cover letter sample for project proposal

How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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How to write a proposal cover letter [with example]

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Selling & Enablement

Updated: Mar 1st, 2024

Like the devilishly tempting Hostess Ding Dongs treat, a proposal cover letter has to be short, sweet, and dense. Unlike that aforementioned hockey puck of delectability, proposal cover letters cannot be mass-produced. To write a proposal cover letter with nary a wasted word, you first need to understand its strategic significance in the overall proposal.

I’ve spent more than 17 years on proposals and have written hundreds of proposal cover letters. When I started, we printed out proposals and created huge binders to share with reviewers. Reviewers would open the binders to see the proposal cover letter, then an RFP executive summary , and then dig into the proposal itself. Binders are part of a bygone era; there’s been a big digital shift since I started.

Requests for paperless submissions and the growing popularity of online portals has altered the strategic significance of the proposal cover letter. It’s gone from a “must-have” element, to a “nice-to-have” one. My background is predominantly healthcare and insurance. Anecdotally, maybe only 30% of requests for proposals (RFPs) in healthcare and insurance request executive summaries while most volunteer that a cover letter is optional. If they give you an option, take it.

Some online portals don’t even give you an opportunity to include extra documents like cover letters. In such cases, you now have to include the cover letter as part of your proposal PDF. At the same time, RFPs are more complex than ever, requiring more details in submitted proposals. Issuers expect you to have your content in order, and a lot of it.

Speaking of issuers and what they’re looking for in proposal cover letters: They don’t need information that they can find on your website, that they can Google, or that sounds canned. They want to make sure you’ve reviewed the RFP requirements, and it’s absolutely essential to hit them with that up front, in your proposal cover letter. Especially if your solution meets all of the issuer’s requirements. Emphasize that fact simply and directly.

What is a proposal cover letter?

The proposal cover letter is meant to frame up your RFP proposal. It’s not a rehashing of the proposal or executive summary . It’s a vehicle to thank the issuer for the opportunity to respond, to say, “We’ve seen your business requirements and composed this proposal because we think we’re the best partner for you.” Think of it as the bow on your RFP proposal package.

Whether paper, PDF, or stone tablet, one thing that hasn’t changed about the proposal cover letter is that it’s your first opportunity to declare the value propositions that differentiate yours from competitive proposals. These value props will be the threads that weave through your proposal, from cover letter, to executive summary, to answers to questions.

As far as length, I aim for a page and a half when I write proposal cover letters. Try to keep it under two. Go longer only if a template or specific framework for the cover letter is provided by the issuer, which is sometimes the case in government RFPs.

Why a good proposal cover letter matters

RFP reviewers will be looking for deviations in responses. Deviations among responders as well as deviations from their (the issuers) requirements.

When you can write a cover letter and state, “After reviewing the RFP, we are confident that our solution meets all requirements and detail that fact in our proposal,” you make a compelling argument for reviewers to concentrate on how your proposal illustrates how you solve problems. They’ll notice cover letters that do not mention something that direct, and will review those proposals to look for where the solutions fall short.

When should you write the proposal cover letter?

It’s page one so it should be written first, right? Not necessarily. I’m a proponent of writing the executive summary first, the cover letter second, and then building the proposal. Certainly review the RFP first so you can determine what it’s asking for. But don’t just jump into a response from there. Take the time to establish the value props that will make it a cohesive proposal.

Writing the executive summary first helps you formulate your argument and determine which content you’ll need for the proposal. Once you know what you need to be persuasive and how you can solve the issuer’s problem, then you can develop the three-to-five value props (I try to boil it down to three solid, unique value props) that you can define in the proposal cover letter.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice, and style need to be consistent across all documents (cover letter, executive summary, and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a responder’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

7 steps to write a proposal cover letter

The compact nature of the proposal cover letter makes it difficult to fit everything in one or two pages. Good writers are valuable assets in these instances. Every proposal cover letter should contain the following sections:

• Thank the issuer (and broker, where applicable) for the opportunity.
• Recite your understanding of the opportunity to validate that you reviewed the RFP requirements.
• List your abilities to meet requirements. If you can meet all of them, lead with that fact.
• Describe your value propositions. You’re trying to portray that, “This is what we bring to the table, and that’s why we’re the best choice.”
• Provide a high-level future snapshot of what business will look like after your solution is chosen.
• Conclude with a persuasive delivery of your understanding of next steps: “We look forward to the opportunity to discuss our proposal further.” Show that you’re able and willing to move forward in the sales lifecycle.
• Sign it from the frontline sales representative or executive sponsor. This should not look like a form letter from the organization as a whole.

3 common mistakes to avoid

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this… Responsive’s growing list of 600+ clients including 40+ Fortune 500 organizations continue to take advantage of our one-of-a-kind Unlimited User licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFx response process ….is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them, too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
• Don’t guess. Make sure you or someone on your team does the legwork and discovery to inform your response strategy. The more you have to guess, the longer the letter will take to write.

Proposal cover letter example

Feel free to use the proposal cover letter example below as a template for your next letter. One of the many advantages of proposal software such as Responsive is the automation of the cover letter process. Don’t get me wrong, you still have to write it, but RFP software helps:

• Access and write in the template within the platform (no need to toggle back and forth between a word processor and whatever application you’re using to build your proposal)
• Include identical brand elements as the proposal and executive summary
• Add the cover letter to the front of the proposal and/or executive summary when you output it for submission

When you use the following example, you’ll need to swap out the RFPIO-centric items with your own company and solution information as well as the custom value props for that specific proposal. The three value props highlighted in the example are Salesforce integration, data security, and customer support. For your letter, these will be specific to your solution and the problem stated in the RFP.

Hi [Issuer(s) first name(s)],

Thank you for considering Responsive as your potential vendor for RFP automation software. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, Responsive meets all of the requirements detailed in your RFP. That’s illustrated in greater detail in this proposal. In the meantime, the following capabilities make us confident that Responsive is the most qualified company and solution for [issuing company name’s] [RFP title].

• Helping businesses improve and scale their RFP response process for greater efficiency. The time and resource savings reported to us from our clients has allowed them to participate in more proposals and provide high-quality responses that create additional revenue opportunities.
• Automating the import and export functions, centralizing content for RFPs, and facilitating collaboration among key stakeholders.
• Managing knowledge and content through our AI-enabled Content Library .
• Giving clear visibility into the entire RFP process through reports and dashboards—including project status and progress, and analytics for actionable insights.

We know that it’s important for [issuing company name] to find a solution with a strong integration with Salesforce. This proposal details Responsive’s integration with Salesforce , and how it will work for you. In addition to that, Responsive’s open API allows for integrations with many other technologies for cloud-storage, collaboration, and other desired platforms.

We also take your data security concerns highlighted in the RFP very seriously. You can be assured that your data will be safe and accessible. We work with a variety of enterprise customers and understand the necessary level of security that is required. From the beginning, we made it a priority to build security right into Responsive’s technology, which we continue to maintain. We are SOC 2 and ISO27001 certified, while continuing to pursue other best-in-class certifications to ensure security.

Regarding your requirement for ongoing support following implementation: When it comes to customer support, our technical and account managers are high performers. We have an expert group of 110 nimble programmers and developers who are always ready to provide quick technical fixes (that you can request right within the solution). Our reliable and attentive account team is ready to fully support [company name] should we move forward as your vendor.

Upon deploying Responsive, it’s intuitive user experience is simple to get used to. You’ll also get free access to Responsive Academy for all your training needs, now and in the future. Getting started is as simple as loading that first project. The whole team will be collaborating from there. As your Content Library grows, machine learning will provide more and more automation opportunities. It won’t be long before you see a drastic uptick in proposal quality and number of proposals submitted.

If you’re interested in comparing our solution to other comparable tools, we recommend that you visit software review platform G2 Crowd’s top RFP Solutions grid . This information is based on user satisfaction and places Responsive at the top in all categories.

We look forward to the opportunity to discuss our proposal further. We appreciate your consideration, and wish you luck on your selection.

Thanks, [Signee’s name] [Signee’s title]

You should have it “cover”-ed from here

If you’ve done your research and client discovery, and you know the value props specific to the RFP that you’ve already reviewed, then letter writing will go fast. The better you know the client and people involved, the easier it is going to be for you to tailor the proposal cover letter, the executive summary, and, most importantly, the RFP proposal.

To learn more about how Responsive can help you write better proposal cover letters, schedule a demo today!

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Proposal Cover Letter Template

In our previous article , we discussed how to best use cover letters with proposals . Today, we have included a sample cover letter to give you a better idea of what that might look like. Also attached is a template we based the sample on.

Proposal Cover Letter Sample

Dear Mr. John Don,

I am pleased to enclose here our proposal on Adaption to Climate Change: Agroforestry and Sustainable Farming Practices in Kaule, Nepal to be implemented by KEN. We hope this proposal will allow you to come to a decision regarding support for this project in the coming weeks. KEN requests NPR 1,029,300 from the Embassy’s Small Grants Fund for local NGOs.

KEN last received funding from the Embassy two years ago for rebuilding after the earthquake. From our last meeting with your staff, we understand the Embassy is looking to build resiliency before the next big disaster strikes. Our project directly addresses this issue.

Adaption to Climate Change is a project focused on enhancing the resilience of small-scale farmers to the effects of climate change and to open up new possibilities for income generation. With your support, we will be able to eliminate reliance on cash crops and diversify farmers’ income, allowing for a better, sustainable lifestyle for all 762 residents of Kaule within 12 months.

I will be happy to respond to any questions you may have about the proposal. I can be reached at [email protected] or +977-xxx-xxx xxx.

We thank you again for your consideration and look forward to hearing from you soon.

Download Ready-Made Letter Templates

Here is a proposal cover letter template. The above sample was used with this template as a base. This template is in print letter format. If the cover letter is intended to be sent as an email, then reformat to match the above sample.

An editable Word document file is also available below. All [red text in brackets] should be filled out and customized by the NGO. Do not forget to remove the brackets and red color before sending it to a donor!

This sample has been shared with modification for learning and capacity-building purposes.

Download [110.02 KB]

You are just wonderful and your works are simply educative. Lovely constructed and understandable. I would like to get Business proposals if there there is any.

Dear Olumuyiwa: Sorry. Our website is only focused on proposal writing for NGOs and not for business.

Thanks for your prompt response to my former request. May I then have template of proposal writing for NGOs

For samples and templates, check out our collection here.

Please send me a sample of proposal writing for NGOs too seek financial assistance from donner agencies or others. Send that to me via email [email protected]

Dear Newman: We have selected sample proposals available absolutely free. Click here for further information: https://proposalsforngos.com/sample/

Very Nice Thanks for information and knowledge Impart

Hello Dears, thank you for your all helpful guidance and templates, could you kindly share me a template proposal for my profit language and computer education center? as it is not an NGO, it is non governmental profit center for learning center. Thanks

Sorry for my writing mistake “It is a non governmental profit organization for learning”

we do not have such specific templates, but when you go through the list of templates we do have, I am sure you will find something helpful for your organization.

Please if you won’t mind, I would love to have a voice talk with you to explain myself better. I really need help with writing this letter, am an individual with no sponsors yet but I have the strong urge to do humanitarian services especially towards achieving a healthier communities as well as individuals, I don’t have the fund to run medical tests for free for the smaller communities I have at heart as i want to, thus i want to work hard to raise fund by writing to companies/offices whom I know their staff require the services I render …  Read more »

Dear Yvonnecynthia: You can reach Eva at [email protected]

HELLO everyone, I am actually starting up, my mission is to render Health services to individuals, companies and communities, but I need to write letter introducing my organisation (which is bearly kicking up), I really don’t know how to go about it. But the services I render includes Health Talk, free Vital Signs checks, medical screening (at client’s cost) as well as eye screening too at clients cost. Please can I get a template for such, ( I intend to write to companies).

Hello, where are you located?

Hello Ahmed: Our head office is located in New York, US.

This has been so wonderful

Hello Fredo: I am glad that the article is helpful to you.

anyone here can help to make proposal to the NGOs , i need to submit by tomorrow the request proposal for the international port here anyone can help me..

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Candid learning offers information and resources that are specifically designed to meet the needs of grantseekers..

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How do I write a proposal cover letter?

The cover letter often is your proposal's first chance to connect your project with the reader's philanthropic mission. It goes on top of a proposal, but it is not the same as an executive summary, which states your proposal's key points.

At minimum, your cover letter should:

• Request your dollar amount and introduce your project in the first sentence
• Describe how your project and/or organization will further the foundation's mission
• Reference your most recent contact with the foundation
• List the proposal's contents
• Give contact details in case the funder wants additional information
• Be signed by your organization's executive director

Dive in to this topic with our self-paced course: Crafting compelling grant proposals Learn how to craft a compelling and competitive proposal.

Sample cover letters

Samples of actual cover letters are usually hard to find because the donor and applicant may be very protective of these documents. Also, they usually are very specific to the project, organization, and funder.

However, our Sample Documents section is a searchable collection of proposals, cover letters, letters of inquiry, and proposal budgets that were actually funded. Each proposal includes a critique by the decision-maker who awarded the grant.

You also might check if anyone in your professional networks would be willing to share sample proposals and cover letters.

See also our related Knowledge Base articles:

How do I write a grant proposal?

What should be included in a letter of inquiry? Where can I find samples?

More articles on proposal writing.

Have a question about this topic? Ask us!

Candid's Online Librarian service will answer your questions within two business days.

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Explore resources curated by our staff for this topic:, staff-recommended websites, sample cover letters & proposals.

Nonprofit Guides has a sample proposal cover letter, letter of inquiry, proposal, budget, and other items that may be of use to grantseekers.

Sample Grant-Proposal Cover Letter

Sample cover letter that introduces a grant proposal.

How to Write an Effective Grant Proposal Cover Letter

Lists attributes and tips to write good cover letters. Includes sample cover letter.

Sample Cover Letter,Proposal,Letter Proposal

Each section includes a brief description of its purpose and what to include.

Staff-recommended books

Winning Grants Step by Step

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Proposal Cover Letter: Samples to Get the Contract

A proposal cover letter is a document used to introduce your company’s products and services to a prospective client. A proposal cover letter allows customers to determine whether you are genuinely engaged with them and have done your research—or whether you have copied and pasted generic language from previous proposals. 

Proposal cover letters are important for grant requests or businesses. You may also have to send a proposal cover letter to a customer, depending on the kind of business you intend to get from them.

Before you write proposal cover letters, introduce your organization to the recipient. Ensure the introduction of your letter is catchy and explicitly spells out what you want the recipient to know about your business and what you hope to get from them.

How to Write Project Proposal Email and Samples

When Is It Appropriate to Send a Proposal Cover Letter? 

Proposal cover letters should be used for companies and foundations but not grant applications to the federal or state governments. Funders want what they ask for, and they seldom ask for proposal cover letters in addition to the grant application. There are two characteristics of an excellent cover letter. Your proposal cover letters go straight to the point quickly and do not duplicate any material already included in the proposal.

It is recommended that you compose the proposal cover letters after you’ve finished the proposal and are in a thoughtful frame of mind. While you examine your big success (the completed financing request), let the creative, right half of your brain kick in and link your emotions of accomplishment to the person who will assist you in bringing your ideas to fruition.

How to Write a Business Proposal Email 7 Samples

How to Write Proposal Cover Letters

• Use a Letterhead Take advantage of the letterhead provided by your organization. Make sure that the cover letter and the completed grant application both have the exact date on them. This is the day on which you will submit your grant proposal to the recipient. Using the precise date on all of the papers in your proposal documents ensures consistency.
• Address it to the right recipient

When writing your recipient’s address, write the name and title of the foundation or corporate contact person, address, city, state, and zip code of the funding source. Call or send an email to double-check the accuracy of the information you’ve received. Because this kind of information changes regularly, and you must have the most up-to-date name and address . 

• Use the proper salutation In your greeting, use “dear” followed by the personal title (Mr., Mrs., dr., etc.), followed by the last name of the person you’re writing to. You must address it to a specific individual. Check with the foundation or corporate office to ensure that you are speaking with the proper individual and that you have the correct personal title. These particulars may seem inconsequential, yet they are critical. 
• Write the cover letter

Your opening paragraph should be straightforward and focused on a single point. Introduce your group (using its legal name, which will serve as your corporate name and explain to the funder why you are asking for the funds you are requesting. Describe your group’s mission and activities in a sentence or two, followed by one research-based statement demonstrating why what your organization does is needed. 

Add one or two extra short paragraphs to your essay. Describe the goal of your project and how it aligns with the mission or financial priorities of the donor. Include the fact that your company’s board of directors is enthusiastic about the idea. 

Make use of a concluding phrase such as “sincerely.” If possible, the letter should be signed by the executive director and the board president, if applicable. Type the signer’s first name, middle initial, last name, and work title in the space provided below the signature. Although the ed or board president should sign the letter, add the contact information for the person who will be most suited to answer queries after the last paragraph. 

How Long Should a Proposal Cover Letter be?

Keep your cover letter to one page, with three or four paragraphs, and keep it concise. The tone and content of your cover letter may differ significantly if you’ve been requested to submit a comprehensive proposal after the submission of a letter of inquiry or if this is your organization’s first approach to a specific foundation.

Proposal Cover Letters Sample 1

Proposal cover letters sample 2, proposal cover letters sample 3, proposal cover letters sample 4.

Fundamentally, the cover letter should be forward-thinking, simple to read, and compelling enough to entice the reader to read the rest of the proposal. Avoid placing any barriers in the path of the reader that might dissuade them from continuing to read. 

About The Author

Jim Blessed

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4 Tips To Creating a Proposal Cover Letter (& Templates)

Once you've put together a  proposal , it's common to think, ‘Now what?'. We're here to answer what's the best cover letter you can send with your proposal to close a deal. 

Within a proposal cover letter, there are a few different components that you need to consider.

• A cover letter is more casual than an  executive summary
• It's structured like a letter and has a greeting and sign off
• Not focused on strategy, but is more conversation
• Should focus on the unique strengths that you can bring to a project

In this blog, we'll be covering how a proposal's cover letter differs from a job application letter, how it's structured, and the tips that'll help you close deals.

But first, let's go over what one is and why it's so important in getting your business proposal read.

What is a cover letter?

Cover letters help you grab the potential client's attention quickly. It's a short, single-page document that includes an overview of the most critical details of your proposal. If you haven't yet written the proposal, we have a sample business proposal you can read here with some templates to help you get started.

The goal of a great cover letter is to convince the client to read the rest of your proposal, so you'll want to make the writing as interesting as possible. You can mention any critical details you think will help you land the job, including your past results, skills, and education. You should also cover the key aspects of the project you're pitching. Think of it as a stripped-down version of an executive summary.

Why is a cover letter important?

Clients can be very busy. A cover letter helps clients decide whether they're interested in reading the entire proposal. This means that having a strong cover letter is just as important as the business proposal itself.

Take this as an opportunity to give clients a great first impression. A business proposal tends to be more factual, while a cover letter has the benefit of being more personal. By sparking an emotional connection early on, you'll have a much higher chance of them reading the whole pitch.

A good proposal can also help you get your foot in the door of larger companies, even if you don't have a connection to anyone working there. Just warm up a cold pitch by attaching a cover letter to an unsolicited business proposal.

This is especially important at the beginning of your career, since you may not have the funds to reach clients through traditional marketing. Cover letters can be a powerful way to land clients without having to spend any money on new client acquisition costs.

We have some tips that'll make this process easier, but first, it's important to talk about the traditional structure of a cover letter.

How to write a proposal cover letter

Let's briefly walk through the structure, since the information you'll include will be slightly different from a traditional job application cover letter.

A proposal letter looks like this:

Contact information

Introduction.

It may seem pretty standard, but the information in a business proposal cover letter will be a bit different from other cover letters. Here's a closer look at each paragraph:

Start off by adding your name, address, phone number, and email to the header. Feel free to also include the potential client's contact information. Although it's not as important now with email as it used to be in the days of snail mail.

Pro tip: Drop a link to your LinkedIn profile in the heading too. This lets them get a better feel for who you are and can even provide them with additional information that you didn't have room to include in your cover letter.

It might be tempting to breeze through the introduction to get to the "meat" of the letter, but the introduction is actually one of the most important parts. You need to capture their attention right away, so come up with an engaging way to introduce yourself and what your business does. It's one of the few spots of a cover letter where you can inject your personality into the writing, so make it count!

This is where you'll address the company's needs and how you plan to help them. Unlike a traditional job application, a business proposal's cover letter has the intention of selling a service or product. Be sure that the writing is sharp and highly persuasive. You want to generate enough excitement that they move on to your executive summary and, ultimately, read the rest of the proposal.

You can include any core strengths and past results that have helped previous clients. However, keep this section concise by sticking to just a few of the most important details that directly apply to the client. End this section by covering how you plan to achieve the goal you're pitching. Think of this as more of an "overview" of your plan. They'll get more details when they read the rest of the proposal.

Like the introduction, it's typical to see cover letters that spend a lot more time on the body paragraphs than the closing paragraph. But leaving readers on a strong final note is just as important as making a great first impression. It's recommended that you wrap the cover letter up by mentioning a strong benefit your project will bring to the company.

The last critical piece of information you need to include is the call to action. What do you need them to do next? In this case, the next action you'll want them to take is to read the business proposal. Provide some encouraging words to move the client in that direction.

4 Tips for creating a cover letter

Now that you have the structure down, it's time to start writing it! We have some tips to elevate a cover letter so you can start closing deals.

Step 1: Kicking off the cover letter

A great cover letter starts by showing off your personality and the type of communication they can expect if they're going to work with you. Lean into your intuition and use your voice!

There's no reason to be super corporate here. Instead, show that you're a person who can be professional, but still enjoys the work you do. 

Your approach will be a bit different depending on if the business proposal is solicited or unsolicited:

• Solicited proposal: If a client asked you to send a proposal, you can start by saying "As per our discussion..." before addressing their problem and your proposed solution.
• Unsolicited proposal: The first sentence is crucial. Grab their attention immediately with an engaging statistic related to their problem and how you can help them.

It's important to hook your reader right up front! That means understanding who your audience is and the industry you represent will be critical to nailing a cover letter. For instance, if you're pitching a more traditional company, like one in finance, consider how they may expect communications as opposed to a start-up.

Typically you can get a feel of how a company communicates by viewing their website, content, and related information to get a feel for their tone and voice.

Find a balance between being true to your voice and communicating in a way that's comfortable to the prospective team.

Here are a few examples of the beginning of a cover letter.

Hi Prospective Client, 

Thanks for taking the time to review my proposal! I'm really excited about the ways we can work together to support [company].

Hello Mr./Mrs. prospective client, 

I'm pleased to present you with the request for proposal [proposal title]. In this proposal, you'll find goals and objectives, scope of work, pricing, [and any additional information you found relevant.

You can see the difference between these two tones. Consider when would be appropriate to use either.

Step 2: Highlight what problem you'll help the company overcome

Within any proposal, you want to ensure that your client knows that you understand the problem that they're trying to solve. Include their goals and objectives of why you're entering this engagement.

Share the company's pain point in a way that's easy to digest. Leave this section to focus on the company's problem. Later, you can mention the solutions.

Here's a snippet of a type of pain point a client may be facing:

Right now you're creating a lot of excellent content and it's frustrating when it's not leading to the increase in traffic and conversions you're hoping for.

Step 3: Share how you'll work towards their goal

The next section of the cover letter will outline how you plan to approach their challenge. Now, remember, this isn't where you get into the nitty-gritty. This is just a high-level overview of your plan of attack. Specific details will be broken out in your proposal.

Here's an example of a short and efficient way of accomplishing this step.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience with a few well-implemented strategies that I've outlined in the attached proposal. 

Step 4: End your cover letter with next steps

Once you've worked through the steps of a cover letter, the last piece that you include is the next steps. Sometimes your client will already have shared their process and timelines associated, but if they haven't this is a great opportunity to take initiative and show them that you're able to make their lives easier by outlining what's needed to move forward.

Below's an example of some ideal next steps. 

Once you've had a chance to review the proposal, please feel free to follow up with any questions. I'll be following up in a week to check in on the status and see if there are any additional ways to support your team. 

If you decide to move forward, we can start the engagement within a week of signing the contract.

Proposal cover letter samples

Below we've compiled a couple of different examples and templates of what you can use to create a template for your client today. 

Proposal cover letter sample #1

We'll kick things off by sharing full versions of the snippets we included above. This is for a proposal for SEO and content strategy to support clients looking to increase organic traffic.

Right now you're creating a lot of excellent content and it's frustrating that it's not leading to the increase of traffic and conversions you're hoping for.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience by implementing a few strategies that I've outlined in the attached proposal.

Most Sincerely, 

Proposal cover letter sample #2

In this sample, your cover letter is approached with a more formal tone and is for a client who is looking for support in their product strategy.

Hello Ms. Thompson, 

I'm pleased to present you the request for Project Strategy Proposal. In this document, you'll find outlined the goals and objectives, the scope of work, pricing, and some case studies of relevant projects I've worked on. 

I know that Quest Products has been struggling with converting their traffic to their Saas platform and hitting their retention goals. 

After some analysis, you'll find within the proposal a scope that entails audience research, user testing, and analyzing data analytics that will all work towards the goal of boosting conversion rates and diagnosing any challenges. 

Once you've had the chance to review, please let me know if you have any initial questions or concerns. I'm happy to provide any additional information that would be useful. 

I'll follow up with you next week to check in and outline the next steps. 

Most sincerely, 

You'll see that within each example we include four key components: intro, highlighting the problem, sharing your proposed solution, and providing the next steps. 

Need a proposal for a potential client?

Create a professional proposal in minutes with Indy’s Proposals tool. Use your logo and branding, add terms, and include portfolio items.

Wrapping up

A cover letter gives you the chance to point out a problem with a company and propose yourself as the perfect solution. And though it can be time-consuming, the results that a winning cover letter can bring to your business are well worth it in the end.

But if you're looking for a faster way to write business proposals, you can speed up the process by using proposal software . Just choose the template you need, fill in your details, adjust the content to your liking, add your branding, and you can be finished in minutes. As you move forward with creating a cover letter, keep in mind the tips we've outlined above and you'll be sure to succeed!

How To Write A Killer Proposal Cover Letter

In this digital, competitively busy setting, first impressions are essential. The same goes for the cover letter you’re framing to pitch to a prospect.

The client’s desk is already filled with convincing letters from potential talents.

Standing out in the enormous queue of “skilled” candidates and grabbing the gig needs you to craft an appealing cover letter.

Instances suggest many skilled freelancers fail to land a project because they lack impactful proposal writing skills . 

Here, we will guide you through the process of creating a stellar cover letter for your proposal that grabs the client’s attention and brings exciting offers to your table.

Table of Contents

1. Read the Requirement Thoroughly

Many freelancers commit the mistake of starting the proposal just by reading the headline and not going into detail. This is not a great idea because you will miss vital information in the job description/requirements.

This may lead to non-adherence to a clause that the employer might have included, and you miss it altogether.

Check out the 30 common freelancing mistakes you can avoid making in this blog!

Reading the requirement thoroughly will help you understand the client’s needs better, customize your offering, and frame your pitch accordingly.

Sometimes, the clients also put specific instructions between the job requirements to know if you have read them thoroughly.

Here’s one example. 

We are looking for talented logo designers to join our team and work on our brand’s new logo launch, which is due this coming month.

We are a startup based out of Dubai and work with digital marketing agencies to care for their content needs. Write “N” at the beginning of your cover letter.

The pay is decent, and if we like this work, there will be regular work in the coming months. Place your bid to discuss further. 

If you start your proposal after a single gaze at the headline of hiring logo designers, you will miss the vital instruction in between. The same instruction 

2. Use Comprehensive Language and Tone 

Now that you have read the description in detail, it’s time to start writing the cover letter .

Remember, the cover letter is not for showing how many bombastic words you know. Neither is it your space to show how strong your vocabulary skills are. 

Keeping the proposal simple and comprehensive is the key; the sentence flow must be seamless. It would help if you keep the tone so that it directly connects to the client, and they find it interesting to read until the end. 

The more straightforward structure you follow conveying the most powerful message, the better your chances to stand out in many applications.

3. Capture Attention

Your client is super busy and receiving hundreds of applications stating why they should hire them. The chances are high.

He will scroll through your proposal, too, UNLESS you have something unique in it. 

Consider starting with a line that forces them to stop by and read more about you.

Something similar could be, “ I am super excited to frame this letter as I have four years of experience in logo designing, fitting the exact criteria you’re looking for. I’ll tell you why.” 

It is essential to grab their attention in the first few seconds of them opening your proposal. They won’t even take it to the next paragraph if they aren’t impressed. 

4. Answer Why You’re The Perfect Fit 

Once you’ve successfully grabbed their attention, they’re likely to read your letter, in the end, to understand if you are the one they are looking to hire. So, playing your dice on point here is crucial, or you’ll lose the game. 

You have to convince the client why you’re an excellent fit for the project and why they won’t regret hiring you. Choose to answer the following questions in detail: 

• How does your experience fit in with the mentioned job description?

Here, talk about your experience in the concerned field. Suppose they’re looking for a graphic designer for a new website.

Talk about your experience in graphic designing, what you understand about the industry, and your related work. Showcase your design skills and make sure to create a catchy graphic designer cover letter .

• What relevant work have you done? 

Tell them what similar projects you have worked on and how you contributed to that work. Describe how your client reacted to your work and gave you a big thumbs up. Keep it precise and to the point. Attach relevant samples to your work for them to look at your skills. 

• Talk about your ideas and excitement about working on the project. 

Tell them some brief ideas of how to be a unique contributor to the project. Express your enthusiasm to be a part of it and that you can’t wait to hear back from them. 

Clients love to see energetic candidates willing to invest their hundred percent in the project. A monotonous, repetitive cover letter without customization is a big red flag for them. 

5. Conclude with a Catchy CTA

If the client has come to the end of your cover letter, you have done an incredible job. But don’t think you’re done yet.

Not adding a catchy call-to-action will often fade the client’s interest to revert to you. Therefore, concluding your proposal cover letter with an engaging CTA is crucial, forming a different communication gateway. 

Some Quick Tips For Crafting an Appealing Cover Letter 

Now that you know the elements of what goes inside an intriguing proposal, here are a few quick hacks on the significant pointers. 

• While you write the proposal, ensure your focus is on client requirements. If they are looking for a copywriter for a travel website, you must not be talking about your experience writing crypto copies. What you can produce must be relevant to what the client wants. Want to become a copywriting superstar? Check out our blog for some insider tips and tricks to kickstart your journey!
• You might have written hundreds of copies or designed more than a hundred logos. But what the client cares about more is how you can be of help to their project. Rather than boasting about your achievements, explain the similar work you have done and the experience you have gained in that area. 
• Always remember that the proposal is not an essay on your professional achievements. It is a pitch to convince the prospect about your services. It would help if you hit the areas that connect to the client and they find it reliable to hire you for the project. 

Let’s see one example: a lot about the tactics for crafting an appealing cover letter that works. You could take references from this template while you pitch your next prospect. 

Here we go! 

Hey Sam, 

Greetings of the day! 

I’m writing this letter to express my strong desire to join your project about copywriting experts for an ed-tech website.

Being a copywriter for over three years now, I have collaborated with many ed-tech brands and startups and helped them with their needs of steller website copies. 

I follow a unique copywriting strategy that instantly connects to the audience and helps you get the recognition you deserve.

I’ll be open to constructive criticism and shall open the suggested feedback accordingly to keep up with your requirements. 

I can’t wait to implement my creativity and skills to develop engaging website copies that will stand out in the great wave of sensitive documents from competitors. 

I’d appreciate any further queries from your end and would be happy to answer them. I am attaching my samples herewith for you to gauge my skills better. 

Sounds like a good fit? Feel free to revert, and let’s discuss the project further. 

The Bottom Line 

Framing a catchy cover letter for your proposal is the first step towards creating an impression with your prospect and might open the door to long-term opportunities. So, be very cautious while you write the letter and ensure you are hitting the target areas right on point. 

Do you apply the steps mentioned above while you pitch a prospect? If not, what are you waiting for? It’s your time to implement the strategies now! And if you need some more resources for creating a winning freelance portfolio , we have got you covered too!

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How to Write a Proposal Letter for Any Use Case [+ Templates]

Whether you’re writing a business proposal, project quote, or sales pitch, you’re going to need a top-notch proposal letter.

This letter provides context to the recipient, sets the tone and style for the proposal, and encourages the recipient to review your complete proposal.

But…writing is hard work!

To make things easier, we’ve got a simple 5-step process to help you craft your letter.

Below, you’ll also find 3 unique templates with an example proposal letter for each.

What is a proposal letter?

A proposal letter is designed to entice the recipient to read your proposal in its entirety. It can be formal or informal, and usually covers the problem statement, goals, proposed solution, and next steps. It might also include details about the project budget or timeline.

Cover letters are sent alongside all types of proposals, including:

Sales proposals

Business plans

Business partnership agreements

RFP responses

Project or service renewal proposals

Internal collaboration and project proposals

Grant proposals

Research proposals

Sponsorship proposals

Why you need a proposal letter

Here are important reasons why you shouldn’t skip the letter:

Set the tone - Your proposal letter will set the stage for the proposal. It can hint at the results the prospective client will receive or it could cover the RFP requirements that were met.

Provide context - A proposal letter provides context for why the proposal is being sent. This is useful whether the proposal was solicited or unsolicited because you give the reader a reason for being in their inbox.

Highlight key areas of the proposal - You can use the letter to surface any detail you want, be it a testimonial, average client result, low-price promotion, market opportunity, or whatever will excite your reader the most.

Encourage the recipient to read the proposal in full - At the end of the day, a great proposal letter should serve as a gateway. It gives enough information to convince the reader to give you their undivided attention and review the entire proposal.

5 steps for writing a proposal letter

Use these 5 simple steps to craft the perfect proposal cover letter.

For best results, you should write your proposal before you write the letter. This way, you’ll have already done your research on the potential project, client, or business idea.

1. Know your goals

Before you start writing, take a step back and really consider what you’re trying to achieve. Are you trying to get the attention of a prospective customer who you know will be a hard sell? Do you need to show the reader that you’ve adhered to strict guidelines that were outlined in a governmental RFP? Or, are you simply giving the person a heads-up that the proposal is ready for review?

Knowing your goals will ensure you make the right decisions in Steps 2, 3, and 4 below.

2. Determine the format and formality level

Next, it’s important to choose the right format and style for your letter.

In this digital world, written or printed proposal letters are very old-fashioned. You’re better off using proposal software , which allows you to store email templates, proposal templates, customize things as needed, automatically notify and remind recipients to sign your proposal, track views, and more.

As for style, make sure to write in your brand voice . The formality of your writing style should also match your industry and the recipient’s expectations.

In most business scenarios, the longer and more complex and more formal your proposal, the longer and more complex and more formal your proposal letter will be too.

3. Start with a template or example

The next step is to find a template or letter example that will help guide your writing process. This is especially helpful if you’re sending a proposal letter for the first time and aren’t sure of exactly what to include.

Below these steps, you’ll find 3 proposal letter templates for different use cases and an example letter for each.

Of course, you can also head over to Google images and search for the exact type of proposal letter you’re writing in order to find tons of examples.

4. Craft the letter

Now it’s time to write!

Most proposal letters should hit on all of these points (in order):

Greeting for the recipient

Statement of gratitude or excitement for sharing the proposal

The client or project problem and goals

Your proposed solution and key details

Why your company is a fit to help

Your signature

As you’re writing, do your best to match the style and tone you’ve chosen, but you can always tweak it to perfection as you edit.

5. Proofread before you send

The proposal letter is your first impression. Get it right, and there’s a good chance the recipient will read your proposal. Get it wrong, and they might never even open your proposal. This is why you shouldn’t rush. Proofread your proposal letter 2 - 3 times, and on different days if your deadline allows.

Now it’s onto the templates and proposal letter examples!

Proposal letter template #1 (Sales pitch)

While there are many different types of proposals, sales pitches are probably the most common type. Account managers or executives send proposals to prospective clients and customers in order to pitch services, software, and other solutions. Use this template to help you craft the perfect letter to go along with your proposal.

Template #1

[Your first and last name]

[Company or organization name]

[Recipient's name]

[Recipient's company]

[Hi or Dear (recipient’s first name),]

[Use the first sentence to share your gratitude and or excitement for the opportunity to submit a proposal.]

[Define the potential client’s core problem and goals in one to three sentences.]

[Describe your proposed solution and why you’ve chosen this approach in one to three sentences.]

[Use one sentence to clarify the price of the proposed solution, or if you prefer to keep the price out of the letter, list specific deliverables or timelines instead.]

[In one to two sentences, describe why your company is the best fit for implementing the solution or how you’ve completed similar projects.]

[Tell the prospective client the next steps to take, such as reading and signing the proposal.]

[Your sign-off and signature]

Jane Doe Ace Software Hi Alex, Thank you for the opportunity to share this proposal with you. Your small but mighty marketing team is struggling to release content quickly, given their limited capacity. Things are getting stuck in the review column for too long, and classic project management software means that your team is constantly searching for assets, copying and pasting content, and failing to meet campaign deadlines. Ace Software can help you achieve your goal of hitting your campaign targets and drastically improving your team’s productivity. I recommend our Premium subscription and our Platinum implementation add-on. With a one-time setup fee of $5,000 and an annual fee of $4,000, your team will be able to produce and release content more quickly—as if you had hired two marketing assistants. Ace Software has supercharged 320 content teams, delivering an average ROI of 600%. Please read through the proposal and sign off when you’re ready. Or, let me know if you have any questions on what’s included. We look forward to working with you! Jane Doe Account Executive Ace Software

Proposal letter template #2 (Project quote)

When submitting a proposal or quote for a large project , you’ll likely need to take a more formal approach with your proposal letter. This template and example are perfect if you’re responding to an RFP for a government agency or other organization.

Template #2

[Hi or Dear (recipient’s first and last name,)]

[In the first paragraph, clarify why you are submitting a proposal and to whom. Typically you will mention the entity that sent out an RFP and the title, topic, or number of the RFP.]

[Describe the core contents and requirements of the RFP in three to five sentences.]

[Describe the scope of services outlined in your proposal in three to five sentences.]

[Offer the proposed project price and timeline in one to two sentences.]

[Clarify who the recipient should contact for questions or requests for proposal revisions.]

Jane Doe Ace Construction July 13, 2023 Alex Ross, Senior Civil Engineer Anywhere, California Dear Mr. Alex Ross, Thank you for the opportunity to submit this proposal. Ace Construction is responding to the RFP for playground and park construction for Sunny Park requested by the City of Anywhere, California. The Sunny Park RFP requests submissions from contractors experienced in park construction, playground design and construction, hardscaping, and landscaping. The RFP requires an active CSLB license and compliance with the allotted budget. Our proposal is fully compliant with all aspects of the Sunny Park RFP. We are proposing the construction of three shaded picnic areas, two playgrounds for children of different ages (12 months to 4 years and 5 to 12 years), a playing field for a variety of informal family sports, hardscaping with locally-sourced materials, and landscaping featuring drought-tolerant plants. The estimated project price for all of the design and construction outlined in our proposal is $900,000, and we expect to deliver the completed project in three phases so that new park features are available for public use as soon as possible. Should you have any questions about the contents of this proposal, please contact me directly. Thank you for your consideration, Jane Doe Business Operations Manager, Ace Construction (555) 555-1234

Proposal letter template #3 (Business partnership)

When you’re writing a letter to present a proposal for a business partnership , the level of formality will depend a lot on the person or entity you’re pitching to, and how well you know them. Whether formal or informal, the following template will help you cover your bases.

Keep in mind that this template can be easily modified to fit internal project proposals and business plans.

Template #3

[Your first and last full name]

[Kickstart your proposal letter with a one-sentence description of why you’re excited about the potential of working with the other person or why you think they’ll be interested in the opportunity.]

[Describe the market opportunity, target audience, and competitive gap analysis in two to four sentences.]

[Describe how your company will compete to win in two to four sentences.]

[Describe the type of partnership you’re proposing in one sentence (general partnership, limited partnership, etc.)]

[Clarify the next steps you’d like the recipient to take, such as reading and signing the proposal or scheduling a call with you to go over any questions.]

Jane Doe Ace Startup Hi Alex, I’m so excited to send you this business partnership proposal, because I know this industry is right up your alley. With your experience and my audience, I believe we’ll be able to do great things together. The direct-to-consumer vegan frozen foods market is full of expensive products that cost $8 to $11 per serving and are consistently described as “not filling” in reviews. It’s no wonder: 400 calories isn’t enough for dinner. Based on my research, I believe that we can satisfy the needs (and stomachs) of busy vegans by providing quick-cook products with recipe options that can be easily combined with fresh ingredients on hand. This will reduce our packaging sizes, costs, and shipping costs, while making it easy for consumers to adjust the recipes to their own tastes and typical portion sizes. I propose a general partnership, where we invest equal amounts of time and money, and share the potential gains or losses equally as well. Please review this proposal in full, and let’s schedule a time next week to go over all of the details. Best, Jane Doe

Write with your unique brand voice and the appropriate formality. Encourage the recipient to read the proposal and clarify the next steps you want them to take. Get these things right, and you’ll close that proposal in no time.

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How to Write a Perfect Proposal Letter: Step-by-Step (Examples)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together: Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
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Proposal Cover Letter

Creating a project proposal is a huge opportunity, but there’s no denying that it is also mind-boggling. Coming up with the idea isn’t the only thing you should do. There are still plenty of papers you need to process to complete the job, and a proposal cover letter is one of many. To avoid stressing out yourself even further, learn how to compose your cover letter in this article.

7+ Proposal Cover Letter Examples

1. business proposal cover letter.

2. Sample Request for Proposals Cover Letter

Size: 221 KB

3. Sample Grant Proposal Cover Letter

4. Qualifications Proposal Cover Letter

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5. Request for Proposal Cover Letter

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6. Printable Proposal Cover Letter

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7. Cover Letter for Request for Funding Proposals

Size: 86 KB

8. Proposal Covering Letter Example

What Is A Proposal Cover Letter?

A proposal cover letter is a one-page document that provides a brief introduction of your organization and the nature of your proposal. Some people don’t include a cover letter in their project proposals, but just like an executive summary , this document sets the mood of your paper. It is where you express that you understand their needs. On top of that, show them that you also have just the proposal to satisfy them.

How to Compose an Appealing Proposal Cover Letter

A proposal, similar to a resume , needs a cover letter. Your cover letter is where the prospects decide whether your proposal is worth reading on or not. There’s a famous saying about how first impressions last. That said, although this part is optional for some, it certainly impacts your whole proposal. 

1. Hook Them With Your Opening Sentence

Your prospects are busy people, so it is necessary to get straight to the point. Give them something that would leave them wanting more. Impress them and intensify their curiosity. Provide them a reason why reading your project proposal is the best choice of spending their time. Hook them and make sure they give their full attention to your cover letter.

2. Set The Vibe

Professionals often doubt the people who claim to have the answer that even they don’t. The main goal of your business proposal is to persuade your prospects and give them the confidence that you have a complete grasp of the situation. In setting the vibe, you need to engage them and make sure that they are treading the path you have set for them.

3.  Give Them a Teaser

This part is where you should show them that you have the solution to their problems. Don’t go into detail yet. Keep it short but specific. Once your clients start to feel that your project plan is substantial, they will naturally want to know everything that has to do with it. 

4.  End it With a Powerful Closing

It’s not over just yet. The last step in creating your cover letter is to devise a closing that would make the eyes of your client sparkle. Your closing sentence must encourage them to read every page of your proposal. Not only that, but you should also let them know that, by doing that, they’d get all the information and the answers they need. 

What is the structure of a proposal?

A proposal is a lengthy document that includes a lot of components. A complete proposal has a title page, table of contents, an abstract, need statement , objectives, project plan , evaluation, dissemination, personnel, types of equipment, budget , and an appendix. Incorporating all these essential elements in the format of your proposal will make it more organized.

What are the types of a proposal?

A solicited proposal is a proposal written in response to a request made by a sponsorship agency. When you submit one without the request for proposal , then the submission of the proposal is unsolicited. Other sponsors may call for a preproposal, which is a brief abstract of the proposal. There are also non-competing and competing proposals.

What is a technical proposal?

A technical proposal involves doing intensive research and providing reliable data and figures which can prove the effectiveness of the project or plan that you are proposing. This information is essential for the board of people involved in the decision-making process of whether to approve the said proposal or not.

In your proposal cover letter, you should successively hit the right spots at exactly the right time. One error can disrupt their engagement. That said, your proposal cover letter must be flawless. If done right, this one-page document can positively influence and decide the outcome of your whole business proposal .

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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.

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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 .

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Top 10 Project Proposal Cover Letter Templates with Samples and Examples

Hanisha Kapoor

Do you know that businesses, on average, spend an average of 23 manhours on writing a proposal that wins projects?

The success of all that effort, however, hinges on crafting an engaging cover letter that per se showcases the proposal.

Take this single-page document as your first opportunity to let your target audience know how your company is uniquely positioned to solve your clients’ problems.

This quote from Eileen Kent, president Custom Keynotes LLC, best expresses the importance of a cover letter.

This (a cover letter) is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park, or you will lose.

A Project Proposal Cover Letter to Make A First Good Impression

A well-written cover letter gets you closer to bagging a contract. It is crucial to grab the prospect’s attention and establish why your company is best suited to solve a problem. It also helps your audience feel reassured that you are in for the long-term.

Support your business proposals in an elegant way using our content-ready e-commerce cover letter templates featured in this guide.

The details in your cover letter need to be about your client. Start your relationship on the right foot with an overview of the results you will bring to resolve the pain-points of the potential customer. Other than this, a strong cover letter should include:

• Personalized offer
• Relevant references

It takes time to draft a project proposal cover letter that makes your client feel as though you are speaking directly, and exclusively, to him/her. To create and design a cover letter that earns your readers’ attention and wins you recall ( and the project ), deploy SlideTeam’s ready-made PPT Templates. These are customizable, easy-to-use, and downloadable at an instant.

Use these premium PPT Slides and connect to your prospect.

Let’s begin!

Template 1: Project Proposal Cover Letter PowerPoint Template

Increase your chances of writing a winning proposal and grabbing your prospect’s attention with this well-crafted PowerPoint Template. This presentation template comes with in-built content to help you outline a cover letter that can serve as an industry benchmark. Use this PPT graphic to showcase your brand USP and offerings to engage your client. Download now!

Download this template

Template 2: Cover Letter for Agriculture Project Proposal Slide

This PPT Slide makes a perfect fit for employees or business owners in the agricultural industry. Craft a professional and appealing proposal for your client with this PowerPoint Graphic showcasing your skills, expertise, and knowledge. Add your company logo and picture to the cover letter to personalize it. Provide your client with a summary of the project, with offers and references using this content-ready PowerPoint diagram. Download now!

Grab this slide

Template 3: Cover Letter for Research Project Proposal PowerPoint Graphic

Here is another well-structured PowerPoint Layout to help you pen down an engaging cover letter for your audience. Offer your client a sneak peek into your scholarly research to get funds with this flexible PPT template. Provide your reviewer with critical points on your cover letter, such as title, name of the university, degree name, etc., to make a good impression. Grab this flexible PPT design to kickstart your project. Download now!

Template 4: Cover Letter for Painting Project Proposal PowerPoint Template

Wish to scale up your business? It’s time you reach out to a wider range of audiences. Give your project proposal a good start by writing a cover letter that introduces your company, nature of work, expertise, and experience. Deploy this ready-made presentation template and use it as an opportunity to connect with your audience. Incorporate details of your company in the cover letter to make sure you are reachable, to capitalize the recall that this presentation template helps you gather. Download now!

Template 5: Cover Letter for Structural Engineering Project Proposal PPT Slide

Draft a crisp and personalized cover letter for your client. Use this professional cover letter that focuses on your products and services. Demonstrate your understanding of their needs and how you can solve their problems using this easy-to-use PowerPoint Template in your cover letter. Download now!

Template 6: Cover Letter for Engineering Project Proposal PowerPoint Template

Want to outdo your competitors? Create a persuasive cover letter, pitch your business offerings, and win your clients using this well-structured PowerPoint Template. Deploy this presentation template and draft a cover letter encouraging your reader to go through your entire proposal. Use this actionable PPT slide and highlight your company background, products, team, and experience to create the desired impact. Incorporate this presentation template and save time and effort in devising a professional cover letter for your business.

Grab this template

Template 7: Cover Letter for Solar PowerPoint Template

This is another PowerPoint Template to help you create a cover letter in the portrait form. Give your project proposal a professional look, and design your cover letter with an attractive theme and visual using this PPT slide. Add your content, logo, and company picture to the slide to personalize your project proposal. Use this well-designed PowerPoint Template to showcase your winsome project proposal. Download now!

Template 8: Cover Letter for Civil Engineering Project Proposal PPT Template

Want to sound confident in your project proposal? Deploy this PowerPoint Template and draft a persuasive cover letter for your project. Initiate your meeting with the presentation of your work experience, company history, projects, and more. The stunning visual doubles the impact. Download now!

Template 9: Cover Letter for Security Project Proposal PowerPoint Slide

Here is another cover letter PPT slide from our collection to help you begin your project proposal. Incorporate this PowerPoint diagram and write a glowing cover letter that is confident of success. This PowerPoint Template comes with pre-built content to support your project findings. Write a well-structured cover letter using this PowerPoint Template. Download now!

Template 10: Cover Letter for Entrepreneurship Project Proposal PPT Template

Use this PPT slide from SlideTeam’s repository to outline a memorable cover letter for your project proposal. Grab this ready-made PowerPoint template and use it to craft a fantastic cover letter. Show how you are an industry pro, equipped with relevant skills and knowledge using this PowerPoint Template. Download now!

A cover letter needs to be a perfect blend of visuals and content. Going overboard with either of two can have your clients snooze off. Ensure you present yourself with modest and grace; showcase your workings, and clear understanding of your audience’s problems in your cover letter. Therefore, use SlideTeam’s PPT Templates and introduce your project with the utmost zeal and passion for grabbing your prospect’s attention. These premium presentation templates are available for download here to help you craft a cover letter that seals the deal.

PS: Do better business and impress stakeholders with your written communication, meant for record, with our business letter PPT Templates featured in the blog .

Project Proposal Cover Letter FAQs

Are proposal and cover letter the same.

It is interesting to note that cover letters are different from project proposals. While a cover letter is a concise project description, a bid is a more detailed overview of a project showcasing reports and other documents. Project proposals are presented to business investors, clients, customers, etc. It is created to explain why a project could benefit both parties. A cover letter may help you achieve a higher success rate if drafted well. Cover letters are summaries of a proposal in which the client’s problems and issues are highlighted and addressed. It is akin to addressing painpoints of the clients. in five paragraphs or less.

What should a cover letter include?

Writing a captivating cover letter is a task. It is tough to grab your audience’s attention and deliver an important message. However, some ways can help you formulate a winning cover letter that provides solutions to your client’s pain points, products, services, etc. It is essential to professionally structure your cover letter to engage your audience. To achieve results from a well-designed, effective and engaging cover letter, doing the following activities is a must:

1. Format the heading area 2. Address the cover letter directly to the client 3. Captivate your audience with an interesting opening sentence 4. Showcase your best assets in the 1st paragraph

What are the essential parts of a cover letter?

A professional and appealing cover letter should include an introduction, sales pitch, and conclusion.

Introduction : Ensure that you introduce yourself with confidence, using verbs that really elevates your pitch. Some examples are: Drive, Create, Design, Build, Transform, Exponential Growth etc. Take this as an opportunity to leave a first good impression on your client. Providing a brief overview of your company and offerings.

Sales pitch : You must show your understanding of the client’s problems. State your deep understanding of the issues your clients are facing. Once the client sees you know what is needed to improve your client’s processes, your job to bag that contract is half-done. Present your actionable solutions to combat the gaps.

Conclusion : End your cover letter by thanking your client for their expression of interest in your services. Add proper salutations with your signature and contact details so they can reach out to you.

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Sample Proposal Cover Letter

Last Updated On January 2, 2020 By Letter Writing Leave a Comment

A sample proposal cover letter is written by a company to another company to offer the proposing company a service or work to make the recipient company achieve timely goals. The letter basically describes the qualities of the proposing company and how well it can handle tasks and deadlines.

Basically, it is a formal business proposal cover letter  written by one company to another. Proposal letter can also be written for funding. Here are few tips to help you write a proposal cover letter.

Sample Proposal Cover Letter Writing Tips:

• Write the letter in a formal way
• Do not make grammatical errors and spelling mistakes
• The language should be formal and at the same time easy for the receiver to understand
• The qualities of the proposing company should be mentioned clearly
• The benefits too should be mentioned briefly
• Provide details without any mistakes
• Convince the clients or company to give you an opportunity

Sample Proposal Cover Letter Template

Date: _____ (Date on Which Letter is Written)

Subject: Sample Proposal Cover Letter

Dear _____(Sir or Madam)

I on behalf of ……….(name of the company) is writing this letter to you after reading your notice in the newspaper for requirement of good material supplier. Our company has vast experience in manufacturing and transporting construction materials and hence feels we would be the right choice for your company.

Our company ……………..(name of the company) have till date supplied quality material to diverse clients all over the globe and hence would suit your requirement in every way. Waiting for a positive reply from your side.

Yours Truly,

Name of the organization

______________

Sign of the Manager

Sample Proposal Cover Letter Sample, Email and Example/Format

Dev Ghosh, Aptech Company, Thane, Mumbai

Date: 20-06-2016

Narender Gandhi, ABC Ltd, Sion, Mumbai

With regards to your application and need a few days back in the newspaper, I on behalf of Aptech Company is writing to you to give as an opportunity to deliver the necessary goods and fulfill your timely demands. You had mentioned in the application that you were looking for reputed, metal and steel suppliers. Our company has been into this business since many years and we feel we would be the right choice for your company.

I have attached a catalog about our company that will give you necessary details about who we actually are. I am sure by giving this opportunity to us you will not regret also you can expect good quality materials from us. After reading all the details feel free to contact us either via email of our official number as mentioned in the catalog.

I expect a positive response soon from your side.

Thanking You,

Yours truly,

Email Format

to: email of receiver from: email of sender

Subject: Business proposal

Dear Mr. Goldberg,

Further to our earlier discussion on Meteor Organization’s current project, we now submit a proposal from Forever Young Ltd for your consideration. We believe Forever Young Ltd is your right candidate to collaborate with Meteor Organization in marketing your products globally, with its high quality services, commitment, and expertise.

From our enclosure, you will approve of Forever Young Ltd’s impressive business strategies, which have heaped outstanding feedback from our clients in past projects for the outstanding services rendered to Forever Young’s esteemed clients. Enclosed is a listing of our esteemed clientele for your perusal.

Forever Young is capable in adjusting and focusing on current and effective strategies while tracking the current market sentiments to benefit Meteor Organization in your sales strategies for your new product launch.

We look forward to hearing positively from you for further collaboration.

Yours Sincerely,

Cindy Larlaton

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Proposal Writer Cover Letter Example

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Proposal Writer Cover Letter Example (Full Text Version)

Dear Hiring Manager,

As a Proposal Writer with 4 years of experience in producing proposals for environmental, civil engineering, and infrastructure projects, I apply with enthusiasm for this opportunity.

I am currently a Proposal Analyst with Sunnybank Technical Services (STS), where I partner with the Engineering, Commercial, Project Management, and EHS divisions to research and write proposals for public and private sector projects. Mirroring your requirements, I analyze RFPs, communicate required information to the divisions, collate inputs, coordinate text review meetings, edit and proofread drafts, and submit error-free files for release. This role builds upon my previous experience as a Junior Proofreader in the Business Publications division of Halliwell Publishing.

In addition to my professional experience, I hold a BA in English and am a member of the Chartered Institute of Editing and Proofreading.

I have enjoyed my time at STS. As the company is reducing its proposal team due to the market impact of the global pandemic, I am seeking a new opportunity. Your company is involved in some really exciting infrastructure projects. I would love to be a part of your proposal team!

Please find attached my résumé for your consideration. Thank you very much for your time. I look forward to hearing from you regarding next steps.

Yours sincerely,

Milan Šaržík, CPRW

Milan’s work-life has been centered around job search for the past three years. He is a Certified Professional Résumé Writer (CPRW™) as well as an active member of the Professional Association of Résumé Writers & Careers Coaches (PARWCC™). Milan holds a record for creating the most career document samples for our help center – until today, he has written more than 500 resumes and cover letters for positions across various industries. On top of that, Milan has completed studies at multiple well-known institutions, including Harvard University, University of Glasgow, and Frankfurt School of Finance and Management.

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