}, a wallet-friendly {formtext: name=business;default=cleaning service; cols=15}

The Problem

• {formtext: name=problem;default=Office cleanliness; cols=15}

Our Solution

• Highly recommended {formtext: name=solution;default=cleaning; cols=12} services
• Budget: ${formtext: name=budget;default=250; cols=10}/week
• Contact us to make your office a cleaner place.

Project Proposal Template

Opt for this project proposal template when you're proposing a specific project with defined objectives, methodologies, and timelines. It's ideal for project-based work and allows you to go into detail about how you plan to achieve the project's goals.

Project Overview

• {formtext: name=problem;default=Site redesign; cols=15}
• Improve {formtext: name=solution;default=improve user experience; cols=22}
• Agile development with {formmenu: bi-weekly; weekly; default=monthly} sprints
• {formmenu: 6; 5; default=4} months
• ${formtext: name=budget;default=60,000; cols=10}
• Let's kick off this project by the end of the month.

How to Automate Common Work Emails

If you find yourself typing the same emails over and over (such as business proposals), consider giving Text Blaze a try. Text Blaze helps you create smart text templates that you can insert anywhere online using keyboard shortcuts.

With Text Blaze, you can create templates to automate basic phrases, email signatures, and even common work emails . Using Text Blaze, you can quickly insert and customize common emails in a fraction of the time!

Benefits of Using Text Blaze:

It's free forever and works absolutely anywhere .

Text Blaze helps you personalize emails with fill-in-the-blank placeholders to upgrade your emails and business proposals.

Formulas, dynamic logic, and more help you create dynamic email templates for any situation.

Send Professional Business Proposals With Ease!

A well-crafted business proposal can be a powerful tool for success, helping you secure new contracts and grow your business. Remember to send it at the right time, tailor it to the client's needs, and make it as clear and compelling as possible. Templates can also be a helpful starting point, saving you time and effort.

Use Text Blaze to automate common emails, boost productivity, and personalize your emails with ease!

Hi there! You made it all the way down to the bottom of this article. Take a few seconds to share it.

Want to turbo charge your work with templates and snippets? Text Blaze is the fastest way to do that.

60+ Positive Review Response Templates: 4 Star, No Name Review Samples Inside

How to deal with difficult customers, the ultimate guide on how to write a request for proposal (rfp), how to foster employee accountability in the workplace, 16 best chrome extensions for entrepreneurs, 12 time-saving tips for business owners in 2023.

December 21, 2023

Can't find what you're looking for?

How to Write a Business Proposal: A Comprehensive Guide with Template for Success

Discover the art of crafting successful business proposals with our comprehensive guide. Learn how to write a business proposal step-by-step and access a ready-to-use template for guaranteed success. Elevate your proposal writing skills with expert tips and strategic insights.

What's Inside?

Business Proposal: An In-Depth Definition

A business proposal is a formal document that expresses a company's or an individual's intention to offer a specific product or service and outlines how this proposal will be presented to potential buyers, customers, business partners, or investors.

These proposals are typically considered official documents and are crafted with a high level of professionalism in terms of content and presentation.

In essence, a business proposal serves as a comprehensive introduction to a business endeavor, strategically designed to persuade and inform its audience.

Through the use of clear language, detailed information, and a polished presentation, these proposals play a crucial role in shaping successful business interactions.

Key Elements of a Business Proposal

1) Title: The proposal opens with a concise title that encapsulates the core theme of the document.

2) Business Description: A detailed explanation of the product or service being offered, including its features and benefits.

3) Value Proposition: Emphasis on the advantages and benefits the proposed product or service will bring to the recipient, be it a customer, business partner, or investor.

4) Costs and Pricing: A breakdown of the costs associated with the product or service and the proposed pricing structure.

5) References and Success Stories: Inclusion of references and past success stories to establish credibility and showcase prior achievements.

6) Timeline: A proposed schedule outlining when the business relationship or project is expected to commence and conclude.

7) Terms and Conditions: Clear articulation of the terms and conditions, including payment terms, for the proposed transaction.

8) Contact Information: Information about how interested parties can get in touch with the proposing company or individual.

Purpose and Significance

1) Capturing Interest: Business proposals aim to capture the attention of potential clients, partners, or investors.

2) Sales and Partnerships: These documents are instrumental in pitching a product or service for sales process, establishing business partnerships , or attracting investment.

3) Professional Presentation: Business proposals serve as a means to professionally present a company's capabilities and offerings, leaving a positive impression on the recipient.

How To Write A Business Proposal Step By Step

Writing a business proposal involves a series of steps to effectively communicate your business idea , product, or service to potential clients, partners, or investors. Here's a step-by-step guide to help you create a comprehensive business proposal:

1) Title Page

Start with a clear and concise title that reflects the essence of your proposal.

Include your company name, logo, and relevant contact information.

2) Executive Summary

Provide a brief overview of your business, the purpose of the proposal, and the key highlights.

Highlight the most critical points, such as your unique selling proposition and the benefits you offer.

3) Table of Contents

Include a table of contents to make it easy list for readers to navigate through your proposal.

4) Introduction

Introduce your company, its background, and the purpose of the proposal.

Clearly state what problem or need your proposal aims to address.

5) Problem Statement or Needs Analysis

Clearly articulate the problem or needs that your product or service addresses.

Provide relevant data, statistics, or examples to support your claims.

6) Proposed Solution

Present your product or service as the solution to the identified problem or needs.

Clearly outline the features and benefits of what you're offering.

7) Objectives and Goals

Specify the goals and objectives of your proposal. What do you aim to achieve with this partnership or project?

8) Target Audience

Clearly define your target audience or market.

Demonstrate your understanding of the needs and preferences of your target customers like social media marketing.

9) Methodology

Outline the approach or methodology you will use to implement your proposed solution.

Detail the steps involved and the timeline for each.

10) Implementation Plan

Provide a detailed plan for how you intend to implement your proposal.

Include milestones, timelines, and responsibilities.

11) Budget and Pricing

Present a detailed budget, including costs associated with your proposed solution.

Clearly outline your pricing structure and any payment terms.

12) Company Overview

Include information about your company, its history, mission, and values.

Highlight relevant experience, skills, and qualifications.

13) Testimonials or Case Studies

Include any testimonials, references, or case studies that showcase your past successes.

Demonstrate your track record and build credibility.

14) Conclusion

Summarize the key points of your proposal.

Reiterate the benefits of your solution.

15) Call to Action

Clearly state what action you want the reader to take.

Provide contact information and next steps.

16) Appendices

Include any additional supporting documents, such as resumes, charts, graphs, or additional data.

17) Editing and Proofreading

Review your proposal for clarity, coherence, and grammatical accuracy.

Ensure that your proposal is error-free and professionally presented.

Create Your Own Business Proposal With Decktopus

Try Decktopus now and craft your business proposals in an impressive way! With a variety of rich templates, a user-friendly interface, and diverse slide types , you can present your business proposals with a professional touch.

Try the best proposal maker!

Blend visual and text elements perfectly, making your proposal more effective and appealing. Getting started with Decktopus is a breeze.

Personalize templates, add text, and enhance your presentation with visual elements. Decktopus makes it easy to include budget and pricing details, ensuring transparency and clarity in your business proposal.

‍ With advanced features, you can highlight customer testimonials and success stories in dedicated slides. By showcasing reliable references, Decktopus empowers you to stand out with your business proposals .

Remember, using Decktopus is just a few clicks away! Try it now and enjoy presenting your business proposals in a more attractive, impactful, and professional manner.

Discover the convenience of Decktopus's Business Proposal Template Library , where you can easily find the perfect template for your needs.

Explore the diverse range of options and simplify your proposal creation process. Start creating impactful business proposals with Decktopus now!

Check out our Business Proposal Templates here.

Advantages of Using Decktopus for Proposal Creation

Decktopus's AI-powered proposal maker offers numerous benefits, making it a valuable tool for businesses:

How It Works?

1) Effortless Process: Your proposal deck is ready in minutes without the hassle of dealing with alignments, font sizes, or design structures. Our user-friendly interface takes care of the details so you can focus on your content.

2) Seamless Sharing: Share your proposals anywhere with custom links tailored for your proposal decks. Forget about changing the link every time you update the content; Decktopus streamlines the sharing process.

3) Quick Feedback: No more waiting for email responses. Utilize built-in forms within your proposal deck to gather feedback fast from potential customers. Decktopus ensures a swift and efficient feedback loop, enhancing your communication with your audience.

More Features

Proposal business example with decktopus.

Experience a stellar business proposal with our example created using Decktopus!

Explore a comprehensive showcase of how Decktopus transforms your proposals into professional and impactful presentations.

If you need a comprehensive solution for your yoga course, you can create an excellent presentation using the Decktopus proposal maker feature!

If you are producing a podcast and need sponsorship agreements for more people to hear your voice, then this deck is perfect for you.

Discover the power of Decktopus! Elevate your presentations with ready-to-use slide types like timeline, offer, chart, form, case studies, and team. Upgrade your content creation game today!

Visit Desktopus for this and more templates.

Business Proposal Template Library

Decktopus has excellent business proposal templates for every profession and industry, from spa businesses to online coaching.

Absolutely, you must leverage Decktopus for your business templates! By clicking the image, you'll enter the enchanting world of Decktopus , gaining access to professionally crafted business proposal templates tailored specifically for your company.

Try these templates now!

This image will lead you to the ease of creating and sharing a successful business proposal. Click now to explore Decktopus' unique features.

Some Questions To Consider While Crafting A Proposal

1) Identify your role within the project.

2) Determine the decision-makers involved.

3) Outline your main priorities and concerns.

4) Assess the available financial support.

5) Familiarize yourself with both your solution and your organization.

6) Highlight your industry experience.

To maximize the effectiveness of your proposal, dedicate time to preparation, planning, drafting, and reviewing, keeping your audience in mind. The effort invested in comprehending your reader's perspective will pay off in the later stages of proposal development.

Frequently Asked Questions

1) how to create a business proposal.

Have you tried Decktopus AI, which prepares these steps for you? With its rich business proposal library, Decktopus is ready to meet all the needs of you, your company, and your team.

Just a single click is enough to explore our template library.

2) Can I use the business proposal template without downloading it?

Certainly! You have the flexibility to utilize the business proposal template without the need for downloading. Unlike various template platforms, Decktopus allows you to work with the template directly without the necessity of downloading it.

The document is stored in the cloud, enabling you to share, present, and collaborate seamlessly without the hassle of downloading.

All templates are readily accessible. Simply begin by employing it with a click on the use button above!

3) Where can I find a business proposal template?

You're in the right place! Explore this page to discover over 60 business proposal templates for immediate use. Whether you're in Marketing, Insurance, Coaching, Sales, Engineering, and more, Decktopus is the ideal destination for all your business proposal template needs.

4) How can I use a business proposal template?

Simply click on the button next to the template in Decktopus!

Once you've created your account, fill in the blanks, follow the overall content flow, add the details your business needs, and voila!

5) How to write a business proposal template?

Firstly, ensure your template maintains clarity and conciseness. It's essential for potential clients or partners to grasp your proposal swiftly and effortlessly, avoiding unnecessary details.

Secondly, center your attention on the requirements of your client or partner. What are their specific needs? How can your proposal contribute to achieving their objectives?

Ensure your proposal directly speaks to these requirements. Lastly, emphasize the importance of visuals.

6) How to do a business proposal template?

Creating a business proposal template involves structuring a document with key sections. Start with a cover page featuring company details. Follow with an executive summary, introducing the proposal's purpose and main points.

Provide an overview, define the problem or opportunity, and set objectives. Outline the methodology, timeline, and budget. Highlight qualifications, address risks, and specify terms and conditions. Conclude by summarizing key points and offering a clear call to action.

Regularly update the template for relevance and clarity, ensuring it aligns with business needs.

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• How To Write A Business Proposal

Acrobat for business | 10-Minute read

Business proposal template: how to write a proposal in 7 steps.

Create a well-structured proposal to win new clients and business.

Explore Adobe Acrobat for business

JUMP TO SECTION

1. Research and outline

2. Title and table of contents

3. Executive summary

4. Problem and solution

5. Milestone and budget

6. Conclusion

7. business proposal edits

What is a business proposal?

A business proposal is a written offer of a product or service most commonly sent to prospective customers. Moreover, they can also be presented to existing customers, such as when a company tries to upsell an additional product or service.

How your proposal is written can be the difference between winning or losing a client. A poorly designed proposal overcomplicates the solution, excludes customer details and needs, disregards grammar and style, and prevents you from advancing your company’s goals.

A good proposal should always answer these key questions:

• Who are you? What does your company do?
• What problems are your prospective customers facing?
• What solution does your company offer to solve the problem?
• How will your company successfully implement the solution?
• How much money, time, and other resources will be required to implement the solution?

Answering these questions sets expectations upfront for the customer and holds a business accountable for its outlined products and services.

How to write a business proposal.

Business proposals can vary in formatting, but all should have the essential elements: title page, table of contents, details on your company’s why in the executive summary, a problem or need statement, a proposed solution, qualifications, a timeline, pricing, billing, legal information, clarification of terms and conditions, and the acceptance section where your potential buyer can sign the document.

Before composing your proposal, ensure that you have a comprehensive understanding of a business proposal template. If you need additional details, consider setting up an initial meeting or phone call to gain insight into what the client wants from a prospective vendor. If the business has shared an RFP with you, thoroughly review the document. After your research is complete, you can create your business proposal. The key steps to begin writing the proposal are detailed below.

1. Research and outline your business proposal.

Building a business proposal is a highly structured process, which means that an outline is essential. Before creating your outline, ensure you have completed your research and are well prepared and informed about your client. You likely know what you want to do to expand your business already — make sure you have case studies, pertinent data, and compelling examples of how your proposal will benefit your client.

While learning about your client, you may discover graphics, images, or other details you want to document for your research. Consider a tool such as a free scanner app that lets you scan any content item into a PDF and incorporate them into your proposal outline.

When you are ready to create your outline, note that the process can be as simple as making a one-or two-page document, with bullet points breaking key areas into quick summaries that you can expand into sections. You can use steps 2–6 here as the framework for your outline. You can even build out the entire document in a PDF editor , where you can drop pages and add PDF comments to your proposal on the fly.

2. Build the title and table of contents.

The title — the introduction to your proposal — is the first step in getting eyes on your work. Especially if the proposal is unsolicited, you must excite your audience and assure them that your solution will solve their pain points. Creating a strong, solid titlepage gives a prospective client an idea of the value proposition and the information contained within the proposal.

A good title includes a good tagline. A tagline represents your company’s values — it doesn’t represent an individual product. The tagline must be short enough to catch your reader’s attention but long enough to represent what your business has to offer. Focus on positive words and use simple terminology. Consider these examples in response toa website redesign proposal:

Poor taglines

• Website Project for Company XYZ
• Making a Better Website for Company XYZ

Good taglines

• Next-Gen Web Experience through Strategic Redesign
• Reimagining Digital Realms from Canvas to Concept

From sales proposals to marketing proposals, the table of contents provides clues to your audience about what you’re selling and how it benefits them. It is also a significant part of your proposal since most of your readers will be C-level executives who will most likely scan through it. The table of contents not only helps readers reference where different sections start and end, but it can also provide additional small summaries of each section — the options are up to you.

3. Write your executive summary.

The executive summary functions as an introduction to your reader. In some ways, it’s like a 1–2 page cover letter — a concise introduction and summary of your proposal.

A good executive summary will:

• Introduce your company (especially if the proposal is unsolicited)
• Present an overview of your business goals and objectives
• Discuss your expertise with a summary of 1–2 previous similar projects
• Summarize your main selling points
• Lay out the future path for your company and highlight notable milestones
• Explain how the proposal you’re writing is the first step on that path

You’re talking to decision makers and potential customers, so make sure your writing is snappy with an optimistic, confident tone and reels your audience in as much as possible. If you’ve previously worked with well-known and respected companies, include their names within the summary to help highlight your achievements. To complete your summary, clearly define what your audience can expect in the following sections of the proposal.

4. Explain the problem statement and solution.

Problem, solution, qualifications — these three words are the mantra of this section. A good problem statement shows that you have completed your research and learned about their needs instead of sharing a generic company pitch. It also identifies a problem the prospect didn’t know they had — and how you can solve it. The problem statement plus the solution equals a happy client excited to work with you.

At the same time, you must demonstrate your expertise through qualifications. If your company or business is certified and has a track record of success solving this particular problem, showcase it. If you need additional capabilities to achieve your needs, identify them in detail. At the end of this section, your target audience should walk away confident you can meet any client’s needs.

If you are working on a request for proposal, it’s not about just understanding the RFP meaning — it’s about making sure you include all the pertaining details of your project:

• An introduction to your company and background information on the project
• The project goals and scope of services needed
• A deadline for receiving bids
• A timeline for when you expect to select a winning proposal
• Which specific elements you would like included in the proposal
• Any challenges you’d like the contractors to solve
• Your estimated budget range for the project

5. List deliverables, milestones, and budgets.

After you outline project details, identify specific deliverables this proposal will produce. For instance, if you propose to open a new branch of your business in a new region, identify all the steps that will happen in that process, what they’ll cost, and the timeline.

Milestones encompass goals and define checkpoints and phases within a project. Unlike deadlines, which can point to specific, smaller tasks, milestones are part of the project’s overall picture. Milestones are also an integral part of budgeting, as they help show how far a project has come and if additional milestones need to be readjusted. Deliverables may also be impacted by budget or milestone updates, as deliverables result from completing a milestone.

6. Craft the conclusion and appendix.

The conclusion of your proposal is where you will leave the prospect with their last impression of you. For a confident conclusion:

• Summarize the main points of your proposal
• Reiterate your business’s strengths and product benefits
• Emphasize how taking action with your proposal benefits the prospective customer
• Create a strong call to action that conveys a sense of urgency and what to do next, such as calling a salesperson or using a contact form to discover more information

You can also add an appendix that contains reference materials, definitions, methodology, and other relevant items. No matter what software tool you use to create your appendix, you can print to PDF using your print function and save your file as a PDF document.

7. Edit and professionally polish your proposal.

While a proposal can be a formal document, it doesn’t have to be stodgy. A winning business proposal is bolstered by solid writing and elegant design: eye-catching headings, free from typos, outlined time frames, a detailed scope of work, and payment schedules that a client can expect if they accept.

As a final polishing step, ensure your proposal doesn’t contain sensitive information that shouldn’t be shared. For instance, perhaps you are referencing part of a project completed for another client. If necessary, you can redact PDF free of charge using online tools, which help protect details and maintain consistent formatting.

Whether creating a Request for Proposal, a solicited proposal, or a series of case studies, Acrobat Pro gives you the tools to design beautiful and eye-catching proposals — and you don’t even have to start from scratch. There are dozens of free business proposal templates available to start working from, and Acrobat makes it easy to add graphics, images, and creative formatting to your proposal.

Plus, if you’re sharing your proposal digitally, you can easily add graphs, pricing tables, links, and attachments to enhance the overall experience for readers. Hyperlink your table of contents throughout the document, and you can send readers to supplementary documents elsewhere.

Creating a compelling proposal and tidy cover page with Adobe Acrobat for business is only a template away. With helpful guides and tutorials, you’ll soon have a business proposal to grow and enhance your business.

Types of business proposals.

Before deciding how to structure your proposal, you should understand the type of template most appropriate for the situation. While different types of proposals exist across industries, they usually fall into one of three business proposal template categories: unsolicited, informally solicited, or formally solicited.

Unsolicited business proposal.

An unsolicited business proposal template is used when you want to approach prospective customers with a proposal — although they didn’t request one — in hopes of securing them as customers. These proposals are more generic and act like a cold email or marketing brochure. This type of business proposal is created without understanding the potential customer and their requirements. You can design a personalized solution based on each buyer’s needs by conducting market research and identifying customer pain points.

Informally solicited business proposal.

An informally solicited business proposal template is used when no official request has been made for a proposal. Unlike official requests that contain much more detail, informally solicited proposals stem from spontaneous, informal conversations with a client or vendor. You might write one of these proposals if a prospective buyer is interested in analyzing your products or services and asks for a business proposal. With these requests, prospective buyers will not usually ask for competing proposals. This proposal type will require you to spend significant time on additional research.

Formally solicited business proposal.

A formally solicited business proposal template is used for an official business proposal request. With this type of proposal, you will be given most (if not all) of the information required to understand a prospective buyer’s needs. All you have to do is write the proposal for the buyer so that they can analyze it, and you can start the sales process.

Formally solicited proposals are typically written in response to published requirements from the business searching for proposals. These proposals will be created in response to a public posting asking for proposals and submitted as indicated by the proposing client. These clients are likely looking through multiple proposals to try and find the best fit. You must address every specific ask within the proposal while demonstrating how your company can solve the client’s problem better than all the others.

Why write a business proposal?

Business proposals are significant for new businesses looking to expand. Whether you’re an established small business pitching clients or crafting a business proposal for investors to help you grow, this document can help you with everything from securing funding to expanding an existing project.

A business proposal is a document that helps you:

• Document realistic plans and projections
• Attract new clients and new business
• Bring in investors for funding
• Outline additional structure for growth
• Identify strengths and weaknesses of your current business model
• Showcase new pricing models and other relevant metrics

Tips for writing a business proposal.

If a business proposal document seems helpful to you, follow these tips for creating your own:

• Create an outline. Make sure your proposal includes all the elements you need to explain why a company should want to hire you. Even if you feel you have a lot of ground to cover, keep your message simple. An outline will help you structure the flow of your presentation.
• Stick to your brand. The entire proposal should reflect your company and your brand. Modify your business proposal template as needed for content and design, showcasing how you differ from other companies.
• Review your content. Your proposal should be clear, concise, and direct. Potential clients may not have time to review your proposal in detail, so make sure your messaging is transparent. Check for content flow, spelling, and grammar to ensure your proposal is presented as the professional you are.
• Include graphics and data. Visual elements are the best way to capture someone’s attention. Incorporate enough graphics to make your proposal intriguing while complimenting each section. Use data to incorporate client interaction and make your message more convincing.
• Include video elements. If you deliver your proposal electronically, consider adding video elements for additional interaction. A personalized video may be considered for portions of your proposal that require further detail. Additionally, video enhances the learning experience and may benefit an existing customer’s understanding of your proposal more than from reading words on a page.
• Include customer testimonials. Prospective customers like to know what other customers have learned from working with you. Include a few customer stories and testimonials that help tell your story and promote your brand.
• Make the process easy. Your proposal should be clear to understand, interesting to read, and actionable — include a call to action so your prospects don’t have to wonder what to do next. Include all necessary contact information if they have questions. If you distribute the proposal digitally, incorporate e-signatures to keep the conversation moving once they want to sign.

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How to Present a Business Proposal: The Complete Guide

Benjamin reimann, business proposal | business proposal presentation | how-to | sales tips | winning business, october 7, 2021.

It’s been three long months. You’ve done your research, toiled over every sentence, spent sleepless nights formulating the perfect business proposal. Surely, that should be enough, right?

Wrong. There is one more thing you need to do. And if you get it wrong, it could mean the last three months were for nothing — you need to do a business proposal presentation.

The one thing between your business and the finish line is a compelling presentation where you communicate the key points of your proposed solution. With so much riding on this, it’s easy to feel overwhelmed. But don’t worry: by the end of this 8-minute guide, you’ll be an expert on how to present a business proposal.

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• What Is A Business Proposal?
• What Is the Purpose of A Business Proposal Presentation?

Open with the problem or need

Offer a solution and elaborate, finish with a call-to-action, discuss benefits over features., practice incessantly and get lots of feedback., anticipate and incorporate answers to the questions you’ll receive., ask questions throughout to involve the audience., use stories throughout your presentation., provide written copies on the day of the presentation., don’t lean on your slides as a crutch..

• Building a Slide Deck Your Clients Will Remember
• Get Your Business Off The Ground Today With Pure Proposals

How do I write a business proposal?

What is in a business proposal, how long should a business proposal presentation be.

A business proposal is a document you present to a potential client or customers that details a solution to their problem. Typically, business proposals are written documents containing information about deliverables, performance metrics, budgeting projections, expected outcomes, and more.

You’re most likely to see business proposals in a business-to-business (B2B) setting, generally to win over business clients, suppliers, and partners. A proposal can be:

• Formally Solicited: Here, you’re given a list of requirements that you must follow to a tee.
• Informally Solicited: If the client isn’t entirely sure of what the problem or pain point is, they may put out an official request for your research and solutions.
• Unsolicited: These kinds of proposals are uncommon, but they have their place in sales and marketing funnels.

Often, the business proposal process is a laborious one. An in-person presentation tends to be the final barrier to overcome when trying to close a deal with a client.

Typically, after sending a business proposal document, you’ll be called in to deliver a presentation about the proposal. The presentation is where potential clients can finally see the human element of all the documents and spreadsheets they’ve been scanning thus far.

If you can’t communicate the contents of your business proposal clearly through a presentation, then there’s a good chance the days, weeks, or months you’ve spent preparing the proposal could go to waste. A well-delivered proposal presentation will inspire your audience to act then and there to accept your proposition.

• How To Structure Your Business Proposal Presentation

The last thing you want is for your presentation to feel too robotic and formulaic. That said, there are a few essential points you should always hit on:

Let’s dive deeper into each one.

A common mistake is to start with a 30-second spiel about you and your company. The problem? Your audience (aka potential clients) probably doesn’t care about you as much as they care about their own company’s issues. Fortunately, there’s an easy way to get past this: start by detailing their problems.

By opening with the customer’s needs vs. a self-introduction, you achieve three things:

• You demonstrate a vested interest in your clients’ success.
• You’re grabbing your audience’s attention by centering them in the presentation.
• You’ve set off a narrative structure by introducing the conflict. (More on this later).

Make sure to use facts, figures, and statistics here to drive your points home.

This will be the most comprehensive section of your presentation. Draw on the data from your written business proposal to flesh out this area, including information about project details, deliverables, performance metrics, budgets, talent, and more. It’s acceptable to follow the structure of your written proposal, but try to incorporate the details into a narrative format.

You should be going into this meeting with an ask in mind — signing a contract, purchasing a bundle, scheduling the next appointment. Ideally, your presentation leads towards this CTA, so you should make it easy for your audience to follow up: include your contact information on the slide, have printed copies of the contract on hand, etc.

Now that you have a basic idea of the structure of a business proposal presentation, let’s go over some tips to elevate your presentation from good to great.

• 7 Tips on How to Present a Business Proposal Presentation

Have you ever watched an Apple keynote delivered by Steve Jobs? Controversial as the man may have been, one thing is incontestable: he knew how to give a presentation. One of Jobs’ best tricks was to highlight benefits over features. Instead of telling you about the iPod’s internal architecture for data storage, he told you how many songs it could help you fit in your pocket. In your presentation, focus less on the technical specifications of your solution and more on the benefits it will give your client.

Anyone who’s ever winged a presentation with zero preparation knows how frustrating it can be — you know you could do better if only you had more time. Avoid those feelings by practicing as much as you can: in the mirror, in the car, and ideally in front of people who will give you honest and constructive feedback. That leads nicely into the following tip:

There’s a good chance you’ll offer your audience a Q&A period at the end of your business proposal presentation.To avoid getting caught off-guard, get questions from a practice audience in advance. If you can seamlessly mold the answers into your presentation, incorporate them. If not, it doesn’t hurt to have an appendix section at the end of your PowerPoint that you can use to address your potential client’s concerns. Speaking of questions…

Every effective presentation starts with a hook: a startling statistic, the start of a story, an exciting discovery, or a question for the audience. A common mistake is to stop there. You want your audience engaged throughout your business proposal presentation, after all. Include questions and tone shifts at various points in your PowerPoint to give your audience a chance to participate and engage.

Another powerful tool to keep your audience engaged is storytelling. Remember that narrative structure we mentioned earlier? Our brains are wired to process and recall information better if it’s framed in a story. The structure up above is a straightforward iteration of that: problem, solution, epilogue. You can also use smaller stories to add credibility during your presentation: customer testimonials, past achievements, and beyond.

It would be wrong to assume that every single person you’re presenting to has read the extended business proposal. That’s why it’s an excellent idea to have printed copies of the proposal ready and available when you give your presentation. It shows preparation and consideration for your client — a winning combination.

Technology is incredible. Unfortunately, it is also unreliable. You’ve probably been in a situation where technical difficulties have sullied, even ruined, a presentation or pitch. If you grow dependent on your slides to deliver the business proposal presentation, you’ll be in trouble if (and when) you run into computer issues. Construct your presentation so that it works without any slides — it’ll keep you prepared for the worst-case scenario.

So we’ve established that over-reliance on your PowerPoint presentation is a bad idea — but that doesn’t mean you ignore it entirely. Here are five tips for selecting, designing, and building an unforgettable slide deck:

Use consistent typography. Your slide aesthetics are a crucial part of conveying professionalism and thoughtfulness to your audience. Use a legible font (Sans Serif and some Serif fonts will do the trick) with enough contrast that viewers can read if they want to.

Follow a visually appealing color palette. A well-designed slide deck will flow seamlessly with your spoken presentation, but an ugly one will distract from your speech entirely. Keep it simple and stick to three to five colors that complement each other and your brand (or even your clients’).

Vary your slide layouts. Do your best to keep your PowerPoint visually interesting. Following the same format for every slide looks boring and comes across as lazy. Try slides with lots of whitespace and a central statistic, or one that’s entirely an image. On the subject of images…

Add distinctive images over generic ones. Your viewers will remember 65% of the details you provide when an image accompanies them. Unfortunately, that effect loses power when you use grainy, low-quality, and generic photos. Choose diagrams wisely — they should complement or clarify what you’re talking about, not just show it visually.

Don’t overload with text. When most people see a slide deck filled with text, they automatically start reading it. The result? They’re no longer paying attention to you. Don’t add a word-for-word transcript to your slide — instead, summarize the key points and expand upon them verbally.

You’ve got what you need to deliver a presentation that will amaze your client — all that’s left to do is present it! Show up early, speak with confidence, and have faith: you’re going to do great!.

By now, you’ve probably realized that the business proposal process is hard work. In all honesty, you probably just want to get back to the thing you love: your company.

That’s where we come in; here at Pure Proposals, our mission is to help your business thrive using PandaDoc to boost your sales, improve customer experience, and make proposals easier.

Curious to learn more? Chat with us today !

• Frequently Asked Questions

Your first step is to determine what the company requires from you — is it a formally solicited proposal? If not, follow traditional conventions: a title page, table of contents, executive summary, statement of need, proposed solution, explanation of capacity, projected billing and budget, and final terms and conditions. Check out our dedicated post on “How to Write a Business Proposal” .

A business proposal contains information regarding a client’s issues or pain points and a proposed solution on how to solve them. Business proposals tend to be data-driven and well-researched, so they may contain diagrams, graphs, and spreadsheets too.

Depending on the situation, varying proposal lengths are appropriate. For a more casual context, a one-pager that covers the basics is all you need. A longer document (around ten pages) is a better fit in more formal settings, such as with prospective customers.

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Home » Business Cycle » Business proposal

How to write a business proposal

When you are in the early stages of starting a business , building your clientele is vital for growing your company . You must be careful to craft your sales and marketing strategies so that they “hook” customers with a product that truly adds value to consumers’ lives. One of the most powerful tools for hooking potential customers is a business proposal – a document outlining how your product or service is uniquely designed to meet a prospective client’s needs. Given the make-or-break nature of this document, learning how to write a business proposal is one of the most foundational skills you will ever develop as a business owner . Take the reins now, and you’ll find that the process of writing a business proposal provides greater confidence in your brand.

Ready to take your business to the next level?

What is a business proposal.

A business proposal is a sales pitch proposing your product or service to a potential client for a specific job, along with a cost proposal. Businesses may undertake writing a business proposal for a number of reasons. In some instances, a client may request a proposal in the course of a sales call, seeking details on the scope of work and costs that would be incurred should the project move forward. In other instances, potential clients may solicit business proposals (request for proposals, or RFPs) to recruit vendors.

Include the following components when writing a business proposal:

  Describe the problem or issue you intend to solve .

In writing a business proposal, you’ll want to express an understanding of the problem the client is trying to solve. Capture the client’s goals and objectives for the job so that it’s clear you understand the problem they’re facing.

Convey your approach to solving the problem .

In submitting a business proposal, you’re competing against other bidders (your competitors), so you must detail your approach and why it’s superior to your competition’s approach.

Emphasize your qualifications for the job .

Again, since you’re competing against other bidders, make yourself stand out by emphasizing how your skills and background distinguish you from the rest.

Outline your methodology and costs .

Provide a timeline with benchmarks to assess your progress on the job, along with a schedule. Convey the method by which you’ll be assessing costs, a budget estimate and a payment schedule.

Package the business proposal .

Include a title page (with your business name, the client’s name and date of submission), a table of contents (if your proposal is lengthy and/or complex) and an executive summary, which summarizes the client’s goals and your approach for the job.

Writing a business proposal: Tips for success

As you consider business proposal ideas, incorporate the following tips:

Do your homework .

Research suggests that, from a client’s perspective, a successful business proposal indicates that the bidder has done its “homework.” The proposal conveys the bidder’s attentiveness to the client’s needs and goals. Put in the time to truly understand exactly what the client is seeking, and don’t be afraid to ask the client as you write the proposal.

Presentation is key .

In addition to centering your business proposal language around the client’s needs, your presentation is also key. Make sure that the language flows smoothly and create a visually-appealing presentation package.

Be fair in your pricing .

Set your prices so that you’re not undercharging (i.e. losing money on the job) or over-pricing (i.e. gouging clients for your product or service). The former will put you in the red and the latter will taint your reputation. Clients want to know that they’re getting what they pay for, and they want to know they can trust you. Carefully assess your costs for the job and be prepared to convey these assessments to prospective clients.

Identify your prospective client’s decision-makers .

Rather than risk missing a curveball – a decision-maker you were not aware of – research your client’s complete network. This way you can craft your business proposal’s language to appeal to the entire team.

Make sure you’re adding value for your prospective client .

Innovation – constantly adapting your product to meet your target market’s evolving needs – is critical so that your business is not eclipsed by the competition. Make sure your product is adding value for your prospective client so that they don’t need to seek solutions elsewhere. Learning to build constant and strategic innovation into your larger business strategy will take you lightyears as you master how to write a business proposal.

An effective business proposal appeals to emotions .

Cold-hard data is one component of mastering how to write a business proposal – emotional appeal is the other. While a client’s decisions are certainly bound by logic (budgetary restrictions, for example), the client’s choices are also shaped by emotions, like the client’s sense of excitement over the business proposal. Express the tangible benefits you’ll provide to help your client visualize your working relationship. In this way, you enable your prospective client to feel confident that your services “fit” the outcomes sought.

Don’t settle for less than the best; take your business to the next level with a business proposal designed for success. Get the support you need with Tony Robbins’ 7 Forces of Business Mastery , where you’ll gain business know-how to create and keep raving clients.

Learn how to take your business to the next level with Tony Robbins’  7 Forces of Business Mastery  free content series.

© 2024 Robbins Research International, Inc. All rights reserved.

How to Write a Business Proposal [Steps, Tips, & Templates]

You need to send a business proposal, and you want it to close. But how can you improve your chances?

Every year, we analyze the proposals sent with our software to discover what makes closing more likely. We used this research to craft this very guide .

To help you write better business proposals, we’ve curated the essential proposal format, a step-by-step process, plenty of templates to help you get started, and strategies for following up.

From images to esignatures, keep reading for data-backed insights into the most successful proposals.

What’s in this guide:

What is a business proposal?

Basic proposal format, what to prepare before writing a business proposal, how to write a business proposal in 7 steps, 8 business proposal templates, 5 ideas to take your business proposal to the next level, what to do after you send a business proposal, using analytics for business proposal insights.

A business proposal is sent by a salesperson or account manager to a prospective client in order to pitch a product or service. A great proposal should include an executive summary or cover letter, details on the project timelines and deliverables, what makes the company the right choice for the job, and pricing and payment details.

Business proposals are typically sent from one business to another for all sorts of different services, such as enterprise software subscriptions, interior design, accounting, marketing, event catering, etc.

The purpose of a business proposal is to:

Sell your product or service with details, client results, testimonials, etc.

Clarify what is and isn’t included in the proposal to accurately manage expectations

Layout terms and conditions to protect both parties

Lock in the deal right away with esignatures built into the proposal

Large corporations and government agencies will typically send out a request for proposal to competing companies and then choose the best (or cheapest) one.

A business proposal is very different from a business plan, because it is typically written to clarify a paid engagement between two companies. This might be a short project or a long contract. A business plan, on the other hand, is typically an internal document crafted to chart a businesses path forward towards goals, such as market expansion, revenue growth, new product lines, etc.

Types of business proposals

There are many different types of business proposals. They are typically broken down by industry.

Here are some common types of business proposals, by industry :

Real estate and construction

Professional services

Proposals can also be categorized based on the type of offering :

One-off projects

Recurring subscription

Ongoing service

Package options

Later on in this guide, we include a variety of proposal templates. Depending on what you selling, you might find it easier to begin with a template designed for your industry or for the type of offer you’re selling (such as a one-off project). So be sure to peruse through the previews of each proposal so that you can see which template will save you the most time.

Business proposal example

An excellent business proposal addresses the client’s pain points and showcases the proposed solution.

Here’s an example business proposal to inspire you. The accounting proposal kicks things off with an attractive cover page.

All in all, it includes the cover page, an executive summary letter, an about us section, team photos and bios, a project summary, a breakdown of the proposed services, a pricing section, onboarding steps, and a contract with esignatures.

The services breakdown offers a great example of how to categorize your services and provide hourly estimates.

After researching over 1 million proposals, we found that winning proposals are most likely to include all of the following.

Here’s the idea proposal structure :

1. Cover page

The cover page, also called a title page, should be kept simple. It prominently features a photograph or graphic design that is on-brand, you can use graphic design templates as a starting point. It also usually includes the project name, or the client name, as well as your company name. Some companies might include contact information on the cover page, while others will save that for a separate page.

Check out this cover page , which is bright, bold, and on-brand.

2. Executive summary

The executive summary is essentially your pitch.

It’s your shot at capturing the client’s attention and showing them that you have an approach that will exceed their expectations.

It’s typically written in paragraph form (1 to 3 paragraphs) but can also include a bulleted list for a more skimmable style.

Make sure that your executive summary includes:

A quick description of the client’s problem or starting point

How your company will serve the client and why you’re suggesting this unique approach

Why your company is the best choice (average results, unique selling propositions, differentiators, awards, etc.)

This content marketing proposal offers an excellent example of an executive summary. Though in this proposal, the section is instead titled “Focus and Objectives.” What makes it great is that it’s on brand, goal-oriented, personable, and skimmable.

3. Approach or solution

In this section, you write about your process and why you approach things the way you do. For example, a Facebook marketing agency might say that they believe that creative work is essential to advertising success, and that’s why they devote 90% of their time to developing videos, images, and copy.

Some companies will craft a custom approach section for each client, while others will re-use the section again and again. It all comes down to the number of services you offer and how much or how little you customize your work.

In corporate training, it’s essential to clarify your approach so the client knows why your system will be effective. In this training template example , their process shows the essential steps in their proprietary approach.

4. About the company

This is your chance to brag. In your company bio, be sure to mention all of the important things that set your company apart. That might include your management style, the talent you have on your team, your average client retention rate or contract length, and any accolades.

With their location, awards, and team structure, this About Us page is an excellent example of how to sell yourself with authority.

5. Deliverables

Use the deliverables section to summarize exactly what the client will receive from the engagement.

A TikTok ads management firm might include 15 ad creatives per month in their deliverables, for example. While an accounting firm might list the reports that will be sent weekly or monthly, along with the bookkeeping service.

In a construction project, on the other hand, the company might showcase the different milestones that the project will hit, and when these milestones are expected to be completed.

In this proposal , the Deliverables section is titled “Scope of Services,” and it includes a list of all of the services that the prospective client will receive. Deliverables are mentioned within the scope, including a logo, brand colors, business cards, and brand guidelines.

6. Social proof or work samples

No matter what you sell, prospective clients will want to know that you have the right experience for the job.

Social proof can come in the form of written testimonials and case studies, video testimonials and case studies, portfolio photographs, G2 and Capterra badges, and rating averages from Google, Trustpilot, or other review sites.

For an architecture firm, construction company, or website designer, work examples can prove more powerful than testimonials. Prospects want to see what you can do. This architecture proposal showcases the company’s work on a rehabilitation project.

The pricing section is of course the one that your clients will read again and again and deliberate over. That’s why it’s so important to make it clear, simple, and well-formatted.

Tables are a great way to showcase what’s included in the total project cost or to provide package options.

Similar to interior design and construction services, event planning typically includes both hourly costs and hard costs (for products and venues). Here’s an example of an event management proposal that includes a breakdown of the hourly work and the hard costs.

8. Terms and conditions

When you use modern proposal software , you can build a contract right into your proposal, eliminating the need for separate contract software.

Your proposal should include legal jargon that can protect both you and your client. You might have a statement of work and a master service agreement or terms and conditions.

In this website design proposal , there are 6 pages in total for the contract section. The potential client can easily click around to view all of these pages and share the proposal with their legal team if needed.

For proposals that are longer than 8 pages, it’s wise to include a table of contents. If you use Proposify as your proposal software, then every proposal will automatically have the table of contents on the left-hand side, making it easier for the potential client to click around and review important sections multiple times.

A lot goes into writing a proposal. Before you can get to the writing part, you need to prepare.

This means talking with the client to figure out their needs, using your experience to pitch the best project, and talking with colleagues who will be involved in the project to see if they agree on the services you plan to propose.

You might also need to talk with your legal department and ask them for a contract template that you can include at the end of the proposal so that when the client signs off, it's legally binding.

Everything you need to prepare to write a business proposal:

An understanding of the client's needs

Your determination of the best approach

Details that will get the client to say yes

Agreement with internal colleagues

The pricing options you want to offer

Knowledge of who needs to sign off

Legal contract language or templates

To be a good writer , you must be concise, specific, and detailed. It really is that simple. The more examples and details you provide, the better.

That said, it does help to follow a process so that you can be sure you’re providing everything that the decision-makers expect and more.

Here are the 7 essential steps for writing a business proposal:

Step 1. Determine the client’s needs

The first step is to figure out what your client needs.

As mentioned in our section on preparation above, you’ll need to speak with your client. If this is a new client, it might take two to five sales calls to collect all of the information you need. For an existing client, you can probably figure out what to include in their renewal proposal with just one call.

But of course, asking your client what they need isn’t enough. You need to use your expertise to choose the best solution for them, even if it’s not what they want or expect.

Step 2. Kick off your proposal with a template

Once you’ve done your due diligence, the next step is to choose a proposal template so you’ll save time on both writing and designing.

You can use a template that matches your specific business or click around to find one with all the sections and a design style you like. Even if it’s not created for your specific industry, it’ll be easy to update the content to match your service or product.

Check out our full library of proposal templates.

Step 3. Write the evergreen messaging about your company

It’s always smart to tackle writing section by section. This way, you don’t get overwhelmed.

We recommend starting with the sections that are relevant to your business and that can be reused again and again. Your value propositions should guide the content.

Tackle these sections:

The cover page

The approach section

The about us page and team bios

The social proof or portfolio pieces

By starting off with what makes your company special, you’ll break the ice during your writing process and also create your own custom template that you can use for further proposal writing.

Step 4. Craft the meat of the proposal (executive summary, approach, deliverables, etc.)

By now, you should have chosen a template and written your core company messaging.

Now it’s time to write the meat of the proposal.

In this step, you’ll be catering your proposal to the new client. A startup will require a different proposal than a small business, and the same goes for an enterprise.

Here are some of the things you might need to write:

The unique methodology or approach you’ll offer this client (if it changes per client)

The problem statement or executive summary

The client’s goals

The scope of work

The project process and timelines

The deliverables

You can fill in your template’s sections and take a peek at other templates to get inspiration and see if there are any additional sections or details you should add.

Step 5. Add in the project total or pricing options

Next, you should calculate your fees.

Depending on your business, you might add up flat rates, product costs, or hourly estimates to come up with a fixed project total. Or, you might present a price range that the project will likely fall between (making it clear that additional hourly costs could arise. Or perhaps, you’ll offer a pricing table with different options to choose from.

Step 6. Add legal terms and conditions and esignatures

When you use proposal software (instead of just a PDF or Google slides), you can add a contract directly to your proposal.

If you already have approved contract language from your legal department, you can simply add it to the contract section of your proposal in Proposify. If not, you’ll need to chat with your legal team or business lawyer to ensure you’re adding all the right stipulations.

Proposals with esignatures close 35% faster and are 426% more likely to be accepted. So be sure to assign an esignature both to yourself and your client.

Step 7. Finalize the design and review all of the content before sending

Now it’s time to review and finalize your proposal. Check for errors, places in the template you forgot to fill out, and wording that can be improved.

Make sure the graphic design is on point too. Switch out the template with your own brand colors and fonts. You can have a designer on your team handle this, or handle style customization yourself (with no design experience necessary).

The best way to write a business proposal? With a template of course.

We’ve rounded up 10 of the best templates for different types of businesses. And for each, we show you the proposal sections included to help you pick the right one for you.

Keep in mind that with any of these proposals, you can add and remove sections and also customize any page with text, headlines, images, videos, fee tables, and more.

1. Business consulting proposal template

This consulting proposal template can be used by any type of consulting firm.

Proposal sections :

Project Summary

Project Activities

Your Investment

2. Advertising Proposal Template

With this advertising proposal template, you can showcase your digital or traditional advertising services. The template includes TV, web, radio, and magazine, but you can update it to reflect your pitch.

Cover Letter

Who Are We?

Testimonials

Your Advertising Media Mix

3. Branding Proposal Template

Perfect for branding consultants, logo designers, and messaging strategists, this branding proposal template includes the project scope and timeline to help you clarify your process to potential clients.

Overview & Goals

Scope of Services

Sample Case Study

4. Commercial Lease Proposal Template

This commercial lease proposal template can be used for leasing office buildings, manufacturing facilities, warehouses, and event spaces.

Our Process

Meet Our Team

Terms and Conditions

5. Construction Bid Template

Use this construction bid template for new construction projects or renovations. It includes a detailed cost estimate table and a required deposit.

Cost Estimate

6. Catering Proposal Template

This catering proposal template is perfect for corporate projects but can work for weddings or personal events as well. You can use it for conferences, luncheons, retreats, or any other type of event.

Introduction

Event Details

7. Corporate Photography Proposal Template

With a beautifully designed portfolio section and a very detailed pricing table and print options, this is the perfect template for corporate photography . It also includes tips for success, so clients know how to make the most of their photoshoot time.

What We Offer

Photography Packages

Tips for Success

8. Financial Services Proposal Template

You can use this financial services proposal template to pitch financial services like risk management, budgeting, and investment management.

Services and Fees

Looking to kick up your proposals a notch?

Try one of these smart ideas:

1. Make your pricing dynamic

Dynamic pricing means that clients can choose what they want and that will automatically change the project total that they sign off on.

Proposals with options and add-ons have a 35.8% higher closing rate . Try giving package options and including add-ons such as ancillary services or maintenance work.

2. Create graphic designs for timelines and processes

Winning business proposals often include informative visuals to help clients understand your process at a glance.

You could create a graphic for project phases, milestones, or big deliverables.

3. Get creative with your social proof

Client testimonials are an easy starting point when it comes to social proof.

But can you do better? Can you get more creative and stand out from other consulting firms?

Here are some ways to improve your social proof game:

Include visuals for your average ratings (for example 4 and a half stars filled in).

Add any badges or graphics available from review sites like G2 and Trustpilot.

Film professional case study videos and embed them in your proposal.

Create a screenshare video where you talk through your digital portfolio samples.

Include an informal video testimonial from your client.

Add a video showing your team at work (ie, on the job site, running a workshop, speaking, etc.)

Write mini case studies with before and after transformations, result data, etc.

4. Have an “excludes” section

Is there something that is definitely not included in your proposal? Do clients often assume it’s included or do they get confused?

If so, try adding a section that describes everything that isn’t included in the proposal. You could mention that you don’t offer these services, or state that they’re available at an additional fee (if you want to upsell them).

5. Include videos for introductions or complex concepts

When you add a video to your proposal, you increase its chances of closing by 41% .

Here are some video ideas to try:

Informal intros filmed with Loom

Professional videos of your team at work

Case study videos

Quick descriptions of complex deliverables, methodologies, etc.

You sent the proposal. Now what?

Here’s what to do next.

Sign it yourself

Make sure you sign the proposal right away (before your client opens it). This offers a more professional presentation and makes it more likely that your new client will add their signature too.

Be prepared to follow up

Project proposals don’t always close all by themselves. As any good salesperson knows, follow-up is essential.

With Proposify, you can set up automated reminders. When we analyzed over 1 million proposals sent with our software, we found that proposals with pre-scheduled reminders have a 35% higher closing rate than those without.

Make adjustments to the proposal to close the deal

It’s okay to make changes. In fact, proposals that get revised are actually more likely to close than ones that don’t. When a client asks for revisions, it means they’re interested.

You might need to adjust your proposal document for its scope, deliverables, timeframe, or payment schedules.

Save different proposal templates

After you’ve created one proposal, you should save it as a template and give it a name. You might also want to duplicate it and adjust it to create a new proposal template. For example, if you offer SEO services , you might want to have one proposal for an SEO audit and another one for your monthly SEO retainer.

Create email templates

You can also create and store email templates that will save you time in the long run.

Try creating different templates for sending, reminders, and thank yous. If you offer different types of services, you can craft a unique sending template for each one.

Get feedback from clients on both won and lost proposals

One of the best ways to improve is to take feedback. Whether you win or lose the proposal, find out why.

Here are some tips on how to do this:

Won - When you win a proposal, you might ask the client why they decided to move forward with you on their first strategy call. Or, have their account manager ask the same question and pass the info to you.

Lost - If a client doesn’t sign the proposal after 3 weeks, you can send a quick email with something like, “Just looking for some feedback. Can you let me know why you decided not to move forward? Thanks.”

In today’s digital world, a business proposal should be more than a formal document.

When you use the right tool to create and send your proposal, you should be able to gather important insights and trends.

Viewing metrics for a specific client

With Proposify, you can see the activity for every proposal. Know when clients are opening and viewing proposals so you can follow up in a way that matches their activity.

Average viewing metrics

Proposify also offers average viewing metrics that help you benchmark your views:

Total viewed

Average time to view

Average length of viewing

Average views per proposal

This is great for gauging how a new client compares with past activity.

Average closing metrics

You can also check your average closing rate and track it over time.

Check these closing metrics:

Closing rate

Try setting goals for improving your closing rate and then check your progress each month.

Insights by proposal type

Segment viewing and closing metrics by workspace, client name, or stream. A stream is a custom category that you can use for different service types, client industries, etc.

Growth trends

And lastly, you can check your growth trends to find out how much you’re earning in new contracts and existing contracts. This is great for seeing your past revenue growth and for forecasting.

Trends include:

New won proposals (chart)

Active income (chart)

Start with a solid understanding of your client’s goals and needs. Use a template to save time creating messaging and tables that will seal the deal. Then, try advanced techniques like dynamic pricing and videos to improve your closing rates even further.

Sign up for Proposify free for 14 days or get started with one of our templates .

How to Create a Business Proposal That Closes Deals

June 28, 2022

Winning Proposal Structure Tips (What The Research Says)

June 21, 2022

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How to Write a Project Proposal (Examples & Template Included)

Table of Contents

What is a project proposal, types of project proposals, project proposal vs. project charter, project proposal vs. business case, project proposal vs. project plan, project proposal outline, how to write a project proposal, project proposal example, project proposal tips.

• ProjectManager & Project Proposals

A project proposal is a project management document that’s used to define the objectives and requirements of a project. It helps organizations and external project stakeholders agree on an initial project planning framework.

The main purpose of a project proposal is to get buy-in from decision-makers. That’s why a project proposal outlines your project’s core value proposition; it sells value to both internal and external project stakeholders. The intent of the proposal is to grab the attention of stakeholders and project sponsors. Then, the next step is getting them excited about the project summary.

Getting into the heads of the audience for which you’re writing the project proposal is vital: you need to think like the project’s stakeholders to deliver a proposal that meets their needs.

We’ve created a free project proposal template for Word to help structure documents, so you don’t have to remember the process each time.

Get your free

Project Proposal Template

Use this free Project Proposal Template for Word to manage your projects better.

In terms of types of project proposals, you can have one that’s formally solicited, informally solicited or a combination. There can also be renewal and supplemental proposals. Here’s a brief description of each of them.

• Solicited project proposal: This is sent as a response to a request for proposal (RFP) . Here, you’ll need to adhere to the RFP guidelines of the project owner.
• Unsolicited project proposal: You can send project proposals without having received a request for a proposal. This can happen in open bids for construction projects , where a project owner receives unsolicited project proposals from many contractors.
• Informal project proposal: This type of project proposal is created when a client asks for an informal proposal without an RFP.
• Renewal project proposal: You can use a renewal project proposal when you’re reaching out to past customers. The advantage is that you can highlight past positive results and future benefits.
• Continuation project proposal: A continuation project proposal is sent to investors and stakeholders to communicate project progress.
• Supplemental project proposal: This proposal is sent to investors to ask for additional resources during the project execution phase.

A project proposal is a detailed project document that’s used to convince the project sponsor that the project being proposed is worth the time, money and effort to deliver it. This is done by showing how the project will address a business problem or opportunity. It also outlines the work that will be done and how it will be done.

A project charter can seem like the same thing as a project proposal as it also defines the project in a document. It identifies the project objectives, scope, goals, stakeholders and team. But it’s done after the project has been agreed upon by all stakeholders and the project has been accepted. The project charter authorizes the project and documents its requirements to meet stakeholders’ needs.

A business case is used to explain why the proposed project is justified. It shows that the project is worth the investment of time and money. It’s more commonly used in larger companies in the decision-making process when prioritizing one project over another.

The business case answers the questions: what is the project, why should it be taken up, who will be involved and how much will it cost? It’s therefore related to a project proposal, but the project proposal comes before the business case and is usually part of the larger proposal.

Again, the project proposal and the project plan in this case are very similar documents. It’s understandable that there would be some confusion between these two project terms. They both show how the project will be run and what the results will be. However, they’re not the same.

The project proposal is a document that aims to get a project approved and funded. It’s used to convince stakeholders of the viability of the project and their investment. The project plan, on the other hand, is made during the planning phase of the project, once it’s been approved. It’s a detailed outline of how the project will be implemented, including schedule, budget, resources and more.

All the elements in the above project proposal outline are present in our template. This free project proposal template for Word will provide you with everything you need to write an excellent project proposal. It will help you with the executive summary, project process, deliverables, costs—even terms and conditions. Download your free template today.

There are several key operational and strategic questions to consider, including:

• Executive summary: This is the elevator pitch that outlines the project being proposed and why it makes business sense. While it also touches on the information that’ll follow in the project proposal, the executive summary should be brief and to the point.
• Project background: This is another short part of the proposal, usually only one page, which explains the problem you’ll solve or the opportunity you’re taking advantage of with the proposed project. Also, provide a short history of the business to put the company in context to the project and why it’s a good fit.
• Project vision & success criteria: State the goal of the project and how it aligns with the goals of the company. Be specific. Also, note the metrics used to measure the success of the project.
• Potential risks and mitigation strategies: There are always risks. Detail them here and what strategies you’ll employ to mitigate any negative impact as well as take advantage of any positive risk.
• Project scope & deliverables: Define the project scope, which is all the work that has to be done and how it will be done. Also, detail the various deliverables that the project will have.
• Set SMART goals: When setting goals, be SMART. That’s an acronym for specific, measurable, achievable, relevant and time-bound. All your goals would be defined by those five things.
• Project approach: Define the approach you’ll use for the contract. There are several different types of contracts used in construction , for example, such as lump sum, cost plus, time and materials, etc. This is also a good place to describe the delivery method you’ll use.
• Expected benefits: Outline the benefits that will come from the successful completion of the project.
• Project resource requirements: List the resources, such as labor, materials, equipment, etc., that you’ll need to execute the project if approved.
• Project costs & budget: Detail all the costs, including resources, that’ll be required to complete the project and set up a budget to show how those costs will be spent over the course of the project.
• Project timeline: Lay out the project timeline , which shows the project from start to finish, including the duration of each phase and the tasks within it, milestones, etc.

In addition to these elements, it’s advisable to use a cover letter, which is a one-page document that helps you introduce your project proposal and grab the attention of potential clients and stakeholders.

To make the best proposal possible, you’ll want to be thorough and hit on all the points we’ve listed above. Here’s a step-by-step guide to writing a persuasive priority proposal.

1. Write an Executive Summary

The executive summary provides a quick overview of the main elements of your project proposal, such as your project background, project objectives and project deliverables, among other things. The goal is to capture the attention of your audience and get them excited about the project you’re proposing. It’s essentially the “elevator pitch” for the project life cycle. It should be short and to the point.

The executive summary should be descriptive and paint a picture of what project success looks like for the client. Most importantly, it should motivate the project client; after all, the goal is getting them to sign on the dotted line to get the project moving!

2. Provide a Project Background

The project background is a one-page section of your project proposal that explains the problem that your project will solve. You should explain when this issue started, its current state and how your project will be the ideal solution.

• Historic data: The history section outlines previously successful projects and those that could have run more smoothly. By doing so, this section establishes precedents and how the next project can be more effective using information from previous projects.
• Solution: The solution section addresses how your project will solve the client’s problem. Accordingly, this section includes any project management techniques , skills and procedures your team will use to work efficiently.

3. Establish a Project Vision & Success Criteria

You’ll need to define your project vision. This is best done with a vision statement, which acts as the north star for your project. It’s not specific as much as it’s a way to describe the impact your company plans to make with the project.

It’s also important to set up success criteria to show that the project is in fact doing what it’s proposed to do. Three obvious project success criteria are the triple constraint of cost, scope and time. But you’ll need to set up a way to measure these metrics and respond to them if they’re not meeting your plan.

4. Identify Potential Risks and Mitigation Strategies

To reduce the impact of risk in your project, you need to identify what those risks might be and develop a plan to mitigate them . List all the risks, prioritize them, describe what you’ll do to mitigate or take advantage of them and who on the team is responsible for keeping an eye out for them and resolving them.

5. Define Your Project Scope and Project Deliverables

The project scope refers to all the work that’ll be executed. It defines the work items, work packages and deliverables that’ll be delivered during the execution phase of your project life cycle. It’s important to use a work breakdown structure (WBS) to define your tasks and subtasks and prioritize them.

6. Set SMART Goals for Your Project Proposal

The best mindset when developing goals and objectives for your project proposal is to use the SMART system :

• Specific – Make sure your goals and objectives are clear, concise and specific to the task at hand.
• Measurable – Ensure your goals and objectives are measurable so it’s obvious to see when things are on track and going well, and conversely, when things are off track and issues need to be addressed. Measurable goals make it easy to develop the milestones you’ll use to track the progress of the project and identify a reasonable date for completion and/or closure.
• Attainable – It’s important every project has a “reach” goal. Hitting this goal would mean an outstanding project that extends above and beyond expectations. However, it’s important that the project’s core goal is attainable, so morale stays high and the job gets done with time and resources to spare.
• Relevant – Make sure all of your goals are directly relevant to the project and address the scope within which you’re working.
• Time-Based – Timelines and specific dates should be at the core of all goals and objectives. This helps keep the project on track and ensures all project team members can manage the work that’s ahead of them.

7. Explain What’s Your Project Approach

Your project approach defines the project management methodology , tools and governance for your project. In simple terms, it allows project managers to explain to stakeholders how the project will be planned, executed and controlled successfully.

8. Outline The Expected Benefits of Your Project Proposal

If you want to convince internal stakeholders and external investors, you’ll need to show them the financial benefits that your project could bring to their organization. You can use cost-benefit analysis and projected financial statements to demonstrate why your project is profitable.

9. Identify Project Resource Requirements

Project resources are critical for the execution of your project. The project proposal briefly describes what resources are needed and how they’ll be used. Later, during the planning phase, you’ll need to create a resource management plan that’ll be an important element of your project plan. Project requirements are the items, materials and resources needed for the project. This section should cover both internal and external needs.

10. Estimate Project Costs and Project Budget

All the resources that you’ll need for your project have a price tag. That’s why you need to estimate those costs and create a project budget . The project budget needs to cover all your project expenses, and as a project manager, you’ll need to make sure that you adhere to the budget.

11. Define a Project Timeline

Once you’ve defined your project scope, you’ll need to estimate the duration of each task to create a project timeline. Later during the project planning phase , you’ll need to create a schedule baseline, which estimates the total length of your project. Once the project starts, you’ll compare your actual project schedule to the schedule baseline to monitor progress.

Now let’s explore some project proposal examples to get a better understanding of how a project proposal would work in the real world. For this example, let’s imagine a city that’s about to build a rapid transit system. The city government has the funds to invest but lacks the technical expertise and resources that are needed to build it, so it issues a request for proposal (RFP) document and sends it to potential builders.

Then, the construction companies that are interested in executing this rapid transit project will prepare a project proposal for the city government. Here are some of the key elements they should include.

• Project background: The construction firm will provide an explanation of the challenges that the project presents from a technical perspective, along with historical data from similar projects that have been completed successfully by the company.
• Project vision & success criteria: Write a vision statement and explain how you’ll track the triple constraint to ensure the successful delivery of the project.
• Potential risks and mitigation strategies: List all risks and how they’ll be mitigated, and be sure to prioritize them.
• Project scope & deliverables: The work that’ll be done is outlined in the scope, including all the deliverables that’ll be completed over the life cycle of the project.
• Set SMART goals: Use the SMART technique to define your project goals by whether they’re specific, measurable, achievable, relevant and time-bound.
• Project approach: Define the methodology that the project manager will employ to manage the project. Also, figure out what type of contract will be used to define the project.
• Expected benefits: Show how the project will deliver advantages to the company and define what these benefits are in a quantifiable way.
• Project resource requirements: List all the resources, such as labor, materials, equipment, etc., needed to execute the project.
• Project costs & budget: Estimate the cost of the project and lay that out in a project budget that covers everything from start to finish.
• Project timeline: Outline the project schedule, including phases, milestones and task duration on a visual timeline.

Whatever project proposal you’re working on, there are a few tips that apply as best practices for all. While above we suggested a project proposal template that would have a table of contents, meaning it would be many pages long, the best-case scenario is keeping the proposal to one or two pages max. Remember, you’re trying to win over stakeholders, not bore them.

Speaking of project stakeholders , do the research. You want to address the right ones. There’s no point in doing all the work necessary to write a great proposal only to have it directed to the wrong target audience. Whoever is going to read it, though, should be able to comprehend the proposal. Keep the language simple and direct.

When it comes to writing, get a professional. Even a business document like a project proposal, business case or executive summary will suffer if it’s poorly constructed or has typos. If you don’t want to hire a professional business writer, make sure you get someone on your project team to copy, edit and proof the document. The more eyes on it, the less likely mistakes will make it to the final edition.

While you want to keep the proposal short and sweet, it helps to sweeten the pot by adding customer testimonials to the attachments. Nothing sells a project plan better than a customer base looking for your product or service.

ProjectManager & Project Proposals

ProjectManager allows you to plan proposals within our software. You can update tasks for the project proposal to signify where things stand and what’s left to be done. The columns allow you to organize your proposal by section, creating a work breakdown structure (WBS) of sorts.

When building a project proposal, it’s vital to remember your target audience. Your audience includes those who are excited about the project, and see completion as a gain for their organization. Conversely, others in your audience will see the project as a pain and something to which they aren’t looking forward. To keep both parties satisfied, it’s essential to keep language factual and concise.

Our online kanban boards help you think through that language and collaborate on it effectively with other team members, if necessary. Each card shows the percentage completed so everyone in the project management team is aware of the work done and what’s left to be done.

As you can see from the kanban board above, work has begun on tasks such as product documentation and design. Tasks regarding stakeholder feedback, ideation, market research and more have been completed, and there’s a good start on the engineering drawings, 3D rendering, supply chain sourcing and translation services.

A PDF is then attached to the card, and everyone added to the task receives an email notifying them of the change. This same process can be used throughout the life-cycle of the project to keep the team updated, collaborating, and producing a first-class project proposal. In addition to kanban boards, you can also use other project management tools such as Gantt charts , project dashboards, task lists and project calendars to plan, schedule and track your projects.

Project proposals are just the first step in the project planning process. Once your project is approved, you’ll have to solidify the plan, allocate and manage resources, monitor the project, and finally hand in your deliverables. This process requires a flexible, dynamic and robust project management software package. ProjectManager is online project management software that helps all your team members collaborate and manage this process in real-time. Try our award-winning software with this free 30-day trial .

Deliver your projects on time and on budget

Start planning your projects.

Our Business Plan Methodology

Since 1999, Growthink has developed more than 4,000 business plans for clients in a wide variety of industries. From this vast experience, we have developed a proprietary engagement methodology that ensures high-quality, fully customized business plans for every client.

Our process consists of seven distinct phases, designed to maximize quality and client satisfaction.

• Management Interviews:  Here, we collect and document your “verbal” growth plan, including your vision, key accomplishments to date, mission-critical challenges and opportunities, key objectives and goals, and growth strategies. In this phase, we also identify and refine key research questions, and work to define and communicate an effective “story” for the business plan.
• Strategic Market Research : In this phase, we size the relevant market place, analyze competitors, profile existing and prospective customer groups, and assess the business opportunity. Growthink also conducts “benchmarking research” during this phase of its engagement process. This involves identifying other companies that have succeeded and/or failed with similar businesses and/or initiatives.
• Checkpoint Document : At this stage, we deliver a “checkpoint” document to confirm that we are in agreement with you regarding the strategic direction of the plan, the business plan’s focus, and the tone and language of the plan. (The checkpoint document is delivered either as a business plan outline or a draft of an executive summary).
• Additional Research and Strategy Work : After incorporating your feedback from the “checkpoint” document, we begin additional research regarding your business strategy (roll-out, financials, marketing, operations, etc.) and communication strategy (how best to articulate your unique opportunity to existing and potential stakeholders and investors).
• Draft Plan : Next, we provide a draft of the deliverables, which typically include an Executive Summary, Integrated Financials (historical and projected), and a complete business plan (company analysis; customer and market analyses; industry and competitive analyses; marketing, operations, and development plans; management team; appendices).
• Review and Revise : In this phase, we review the draft plan with you and and discuss the focus, wording, and flow of the document. We incorporate any necessary revisions and refinements, and prepare the revised plan.
• Package and Finalize : The final stage involves creating a clean, professional document, with graphical enhancements, that is copy-edited, formatted, and ready to be presented to stakeholders and investors.

How to Write a Budget Proposal (+ Free Template)

Published: May 29, 2024

The first time I was assigned to write a budget proposal, I stared anxiously at a blank spreadsheet, wondering where to begin. What was a budget proposal supposed to include? Was there a specific structure to follow? How could I ensure it met all the necessary criteria?

My early attempts at writing a proposal taught me the challenges of building a convincing plan that turns rough ideas into fundable projects. I had to learn to align proposal details with business objectives and articulate the potential benefits in a way that resonated with stakeholders.

It was an overwhelming task at times — but with a strategic approach and a bit of guidance, my ability to synthesize financial data and communicate value gradually became second nature.

In this article, I'll guide you through how to write a simple budget proposal that delights your audience and secures funding. I’ll also provide practical tips, templates, and sample projects to streamline your planning process.

So, let’s get started.

Table of Contents

What is a budget proposal, and why is it important?

The anatomy of a budget proposal, how to create a simple budget proposal, building my own basic budget proposal, 8 budget proposal best practices.

A budget proposal outlines the financial plans for a project or initiative, detailing the expected costs and resources needed for successful completion.

Budget proposals also show potential funders or stakeholders how their money will be spent and the tangible benefits their investment will achieve.

While the content of your budget proposal will change depending on your project’s parameters and specific goals, a well-crafted plan leads to benefits like:

• Stakeholder buy-in. Providing a transparent breakdown of anticipated expenses instills confidence and trust, encouraging stakeholder support or investment.
• Efficient resource usage. Outlining a clear resource allocation plan ensures that funds are directed to the areas where they are needed most.
• Risk mitigation. Applying a risk management framework helps proactively identify potential costs and contingencies, ensuring that the project remains on track and within budget constraints.
• Project tracking. Identifying key project milestones and benchmarks promotes informed decision-making, maintaining efficient and agile progress.

Free Business Budget Templates

Manage your business, personal, and program spend on an annual, quarterly, and monthly basis.

• Personal Budget Template
• Annual Budget Template
• Program Budget Template

You're all set!

Click this link to access this resource at any time.

Before you begin drafting your budget proposal, it's helpful to first familiarize yourself with its key components and overarching structure.

Knowing which strategic points to emphasize — and the order in which to present them — improves your ability to create a logical and compelling argument, while also ensuring you effectively communicate your project’s feasibility.

So, let's examine five critical sections found in every effective budget proposal, drawing on the structure used in Hubspot’s Free Budget Proposal Template .

7. Build a story.

Weave in a strong storytelling narrative that provides context, explains assumptions, and addresses any potential concerns or questions. This adds depth to your proposal and helps guide readers through the document.

Pro tip: Incorporate data visualization techniques, such as graphs or infographics, to complement your narrative and enhance the clarity and persuasiveness of your budget proposal.

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Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

How To Write A Proposal

Writing a Proposal involves several key steps to effectively communicate your ideas and intentions to a target audience. Here’s a detailed breakdown of each step:

Identify the Purpose and Audience

• Clearly define the purpose of your proposal: What problem are you addressing, what solution are you proposing, or what goal are you aiming to achieve?
• Identify your target audience: Who will be reading your proposal? Consider their background, interests, and any specific requirements they may have.

Conduct Research

• Gather relevant information: Conduct thorough research to support your proposal. This may involve studying existing literature, analyzing data, or conducting surveys/interviews to gather necessary facts and evidence.
• Understand the context: Familiarize yourself with the current situation or problem you’re addressing. Identify any relevant trends, challenges, or opportunities that may impact your proposal.

Develop an Outline

• Create a clear and logical structure: Divide your proposal into sections or headings that will guide your readers through the content.
• Introduction: Provide a concise overview of the problem, its significance, and the proposed solution.
• Background/Context: Offer relevant background information and context to help the readers understand the situation.
• Objectives/Goals: Clearly state the objectives or goals of your proposal.
• Methodology/Approach: Describe the approach or methodology you will use to address the problem.
• Timeline/Schedule: Present a detailed timeline or schedule outlining the key milestones or activities.
• Budget/Resources: Specify the financial and other resources required to implement your proposal.
• Evaluation/Success Metrics: Explain how you will measure the success or effectiveness of your proposal.
• Conclusion: Summarize the main points and restate the benefits of your proposal.

Write the Proposal

• Grab attention: Start with a compelling opening statement or a brief story that hooks the reader.
• Clearly state the problem: Clearly define the problem or issue you are addressing and explain its significance.
• Present your proposal: Introduce your proposed solution, project, or idea and explain why it is the best approach.
• State the objectives/goals: Clearly articulate the specific objectives or goals your proposal aims to achieve.
• Provide supporting information: Present evidence, data, or examples to support your claims and justify your proposal.
• Explain the methodology: Describe in detail the approach, methods, or strategies you will use to implement your proposal.
• Address potential concerns: Anticipate and address any potential objections or challenges the readers may have and provide counterarguments or mitigation strategies.
• Recap the main points: Summarize the key points you’ve discussed in the proposal.
• Reinforce the benefits: Emphasize the positive outcomes, benefits, or impact your proposal will have.
• Call to action: Clearly state what action you want the readers to take, such as approving the proposal, providing funding, or collaborating with you.

Review and Revise

• Proofread for clarity and coherence: Check for grammar, spelling, and punctuation errors.
• Ensure a logical flow: Read through your proposal to ensure the ideas are presented in a logical order and are easy to follow.
• Revise and refine: Fine-tune your proposal to make it concise, persuasive, and compelling.

Add Supplementary Materials

• Attach relevant documents: Include any supporting materials that strengthen your proposal, such as research findings, charts, graphs, or testimonials.
• Appendices: Add any additional information that might be useful but not essential to the main body of the proposal.

Formatting and Presentation

• Follow the guidelines: Adhere to any specific formatting guidelines provided by the organization or institution to which you are submitting the proposal.
• Use a professional tone and language: Ensure that your proposal is written in a clear, concise, and professional manner.
• Use headings and subheadings: Organize your proposal with clear headings and subheadings to improve readability.
• Pay attention to design: Use appropriate fonts, font sizes, and formatting styles to make your proposal visually appealing.
• Include a cover page: Create a cover page that includes the title of your proposal, your name or organization, the date, and any other required information.

Seek Feedback

• Share your proposal with trusted colleagues or mentors and ask for their feedback. Consider their suggestions for improvement and incorporate them into your proposal if necessary.

Finalize and Submit

• Make any final revisions based on the feedback received.
• Ensure that all required sections, attachments, and documentation are included.
• Double-check for any formatting, grammar, or spelling errors.
• Submit your proposal within the designated deadline and according to the submission guidelines provided.

Proposal Format

The format of a proposal can vary depending on the specific requirements of the organization or institution you are submitting it to. However, here is a general proposal format that you can follow:

1. Title Page:

• Include the title of your proposal, your name or organization’s name, the date, and any other relevant information specified by the guidelines.

2. Executive Summary:

•  Provide a concise overview of your proposal, highlighting the key points and objectives.
• Summarize the problem, proposed solution, and anticipated benefits.
• Keep it brief and engaging, as this section is often read first and should capture the reader’s attention.

3. Introduction:

• State the problem or issue you are addressing and its significance.
• Provide background information to help the reader understand the context and importance of the problem.
• Clearly state the purpose and objectives of your proposal.

4. Problem Statement:

• Describe the problem in detail, highlighting its impact and consequences.
• Use data, statistics, or examples to support your claims and demonstrate the need for a solution.

5. Proposed Solution or Project Description:

• Explain your proposed solution or project in a clear and detailed manner.
• Describe how your solution addresses the problem and why it is the most effective approach.
• Include information on the methods, strategies, or activities you will undertake to implement your solution.
• Highlight any unique features, innovations, or advantages of your proposal.

6. Methodology:

• Provide a step-by-step explanation of the methodology or approach you will use to implement your proposal.
• Include a timeline or schedule that outlines the key milestones, tasks, and deliverables.
• Clearly describe the resources, personnel, or expertise required for each phase of the project.

7. Evaluation and Success Metrics:

• Explain how you will measure the success or effectiveness of your proposal.
• Identify specific metrics, indicators, or evaluation methods that will be used.
• Describe how you will track progress, gather feedback, and make adjustments as needed.
• Present a detailed budget that outlines the financial resources required for your proposal.
• Include all relevant costs, such as personnel, materials, equipment, and any other expenses.
• Provide a justification for each item in the budget.

9. Conclusion:

•  Summarize the main points of your proposal.
•  Reiterate the benefits and positive outcomes of implementing your proposal.
• Emphasize the value and impact it will have on the organization or community.

10. Appendices:

• Include any additional supporting materials, such as research findings, charts, graphs, or testimonials.
•  Attach any relevant documents that provide further information but are not essential to the main body of the proposal.

Proposal Template

Here’s a basic proposal template that you can use as a starting point for creating your own proposal:

Dear [Recipient’s Name],

I am writing to submit a proposal for [briefly state the purpose of the proposal and its significance]. This proposal outlines a comprehensive solution to address [describe the problem or issue] and presents an actionable plan to achieve the desired objectives.

Thank you for considering this proposal. I believe that implementing this solution will significantly contribute to [organization’s or community’s goals]. I am available to discuss the proposal in more detail at your convenience. Please feel free to contact me at [your email address or phone number].

Yours sincerely,

Note: This template is a starting point and should be customized to meet the specific requirements and guidelines provided by the organization or institution to which you are submitting the proposal.

Proposal Sample

Here’s a sample proposal to give you an idea of how it could be structured and written:

Subject : Proposal for Implementation of Environmental Education Program

I am pleased to submit this proposal for your consideration, outlining a comprehensive plan for the implementation of an Environmental Education Program. This program aims to address the critical need for environmental awareness and education among the community, with the objective of fostering a sense of responsibility and sustainability.

Executive Summary: Our proposed Environmental Education Program is designed to provide engaging and interactive educational opportunities for individuals of all ages. By combining classroom learning, hands-on activities, and community engagement, we aim to create a long-lasting impact on environmental conservation practices and attitudes.

Introduction: The state of our environment is facing significant challenges, including climate change, habitat loss, and pollution. It is essential to equip individuals with the knowledge and skills to understand these issues and take action. This proposal seeks to bridge the gap in environmental education and inspire a sense of environmental stewardship among the community.

Problem Statement: The lack of environmental education programs has resulted in limited awareness and understanding of environmental issues. As a result, individuals are less likely to adopt sustainable practices or actively contribute to conservation efforts. Our program aims to address this gap and empower individuals to become environmentally conscious and responsible citizens.

Proposed Solution or Project Description: Our Environmental Education Program will comprise a range of activities, including workshops, field trips, and community initiatives. We will collaborate with local schools, community centers, and environmental organizations to ensure broad participation and maximum impact. By incorporating interactive learning experiences, such as nature walks, recycling drives, and eco-craft sessions, we aim to make environmental education engaging and enjoyable.

Methodology: Our program will be structured into modules that cover key environmental themes, such as biodiversity, climate change, waste management, and sustainable living. Each module will include a mix of classroom sessions, hands-on activities, and practical field experiences. We will also leverage technology, such as educational apps and online resources, to enhance learning outcomes.

Evaluation and Success Metrics: We will employ a combination of quantitative and qualitative measures to evaluate the effectiveness of the program. Pre- and post-assessments will gauge knowledge gain, while surveys and feedback forms will assess participant satisfaction and behavior change. We will also track the number of community engagement activities and the adoption of sustainable practices as indicators of success.

Budget: Please find attached a detailed budget breakdown for the implementation of the Environmental Education Program. The budget covers personnel costs, materials and supplies, transportation, and outreach expenses. We have ensured cost-effectiveness while maintaining the quality and impact of the program.

Conclusion: By implementing this Environmental Education Program, we have the opportunity to make a significant difference in our community’s environmental consciousness and practices. We are confident that this program will foster a generation of individuals who are passionate about protecting our environment and taking sustainable actions. We look forward to discussing the proposal further and working together to make a positive impact.

Thank you for your time and consideration. Should you have any questions or require additional information, please do not hesitate to contact me at [your email address or phone number].

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Column: Ted Cruz and Katie Britt claim to be protecting IVF with a new bill. Don’t believe them

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Ever since the Supreme Court upended reproductive health rights in its 2022 Dobbs decision, antiabortion activists have been trying to make the case that the decision won’t have the dire effect on women and their families that its critics foresaw.

They’ve been wrong, as has been demonstrated by the rising tide of incidents in which pregnant women have been exposed to severe injury or near-death experiences for want of a therapeutic abortion.

But the case also opened the door to legal predicaments throughout the healthcare universe — most recently via a ruling in February by the Alabama Supreme Court, effectively outlawing in-vitro fertilization in that state .

Opinion polls show that giving people a route to parenthood via IVF is immensely popular, so even conservative lawmakers have scurried to enact laws to protect the method.

Human life cannot be wrongfully destroyed without incurring the wrath of a holy God.

— Alabama Supreme Court Chief Justice Tom Parker, concurring in an anti-IVF decision

The most recent initiative comes from Republican Sens. Ted Cruz of Texas and Katie Britt of Alabama, who introduced their “IVF Protection Act” on May 20 and have been touting it in the Wall Street Journal , Bloomberg and elsewhere as a measure that “protects both life and IVF.”

Their bill does nothing of the kind. It’s a scam. More on that in a moment.

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First, a brief primer on the IVF method. IVF isn’t abortion. Quite the contrary, it’s a means of creating, not terminating, a pregnancy.

But with the Supreme Court signaling via Dobbs and other recent rulings that it won’t interfere with state-level restrictions on reproductive healthcare, legislatures and courts in red states have turned their gunsights on healthcare rights of all varieties. The Alabama Supreme Court reached all the way back to an 1872 law to drive IVF out of the state.

IVF aims to help couples achieve pregnancy when medical issues or concerns about heritable genetic mutations raise concerns about the health of their prospective offspring. Millions of Americans have employed IVF or know couples who have done so. There’s no question about its safety or its efficacy. Celebrities including the Obamas , Paris Hilton, Brooke Shields, and Republican politicians such as Michelle Steel (R-Seal Beach) have used IVF to conceive.

The procedure begins with the harvesting of unfertilized eggs from a woman’s ovaries. Subsequently, they’re fertilized by sperm from the woman’s partner. A few days later, an embryo — in some cases more than one — is placed in the woman’s uterus. Within another day or two the embryo implants itself in the uterine lining and is left to continue gestation normally.

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To understand the act of misdirection that Cruz and Britt are pulling off, let’s examine that Alabama Supreme Court decision. The decision says almost nothing about the procedure that most laypersons think is the alpha and omega of IVF — the implantation of manually fertilized embryos into the uterus. To the extent that this process needs regulation, the justices held, that should be left up to the legislature.

But of course there’s more to IVF than that. Standard procedure in IVF clinics is to produce multiple embryos, but only to implant one at a time. The idea is to give the parents further opportunities in case an implantation fails. In roughly half of all cases, the embryos are subjected to pre-implantation genetic testing.

Many couples choose IVF because they’re concerned that one or both prospective parents may be carriers of a genetic mutation that could cause a serious medical condition, and they want to know ahead of time.

“If this genetic mutation is discovered in an embryo, the embryo is usually discarded,” according to Joanne Rosen, an expert in public health at Johns Hopkins. She asks whether the Alabama ruling means that “pre-implantation genetic testing should no longer take place because you can’t discard the embryos?”

Also, the thawing and implanting of embryos itself may damage or destroy an embryo. Typically, those embryos are discarded.

The Alabama decision was concerned almost entirely with that stage of the process — specifically with the legal status of the unused embryos or discarded embryos. The court found that they fell within the protection of the state’s 1872 Wrongful Death of a Minor Act — largely because the law didn’t explicitly provide “an exception ... for extrauterine children,” as Justice Jay Mitchell wrote for the court majority.

Indeed, the legal quandary that prompted Alabama’s IVF clinics to shut down after the ruling wasn’t that their right to implant embryos was now in question — it was their potential liability for the treatment of the unused embryos.

This isn’t a trivial issue. By some estimates, more than 1 million embryos are currently in cryogenic storage across the U.S. The Alabama ruling, if it percolates nationwide, “raises a huge question about what the obligations are for these frozen embryos,” Rosen said on the Johns Hopkins website. “Does this mean that they cannot be destroyed and have to be preserved into perpetuity?”

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That’s what makes the Cruz/Britt measure so slippery. It purports to guarantee Americans access to in vitro fertilization, by forbidding states to outlaw it, but defines IVF simply as “the practice whereby eggs are collected from ovaries and manually fertilized by sperm, for later placement inside of a uterus.”

Nothing there about how to treat the stored embryos or the legal consequences if any are injured in the process of fertilization or placement. Their proposal, moreover, says that nothing can block states from “implementing health and safety standards regarding the practice of in vitro fertilization.”

Abortion rights advocates will recognize that provision as a poisoned chalice, because even before the Supreme Court overturned Roe vs. Wade with its Dobbs ruling, numerous antiabortion states were imposing onerous regulations on abortion clinics in the name of “health and safety” — everything from dictating corridor widths to requiring that providers have admitting privileges at local hospitals.

These pernicious regulations are known as “TRAP laws,” for “targeted restrictions on abortion providers.” Although they’re “often pushed by anti-abortion politicians under the guise of ‘women’s health,’” in the words of Planned Parenthood , their real purpose “is to shut down abortion providers and make it more difficult for people to access abortion.” In their bill, Cruz and Britt explicitly encourage more of this in relation to IVF.

One more point: The bill’s guarantee of rights even to its narrowly defined IVF is nothing like absolute. It’s tied to a state’s participation in Medicaid — states would be required to keep IVF legal as a condition of their receiving Medicaid payments.

How big a cudgel is this? In some states, almost none at all. We know this because 10 GOP-led states, mostly in the deep South, still have not expanded Medicaid under the Affordable Care Act, even though the federal government pays 90% of the cost of covering the eligible residents.

In those states, an estimated 1.5 million residents fall into the “coverage gap” — their incomes are too low to be eligible for ACA subsidies, but even though they live below the federal poverty line, their incomes are too high to be eligible for Medicaid in their states.

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Those states include the home states of Britt and Cruz: Alabama (174,000 in the coverage gap) and Texas (1.2 million). It’s not hard to imagine their legislators voting to turn away Medicaid services for their poorest residents in order to preserve their status as bulwarks against reproductive health rights for women and couples.

The reaction of congressional Republicans to a proposal that would actually have protected IVF providers and patients from legal peril gives the game away. That measure, the “Access to Family Building Act,” was introduced by Sen. Tammy Duckworth (D-Ill.), who had her two children with the help of IVF.

Duckworth’s bill would have given Americans a legal right to access IVF and empowered patients and the Department of Justice to sue any state or state official who infringed that right. More to the point, it explicitly granted IVF patients “all rights regarding the use or disposition of reproductive genetic materials,” which would preempt any state from undertaking the same interference with the process endorsed by the Alabama court.

Republicans blocked Duckworth’s bill in the Senate. Asked about that on Bloomberg TV, Cruz said that her bill “seeks to back-door in broader abortion legislation.” This is just arrant claptrap. Duckworth’s measure has nothing to do with abortion; it deals explicitly and exclusively with “assisted reproductive technology” as it has been defined in federal law since 1992. Cruz’s beef with it plainly is that it is devoid of the anti-IVF loopholes that he and Britt wrote into their bill.

The cases before the Alabama Supreme Court were brought by two couples whose embryos were accidentally destroyed by an intruder at the Mobile clinic where they were frozen and stored. (Both couples had had healthy babies conceived via IVF.) The court made clear in its 8-1 decision that its rationale had nothing to do with science, and much more to do with religion.

“The theologically based view of the sanctity of life adopted by the People of Alabama,” wrote Chief Justice Tom Parker in a concurring opinion, is that “human life cannot be wrongfully destroyed without incurring the wrath of a holy God.”

The justices adopted the doctrine of legal “personhood” beloved of the antiabortion camp. “All members of this Court,” Mitchell wrote, “agree that an unborn child is a genetically unique human being whose life begins at fertilization and ends at death.”

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As for how the 1872 law applies, the court employed the “originalist” doctrine largely crafted by the late Supreme Court Justice Antonin Scalia, who maintained that a law must be interpreted the way its original drafters understood it to mean. Scalia is cited 10 times in the Alabama decision, but in this case the justices squeezed “originalism” until it screamed for mercy.

“Unborn children are ‘children’ under the Act,” Mitchell wrote, “without exception based on developmental stage, physical location, or any other ancillary characteristic.” Yet the idea that 19th century lawmakers contemplated that unborn children could survive outside the womb as were the frozen embryos, and granted them legal rights is plainly absurd. The birth of Louise Brown, the very first IVF baby, was in 1978.

The sole dissenter on the Alabama court, Greg Cook, warned that “the main opinion’s holding almost certainly ends the creation of frozen embryos through in vitro fertilization in Alabama.” His concerns were dismissed by his colleagues in the majority — his “prediction does not seem to be well-founded,” sniffed Parker. Yet the IVF centers serving the bulk of patients in the state shut down in the immediate wake of the decision.

After Gov. Kay Ivey signed a protective law in March purporting to give IVF providers legal immunity, two resumed operations, but not the Mobile clinic connected with the case. And many experts are unsure whether the new law is as effective as its sponsors claim .

That’s the legacy of the U.S. Supreme Court’s Dobbs decision. Antiabortion agitators have signaled that they’ll use any means they can persuade religiously inclined judges to accept, even outlawing contraceptives . Granting “personhood” to cryogenically frozen embryos that can’t be seen without a microscope is just one step on the path to the legal chaos they believe works in their favor.

In their Wall Street Journal op-ed, Cruz and Britt shed crocodile tears over the fact that, following the Alabama decision, “confusion and misinformation has spread, inflamed by partisan commentary.” This was a majestically dishonest take. Their own bill demonstrates that “partisan commentary” had nothing to do with the confusion. The Alabama decision was its cause. Their own bill would only make things worse, and you can be sure that they know it.

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Pulitzer Prize-winning journalist Michael Hiltzik has written for the Los Angeles Times for more than 40 years. His business column appears in print every Sunday and Wednesday, and occasionally on other days. Hiltzik and colleague Chuck Philips shared the 1999 Pulitzer Prize for articles exposing corruption in the entertainment industry. His seventh book, “Iron Empires: Robber Barons, Railroads, and the Making of Modern America,” was published in 2020. His forthcoming book, “The Golden State,” is a history of California. Follow him on Twitter at twitter.com/hiltzikm and on Facebook at facebook.com/hiltzik.

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Despite AI enthusiasm, Workforce Index reveals workers aren’t yet unlocking its benefits

By the team at Slack June 3rd, 2024

Quick take: Using AI tools at work is associated with a host of positive outcomes, from improved productivity to higher employee satisfaction. But executive urgency to incorporate AI is outpacing its use among employees. A new global survey of desk workers from the Workforce Lab at Slack, a Salesforce company, finds that two-thirds of workers have still not tried AI tools and 93% do not consider AI outputs completely trustworthy for work-related tasks.

Read on to learn about the top AI blockers for workers, the surprising AI gender gap emerging among Gen Z, and why we believe the AI hype cycle is just beginning.

Key findings

• Executive urgency to incorporate AI tools into business operations has increased 7x over the past six months and is now a top concern, above inflation or the broader economy.
• Among desk workers who use AI tools, 81% say it’s improving their productivity. And those who use AI show higher employee engagement and experience scores across the board, including 22% higher overall satisfaction.
• And yet more than two-thirds of desk workers have never used AI at work, and nearly 2 in 5 say their company has no AI usage guidelines.
• Just 7% of desk workers consider the outputs of AI completely trustworthy for work-related tasks , with 35% of desk workers saying AI results are only slightly or not at all trustworthy.
• There’s an AI gender gap emerging, and it’s largest among Gen Z. While young people are most likely to have experimented with AI tools, Gen Z men are 25% more likely to have tried AI tools compared with Gen Z women.
• Desk workers report spending a third of their day on average on tasks they consider low-value. But troublingly, instead of allocating the time saved by AI toward strategic or high-value activities like learning and skill building, employees are likely to spend 37% more of their time on routine administrative tasks.
• Even so, the AI hype cycle shows no signs of slowing. Seventy-three percent of desk workers say that AI hype is warranted and the technology “will have a big impact,” and those who have used AI tools are even more convinced.

See the data: June 2024 Workforce Index

In its latest survey of more than 10,000 desk workers around the globe, the Workforce Lab from Slack, a Salesforce company, finds that nearly all executives (96%) now feel an urgency to incorporate AI into business operations. The share of leaders aiming to do this “in the next 18 months” has grown 7x since September 2023, rising from 5% to 35% of all executives. And AI innovation now tops the list of executives ’ external concerns, above inflation or the broader economy.

At the same time, AI use among desk workers is up 23% since January and 60% since September. Thirty-two percent of desk workers have now experimented with AI tools and half of that group is using AI at work at least weekly.

Most AI users (81%) report that AI tools are improving their productivity. And notably, those using AI show higher scores across the board on all measures of employee engagement and experience, including:

• +13% Level of access to relevant people, files and resources
• +18% Work-life balance
• +23% Ability to manage stress
• +24% Overall satisfaction with work
• +25% Flexibility
• +29% more likely to say they feel highly passionate about their work

“The data shows that employees using AI are having an all-around markedly better time on the job. They’re not just more productive; they’re experiencing greater excitement, fulfillment and pride in their work,” says Christina Janzer, head of the Workforce Lab. “Leaders should take note that using AI at work is correlated with a host of positive associations.”

That said, the data also shows that there’s a gap between executives’ urgency to incorporate AI tools and actual AI use among employees: the majority of desk workers —more than two-thirds—have still not tried AI for work.

So what’s stopping more employees from experimenting with AI tools? Concerns about privacy and data security followed by mistrust of data quality and accuracy top the list of blockers that desk workers cite as limiting factors. Just 7% of desk workers consider the outputs of AI completely trustworthy for work-related tasks, with 35% of desk workers saying AI results are only slightly or not at all trustworthy.

“Companies have urgent, ambitious goals for AI in the enterprise and our research shows there are huge productivity benefits to be gained—but many leaders are still figuring out how to kickstart adoption among employees,” says Denise Dresser, CEO of Slack. “While this is truly a seismic shift in the future of work, there are simple steps every business can take starting today to help onboard employees on AI while maintaining trust.”

What should leaders do to encourage uptake? The PET plan: Permission, education, training

Step one to boost workplace AI use is to clarify permission by establishing clear usage guidelines. This may sound obvious, yet nearly 2 in 5 desk workers (37%) say their company has no AI policy. Desk workers at companies that have established permissions for AI use are nearly 6x as likely to have experimented with AI tools.

The next step is education and training . Only a small percentage of global desk workers (15%) strongly agree that they have the education and training necessary to use AI effectively. Unsurprisingly, the more training and education workers have, the more likely they are to use AI tools, and those who are trained to use AI are up to 19x as likely to report that AI is improving their productivity.

Education and training are fundamental to building trust in AI tools; desk workers who are well trained in AI are 7x as likely to trust AI tools to assist them with work-related tasks compared with desk workers lacking AI training.

Another significant factor in a desk worker’s likelihood to try AI and to consider it trustworthy is whether that worker feels their manager trusts them as an employee. Desk workers who feel trusted by their employers are 94% more likely to have tried AI for work-related tasks, and they’re also more trusting of AI’s accuracy and reliability.

Forecasting the AI future: Three predictions for leaders

The ai hype cycle is far from peaking—it’s just gearing up..

You might think AI couldn’t possibly garner more hype. But sentiment from global desk workers indicates the buzz is just getting started. Today, 47% of global desk workers express enthusiasm for AI to handle tasks from their job (compared with 42% at the start of the year). The majority of desk workers—73%—believe the fanfare around AI is justified, saying they expect it to have a substantial impact on their work lives. This sentiment is even stronger among those who have firsthand experience using AI tools.

This trend is set to intensify as Gen Z and Gen Alpha enter the workforce. The youngest workers show the most enthusiasm for AI, with 55% of workers ages 18 to 29 saying they’re excited for AI and automation to handle parts of their work, compared with 33% of workers over age 60.

Our take: “AI fervor shows no signs of stopping,” says Nathalie Scardino, Salesforce’s Chief People Officer. “At Salesforce, we’ve seen how integrating AI into our workforce strategies can have massive benefits for employees and companies alike. Freeing up employees to focus on more impactful work is good for morale and for business.”

Mind the gap: AI could further marginalize women in the workforce—or give them a competitive edge.

There remains a small but stubborn gender gap in AI uptake, with more men trying AI for work (35% of respondents) compared with women (29% of respondents). Even though younger workers are most likely to have experimented with AI tools, the AI gender gap is largest among Gen Z, with men ages 18 to 29 25% more likely to have tried AI tools compared with women in the same age group.

One bright spot is that AI use is accelerating at a faster clip among workers of color, with 43% of Hispanic/Latinx desk workers, 42% of Black desk workers and 36% of Asian American desk workers having tried AI tools at work, compared with 29% of white desk workers. And there’s little to no gender gap among Hispanic/Latinx or Asian American employees.

Our take: “As we embrace our future with AI, it’s imperative that we continue to provide access to those who have historically been left out of technology shifts,” says Alexandra Legend Siegel, Salesforce’s Chief Equality Officer. “It is encouraging to see some of the findings on workplace AI tools and we’re committed to continuing to upskill and empower every community to leverage this technology for good in their workplace, careers and lives.”

AI is at risk of increasing busywork rather than reducing it.

AI promises to transform our work lives, and the latest Workforce Index survey shows there’s room for improvement: the majority of desk workers (64%) experience burnout once a month or more, about a third say they regularly feel stress about work, and 30% do not feel passion for their job. At the same time, desk workers estimate they spend about a third of their day, on average, on tasks they consider “low-value” and “not meaningful to their job.”

The top three most commonly cited low-value tasks are unnecessary meetings or work events, managing low-value emails, and excessive paperwork or data entry. In a perfect world, we’d minimize these tasks with the help of AI, creating more time to focus on more meaningful work.

But when asked how they would prioritize the time they get back from AI, “more admin” topped the list, while innovating and creating, learning and skill-building, and networking with colleagues fell to the bottom.

Our take: “AI could really open up a lot of time for workers, but it would be a shame if we waste that time on more busywork,” says Janzer. “If we want to make the most of what AI can offer, it’s up to us as leaders to help our people prioritize the most rewarding work.”

AI fast facts

Methodology

The survey included 10,045 workers in the U.S., Australia, France, Germany, Japan and the U.K. between March 6 and March 22, 2024.

The survey was administered by Qualtrics and did not target Slack or Salesforce employees or customers. Respondents were all desk workers, defined as employed full-time (30 or more hours per week) and either having one of the roles listed below or saying they “work with data, analyze information or think creatively”: executive management (e.g. president/partner, CEO, CFO, C-suite), senior management (e.g. executive VP, senior VP), middle management (e.g. department/group manager, VP), junior management (e.g. manager, team leader), senior staff (i.e. non-management), skilled office worker (e.g. analyst, graphic designer).

For brevity, we refer to the survey population as “desk-based” or “desk workers.”

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