Step : Write The Proposal
Once you have identified the information necessary to answer your client’s questions, you need to organize this information for maximum impact and clarity. Here is a standard business plan template which you can adjust to fit your specific needs.
How To Write A Business Proposal Template
Section 1. Introduction: Start by introducing your company and mission in a way that relates your company to your prospective client’s needs. You can include a brief story that gives your client a feel for you brand’s character and helps build trust. Highlight what distinguishes your company, your accomplishments, credentials, and any awards. This should be no more than 1 page.
Section 2. Executive Summary: The Executive Summary is one of the most important sections in your proposal. This is where you should present the case for why you are the right company for the job, and give the reader the takeaway message of the proposal. You should not try to summarize every aspect of the proposal, but rather focus on the conclusions you want the reader to reach after reading it. Use direct, factual language that is objective and persuasive, and make sure that it feels like it is about your potential client, not just your company. Show that you are familiar with their company, and can meet their specific needs. This section should be also be kept to 1 page.
Section 3. Table of Contents: The Table of Contents is an optional section that is helpful for longer proposals with lots of details.
Section 4. Body: Once you have presented your overall case in the Executive Summary, you can outline the specifics of your proposal. This is where you can answer the “who, what, when, where, how, and why” questions that you identified in step 2. Include information on scheduling, logistics, and pricing. You can also include testimonials from past clients and a link to your website.
Section 5. Conclusion: Once you have outlined the details of your proposal re-emphasize the exceptional results your company can provide. You should conclude with a call to action that encourages the reader to contact you, or visit your website for more information. Ideally, you want your client to make an immediate connection with your company, even if it is something small.
Section 6: Appendix: The Appendix is an optional section that you can use to include information that might not fit well in the body of your proposal. You can include resumes, or additional graphs, projections, and customer testimonials.
You should strive to strike a balance that provides enough information to answer potential questions, but keeps the proposal lean and free of superfluous information that will only confuse your client.
The Tone And Language You Should Use
Make sure you use clear concise and simple language that avoids lots of industry jargon and technical terms. Also, avoid using hyperbole that exaggerates your company or service, as this may undermine the trust you are trying to establish with your potential client. Focus on accurately and confidently presenting the results your company can offer. You can include some of your methodology, but this should be a supporting factor, not the focus of the proposal. Remember, your client cares most about the end result and the financial costs.
How Long Should The Proposal Be?
If possible, keep the total length of the proposal within an 8-minute read in order to capitalize on the short attention span of many readers. Remember, your client may be reading many proposals and will not necessarily appreciate a proposal stuffed with superfluous information. If you want to add more information that is not directly relevant to the job, put it in the appendix.
While there is no set format, the formatting should be clear and easy to understand. Break the proposal into clear sections and subsections that use effective headings and subheadings.
Be Sure To Proofread and Edit
Once you are done writing, make sure to carefully proofread and edit your proposal. After you’re done, wait a day or two and the double check your proposal to verify that you’ve included all the information your client might need. If your potential client sent a Request for Proposal, go back and make sure that your proposal provides all of the information requested. It should be easy for your client to find information within your proposal, so if you included a table of contents make sure that all of the headings and subheadings are included with accurate page numbers.
Always Keep The Client In Mind
The most important thing is to try and think like your client. If you can put yourself in their shoes, you will be better able to explain why your company is best for the job, and anticipate all the questions they may have. If you follow this guide, you will be well on your way to a great job-winning proposal.